Understanding ERMHS Programs and Funding
ERMHS Programs and Funding involve different tiers and levels based on federal and state guidelines. The establishment of programs requires adherence to specific parameters, such as the structure of therapeutic programs and funding restrictions. Key aspects include eligibility criteria, budget allocations, and expenditure guidelines for ERMHS services. Various services like counseling, behavior intervention, and psychological services are offered under ERMHS to support students effectively.
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Steering Breakout Session: ERMHS Plans and Budgets Meghan Magee SELPA Program Coordinator @CharterSELPA /EDCOECharterSELPA
IMPORTANT: ERMHS Programs and Funding are established using different parameters and guidance. Tier 2 Targeted (Group or Individual) Federal laws, state laws, and MTSS guide each LEA to develop unique programs. Tier 3 Intensive, Individual (Sped Students with ERMHS Services) Tier 1 Universal (All) ERMHS Program s 2
IMPORTANT: ERMHS Programs and Funding are established using different parameters and guidance. Level 3 Site-Based: (Structured Therapeutic Program) Federal laws, state laws, and funding restrictions guide Exec. Committee & CEO Council and are applied uniformly across our SELPA. Level 3 NPS Level 2: (Service Counts,Budge t Request, or ADA) Level 3 RTC ERMHS Fundin g 3
Level 3 Site Based Level 3 NPS Level 3 Level 2 NPS-Residential Structured Therapeutic ERMHS Program Room and Board for ERMHS Services Description IEP Based ERMHS Services ERMHS in NPS Special Education Eligibility Any Eligibility ED ED ED $5.4 Million $100,000 Transportation **80% of the lesser of $2,000 to $3,000 per service or $250 per ADA or Budget Request SELPA Budget $2.5 Million 80% of ERMHS Allowed Cost 90% of ERMHS Allowed Cost 100% of Room & Board Costs Allocation Formula 20% of ERMHS Allowed Cost + 100% educational costs 10% of ERMHS Allowed Cost + 100% educational costs See page 6 of ERMHS Funding Guidelines 0% Room & Board costs + 100% educational costs Matching (Copay) Amount 20% of ERMHS Allowed ERMHS Funding *80% of Allowed ERMHS related costs, based on Finding of Sufficiency of Funding Student Transportation Costs related to ERMHS 90% of Allowed ERMHS Transportation Costs 100% of Allowed ERMHS Transportation Costs May be filed under Level 2 Annual Mental Health Plan November 2, by 5:00 pm November 2, by 5:00 pm Not Applicable Not Applicable Within 30 days of signed Master Contract and ISA Within 30 days of signed Master Contract and ISA Budget Request January 15, by 5:00 pm November 2, by 5:00 pm First Payment (50%) February February February February Final Distribution (balance) July 13, 2016 July 13, 2016 July 13, 2016 July 13, 2016 Overview Final Expenditure Report August August August August ERMHS Assessment costs are not reimbursable at any level Expenditure Restrictions a) Staff requiring certification b) Supplies Behavior Support (service code 535) restrictions ** a) CDE Certified NPS b) Pass LCFF Test a) CDE Certified NPS Disallowed Expenditures No facility/rent costs, direct support (e.g. utilities/custodial), or administrative costs Yes (first $25,000 of contract cost) Yes (first $25,000 of contract cost) Indirect Costs Yes* No Additional Budget Requests after Budget Request deadline has passed Case by case review for programs started after 11/1. No funding guarantee. Within 30 days of signed Master Contract and ISA Within 30 days of signed Master Contract and ISA None
ERMHS Services: IDEA/ Federal Law California Law Related Services Related Services Psychological Services Psychological Services Social Work Services Social Work Services Counseling Services Counseling & Guidance Services Individual Counseling Parent Counseling & Training Behavior Intervention Services (BIS) are another service that may be included on an IEP for a student with mental health needs. For a student with ERMHS, BIS service is associated directly with the behavior intervention plan and tied to the student s mental health needs.
Licensed Clinical Social School Counselor (PPS) Licensed Professional Marriage & Family Health & Nursing Services Credential Special Education Psychologist (PPS) Clinical Counselor Therapist (MFT) Worker (LCSW) CASEMIS Code Educational Psychologist Psychologist Instruction Credential Licensed School Service Providers x x x x x x x x x x x Psychological Services* 530 Social Work Services 525 ERMHS: x x x x x x x x x x Counseling & Guidance 515 Individual Counseling 510 Parent Counseling & Training x x x x x x x x x 520 *Psychological services do not include assessment and development of IEPs.
Level 2 ERMHS: Funding Formula $3,000 per eligible ERMHS SEIS count based on the Dec 1 count 80% of the lesser of these 3 $250 per current year P-2 ADA Budget Request
Level 2 ERMHS: Program Overview LEVEL 2 ERMHS This funding is intended to support targeted programs and interventions provided to students based on data driven IEP team decisions. PROGRAM DESCRIPTIONS These IEP based services can include individual or group counseling/therapy for identified mental health related needs to receive educational benefit in the special education program. Identification is based on assessment and student records with a formal IEP meeting, goal development, and appropriate ERMHS related services identified. Services may be provided on or off school site. See page 13 of ERMHS Funding Guidelines ELIGIBLE EXPENDITURES Eligible ERMHS include those for any student who has an IEP, and for which the IEP states the student is eligible for individual professional and consulting services (e.g. individual therapy, family therapy, group therapy, group rehabilitation, therapeutic behavioral services, and psychological services). The following services codes may be identified in the student s IEP: 510-Individual Counseling 515-Counseling & Guidance 520-Parent Counseling 525-Social Work Services 530-Psychological Services 535 Behavior Intervention Services (student must have BIP in place related to Mental Health needs and at least one other Mental Health services, as identified in IEP) ERMHS related tranportation costs (separate budget request) E RMHS assessments are NOT eligible for reimbursement ERMHS PROVIDERS A direct employee of the school (not a contractor); must have the certification to enable them to provide mental health County Mental Health (CMH) A CDE approved Non-Public Agency (NPA) or Non-Public School (NPS) A sub-contractor of a County Mental Health Agency Licensed Clinical Social Worker (LCSW) Marriage and Family Therapist (MFT) See Charter SELPA website for provider requirements.
Level 2 ERMHS: Timelines July 13: Final Expenditure Report due by 5:00 pm Feb. 28: SELPA conducts a second Finding of Sufficiency of Funding Jan. 15: LEA submits Budget Request(s) to SELPA by 5:00 pm Dec. 1: SELPA compiles an official LEA SEIS service count which is a snapshot of each LEAs data, as compiled in SEIS Nov. 2: LEA submit Annual Mental Health Plan to SELPA by 5:00 pm August: Final Payment Sept. 15: SELPA conducts Finding of Sufficiency of Funding July 13: Final Expenditure Report due by 5:00 pm February: 1st Payment 50% of approved amount
How to access the ERMHS budget documents? www.edcoecharterselpa.org 10
How to access the ERMHS budget documents? At bottom right hand corner, you ll see Quick Links, from that list select Special Education Business Office Support. 11
How to access the ERMHS budget documents? Under the section titled Mental Health, select the words Read More> to expand this section. 12
How to access the ERMHS budget documents? Templates and Data Submission portal are located here: 13
Guidance for completing Level 2 Plans: Annual Mental Health Plan Level 2 Budget Special Education Team Fiscal Team Special Education Team Fiscal Team 14
Preparing to Complete Mental Health Requests: Where to get Information SEIS data LEA/ attendance program LEA Special Ed Team CTC Website/NPA CTC Website/NPA Type of Information Specific Details SEIS Service Counts Estimated 2015-16 estimated P-2 ADA General Information Number of students your Level 2 funding will support Type of credential of provider Check to see if their credential is current LEA/ERMHS Service Providers Chart What services do they provide ERMHS Providers Who employs this person Salary and benefits for providers employed by LEA ERMHS Service hours by provider with hourly rate LEA/NPA LEA Fiscal Team SEIS/LEA 15
Preparing to Complete Mental Health Requests: Where to get Information Type of Information Specific Details Name of the NPA LEA/NPA If using an NPA, is there a Master Contract on file? If using an NPA, is there an ISA on file for each student? Is the Agency CDE certified ERMHS Service hours by provider with hourly rate LEA/NPA LEA/NPA CDE Website LEA/NPA LEA Special Ed Team NPA Information (if applicable) Program Information Narrative description of the ERMHS program and supports CA school Accounting Manual (CSAM) rate (default is 5.11%) assigned to your LEA Level 2 Annual Mental Health Plan (due 11/2) Level 2 Budget Request (due 1/15) Level 2 Transportation Budget Request (due 1/15) optional Indirect Costs LEA Fiscal Team SELPA budgets SELPA website SELPA website SELPA website 16
Sample SEIS Services: Overview Service Code and Description ABC School 510 Individual Counseling 1 515 Counseling and Guidance 2 520 Parent Counseling 0 525 Social Work Services 0 530 Psychological Services 1 535 Behavior Intervention Services 3 Total Number of Services Provided 7 Based on 180 days per year or 36 weeks of services 17
Sample SEIS: Data Total Minutes / Frequenc y Last Nam e Minutes / Session Sessions / Frequenc y Initial Start Date Date of Birth Student ID School of Attendance Case Manager First Name Code Marke d DNR Stat us Start Date End Date Deliver y Session Based Service Provider Frequency 40 Yearly (one or more times a year) 30 Monthly (one or more times a month) 30 Monthly (one or more times a month) 40 Yearly (one or more times a year) 30 Monthly (one or more times a month) 20 Weekly (one or more times a week) 30 Monthly (one or more times a month) Location Comments 580 Charter school (operated as an LEA/district) ABC Charter School Individual counseling 8/13/ 2015 4253 1 100 District of Service 8/20/2 003 xx M. Smith V Abe 510 No I| Yes 300 1 300 42229 580 Charter school (operated as an LEA/district) Collaborati on with classroom teacher ABC Charter School Counseling and guidance 10/1/ 2015 4253 1 100 District of Service 3/22/2 006 xx J. Jones C Casey 515 No Yes 30 4 120 580 Charter school (operated as an LEA/district) ABC Charter School Counseling and guidance 8/13/ 2015 4244 1 100 District of Service 1/4/20 06 xx J. Jones W Jackie 515 No I|G| Yes 30 2 60 42229 Consultatio n with general education teachers 580 Charter school (operated as an LEA/district) ABC Charter School Psychological services 8/13/ 2015 4253 1 100 District of Service 8/20/2 003 xx M. Smith V Abe 530 No I| Yes 150 1 150 42229 580 Charter school (operated as an LEA/district) Behavior intervention Services ABC Charter School 9/25/ 2015 4252 9 100 District of Service 7/23/2 002 xx M. Smith H Sarah 535 No G| Yes 100 2 200 41891 580 Charter school (operated as an LEA/district) Behavior intervention Services ABC Charter School 5/1/2 015 4249 1 100 District of Service 8/6/20 09 xx A. Doe D Jose 535 No I|G| Yes 30 2 60 42125 Consultatio n/Collabora tion with student and staff. 580 Charter school (operated as an LEA/district) Behavior intervention Services ABC Charter School 2/5/2 015 4240 5 100 District of Service 3/7/20 03 18 xx A. Doe J Tami 535 No I| Yes 30 1 30
Working with the Data Total Minutes / Frequen cy Sessions / Frequen cy Last Nam e Mark ed DNR Minutes / Session Initial Start Date Date of Birth Student ID School of Attendance Case Manager First Name Code Stat us Start Date End Date Deliver y Session Based Service Provider Frequency Location 580 Charter school (operated as an LEA/district) 580 Charter school (operated as an LEA/district) 580 Charter school (operated as an LEA/district) Comments 40 Yearly (one or more times a year) 30 Monthly (one or more times a month) 30 Monthly (one or more times a month) ABC Charter School Individual counseling 8/13/ 2015 4253 1 100 District of Service 8/20/2 003 xx M. Smith V Abe 510 No I| Yes 300 1 300 42229 Collaborati on with classroom teacher ABC Charter School Counseling and guidance 10/1/ 2015 4253 1 100 District of Service 3/22/2 006 xx J. Jones C Casey 515 No Yes 30 4 120 ABC Charter School Counseling and guidance 8/13/ 2015 4244 1 100 District of Service 1/4/20 06 xx J. Jones W Jackie 515 No I|G| Yes 30 2 60 42229 Consultatio n with general education teachers 580 Charter school (operated as an LEA/district) 580 Charter school (operated as an LEA/district) 580 Charter school (operated as an LEA/district) 40 Yearly (one or more times a year) 30 Monthly (one or more times a month) ABC Charter School Psychological services 8/13/ 2015 4253 1 100 District of Service 8/20/2 003 xx M. Smith V Abe 530 No I| Yes 150 1 150 42229 Behavior intervention Services ABC Charter School 9/25/ 2015 4252 9 100 District of Service 7/23/2 002 xx M. Smith H Sarah 535 No G| Yes 100 2 200 41891 Behavior intervention Services 20 Weekly (one or more times a week) ABC Charter School 5/1/2 015 4249 1 100 District of Service 8/6/20 09 xx A. Doe D Jose 535 No I|G| Yes 30 2 60 42125 Consultatio n/Collabora tion with student and staff. 30 Monthly (one or more times a month) 580 Charter school (operated as an LEA/district) Behavior intervention Services ABC Charter School 2/5/2 015 4240 5 100 District of Service 3/7/20 03 xx A. Doe J Tami 535 No I| Yes 30 1 30 Number of Services =7 Number of Students =6 Calculate totally minutes by a frequency that is consistent, such as total minutes or hours per year (and by location) 19
Calculating Services: Total Minutes / Frequency Calculate Minutes to Annual Frequency Last Name First Name Code Service Frequency 40 Yearly (one or more times a year) 30 Monthly (one or more times a month) 30 Monthly (one or more times a month) 40 Yearly (one or more times a year) 30 Monthly (one or more times a month) 20 Weekly (one or more times a week) 30 Monthly (one or more times a month) Location 580 Charter school (operated as an LEA/district) Service Annual Minutes Annual Hours Individual counseling Individual counseling V Abe 510 300 300 x 1=300 300 5.0 580 Charter school (operated as an LEA/district) Counseling and guidance C Casey 515 120 120 x 10=1200 1200 20.0 Counseling and guidance 580 Charter school (operated as an LEA/district) Counseling and guidance W Jackie 515 60 60 x 10=600 600 10.0 580 Charter school (operated as an LEA/district) Psychological services Psychological services V Abe 530 150 150 x 1=150 150 2.5 Behavior intervention Services 580 Charter school (operated as an LEA/district) H Sarah 535 200 200 x 10=2000 2000 33.3 Behavior intervention Services 580 Charter school (operated as an LEA/district) Behavior intervention Services D Jose 535 60 60 x 36=2160 2160 36.0 Behavior intervention Services 580 Charter school (operated as an LEA/district) J Tami 535 30 30 x 10=300 300 5.0 Calculate totally minutes by a frequency that is consistent, such as total minutes or hours per year (and by location) Number of Students =6 Number of Services =7 6710 111.84 Your calculations! 20
Total SEIS Services Total Annual Hours Service Code and Description ABC School 510 Individual Counseling 1 5.0 515 Counseling and Guidance 2 30.0 520 Parent Counseling 0 0 525 Social Work Services 0 0 530 Psychological Services 1 2.5 535 Behavior Intervention Services 3 74.3 Total Number of Services Provided 7 111.8 Based on 180 days per year or 36 weeks of services 21
Level 2 ERMHS: Annual Mental Health Plan See Sample--page 14 of ERMHS Funding Guidelines Due Nov. 2 by 5:00 pm
Sample Annual Mental Health Plan 23
El Dorado Charter SELPA Educationally Related Mental Health Services (ERMHS) Budget Request Fiscal Year 2015-16 Level 2 - Due January 15, 2016 1. Charter Name (select from dropdown menu provided) 2. Total number of services in SEIS per December 1 count (pre-populated field) 10 3. SEIS count times approved rate ($2,000 to $3,000, established Sept. 15, 2015) $ 3,000 $ 30,000 4. 2015-16 Estimated P-2 ADA (provided by Charter and updated with actual P-2 ADA May 2016) 100 Level 2 ERMHS: Budget Request Form 5. 2015-16 Cap is calculated based on P-2 ADA x $250 $ 25,000 6. Budget maximum = Lesser of SEIS Services or Per ADA Cap $ 25,000 Program Narrative Estimated Expenditures Budget Request Detail by Object Code with Narrative (Include FTE, salary and benefit rates, contract hours and contract rates) Charter staff providing 300 hours of ERMHS at $75 hourly rate 22,500 See Sample--page 16 of ERMHS Funding Guidelines 1000 Certificated Salaries (Counselors, Psychologists for direct ERMHS) $ 2000 Classified Salaries (Behavioral Aides or other direct ERMHS) 3000 Benefits (medical, retirement, workers comp, social security, etc.) $ 3,000 Related Benefits of staff providing ERMHS 4000 Books or Supplies related to ERMHS provided $ 500 5000 Contracted Services (include FTE, rates, and services provided) Due Jan. 15 by 5:00 pm Total Budget Request (1) $ 26,000 (1) ERMHS expenditures are for ERMHS services that are required in a student's IEP. Please see ERMHS Guidelines. Maximum Funding from Line 6 above $ 25,000 100% Amount 80% Funding (2) 20% (3) If budget request exceeds budget maximum (Line 6) , budget maximum times 80% $ 25,000 $ 20,000 $ 5,000 If budget request is less than budget maximum (Line 6), budget request times 80% $ - $ - $ - (2) Final funding is based on 80% of the lesser of: a) final expenditures filed, SELPA ERMHS rate x December 1 SEIS count, P-2 ADA x $250. (3) A 20% local contribution (special education or general education funds) is required. Charter Signatures: See page 16 of ERMHS Funding Guidelines Program Administrator Contact Phone #/email Business/Fiscal Contact Phone #/email Payment Information Approval 80% of eligible budgeted expenditures submitted January Payment #1 50% of approved amount February Balance due - based on final expenditure report subject to formula August Payment #2 80% of the lesser of: a) final expenditures filed, SELPA ERMHS rate x Dec. 1 SEIS count, P-2 ADA x $250.
Total SEIS Services Total Annual Hours Service Code and Description ABC School 510 Individual Counseling 1 5.0 515 Counseling and Guidance 2 30.0 520 Parent Counseling 0 0 525 Social Work Services 0 0 530 Psychological Services 1 2.5 535 Behavior Intervention Services 3 74.3 Total Number of Services Provided 7 111.8 Based on 180 days per year or 36 weeks of services 27
Total SEIS Services Total Annual Hours Service Code and Description ABC School 510 Individual Counseling 1 5.0 515 Counseling and Guidance 2 30.0 520 Parent Counseling 0 0 525 Social Work Services 0 0 530 Psychological Services 1 2.5 535 Behavior Intervention Services 3 74.3 Total Number of Services Provided 7 111.8 Based on 180 days per year or 36 weeks of services 29
ActualSignature 1 here ActualSignature 2 here $$ 31
Level 2 ERMHS: Funding Formula $3,000 per eligible ERMHS SEIS count based on the Dec 1 count 80% of the lesser of these 3 $250 per current year P-2 ADA Budget Request
Level 2 ERMHS: FundingSample 7 Services x $3,000=$21,000 80% of the lesser of these 3 Budget Request= $11,900 100 students x $250 (per P-2 ADA)=$25,000
Level 2 ERMHS: Funding Sample 7 Services x $3,000=$21,000 80% of Budget Request ($11,900)= $9,520 Feb. disbursement (50%)= $4,760 Aug. disbursement (50%)= $4,760 80% of the lesser of these 3 Budget Request= $11,900 100 students x $250 (per P-2 ADA)=$25,000
Level 2 ERMHS: Timelines July 13: Final Expenditure Report due by 5:00 pm Feb. 28: SELPA conducts a second Finding of Sufficiency of Funding Jan. 15: LEA submits Budget Request(s) to SELPA by 5:00 pm Dec. 1: SELPA compiles an official LEA SEIS service count which is a snapshot of each LEAs data, as compiled in SEIS Nov. 2: LEA submit Annual Mental Health Plan to SELPA by 5:00 pm August: Final Payment Sept. 15: SELPA conducts Finding of Sufficiency of Funding July 13: Final Expenditure Report due by 5:00 pm February: 1st Payment 50% of approved amount
Thank You If you have additional questions regarding this presentation please consult your school s Program Specialist at: El Dorado County Charter SELPA 530-295-2462 800-524-8100 x2462 Additional resources are available at our website: Professional Development Training Catalog Procedural Guide SELPA Website 36
