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Related Services Related Services EfficiencyEfficiency

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April 16, 2007April 16, 2007

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RS IntroductionRS Introduction

A student with a disability's school day may A student with a disability's school day may include related services whose delivery details include related services whose delivery details are reported on the form SED-4 which is are reported on the form SED-4 which is included in the Consolidated Fiscal Report included in the Consolidated Fiscal Report (CFR) submitted after the school year.(CFR) submitted after the school year.

SED must ensure that students are receiving the SED must ensure that students are receiving the appropriate level of related services mandated appropriate level of related services mandated by their IEP and that the schools have the by their IEP and that the schools have the staffing capacity to provide those services.staffing capacity to provide those services.

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RS IntroductionRS Introduction

The RS Template combines information from the The RS Template combines information from the SED-4 and the staffing reported on the CFR-4 & SED-4 and the staffing reported on the CFR-4 & 4A.4A.

The goal of the template is to show:The goal of the template is to show: The utilization of capacity % for each discipline,The utilization of capacity % for each discipline, The compliance % with IEP mandates,The compliance % with IEP mandates, Staff required if providing mandated services at 100% Staff required if providing mandated services at 100%

and 80% levels to be used as a gauge in measuring and 80% levels to be used as a gauge in measuring efficiency.efficiency.

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Related Services Efficiency (RSE) Related Services Efficiency (RSE) TemplateTemplate

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RSE Template DetailsRSE Template Details

Items 1 – 9 capture the number of half Items 1 – 9 capture the number of half hour sessions available for each discipline hour sessions available for each discipline based on the number of days the school based on the number of days the school operates, length of the day and the staff operates, length of the day and the staff FTE for individual and group sessions.FTE for individual and group sessions.

Item 10 is the IEP mandated sessions Item 10 is the IEP mandated sessions totaled for all students. The RS-2 form totaled for all students. The RS-2 form should be used to track each student’s should be used to track each student’s need for RS as mandated on the IEP.need for RS as mandated on the IEP.

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RSE Template DetailsRSE Template Details

Item 11 is the number of sessions provided Item 11 is the number of sessions provided totaled for all students. totaled for all students. The RS-2 form should be used to track the number of The RS-2 form should be used to track the number of

related services provided both in group and related services provided both in group and individually. You may request each year’s RS-1 & 2 individually. You may request each year’s RS-1 & 2 forms and instructions by contacting forms and instructions by contacting RatewebRateweb..

The RS-2 form also provides a method to The RS-2 form also provides a method to capture sessions not provided and to provide the capture sessions not provided and to provide the reasons why such sessions were not provided.reasons why such sessions were not provided. Reimbursement for RS is included in the tuition rate, Reimbursement for RS is included in the tuition rate,

thus it is an enrollment based payment. Accordingly, thus it is an enrollment based payment. Accordingly, attempts must be made to “make-up” missed attempts must be made to “make-up” missed sessions and to document those sessions.sessions and to document those sessions.

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RS-2 ScheduleRS-2 Schedule

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PercentagesPercentages Line 12 UTILIZATION PERCENTAGE FOR THIS DISCIPLINELine 12 UTILIZATION PERCENTAGE FOR THIS DISCIPLINE

This percentage reflects the use of the staff assigned to related services This percentage reflects the use of the staff assigned to related services and provides important information relating to:and provides important information relating to: Whether a program has the ability to provide more services with current Whether a program has the ability to provide more services with current

staff?staff? Whether a program is fully utilizing staff and if not, i.e. if the percentage is Whether a program is fully utilizing staff and if not, i.e. if the percentage is

low, than what may be the circumstances or reasons for not maximizing low, than what may be the circumstances or reasons for not maximizing staff?staff?

Line 13 COMPLIANCE WITH IEP MANDATES PERCENTAGELine 13 COMPLIANCE WITH IEP MANDATES PERCENTAGE This percentage shows how much of the mandated sessions are being This percentage shows how much of the mandated sessions are being

provided and provides important information relating to:provided and provides important information relating to: Whether students are receiving their required sessions?Whether students are receiving their required sessions? If the percentage is low what are the causes for this?If the percentage is low what are the causes for this? Whether students receive more than what is mandated on the IEP and what Whether students receive more than what is mandated on the IEP and what

are the reasons?are the reasons? The utilization % for mandated services is in excess of 100% because staff The utilization % for mandated services is in excess of 100% because staff

provides more than the minimum required.provides more than the minimum required.

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PercentagesPercentages

This shows a range in which to assess the FTE This shows a range in which to assess the FTE therapy needs of the program while meeting the therapy needs of the program while meeting the student’s IEP mandates;student’s IEP mandates; Mandated hours of service each therapist can provide Mandated hours of service each therapist can provide

per the formula: per the formula: Mandated hours of service Mandated hours of service ÷ possible hours per full time ÷ possible hours per full time

therapisttherapist:: A benchmark measurement of 80 to 100% is used as a gauge A benchmark measurement of 80 to 100% is used as a gauge

to whether related services are provided efficiently.to whether related services are provided efficiently. Other conditions may affect the percentage as documented on Other conditions may affect the percentage as documented on

the RS-2 such as medically fragile students, excessive the RS-2 such as medically fragile students, excessive absenteeism, multiple sites, crisis interventions, equipment absenteeism, multiple sites, crisis interventions, equipment malfunctions or attendance to CPSE meetings.malfunctions or attendance to CPSE meetings.

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Schedule SED-4Schedule SED-4

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SED-4SED-4

The concept of this form is to indicate:The concept of this form is to indicate: CapacityCapacity - For your related services staff, how - For your related services staff, how

much service can they provide? (Employees and much service can they provide? (Employees and contractual staff)contractual staff)

Mandated SessionsMandated Sessions - Calculate the need for - Calculate the need for related services per student IEP’s.related services per student IEP’s.

ProductivityProductivity - What is the total number of sessions - What is the total number of sessions actually provided, and what is the percentage of actually provided, and what is the percentage of those sessions to what you could provide? (session those sessions to what you could provide? (session provided/capacity)provided/capacity) This is your efficiency rating, i.e. how much staff is actually This is your efficiency rating, i.e. how much staff is actually

working towards the goals and providing the services. RSU working towards the goals and providing the services. RSU wants to ensure that students are receiving their RS in wants to ensure that students are receiving their RS in accordance with the IEP and that staff is being fully accordance with the IEP and that staff is being fully utilized.utilized.

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RS SummaryRS Summary

Related Services is a large percentage of Related Services is a large percentage of instructional delivery. Depending on the instructional delivery. Depending on the year it can be anywhere around 20% to year it can be anywhere around 20% to 25% of special education salaries .25% of special education salaries .

If you have questions or concerns please If you have questions or concerns please contact your Regional Associate to contact your Regional Associate to discuss service delivery or your assigned discuss service delivery or your assigned accountant to discuss reporting accountant to discuss reporting requirements.requirements.