Guidelines for submitting 4410 SEIT approvals electronically

NYS Department of Education

05/22/14

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 beginning with the 1996-97 school year. 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 SEIT 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. The child’s age must be valid for rules of 4410 programs.
  8. SRV-TR-SEX - Required. "M" or "F".
  9. SRV-TR-RAC-ETH - Required. Racial-Ethnic indicator.
    Code Description
    H Hispanic or Latino
    I American Indian or Alaskan Native
    A Asian or Pacific Islander
    B Black or African American
    C White
    U Two or more Races
    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-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.)
  14. SRV-TR-HC-COND - Not valid for 4410. Any entry here will be ignored.
  15. SRV-TR-PROG-TYPE - Required. Enter "HSSEI" for SEIT programs.
  16. SRV-TR-HALF-FULL - Not valid for any 4410 Service. Enter "N".
  17. * 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 services. Contact Robert Wojtkiewicz (Robert.Wojtkiewicz@nysed.gov) or Sheila Costa (Sheila.Costa@nysed.gov) to have your UserID flagged for Multiple Service submission.
  18. 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.
  19. SRV-TR-CNTY-PD - Required. County providing services.
  20. SRV-TR-CNTY-FC - Optional. This is the Foster Care County if applicable.
  21. * 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.
  22. 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. 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-CNTY-PD on this record must match the County-Code that the STAC unit has recorded for this UserID.
  23. SRV-TR-PS-ED-PROV - Optional. Enter only if SEIT Education is desired. 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.
  24. SRV-TR-PS-ED-PROG - Optional. Enter only if SEIT Education is desired. 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.
  25. SRV-TR-PS-ED-STAC-CD - Optional. Enter only if SEIT Education is desired. This the education program STAC code. This code along with the Agency (Education Provider) code and the education program code define the program. This can be obtained from the Agency Provider Information page.
  26. * SRV-TR-PS-ED-GRP-SIZE. - Optional. Enter only if SEIT Education is desired. If entered, must be 1 thru 9.
  27. * SRV-TR-PS-ED-SESSIONS - Optional. Enter only if SEIT Education is desired. IF entered, must be > 0 but cannot exceed 2800.
  28. * SRV-TR-PS-ED-DT-BEG - Optional. Enter only if SEIT Education is desired. Begin date of service in CC, YY, MM, DD order.
  29. * SRV-TR-PS-ED-DT-END - Optional. Enter only if SEIT Education is desired. End date of Service in CC, YY, MM, DD order.

    Related Service data

  30. SRV-TR-PS-RS-PROV - Required for Adding or Changing a Service line. This is the code for the agency providing related 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.
  31. SRV-TR-PS-RS-PROG - Required for Adding or Changing a Service line. This is the related service program code. This code along with the Agency (Related Service Provider) code and STAC code define the program. This code can be obtained from the Agency Provider Information link below.
  32. SRV-TR-PS-RS-STAC-CD - Required for Adding or Changing a Service line. This is the related service program STAC code. This code along with the Agency (Related Service Provider) code and the related service program code define the program. This code can be obtained from the Agency Provider Information link below.

    The following eight fields occur five times on the attached file layout. You must fill in at least
    one occurrence and may use up to all four. If you are sending in an amendment, you need only
    Include those Related service lines that are being amended.

  33. SRV-TR-PS-RS-ACT - Required for Adding or Changing a Service line. If you are Adding a new Service Line, enter "A" in this field. If you are changing an existing Service line, enter a "C" in this field. If no action is to be taken on the Service-Line, leave this field blank.
  34. SRV-TR-PS-RS-TYP-SERV - Required for Related Service lines being added or changed. Must = AID, AUD, AST, COR, CSL, INT, MUS, OM, OT, OT1, OTA, OTH, PLA, PNT, PT, PT1, PTA, SOC, ST, ST1, TDF, or TVI.
    Code Description
    AID Teacher Aide
    AST Assistive Technology Services
    AUD Audiology
    COR Coordination
    CSL Counseling
    HLT School Health Services/Nurse
    INT Interpreter
    MUS Music Therapy
    OM Orientation & Mobility
    OT Occupational Therapy Individual
    OT1 Occupational Therapy Group
    OTA Occupational Therapy Assistant
    OTH Other
    PLA Play Therapy
    PNT Parent Counseling & Training
    PSY Psychological
    PT Physical Therapy Individual
    PT1 Physical Therapy Group
    PTA Physical Therapy Assistant
    SOC Social Work
    ST Speech Therapy Individual
    ST1 Speech Therapy Group
    TDF Teacher for the Deaf
    TVI Teacher for Visually Impaired
    NOTE: If Type = COR, then there must be at least 2 other Related Service lines. The Coordination Dates must fit within the intersection dates of the other Related Service lines. Only one Coordination Line is allowed per service. One coordination unit is allowed per month where the coordination dates have at least one day that do not overlap SEIT Education.
  35. * SRV-TR-PS-RS-GRP-SIZE - Required for Related Service lines being added or changed. Must be 1 thru 9.
  36. * SRV-TR-PS-RS-GRP-SESSIONS - Required for Related Service lines being added or changed. Must be > 0 but cannot exceed 2800. For SRV-TR-PS-RS-TYP-SERV="COR", one unit is allowed per month where SEIT-EDUC does not take up the entire month.
  37. * SRV-TR-PS-RS-GRP-RATE - Required for Related Service lines being added or changed. The rate must be a valid numeric value > 0. The actual rate-per-diem that will used will the lesser of the rate you send us and the rate on SED’s Provider-File.
  38. * SRV-TR-PS-RS-DT-BEG - Required for Related-Service lines being added or changed. Begin date of service in CC, YY, MM, DD order.
  39. * SRV-TR-PS-RS-DT-END - Required for Related-Service lines being added or changed. End date of Service in CC, YY, MM, DD order.
  40. SRV-TR-PS-RS-COST - You will enter 0 in this field. When an approved STAC-3 record is returned to you, we will return the Cost in this field.

 Agency Provider Information Link

* Indicates that the field is amendable (SRV-TR-REC-TYPE = "3")

Last Updated: September 15, 2017