Behavioral Support Services

1.Will LEAs run the reports and send to DPI or will DPI access the information?

DPI will access the information.

2.How do LEAs submit budget information?

The request for funds (BSS Request for Funds and Budget Request Summary Form) is to be mailed into the office (Attention: Joe Simmons, 6356 Mail Service Center Raleigh, NC 27699-6356).

3.What needs to be submitted by paper vs. by CECAS?

The request for funding is submitted on paper. The student information form is not submitted on paper. Student information forms are documented in CECAS.

4.How do LEAs know which individual students are used to apply for funding?

The LEA applies for funding to be used for services to certain students. A student must be receiving EC services to qualify and have significant behavioral difficulties. LEAs only need to enter PRC information for the students for whom PRC funding is requested.

5.How do we state major concerns about individual students?

You can put it in the narrative of the funding grant.

6.If a student is no longer receiving services on a consistent basis but has a periodic checkup, would the LEA need to make that student Ineligible on the PRC 29 List screen when they 1st stop receiving services consistently and then make them Eligible again when they receive the periodic checkup?

No. Periodic checkups or consultation is still a service. More than likely, these students no longer have a significant behavioral problem.

7.How do I obtain further information on any of these FAQs or ask other PRC 29 Funding questions?

Please contact your area consultant for more information. Also, you may contact Pat Gillott at pgillott@dpi.state.nc.us for more details.

8.Must LEAs make new Requests in the PRC 29 screen each year or once a child is PRC 29 Eligible?

Each student record goes in as a PRC 29 Request for every year. When funding is approved, change PRC 29 Request to PRC 29 Eligible. Create new PRC 29 Request every year.

9.How do LEAs add students after the PRC 29 Request for funding deadline?

LEAs will need to send an addendum form to Joe Simmons that includes the names of the additional students to be added, and create a new PRC 29 Request with Baseline SIF for each new student.

10.How are students who are not EC to be counted / recorded with this module?

Any child receiving PRC 29 services must have a current IEP and have significant behavioral difficulties to qualify.

11.On the PRC 29 Detail screen, the Request Date auto fills to today's date. What date goes in the Request Date field?

Leave the Request Date as the default date - the current day you are entering the request.

12.On the PRC 29 screen, once a student is found PRC 29 Eligible, can the user simply change the status from Request to Eligible, or must a new PRC 29 screen be created?

The user can change the status from Request to Eligible.

13.What is the Begin Date on the PRC 29 List screen?

The Begin Date is the date the funding is approved. It can be the same as the Request Date.

14.What is the significance of the End Date on the PRC 29 List screen?

There is no need to enter an End Date. CECAS automatically adds an End Date when a new PRC 29 Detail screen is entered. The End Date is not mandatory.

15.When do you make a child PRC 29 Ineligible?

The PRC 29 status of Ineligible is selected when the school is not approved for funding, when the student no longer receives services, or when the student exits the LEA.

16.How do you make a record PRC 29 Ineligible?

Create a new PRC 29 listing on the PRC 29 List screen with the status of Ineligible.

17.What SIF Date is used for Baseline, End of Year, and Mid-year SIFs?

The SIF Date is the date you are entering the student information for Baseline, End of Year, and Mid-year SIFs.

18.How do users complete End of Year data for students who are Eligible for the current year, but will not be Eligible for the upcoming year?

Users can enter student PRC 29 record with End of Year SIF at any time before August 15th.

19.How do users complete End of Year data for students who have graduated or exited?

EOY data can only be completed before the record is exited on the Special Ed screen. Once the CECAS record is made Inactive no further data can be entered by the exiting LEA.

20.The grade level on the End of Year SIF record may not reflect the grade level of the year reported. Is this significant?

The grade level does not matter.

21.The IEP Dates on the SIF screen can be changed. Should I change these dates?

Currently, the IEP Begin and End Dates are pulling from the most recent Plan in the record. Please check the IEP Begin Date and IEP End Date to ensure accuracy and change only if incorrect.

22.As CECAS pulls the most recent Plan into the SIF record, it does not distinguish between an Addendum and Annual Review. Is it okay for the SIF record to display the Addendum dates, or must it display the full year IEP dates?

It is not a problem for the Addendum dates to display on the SIF record. However, IEP Begin and End dates must be current.

23.Is there a way to customize the Behavioral Services/Interventions checklist (within the SIF)?

No. The form is not able to be customized.

24.Is it correct that for Baseline data, only one Services Received item from the Behavioral Services/Interventions checklist must be selected?

No. Users may select more than one Services Received item for Baseline data. However, no Interventions are to be selected on a Baseline SIF.

25.What timeframe is used for determining Days Absent, Days Suspended, and Incidents of Violence for each type of SIF?

All SIF data is calculated on a semester basis. For Baseline SIFs, enter data based on the preceeding semester of the current school year. For End of Year SIFs, enter data based on the 2nd semester of current year. For Mid-year SIFs, enter data from 1st semester of current year.

26.What time period is used to determine Hours in School?

Hours in School is calculated on a per day basis.

27.How are test scores recorded for students whose test scores have not been received?

It is okay to select Not Tested and enter comments in the Comments field.

28.How are test scores that do not have a 1 - 4 score scale recorded?

All tests convert to a 1 - 4 score scale. Please check with your testing coordinator if unsure how to convert.

29.Which school year's test scores are used for each type of SIF?

For Baseline data, use test scores from the previous school year. For End of Year data, use test scores from the current school year. For Mid-year data, use test scores from the previous school year.

30.What if a student doesn't have EOG scores but takes the EXTEND 2/Inventory?

Report the scores as they are reported to DPI in the assessment report. Note the test used in the Comments field.

31.If a student is on Portfolio, how do we assign grades?

The process is the same in CECAS as it was when recorded on the paper form.

32.How do Charter Schools using 'Mastered' and 'Not Mastered' for grades document their student records?

The Charter School can enter zeros for grades, or another numeric equivalent if they would like. A suggestion is 'Mastered' = 80 and 'Not Mastered' = 60.

33.What date field affects the BSS Reports Period Begin and Period End Dates search criteria?

The date range of the Period Begin and Period End dates in the report criteria selection is based on the SIF Date.

34.How do 3rd party users utilize the PRC 29 module?

Third party users enter the Demographics and Special Ed information, and enter a current plan. After that, there is no need for them to enter updated plans in order to use the PRC 29 module.

35.How do 3rd party users complete their PRC 29 grant funding application?

3rd party users may complete all parts of the PRC 29 grant funding request on paper. They may enter basic student information into CECAS, or they can complete the paper SIFs and mail to DPI. They do not have to use the CECAS PRC 29 module.

36.Does Exceptionality have to be current on the SIF record?

Yes, the student's current exceptionality on the paper form must match the Exceptionality field on the SIF record. This field can be changed on the SIF screen.

37.Will PRC 29 funding or Child Count funding be affected if the Exceptionality field on the SIF screen does not match the Exceptionality field on the Plans screen?

No. This will not affect either funding.

38.Will 3rd party users migrating data into CECAS affect current PRC 29 data in CECAS?

Current PRC 29 data will not be lost or overwritten after the migration is complete.

39. For the Incidents of Violence that are reported on the SIF, where are they recorded, NCWISE? Another database? In other words, where do I go to get this data?

Each school principal is required to report to the proper authorities all 17 of the Safe Schools Reportable Acts of Crime and Violence that occur in their school. You will need to check with your LEA/School as to where this information is documented for your students.

40. What constitutes an Incident of Violence? Are these the 17 reportable offenses as listed on the Safe Schools website?

The Incidents of Violence that you report on the Student Information Form (SIF) come from Safe Schools. There are a total of 17 reportable offences. These are what are reported on the SIF.

41. What is the rule for Interventions? Do all interventions used for a child get entered on the SIF, or just those interventions used specifically by PRC29 paid staff and from PRC29 funds?

Interventions recorded on a SIF, Mid Year and End of Year, are those used by staff paid from PRC29 funds. It is not interventions that are paid from other funds, or staff not PRC29 funded.