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1. 20 CERTIFICATION WEE 21 WHAT IS YOUR DISTRICT S AWARD 23 lU SCH NEE 23 eler EE 24 NED DER E ee ashe ede acne ees 25 Page 2 of 26 PURPOSE OF MANUAL Special education extraordinary aid EXAID was first provided through the Comprehensive Educational Improvement and Financing Act CEIFA N J S A 18A 7F 19b EXAID is now regulated by the School Funding Reform Act of 2008 EXAID is to assist districts with students that have high educational costs The student must be classified and be between the ages of 3 and 21 It is conditioned upon a demonstration by the district that the student s Individualized Education Program IEP requires the provision of intensive services Public school districts have the opportunity to apply for special education extraordinary aid EXAID for the 2013 2014 school year Eligible districts are those where the cost of educating an individual classified student depending upon the child s placement exceeds a predefined threshold It is necessary for the student to be in an approved placement and the child s IEP must include at least one provided intensive service Pursuant to P L 2001 Chapter 356 the extraordinary aid application is available on line at http homeroom state nj us Instructions for establishing user accounts for on line applications are available at http www state nj us njded data collections The application process requires that districts complete one on line form for each child w
2. the contact information screen will appear Special Education Extraordinary Aid Print this page 05 05 2014 The 0010 ABSECON CITY public school district submits this application for their resident classified student whose IEP s require the provision of intensive service Certification Title Select Title Last Name First Name In accordance with NJSA 18A 7F 55 and N J A C 6A 23A I certify that the foregoing information is true and complete to the best of my knowledge and belief and understand that any willfully false information is sufficient cause for the rejection of this application or if reimbursement has been awarded for the repayment of the funds I further agree that I will comply with all reasonable and necessary requests for revision or amendment to the application Contact Person Information Last Name First Name Email Address Phone Number 000 000 0000 At a minimum you should 1 fill in the title and name of the school official who will certify the application and 2 complete the Contact Person Information portion of this screen before continuing with the application process You must come back to this screen in order to certify the application later in the process Filling in the contact information now however will make it easier for us to provide support should there be any problems before you have completed the application process Make sure this contact person is the person who will
3. then the answer is automatically yes If your selection is either 1 or 2 then you must select either Yes or No Page 16 of 26 Tuition Classroom Costs A cost must be entered for every student applicant In public placements placement category 1 or 2 this would be either 1 If no tuition bill is involved this is the total educational cost amount This would be the total classroom costs calculated by adding up the prorated educational costs for each class the student attends DO NOT INCLUDE SUPPORT COSTS HERE IF NO TUITION IS INVOLVED Support costs will be added later in the process 2 If there is a tuition amount involved then the full tuition amount is entered here This is ANY tuition weather paid to another public school private school or a public school program run by a private school even if that rporgram is physically located in your district In private placements placement category 3 the amount will be the total amount of the tuition bill plus any additional costs that may have been paid to outside vendors for educational services In all cases enter the amounts in whole dollars Put in a number without dollar signs commas or periods Educational Costs In the case of tuitions to public institution or private school running programs in a public school on a tuition basis this number is calculated automatically Otherwise it is not used Support Costs In the case of tuitions to public
4. Extraordinary Aid 05 05 2014 County ATLANTIC District ABSECON CITY Check the box to delete unapproved students ep Primary Qualifi P EXAID Costs Category NJ Smart ID Student Eligibility Criteria asdfadsf adsfasdf 1224323423 Miki Cognitive Impairment 90 000 1 1256000000 schmidt joe Auditorily Impaired Deafness 1252562561 schmitt joe Auditorily Impaired Deafness LOOK UP STUDENT INFORMATION This link will take you to the screen to Lookup and Print the list of all Students or a particular Student by Last Name and or by The Primary EXAID Placement Category Click on Search button or Student List button for Look up en Office of School g Department of Education Finance Home Main Menu Print Results FY 2013 14 Special Education Extraordinary Aid 05 06 2014 County ATLANTIC District ABSECON CITY Student Enrollment Information Search Page Search Engine Select a field s and hit Search or click Student List to list all students or click on Today to list today s updates Last Name SelectLastName v The Primary EXAID Placement Category Select Primary Placement Category v List all students in Alpha Order Search Result Message Print Results NJ Smart ID Eligibility Criteria Qualified EXAID Primary Placement Tuition Involved Costs Category Cost Page 20 of 26 CERTIFICATION Once you have entered and modified applications for all students and are ready to submit y
5. be able and available to answer any questions that might rise during the application period as well as the period following certification when data is being reviewed and checked by the DOE After completing the information press Update Note if you receive an error message telling you that you have not entered an extension number and you do not have an extension number press OK You will be asked if you are sure you want to submit Press OK Page 12 of 26 MAIN MENU Next appears the EXAID Main Menu Special Education Extraordinary Aid 05 05 2014 County ATLANTIC District ABSECON CITY Student Information Menu Look Up Student Information Contact and Certification Information Exit System 2014 New Jersey Department of Education E Mail EXAID doe state nj us STUDENT INFORMATION MENU Selecting Student Information Menu on the above main menu screen displays Special Education Extraordinary Aid 05 05 2014 County ATLANTIC District ABSECON CITY Add New Students Modify Students Delete Students Main Menu 2014 New Jersey Department of Education E Mail EXAID doe state nj us Page 13 of 26 Add New Students This link will take you to the screen for entering student data described below If you wish to add a new student or modify the data entered for an existing student you do so on the Student Information Menu or thru the Student List on the screen shown above Both will ta
6. institution or private school running programs in a public school on a tuition basis this number is calculated automatically Otherwise it is not used Qualified Costs This is an EXAID calculated field and the amount depends upon the placement category selected Part B Secondary Placement If a student was in more than one placement during the year enter data for that placement in this section as you did for the primary placement If the student was in more than two placements during the academic year contact EXAID doe state nj us and use the phrase More than two placements as the subject of the email Part B Secondary Placement Data 2nd Placement Dates Start Date 2nd Placement Category Select 2nd Placement Category 2nd Placement Type Select 2nd Placement Type v Attending County Out of State District Out of State Approved Private School 2nd Placement School Select County e Select District Select School 2nd Naple Pl Name Is there a tuition payment involved in the 2nd cost calculation of thise students costs Select Yes No vY 2nd Placement Tuition from tuition bill or your calculated classroom costs Calculation for Public Placement with Tuition Ed Rate Educational Costs Support Rate Support Costs Qualified Costs Cost of 2013 14 2nd Placement gt gt gt gt Ki Page 17 of 26 Part C Additional Cost In this section you will record related service add
7. the data is entered directly into the application with a few exceptions you do not need to complete a worksheet for every application though you should print out a copy of the completed application for each student Exceptions i Classroom costs for in district students While districts vary in how they choose to track these costs you will need to maintain a clear worksheet showing how classroom costs were calculated We hope to develop a simplified worksheet for this calculation for the 14 15 application year ii Additional Costs If you have additional extraordinary one time related service or support costs NOT ALREADY INCLUDED in tuition you will need to complete the Additional Costs Worksheet 2 In district programs run by approved private schools for the disabled This is a clarification rather than a change You may choose to use either category 1 or 3 for in district programs run by an approved private school for the disabled However if you choose category 1 the tuition costs like all other category 1 tuition costs must be broken out using the percentages for the district in which the program is operated This will happen automatically when you choose the district that houses the program Page 5 of 26 3 Calculation of Classroom Costs for in district students There are two ways of calculating the classroom educational and support costs for category and 2 in district students a By each class the student attends To
8. 90 or 75 of these costs are used Again this depends upon the 1 placement category selected If the allocation in the State Budget is not sufficient to fund the full awards for all districts the final awards will be prorated to keep the total awards within the limits of the Sate Budget QUESTIONS Please review the FAQ s frequently asked questions section or simply contact us EMAIL EXAID DOE STATE NJ US MAILING ADDRESS New Jersey Department of Education Attn EXAID Office of School Finance 1 Floor 100 Riverview Plaza PO Box 500 Trenton NJ 08625 0500 We strongly suggest that you email questions that way both you and the Department have a record of the issue involved The email address is Our FAX NUMBER 609 292 6794 Page 23 of 26 Appendix A Placement Category and Type Descriptions For each applicant you will be required to select the appropriate placement category the ones below that are numbered 1 thru 3 and are boxed and in bold You must also then select the appropriate placement type the bullet points under each category for the student Remember that the placement category has an effect upon the award amount and the type of costs that will be accepted in each application Placement category 1 The applicant is in a district public school program with nondisabled peers 1 In a public school district program with nondisabled peers run by a public school 2 In a public school distric
9. Management ESEA NCLB Allocation Notices EWEG Evaluation Survey EVVRS Exemplary Educator FICA HIB Grades HIB Grades Report HIB ITP PARCC TRT RPTSSE PARS21 PERKINS Perkins Performance PSSD Appendix S QSAC DPR RCN SEC School Aid Special Ed ADR Table 12 State Responsible Homeless Tuition Supplemental Choice VEDS Secondary VEDS College Web User Admin YDC Inactive Systems Harassment Intimidation and Bullying Investigations Trainings amp Programs District Level Selecting the application by double clicking on it will gain you entrance into the EXAID application Page 9 of 26 Documents Begin by reviewing the documents found on the Welcome page shown below New Jersi Department of Education Office of School Finance Welcome to the 2013 2014 Special Education Extraordinary Aid System Documentation Support Cost Averages by County and District Additional Costs Worksheet Frequently Asked Questions User Manual E Mail EXAI oe state nj us 1 Support Cost Averages by County and District This document lists the average per pupil support cost for every school district in New Jersey It is calculated using district budget submissions It is used primarily for estimating general support costs for in district non tuition students General support costs are already included in tuition payments 2 Additional Costs Worksheet There is one worksheet document available to download on this page the Additio
10. PI Name Is there a tuition payment involved in the cost calculation of this students costs Select Yes No v 4st Placement Tuition from tuition bill or your calculated classroom costs Calculation for Public Placement with Tuition Ed Rate Educational Costs Support Rate Support Costs Qualified Costs Cost of 2013 14 1st Placement gt gt gt gt Ki Placement Date Enter the start date and end dates of the student s placement for the 2013 14 school year Page 15 of 26 Placement Category Placement Type Placement School Naples Pl Name Is Tuition Involved Student s primary placement category Select one of the three categories in the drop down box Be sure you select the correct one This selection determines the type of costs allowed the threshold amount and percentage of reimbursement If there is more than one placement category during the year select the one where the student spent the majority of time during the year Depending upon the primary placement category selected ONLY the qualified cost amount over 40 000 if placement category 1 or 2 was selected or the amount over 55 000 if placement category 3 has been selected of the combined placement costs will be eligible for extraordinary aid reimbursement That award amount will be further reduced by either 10 if placement category 1 was selected or 25 if the other 2 placement categories have been selected This cal
11. STATE OF NEW JERSEY DEPARTMENT OF EDUCATION DIVISION OF ADMINISTRATION amp FINANCE OFFICE OF SCHOOL FINANCE INSTRUCTION MANUAL APPLICATION FOR SPECIAL EDUCATION EXTRAORDINARY AID For Costs within the Fiscal Year 2013 2014 July 1 2013 thru June 30 2014 Revised as of 05 09 2014 Table of Contents PURPOSE OF MANUAL issisiscdscashsnctssaoedtne Zone SEENEN NEE eene 3 IMPORTANT RULES TO REMEMBER WHEN APPLYING ssssssssssssssssssrsesssresssrrsrssrssrssessrnsrnsrnssnsrnsnsrrsee 4 CHANGES AND NOTES FOR THIS EAR 5 DETERMINING THE EXAID AWARDS 6 ACCOUNTING FOR EXTRAORDINARY AID 7 HOW TO APPLY EE 7 IMPORTANT NOTES BEFORE STARTING sssssssessssessiessssirssssrnssrsrrstrsressrntsstnstnstnetnstnsttstesstntenstnstnstestnntestttt 7 GETTING STARTE Dimrin ag a aeaa aa vaca susan aae a a aae aie aeaa eener 9 Accessing the Application cccccssscssecececsesssssacsecececsesseasansececaesssssanaeseceseessassansesecessessaasaeseeuenesesseansees 9 lef 10 LOGIN Beginning the Application Process On Line sssssssssssssssesrrssssssrrerrnssssrerernnssnserrreennssnneeennenno 11 MAIN MENU is cescecevscacadtasnacastasaezecneescedhenasteaus euoens eta deed ENEE REENEN de 13 STUDENT INFORMATION MENU 13 Add New StU E CT 14 ere VS En EE 19 Delete Students s iiiceessecseccevesescebusdossaneesusesavacetegusestot avedeeseneesestsadelevuseteseateavelessussureie avect eessecputaavededts 20 LOOK UP STUDENT INFORMATION
12. Statement and Additional Funding Request AMAO Data Report Equalization Aid ARRA Stabilization Funds ESF GSF Cash Management Report ARRA Quarterly Section 1512 Reporting Application for State School Aid Audit Summary Online 2014 2015 Budget Statement Software Bilingual Waiver Request Submission Application for the Electronic Upload of the CAFR Submission Package CDS Information System Course Roster Reports Report of Nonpublic Auxiliary and Handicapped Services Charter School Enrollment System CSSD Tuition System CTE Program Approval Applications and Individual Program Performance Reports Debt Service Data Collection District Teacher of the Year Online Form Assurance Statements EE4NJ Summer 2012 Data Collection Education Jobs Fund Cash Management Report System ESEA NCLB Consolidated Subgrant Application District Progress in Educator Evaluation Instrument Electronic Violence Vandalism Substance Abuse Reporting System Application for Special Education Extraordinary Aid release date in early May Exemplary Secondary Educator Recommendation Application Grants IDEA NCLB PERKINS and Discretionary Social Security Contributions School Self Assessment for Determining HIB Grades School Self Assessment for Determining HIB Grades Report District Level News Of The Day May 5 2014 Active Systems ADDL AMAO ASSA AudSum Budget Bilingual CDS CAFR Repository CHE cssD CTE Re approval CRR DSDC DTOY Ed Jobs Cash
13. al or other organizations Excluded are amounts paid for residential costs associated with out of district student placements Page 25 of 26 SUPPORT COSTS USED IN DISTRICT APPLICATIONS Please remember that EXAID is an application for an individual student You can elect to use the per pupil average rate for your district as an additional cost above the calculated educational costs for all of your in district applications Or You can also calculate a specific amount for an individual student If the support cost applied for an individual student goes well beyond the average amount you will be asked to justify and support the methodology used to calculate the increased amount in any subsequent audit SUPPORT COSTS IN OUT OF DISTRICT APPLICATIONS The tuition that you pay for an individual student includes a support cost component from the district or institution providing services You cannot therefore include a complete support cost component for your district as well Nor can your administrative costs such as bill accounting amp processing be considered an EXAID allowable expense However there can be support costs at a district level that may apply even for a student being sent out of district For example you may be sending a student to another district and paying them tuition for the services they provide Yet your district may be wholly responsible to create and maintain the applied for student s IEP These are allowable sup
14. cation State aid equal to 75 of the amount of that excess If there is a change in a student s placement category then the calculation of the EXAID award will be based upon the method used in the student s primary placement category The primary placement category is the one in which the student spends the majority of time during the fiscal year ACCOUNTING FOR EXTRAORDINARY AID Reimbursement funds should be recorded as revenue and as a receivable in the district s detailed general ledger as other State aid in account 10 3131 Revenue Source Code Description 3131 Extraordinary Aid This account is used to record additional state aid provided to assist the district with special education costs The actual cash payment will occur in the next fiscal year which for this year will be the fiscal year of 2014 2014 The revenue is unrestricted and can be used for any purpose A district may appropriate these funds in 2013 2014 or in the 2014 2015 fiscal year without commissioner approval EXAID is an allowable adjustment in a district s excess surplus calculation made at the end of June 2014 if the district does not appropriate the funds during 2013 2014 If the district does appropriate a portion of these funds during 2013 2014 then the amount appropriated is not an allowable adjustment for the 2014 audited excess surplus calculation HOW TO APPLY The on line application will be available in May 2014 All applications must b
15. cement ONLY the tuition cost is applicable Tuition is defined in EXAID as the cost to provide the educational services as called for in the student s IEP In public placement situations the other 2 placement categories only educational and support costs can be included In most cases this means that the costs of providing the services called for in the student s IEP are considered educational and are eligible costs Support costs to maintain the student s well being as they are being educated can also be included under placement categories 1 amp 2 You should be guided by the definition of these services in the Taxpayers Guide to Education Spending under Indicator 6 http www state nj us education guide 2014 ind shtml Transportation including transportation aides legal facility or administrative costs are not applicable costs for EXAID There are links in the on line application to listings showing support costs both as an average cost by district and as a percentage of total per pupil cost These can be used to determine the applicable costs but you are not limited to using only these amounts More specific amounts can be calculated and used by you in the application In all cases a district is still required to make the on line application Sending in the form is not making an application it is only a support document Page 4 of 26 CHANGES AND NOTES FOR THIS YEAR 1 The online application is new and includes more da
16. culation will be done later at the Department and not in the EXAID application Choose from the provided list This is an added detailed description of the placement category to ensure that you have chosen the correct category Choose the placement type that best describes where the student is the majority of the time The selection has no effect upon the EXAID award calculation Chapter 153 Naples Placements If choosing a Naples placement you MUST have the document allowing the placement that is named in the choice Choose the school or district the student attends The dropdown menus will be populated with districts and schools based on your selection of placement category and type The selections are by 1 county or state 2 district or state and finally in the case of a private placement and 3 by name of approved private school For private school the choice of county and district of location helps to keep the approved private school list shorter Note If this is a non tuition in district student you do not need to choose a district If this is a student attending a public school program run by a private school you must choose the county and district where the program is located even if it is your district If this is a Naples placement you will have to manually enter the name of the school Is there a tuition involved in the cost calculation of this student s costs If your placement type selection is category 3
17. e submitted by the June 13 2014 The notifications of reimbursement amounts will be released following the adoption of the State 2014 2015 Budget The awards cannot be announced before the state budget is adopted and we know the state wide authorization for the EXAID program Email any questions about extraordinary aid to EXAID doe state nj us IMPORTANT NOTES BEFORE STARTING Review the information at http homeroom state nj us 1 All districts must maintain complete documentation for each student A district must complete and maintain documentation to support each student s application This documentation must be maintained for any future audit The primary summary document that auditors will look for is the EXAID student enrollment information page for each applicant It is the responsibility of the district to print and maintain a copy of this Page 7 of 26 page for each student included in the district s application This document and other supporting materials such as the IEP the Addition Cost Worksheet if one was needed and the billing documentation regarding the cost of educating each placement must be kept on file in the district These documents will be required by the Department of Education during any future audit of the district s extraordinary aid award Some documents are available at the welcome page of EXAID reached by starting at http homeroom state nj us You may not be able to view your indiv
18. ed If you do not include the full text we would need to track down the previous related emails to assure we have the full facts in front of us This is unnecessarily time consuming and unfair to others seeking answers to their questions Emails without the full previous text will be dropped on the priority list to be answered after all other emails and phone calls have been handled Check with your IT department to make sure you do not have a default selected to delete previous text Page 8 of 26 GETTING STARTED Accessing the Application The EXAID application is available on the Homeroom website of the DOE http homeroom state nj us Welcome to the NJDOE Homeroom Important Information PLEASE READ Homeroom Administrator Account information form that was faxed to the NJDOE only provides access to the Homeroom Administration System To access any of the Data Collection Systems you need to have your district s Homeroom Administrator create a user account for those systems Homeroom Administration Homeroom Administrator Manual Hurricane Sandy Surveys LAO ARRA Cash Management Report ARRA Quarterly Section 1512 DTOY Ed Jobs EE4NJ Ed Jobs Cash Management ESEA NCLB Allocation Notices Evaluation Survey EVVRS Exemplary Educator Data Collection Information Center All Homeroom Administrators please read the Manual before you enter the site Hurricane Sandy Damage and Affected Students Ch 192 193 Funding
19. for the list of students to appear Special Education Extraordinary Aid 05 05 2014 County ATLANTIC District ABSECON CITY Student Information Modification Page Search Engine Select a field s and hit Search or click Student List to list all students or click on Today to list today s updates Last Name Select Last Name e The Primary EXAID Placement Category Select Primary Placement Category v List all students in Alpha Order Search Message Today s updates Print List Student Menu Primary Tuition NJ Smart ID Eligibility Criteria Placement Involved Category Cost 1224323423 asdfadsf adsfasdf Miki Cognitive Impairment 1256000000 schmidt joe Auditorily Impaired Deafness 1252562561 schmidt joe Auditorily Impaired Deafness Clicking on a student s name will take you to a screen where you can edit any of the data previously entered for a student The difference between this and the New Student screen is the option buttons at the bottom below the total qualified costs which will now read TOTAL QUALIFIED COST UPDATE Updates the current application CANCEL Cancel changes keep application as it was DELETE Delete the current application STUDENT MENU returns you to Student Menu screen Page 19 of 26 Delete Students This link gives you a summary list of students that have been applied for You have a check box available to you for deleting one or more applications Special Education
20. gible services It does not matter which one so long as it is being provided to the student and is called for in the student s TEP Note If you select the final selection Other you will be asked to briefly describe this other service on the line directly below That line is used ONLY when you select Other Part A Primary Placement Data This is where you record educational cost data If there is more than one placement category during the year select the one where the student spent the majority of time during the year Depending upon the primary placement category selected ONLY the qualified cost amount over 40 000 if placement category 1 or 2 was selected or the amount over 55 000 if placement category 3 has been selected of the combined placement costs will be eligible for extraordinary aid reimbursement That award amount will be further reduced by either 10 if placement category 1 was selected or 25 if the other 2 placement categories have been selected This calculation will be done later at the Department and not in the EXAID application Part A Primary Placement Data ist Placement Date Start Date 1st Placement Category Select 1st Placement Category S 4st Placement Type Select 1st Placement Type v Attendiing County Out of State District Out of State Approved Private School 4st Placement School Select County v Select District hd Select School 4st Naple
21. gree that I will comply with all reasonable and necessary requests for revision or amendment to the application I have submitted 11 application s and completed the certification on 05 09 2014 Please print this page for your record When all data entry is complete not necessarily in one session you can log off Exit You can reenter EXAID at any time to review or add to applications during the open enrollment period You can of course retract an application during the application period by simply deleting it If after the EXAID on line application is closed you need to retract or make a significant reduction in an application for any reason send us an email or written notification You cannot gain access to the application once EXAID is closed Page 22 of 26 WHAT IS YOUR DISTRICT S AWARD Nowhere in the application screen process does EXAID calculate your district award If you wish to estimate your EXAID award less any proration for insufficient funding by the legislature you must do this yourself outside of EXAID The award calculation method is shown in the FAQ s section under question 1 3 It is also shown above in this manual under DETERMINING THE EXAID AWARDS paragraphs 1 through 4 1 Use the student List screen to get the qualifying EXAID amounts 2 Remember to deduct either the 40 000 or 55 000 amounts for each student depending upon 1 placement category shown 3 Remember that only
22. ho is eligible for aid This manual is intended to assist New Jersey Public School Districts in using the online EXAID application for Special Education Extraordinary Aid for costs incurred during the 2013 2014 school year Please note that the nominal amount of the award is a percentage of the amount over the threshold The final award may be further reduced in order to bring it into line with the total program amount as authorized by the State Budget as adopted for the fiscal year following the year in the costs were incurred The State Budget for 2014 2015 contains the appropriation for EXAID covering the 2013 2014 school year In applying for EXAID the costs that a district reports are estimates A district cannot know with absolute certainty during the application period what its costs through the end of June will be We expect estimates based upon reasonable documentation in any subsequent audit review A district is not required to submit adjusted cost figures for every applicant However it must notify the Office of School Finance in writing if its cost for an individual student applicant falls significantly or falls below the thresholds after the application period The district s award will then be reduced or rescinded Page 3 of 26 IMPORTANT RULES TO REMEMBER WHEN APPLYING 1 Documentation must be maintained A school district must maintain supporting documents for each student included in the districts application for follo
23. idual applications on line after the application is closed Print each of your applications as you complete them You do not need to enter all you applications at one time Data entry can take place over several sessions The system will save each completed student that meets the minimum standards for funding You may also modify applications previously saved Any changes beyond the EXAID close date may require authorization from the Office of School Finance Contacting the Department of Education regarding EXAID If you need to ask a question regarding EXAID you should send an email to EXAID doe state nj us The application process period is very busy Emails are checked and answered as quickly as possible After ALL emails are answered phone messages will be checked and accommodated until another email arrives You are much more likely to receive a quick response if you send the request by email If you believe you must speak with someone about an issue send an email with your phone number requesting a phone call Following that conversation you will need to send an email summarizing your understanding of the conversation for confirmation Please note when communicating with EXAID doe state nj us on an issue we will reply by email and include the original text of your email If you need to follow up on that email make sure you have included the full text of our reply Failure to do this may result in your response not being consider
24. itional support and extraordinary one time costs NOT ALREADY INCLUDED ABOVE On the Welcome page there is a link to a worksheet called Additional Costs Worksheet Use this sheet to calculate eligible costs beyond tuition classroom or any other allowed cost not already included in costs for a specific placement but paid for directly by the district of residence of a special education student This includes costs paid to the provider of the services or paid to another public school or a private school when the services are billed separately from tuition Part C Additional Cost Additional Costs These are costs incured directly by the district and NOT included in classroom or tuition costs already entered above Related Services Additional Support Costs not tuition related Extraordinary One Time Costs Total Additional Cost TOTAL QUALIFIED COST Save and Return to Student Menu Save and Add New Student J Cancel and Return to Student Menu The three cost types you may enter here are 1 Related service costs Purchased professional technical and other services for fulfilling the services as called for in the student s IEP These may include amounts paid for counseling occupational speech physical therapy as well as personal aides Services may be provided by district staff or by outside vendors Residential costs billed separately from tuition may be recorded here 2 Additional support costs If tuition is invo
25. ke you to a screen that looks like this except for the options on the bottom which will be explained later Print this page 05 05 2014 County ATLANTIC New Student Enrollment Information District ABSECON CITY NJ Smart ID Last Name First Name Date of Birth mmiddlyyyy Eligibility Criteria Charter Student Select Eligibility Criteria v SelectYes No v Select an Intensive Service Provided Select Intensive Service X If you choose other explain it Part A Primary Placement Data 4st Placement Date Start Date jet Placement Category Select 1st Placement Category jet Placement Type Select 1st Placement Type e Attendiing County Out of State District Out of State Approved Private School 1st Placement School Select County v Select District Select School 1st Naple Pl Name Is there a tuition payment involved in the cost calculation of this students costs Select Yes No v 4st Placement Tuition from tuition bill or your calculated classroom costs Calculation for Public Placement with Tuition Cost of 2013 14 1st Placement gt gt gt gt Ed Rate Educational Costs Support Rate Support Costs Part B Secondary Placement Data 2nd Placement Dates Start Date 2nd Placement Category Select 2nd Placement Category 2nd Placement Type Select 2nd Placement Type v Attending County Out of State District Out of State Approved Private School 2nd P
26. lacement School Select County vY Select District Select School 2nd Naple PI Name Is there a tuition payment involved in the 2nd cost calculation of thise students costs Select Yes No vY 2nd Placement Tuition from tuition bill or your calculated classroom costs Calculation for Public Placement with Tuition Ed Rate Educational Costs Support Rate Support Costs Qualified Costs Cost of 2013 14 2nd Placement gt gt gt gt Ki Part C Additional Cost Additional Costs These are costs incured directly by the district and NOT included in classroom or tuition costs already entered above Related Services a Additional Support Costs not tuition related Extraordinary One Time Costs Total Additional Cost TOTAL QUALIFIED COST Save and Return to Student Menu Cancel and Return to Student Menu Page 14 of 26 NJ Smart code Enter the 10 digit assigned code for the student Last Name Enter the student s last name First Name Enter the student s first name Date of Birth Must be between amp including the dates of July 1 1992 June 30 2011 Enter in the format of MM DD YYYY Eligibility Criteria Choose from the provided list Charter Student Indicate here if you are entering the application on behalf of a charter school Intensive Service Provided To apply for EXAID a student applicant must have at least one intensive service being provided Select one from the list of eli
27. library services audiovisual services educational television services and computer assisted instruction services The actual provision of computer assisted instruction is considered classroom instruction Total support services would include the full time part time and prorated salaries and allocated benefits of all employees performing the aforementioned activities both professional and administrative as well as amounts paid to non district personnel performing those services Benefits are applied as a direct allocation or as a percentage of salaries and the calculation of that ratio of benefits to total salaries is shown as a separate indicator in this document Other expenditures included under Total Support Services include the costs for improvement of instruction services and staff training as well as expenditures for the following supplies and materials curricular books and periodicals films filmstrips transparencies tapes TV programs tape recordings videos CDs software reference books general use books and periodicals for use by staff but not for classroom instruction and forms office supplies and other supplies used to perform these functions The cost of binding or other repairs to school library books is included here Total support services would also include the rental or lease purchase of equipment related to these services and the travel of these staff as well as the costs of their dues and fees for membership in profession
28. lved and you have support costs as described in Appendix B paid by the district above what was included in the tuition OR this is an in district student and you want to itemize support costs you may elect to record these costs for this applicant here 3 Extraordinary one time costs These are costs to provide one time services to the student Perhaps a health situation required short term unexpected applicable costs beyond the student s written IEP Total these costs here If you choose to enter costs here enter the total for each section in the corresponding block at the right In the text block in the middle of the screen enter a BRIEF description or list of the items included in the worksheet Page 18 of 26 Modify Students This link will take you to the screen for listing the students in any order you wish By clicking on a name you are sent to the main student data input screen Special Education Extraordinary Aid 05 05 2014 County ATLANTIC District ABSECON CITY Student Information Modification Page Search Engine Select a field s and hit Search or click Student List to list all students or click on Today to list today s updates Last Name Select Last Name v The Primary EXAID Placement Category Select Primary Placement Category e List all students in Alpha Order Search Message Today s updates Student Menu NJ Smart ID Eligibility Criteria BE AWARE that you MUST click the Student List button
29. nal Costs Worksheet This worksheet in MS Excel format is used to record qualified costs that are not included in either a tuition charge or calculated classroom costs You do not need to use this worksheet if you are not claiming any costs beyond tui