Guidelines for Submitting School Year Chapters Approvals Electronically

NYS Department of Education
02/08/99

The file Service-Trans, described in the attached file layout, must be used for all data transfer with SED concerning approval of all handicapped child services. No particular service will require the use of all the data fields. Below you will find a list of the data fields necessary for SED to process School Year Chapters service approvals.

1) SRV-TR-STAC-ID – Optional if you are sending a STAC-1. Required if you are sending a STAC-3 amendment, a          withdraw or a reapplication. This is the six digit unique identification number for all children on the STAC system. If you are sending a STAC-1 and you know the value of this field for this child, please include it on your transaction. This will save SED from having to match the child by name and DOB. If the child has not appeared on the STAC system before, SED will create a new and unique STAC-ID for the child.

2) SRV-TR-YEAR - Required. Two consecutive two digit years. For example, the 1996-97 school year would be represented by 9697.

3) SRV-TR-REC-NO – Required for STAC-3 amendments, withdraws. (Optional for reapplications). This two digit field uniquely identifies the child’s service.

4) SRV-TR-LNAME - Required. Child’s last name. Last names with imbedded spaces or special characters will be rejected. For example, send O’RILEY as ORILEY. Send VAN SCHAIK as VANSCHAIK. Send JONES-SMITH as JONESSMITH. Do not include any suffixes such as JR. or III.

5) SRV-TR-FNAME - Required. Child’s first name. First names with imbedded spaces or special characters will be rejected. For example, send BILLY BOB as BILLYBOB.

6) SRV-TR-MI - Optional. Child’s middle initial. If entered, must be an alpha character.

7) SRV-TR-DOB - Required. Child’s date of birth in Century (IE 19 until year 2000 when it will be 20), year, month, day order.

8) SRV-TR-SEX - Required. "M" or "F".

9) SRV-TR-RAC-ETH - Required. Racial-Ethnic indicator

A American Native
B Black
A Asian
H Hispanic
C Caucasian
U Unknown

10) SRV-TR-SSN - Optional. Child’s Social Security Number. If the STAC-ID is not included this may be used to match a child to an existing child record on the STAC system.

11) SRV-TR-OUTSIDE-ID - Optional. Child’s unique ID number on your system. Must be left-justified and between 5 and 9 characters in length.We may have the child’s ID from your system on the STAC file. If so, we can use it to match the child’s transaction record to the child’s record on the STAC file.

12) SRV-TR-REC-TYP – Required. For STAC-1s, enter a "1" in this field. For STAC-3 amendments, enter a "3" in this field. For withdraws, enter a "W" in this field. For reapplications, enter an "R" in this field.

13) SRV-TR- CHAP-TYP - Required. This field must = GRP, DEV, ICF or IRA

14) SRV-TR-HC-COND - Required. Child’s handicapping condition or disability.   
AU Autistic
DF Deaf
DB Deaf-Blind
ED Emotional Disability
HH Hard of Hearing
ID Intellectual Disability
LD Learning Disabled
MD Multiply Disabled
OH Other Health Impaired
OI Orthopedically Impaired
SI Speech Impaired
BI Traumatic Brain Injured
VI Vision Impaired
ND Non-Disabled
PD Pre-Schooler with a disability

15) SRV-TR-PROG-TYPE - Required. Enter "HSCHP" for 10-month school year chapter programs. This field is used by SED to determine the type of service.

16) SRV-TR-HALF-FULL - Required. Half time indicator. Enter "Y" if program is Half-Time else enter "N".

17) SRV-TR-CSE - Required. Committee on Special Education. The District code of the committee that placed the child into Service. This code can be found on the Agency Provider Information link below.

18) SRV-TR-CPLGR - Leave this field spaces. SED will fill this in from the child's STAC200 record.

19) * SRV-TR-ICF-IRA. Required. This code can be found on the Agency Provider Information link below.

20) SRV-TR-USERID - Required. This eight character field must be a valid userid established with the STAC unit as the user responsible for this record. UserID is comprised of the first initial of the first name followed by the next seven characters of the last name. The corresponding SRV-TR-CPLGR on this record must match the CPLGR-Code that the STAC unit has recorded for this UserID.

21) SRV-TR-ED-PROV - Required. This is the code for the agency providing education services. This code along with the program code and STAC code define the program. This code can be obtained from the Agency Provider Information link below.

22) SRV-TR-ED-PROG - Required. This is the education program code. This code along with the Agency (Education Provider) code and STAC code define the program. This code can be obtained from the Agency Provider Information link below.

23) SRV-TR-ED-STAC-CD - Required. This the education program STAC code. This code along with the Agency (Education Provider) code and the education program code define the program. This code can be obtained from the Agency Provider Information link below.

24) * SRV-TR-ED-DT-BEG - Required. Begin date of service in CC, YY, MM, DD order.

25) * SRV-TR-ED-DT-END - Required. End date of Service in CC, YY, MM, DD order.

26) SRV-TR-ED-YN-1TO1-AIDE - Must = "N".
For ADDS-- Y/N field indicating whether student received 1:1 aide services.
For AMENDS--field can be changed from N to Y....but field CANNOT be changed from Y to N.

27) * SRV-TR-ED-RATE - Required for Public and Boces placements (providers)

28) * SRV-TR-OTHER-COST. Optional. Not allowed for non-public providers. May not exceed 50,000.

29) * SRV-TR-ADMIN-COST. Optional. May not exceed 5% of (Educ-Cost + SRV-TR-OTHER-COST)

30) * SRV-TR-CSE-COST. Optional. May not exceed $100.

31) * SRV-TR-TRANS-COST - Optional. If entered, this must be a numeric right justified field with the two rightmost digits being the decimal places. Decimal places are required - enter 00 if there are no cents. The decimal point is implied - DO NOT enter a decimal point in this field. For example $12,850.00 would be entered in this field as 01285000. $67,584.12 would be entered as 06758412.

Agency Provider Information Link

* Indicates that the field is amendable (Amendments are indicated by SRV-TR-REC-TYP = "3")

Last Updated: February 16, 2017