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 an FTP server and have the files processed electronically rather than sending paper. 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) Setting up a folder on STAC's FTP Site.

First, in order to create a folder on SED's FTP site for your county, school district or RIC, fill out this form and fax it to the STAC unit:

Request form for access to STAC's FTP site pdf 9 kb

2) Creating a Valid Mainframe USERID.

This is referring to the USERID on the STAC-1/3 and STAC-5/5A layouts (Look at the above menu bar under Electronic Data Transfer Options/Sending STAC-1s Electronically/File Description for All Electronic STAC Submittals - and see the field SRV-TR-USERID. Visually impaired users please use the commensurate text link for "Electronic Data Transfer Options" at the bottom of this page.). This also is the same USERID used to sign into the EFRT Online system. It should not be confused with either the FTP USER-ID or the PKZIP Password!

All submissions for STAC-1/STAC-3, STAC-5/STAC-5A will require a valid "USERID" on the STAC system. This "USERID" is stored on STAC's database and must be included on every record sent to us via the FTP process. This USERID can also be used for viewing submissions online (See STAC Online System on the above menu bar or visually impaired users please use the commensurate text link for "STAC Online System" at the bottom of this page). Fill out the "Request form" at the link below and fax it into STAC to establish one or more USERIDs for your entity:

Request form for access to STAC data

3) What happens after you have sent in the forms?

Once the above forms have been processed and a STAC FTP Site folder has been established for you, you will be notified by by e-mail or phone telling you of your UserID and password. 

If you have questions, please contact the STAC Unit at OMSSTAC@mail.nysed.gov.

4) Overview of how the FTP process works.

Click below to view a document explaining access to the FTP site, password maintenance and file naming conventions

STAC FTP-Site Protocol For External Users

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 sites have difficulty FTPing into FTP.STAC.NYSED.GOV. The document below attempts to help you resolve these problems.

Potential FTP problems

Last Updated: June 9, 2009