Agenda Item
b. Memorandum of Agreement between DeKalb County School District and Laurel Heights Hospital (Not to exceed $493,097)
Summary: Presented by: Dr. Norman C. Sauce III, Chief of Student Services, Division of Student Services
Request: It is requested that the DeKalb County Board of Education approve the contractual agreement between the DeKalb County School District (DCSD) and Laurel Heights Hospital (LHH) in an amount not to exceed $493,097.
Why: DCSD has served as the fiscal agent for Laurel Heights Hospital (LHH) since 2007. LHH is an educational program for students placed in its care by the Georgia Department of Human Resources “DHR,” The Georgia Department of Behavioral Health and Developmental Disabilities “DBHDD” and the Georgia Department of Juvenile Justice “DJJ.” Based on a revised law that went into effect on July 1, 2018 (HB 853), public school students who are admitted under a physician’s order into a licensed psychiatric residential treatment center would be exempt from paying tuition or fees to the local school system. This law allows these students to continue their education and stay on track academically while receiving long-term medical and psychological treatment. This Agreement ensures that the educational requirements for students are met while the students are receiving educational services at LHH. These students are unable to leave the facility to attend school in the School District and are legally eligible to receive services from the School District.
Details: Pursuant to the agreement between The DeKalb County School District and Laurel Heights Hospital, the District ensures that all students with disabilities receiving educational services within Laurel Heights Hospital receive a Free and Appropriate Public Education. The District extends opportunities for Laurel Heights teachers and staff to participate in district staff development and provides technical assistance/oversight through a district Lead Teacher for Special Education (LTSE) to ensure completion of eligibility determinations, triennial reviews, IEP development, and IEP implementation. Additionally, the District provides access to state assessments for eligible students and assessment training for the identified Laurel Heights Test Coordinator.
As the fiscal agent for Laurel Heights Hospital (LHH), the District is responsible for oversight of all grant budgets, amendments, and reimbursement requests. There is no cost incurred by DCSD. The District collaborates with LHH to develop an appropriate budget in accordance with the Local Unit of Administration (LUA) Chart of Accounts for submission to the Georgia Department of Education (GaDOE). The District is responsible for submission of the budget for approval by the GaDOE through the GaDOE’s Consolidated Application. The Superintendent must sign off on assurances through the Consolidated Application ensuring that they have collaborated with the residential facility in developing the budget. The District is responsible for approving and submitting reimbursement requests through the Grants Accounting Online (GAORS). The following table outlines how funds have been expended for the last 12 years, and how LHH intends to use the funds for this fiscal year.
Funds are expended based on direct costs incurred for activities directly associated with the education of eligible children such as, salaries, wages and benefits for teachers and paraprofessionals; costs for instructional materials and supplies; costs associated with classroom-related activities and equipment; and any other appropriate instructional expenses. Indirect costs such as cost incurred for administration, plant operations and maintenance, food services, transportation, instructional support including media centers, teacher training, and student support such as nurses and guidance counselors.
Financial impact: There is No Financial Impact to the District.
Contact: Dr. Norman C. Sauce III, Chief of Student Services, Division of Student Services, 678.676.1079,
Mrs. Kiana King, Executive Director of Exceptional Education, Division of Student Services, 678.676.1809
Effective: July 7, 2025 - July 6, 2026
Status: Approved by the Office of Legal Affairs
GaBOE
Georgia Department of Education
Educating Georgia's Future
May 31, 2024
Mr. Devon Horton, Superintendent
Dekalb County Schools
1701 Mountain Industrial Boulevard
Decatur, GA 30083
Dear Superintendent Horton:
A grant in the total amount of $493097 has been awarded to Dekalb County Schools to provide the
education program for eligible students unable to leave UHS of Laurel Heights as required by
O.C.G.A. § 20-2-133(b). The awarded grant is to be used for approved direct and indirect
educational costs as defined by State Board Rule 160-5-2-.06, Residential Facility Grant.
Budgeted funds must be obligated within the award period for this grant. The grant award period is
July 1, 2024 through June 30, 2025. The funds will be distributed in twelve equal periodic
payments. A project completion report is due 30 days after the end of the grant period. There is no
carryover provision for these grant funds. All grant funds must be used in accordance with
assurances and the budget as approved by the Georgia Department of Education (GaDOЕ).
The local educational agency (LEA) must make application for these awarded funds by submitting a
budget through the GaDOE Consolidated Application for approval by the GaDOE. The deadline
for the submission of this budget is September 27, 2024. Failure to submit this application\budget
by the deadline may result in a loss of the allocated funding.
The LEA also has the fiscal responsibility for all state and federal educational funding provided to
these approved residential facilities. Since an LEA's financial records for a residential facility
served under O.C.G.A. § 20-2-133(b) are subject to audits, it is important that the LEA has
appropriate internal controls in place to account for funds earmarked for a residential facility.
To ensure that the LEA has oversight of all grant budgets, amendments, and reimbursement
requests for the FY25 Residential Facility State Grant, the following procedures have been put into
place:
The LEA and the approved residential facility must collaborate to develop an appropriate
budget in accordance with the Local Unit of Administration (LUA) Chart of Accounts for
submission to the GaDOE.
The LEA is responsible for the submission of the budget for approval by GaDOE through
the GaDOE's Consolidated Application. Budgets submitted directly to the GaDOE by
residential facilities will not be accepted.
1562 Twin Towers East 205 Jesse Hill Jr. Drive Atlanta, GA 30334 . www.gadoe.org
Richard Woods, Georgia's School Superintendent
An Equal Opportunity Employer
1
GBOE
Georgia Department of Education Educating Georgia's Future
The LEA superintendent must sign off on assurances through the Consolidated Application
ensuring that they have collaborated with the residential facility in developing the FY25
Residential Facility State Grant budget.
The LEA is responsible for the fiscal management of all FY25 grants funds.
If you have further questions or concerns, contact the Georgia Department of Education at
404-657-2965.
Sincerely,
dd
Tiffany Taylor
Deputy Superintendent for Policy, Flexibility and External Affairs
Georgia Department of Education
2053 Twin Towers East
205 Jesse Hill Jr. Drive, SE
Atlanta, Georgia 30334
titaylor@doe.k12.ga.us
1562 Twin Towers East 205 Jesse Hill Jr. Drive Atlanta, GA 30334. www.gadoe.org
Richard Woods, Georgia's School Superintendent
R
An Equal Opportunity Employer
2