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CO-SERs 101:CO-SERs 101: An Introduction to An Introduction to
BOCES ServicesBOCES Services
April 2009April 2009April 2009April 2009
2
What is a CO-SER?
A CO-SER is an approved cooperative agreement to establish a shared service for one year between a BOCES and two or more districts. Services are provided at the request of component districts to respond to an established need, and must be shared. Services should be cost-efficient and effective. Not all BOCES services generate aid; however, all General Fund services must have an approved CO-SER.
3
Why do we have shared services?
Districts lack sufficient numbers of students
Program requires specialized equipment, facilities or staff
More cost-effective to share through BOCES
BOCES can provide more or better opportunities for students
4
What’s the legal basis for CO-SERs?
Education Law Section 1950, especially paragraph (4)Aidable services, prohibited services, cost
effectiveness, contracts Commissioner’s Regulations Part 112
Approval of BOCES-operated services, approval of unanticipated shared services, approval of BOCES-operatedservices other thanshared services
5
What are the two major components of a CO-SER?
Program Description: Needs, Planning, Goals, Evaluation, Staffing, Fiscal Data
Budget Description: Cover Page, Cost and Program Data, Transfers, Sharing/Revenues
Note: With the implementation of the new State Aid Management System (SAMS) for BOCES in 2009, the means by which this information and data is submitted to SED will change.
6
What kinds of CO-SERs are there?
Service Categories 2006-2007 Expenditure
% of Service Expense
Occ. Education $318,193,844 13.98
Special Education 896,174,777 39.40
Itinerant Services 114,416,625 5.03
General Instruction 174,165,921 7.66
Instructional Support 367,689,240 16.16
Non-instruc. Support 404,112,401 17.77
7
How much does each CO-SER service category represent?
Occupational Ed.
Special Ed
Itinerants
General Instr.
Instr. Support
Non-instr.Support
8
How many services are there?
About 200 different services; about 5,000 total CO-SERs across the 37 BOCES
Some services operate in all BOCES, e.g., occupational education
Few BOCES have other services, e.g., junior ROTC
9
What are the Criteria-Guidelines?
Criteria-Guidelines represent the array of services BOCES are approved by the Commissioner to operate. BOCES Administrative Handbook 2 contains the criteria guidelines for each service. They provide information on how to operate a service including the kind of students served, the nature of the service, standards for approval (general and specific issues),aid constraints, etc.
10
Where is Handbook 2?
It may be found on the SED website at: http://www.emsc.nysed.gov/mgtserv/BOCES/boces-handbooks.shtml
11
How are CO-SERs classified?
Activity Code 4 digit activity code based on the State
Comptroller’s Uniform System of Accounts code, e.g.,
5230, advanced mathematics
Program Serial Number (PSN) 3 digits; BOCES assigns a number from a
prescribed range
12
What are the program serial number ranges of CO-SERs?
101 - 199 occupational education201 - 299 special education301 - 399 itinerant401 - 499 general education501 - 599 instructional support601 - 699 non-instructional support(Program and data descriptions must be
submitted to SED for these - Occ. Ed. and itinerants are exceptions)
13
How are CO-SERs indexed?
Most CO-SERs have a Criteria- Guideline, which is the minimum standard. These Criteria-Guidelines are enumerated in Handbook 2, indexed according to:
Class/division
Numeric
Alphabetic
14
What are the classes/divisions of CO-SERs?
InstructionalSpecial education,occupational education,
general education
Instructional supportCoordination or supervision, pupil services,
instructional resources, staff development, curriculum development
Non-instructionalNegotiations, business office, transportation,
information, facilities, planning, school lunch
15
What are the special CO-SER numbers?
001 Administrative budget
002 Capital expenses
701 Operation and maintenance
702-799 Internal transfers
801-999 Special aid projects
16
What other guidelines are available?
Handbook 1General guidelines for CO-SER preparation
Handbook 3Administrative budget guidelines
Handbook 4Reporting requirements for programs & facilities
Handbook 5 Operating procedures and policies
17
How does an idea becomea CO-SER?
A proposal may be submitted to SED for
consideration at any time.
New programs and services cannot
begin until approved.
Requests are submitted to BOCES Unit;
use Attachment B.
18
Who may be served by CO-SERs?
Component districts Non-component districts, except the Big 5 Districts outside the supervisory district,
through cross-contracts, with permission from both District Superintendents
Non-public schools - for data processing and instructional support services
Charter schools - occupational education and data processing only
19
Can a BOCES serve a Big 5 school district?
Only the following: Syracuse can participate with
Onondaga BOCES in a shared program and/or facility for special education (E.L. 1950, sub. 8-a)
Big 5 can purchase student information system services (E.L. 1950, sub. 8-b)
Big 5 can purchase instructional support services (staff and curriculum development only) (E.L. 1950, sub. 8-c)
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Can a BOCES serve other entities?
The answer is “No,” unless specifically authorized in law.
For example, BOCES may not serve out-of-state districts town governments
21
What are the exceptions to the prohibitions on providing
service?BOCES may serve: Non-public schools for instructional support
services only Public agencies (U.S.government, NY State,
public school districts, community colleges) - for occupational education and data processing only
Not-for-profits, to participate in federal career training programs only
22
With whom may a BOCES contract?
To support district programs, BOCES may contract with:
The United States of America New York State Public school districts Community college, “ag & tech” colleges Other public agencies Independent private colleges Arts providers Environmental education providers
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What services can’t be offered as a CO-SER?
Some health services Administrative staff (except shared
business manager) Day care for the public Services to out-of-state districts Legal services Skywriting
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How are CO-SERs related to aid?
All CO-SERs must be approved, but:
Not all CO-SERs/services are aided, e.g.,No aid for special education co-sers - districts get
Excess Cost AidNo aid for municipal services
Expenses within CO-SERs may not be aided
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What services are not aided?
Adult education services (including EPE)
Special education services Health services to non-public school
students Municipal services Prekindergarten Transportation Funded from other sources
26
What elements of a CO-SER are not aided (part 1)?
Salaries over $30,000 Share of service (person for itinerants)
greater than 60% [can share with BOCES, but cannot be employed by both BOCES and district]
Unshared activities (must be shared either together or sequentially), except arts in education
Participation of districts that are non-components of any BOCES
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What elements of a CO-SER are not aided (part 2)?
Student transportation Adults in secondary occupational
education programs Textbooks as part of a textbook service Special items in specific CO-SERs, e.g.,
no equipment in Model Schools Materials that become district property,
e.g., consumables
28
What about revenues received as part of a CO-SER?
In occupational education programs, “recoveries” are allowed where “real life” experiences are valuable as part of the instructional program, e.g., constructing a building, but must be deducted.
All other revenues except component revenues are deducted, e.g., grant funds.
29
What CO-SER elements need to be specifically justified?
Consultants (only short-term, when
qualified staff unavailable)
Travel outside the BOCES region
Third party vendors
Contracts
Equipment
30
What portion of CO-SERs are aided through BOCES aid?
43.6
57.4
21.14
0
10
20
30
40
50
60
% aided
Administration
Capital
Service
2006-2007 statewide expenses
31
Why are expense and aid so different?
Some expenses are aided elsewhere, e.g., transportation, special education
Expenses funded by other revenues must be deducted, e.g., federal grant money
Excess salaries Refunds from prior years Unapproved services Tuition received from individuals deducted Unaidable CO-SERs, unaidable expenses Sharing formula (millage, aid ratio, save
harmless)
32
How do BOCES charge for services?
As three-quarters of participating boards agree:
Percentage RWADA Combined Per pupil or unit FTE “pooled” rate - must be used for
itinerants (combines salaries)
33
What if there’s money unspent at the end of the year?
Refunds must be returned to the districts annually
Returned based on participation, to components and other participating districts
34
What if a district wants a service that BOCES doesn’t offer?
Cross-contracting, if the service is available and both DSs agreeUse universal cross-contract form - first
signed by school superintendent, then home district superintendent, then providing district superintendent
District can purchase from a vendor District can provide it themselves
35
What is the annual CO-SER cycle?
Dec. 15 BOCES receives PAD* (current year + inflation)
Feb. 1BOCES submits PAD to SED Oct. 1 Q amendments for prior year
services to match SA-111 June 15 A amendments for current year
services to match SBM-4*PAD= preliminary approval document
NOTE: With the implementation of the new State Aid Management System (SAMS) for BOCES in 2009, there will be changes to this process (see later slides for more details)
36
When and how should CO-SERs be amended?
WhenWhenever the scope or activities change,
e.g., addition of fingerprinting to the safety/risk management, addition of a grade to alternative education, or a major change in sharing
HowSend a revised Attachment B to SED, found
at:
http://www.emsc.nysed.gov/mgtserv/BOCES/bocesaid.shtml
37
What are some specific CO-SERs (part 1)?
6211 School/Curriculum Improvement
Supports staff/curriculum development network
6368
Model Schools Supports model schools network
7470
Safety/Risk Management Supports establishment of school
district health, safety and risk management programs
38
What information about CO-SERs is readily available?
Report 11Report 11Useful to determine which BOCES is providing
a specific service
602 report602 reportFinancial and statistical comparative data
BOCES report cardBOCES report cardBOCES program data, regional assessment
results, budget data
Staff Development ReportStaff Development ReportDescribes CO-SERs 6211, 6261, 6262, & 6368
39
What recent changes have been made to CO-SERs?
Three new Criteria-Guidelines created:6161: Coordination, Additional
7211: GASB 45 Planning & Evaluation
7471: Fingerprinting
New Criteria-Guideline Numbers established for Occ. Ed. for use in new State Aid Management System (SAMS) for BOCES.
40
What is SAMS?
SAMS stands for the State Aid Management System. An integrated Web-based data management and
communication system for use by NYSED, public School Districts and the BOCES.
It will become the means by which BOCES will submit financial data, as well as, submit, amend and review CO-SER data.
It will be the interactive means by which the BOCES and State Education Department will work together on CO-SERs.
41
How will using SAMS be different from what is done
now? Currently, all CO-SER submissions and
amendments are done via paper. With SAMS, these processes will happen electronically.
The actual transmission of a CO-SER will happen much more quickly.
What won’t be different is the Office of Educational Management Services’ personal interaction with the BOCES.
42
How will the conversion to SAMS work?
Starting in the spring of 2009, BOCES will begin to submit data and information to SED via both the current methods and SAMS (where appropriate). Some data will only be submitted via the current method.
At a future date, SAMS will become the sole means by which BOCES will submit certain data and information.
43
What do we need to remember?
Legal Appropriate Shared Timely Amend whenever there are changes Requested and planned by component
districts
44
Where to Find More Information About CO-SERs
NYSED Office of Educational Management Services:
Phone: 518-474-6541
Fax: 518-474-1983Website: www.emsc.nysed.gov/mgtserv/BOCES/