How do I use the Related Services Section?
To assign related services to a student, click on the BOCES Related Services or ESY Related Services section heading of the Student Details page. If a related service has never been added for a student you will be brought into the Related Service Add screen. If related services already exist they will be listed in date range order. Click the “Add” button to add a new related service, and complete the required information.
Select a Related Service Name: Choose from a list of offered related services.
Select a Site: Choose from a list of available sites.
Specify Start/End Dates: These are the dates for which the student will be receiving the related service. The Start/End dates should be pre-filled based on the site selection. If the dates do not default after selecting the site, check to make sure the school district start and end dates have been specified in the BOCES Districts section of Maintenance.
Ratio: Specifies the related service group size. The hourly billing rate for a related service is based on its ratio. If a ratio is not appearing as a dropdown choice,it is likely that an hourly billing rate for that ratio has not been specified for that related service. To add a billing rate for a related service’s ratio, go to the BOCES Related Services section of Maintenance.
Frequency: The number of times a student receives a related service in a given time period.
Period: A unit of measurement that helps determine how often a student receives a related service (daily, weekly, monthly, yearly). Extended school year related services can only be added with a period of "daily" or "weekly".
Minutes: The duration of each related service session.
Select a Provider: Choose from a list of available providers. Since this field has no direct impact on billing it is not required in order to add a new related service, and can be specified at a later date.
Bundling: To bundle a related service with a program specify the “Bundled with” option and choose the program that you wish to bundle with the related service. When a related service is bundled with a program, it appears as a non-billable item on the district’s bill.
Association: When a program already exists, building an association between the related services and the program is required to ensure accuracy in billing. To associate the related service to the program specify the “Associated with” option and choose the program that you wish to associate with the related service. In most cases BOCES Direct will automatically complete this information.
Save the Related Service: Saving the related service will officially assign the related service to the student based on the information that has been provided.
When adding
in new related services for a student after billing has started for the
year, the system will verify that the start date of the new related service
is not in a month that was already billed. If it is, BOCES Direct
will automatically create an adjustment (debit) for the billing district
that the student belongs to for the days that he/she received the service,
but was not previously billed for. The adjustment will appear on
the following month’s bill. More information on adjustments is available
in the