NYSED / STAC / Electronic Data Transfer Options / Overview of Electronic Data Transfer Process

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Overview of Electronic Data Transfer Process

This process allows counties, school districts and RICs to send batch STAC-1/STAC-3, STAC-5/STAC-5A, and AVL files to the STAC Unit via the SED File Transfer Manager (SED FTM) and have the files processed automatically overnight as an alternative to submitting evaluations and service approvals individually via the STAC Online (EFRT) System. Summary files for STAC records and 4410 Evaluations are also available. This method greatly increases the speed of processing as well as the accuracy of the submission. This is how the process works:

1. Obtain Authorization for SED FTM Access
   Each county, school district and RIC that utilizes this process has a folder within the SED File Transfer Manager. This folder can be accessed using your browser via the SED FTM web client or via FTP software using the SFTP protocol.
   
   To request access, fill out this form, have it signed by your designated authorizing official, and mail it to the address at the bottom of the form:
   • Authorization Form for Access to the SED File Transfer Manager (FTM) (STAC-603)
2. Obtain a Valid STAC Online System (EFRT) Usercode
   This is referring to the SRV-TR-USERID on the STAC-1/3, STAC-5/5A and DCERT layouts. This also is the same Usercode used to sign into the STAC Online System (EFRT). It should not be confused with the FTP USER-ID!
   
   All submissions for STAC-1/STAC-3, STAC-5/STAC-5A and DCERT will require a valid Usercode on the STAC Online System. This "USERID" is stored on STAC's database and must be included on every record sent to us via the FTP process. This Usercode can also be used for viewing submissions online (See STAC Online System).
   
   Fill out the appropriate form below and send it in to the STAC and Medicaid Unit to establish a Usercode on the STAC Online System:
   • Request Form for Online Access to the STAC Database (Employees)
   • Request Form for Online Access to the STAC Database (Consultants)
3. Register for an SED File Transfer Manager (FTM) secure FTP account
   Once the above forms have been processed, you will receive a system-generated invitation by e-mail with a link to register for an SED File Transfer Manager (FTM) account associated with your agency's folder on the secure FTP server.
   
   After registering for an account, please wait for a system-generated approval message before attempting to log in. The approval message will generally go to your email inbox within 1-2 business days of registering.
   
   If you have questions, please contact the STAC Unit at OMSSTAC@mail.nysed.gov.
4. Overview of how the FTP process works
   The first link below explains access to the FTP site, password maintenance and file naming conventions. The second link allows you to view a document explaining the basic functions of the SED FTM web client:
   
   • STAC FTP-Site Protocol For External Users
   • SED File Transfer Manager (FTM) Web User Guide
5. What are Signed Fields?
   This electronic process uses a file with "mainframe" properties. Among the peculiarities of mainframe files are "signed" fields. Signed fields are the mainframes method of indicating whether or not a field is positive or negative. Click below for an explanation of how this works:
   Signed fields explained
6. FTP Problems
   Occasionally you might have difficulty connecting to the SED File Transfer Manager using the SFTP protocol. If you do, please contact OMSSTAC@nysed.gov for assistance.

Last Updated: November 3, 2022