Welcome to the STAC and Special Aids Unit

STAC and Special Aids 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. 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.

Latest News


04-09-2014
Below are links to the memorandum and instruction guide regarding the 2014-15 Program Service Dates. Providers must use their assigned STAC Usercode to access their program information online and, if necessary, correct their program dates by June 13, 2014.

Memo and Guide


04-09-2014
Online Verification Deadline for State-supported School Placements
Starting with the September - December 2013 period, school districts must verify STAC records for students enrolled at §4201 State-supported schools using the new DVSSY screen on the STAC Online System. Online verification must be completed by June 1, 2014 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 new verification process does not apply to the two State-operated schools located in Rome and Batavia. Instructions for verification using the new DVSSY screen are available at the link below:
State-supported Placement Online Verification Guide

If you have any questions, please contact Adam Lenhardt in the STAC Unit.


04-08-2014
New Preschool STAC-1 form
The Preschool STAC-1 form has been revised to include written notice on whether the CPSE recommended service provider for special class, special class in an integrated setting or special education itinerant services is the same provider that conducted the most recent evaluation for the student.
Preschool STAC-1 PDF Document (94 kb)

Updates to the STAC Online System and FTP file layout for electronic submission are in development and will be available shortly.

At their March 2014 meeting, the Board of Regents approved, through emergency action, an amendment to sections 200.16(c) and 200.20(b) of the Regulations of the Commissioner of Education to conform to section 4410 of Education Law, as amended by Chapter 545 of the Laws of 2013. More information on the amendment is available here.

While these regulations become effective April 17, 2014, they are also available for public comment prior to permanent adoption. Information on submitting public comment can be found here.


04-02-2014
Gold Star - Online Verification Status Report
(Updated April 2, 2014 -- Next Update May 5, 2014)


03-31-2014
Closeout of 2010-11 Preschool Claims
Counties are reminded that the final Automated Verification Listings (AVLs) for claiming of approved 2010-11 preschool service and evaluations will be issued in mid-May. This will allow time for counties to process and submit reimbursement requests by the statutory deadline of June 30, 2014. Approval requests should be submitted to the STAC Unit as soon as possible.
Closeout of 2010-11 Preschool Claims per the Statute of Limitations PDF
		  Document (67 kb)


03-17-2014

2014-15 Private Placement Certification Screen (DCERT) is now open for processing.

Reminders:  A certification must be completed on an annual basis for ALL school age private placements (both 2-month and 10-month). One annual certification covers BOTH summer (2-month) and school year (10-month) private placements if the placement type remains the same for both periods.  Unlike 2013-14 summer STAC processing, certifications (DCERTs) are now required for all summer private placements.

Below is a link to the Field Advisory Memorandum from the Office of Special Education:

Private Placement Certification Field Advisory Memo

Below is a link to the updated "Guide to Online Entry of Private Placement Certifications":

Private Placement Certification Guide


03-12-2014
The 2014-15 schedule for Preschool 4410 AVLs (Automated Voucher Listings) has been posted on the Preschool AVL page.
AVL Schedule April 2014 - March 2015 PDF
		  Document (26 kb)


03-12-2014
Summer 4408, Summer Chapter, & Homeless APRs-Student Detail  

Summer 4408, Summer Chapter, and Homeless Approved Payment Reports (APR) with Student Detail are now available on the STAC Online DQPAY screen.  Please reference the pay period(s) as indicated on the table below.  If no information appears for a specified pay number, your district did not receive payment for that period.  The paper APRs will be mailed shortly. Please note, the STAC Unit is not certain if there will be enough money at this time for a 2013 4408 Summer transportation payment.  If this payment is run, the percent will be 56% or less.

4408 Summer, Summer Chapter, and Homeless DQPAY Table


02-26-2014

2014-15 Reapplication Reminder

The 2014-15 reapplications will be available to the field by mid to late March 2014. In order for districts to fully utilize this reapplication process, the STAC Unit encourages districts to review all 2013-14 service approvals currently on the STAC online system. If necessary, districts should add any outstanding 2013-14 service approvals as soon as possible.


02-18-2014
Second Online Verification Reminder- To be included in the February Approved Payment Reports, which will be paid prior to the end of March 2014, please verify online the following education/maintenance and transportation reimbursement approvals as soon as possible:   Type                   Year            Verification Screen Name
                                              Educ/Main         Trans  

4408 Summer     2012-13      DVSUM              DVSTR
4408 Summer     2013-14      DVSUM              DVSTR  

4201 Summer     2012-13                               DVST3
4201 Summer     2013-14                               DVST3  


01-31-2014
The 2011-12 SY Reconciliation Per Pupil Charges and 2013-14 SY Prospective Per Pupil Charges for students enrolled at the §4201 State-Supported Schools have been posted.
Per Pupil Tuition Charges of the §4201 State-Supported Schools


01-27-2014

Attention-School District Homeless Liaisons

New Homeless Eligibility (DQHOM) screen-The DQHOM screen replaces the Homeless Eligibility reports that were mailed by the STAC Unit to Designated Districts of Attendance several times a year. The DQHOM screen will assist Designated Districts of Attendance in identifying those students who may be eligible for Homeless reimbursement and may need to be STACed on the DSHOM-"Non-Resident Homeless Approval" screen.  

Designated Districts of Attendance can "inquire" on a selected school year to determine which students are eligible for Homeless reimbursement. This screen will then display for the Designated District of Attendance a listing of all students who are eligible for Homeless reimbursement for any part of the selected year and those students who have an open 202 from the prior year.


01-23-2014
Online Verification Reminder- To be included in the February Approved Payment Reports, which will be paid prior to the end of March 2014, please verify online the following education/maintenance and transportation reimbursement approvals by February 3, 2014:   Type                  Year            Verification Screen Name
                                            Educ/Main             Trans  

4408 Summer     2010-11       DVSUM               DVSTR
4408 Summer     2011-12       DVSUM               DVSTR
4408 Summer     2012-13       DVSUM               DVSTR
4408 Summer     2013-14       DVSUM               DVSTR  

4201 Summer     2010-11                                 DVST3
4201 Summer     2011-12                                 DVST3
4201 Summer     2012-13                                 DVST3
4201 Summer     2013-14                                 DVST3  

Homeless            2012-13       DVHOM      

Incarcerated
Youth                  2013-14       DVINC  


01-21-2014
Issues Getting onto EFRT with Java 7 update 51
The most recent version of the JAVA Plug-In automatically assumes that untrusted applications should be blocked. Your security settings for Java might need to be updated in order to access EFRT with Java 7u51.

If you are trying to log onto EFRT and are receiving security error(s) after upgrading your Java, please follow the instructions in the PDF linked below:
STAC Online System - EFRT Troubleshooting #8: Java 7u51 blocks EFRT from Running


01-21-2014

School Age Summer Related Services Verification- Beginning with the summer of 2012-13, districts will be required to enter the cost of operating their 9015 summer related services programs. This operating cost should be entered in the box labeled "District-Operated 9015 Program-Education Costs Only" located on the Summer Related Services Verification Screen (DVSRL).  

To determine this cost, districts should include the salaries and fringe benefits for in-district teachers and related service providers plus the invoiced cost for outside contractors.  These costs may only be claimed for the lesser of actual services provided or the level of services (group/individual) stipulated on the IEP. 

Costs are to be included for the following district approved programs:
   9015 A Related Services Only
   9015 B Specially Designed Instruction
   9015 C Specially Designed Instruction with Related Services
   9015 D Home/Hospital Instruction  

The following costs are not allowed and CANNOT be included in the district's calculations:  overhead expenses; equipment costs; and 1:1 aide costs. 

Aid payments will not be completed for summers 2012-13 or subsequent summers until the STAC Unit's reconciliation has been completed and the operating costs have been entered by the districts on the DVSRL screen.

The STAC Unit is currently reviewing the claims for the 9015 programs for summers of 2010-11 and 2011-12.  Although not mandatory, to expedite review and payment for these two summers, the STAC Unit encourages districts to enter the "District-Operated 9015 Program-Education Costs Only" for the summers of 2010-11 and 2011-12 as well.


01-17-2014

The STAC Unit has made a recent update to the Private Placement Certification screen
(DCERT). The newly added field is "Change of CSE Responsibility". This field is only to be
used when a student transfers into a district and continues with the same educational
provider. The date entered in this field becomes the effective date of the certification.
This "Change of CSE Responsibility" field allows the districts time to hold their CSE
meetings and complete their DCERTS in a timely fashion without adversely impacting
reimbursement.


01-03-2014
Notice to counties regarding closeout of 2010-11 Preschool Claims has been posted on the STAC Unit Preschool Policy page.
Closeout of 2010-11 Preschool Claims per the Statute of Limitations PDF Document (67 kb)


12-06-2013
The Office of Mental Health (OMH) version of form STAC-200 (Notice of Other Agency Placements for Children with Disabilities) has been updated. Please use this version for all future submissions. The new version can be filled out digitally and then printed and signed for submission. Entering text in a field on any copy of the form will automatically update the equivalent field on the other four copies. The new version is available from the Forms page of the STAC website.

As a reminder, Office of Children and Family Services (OCFS) placements should instead use form DSS-3424 (School District Notification of Financial Responsibility for Educationally Handicapped Foster Child Placed in a Child Care Institution).
OMH STAC-200 PDF Document (121 kb)


12-04-2013
Gold Star - Online Verification Status Report
(Updated December 3, 2013 -- Next Update January 3, 2014)


11-13-2013

CPSE 2011-12 Administrative Costs

Districts were notified in a letter dated November 1st of preliminary estimates for 2011-12 Committee on Preschool Special Education (CPSE) costs approved for reimbursement. Please note that revisions for reported costs must be submitted by November 27, 2013 to the STAC Unit to be included in the final cost listing to be issued in December.

A corrected letter with this deadline has been sent this week to the State Aid contact for each school district. Please contact Jim DeMeo at 518-474-7116 or JDEMEO@mail.nysed,gov for further information, or to request hard copy forms for submission of revised CPSE administrative costs.


11-13-2013

Reminder Notice-Private Placement Certification Process

On July 31, 2013 the STAC unit released the 2013-14 Certification Process (DCERT) for all Private Placements.  This certification process replaces the DOSES process. Please review your 2013-14 Private Placement students.  Beginning with Summer of 2013-14, all summer and 10-month Private Placements now require a certification prior to getting the approval on the STAC online system.

In order to obtain a timely determination of approval for state reimbursement, the certification must have a certification date not later than six business days of the student’s start date. As of December 1, 2013 this six business day window will be strictly enforced.  If the district fails to submit/process a timely certification, State reimbursement shall commence on the date that the certification is processed on the STAC online system.

Below is a link to the Field Advisory Memorandum from the Office of Special Education:
Private Placement Certification Field Advisory Memo

Below is a link to the "Guide to Online Entry of Private Placement Certifications":
Private Placement Certification Guide

Please contact Anne Wolfgang or Maureen McCarthy if you have any questions about the certification process.


11-04-2013
Gold Star - Online Verification Status Report
(Updated November 1, 2013 -- Next Update December 4, 2013)


10-28-2013
To expedite the processing of requests for program date changes on the STAC Online System, a new form has been introduced. The new form can be filled out digitally and then printed and faxed to the STAC Unit at 518-402-5047 for processing, generally within one business day.
Request for EFRT Program Date Changes Form PDF Document (345 kb)


10-17-2013
SercurityException Error as Result of JAVA Update
The most recent version of the JAVA Plug-In automatically assumes that potentially unsafe components should be blocked. As a result, the most recent version of JAVA is not compatible with the EFRT Presentation Client.

Some districts, counties and providers are now receiving a SecurityException error when they try to log into the EFRT client. This is triggered by the latest version of JAVA.

If you are trying to log onto EFRT and are receiving this error, please follow the SecurityException instructions at the bottom of the following link:
STAC Online System - Problems & Solutions Using the STAC GUI Screens


10-01-2013
A field memo clarifying when a school district can receive additional state aid for the cost of educating a student in temporary housing has been posted on our Chapter 348 Nonresident and Runaway Homeless page.

NYSED Homeless Guidance for Permanent Placements/McKinney-Vento Eligible Students and Tuition Reimbursement PDF Document (135 kb)


09-09-2013

Private Placement Certification reminder (DCERT)

Now that the 2013-14 school year has begun, please remember to process all 2013-14 district Private Placement certifications on the DCERT screen. 

As per the July 2013 SPECIAL EDUCATION OFFICE’S FIELD ADVISORY regarding State Reimbursement for Placement of Students with Disabilities in Approved Private School In-State and Out-of-State Day and Residential School Placements(Private Placement Certification Field Advisory Memo):

“In order to obtain a timely determination of approval of State reimbursement, the preapproval Certification must have a “Certification Date” stamp not later than six business days of the student’s start date in the program.  If the school district fails to submit a timely application, State reimbursement will commence on the “Certification Date” as determined by NYSED’s STAC Online System.  NYSED will no longer back date approvals so it is imperative that school districts ensure that the certification forms for each student are processed in a timely manner.”


08-12-2013

Selected STAC Online Verification Deadline Extension-extended through 09-15-2013

Below is the link to a memorandum regarding Selected STAC Online Verification Extensions

Verification Deadline Extension Memo


07-31-2013

2013-14 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).

A Private Placement Certification pre- approval will be required for all Private 2 and 10-month STAC reimbursements. This Private Placement Certification process replaces the DOSES pre-approval process.

NOTE: Due to the timing of the release of this revised process, Private Placement Certification Pre-approvals will not be required for Summer 2013 Private STAC reimbursement approvals.


07-31-2013

Private Placement Certification Process

Below is a link to the Field Advisory Memorandum from the Office of Special Education:

Private Placement Certification Field Advisory Memo

Below is a link to the "Guide to Online Entry of Private Placement Certifications":

Private Placement Certification Guide


06-11-2013
The Summer 4408 Related Services On-Line Verification Screen (DVSRL) is now available for summer 2011 and summer 2012.

Summer 4408 Related Services Transportation On-Line Verification Screen (DVST2) is also now available for the summers of 2011 and 2012.


06-05-2013
New process for resolving child identification issues on files submitted via FTP
Some counties submit batch service and eval files via FTP. When the STAC Unit receives a file for processing, there are sometimes certain issues related to child identification that must be resolved before further processing of the file can proceed. In June 2013, the STAC Unit instituted a new more secure process for counties to resolve these issues. The page linked below has instructions and a quick reference chart for this new process:

Resolving Child Identification Issues by Excel Spreadsheet


06-04-2013
UPCOMING JUNE 30, 2013 STAC DEADLINES

Below is a link to the memorandum regarding upcoming June 30, 2013 STAC Deadlines.  June 30, 2013 STAC Deadline Memo PDF Document (61 kb)


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Last Updated: April 9, 2014