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</o:shapelayout></xml><![endif]--></head><body lang=EN-US link=blue vlink=purple><div class=WordSection1><p class=MsoNormal><o:p> </o:p></p><div><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'>TO: All District and ESD Special Education Directors and Business Managers<o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'> <o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'>The message below is being sent<span style='color:red'> </span>to you on behalf of:<o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'> <o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'>Nancy Latini, PhD<o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'>Assistant Superintendent<o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'>Student Learning & Partnerships<o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'>______________________________________________ <o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'>August 23, 2011<o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'> </span><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'> </span><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><b><span style='font-family:"Arial","sans-serif"'>RE: Supporting Documentation for requests for reimbursement for IDEA grants in EGMS</span></b><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'> </span><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'>The purpose of this message is to inform you of a change in procedures related to monitoring of IDEA award grants. This change is in direct response to a recommendation in the Special Education Cluster compliance audit that was completed by the Secretary of State Audits Division on November 30, 2010.<o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'> </span><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'>Beginning with the 2011-12 IDEA grants, the Oregon Department of Education (ODE) will begin requesting supporting documentation for some reimbursement requests for IDEA grants in EGMS. Supporting documentation requests will be periodic (e.g., not every EGMS claim will require submission of supporting documentation) and will be made to ensure that every district will have submitted supporting documentation at least once during a three year period. ODE’s three-year monitoring cycle (grant years 2011-12, 2012-13, and 2013-14) is attached.<o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'> </span><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'>If documentation for a claim is requested, the ODE grant manager will put the claim on hold in EGMS and send an e-mail requesting the supporting documentation. A sample documentation request form is also attached to this message.<span style='text-transform:uppercase'> O</span>nce the documentation is received and verified, the claim will be approved. <o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'> </span><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-family:"Arial","sans-serif"'>If you have questions about this process, please contact Steve Smith at <a href="mailto:steve.w.smith@ode.state.or.us">steve.w.smith@ode.state.or.us</a><o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'> </span><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'> </span><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'> </span><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'> </span><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'> </span><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'> </span><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'> </span><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'> </span><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'> </span><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'> </span><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'> </span><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><i><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'>Ruby Sandberg, Executive Assistant to</span></i><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><i><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'>Nancy Latini, Assistant Superintendent</span></i><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><i><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'>Office of Student Learning & Partnerships</span></i><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><i><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'>Oregon Department of Education</span></i><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><i><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'>503-947-5738 FAX: 503-378-5156</span></i><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><i><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'>ruby.sandberg@state.or.us</span></i><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'> </span><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'> </span><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'> </span><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'> </span><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'> </span><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div><div><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Calibri","sans-serif"'> </span><span style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p></div></div></body></html>