Welcome to the STAC Unit (System to Track and Account for Children)
The STAC Unit (System to Track and Account for Children), within the NYS Education Department's STAC and Medicaid Unit, is 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. It also includes reimbursement approval for students who have been determined to be homeless or runaway youth and for education services provided to incarcerated youth.
Gold Star - Online Verification Status Report
(Updated December 1, 2016 -- Next Update January 6, 2016)
2016-17 Reverification/Suspension of STAC Online Users (via the XTEND Online Screen)
Memos have been mailed (via U.S. Post Office) to School District Superintendents and Authorized Municipality Representatives reminding them of their responsibility to monitor and ensure that only appropriate users at the school district/municipality have access to confidential student information in the STAC online system. School District Superintendents and Authorized Municipality Representatives have until January 15, 2017 to renew or suspend their current STAC online users. If no action is taken by School District Superintendents or Authorized Municipality Representatives by January 15, 2017, all user rights will expire on that date, and users will be locked out of the STAC online system.
STAC Online Screen Updates
Please note that we have made some changes to the STAC Online Home screen (DMNUM). We have also added a new submenu DMQRY to the Home screen. This new submenu (DMQRY) contains all of our Inquiry Screens.
New EFH670 4408/4201 Student Detail Summary Report
and DQSUM STAC Online Screen
The new EFH670 Section 4408/4201 Student Detail Summary Reports for summers of 2013, 2014, and 2015 are being mailed shortly, along with a letter detailing the information found on these reports. These reports provide child specific information regarding the 4408/4201 approval and verified costs, and state aid paid, along with receivable estimates. This newly devised report will be printed and mailed to districts twice a year.
In addition to the printed Student Detail Summary Reports, a new STAC online screen has been developed. The new screen, DQSUM, will be updated monthly to display only the District Totals information, plus monthly updates of the estimated receivables.
Please contact our office if you have any questions regarding the newly designed reports or screen (DQSUM).
New Procedure - STAC Online Re-applications for Chapters 47, 66 and 721 Placements (OPWDD) - Effective September 1, 2016
2016-17 Reapplications for both Summer and School Year placements are now available on the STAC Online System (2-Month Summer Chapter Reapplications- DRCSM screen; 10-Month Chapter Reapplications- DRCHP screen).
STAC AND MEDICAID UNIT'S FAX MACHINE IS BACK IN SERVICE
The STAC and Medicaid Unit’s fax machine is working again. The fax number is (518) 402-5047. As always, please keep the following in mind when exchanging student data with the STAC Unit:
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:
- Emails with PII other than STAC ID need to be encrypted with password sent separately
- Paper documents should be sent via US Mail 1st class/priority, or other service with tracking (e.g., UPS, FedEx, DHL)
STAC AND MEDICAID UNIT'S WEBSITE SURVEY
To help us serve you better, please take a minute to complete this survey about our website: https://www.surveymonkey.com/r/8R2TNKZ
June 30, 2016 Verification Deadline for 2014-15 Ten-Month Public Excess Cost
In order to receive current year aid (based on prior year enrollment and education costs), please utilize the DVPUB screen and the June 2016 Gold Star report to confirm that all 2014-15 Ten-Month High Cost PUBLIC approvals have been verified by June 30, 2016.
June 30, 2016 Verification Deadline for 2013-14 Ten-Month Public Excess Cost
The 2013-14 Ten-Month Public Excess Cost claiming period closes on June 30, 2016. In order to receive prior year aid, please utilize the DVPUB screen and the June 2016 Gold Star report to confirm that all In-District and Other District 2013-14 Ten-Month High Cost PUBLIC approvals have been verified by June 30, 2016. If your district recently received a 2013-14 paper HCSAR, return the signed and completed HCSAR to the STAC Unit by June 30, 2016.
Note: Please refer to the STAC June 30th Memo below for additional June 30, 2016 verification deadlines.
UPCOMING JUNE 30, 2016 STAC DEADLINES
Below is a link to the memorandum regarding upcoming June 30, 2016 STAC Deadlines.
2016-17 Reapplications for both Summer and School Year placements are now available on the STAC Online System (2-Month Summer Reapplications- DRSUM screen; 10-Month Private Reapplications- DRPRV screen; and 10-Month Public Reapplications-DRPUB screen).
REMINDER: DCERTS ARE REQUIRED ON AN ANNUAL BASIS FOR ALL 10-MONTH PRIVATE EXCESS COST STAC APPROVALS (including 10 month private provider reapplications).
Revised Private Placement Certification (DCERT) Guidance Document
This guidance supersedes all previously published DCERT guidance.
Effective immediately, DCERT records are only required for 10-month school age private placements. Private Excess Cost Aid will not be paid for a 10-month school age private placement until a DCERT record is submitted through the STAC online system. The 2016 Revised DCERT Guidance Document can be found on the STAC website.
Immediate action by the school district may be required to receive full reimbursement for all eligible school age private placements for the 2014-15 and 2015-16 school years (both 2-month and 10-month). School districts should review their 2014-15 and 2015-16 DCERT records and approval/verification records (both 2-month and 10-month) and make any necessary additions/revisions in accordance with their students' IEPs.
2015-16 GEN (Local Share Deduct) Report Backup
Below is a link to the detailed letter regarding the 2015-16 GEN report backup. The 2015-16 GEN report is based on the 2014-15 STAC student detail found on the DQCDI STAC online screen.
2016-17 Reapplication Reminder
The 2016-17 reapplications will be available to the field by mid April 2016. More information will be available regarding the 2016-17 reapplications at that time.
2016-17 Program Dates
Beginning April 1, 2016, special education providers, school districts (including special act districts), and BOCES providers should use their assigned STAC Usercodes to access their program information online and, if necessary, correct their 2016-17 program dates by June 17, 2016.
Below are links to the memorandum and instruction guide regarding the 2016-17 Program Service Dates.
Recent 4408 July and August payments have been made. Child specific payment reports will be mailed by March 25th and are also available on the DQPAY screen. By selecting the proper school year, fund, payment number and service type, child specific information will be displayed on DQPAY. See the link below for specific payment information.
2016-17 Reapplication Reminder
The 2016-17 reapplications will be available to the field by late March 2016. In order for districts to fully utilize this reapplication process, the STAC Unit encourages districts to review all 2015-16 service approvals currently on the STAC online system. If necessary, districts should add any outstanding 2015-16 service approvals as soon as possible.
Reminder-STAC Online Verification Deadlines for Upcoming 2016 Payments
Please verify all 4408 summer education/maintenance approvals, including those approvals which currently have a $0.00 education rate. Once education/maintenance approvals have been verified (including those with $0.00 education rates), then verify the corresponding transportation costs. Verify all 4201 transportation costs at this time as well.
Please check the Gold Star report to see your verification status as of 02/01/16. All summer 4408 and 4201 education/maintenance and transportation approvals should be verified by no later than deadlines listed in the Verification Deadlines chart to be included in the upcoming 4408 and 4201 payments.
Online Verification for 2014-15 ten-month High Cost Public In-District, Other District, and BOCES placements
The online verification screen (DVPUB) is now open for verification for all 2014-15 ten-month High Cost Public In-District, Other District, and BOCES placements. Verification should be completed by March 15, 2016. See links below to memo and additional DVPUB information:
4201 – 4 mo. Online Verification for State-supported School Placements
To receive tuition reimbursement for the September - December 2015 period, school districts must verify STAC records for students enrolled at §4201 State-supported schools using the DVSSY screen on the STAC Online System. Online verification must be completed by June 1, 2016 to receive reimbursement during the current school year.
Click here for a list of the eleven State-supported schools across the State of New York. This verification process does not apply to the two State-operated schools located in Rome and Batavia.
Instructions for verification using the DVSSY screen are available on the STAC unit website: State-supported Placement Online Verification Guide.
Should you need any further information, please contact Paula Cooper of the STAC and Medicaid Unit at: email@example.com or 518-486-1979.
To be included in the February Approved Payment Reports, which will be paid prior to the end of March 2016, please verify online the following education/maintenance and/or transportation reimbursement approvals as per the chart below.