Introduction to School Age STAC Processing STAC Homepage: Fall 2015

Introduction toSchool Age STAC Processing

STAC Homepage: http://www.oms.nysed.gov/stac/

Fall 2015

2Fall 2015

Outline of Slide Show

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• Section F – Homeless Placements

• Section G – IY Placements

• Section H - 4201 Placements

• Section I – State Operated Placements

• Section J – Other State Agency Placements

• Section K – ListServ,NYSED Contacts

• Section A - Overview of STAC Unit and STAC Online System

• Section B – DCERT, 10-month Private placements, CRPs

• Section C - 10-month Public placements

• Section D - 4408 Summer Full Day and Half Day placements

• Section E - 4408 Summer Related Services Placements

Fall 2015

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SECTION AOverview of STAC Unit and the STAC Online System

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STAC

System to Track and Account for Children (STAC)

STAC and Medicaid Unit is the unit within the NYS Education Department responsible for processing requests for Commissioner's approval for reimbursement. This includes reimbursement approval for the costs of providing services to preschool and school-age students placed in special education programs at public and SED-approved private schools, special-act school districts, BOCES, and at state-supported and state-operated schools for the deaf and blind. It also includes reimbursement approvals for students who have been determined to be homeless or runaway youth and for education services provided to incarcerated youth. This year STAC will process over 270,000 requests for reimbursement to school districts and municipalities.

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Basic STAC ProcessDISTRICT STAC UNITINITIAL APPROVAL

STAC Approval Application (STAC-1) completed online

STAC Approval Listing (STAC-3 listing) mailed monthly

STAC Approval List (STAC-3) listing received and checked for accuracy

ORUse reapplication screenFor continuing placements

STAC Approval Listing (STAC-3 listing) mailed monthly

STAC Approval Listing (STAC-3) listing received and checked for accuracy

AMENDMENT PROCESSSTACs amended through the online system adding/changing/ withdrawing

STAC Approval Listing (STAC-3 listing) generated

STAC Approval Listing (STAC-3) listing received and checked for accuracy

CLAIMING AID Automated verification listing AVL- Verify online or complete paper AVLVerify online screen or verify and return

paper AVLApproved Payment Reports (APRs) mailed for all programs, except for 10-Month PUB/PRI which are paid as part of excess cost aid.

District checks online (DQPAY) and paper APR (or PUB or PRI- For AVL/HSCAR updates)

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Electronic Record Access

STAC Online (EFRT) System • review, add or verify approvals (providers review only)• User IDs must be authorized by District Superintendent (agency directors for providers)• User IDs and passwords must not be shared• STAC Unit can suspend rights when aware of violations• Use request form on website to add new users or delete users

– Separate forms for employees and third-party consultants– Consultant form should be used to give BOCES users district rights

• New online functionality allows District Superintendents to renew or suspend users directly

FTP site • Submit bulk files – format available on STAC website• Download summary files• Two accounts required to create file:

– FTP username and password– EFRT Usercode and password

• New GoAnywhere process for sending and receiving files coming soon.

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Request Form for Online Access to the STAC Database (Employees)

Fall 2015 8

Request Form for Online Access to the STAC Database (Consultants)

Fall 2015 9

XTEND Access Renewal/Suspension Screen (Superintendent Access Only)

Superintendents are required to renew

district online users on an annual basis.

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Protecting STAC Data and Personally Identifiable Information (PII)Family Educational Rights and Privacy Act (FERPA), Health Insurance Portability and Accountability Act (HIPAA), NYS Personal Privacy Protection Law and other statutes all require that PII is kept secure and only shared on a “need to know” basis

Exchanging student data with the STAC Unit:• Fax during business hours and advise recipient when will be sent

• Emails with PII other than STAC ID need to be encrypted with password sent separately

• Paper documents sent US Mail 1st class/priority, or other service with tracking(e.g., UPS, FedEx, DHL)

• Use the STAC Online (EFRT) System and FTP site – log out when not active

• When calling STAC Unit be prepared with your STAC Online User Codeand password to confirm authorization to share data

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Locating / Creatinga STAC ID

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LOCATING/CREATING A STAC ID on theSTAC ONLINE SYSTEM—DCHSR Screen (Step 1)

• All student information on the STAC Online system is linked to a child-specific identifier (STAC ID)

• To search for a STAC ID:Enter the first three letters only of the student’s last and first names on the DCHSR screen1. If there is no STAC ID for this student (associated

with your district), click on the “Assign a New STAC ID” box to assign a new STAC ID.

2. You will be prompted over to theDKIDS screen to complete

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LOCATING/CREATING A STAC ID on theSTAC ONLINE SYSTEM—DKIDS Screen (Step 2)

1. The required data items for the student are indicated with a BLUE label on the screen. The FULL first and last names should be completed.

2. After the required data items have been entered, click on the ADD button

3. If an exact match (last name, first name, and date of birth) exists, you will need to contact the STAC Unit.Whenever a student is coming from another New York State school district, you should contact the STAC Unit.

4. If no such combination exists,the system will assign a newSTAC ID for the student.

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DMNUM ScreenSCHOOL DISTRICT MAIN MENU

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DMNVS ScreenSCHOOL DISTRICT VERIFICATION MENU

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On-Line STAC Verification Status

2013-14 and 2014-15 10-Mo. School Year Private Section 4405 Program(Verify after year ends on 6/30 using DVPRV)

2014-15 10-Mo. Nonresident & Runaway Homeless Program(Verify after year ends on 6/30 using DVHOM)

2015-16 Incarcerated Youth 12-Mo. Program(Verify after 3 Periods: 7/1-11/30, 7/1-3/31, and 7/1-6/30 using DVINC)

2014-15 10-Mo. Sec. 4201 (Sept-Dec, verified by 6/1/15)

10-Mo. Sec. 4201 (Sept-June, verified by 12/1/15)

2012 to 2015 Summer Sec. 4408 (After 8/31 verify Educ & Main using DVSUM and verify Summer Trans. Costs using DVSTR)

2012 to 2015 Summer Sec. 4201 Transportation Cost use DVST3

2012 to 2015 Summer Ch. 47, 66, & 721 Education Only use DVCSM

2012 to 2015 Summer Ch. 47 and 721 Transportation Costs DVSTC

2012 to 2015 Summer 9015 Programs (1/2 Hr Unit Reporting) DVSRL

2012 to 2015 Summer 9015 Transportation DVST2

Enrollment Year Programs Verifiable On-Line as of September 2015

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Query/Reference ScreensTO ASSIST SCHOOL DISTRICTS WITH STAC

APPROVALS, VERIFICATIONS, PAYMENTS AND CHARGEBACKS

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QUERY/REFERENCE SCREENS

There are a series of reference/query screens that are extremely helpful to districts in managing the processing

of their STAC approvals, verifications, and payments. These screens include:

DQCLD List of a student’s STAC service approvals (chronological order)

DQCER List of a district’s private placement certification approvals

DQAPP List of a district’s approvals by year, provider, placement type

DQPRT Print screen for STAC 3s

DQPRG Provider/Program Search

DQSBO District approval/verification 3-year comparison summary for Business Office

DQPAY District school age payment (APR back-up)

DQCDI District 10-month chargeback screen (by student)

DQHOM Homeless Eligibility List

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DQCLD ScreenLIST OF A STUDENT’S APPROVED EDUCATIONAL SERVICES ON THE SYSTEM

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DQCER ScreenLIST OF A DISTRICT’S PRIVATE PLACEMENT CERTIFICATION APPROVALS

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DQAPP ScreenLIST OF APPROVALS BY PROVIDER, YEAR, PLACEMENT TYPE

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DQPRT ScreenPRINT SCREEN LIST OF STAC3S ON STAC SYSTEM FOR A STUDENT

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DQPRG ScreenPROVIDER/PROGRAM SEARCH BY YEAR AND PROVIDER

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DQSBO Screen – Top of ScreenDISTRICT APPROVAL/VERIFICATION SUMMARY (3 YEAR)

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DQSBO Screen – Bottom of ScreenDISTRICT APPROVAL/VERIFICATION SUMMARY (3 YEAR)

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DQPAY ScreenDISTRICT SCHOOL AGE PAYMENT REVIEW SCREEN

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DQCDI ScreenDISTRICT 10-MONTH CHARGEBACK SCREEN

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DQHOM ScreenLIST OF HOMELESS ELIGIBILITY RECORDS BY DESIGNATED DISTRICT OF ATTENDANCE

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SECTION BPrivate Placement Certification10-Month Private/CRP Approvals

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DCERT “STAC FACTS”• Required for all private placements—day and residential; in-state and out-of-state

• Required on an annual basis. A timely, annual filing of a DCERT will be valid for both the Summer 4408 and the following 10-month Private placement (if placement type remains the same)

• Required if student changes placement type (i.e., day to residential or in-state to out-of-state)

• Required if student changes districts. Use transfer-in date only when honoring previous district’s IEP and student remaining at same provider (pending new district’s IEP meeting)

• Must be completed within six business days of the start of service in order tomaximize state reimbursement

• Link to DCERT guidelines: http://www.oms.nysed.gov/stac/guide_DCERT.pdf

http://www.oms.nysed.gov/stac/guide_DCERT.pdf

http://www.oms.nysed.gov/stac/guide_DCERT.pdf

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DCERT Screen – Top of ScreenONLINE PROCESSING OF PRIVATE PLACEMENT CERTIFICATION APPROVALS

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DCERT Screen – Bottom of ScreenONLINE PROCESSING OF PRIVATE PLACEMENT CERTIFICATION APPROVALS

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2. STAC REIMBURSEMENT APPROVAL—Step B

• STAC reimbursement approval processed Online using the DSPRV screen or DRPRV screen

4. TRANSPORTATION VERIFICATION

• Cannot STAC or verify 10-month transportation costs10-month transportation costs reportedon the SAMS system

10-MONTH PRIVATE EXCESS COST—In-State1. STAC REIMBURSEMENT

APPROVAL—Step A

• Pre-Approval Certification required on an annual basis for private provider placements*

• Process Online using the DCERT screen

3. EDUCATION VERIFICATION

• Verify education Online using the DVPRV screen*If “same placement type” DCERT is already on forSummer, no need to add an additional DCERT forthe 10-month period

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10-MONTH PRIVATE EXCESS COST—Out-of-State2. STAC REIMBURSEMENT

APPROVAL—Step B

• District must submit out-of-state packet to Office of Special Education(paper process)

• STAC Unit enters approved paper STACs online


• Cannot STAC or verify 10-month transportation costs10-month transportation costs reportedon the SAMS system

1. STAC REIMBURSEMENT APPROVAL—Step A

• Pre-Approval Certification required on an annual basis for private provider placements



• Verify education Online using the DVPRV

OUT OF STATE PACKET INFORMATION:http://www.p12.nysed.gov/specialed/publications/2015-memos/oos-placement-application-2015.html

http://www.p12.nysed.gov/specialed/publications/2015-memos/oos-placement-application-2015.html

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10-MONTH PRIVATE EXCESS COST—“STAC FACTS”• Statute of Limitations: Two years. School year 2014-15 will close out for STAC’ing

and verification 06/30/17. However, to receive “current yearfunding 06/30/16 is STAC’ing and verification deadline

• Education Rates: Set by NYS Education Department’s Rate Setting Unit

• Maintenance Rates: Set by NYS Office of Children & Family Services

• State Aid: Aid ratio is found on line 8 of the Private Excess Cost AidOutput Report. Minimum aid is 50%

• Payment: Current year aid payments are based on prior year enrollment and education costs. Payment Procedures:

up to 25% in December

additional 45% in March

additional 15% in June

additional 15% in August

remaining balance if any in September

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1:1 Education Aides: Full time and half time education aides can be added online by the school district

1:1 Maintenance Aides, School districts must complete a paper 1:1 aide form and submit to the STAC Unit Shared/Part-time Education Aides, for processing. (Districts should file the education and maintenance STAC approvalNurses, Interpreters: online; then submit the paper 1:1 aide form to the STAC Unit) http://www.oms.nysed.gov/stac/schoolage/1to1_aides/1-1_aide_form.pdf

Residential placements: County social services pays the provider for ten-month maintenance costs and then bills the school district of residence 38.424% of the maintenance costs.

CSE districts pays 100% of summer maintenance costs to provider and SED reimburses the CSE district 80% and collects a 10% county chargeback against a 4410 preschool payment.

10-MONTH PRIVATE EXCESS COST—“STAC FACTS”

http://www.oms.nysed.gov/stac/schoolage/1to1_aides/1-1_aide_form.pdf


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Private Excess

Cost Aid Ratio Enrollment Dates FTE Student has a Billed to

(PRI Line 8) Start End Enrollment 1-1 Aide ? District

85.0% 9/4/13 2/28/14 0.600 Yes* $42,000

10-Month Private Rate Components Set by SED

Dormitory *10-Month

Education Authority 1-1 Aide Rate

$40,000 $9,000 $21,000 $70,000 * Includes 1-1 Aide

Private Excess Cost Aid Calculation

$70,000 10-Mo. Rate ($42,000 Billed / 0.600 FTE Enrollment)

- 10,000 School District Basic Contribution ** (2014-15 PRI Line 5)

$60,000 Annualized Excess Aidable Cost

x 0 ,600 Student FTE

$36,000 Excess Aidable Cost

x 85.0% Private Excess Cost Aid Ratio (2014-15 PRI Line 8)

$30,600 Private Excess Cost Aid

** School District Basic Contribution = Average School Tax Per Resident Pupil

Private Excess Cost Aid Calculation Example

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DSPRV ScreenONLINE PROCESSING OF 10-MONTH PRIVATE EXCESS COST STAC APPROVALS

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DRPRV Screen10-MONTH PRIVATE EXCESS COST STAC REAPPLICATIONS (for in-state placements)

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DVPRV ScreenONLINE VERIFICATION OF 10-MONTH PRIVATE EXCESS COST STAC APPROVALS

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Children’s Residential Project(CRP)

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Children’s Residential Project (CRP)

1. PLACEMENT APPROVAL

• Parental consent for placement at ICF• SED and DDSO approval that student

meets eligibility criteria• Residential, In-State DCERT required


• Verify online using DVPRV screen(10-month) or DVSUM screen (Summer)

2. STAC REIMBURSEMENT APPROVAL

• SED/STAC enters the initial approval from paper STAC-1 form.

• District reapplies as private placement(9020 or 9021 program) on DRPRV or DRSUM

• Placement is residential, but no STAC maintenance information entered on STAC approval


• Must verify summer education on DVSUM prior to verifying summer education

• Summer transportation cost reportedand verified on DVSTR screen

• 10-month transportation costreported on SAMS system

Interagency residential program (ICF) for children with developmental disabilities

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BIRCH FAMILY SERVICES, INC

BROOKVILLE CENTER F/ CHILDREN'S SERI

CENTER FOR DISCOVERY, INC (THE)

DEVELOPMENTAL DISABILITIES INSTITUTE

DEVEREUX IN NY

EASTER SEALS NY

HEARTSHARE HUMAN SVCS

MARYHAVEN CENTER OF HOPE

SCO FAMILY OF SERVICES/T PAPLIN SCH

UCP OF ULSTER COUNTY

UCP-ASSOC GREATER SUFFOLK INC

UPSTATE CEREBRAL PALSY INC

Children’s Residential Project Providers

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Children’s Residential Project (CRP) – STAC FactsEducation provided by SED-approved private school, Maintenance is no cost to school district.

Maintenance is funded by OPWDD Medicaid program

12 In-state approved providers - District should work with DDSO to coordinate placement

Contact Non-District Unit at 518-486-6260 to request education placement documents

Education tuition is billed directly to district by provider• CSE District reimbursed 100% of cost in following March – APR issued • 10-month basic contribution amount chargeback taken following year from CSE District• Maintenance paid by OPWDD

2 years for claiming aid

Agreement – Children’s Residential Project:• Located at:

http://www.oms.nysed.gov/stac/schoolage/schoolage_placement_summary/opwdd/agreement_crp.pdf

• Signed copy sent to STAC and Medicaid Unit

• Only one agreement is required between the school district and the CRP provider

http://www.oms.nysed.gov/stac/schoolage/schoolage_placement_summary/opwdd/agreement_crp.pdf

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CRP Agreement – Pages 1 & 2

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CRP Agreement – Page 3

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DSPRV ScreenONLINE PROCESSING OF 10-MONTH CRP STAC APPROVALS

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DSUMR ScreenONLINE PROCESSING OF 2-MONTH CRP STAC APPROVALS

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DVPRV ScreenONLINE VERIFICATION OF CRP 10-MONTH STAC RECORDS

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DVSUM ScreenONLINE VERIFICATION OF CRP 2-MONTH STAC RECORDS

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ONLINE VERIFICATION OF SUMMER CRP TRANSPORTATION COSTS—DVSTR SCREEN

Transportation Stop Amount by Year

(Stop Indicated by “S”)

2011-12 $5,500

2012-13 $5,500

2013-14 $6,000

2014-15 $6,000

2015-16 $6,000

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SECTION C10-MONTH PUBLIC PLACEMENTS

53Fall 2015

10-MONTH PUBLIC HIGH COST

1. STAC REIMBURSEMENT

APPROVAL—Step A

• Districts file STACs on students whose

10-Month rates exceed district threshold


• Verify education costs via paper

HCSARs for 2013-14 (BOCES)

• Online verification for In-District and

Other-District placements for 2013-14;BOCES placements anticipated for 2014-15

2. DISTRICT THRESHOLDS

• Listed as “Deduction” on line 5 of the Public Excess Cost Aid Output (PUB) report.

• Refer to State Aid’s SAMS website:http://STATEAID.NYSED.GOV(518-474-2977)


• Cannot STAC or verify 10-month transportation costs

• 10-month transportationcosts reported on theSAMS system

http://stateaid.nysed.gov/

Fall 2015 54

Resources for Calculating High Cost STACs

Calculating 10-Month “Annualized Cost” Education Rates forStudents with Disabilities Educated in a District-Operated Program http://www.oms.nysed.gov/stac/schoolage/avl-payment_reports_and_chargebacks/annualized_cost_calculation.html

Draft Worksheet for Calculating 10-Month Annualized Costs for an In-District High Cost Public Placement Student with Disabilitieshttp://www.oms.nysed.gov/stac/schoolage/avl-payment_reports_and_chargebacks/annualized_cost_worksheet.htm

Instructions on how to find your School District’s Thresholdhttp://www.oms.nysed.gov/stac/schoolage/schoolage_placement_summary/public_excess_cost/how_to_find_threshold.pdf

http://www.oms.nysed.gov/stac/schoolage/avl-payment_reports_and_chargebacks/annualized_cost_calculation.html



http://www.oms.nysed.gov/stac/schoolage/avl-payment_reports_and_chargebacks/annualized_cost_worksheet.htm



http://www.oms.nysed.gov/stac/schoolage/schoolage_placement_summary/public_excess_cost/how_to_find_threshold.pdf




55Fall 2015

Calculating 10-Month “Annualized Cost” Education Rates forStudents with Disabilities Educated in a District-Operated Program

To calculate the 9/1 – 6/30 “10-Month Annualized Cost’ for an in-district High Cost student, include only the cost of direct special education services provided to the student according to his/her “Individualized Education Plan” (IEP). These costs are as follows:

Costs which may be included in the “Annualized Cost" Calculation for In-District Student Placements

1. Pro-rata share of special education classroom/consultant teacher salary & fringe benefits;

2. Pro-rata share of special education classroom/individual aide salary plus fringe benefits;

3. Pro-rata share of special education certified teaching assistant salary plus fringe benefits:

4. Pro-rata share of special education related services specified on the student IEP;

5. Cost of assistive technology devices/services used by just this child.

Costs excluded from Annualized Cost" Calculation for In-District Student Placements

None of the following costs may be included on an In-District High Cost Public STAC:

6. Non-Resident Tuition Worksheet base grade level and special education rates are excluded;

7. Special education transportation costs are excluded;

8. CSE or Pupil Personnel Services salary and fringe benefits are excluded;

9. Evaluation costs are excluded;

10. Regular education teacher salary and fringe benefit costs are excluded;

11. District administrative or building overhead costs are excluded;

12. Due process (impartial hearing) costs are excluded;

13. Costs for non-special education or indirect services are excluded;

14. Costs for permanent building fixtures/equipment (like a strobe light fire alarm system);

Newly added*

10. * Home & hospital instruction provided on weekends, holidays, and during school year vacations is excluded;

11. * Services provided that were not included on the IEP or which exceed the level (individual vs. group) or frequency of service specified on the IEP

12. * Special education costs claimed for aid on a federal grant are excluded.

In-District Student “10 Month Annualized Cost” Example:

John was enrolled in a 6:1:1 special education class. There were only 5 students enrolled and John was enrolled for 30 out of the 40 weeks. The special education teacher and classroom aide had combined salaries and fringes for the 30 weeks of $150,000 and $50,000. John also received $4,500 in related services, and his IEP required an assistive-technology device costing $2,500.

Salary $ 30,000 (1/5th of $150,000)

Fringe Benefits + 10,000 (1/5th of $50,000)

Related Services + 4,500

Actual Cost Before Assistive Tech. $ 44,500

Divided by FTE Enrollment 0.750 (30 weeks/40 weeks)

Annualized Cost Before Assist. Tech $ 59,333

Assistive Technology Device + 2,500

10-Month Annualized Cost $61,833

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Draft Worksheet for Calculating 10-Month Annualized Costs for anIn-District High Cost Public Placement Student with Disabilities – 1 of 2

Student Information Enter Information Below

Last Name

First Name

Date of Birth

STAC ID #

Educational Provider

Service Date Information Start Date End Date Student

Educational Provider Program Dates FTE Enrollment

Student Enrollment Dates

List SE Costs

1-1 Special Education (SE) Costs Allowed for High Cost Aid Next to + Signs

1-1 Special Education (SE) Certified Aide #1 Salary +

1-1 SE Certified Aide #1 Benefits +

1-1 Special Education (SE) Certified Aide #2 Salary +

1-1 SE Certified Aide #2 Benefits +

Shared Special Education (SE) Costs (Excluding Related Services)

Classroom SE or Consultant Teacher #1 Salary +

Classroom SE or Consultant Teacher #1 Benefits +

Classroom SE or Consultant Teacher #2 Salary +

Classroom SE or Consultant Teacher #2 Benefits +

Classroom SE Certified Tching Asst. #1 Salary +

Classroom SE Certified Tching Asst. #1 Benefits +

Classroom SE Certified Tching Asst. #2 Salary +

Classroom SE Certified Tching Asst. #2 Benefits +

Classroom SE Aide #1 Salary +

Classroom SE Aide #1 Benefits +

Classroom SE Aide #2 Salary +

Classroom SE Aide #2 Benefits +

BOCES SE Service #1 excl. R Srvcs - +

BOCES SE Service #2 excl. R Srvcs - +

Other Vendor SE Services excl. R Srvcs +

Rental of Assistive Technology *

Device Rental +

Software Rental +

Service Contract Rental +

Fall 2015 57

Draft Worksheet for Calculating 10-Month Annualized Costs for anIn-District High Cost Public Placement Student with Disabilities – 2 of 2

Related Srv Provider Code Cost Per X No. of List SE Costs

Enter D,B, or O* Session Sessions Next to + Signs

*(D=District, B=BOCES, O=Other)

Speech Individual +

Speech Group +

Occ. Therapy Individual +

Occ. Therapy Group +

Phys Therapy Individual +

Phys Therapy Group +

Hearing Individual +

Hearing Group +

Autistic (ABA) Individual +

Group +

Individual +

Group +

Individual +

Group +

Total Allowable Special Education Costs

(Excludes Assistive Technology Purchases*) ------------------------

Divided by FTE Enrollment / FTE

------------------------

10-Month Annualized Cost Educ. Rate for STAC

(Excludes Assistive Technology Purchases*) ------------------------

Assistive Technology (AT) and Other Equipment Purchases*

AT Device and Other Child-Specific Equipment Purchases +

AT Software Purchase +

Service Contract Purchased on AT Equipment +

------------------------

10-Month Annualized Cost Educ. Rate for STAC

*Assistive Technology purchases are added after other costs are converted to a 10-Mo. Rate.

Note: iPads and other tablets may not be claimed for High Cost Aid.

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10-MONTH PUBLIC HIGH COST— “STAC FACTS”• Statute of Limitations: Two years. School year 2014-15 will close out for STAC’ing

andverification 06/30/17. However, to receive “current year”

funding 06/30/16 is the STAC’ing and verification deadline

• State Aid: Aid for current year is based on prior year’s enrollment and cost– Example: For the 14/15 school year, public excess cost aid is

receivedbased on the 13/14 enrollment year verified STAC

approvals

• Payment Procedures: up to 25% in Decemberadditional 45% in Marchadditional 15% in Juneadditional 15% in Augustremaining balance if any in September

• 1:1 aides: Cost should be included in the 10-mth annualized cost(no 1:1 aide form required)

Note: The 1:1 Aide/Nurse/Monitor costs which areincurred while on a bus are transportation costs whichmay not be claimed on STAC for High Cost aid.

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Public High Cost Apportionment Aid Calculation Example

Public Excess 10-MonthCost Aid Ratio Enrollment Dates Cost Billed FTE Annualized (PUB Line 4) Start End By BOCES / Enrollment = Cost

50.0% 9/4/13 2/28/14 $42,000 0.600 $70,000

High Cost Apportionment Aid Calculation

$70,000 Annualized Cost ($42,000 BOCES Cost / 0.600 FTE Enrollment)

- 30,000 Deduction Amount * (2014-15 PUB Line 5)

$40,000 Annualized Excess Cost

x 0 ,600 Student FTE

$24,000 Aidable Excess Cost

x 50.0% Public Excess Cost Aid Ratio (2014-15 PUB Line 4)

$12,000 High Cost Apportionment Aid

* Deduction Amount = 3 x Approved Operating Expense Per Pupil

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DSPUB ScreenONLINE PROCESSING OF 10-MONTH HIGH COST STAC APPROVALS

SED Use OnlyThis check box is used by the STAC Unit only when the student has multiple part time placements over the same service period.

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DRPUB ScreenONLINE PROCESSING OF 10-MONTH HIGH COST STAC REAPPLICATION APPROVALS

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PAPER VERIFICATION OF 10-MONTH HIGH COST APPROVALS

Districts can submit updated information for the From and To dates (columns 3 and 4) and10-month annualized cost (column 5).

“Y” indicates verified; “N” indicates student did not attend and will withdraw the record.

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DVPUB Screen (for 2013-14 High Cost claiming and forward)ONLINE VERIFICATION OF IN-DISTRICT AND OTHER-DISTRICT HIGH COST APPROVALS

DVPUBOnline Verification

for BOCES High Cost2014-15 Public Placements

Anticipated for Fall 2015

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SECTION D4408 Full Day or Half Day SUMMER PLACEMENTSIN-STATE AND OUT-OF STATE

65Fall 2015

SUMMER 4408 PLACEMENT-In-State(Full Day or Half Day Programs)


• Pre-Approval Certification required on an annual basis for private provider placements



• Must verify education before verifying transportation

• Verify education Online using the DVSUM

2. STAC REIMBURSEMENT APPROVAL—Step B

• STAC reimbursement approval processed Online using the DSUMR screen or DRSUM screen


• Transportation can be verified only after education has been verified on DVSUM

• Verify transportation Onlineusing the DVSTR screen

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• DCERT: Required for summer placements with a private provider(DCERT not required when BOCES or School District is the provider)

• Statute of Limitations: Three years. Summer 2014 (2014-15 year) will close out for STAC’ing andverification 06/30/18

• Education Rates: SED’s Rate Setting Unit (518-474-3227) sets full-day and half-day rates

• Maintenance Rates: Set by NYC Office of Children & Family Services

• State Aid: Aid ratio is 80% of education, maintenance and transportation costs

• County Role: County of Residence is not fiscally responsible for 2-Month maintenance costs

• Payment: Current year placements (Summer 2014) receive a maximum of56% aid in current State fiscal year ending 03/31/15

• 1:1 Education Aides:Full time and half time education aides can be entered online either at the time an approval is entered or at a later date by amending an existing approval

• 1:1 Maintenance Aides, shared/part-time education aides, nurses, interpreters:School districts must complete a 1:1 aide form and submit to the STAC Unit for processing http://www.oms.nysed.gov/stac/schoolage/1to1_aides/1-1_aide_form.pdf

SUMMER 4408 — “STAC FACTS”


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DSUMR ScreenONLINE PROCESSING OF 4408 STAC APPROVAL

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DRSUM ScreenONLINE PROCESSING OF 4408 SUMMER REAPPLICATION APPROVALS

Fall 2015 69

DVSUM ScreenONLINE VERIFICATION OF 4408 EDUCATION COSTS

70Fall 2015

DVSTR ScreenONLINE PROCESSING OF 4408 TRANSPORTATION COSTS



2011-12 $5,500

2012-13 $5,500

2013-14 $6,000

2014-15 $6,000

2015-16 $6,000

Fall 2015 71

Form for Summer Transportation Exceeding $5,500/$6,000(cover sheet for required supporting transportation documentation)

Return by mail to:Nancy Sergeant

STAC and Medicaid Unit89 Washington Ave

Room 514 EBAlbany, New York 12234Or by Fax (518) 402-5047

For questions call (518) 474-7116

Fall 2015 72

SECTION E4408 SUMMER RELATED SERVICES

73Fall 2015

SUMMER RELATED SERVICES


• STAC reimbursement approval processed Online using the DSSRL screen (for Summers 2012 and 2013)

• DSSRS screen for Summer 2014-forward


• Must verify education before verifying transportation

• Verify education Online using the DVSRL


• Transportation can be verified only after education has been verified

• Verify transportation Online using the DVST2 screen

Fall 2015 74

• Statute of Limitations: Three years. Summer 2014 (2014-15 year) will close out for STACing and verification on 06/30/18

• Program Code: 9015 A through D

• State Aid: Aid ratio is 80% of verified costs

• Payment: Current year placements not aided until following State fiscal year

• 1:1 education/maintenance: No 1:1 aides allowed with relatedservices approvals

SUMMER RELATED SERVICES — “STAC FACTS”

Fall 2015 75

DSSRL Screen (For Summers 2012 and 2013)

ONLINE PROCESSING OF SUMMER RELATED SERVICES STAC APPROVALS

Fall 2015 76

DSSRS Screen (For Summer 2014-forward)

ONLINE PROCESSING OF SUMMER RELATED SERVICES STAC APPROVALS

Fall 2015 77

DVSRL ScreenONLINE VERIFICATION OF SUMMER RELATED SERVICES

78Fall 2015

DVST2 ScreenONLINE VERIFICATION OF SUMMER RELATED SERVICES TRANSPORTATION



2011-12 $5,500

2012-13 $5,500

2013-14 $6,000

2014-15 $6,000

2015-16 $6,000

Fall 2015 79

SECTION FHomeless Placements

Fall 2015 80

HOMELESS “STAC FACTS”

• Homeless students who move into temporary housing in your district from another district within NYS are eligible for Homeless aid if their parent or legal guardian selects your district to be the education provider.

• DQHOM Screen has taken the place of the Homeless Eligibility report. This screen displays a listing of all non-resident students who have a STAC 202 for the selected year.

• Eligibility: Homeless student may be a student with or without a disability– Eligibility may extend across multiple school years

– A Non-Resident Homeless Approval Request is required each school year that the student is Homeless

• Approval and Verification Deadlines: One year is the limit.Example: School year 2015-16 will close out for STACing and verification 06/30/17

Fall 2015 81

HOMELESS “STAC FACTS”• Education Rates:

– In-District placements use the non-resident tuition set by the Rating Setting Unit, and entered into the STAC Online System by the STAC Unit.

– BOCES rates (provided by the district) and Private rates (set by Rate Setting) can also apply

• Program Codes are separated by grade level (K-6, 7-12) and by regular/special education.– 8500, 8501, 8502, 8503, 8510M (BOCES)

• Aid is paid at 100% of verified tuition cost and listed on Approved Payment Reports (APRs)

• Homeless tuition reimbursement is for 10-month program only– (No summer Homeless STACing)

• STAC Unit is responsible for tuition reimbursement. For other questions, contact:– Policy Guidance: SED Program Associate for Homeless Education, Melanie Faby: (518) 473-0295

NYS-TEACHS: (800) 388-2014, http://www.nysteachs.org/– Date Collection: SED Information and Reporting Services: (518) 474-7965 – Transportation: SED State Aid Office: (518) 474-2977

http://www.nysteachs.org/

http://www.nysteachs.org/

82Fall 2015

HOMELESS PLACEMENT3. STAC REIMBURSEMENT APPROVAL

• If eligible, District of Current Attendance enters Non-Resident Homeless Approval Request Online every year using the DSHOM screen

• Approval Requests can be viewed on DQAPP

4. EDUCATION VERIFICATION• District of Current Attendance verifies the Education

Online using the DVHOM Screen

5. END OF HOMELESS ELIGIBILITY

• District of Current Attendance should submit the original STAC-202 form with end date to the STAC Unit when:- student has found permanent housing;- student has graduated; or- another district is providing educational services.

• District can confirm on DQHOM.

1. STAC REIMBURSEMENTELIGIBILITY REQUIREMENT

• STAC-202: Completed for all students experiencing homelessness.

• Two purposes: Designation form (for all students) and tuition reimbursement form (where applicable).

• The form should be mailed to the STAC Unit only when the student is not enrolled in their District of Origin (and District of Origin is in New York State)

2. STAC UNIT ENTERS STAC-202• If the STAC-202 is eligible for tuition reimbursement,

the STAC Unit enters it into the STAC Online System.• These can be viewed in the DQHOM screen

(Homeless Eligibility List).

Fall 2015 83

STAC-202 Homeless Designation Form

For Homeless Eligibility

Link to form:

http://www.oms.nysed.gov/stac/forms/stac_202_form.pdf

Please note that the STAC Unit no longer collects

Social Security Numbers.




Fall 2015 84

DSHOM ScreenONLINE PROCESSING OF HOMELESS STAC APPROVALS

Fall 2015 85

DVHOM ScreenONLINE VERIFICATION OF HOMELESS STAC APPROVALS

Fall 2015 86

SECTION G Incarcerated Youth

87Fall 2015

INCARCERATED YOUTH PLACEMENTS


• Processed online by theFacility District


• STAC reimbursement approval processed Online using the DSINC screen


• Education verified Online using the DVINC Screen

Fall 2015 88

INCARCERATED YOUTH “STAC FACTS”

• Responsible District: Is the district in which the youth resided at the time ofarrest based on the address provided when he/sherequested educational services

• Responsible District: Receives a basic contribution amount chargeback in thefollowing school year

• STAC 3s: Individual forms are mailed to the responsible district and

to the educating district where the county jail is located

• IY Program Dates: Default IY program dates are 07/01-06/30. Thesedates cannot be changed by external users.

Fall 2015 89

INCARCERATED YOUTH “STAC FACTS”

• Statute of Limitations: School year 2014-15 will close out for STAC’ing and verification by 12/31/15

• Age eligibility: Student must be younger than 21 upon entering the IY program. If the student

turns 21 in the summer, he/she is only eligible for services through August 31st

• Educational eligibility: A student who has received a GED, or one of the two types of the “Nondiploma

HS Exiting Credentials”*, remains eligible while incarcerated if working towards a general or Regents diploma

• STACing: Separate STAC approvals for Summer and School Year

• Program Code: 8050Y

IY Program/Policy Contacts, School Innovation, Office of Student Support Services: Keturah (Keti) ColbertJoseph Leffler 518-486-6090

* “Career Development and Occupational Studies Credential” or “Skills and Achievement

Commencement Credential” are the two types of “Nondiploma HS Exiting Credentials”

Fall 2015 90

DSINC ScreenONLINE PROCESSING OF INCARCERATED YOUTH STAC APPROVALS

91Fall 2015

DVINC ScreenONLINE VERIFICATION OF INCARCERATED YOUTH STAC APPROVALS

Service Period Verify Paid

07/01-11/30 After 11/30 February

12/01-03/31 After 04/01 September

04/01-03/31 After 2nd Payment Made (Est. Oct)

December

Fall 2015 92

SECTION HSection 4201State Supported Schools

Fall 2015 93

State Supported §4201 Schools

Cleary School for the Deaf

The Henry Viscardi School

Lavelle School for the Blind

Lexington School for the Deaf

Mill Neck Manor School for the Deaf

The New York Institute for Special Education (NYISE)

New York School for the Deaf (Fanwood)

Rochester School for the Deaf

St. Francis de Sales School for the Deaf

St. Joseph School for the Deaf

St. Mary's School for the Deaf

94Fall 2015


• STAC Unit adds records for approvals and changes

• District submits re-application for continuing 10-month on DRSSY (NEW)

• §4201 school re-applies 2-month

4. TRANSPORTATION VERIFICATION • Summer transportation cost reported and

verified on DVST3 screen• 3 years to claim summer

transportation

State Supported §4201 Schools

1. PLACEMENT APPROVAL • PHC-10 application submitted to Non-District

Unit by parent or district for approval for §4201 school to evaluate

• School district submits application and evaluation results to Non-District Unit for appointment

3. EDUCATION VERIFICATION• District of Residence verifies 10-month on

DVSSY screenSept-Dec: Verify between 1/1-6/1

(same school year)

Sept-June: Verify between 7/1-12/1(following school year)

Designated for children who are deaf or may have visual impairment, orthopedic impairment or may have multiple disabilities.

Fall 2015 95

State Supported §4201 Schools – STAC Facts10-month Program Responsibility:

• District of Residence pays tuition directly to §4201 school.• Reimbursed tuition less basic contribution (BC) in minimum of 2 payments:

i. June of current year – reimbursement of Sept – Dec tuition less BCii. By March 31 of following year – Full year tuition less BC and Sept-Dec payment

2-month Program Responsibility:

• Paid by NYS, chargeback to district of current location 20% Ed/Maint• 80% aid for summer transportation (DVST3)

§4201 education (age 3 – 21) responsibility of school district§4410 education (age 3 – 5) responsibility of county

10-month records: DSSSY (view records via DQCLD, DQAPP or DQPRT)2-month records: DSSOS (view records via DQAPP or DQPRT only)

Contact Non-District Unit 518-473-1185 for changes in CSE, terminations,day to residential placement changes, etc.

Fall 2015 96

DSSSY ScreenONLINE DISTRICT PROCESSING OF 10-MONTH § 4201 STAC APPROVALS

Entered bySTAC Unit

based on approved STAC-1 form

Hrs/Day and Days/Week fields

used to adjust FTEs to ensure

accurate reimbursement

Fall 2015 97

DVSSY ScreenONLINE VERIFICATION OF §4201 10-MONTH STATE-SUPPORTED STAC APPROVALS

Fall 2015 98

DRSSY Screen10-MONTH §4201 STATE-SUPPORTED STAC REAPPLICATIONS

(For 2015-16School Year

Forward)

99Fall 2015

DVST3 ScreenONLINE VERIFICATION OF SUMMER §4201 TRANSPORTATION



2011-12 $5,500

2012-13 $5,500

2013-14 $6,000

2014-15 $6,000

2015-16 $6,000

Fall 2015 100

TimePeriod Task/Milestone School

DistrictState Supported

School

Start of Placement

PHC-10 Completed by School District & 4201 School and Approved by Non-District Unit X X

Application Completed by School District & 4201 School and Approved by Non-District Unit X X

Separate STAC-1s Submitted to Nondistrict Unit for Summer and 10-Month X

September Confirm Completeness and Accuracy of 10-Month Approvals on DQAPP X

Enter Summer Transportation Cost on DVST3 X

December December 1: Verification closes for 10-Month period of prior school year

January Verify 4-Month (Sept-Dec) of current school year on DVSSY X

March March 31: SED issues 10-Month Payment for Prior School Year

April Complete 10-Month Reapplications on DRSSY X

Complete 2-Month Reapplications on DRSOS X

June June 1: Verification closes for 4-Month (Sept.-Dec.) period of current school year

June 30: SED issues 4-Month Payment for Current School Year

July(new school year begins)

Verify 10-Month (Sept-June) of prior school year on DVSSY X

Confirm Completeness and Accuracy of 2-Month Approvals on DQAPP X

End of Placement

CPSE/CSE Notifies 4201 School X

Submit Termination to Nondistrict Unit for Approval X

State Supported Schools Timeline

Fall 2015 101

SECTION IState Operated Schools

102Fall 2015


• STAC Unit enters initial record, reapplications completed by State Operated school


• Summer transportation cost reported and verified by district of current location on DVST3 screen

State Operated Schools1. PLACEMENT APPROVAL

• PHC-10 application submitted to Non-District Unit by parent or district for approval for school to evaluate

• Multi-Disciplinary Team (MDT) recommends appointment and State Operated school applies to NYSED Non-District Unit

• Changes in CSE must be submitted to Non-District Unit


• AVL Submitted by State operated school

NYS School for the Deaf at Rome, NYS School for the Blind at Batavia

Fall 2015 103

State Operated Schools – STAC Facts10-Month Program Fiscal Responsibility:• District of Origin (District at time of Admission to Care) is responsible

i. 7 months of education cost (9/1-3/31) is deducted from March Spring advanceii. Remainder of 10-month education cost is deducted from June General State Aid payment

• District receives private excess cost aid in following aid year• County of residence at time of admission is billed directly by the State Operated school for

maintenance

2-Month Program Fiscal Responsibility:• District of Current Location (where parents are residing on July 1)

i. Receives a 20% summer 4408 chargeback for education and maintenance costsin following school year (Usually collected two years after program ends)

ii. District receives 80% aid for summer transportation for those transportation costsverified on the online transportation AVL (DVST3)

10-month records: DSSSS (view records via DQAPP or DQPRT only)2-month records: DSSOS (view records via DQAPP or DQPRT only)

104Fall 2015

DVST3 ScreenONLINE VERIFICATION OF SUMMER §4201 TRANSPORTATION



2011-12 $5,500

2012-13 $5,500

2013-14 $6,000

2014-15 $6,000

2015-16 $6,000

Fall 2015 105

SECTION JOther State Agency Placements

Fall 2015 106

OPWDD Chapter Placements

107Fall 2015

Chapter Placements - OPWDD1. PLACEMENT APPROVAL

• STAC-200 notice filed by OPWDD facility

• New STAC-200 any change in placement


• Paper AVL for 10-month• Summer Ch. 47, 66 & 721

use DVCSM screen


• Facility district adds education record – DSCHP – School Year– DSCSM – Summer

• Paper reapplication process


• Summer transportation cost reported and verified on DVSTC screen

• (Only Ch. 47 and 721 aided;Ch. 66 paid by developmentalcenter)

Students in care of Office of Persons With Developmental Disabilities facility

Fall 2015 108

Chapter Placements – OPWDD – STAC FACTS• Ch. 47 – admitted to family care from developmental center

– 100% tuition reimbursement– Family care when not admitted from developmental center is not a chapter placement. CSE district

claims all eligible aid, bills district of admission balance.

• Ch. 66 – residing at developmental center– 100% tuition reimbursement

• Ch. 721 – Intermediate Care Facility (ICF) or Individual Residential Alternative (IRA)– CSE district reimbursed 100% of costs– Tuition, transportation, related services, administrative expense (5% limit), extraordinary CSE costs

• Current year 70% cash advance paid in March based on prior year’s STACs. 30% balance aided on Approved Payment Reports run in following aid year.

• District of Origin billed Basic Contribution on following year’s GEN Report

• Transportation provided by district of current location (Ch. 721)

• 1 year statute of limitationsSTAC-200 must be received by STAC Unit before district can add an education record

Fall 2015 109

DSCHP ScreenONLINE PROCESSING OF 10-MONTH CHAPTER STAC APPROVALS

Fall 2015 110

DSCSM ScreenONLINE PROCESSING OF 2-MONTH (SUMMER) CHAPTER STAC APPROVALS

Fall 2015 111

DVCSM ScreenONLINE VERIFICATION OF 2-MONTH (SUMMER) CHAPTER STAC APPROVALS

112Fall 2015

DVSTC ScreenONLINE VERIFICATION OF SUMMER CHAPTER TRANSPORTATION



2011-12 $5,500

2012-13 $5,500

2013-14 $6,000

2014-15 $6,000

2015-16 $6,000

Fall 2015 113

OCFS / OMH CCI and RTF Placements

114Fall 2015

Students residing in Child Care Institution or Residential Treatment Facility, in care of NYS Office ofChildren and Family Services, or NYS Office of Mental Health

OCFS/OMH CCI AND RTF PLACEMENTS

1. PLACEMENT APPROVAL

• Students in DSS custody, local DSS notifies district of origin through DSS form 3424

• Students not in DSS custody, the agency notifies the district of origin through STAC-200 form


• District will be notified of placement approval

• STAC Unit adds DSOSA approval


• Local DSS/OMH agency will verify child enrollment dates

Fall 2015 115

OCFS/OMH – STAC FactsCCI AND RTF PLACEMENTS• CCI – Child Care Institution – Ch. 563 licensed by OCFS, can be placed by

family court, probation dept, social services district or public school district

• RTF – Residential Treatment Facility – Ch. 947 licensed by OCFS or OMH

• Local social services district or OMH is responsible for education cost

• District of residence (at time of admission to care) is assessed basic contribution amount chargeback in the following school year

Fall 2015 116

FOSTER CARE

District of Location

The CSE school district is responsible for furnishing education to a student residing in a foster care setting located within its geographic boundaries. This district bills the district of origin for its net cost of education (and transportation) for a foster care student by subtracting out the estimated state aid it will receive for the student during the following aid year from its current year costs of providing education and transportation.

District of Origin

District where the student’s parent(s) or legal guardian(s) resided at the time the student was placed in the care and custody of the local department of social services (LDSS), Office of Mental Health (OMH) or Office for People with Developmental Disabilities (OPWDD). The LDSS issues an LDSS-2999 form to the district oflocation and the district of origin which identifies the district of origin as beingthe district which is responsible for reimbursing the district of location for itsnet cost after subtracting out State Aid of educating and transporting thefoster care student.

Fall 2015 117

SECTION KSTAC School-Age ListServ,NYSED Contacts

118Fall 2015

Subscribe to the STAC ListServ

Register to Receive Information from the STAC and Medicaid UnitYou can receive notification by electronic mail of the latest memoranda and other updates by subscribing to one or more of our LISTSERVs:

– SCHOOL-AGE (ages 5-21)http://www.oms.nysed.gov/stac/listserv/listserv_schoolage_registration.html

– PRESCHOOL (ages 3-5)http://www.oms.nysed.gov/stac/listserv/listserv_provider_registration.html

– PROVIDER (SED-Approved Education Providers)http://www.oms.nysed.gov/stac/listserv/listserv_provider_registration.html

– MEDICAID IN EDUCATION (P/SSHSP)http://www.oms.nysed.gov/medicaid/listserv_registration.html

To Subscribe to the School-Age ListServ:• To begin a subscription, please send an e-mail message to

[email protected]• The body of the message must read:

SUBSCRIBE STACSCHAGE firstname lastname• You will receive a welcome message when you subscribe.

Please save this message for future reference, especially if this is the first time you are subscribing to an electronic mailing list.

• Many Spam Filters and Virus software may block messages from LISTSERVs. Once you have subscribed, please notify your technical support staff that these notices with attachments will be coming from [email protected].

To Unsubscribe:• If at any time you want to stop receiving announcements,

you may be removed from the list by sending the following command to [email protected]

• The body of the message must read:SIGNOFF STACSCHAGE GLOBAL

http://www.oms.nysed.gov/stac/listserv/listserv_schoolage_registration.html



http://www.oms.nysed.gov/stac/listserv/listserv_provider_registration.html






http://www.oms.nysed.gov/medicaid/listserv_registration.html



mailto:[email protected]



Fall 2015 119

NYS EDUCATION DEPARTMENT CONTACTS

STAC & Medicaid Unit 518-474-7116• School Age STAC Reimbursement Approvals: Maureen McCarthy

Anne Wolfgang• School Age Payment Issues: Ed Truax• General STAC Unit e-mail address: [email protected]

Rate Setting Unit 518-474-3227

Special Education Policy Unit 518-473-2878

Non-District Unit• Out of State Placements 518-486-6260

• State Supported Schools 518-473-1185

State Aid Unit 518-474-2977


Documents

Introduction to School Age STAC Processing STAC Homepage: Fall 2015