Guidelines for submitting Pre-School Center Based (4410) approvals electronically

02/22/22

The file Service-Trans, described in the attached file layout, must be used for all data transfer with SED concerning approval of all special education services for students with disabilities. 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 4410 service approvals.

Record Information:

  1. SRV-TR-STAC-ID – Required if you are sending a STAC-1, sending a STAC-3 amendment, withdrawing a record, or sending a reapplication. This is the six-character unique identification number for all children on the STAC system. If the child has not appeared on the STAC system before, request a new STAC ID via a DKIDS/EFH616 submission prior to submitting the claim in a Service-Trans file.
  2. SRV-TR-YEAR – Required. Two consecutive two digit years. For example, the 2021-22 school year would be represented by 2122.
  3. SRV-TR-REC-NO – Required for STAC-3 amendments, withdraws. (Optional for reapplications). This two digit field uniquely identifies the child’s service.

Student Information:

  1. 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.
  2. 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.
  3. SRV-TR-MI – Optional. Child’s middle initial. If entered, must be an alpha character.
  4. SRV-TR-DOB – Required. Child’s date of birth in CCYYMMDD format. For example a student born on 07/04/2013 would be reported as 20130704.
  5. SRV-TR-SEX – Required. Student's gender identity.
    Value Description
    F Female
    M Male
    X Non-Binary
  6. SRV-TR-RAC-ETH – Required. Racial-Ethnic indicator
    Value Description
    A American Native
    B Black
    A Asian
    H Hispanic
    C Caucasian
    U Unknown

Aide Percentage:

  1. SRV-TR-AID-PCT – Optional. Aide Percentage. If the CSE has recommended a 1:1 aide for the student, enter the percentage of the student's education that that the 1:1 aide is working with the student. Same calculation as the Student-Specific Aide Calculation Worksheet. SRV-TR-AID-PCT must be either three blank spaces or right-adjusted with leading spaces (not leading zeroes) and integer occupying 1, 2, or 3 characters. If not all spaces, integer must be greater than or equal to 1 and less than or equal to 100.

New York City Student Identification:

  1. 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.

Placement Information:

  1. SRV-TR-REC-TYPE – 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.
  2. SRV-TR-YN-EVALPROV – Required. Is this the same provider that conducted the most recent evaluation for this student? Value must be Y or N. (CPSE meeting held prior to 04/17/14 may be answered "X" for N/A.)
  3. SRV-TR-HC-COND – Not valid for 4410. Any entry here will be ignored.
  4. SRV-TR-PROG-TYPE – Required. Enter "HSPRE" for Center-Based programs.
  5. SRV-TR-HALF-FULL – Not valid for any 4410 Service. Enter "N".
  6. * SRV-TR-MULT-SRV – Value must be Y or N. Only 2 multiple services allowed per year. Record must have unique SRV-TR-CD-PROV, SRV-TR-CD-PROG, and SRV-TR-CD-STAC  combination. SRV-TR-USERID has to be flagged for Multiple Service submission. Contact OMSSTAC@nysed.gov to have your Usercode flagged for Multiple Service submission.
  7. SRV-TR-CSE - Required. Preschool 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.
  8. SRV-TR-CNTY-PD – Required. County providing services.
  9. SRV-TR-CNTY-FC – Optional. This is the Foster Care County if applicable.
  10. SRV-TR-USERID – Required. This eight character field must be a valid Usercode established with the STAC unit as the user responsible for this record. Most Usercodes are 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 Usercode.
  11. SRV-TR-PS-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.
  12. * SRV-TR-PS-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.
  13. * SRV-TR-PS-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.
  14. * SRV-TR-PS-ED-DT-BEG – Required. Begin date of service in CC, YY, MM, DD order.
  15. * SRV-TR-PS-ED-DT-END – Required. End date of Service in CC, YY, MM, DD order.
  16. * SRV-TR-PS-ED-HRS-PER-DAY – Required for Center Based Services. It must be = to or < the Hrs-Per-Day on the program record.
  17. * SRV-TR-PS-ED-DAYS-PER-WK – Required for Center Based Services. It must be = to or < the Days-Per-Week on the program record.
  18. * 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 (SRV-TR-REC-TYPE = "3")

Last Updated: November 3, 2022