1. Annually and prior to the end of January, the Executive Director is authorized to begin preparatory work on the L.E.A.S.E. budget for the ensuing school year.

2. The Executive Director shall prepare the budget which includes revenue from local, State, federal and other sources. The budget will include all programs operated by L.E.A.S.E. and any federal funds received from I.D.E.A. Part B Flow Through that is distributed to local districts.

3. The Executive Director shall submit the proposed local levy as an integral part of the entire budget to the Executive Committee for their action.

a. The superintendents of the Cooperative are to be informed of the Executive Committee meeting at which the budget will be considered for final approval thus enabling them to express their relative viewpoints. This procedure precludes the need to present the budget to the annual Alliance Council meeting. Such notification may be done through the monthly minutes of the L.E.A.S.E. Executive Committee.

b. An annual levy shall be assessed each member district of L.E.A.S.E. Federal funds shall be used to supplement local and State fiscal efforts to provide services and the related budget requirement requisite to the programming for students with disabilities throughout the Cooperative.

c. Based upon this approved expenditure estimate in concert with Section 9.2 and 9.3 of the L.E.A.S.E. Constitution, an annual billing will be sent to the membership of the L.E.A.S.E. Alliance Council. After the close of the school year, any surplus due to estimation will be returned to the local districts as a cash rebate or as a cash credit against the immediately following year levy, or any shortfall, may necessitate a billing adjustment. Each member district shall pay in full to L.E.A.S.E., such sum of money as determined by Section 9.1 of the L.E.A.S.E. Constitution on or before September30 of the current school year.

d. L.E.A.S.E. expenditures related to tort will not be reported to member school districts, and therefore, will not be included as part of local district tort tax levies.

4. The L.E.A.S.E. budget shall represent the financial plan of the administrative and educational needs of L.E.A.S.E. The financial plan implemented shall reflect the kinds of educational and service programs mandated and needed. Included in those financial plans shall be programs required by State and federal laws.

5. An annual budget for the Cooperative shall be prepared. Funds for the budget shall be derived from local, State and other sources and supplemented by federal funds wherever and whenever possible.

6. All expenditures incurred in the operation of the L.E.A.S.E. Cooperative shall be pro-rated among the member districts based upon each district's taxable assessed valuation as reported by the appropriate county clerks' offices. (See Constitution, Article IX)

7. Included in the tentative budget shall be a detailed budget for each program area. This budget shall represent the culmination of an ongoing process of planning for the fiscal support needed for the educational and service program of L.E.A.S.E.

8. Once reviewed and approved by the Executive Committee, the budget shall be implemented.

9. The annual adoption of the L.E.A.S.E. budget of the Cooperative by the L.E.A.S.E. Executive Committee shall be done prior to September1 of each year.

10. The L.E.A.S.E. budget shall be entered upon the appropriate form provided by the Illinois State Board of Education. The Executive Committee shall adopt the L.E.A.S.E. annual budget prior to September1.

11. Effective July 1, 1988, for the 1988/89 school year and subsequent years thereafter, for any proration loss between the L.E.A.S.E. budgeted State personnel reimbursement amount and the actual proration made by the State of Illinois, such loss shall be billed back to the member districts of the Cooperative. Such personnel reimbursement deficiency will be billed on the same basis as the annual local L.E.A.S.E. levy.

12. When grant amendments or other unavoidable events cause a need to alter our original Executive Committee approved budget figures within any fiscal year, a formal budget amendment may be presented to the L.E.A.S.E. Executive Committee within the current fiscal year using the procedures indicated in Paragraph 17-1 of the Illinois School Code. An alternative procedure that may be used to forego the necessity of the above-mentioned budget amendment is to transfer amounts within certain funds as needed via the guidelines of Paragraph 17-1 of the Illinois School Code. The Director of his designee is authorized to make loans between accounts when and if necessary. Such transactions shall be reported at the next Executive committee meeting following the transaction. A third approach, under conditions of extreme circumstances, would be to amend the budget via an audit exception made at the close of the school year.

13. The L.E.A.S.E. Executive Director or his designee may apply for and administer federally funded grants with the approval of the L.E.A.S.E. Executive Committee. The expenditure of federal funds is to be approved by the Executive Committee as part of the annual budget process.

14. The Cooperative hereby establishes the policy to seek available Medicaid health care funding resources to offset the cost of Medicaid eligible services provided to students in member districts Federal and State laws allow the Cooperative to access the use of Medicaid proceeds to share in the cost of these services.

15. The L.E.A.S.E. office may establish a fund and a checking account to be supported by donations to be used at the discretion of L.E.A.S.E. for students who need emergency medical or diagnostic services. Such fund shall be included as part of the L.E.A.S.E. Annual Budget.

16. Districts of L.E.A.S.E. shall:

1. Pay a pro-rata share based upon taxable equalized assessed valuation of any deficit incurred by L.E.A.S.E.

2. Pay any resident district student’s tuition to an operating District.

3. Pay all transportation costs incurred by a resident district student.

4. Pay all costs associated with L.E.A.S.E. tuition staff positions/programs, and all other central office costs.

LEGAL REF.: 35 ILCS 200/18-55 et seq.105 ILCS 5/10-17, 5/10-22.33, 5/17-1, 5/17-1.2, 5/17-2A, 5/17-3.2, 5/17-11, 5/20-5, and 5/20-8.

Ill. Rev. Stat., ch. 122, para. 10-22.31a, para. 17-1, (1983)

L.E.A.S.E. Constitution, Article IX, Section 9.1 and 9.3. and 9.5.

L.E.A.S.E. Executive Committee Minutes, December 13, 2007

CROSS REF.:

ADOPTED: September 11, 2008

LaSalle/Putnam County Educational Alliance for Special Education (L.E.A.S.E.) 4:10 AP1

Operational Services

Administrative Procedure – Emergency Medical-Dental Fund – Procedure for Use

The intent of the L.E.A.S.E. Emergency Medical - Dental Fund is to provide diagnostic emergency medical and dental services to needy children with disabilities whose parent(s) cannot afford such services.

These children must meet the L.E.A.S.E. criteria for such assistance. Follow-up care and follow-up medication is not paid from these funds. Financial assistance is normally limited to one visit only.

This fund has been developed from donations from various individuals and organizations within the surrounding community.

Requests for Emergency Medical - Dental Fund monies are usually made through the L.E.A.S.E. Executive Director's Secretary, who will follow Steps 1 - 7 indicated below after request for funding is made:

1. It is ascertained that no alternative funding is available to be utilized in paying for the emergency services needed. (Public Aid medical card, insurance, etc.)

2. Approval is attained for fund usage from the Director.

3. An agreement between the student's parent and L.E.A.S.E. is reached as to where services are to be provided.

4. The doctor involved is called to find out what the billing will be for the approved one-time service. Expenditures are limited to that one visit.

(If other dental treatment is needed (dental only) the doctor is asked to list the additional treatment needed and the cost involved for such treatment and to send this information to the L.E.A.S.E. office. The additional treatment is only reimbursable if approved.)

5. An appointment is made with the doctor, and the doctor is informed to bill L.E.A.S.E. for the approved one-time service.

6. The parent is then contacted and informed about the appointment time and date. The parent is also informed about the amount of money involved and how the service will be compensated.

7. A note is made to the student's file indicating the approved service and the approved amount of payment allowable to the doctor.

LaSalle/Putnam County Educational Alliance for Special Education (L.E.A.S.E.) 4:15

Operational Services

Identity Protection

The collection, storage, use, and disclosure of social security numbers by the Alliance shall be consistent with State and federal laws. The goals for managing the collection, storage, use, and disclosure of social security numbers are to:

1. Limit all activities involving social security numbers to those circumstances that are authorized by State or federal law.

2. Protect each social security number collected or maintained by the District from unauthorized disclosure.

The Director is responsible for ensuring that the Alliance complies with the Identity Protection Act, 5 ILCS 179/. Compliance measures shall include each of the following:

1. All employees having access to social security numbers in the course of performing their duties shall be trained to protect the confidentiality of social security numbers. Training should include instructions on the proper handling of information containing social security numbers from the time of collection through the destruction of the information.

2. Only employees who are required to use or handle information or documents that contain social security numbers shall have access to such information or documents.

3. Social security numbers requested from an individual shall be provided in a manner that makes the social security number easily redacted if the record is required to be released as part of a public records request.

4. When collecting a social security number or upon request by an individual, a statement of the purpose(s) for which the District is collecting and using the social security number shall be provided.

5. All employees must be advised of this policy’s existence and a copy of the policy must be made available to each employee. The policy must also be made available to any member of the public, upon request.

No Alliance employee shall collect, store, use, or disclose an individual’s social security number unless specifically authorized by the Director.

LEGAL REF.: 5 ILCS 179/, Identity Protection Act.

CROSS REF: 2:250 (Access to District Public Records), 5:150 (Personnel Records), 7:340 (Student Records)

ADOPTED: April 14, 2011

LaSalle/Putnam County Educational Alliance for Special Education (L.E.A.S.E.) 4:15 AP

Operational Services

Administrative Procedure – Protecting the Privacy of Social Security Numbers

Actor	Action
Director and bookkeeper, and their designees, Freedom of Information Officer	Identify the approved purposes for collecting SSNs, including: 1. Employment matters, e.g., income reporting to IRS and the IL Dept. of Revenue, tax withholding, FICA, and Medicare. 2. Verifying enrollment in various benefit programs, e.g., medical benefits, health insurance claims, and veterans’ programs. 3. Filing insurance claims. 4. Internal verification or administrative purposes. 5. Other uses authorized and/or required by State law including, without limitation, in the following circumstances (5ILCS 179/10(c): a. Disclosing SSNs to another governmental entity if the disclosure is necessary for the entity to perform its duties and responsibilities; b. Disclosing a SSN pursuant to a court order, warrant, or subpoena; and c. Collecting or using SSNs to investigate or prevent fraud, to conduct background checks, to collect a debt, or to obtain a credit report from a consumer reporting agency under the federal Fair Credit Reporting Act. Identify a method for documenting the need and purpose for the SSN before its collection. 5 ILCS 179/10(b). Inform all employees of the District’s efforts to protect the privacy of SSNs. Maintain a written list of each staff position that allows or requires access to SSNs. Require that employees who have access to SSNs in the course of performing their duties be trained to protect the confidentiality of SSNs. 5 ILCS 179/35(a)(2). Direct that only employees who are required to use or handle information or documents that contain SSNs have access to such information or documents. 5 ILCS 179/35(a)(3). Require that SSNs requested from an individual be provided in a manner that makes the SSN easily redacted if the record is otherwise required to be released as part of a public records request. 5 ILCS 179/35(a)(4). Require that, when collecting a SSN or upon request a statement of the purpose(s) for which the District is collecting and using the SSN be provided. 5 ILCS 179/35(a)(5). Enforce the requirements in Board policy 4:15, Identity Protection, and this procedure. Redact every SSN before allowing public inspection or copying of records responsive to a FOIA request. 5 ILCS 179/15.
Records Custodian Technology Coordinator	Develop guidelines for handling social security numbers in electronic systems. These guidelines should address: 1. The display of SSNs on computer terminals, screens, and reports; 2. The security protocol for storing SSNs on a device or system protected by a password or other security system and for accessing SSNs that are included in part of an electronic database; 3. The security protocol for deleting SSNs that are stored in electronic documents or databases; and 4. Alternate mechanisms for integrating data other than the use of SSNs.
Assistant Director, Building Principals, and/or Coordinators	Require each staff member whose position allows or requires access to SSNs to attend training on protecting the confidentiality of SSNs. Instruct staff members whose position allows or requires access to SSNs to: 1. Treat SSNs as confidential information. 2. Never publically post or display SSNs or require any individual to verbally disclose his or her SSN. 3. Dispose of documents containing SSNs in a secure fashion, such as, by shredding paper documents and by deleting electronic documents as instructed by the IT Department. 4. Use SSNs as needed during the execution of their job duties and in accordance with the training and instructions that they received. Instruct staff members whose position does not require access to SSNs to notify a supervisor and/or the IT Department whenever a SSN is found in a document or other material, whether in paper or electronic form.
Employees	Do not collect, use, or disclose another individual’s SSN unless directed to do so by an administrator. If the employee is in a position that requires access to SSNs: Treat SSNs as confidential information and follow the instructions learned during training. If the employee is not in a position that requires access to SSNs: Notify his or her supervisor and/or the IT Department whenever the employee comes across a document or other material, whether in paper or electronic form, that contains a SSN.

LaSalle/Putnam County Educational Alliance for Special Education (L.E.A.S.E.) 4:15 E1

Operational Services

Exhibit - Letter to Employees Regarding Protecting the Privacy of Social Security Numbers

Date

Re: Protecting the Privacy of Social Security Numbers (SSNs)

Name

Address

City, State Zip

Dear __________:

The Illinois Identity Protection Act, 5 ILCS 179/, contains requirements applicable to school districts and their employees. This letter’s purpose is to help you understand the protections and requirements of this law.

In implementing this law and the Board’s policy, I am seeking to:

1. Increase the awareness of the confidential nature of the SSN and the risk of identity theft related to unauthorized disclosure;

2. Have every employee understand that he or she is prohibited from collecting, displaying, or using another individual’s SSN unless authorized by a member of the District administrative staff; and

3. Ensure the use of consistent protocol regarding SSNs throughout the District.

I have attached sections of the Identity Protection Act that must be followed by every school employee. I have also attached the School Board’s policy 4:15, Identity Protection. Please carefully read these documents. You will be contacted if you are scheduled to receive training on the protocol for collecting, using, maintaining, and disclosing SSNs.

An employee who has substantially breached the confidentiality of social security numbers may be subject to disciplinary action or sanctions up to and including dismissal, in accordance with District policy and procedures.

Sincerely,

Mary Jane Chapman,

Executive Director

attachments

Attachment #1: Relevant Sections from the Identity Protection Act, 5 ILCS 179/

Section 10. Prohibited Activities.

(a) Beginning July 1, 2010, no person or State or local government agency may do any of the following:

(1) Publicly post or publicly display in any manner an individual's social security number.

(2) Print an individual's social security number on any card required for the individual to access products or services provided by the person or entity.

(3) Require an individual to transmit his or her social security number over the Internet, unless the connection is secure or the social security number is encrypted.

(4) Print an individual's social security number on any materials that are mailed to the individual, through the U.S. Postal Service, any private mail service, electronic mail, or any similar method of delivery, unless State or federal law requires the social security number to be on the document to be mailed. Notwithstanding any provision in this Section to the contrary, social security numbers may be included in applications and forms sent by mail, including, but not limited to, any material mailed in connection with the administration of the Unemployment Insurance Act, any material mailed in connection with any tax administered by the Department of Revenue, and documents sent as part of an application or enrollment process or to establish, amend, or terminate an account, contract, or policy or to confirm the accuracy of the social security number. A social security number that may permissibly be mailed under this Section may not be printed, in whole or in part, on a postcard or other mailer that does not require an envelope or be visible on an envelope without the envelope having been opened.

(b) Except as otherwise provided in this Act, beginning July 1, 2010, no person or State or local government agency may do any of the following:

(1) Collect, use, or disclose a social security number from an individual, unless (i) required to do so under State or federal law, rules, or regulations, or the collection, use, or disclosure of the social security number is otherwise necessary for the performance of that agency's duties and responsibilities; (ii) the need and purpose for the social security number is documented before collection of the social security number; and (iii) the social security number collected is relevant to the documented need and purpose.

(2) Require an individual to use his or her social security number to access an Internet website.

(3) Use the social security number for any purpose other than the purpose for which it was collected.

(1) The disclosure of social security numbers to agents, employees, contractors, or subcontractors of a governmental entity or disclosure by a governmental entity to another governmental entity or its agents, employees, contractors, or subcontractors if disclosure is necessary in order for the entity to perform its duties and responsibilities; and, if disclosing to a contractor or subcontractor, prior to such disclosure, the governmental entity must first receive from the contractor or subcontractor a copy of the contractor's or subcontractor's policy that sets forth how the requirements imposed under this Act on a governmental entity to protect an individual's social security number will be achieved.

(2) The disclosure of social security numbers pursuant to a court order, warrant, or subpoena.

(3) The collection, use, or disclosure of social security numbers in order to ensure the safety of: State and local government employees; persons committed to correctional facilities, local jails, and other law-enforcement facilities or retention centers; wards of the State; and all persons working in or visiting a State or local government agency facility.

(4) The collection, use, or disclosure of social security numbers for internal verification or administrative purposes.

(5) The disclosure of social security numbers by a State agency to any entity for the collection of delinquent child support or of any State debt or to a governmental agency to assist with an investigation or the prevention of fraud.

(6) The collection or use of social security numbers to investigate or prevent fraud, to conduct background checks, to collect a debt, to obtain a credit report from a consumer reporting agency under the federal Fair Credit Reporting Act, to undertake any permissible purpose that is enumerated under the federal Gramm Leach Bliley Act, or to locate a missing person, a lost relative, or a person who is due a benefit, such as a pension benefit or an unclaimed property benefit.

(d) If any State or local government agency has adopted standards for the collection, use, or disclosure of social security numbers that are stricter than the standards under this Act with respect to the protection of those social security numbers, then, in the event of any conflict with the provisions of this Act, the stricter standards adopted by the State or local government agency shall control.

Section 15. Public inspection and copying of documents.

Notwithstanding any other provision of this Act to the contrary, a person or State or local government agency must comply with the provisions of any other State law with respect to allowing the public inspection and copying of information or documents containing all or any portion of an individual’s social security number. A person or State or local government agency must redact social security numbers from the information or documents before allowing the public inspection or copying of the information or documents.

Section 20. Applicability.

(a) This Act does not apply to the collection, use, or disclosure of a social security number as required by State or federal law, rule, or regulation.

(b) This Act does not apply to documents that are recorded with a county recorder or required to be open to the public under any State or federal law, rule, or regulation, applicable case law, Supreme Court Rule, or the Constitution of the State of Illinois. Notwithstanding this Section, county recorders must comply with Section 35 of this Act.

Section 25. Compliance with federal law.

If a federal law takes effect requiring any federal agency to establish a national unique patient health identifier program, any State or local government agency that complies with the federal law shall be deemed to be in compliance with this Act.

Section 30. Embedded social security numbers.

Beginning December 31, 2009, no person or State or local government agency may encode or embed a social security number in or on a card or document, including, but not limited to, using a bar code, chip, magnetic strip, RFID technology, or other technology, in place of removing the social security number as required by this Act.

Section 45. Violation.

Any person who intentionally violates the prohibitions in Section 10 of this Act is guilty of a Class B misdemeanor.

LaSalle/Putnam County Educational Alliance for Special Education (L.E.A.S.E.) 4:15 E2

Operational Services

Exhibit - Statement of Purpose for Collecting Social Security Numbers

This Statement of Purpose is being given to you because you have been asked by the L.E.A.S.E. Office to provide your social security number (SSN) or because you requested a copy of this Statement.

You are being asked for your SSN for one or more of the following reasons:

Employment matters, e.g., income reporting to IRS and the IL Department of Revenue, tax withholding, FICA, or Medicare.

Verifying enrollment in various benefit programs, e.g., medical or disability insurance and veterans’ programs.

Filing insurance claims.

Internal verification or administrative purposes.

Other: Your SSN may be listed in a districts’ evaluation plan.

In addition, State law authorizes and/or requires the L.E.A.S.E. Office to use or disclose your SSN in specified circumstances including, without limitation, in the following circumstances:

Disclosing SSNs to another governmental entity if the disclosure is necessary for the entity to perform its duties and responsibilities;

Disclosing a SSN pursuant to a court order, warrant, or subpoena; and

Collecting or using SSNs to investigate or prevent fraud, to conduct background checks, to collect a debt, or to obtain a credit report from a consumer reporting agency under the federal Fair Credit Reporting Act.

If you have questions or concerns, please contact the bookkeeper.

LaSalle/Putnam County Educational Alliance for Special Education (L.E.A.S.E.) 4:20

Operational Services

FINANCIAL OPERATIONS - Supplementation of State, Local and Other Federal Funds; Maintenance of Efforts; Use of Part B; Excess Cost; Permissive Use of Funds; Treatment of Charter Schools

A. Application and Use of Part B Flow-Through Funds

1. Application for IDEA Part B funds to the Illinois State Board of Education (ISBE), in accordance with the established requirements and timelines, including, but not limited to, the submission of certain information as required by IDEA's implementing regulations. The Superintendent and the Director of Special Education and/or their designees shall monitor expenditure and budgeting of IDEA Part B funds to ensure that they are expended in accordance with the requirements of the IDEA and the regulations of the ISBE. Any ISBE prescribed formulas and any financial records specified by the ISBE shall be compiled and maintained by the Cooperative and/or its school districts annually and shall be available for audit review. L.E.A.S.E. will provide for the participation and consultation of parents or guardians of children with disabilities in the identification of grant funding priorities.

2. Should the ISBE make a decision to reduce or deny IDEA Part B funding to the Cooperative, the Superintendent or Director of Special Education may request a hearing from the ISBE regarding the State’s decision to reduce or deny the Cooperative’s application for Part B funds.

B. Use of Funds

1. The Cooperative will only use IDEA funds to pay the "excess cost" of providing special education and related services.

2. The Cooperative will use IDEA funds to supplement and, to the extent practicable, increase the level of State and local funds expended for the education of children with disabilities.

3. The Cooperative and its school districts shall describe, in its application for Part B funds, how it will use the funds during the next school year. Funding will be used to address the priority educational needs of students with disabilities throughout L.E.A.S.E.

4. The Cooperative and its school districts may use funds received under Part B of IDEA for any fiscal year to carry out a school-wide program under Section 1114 of the Elementary and Secondary Education Act of 1965 in accordance with the requirements set forth at 34 CFR 300.234.

5. The Cooperative and its school districts may use funds for the following in accordance with 34 CFR 300.235(b):

a. The costs of special education and related services and supplementary aids and services provided in a regular class or other education related setting to a child with a disability in accordance with the IEP of the child, even if one or more nondisabled children benefit from these services;

b. To develop and implement a fully integrated and coordinated services system in accordance with 34 CFR 300.244.

C. Use of Part B Funds for Charter Schools within the School District

1. The Superintendent and the Director of Special Education and their designees shall ensure that the Cooperative and its underlying school districts serve children with disabilities attending public charter schools within their School District in the same manner as it serves children with disabilities in other School District schools if such charter school was approved by the Board of Education. IDEA Part B funds shall be provided to those charter schools approved by the Board of Education in the same manner as the School District provides those funds to its other schools.

D. The Use of Part B Funds for the Benefit of Children with Disabilities Placed in Private Schools

1. The Superintendent and the Director of Special Education or their designees shall be responsible to ensure that IDEA Part B funding is expended to provide services to IDEA eligible children enrolled in private schools in a manner consistent with the requirements of the IDEA, The School Code and ISBE's regulations. IDEA Part B funds may not be used for the following:

a. Classes that are organized separately on the basis of school enrollment or religion of the children if the classes are at the same site and the classes include children enrolled in public schools and children enrolled in private schools;

b. To finance the existing level of instruction in a private school or to otherwise benefit the private school; and

c. To fund repairs, minor remodeling, or construction of private school facilities.

2. IDEA Part B funds may be used to make public school personnel available in other than public facilities to the extent necessary to provide services for private school children with disabilities if those services are not normally provided by the private school and only to the extent otherwise consistent with the law.

3. IDEA Part B funds may be used to pay for the services of an employee of a private school to provide children with disabilities with services if the employee performs the services outside of his or her regular hours of duty and the employee performs the services under public supervision and control.

4. The School District shall keep title to and exercise continuing administrative control of all property, equipment, and supplies the School District acquires with public funds, which may be used to support special education services provided to children enrolled in private schools. Any equipment and supplies placed in a private school shall be used only for purposes related to the provision of special education services to eligible children as delineated and in accordance with the IDEA and shall be placed in the private school only if the equipment can be removed from the private school without remodeling the private school facility. Any equipment placed in a private school shall be removed when no longer needed or if necessary to avoid unauthorized use of the equipment.

5. L.E.A.S.E. shall develop procedures for use in the Cooperative which will help to insure that any local school district, which receives federal funds for instructional purposes, will allow the enrollment of some out-of-district students into their programs(s).

LEGAL REF.: 20 U.S.C. §§ 1412, 1413.34 C.F.R. §§ 300.144 (hearing relating to LEA eligibility), 300.180 (condition of assistance), 300.184 (excess cost requirement), 300.185 (meeting the excess cost requirement), 300.220 (consistency with State policies), 300.221 (implementation of CSPO), 300.230 (use of amounts), 300.231 (maintenance of effort), 300.232 (exception to maintenance of effort), 300.233 (treatment of federal funds in certain fiscal years), 300.234 (school wide programs under Title 1 of the ESEA), 300.235 (permissive use of funds), 300.240 (information for SEA), 300.241 (treatment of charter schools and their students), 300.242 (public information), 300.244 (coordinated services system), 300.245 (school based improvement plan), 300.246 (plan requirements), 300.247 (responsibilities of the LEA), 300.248 (Limitation), 300.249 (additional requirements), 300.250 (extension of plan), 300.458 (separate classes prohibited), 300.459 (requirement that funds not benefit a private school), 300.460 (use of public school personnel), 300.461 (use of private school personnel), 300.462 (requirements concerning property, equipment, and supplies for the benefit of private school children with disabilities).

23 Ill. Admin. Code §§ 226.770 (fiscal provisions), 226.350 (services to children in private schools).

CROSS REF.:

ADOPTED: September 11, 2008

LaSalle/Putnam County Educational Alliance for Special Education (L.E.A.S.E.) 4:20 AP1

Operational Services

Administrative Procedure – Grant funding procedures

L.E.A.S.E. flows through federal Individuals with Disabilities Education Act (I.D.E.A.) funding to assist its member school districts in providing special education services to students with disabilities throughout the Cooperative.

Under this flow-through grant funding plan approved by the L.E.A.S.E. Executive Committee, there are several distribution categories designated by L.E.A.S.E. for delivering these federal I.D.E.A. funds to local districts. It is important to note that the dollar amounts distributed for these funding mechanisms may fluctuate from year to year. These possible variations reflect the corresponding annual fluctuations in federal I.D.E.A. funds available to the Cooperative, and the total number of grant-funded services and personnel in our school districts.

Four major funding streams exist:

Incentive Funding

Incentive Funding is designed to assist in the development of new special education programs that address multi-district special education service needs. These needs are determined by an annual needs assessment process which results in the annually published “Cooperative Status/Needs Assessment Report” which indicates any unserved and underserved students and is completed with the input of local district and Cooperative staff as well as parents and as many other school publics as possible.

The intention of this funding mechanism is to assist districts in the Cooperative in providing needed new special education programs and/or services. It is also designed to reduce the need for out-of-Cooperative placements. The overall philosophy and purpose of L.E.A.S.E. Incentive Funding is to benefit the Cooperative as a whole, as opposed to developing services which solely meet the needs of an individual district.

Incentive Funds will be distributed to the local districts by a combination “flat grant” and “cooperative effort” formula. The “flat grant” component is an annually determined amount which will be paid to the servicing district to help offset the cost of providing and making the program/service available to other member districts. Relative to classroom programs, “Cooperative effort” is determined by the number of out-of-district students served. For each out-of-district student served as of December 1 of the current school year, an additional $1,000 beyond the flat grant amount (up to a maximum of $5,000) is distributed. Flat grant funding and the per pupil amount would be prorated if the overall program is less than full time or is implemented less than a full school year. Again, specific funding amounts available may vary annually and will be communicated in the current year grant application materials.

For services such as school psychologist service umbrellas where there is no defined caseload for determining the number of out-of-district students served, each approved incentive grant will receive the flat funding amount for the appropriate school year, pro-rated if the position is less than full time or is implemented less than a full school year. Additionally, for each 10% of time or fraction thereof that the staff person is assigned to serve a district other than the employing district, an additional $1,000 (up to a maximum of $5,000) will be distributed above the flat grant amount again prorated if the overall position is less than full time or is implemented less than a full year. Funding distribution percentages to each umbrella district will be determined by the formal L.E.A.S.E. umbrella agreement submitted, approved and signed jointly by all participating districts as well as by the L.E.A.S.E.

Executive Director which defines the percentage of time that each district / agency assumes for the position.

In summary, The L.E.A.S.E. Executive Committee will annually review and approve programs or services recommended for incentive funding. The L.E.A.S.E. Executive Committee has stipulated that member districts, in order to access grant funding for classroom programs, must make at least three spaces available in the program for out-of-district students within the first semester; OR must actually serve at least three out-of-district students within the first semester of each school year.

Member districts, that wish to establish services/programs to address the priority needs that are identified for the entire Cooperative and are communicated via our annual needs assessment process, can apply for Incentive Funding support using the I.S.B.E. “Problem and Objective Statement” format. The Executive Committee will review all new applications and make funding determinations annually. Programs may be dropped from funding with adequate notice to the serving district if other more pressing Cooperative-wide funding needs are determined. Funds are generally ongoing as long as multiple district children are served, and thus, the program meets a Cooperative-wide need.

As additional special education needs are identified and special education service priorities change and expand, it may become necessary to add additional incentive programs to the grant. In order to maintain an adequate funding level it may become necessary to delete previously funded programs which are of a lesser priority. This would customarily be done with at least one full school year of notice to any affected district. Another possibility is that the allocation grant amount per program would be adjusted to accommodate additional programs/services approved for funding. A third possibility would be that dollars needed for additional incentive positions would be taken from other grant funds, of course, resulting in a lesser amount distributed from those other funds.

In the event Incentive Funding is not fully requested and unmet service needs result, funding may be held as contingency to fund a potential future request to meet this current unmet need.

Should the maximum available base level of Incentive Funding drop below $10,000 for a newly funded, full time program position, the Executive Committee may consider dropping one or more existing programs from funding with at least one full year of notice to the serving district in order to keep the incentive dollar amount for new priority programs at a sufficiently significant level.

Discretionary Funding

The second major subgrant funding stream is called L.E.A.S.E. Discretionary Funding. Discretionary Funding is available to address the highest priority local district special education needs identified as eligible for federal funding by the local district and for L.E.A.S.E. This annually determined allotment is distributed to districts based upon the district individual I.D.E.A. allotment as calculated by the I.S.B.E. This money should be used to address the most important special education needs indicated for a district from the most recent annual L.E.A.S.E. needs assessment, the “Cooperative Status/Needs Assessment Report” distributed to all superintendents annually in December or January.

Local districts should work closely with their assigned L.E.A.S.E. Coordinator to determine the highest priority needs for Discretionary Funding. Local district creative use of this funding is only constrained by the federal I.D.E.A. Part B Flow Through funding regulations.

Block Grant Funding

The third major L.E.A.S.E. funding stream is L.E.A.S.E. Block Grant Funding. The annually determined allotment is distributed to districts based upon student enrollment as reported in the most recently available I.S.B.E. Fall Housing Report. Block Grant Funding entails the five funding subcategories indicated below:

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1. Inservice Funding

The first Block Grant Funding subcategory is for Inservice Funding. Special Education Inservice Block Grant Funds are available to reimburse your district for the cost of special education inservice activities. Some examples of typical activities that may be reimbursed are:

Ø Expenses associated with special education conference attendance (travel, lodging, meals, etc.);

Ø Substitute teachers for the staff member attending a special education inservice event;

Ø Payment of tuition and fees for special education coursework;

Ø Payment of a speaker’s expenses for special education presentations/workshops;

Ø Payment of subscriptions to special education journals used for professional development.

Ø Others?

This funding is not limited to benefiting only special education personnel. We encourage you to consider using this funding for professional development activities for any district employee including teacher assistants and parents. The topic of the activity, however, must be related to special education. Additionally, more than one school district may work cooperatively together to fund joint professional development ventures by pooling available funds.

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2. Special / General Education Teaming Funding

The second Block Grant Funding subcategory is for Special / General Education Teaming Funding. Special / General Education Teaming Funding enhances the ability of special education teachers and general education teachers to collaboratively plan for inclusion or general education programming for students with disabilities. Teaming funds are available to reimburse teacher and/or other staff stipends for after-hours work, OR to reimburse substitutes employed in order to allow district teachers and/or other staff to attend special education/general education planning meetings during the school day for the purpose of joint educational planning for one or more students with disabilities.

These funds can also be used to support mentoring activities as well as meetings between certified special education staff and special education teachers on short-term emergency approvals.

Federal and State regulations indicate a clear mandate to educate students with disabilities first in the general education curriculum to the maximum extent possible. Scheduling planning time for general and special educators to collaborate in serving students with disabilities is a significant obstacle for many school districts. Two methods of alleviating this scheduling difficulty are addressed by Special / General Education Teaming Funding as indicated above.

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3. Diagnostic Funding

The third Block Grant Funding subcategory is Diagnostic Funding. After the local district has paid for a specialized diagnostic evaluation, it is eligible to request 50% reimbursement through L.E.A.S.E. Block Grant Diagnostic Funding.

Examples of specialized evaluations that are eligible for Diagnostic Funding include: O.T., P.T., psychiatric, neurological, neuro-psychological, bi-lingual psychological, augmentative/assistive device, in-depth speech/language (i.e. voice, oral-motor) and a few select low incidence school psychological evaluations, etc.

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4. Substitute Teacher Funding

The fourth Block Grant Funding subcategory is Substitute Teacher Funding. Substitute Teacher Funding can be used to reimburse your district for the cost of substitutes who are employed to allow staff (special education and/or general education) to participate in I.E.P. conferences, Domain meetings or other planning meetings or activities related to serving students with disabilities.

The L.E.A.S.E. Coordinator or Building Principal verifies the reason for the planning/meeting when the claim is submitted for reimbursement to the L.E.A.S.E. Office.

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5. Problem Solving Funding

A fifth Block Grant Funding subcategory is Problem Solving Funding.

“Problem Solving” is a collaborative model that uses research-based, scientifically proven approaches to identify student needs, set measurable progress goals, monitor research-supported interventions and provide a context for data-based decision making focusing on student progress and thus, school success.

This approach promises to be of great benefit in closing the achievement gap for students with disabilities by focusing on individual educational needs rather than disability categories.

Problem Solving Funding is available on an R.F.P. basis and is dependent (like all previously mentioned funding) upon available dollars and the amount of funds requested/approved. Districts should involve their L.E.A.S.E. Coordinator, and ask for his/her assistance in planning to use and apply for these funds to implement this important initiative.

Summary

The L.E.A.S.E. Coordinator assigned to each district will be available to collaborate with district staff in assisting and answering any questions regarding any aspect of this federal funding distribution process that L.E.A.S.E. makes available to our member districts.

LaSalle/Putnam County Educational Alliance for Special Education (L.E.A.S.E.) 4:20 AP2

Operational Services

Administrative Procedure – Procedure for Utilizing Block Grant Funds

Block Grant funds emanate from our I.D.E.A. Part B Flow-Through Grant and are distributed to L.E.A.S.E. member districts based upon the following procedures.

DIAGNOSTIC EVALUATIONS

After the local district has paid for a specialized diagnostic evaluation, they are eligible to request 50% reimbursement through the L.E.A.S.E. Block Grant Funds. The following explains how to obtain this reimbursement. After the evaluation has been completed and paid for, to make a request for L.E.A.S.E. reimbursement, you must send:

Ÿ a completed L.E.A.S.E. "BLOCK GRANT FUNDS REIMBURSEMENT (Diagnostic) CLAIM FORM”.

Ÿ a copy of the STUDENT EVALUATION REPORT that was done.

L.E.A.S.E. will not be able to reimburse any district expense for specialized diagnostic evaluations unless both documents accompany any request for reimbursement.

If the complete case study cannot be completed within the sixty day time span due to the delay in obtaining a specialized evaluation, two optional courses of action may be taken:

1. Determine if other evaluators may be available that could perform the needed diagnostics sooner;

2. Contact the parent to see if they can locate a diagnostician to perform the evaluation sooner. (See the I.S.B.E. information quoted below from a September24, 1996 letter from I.S.B.E. staff person, Terry David, to one of our local L.E.A.S.E. school districts.)

"However, the district is also under an obligation to inform parents that if they are unable to provide a required evaluation in a timely manner, the parent has the right to seek this evaluation from other qualified sources at the district's expense.

The question remaining to be answered is, has the district informed the parent of her right to seek such an evaluation at district expense? If so, no violation exists in this case. If not, the district is obligated to do so, and if the parent finds an evaluator qualified to perform such an evaluation, and the costs associated with this evaluation are reasonable, in comparison to the costs of such an evaluation obtained by the district then the district is obligated to pay for such an evaluation as well as any reasonable costs associated with such an evaluation.

The parent has an obligation to inform the district that she has found a qualified person or persons to perform such an evaluation, the costs associated with the evaluation and further to provide the district with a written copy of the evaluation report at the conclusion of the evaluation."

This is shared for your informational purposes with the intent of helping your district and L.E.A.S.E. avoid any potential future liability.

A CHECKLIST

Specialized Diagnostic Evaluations

Paid for by the district and eligible for 50% L.E.A.S.E. Reimbursement

Examples of evaluations that are covered by this reimbursement procedure include: O.T., P.T., psychiatric, neurological, neuro-psychological, bi-lingual psychological, augmentative/assistive device, in-depth speech/language (i.e. voice, oral-motor) and a few select low incidence school psychological evaluations.

P Explored whether parent’s insurance or Medicaid will pay for the evaluation.

P Student is in the process of a case study or a case study re-evaluation.

P Parent/guardian has signed a “PARENT/GUARDIAN CONSENT FOR EVALUATION/ REEVALUATION” with any specialized evaluation/s determined necessary clearly indicated on the consent form.

P Evaluator identified.

P Parent/guardian signed release of information in order to share information with the evaluator.

P Evaluator called. Cost of evaluation determined. Student background information needed by evaluator identified. Appointment made. Evaluator reminded that you must have a written report following the evaluation by a certain date in order to complete the case study in progress and within the 60 school day timeline.

Reminder: Specialized diagnostic evaluations and the 60 school day timeline for completion of the case study:

In the majority of cases, it takes at least thirty or more calendar days to complete many specialized evaluations done by private evaluators. When you request a private evaluation, ask the evaluator for an estimate of when he/she will be able to send you the completed report of evaluation.

As you know, failure to complete a case study within the legally required 60 school day timeline could create liability for your district. Because of this possibility, it is very important that you review the sixty day time frame from the date the student was formally referred for either the initial or the re-evaluation case study.

P Parent/guardian called to confirm appointment time and determine transportation needs.

P Sent evaluator district purchase order, all requested student background information and cover letter confirming appointment time and district contact person.

P Parent/guardian reminded of appointment several days before the appointment date.

P Written report received from the evaluator before the IEP.

P IEP scheduled to consider the results of the specialized evaluation within 60 school days of the time of the referral.

P Upon completion of and payment for the evaluation, the following has been sent to L.E.A.S.E.:

1. L.E.A.S.E. Block Grant Funds (Diagnostic) Reimbursement Claim Form.

2. Copy of the evaluator’s report

If you have questions about this process, please call Pam Carretto or Joyce Jensen at the L.E.A.S.E. office.

INSERVICE

Special Education Block Grant Funds are available to reimburse your district for the cost of special education inservice activities. Some examples of typical activities are payment of:

Ø Expenses associated with special education conference attendance (travel, lodging, meals, etc.)

Ø Substitute teachers for the staff member attending the special education inservice event

Ø Payment of tuition and fees for special education coursework

Ø Payment of speaker’s expense for special education presentations/workshops

Ø Payment of subscriptions to special education journals

This funding is not intended to be utilized only by special education personnel. It can be used by any district employee or for that matter, a parent. The topic, however, must be related to special education. Districts may also work cooperatively and fund joint ventures.

IEP SUBSTITUTES

LEASE Special Education Block Grant Funding can be used to reimburse your district for the cost of substitutes, which are employed to allow teachers (special education and general education) to participate in IEP conferences.

Your LEASE Coordinator will confirm IEP meeting information when you submit the claim for reimbursement to the LEASE Office. If there are questions at that time, we will contact you. The information that will be documented on the claim form will validate your district’s efforts to allow for participation of all required staff at these meetings.

TEAMING

Attached please find a claim form for you to fill out when processing claims for after hours teacher and staff stipends OR for substitutes employed in order to allow district teachers and staff to attend special education/general education teaming meetings during the school day for the purpose of joint planning for students in special ed. Following are the procedures that will be used in processing reimbursement claims for these teaming meetings.

The Coordinator is available to consult with the staff and administration regarding any planned teaming meeting and will then pre-authorize the use of these funds to pay for either substitutes or to pay stipends for teaming teachers to work after school hours. The LEASE Coordinator assigned to the district must, however, always approve use of the funds, prior to the actual date of the meeting. The L.E.A.S.E. Coordinator will, as appropriate, be a part of these meetings. After the Coordinator has signed the claim form authorizing use of the funds, and the meeting has subsequently been held and personnel paid, the district will complete the remaining sections of the claim form and submit it to LEASE.

The new component will support mentoring activities between certified special education staff and staff working in special education teaching positions without full special education certification. The same teaming forms and procedures will be in place for this component.

Block Grant Teaming/Mentoring Funds can support activities and meetings between certified special education staff and those teachers without full special education certification throughout the entire school year. The LEASE Coordinator will pre-authorized the use of funds for either staff stipends or for substitutes employed in order to allow the staff to meet during the school day for mentoring activities.

Any claim submitted for reimbursement that does not have the signature of a LEASE Coordinator cannot be paid.

Special Education/General Education Teaming

Stipends and Substitute Teacher Cost

Purpose

(This page to be distributed to LEASE Coordinators Only)

In order to enhance the ability of school districts to provide special education teachers and general education teachers sufficient time to plan together specifically for inclusion or regular education initiative (R.E.I.) programming, LEASE has proposed distributing funds to assist local districts in this process. Federal regulations now indicate a clear preference for educating students with disabilities in the general education curriculum to the maximum extent possible. In order to make this shared responsibility a reality, it is necessary to provide special education teachers and general education teachers with sufficient time to plan activities. Scheduling this planning time is, however, a significant obstacle for many school districts. Two methods for alleviating this scheduling difficulty have been proposed: Substitute teachers can be hired to allow school day planning opportunities; or teachers can be compensated while they plan these activities during non-duty hours.

Usage of the Funds--A first possible use of these funds would be to reimburse local district costs for substitute teachers necessary to allow special education and general education teachers the time to collaborate in providing R.E.I. or inclusion programming.

A second possible use for the funds would be to pay existing teachers a stipend so that they could conduct planning sessions at a time other than during the school day. The amount of the stipend can be determined by the district with L.E.A.S.E. reimbursement limited to the total amount allotted to the district. Documentation of expenses are only required to be kept at the local district office—DO NOT SEND TO L.E.A.S.E.

Authorization and Distribution--Funding will be distributed to local districts on a reimbursement basis. This distribution method requires and results in a clear audit trail. This substitute reimbursement system will be modeled after our present system that is used for annual review substitute teachers.

The Coordinator who serves the district must pre-authorize the use of the funds which the local district explains in writing on the Claim for Reimbursement form. Obviously, special education teachers must be involved in this planning in order to qualify. Prior to authorization by the L.E.A.S.E. Coordinator, the form must specify the reason for the meeting, the date of the meeting and, if appropriate, the substitute teachers used (if the meeting is to occur during the school day), or the teachers involved in the planning session to be given a stipend (if the meeting is to occur outside of regular school hours). The LEASE Coordinator must approve, in advance, the day the collaborative meeting will take place so that the Coordinator may arrange to be involved in the planning session. This serves to keep the LEASE Coordinator involved in the process and also insures that the funds are appropriately used to facilitate special and general education planning time.

Claiming Reimbursement--After the Coordinator has signed the claim form pre-authorizing use of the funds, and the meeting has subsequently been held and personnel paid, the district will complete the remaining sections of the claim form. The claim form will then be submitted to L.E.A.S.E. for reimbursement. The L.E.A.S.E. Coordinator assigned to the district must, however, always approve use of the funds, prior to the meeting. The L.E.A.S.E. Coordinator should make every attempt, as appropriate, to be a part of these meetings.

Any claim submitted for reimbursement that does not have the signature of the L.E.A.S.E. Coordinator will not be paid. Reimbursements will be made on a monthly basis to those districts submitting the proper documentation.

LaSalle/Putnam County Educational Alliance for Special Education (L.E.A.S.E.) 4:20 AP3

Operational Services

Administrative Procedure - Criteria for the Continuation or Discontinuation of L.E.A.S.E. Program Incentive Grant Funding

Please note that L.E.A.S.E. grant funding is contingent upon a fully developed special education program for an entire school year. The program must be designed as indicated on the submitted problem and objective statement, and an “open-door” policy to serving out-of-district students with disabilities must exist. This means that during the first semester of any year that a grant-funded program is in operation, at least 3 openings must be either available to or filled by out-of-district students with disabilities. Funding will be discontinued for the immediately following year if this “open-door” policy ceases to be in place. Out-of-district students with disabilities do not include students with disabilities from elementary districts that are feeder-districts to a specific high school district.

Grant funding, once approved by the L.E.A.S.E. Executive Committee, is committed to the approved local district program for at least two school years assuming continuing L.E.A.S.E. Executive Committee approval and the continued availability of grant funds for this purpose. The funding is purported to help offset the salary and/or benefit costs of the special education teacher/staff in the program. All funded staff must meet the special education certification/approval standards of the I.S.B.E. Any grant funded program that has not served any out-of-district students from another L.E.A.S.E. district for any two consecutive and complete school years will be given at least a one-year advance notice during the second of these years by L.E.A.S.E. of the possible discontinuation of L.E.A.S.E. funding at the close of the following third school year.

If, during this third probationary funding year, the district continues to not serve any out-of-district students from other L.E.A.S.E. school districts, funding will be discontinued at the end of that year. This includes situations where out-of-district students are not being served by the program through no fault of the serving district.

If, during the third year of probationary funding, the district begins to serve out-of-district students from other L.E.A.S.E. districts in the grant funded program, a recommendation will be made to the L.E.A.S.E. Executive Committee by the Director or his designee for the possible continuation of L.E.A.S.E. grant funding. Funding would continue for at least another two-year period and an additional third probationary year dependent upon continuing annual Executive Committee approval, compliance with all other funding requirements and continued grant funds availability for this purpose.

Funding may be discontinued at any time for other reasons as determined by the L.E.A.S.E. Executive Committee. Whenever possible, one full school year of notice to the local district will be given whenever funding is approved to be discontinued. One possible exception to this notice would occur in situations where funding is no longer available.

LaSalle/Putnam County Educational Alliance for Special Education (L.E.A.S.E.) 4:20 AP4

Operational Services

Administrative Procedure – Criteria for the Continuation or Discontinuation of L.E.A.S.E. Program Incentive Funding When “Class Lists” do not Apply (i.e. School Psychologist Service Umbrellas)

· Each approved service umbrella grant will receive the base funding level.

· For each 10% of time the staff person is assigned outside the employing district, an additional $1,000 (up to a maximum of $5,000) will be funded.

· Funding beyond the base level will be determined by the most recent L.E.A.S.E. umbrella agreement that has been jointly approved by all participating districts and signed by the L.E.A.S.E. Executive Director defining the percentage of service time that each district purchases.

Note: This criteria correlates with the current incentive grant funding procedures for classroom programs that utilize class lists and the December 1 child count. The average number of students in a funded classroom program is 10, and the maximum number of funded out-of-district students is 5 or 50% which is the same maximum funding percentage used for the above umbrella funding criteria.

LaSalle/Putnam County Educational Alliance for Special Education (L.E.A.S.E.) 4:20 AP5

Operational Services

Administrative Procedure - Criteria for the Distribution of IDEA Part B flow-through funds when the ISBE requires a 15% set-aside of local-district-generated IDEA Part B Funds for “Early Intervening Services”

Districts, required by the I.S.B.E. or requesting to utilize 15 percent of their district-allotted I.D.E.A. Part B Flow-Through funds for “early intervening services”, must access these funds from first, existing L.E.A.S.E. Block Grant Funding and second, from existing L.E.A.S.E. Discretionary Funding distributions.

It may be possible that the cumulative L.E.A.S.E. Block Grant Funding and L.E.A.S.E. Discretionary Funding available to a local district is less than the I.S.B.E.-required or district-requested 15 percent set-aside of I.D.E.A. funds. In this scenario, additional L.E.A.S.E./I.D.E.A. Part B funding could be distributed to meet the full 15 percent set-aside amount. However, any such additional distribution of L.E.A.S.E./I.D.E.A. funding would be offset by increasing the amount of the L.E.A.S.E. Levy billed to any such specific district for the current school year.

LaSalle/Putnam County Educational Alliance for Special Education (L.E.A.S.E.) 4:20 AP6

Operational Services

Administrative Procedure – Serving Out-Of-District Students

All school districts having membership in L.E.A.S.E. commit themselves to the cooperative process and allocate at a minimum for federally funded programs 30% of its legal class size maximum enrollment to the enrollment and educational care of out-of-district students, thus insuring that the intent of both the cooperative spirit and federal funding is being met by its member districts.

If by October 1 of each year the class is not at its legal maximum with both in and out-of-district student, the district operating the program may reduce its minimum obligation by 20%.

If by January 15 of each year the class is not at its legal maximum with both in and out-of-district students, the district operating the class shall have the prerogative of no longer holding any spaces open throughout the rest of the school year.

Any newly identified out-of-district students after December 1 of each school year shall only be allowed enrollment the rest of the school year on a time and space available basis.

If school districts operating such classes have any openings prescribed by the above, they shall have the right to utilize in accordance with the prescribed percentages and timelines vacant slots for either diagnostic or interim placements. Such placements, however, shall not ultimately take priority over out-of-district children whose disabilities are more severe and/or of a high priority.

Any students who achieve such placement shall have the right to continue in that placement in ensuing years if it is warranted and prescribed by any student's I.E.P.

All local school districts that operate non-federally funded local programs are strongly encouraged to participate in the process of cooperative planning, and accept students from neighboring L.E.A.S.E. school districts thus fulfilling the intent and spirit of the joint agreement.

LaSalle/Putnam County Educational Alliance for Special Education (L.E.A.S.E.) 4:20 AP7

Operational Services

Administrative Procedure – Required State Board Procedure – Section 13 – Use of Federal Matching Funds Under The Medicaid (Title XIX) or Children’s Health Insurance (KidCare; Title XXI) Program to Supplement Special Education Programs and Services (if the School District is Participating in One or More of those Federal Programs)

A. The School District may look to non-educational entities, such as Medicaid and insurance programs, to pay for required special education services for which such entities are otherwise responsible.

B. The School District will use federal matching funds received under Medicaid or a children’s health insurance program (e.g., KidCare, SCHIP) only to supplement special education programs and services.

C. In seeking matching funds under Medicaid or a children’s health insurance program, the School District:

1. May not condition a child’s FAPE on their parent(s)’ enrollment in Medicaid or insurance programs;

2. May not require parent(s) to incur an out-of-pocket expense (e.g., payment of a deductible or co-pay amount) for services rendered in providing FAPE, except the School District may use Part B funds to pay the parent(s)’ costs for such services;

3. May not use a child’s Medicaid or health insurance benefits if such use would:

a. Decrease available lifetime coverage or any other insured benefit;

b. Result in the family paying for services that would otherwise be covered by Medicaid or health insurance and that are required for the child outside of the time the child is in school;

c. Increase premiums or lead to the discontinuation of benefits or insurance; or

d. Risk loss of home and community-based waiver eligibility, based on aggregate health-related expenditures;

4. Must obtain voluntary, informed, written parental consent each time access to Medicaid or insurance benefits is sought; and

5. Must notify parent(s) that their refusal to allow the School District’s access to their public benefits or insurance does not relieve the School District of its obligation to provide FAPE at no cost to the parent(s).

LEGAL REF.: 34 C.F.R. § 300.154 (methods of ensuring services).

23 Ill. Admin. Code § 226.770 (special education fiscal provisions).

CROSS REF.:

ADOPTED: September 11, 2008

LaSalle/Putnam County Educational Alliance for Special Education (L.E.A.S.E.) 4:30

Operational Services

Investments

The Director shall either appoint a Chief Investment Officer or serve as one. The Chief Investment Officer shall invest money that is not required for current operations, in accordance with this policy and State law.

The Chief Investment Officer and Director shall use the standard of prudence when making investment decisions. They shall use the judgment and care, under circumstances then prevailing, that persons of prudence, discretion, and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the safety of their capital as well as its probable income. Cooperative officials and employees, who act in accordance with the written policy and procedures of L.E.A.S.E. and who exercise due diligence, shall be relieved of personal responsibility for an individuals’ investment credit risk or market price changes provided deviations from expectations are reported in a timely fashion and the liquidity and the sale of investments are carried out in accordance with this policy.

Investment Objectives

The objectives for the Special Education Alliance’s investment activities are:

1. Safety of Principal. Every investment is made with safety as the primary and over-riding concern. Each investment transaction shall ensure that capital loss, whether from credit or market risk, is avoided.

2. Liquidity. The investment portfolio shall provide sufficient liquidity to pay Alliance obligations as they become due. In this regard, the maturity and marketability of investments shall be considered.

3. Rate of Return. The highest return on investments is sought, consistent with the preservation of principal and prudent investment principles.

4. Diversification. The investment portfolio is diversified as to materials and investments, as appropriate to the nature, purpose, and amount of the funds.

Authorized Investments

The Chief Investment Officer may invest any Alliance funds:

1. In bonds, notes, certificates of indebtedness, treasury bills or other securities now or hereafter issued, which are guaranteed by the full faith and credit of the United States of America as to principal and interest;

2. In bonds, notes, debentures, or other similar obligations of the United States of America or its agencies;

The term "agencies of the United States of America" includes: (i) the federal land banks, federal intermediate credit banks, banks for cooperative, federal farm credit banks, or any other entity authorized to issue debt obligations under the Farm Credit Act of 1971 and Acts amendatory thereto; (ii) the federal home loan banks and the federal home loan mortgage corporation; and (iii) any other agency created by Act of Congress.

3. In interest-bearing savings accounts, interest-bearing certificates of deposit or interest-bearing time deposits or any other investments constituting direct obligations of any bank as defined by the Illinois Banking Act;

4. In short term obligations of corporations organized in the United States with assets exceeding $500,000,000 if: (i) such obligations are rated at the time of purchase at one of the 3 highest classifications established by at least 2 standard rating services and which mature not later than 180 days from the date of purchase, (ii) such purchases do not exceed 10% of the corporation's outstanding obligations, and (iii) no more than one-third of the Alliance's funds may be invested in short term obligations of corporations;

5. In money market mutual funds registered under the Investment Company Act of 1940, provided that the portfolio of any such money market mutual fund is limited to obligations described in paragraph (1) or (2) of this subsection and to agreements to repurchase such obligations.

6. In short term discount obligations of the Federal National Mortgage Association or in shares or other forms of securities legally issuable by savings banks or savings and loan associations incorporated under the laws of this State or any other state or under the laws of the United States. Investments may be made only in those savings banks or savings and loan associations, the shares, or investment certificates of which are insured by the Federal Deposit Insurance Corporation. Any such securities may be purchased at the offering or market price thereof at the time of such purchase. All such securities so purchased shall mature or be redeemable on a date or dates prior to the time when, in the judgment of the Chief Investment Officer, the public funds so invested will be required for expenditure by the Alliance or its governing authority.

7. In dividend-bearing share accounts, share certificate accounts, or class of share accounts of a credit union chartered under the laws of this State or the laws of the United States; provided, however, the principle office of any such credit union must be located within the State of Illinois. Investments may be made only in those credit unions the accounts of which are insured by applicable law.

8. In a Public Treasurers' Investment Pool created under Section 17 of the State Treasurer Act. The Alliance may also invest any public funds in a fund managed, operated, and administered by a bank, subsidiary of a bank, or subsidiary of a bank holding company or use the services of such an entity to hold and invest or advise regarding the investment of any public funds.

9. In the Illinois Special Education Alliance Liquid Asset Fund Plus.

10. In repurchase agreements of government securities having the meaning set out in the Government Securities Act of 1986 subject to the provisions of said Act and the regulations issued there under. The government securities, unless registered or inscribed in the name of the Alliance, shall be purchased through banks or trust companies authorized to do business in the State of Illinois.

Except for repurchase agreements of government securities which are subject to the Government Securities Act of 1986, no Alliance may purchase or invest in instruments which constitute repurchase agreements, and no financial institution may enter into such an agreement with or on behalf of any Alliance unless the instrument and the transaction meet the following requirements:

a. The securities, unless registered or inscribed in the name of the Alliance, are purchased through banks or trust companies authorized to do business in the State of Illinois.

b. The Chief Investment Officer, after ascertaining which firm will give the most favorable rate of interest, directs the custodial bank to "purchase" specified securities from a designated institution. The "custodial bank" is the bank or trust company, or agency of government, which acts for the Alliance in connection with repurchase agreements involving the investment of funds by the Alliance. The State Treasurer may act as custodial bank for public agencies executing repurchase agreements.

c. A custodial bank must be a member bank of the Federal Reserve System or maintain accounts with member banks. All transfers of book-entry securities must be accomplished on a Reserve Bank's computer records through a member bank of the Federal Reserve System. These securities must be credited to the Alliance on the records of the custodial bank and the transaction must be confirmed in writing to the Alliance by the custodial bank.

d. Trading partners shall be limited to banks or trust companies authorized to do business in the State of Illinois or to registered primary reporting dealers.

e. The security interest must be perfected.

f. The Alliance enters into a written master repurchase agreement that outlines the basic responsibilities and liabilities of both buyer and seller.

g. Agreements shall be for periods of 330 days or less.

h. The Chief Investment Officer informs the custodial bank in writing of the maturity details of the repurchase agreement.

i. The custodial bank must take delivery of and maintain the securities in its custody for the account of the Alliance and confirm the transaction in writing to the Alliance. The custodial undertaking shall provide that the custodian takes possession of the securities exclusively for the Alliance; that the securities are free of any claims against the trading partner; and that any claims by the custodian are subordinate to the Alliance's claims to rights to those securities.

j. The obligations purchased by the Alliance may only be sold or presented for redemption or payment by the fiscal agent bank or trust company holding the obligations upon the written instruction of the Chief Investment Officer.

k. The custodial bank shall be liable to the Alliance for any monetary loss suffered by the Alliance due to the failure of the custodial bank to take and maintain possession of such securities.

11. In any investment as authorized by the Public Funds Investment Act, and Acts amendatory thereto. Paragraph 11 supersedes paragraphs 1-10 and controls in the event of conflict.

Investments may be made only in banks, savings banks, savings and loan associations, or credit unions that are insured by the Federal Deposit Insurance Corporation.

Selection of Depositories, Investment Managers, Dealers, and Brokers

The Chief Investment Officer shall establish a list of authorized depositories, investment managers, dealers and brokers based upon the creditworthiness, reputation, minimum capital requirements, qualifications under State law, as well as a long history of dealing with public fund entities. The Executive Committee will review and approve the list at least annually.

In order to be an authorized depository, each institution must submit copies of the last 2 sworn statements of resources and liabilities or reports of examination, which the institution is required to furnish to the appropriate state or federal agency. Each institution designated as a depository shall, while acting as such depository, furnish the Alliance with a copy of all statements of resources and liabilities or all reports of examination, which it is required to furnish to the appropriate State or federal agency.

In addition to the above requirements, the Alliance may consider a financial institution's record and current level of financial commitment to its local community when deciding whether to deposit funds in that financial institution. The Alliance may consider factors including:

1. For financial institutions subject to the federal Community Reinvestment Act of 1977, the current and historical ratings that the financial institution has received, to the extent that those ratings are publicly available, under the federal Community Reinvestment Act of 1977;

2. Any changes in ownership, management, policies, or practices of the financial institution that may affect the level of the financial institution's commitment to its community;

3. The financial impact that the withdrawal or denial of Alliance deposits might have on the financial institution;

4. The financial impact to the Alliance as a result of withdrawing public funds or refusing to deposit additional public funds in the financial institution; and

5. Any additional burden on the Alliance’s resources that might result from ceasing to maintain deposits of public funds at the financial institution under consideration.

Collateral Requirements

All amounts deposited or invested with financial institutions in excess of any insurance limit shall be collateralized by: (1) securities eligible for Alliance investment or any other high-quality, interest-bearing security rated at least AA/Aa by one or more standard rating services to include Standard & Poor’s, Moody’s, or Fitch, (2) mortgages, (3) letters of credit issued by a Federal Home Loan Bank, or (4) loans covered by a State Guaranty under the Illinois Farm Development Act. The market value of the pledged securities shall equal or exceed the portion of the deposit requiring collateralization. The Chief Investment Officer shall determine other collateral requirements.

Safekeeping and Custody Arrangements

The preferred method for safekeeping is to have securities registered in the Alliance’s name and held by a third-party custodian. Safekeeping practices should qualify for the Governmental Accounting Standards Executive Committee (GASB) Statement No. 3 Deposits with Financial Institutions, Investments (including Repurchase Agreements), and Reverse Repurchase Agreements, Category I, the highest recognized safekeeping procedures.

Controls and Report

The Chief Investment Officer shall establish a system of internal controls and written operational procedures to prevent losses arising from fraud, employee error, misrepresentation by third parties, or imprudent employee action.

The Chief Investment Officer shall provide a quarterly investment report to the Executive Committee. The report will: (1) assess whether the investment portfolio is meeting the Alliance’s investment objectives, (2) identify each security by class or type, book value, income earned, and market value, (3) identify those institutions providing investment services to the Alliance, and (4) include any other relevant information. The investment portfolio’s performance shall be measured by appropriate and creditable industry standards for the investment type.

The Executive Committee will determine, after receiving the Director's recommendation, which fund is in most need of interest income and the Director shall execute a transfer.

Ethics and Conflicts of Interest

The Executive Committee and Alliance officials will avoid any investment transaction or practice that in appearance or fact might impair public confidence. Member of a Governing Body are bound by the Executive Committee policy 2:100, Member of a Governing Body Conflict of Interest. No Alliance employee having influence on the Alliance’s investment decisions shall:

1. Have any interest, directly or indirectly, in any investments in which the Alliance is authorized to invest.

2. Have any interest, directly or indirectly, in the sellers, sponsors, or managers of those investments.

3. Receive, in any manner, compensation of any kind from any investments in which the agency is authorized to invest.

LEGAL REF.: 30 ILCS 235/1 et seq.

105 ILCS 5/8-7, 5/17-1, and 5/17-11.

CROSS REF.: 2:100 (Member of a Governing Body Conflict of Interest), 4:10 (Fiscal and Business Management)

ADOPTED: September 11, 2008

LaSalle/Putnam County Educational Alliance for Special Education (L.E.A.S.E.) 4:32

Operational Services

Revenue

The Director or designee is responsible for making all claims for revenue from local, state, federal and other sources.

Districts – Financial Obligations to L.E.A.S.E.

Districts of L.E.A.S.E. shall:

1. Pay a pro-rata share based upon taxable equalized assessed valuation of any deficit incurred by L.E.A.S.E.

2. Pay any resident district student's tuition to an operating District.

3. Pay all transportation costs incurred by a resident district student.

4. Pay all costs associated with L.E.A.S.E. tuition staff positions/programs, and all other central office costs.

Tuition Billing Formula for Students

L.E.A.S.E. shall utilize the standardized claiming tuition formula developed by the Illinois State Board of Education using the I.S.B.E. 50-66 forms. The member districts of L.E.A.S.E. shall use these approved State forms and procedures when billing other districts within the Cooperative, and member districts may insist that they be billed on these approved forms.

The Director shall annually submit a budget for any L.E.A.S.E. operated tuition programs to the Executive Committee for approval as part of the comprehensive L.E.A.S.E. budget.

The cost of conducting and maintaining L.E.A.S.E. educational facilities and programs shall be computed based upon student enrollment.

The Director or designee shall assist districts with student claims and tuition billings upon local district request.

Out-of District Students

L.E.A.S.E. shall develop procedures for use in the Cooperative which will help insure that any local school district which receives federal funds for instructional purposes, will allow the enrollment of some out-of-district students into their program(s).

LEG. REF.: LaSalle County Educational Alliance for Special Education Constitution, Article 9.1 - 9.3 and 11.1 - 11.2.

CROSS REF.:

ADOPTED: September 11, 2008

LaSalle/Putnam County Educational Alliance for Special Education (L.E.A.S.E.) 4:40

Operational Services

Incurring Debt

The Director shall provide early notice to the Executive Committee of the Alliance’s need to borrow money.

LEGAL REF.: 30 ILCS 305/2.

50 ILCS 420/5.

105 ILCS 5/17-16, 5/18-18, 5/19-1 et seq.

CROSS REF.:

ADOPTED: September 11, 2008

LaSalle/Putnam County Educational Alliance for Special Education (L.E.A.S.E.) 4:45

Operational Services

Insufficient Fund Checks

Check Signing

L.E.A.S.E. recognizes the signature of the chief officer or the fiscal officer of the administrative agent for authorizing checks designated for the payment of approved items or services. The signature of the Executive Director or Assistant Director will be sufficient documentation for issuing checks on selected accounts of L.E.A.S.E., such as the imprest account.

The Director or designee is responsible for collecting the maximum fee authorized by State law for returned checks written to the Alliance which are not honored upon presentation to the respective bank or other depository institution for any reason. The Director is authorized to contact the Alliance’s attorney whenever necessary to collect the returned check amount, fee, collection costs and expenses, and interest.

LEGAL REF.: 810 ILCS 5/3-806.

CROSS REF.:

ADOPTED: September 11, 2008

LaSalle/Putnam County Educational Alliance for Special Education (L.E.A.S.E.) 4:50

Operational Services

Payment of Bills

All bills will be approved for payment by the L.E.A.S.E. Director. Although the Board of the administrative agent is to approve all payments theoretically, as long as the expenditures do not exceed ten percent of the total budget allotment, the bills may be paid upon the approval of the Director and listed on the monthly statement to the L.E.A.S.E. Executive Committee for subsequent review and comment.

The Director does not need permission to purchase as long as there are sufficient funds in the budget to offset the cost.

The Executive Committee authorizes the Director or designee to establish revolving funds and a petty cash fund system for school cafeterias, lunchrooms, athletics, or similar purposes, provided such funds are maintained in accordance with Board policy 4:80, Accounting and Audits, and remain in the custody of an employee who is properly bonded according to State law.

LEGAL REF.: 105 ILCS 5/8-16, 5/10-7, and 5/10-20.19.

23 Ill.Admin.Code §100.70.

CROSS REF.:

ADOPTED: November 13, 2008

LaSalle/Putnam County Educational Alliance for Special Education (L.E.A.S.E.) 4:55

Operational Services

Use of Credit and Procurement Cards

The Director and employees designated by the Director are authorized to use L.E.A.S.E. credit and procurement cards to simplify the acquisition, receipt, and payment of purchases and travel expenses incurred on L.E.A.S.E.’s behalf. Credit and procurement cards shall only be used for those expenses that are for the Cooperative’s benefit and serve a valid and proper public purpose; they shall not be used for personal purchases. Cardholders are responsible for exercising due care and judgment and for acting in L.E.A.S.E.’s best interests.

The Director or designee shall manage the use of L.E.A.S.E. credit and procurement cards by employees. It is the Board’s responsibility, through the audit and approval process, to determine whether credit and procurement card use by the Director is appropriate.

In addition to the other limitations contained in this and other Board policies, L.E.A.S.E. credit and procurement cards are governed by the following restrictions:

1. Credit and/or procurement cards may only be used to pay certain job-related expenses or to make purchases on behalf of the Board or L.E.A.S.E. or any student activity fund, or for purposes that would otherwise be addressed through a conventional revolving fund.

2. The Director or designee shall instruct the issuing bank to block the cards’ use at unapproved merchants.

3. Each cardholder, other than the Director, may charge no more than $500 in a single purchase and no more than $1000 within a given month without prior authorization from the Director.

4. The Director or designee must approve the use of the L.E.A.S.E. credit or procurement card whenever such use is by telephone, fax, and the Internet. Permission shall be withheld when the use violates any Board policy, is from a vendor whose reputation has not been verified, or would be more expensive than if another available payment method were used.

5. The consequences for unauthorized purchases include, but are not limited to, reimbursing L.E.A.S.E. for the purchase amount, loss of cardholding privileges, and, if made by an employee, discipline up to and including discharge.

6. All cardholders must sign a statement affirming that they are familiar with this policy.

7. The Director shall implement a process whereby all purchases using a L.E.A.S.E. credit or procurement card are reviewed and approved by someone other than the cardholder or someone under the cardholder’s supervision.

8. Cardholders must submit the original, itemized receipt to document all purchases.

9. No individual may use a L.E.A.S.E. credit or procurement card to make purchases in a manner contrary to State law, including, but not limited to, the bidding and other purchasing requirements in 105 ILCS 5/10-20.21, or any Board policy.

LEGAL REF.: 105 ILCS 5/10-20.21.

23 Ill.Admin.Code §100.70(d).

CROSS REF.:

ADOPTED: November 13, 2008

LaSalle/Putnam County Educational Alliance for Special Education (L.E.A.S.E.) 4:55 AP

Operational Services

Administrative Procedure - Controls for the Use of District Credit and Procurement Cards

This procedure implements, and is subject to, Board policy 4:55, Use of Credit and Procurement Cards. The director or designee shall oversee the following controls:

Issue District credit and/or procurement cards to only authorized individuals.

1. Require prior authorization before issuing a card to any individual.

2. Have cardholders/card users sign 4:55-E, Statement Affirming Familiarity with Requirements for Using District Credit and/or Procurement Cards.

3. Instruct cardholders/ card users:

a. In the proper use of cards, and;

b. How to document purchases, including the need to: (a) present an itemized receipt in addition to a credit or procurement card receipt for each item, (b) indicate the date, purpose, and nature of the charge on the receipt, and (c) identify the names of individuals for whom expenditures were incurred on the receipt.

Monitor that credit and/or procurement cards are being used for appropriate purchases.

1. Prohibit the use of L.E.A.S.E. credit or procurement cards for personal expenses.

2. Do not use cards that allow cash advances or cash back from purchases.

3. Establish reasonable credit limits for each purchase, transaction, and/or the balance total on each card. Reduce the limits on existing cards if necessary. Require prior authorization for purchases above these limits.

4. When a card is used for “emergency purposes,” require that the user clearly document the emergency situation that justified the need.

5. If available, Block certain types of vendors or purchases using Merchant Category Codes – these categorize businesses by the products or services they provide. Request that the card issuer prohibit charges from dry cleaners, health or beauty spas, liquor stores, race tracks, casinos, churches, physicians, and other merchant categories the District will never use.

6. Perform scheduled and random analyses of individual cardholders. This includes examining the continued need for the card and the nature of purchases being made.

7. Perform scheduled and random analyses to determine whether Board policy is being followed.

Safeguard District credit and procurement cards.

1. Keep all cards in a secure location.

2. Issue cards only for the time period that they are needed.

3. Issue cards in the names of specific individuals to help maintain accountability.

4. Prohibit a card’s use by anyone other than the individual to whom a card is issued.

5. Develop and follow procedures to cancel cards when lost or stolen and when individuals leave employment.

6. Cancel existing cards that are not needed or accounted for.

7. Review and update master credit card lists annually.

Monitor credit and/or procurement card statements.

1. Review statements and watch for suspicious activity, such as, unusual destinations or items, purchases from a vendor whose reputation has not been verified, or purchases that would have been less expensive if another available payment method had been used.

2. Have billing statements broken down by individual user.

3. Have a reconciliation process and timetable. This includes:

a. Reconciling credit card statements to itemized receipts and invoices;

b. Examining the documentation supporting purchases to ensure charges are authorized and reasonable;

c. Delegating approval, verification, and payment of bills to different individuals; and

d. Requiring someone other than the cardholder or an individual supervised by the cardholder to review and approve transactions.

4. In exceptional circumstances when the Superintendent approved a charge that would otherwise be disallowed, maintain a record documenting the Superintendent’s approval as well as all other pertinent information about the charge.

5. Review all uses of a card via telephone, fax, and the Internet to be sure they were approved by the Superintendent or designee.

6. Establish a way of recouping inappropriate charges.

7. Do not use automatic payment deductions to pay credit or procurement card bills.

8. Pay bills on time to avoid paying fees and late charges.

9. Appropriately follow up on any discrepancies.

10. Verify that the items purchased were actually received.

LaSalle/Putnam County Educational Alliance for Special Education (L.E.A.S.E.) 4:55-E

Operational Services

Statement Affirming Familiarity with Requirements for Using L.E.A.S.E. Credit and/or Procurement Cards


Cardholder’s/Card User’s name


Position

I affirm that I am familiar with the Board’s policy on using credit and procurement cards, that I understand my responsibilities regarding use of such cards, and that I agree to adhere to all requirements regarding such cards.



Cardholder’s/Card User’s signature		Date

I provided a copy of this Statement along with a copy of the Board policy 4:55, Use of Credit and Procurement Cards, to the cardholder who signed this statement.

L.E.A.S.E. Bookkeeper

Date

LaSalle/Putnam County Educational Alliance for Special Education (L.E.A.S.E.) 4:60

Operational Services

Purchases and Contracts

The Director shall manage the Alliance’s purchases and contracts in accordance with State law, the standards set forth in this policy, and other applicable School Board policies.

Standards for Purchasing and Contracting

All purchases and contracts shall be entered into in accordance with State law. The Board Attorney shall be consulted as needed regarding the legal requirements for purchases or contracts. All contracts shall be approved or authorized by the Board.

All purchases and cont