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.
On Friday May 17, the EFRT Presentation Client for the STAC Online System was updated by the New York State Education Department. As part of this update, the client was moved to a new server with a different IP address.
Some districts, counties and providers are now receiving an Error 904 when they try to log into the EFRT client. This is because the end user initially set up the EFRT firewall exception for the IP address rather than the web address.
If you are trying to log onto EFRT and are receiving this error, please follow the Error 904
instructions at the following link:
STAC Online System - Problems & Solutions Using the STAC GUI Screens
Counties were recently sent a reminder of the annual process of collecting preschool signature authorizations from their school districts. District signature authorizations allow the county to electronically transmit preschool information to the STAC, Special Aids and Medicaid Unit. The letter to Authorized Municipality Representatives and a sample signature authorization are available on the Preschool Correspondence page.
STAC Online EFRT system maintenance work-Maintenance work will be done on the STAC Online EFRT system on Friday, May 17th from 8 a.m. to 10 a.m. The STAC Online EFRT system will not be available during this time. Thank you for your cooperation.
Gold Star - Online Verification Status Report
(Updated May 2, 2013 -- Next Update June 4, 2013)
Below is a link to the memorandum regarding upcoming June 30, 2013 STAC Deadlines.This memo is being mailed to the districts this week.
June 30, 2013 STAC Deadline Memo (61 kb)
In October, the STAC, Special Aids and Medicaid Unit issued STAC Usercode verification reports to all SED-approved education providers with active STAC Online System Usercodes. A Usercode identifies a specific individual who has been granted access to view approvals and change program dates. The executive director of each provider was required to review and verify users authorized to view approvals and change program dates.
At that time, providers were cautioned that if they did not return the verification reports in a timely fashion, access for unverified accounts would be suspended. The STAC Unit has begun suspending access to providers that did not submit verification reports.
If access is suspended for any valid Usercodes associated with your organization, please contact the STAC Unit to request a new copy of your organization's verification report. Once we receive a completed verification report, access to the accounts marked valid will be restored.
Below are links to the memorandum and instruction guide regarding the 2013-14 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 14, 2013.
You can now receive notification of announcements, updates and news from the STAC and Special Aids Unit via electronic mail by signing up for any or all of our three new ListServs:
Preschool - ListServ Registration Instructions
School Age - ListServ Registration Instructions
Provider NEW! - ListServ Registration Instructions
To expedite the processing of requests for additions to drop down menus 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 Diana Kaplan at 518-402-5047 for processing within one business day.
Request for Addition to Drop Down Menu Form (329 kb)
Below is a link to the memorandum regarding 2010-11 and/or 2011-12 CRP Approved Payment Reports (APRs), which were mailed the week of February 28, 2013.
Funding for the 2012 July & August Section 4408 Education and Maintenance will be released in March. In order to receive this funding, please process online verifications for the 2012 Summer Education and Maintenance (4408) using the DVSUM screen by 03/01/13. Please use the DQSBO screen to determine your district's 4408 verification status.
Immediate Attention Requested: For those districts that are responsible for running an Incarcerated Youth (IY) Program in their County, please go to the DVINC screen and confirm that all 2012-13 IY approvals have been verified. Please have all 2012-13 IY approvals verified by Tuesday, February 19, 2013. Payment will be made on districts' 2012-13 verified IY approvals by the end of February.
Approved Payment Reports (APRs) can now be viewed on the STAC Online System using the DQPAY screen. The DQPAY screen is currently available to STAC Online users with AVL VIEW and AVL VERIFY user rights. Paper versions of the current APRs are being mailed this week.
The STAC-202 (Designation of School District of Attendance for Children in Temporary Housing) form has been updated. The new version can be filled out digitally and then printed and signed for submission.
STAC-202 Homeless Designation (93 kb)
Reminder-Incarcerated Youth (IY) Online STAC Verification for the 1st payment cycle of the 2012-13 program year is due by 2/15/13. Use the DVINC screen to verify students and enter the estimated 12-month Program Cost and Administrative Cost for 7/1/12 - 6/30/13. The 1st payment covers 7/1/12 - 11/30/12.
The Summer 4408 Related Services On-Line Verification Screen (DVSRL) is now available for summer 2009 and summer 2010.
Summer 4408 Related Services Transportation On-Line Verification Screen (DVST2) is also now available for the summers of 2009 and 2010.
Each county has been mailed the "Statement of County Administrative Costs Incurred Under Section 4410 of the Education Law" to report costs for the July 1, 2011 through June 30, 2012 period. This form must be completed and submitted to the STAC, Special Aids and Medicaid Unit by March 6, 2013. An electronic copy is available below as well as on the Preschool Correspondence page.
2011-12 County Administrative Cost Letter (81 kb)
Below is a link to our Chapter 348 Nonresident and Runaway Homeless page. Please use this link to view recent memos regarding Homeless STAC processing.
Chapter 348 Nonresident and Runaway Homeless
Below is a link to the memorandum and instructions regarding the 2011-12 Automated Verification Listing (AVL) #1 for Chapter 47, 66 and 721 programs which is being mailed to NYS districts this week. NOTE: Please return your completed AVL by February 13, 2013.
Below is a link to SED's Application Procedures For Summer 2013 Special Education Programs (Extended School Year July/August)
The latest revision of the School Age STAC-1 form is now available for download from the STAC Website.
School Age STAC-1 (120 kb)
The STAC-200 (Notice of Other State Agency Placement of Children with Handicapping Conditions) five-part forms, previously only available by mail, are now available for download as PDF forms from the STAC Website. Hard copies are still available upon request.
OPWDD STAC-200 (153 kb)
OCFS & OMH STAC-200 (207 kb)
Funding for the July & August Section 4408 and 4201 Programs may be released soon. In order to receive aid in the current State fiscal year (ending 3/31/13), please process online verifications for the following programs by 01/23/13:
2011 (and prior) Summer Education and Maintenance (4408) using the DVSUM screen
2011 (and prior) Summer Transportation (4408) using the DVSTR screen
2011 (and prior) Summer Transportation (4201) using the DVST3 screen
Check the Gold Star chart (last updated on 1/4/13) to determine your district's 4408 verification status.
NOTE: at this time, the online system is closed to verification of Summer Related Services.
Notice to counties regarding closeout of 2009-10 Preschool Claims has been posted on the STAC Unit Preschool Policy page.
Closeout of 2009-10 Preschool Claims per the Statute of Limitations (70 kb)
Administrative Cost Listings (ACL) reporting CPSE costs for 2010-11 have now been mailed to school business officials. Districts should submit ACLs to the appropriate county within 30 days of receipt. County fiscal officers have been sent similar Automated Voucher Listing (AVL) reports to submit for reimbursement of CPSE costs paid to districts.
2010-11 CPSE Excess Administrative Cost Letter to Counties (69 kb)
2010-11 CPSE Excess Administrative Cost Letter to Districts (65 kb)
Below is a link to the memorandum regarding 2011-12 High Cost STAC-3 Amendment Report (HCSAR) #1 for Non-BOCES Placement Public Students which is being mailed to NYS districts, except for NYC and districts in Westchester, Suffolk and Nassau counties. Reports for these districts will be mailed the week of November 12, 2012.
Summer 4408 Related Services On-Line Verification Screen (DVSRL) is now available for summer of 2008 only.
This has a short-term verification deadline: November 30, 2012
2008 Summer 9015 Education Verification Letter (23 kb)
2008 Summer 9015 Education Verification Instructions (12 kb)
Summer 4408 Related Services Transportation On-Line Verification Screen (DVST2) is now available
for summer of 2008 only.
This has a short-term verification deadline: November 30, 2012
2008 Summer 9015 Transportation Verification Letter (22 kb)
2008 Summer 9015 Transportation Verification Instructions (10 kb)
The form to request a User ID and password for the STAC Online system has been updated. You are now able to enter information on the form directly before printing. A dated ink signature from the superintendent, program director, or municipality representative is still required for processing.
Request for Access Form (44 kb)
Chapter 47 and 721 Summer Transportation Aid On-Line Verification Screen (DVSTC) is now available starting from summer of 2008.
Summer Chapter Transportation Verification Letter (51 kb)
Summer Chapter Transportation Verification Instructions (11 kb)
New 20-12 ST-3 Annual Financial Report Account Codes and Entries for Reporting 2011-12 School Year Section 4201 State Supported School Tuition Expenditures and June 2012 Aid Reimbursement for 4-month period from 9/1/11 - 12/31/11.
4201 APR#1 2011-12 Letter (52 kb)