Guidelines for submitting Private In State (4402) approvals electronically

NYS Department of Education

10/08/98 

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 Private 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.

        I    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-HC-COND - Required. Child’s handicapping condition or disability.                                          
AUAutistic DF Deaf
DBDeaf-Blind
EDEmotional Disability
HHHard of Hearing
IDIntellectual Disability
LDLearning Disabled
MDMultiply Disabled
OHOther Health Impaired
OIOrthopedically Impaired
SISpeech Impaired
BITraumatic Brain Injured
VIVision Impaired
NDNon-Disabled
PDPre-Schooler with a disability

14) SRV-TR-PROG-TYPE - Required. Enter "HSPRV" for private programs. This field is used by SED to determine the type of service.

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

16) 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 STAC-Agency file.

17) SRV-TR-CPLGR - Required. District of Residence. This code can be found on the STAC-Agency file.

18) SRV-TR-AGY-PD - Required. This is the district receiving the reimbursement from SED. This code must = SRV-TR-CSE or SRV-TR-CPLGR.

19) SRV-TR-CNTY-PD – Required. This is also known as the County-Of-Residence.

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 =  an ‘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-MA-PROV - Optional. This is the code for the agency providing maintenance services. Only entered if there is maintenance. 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.

28) SRV-TR-MA-PROG - Optional. This is the maintenance program code. Only entered if there is maintenance. This code along with the Agency (Maintenance Provider) code and STAC code define the program. This code can be obtained from the Agency Provider Information link below.

29) SRV-TR-MA-STAC-CD - Optional. This the Maintenance program STAC code. Only entered if there is maintenance. This code along with the Agency (Maintenance Provider) code and the maintenance program code define the program. This code can be obtained from the Agency Provider Information link below.

30) * SRV-TR-MA-DT-BEG - Optional. Begin date of service in CC, YY, MM, DD order.

31) * SRV-TR-MA-DT-END - Optional. End date of Service in CC, YY, MM, DD order.

31) SRV-TR-MA-YN-1TO1-AIDE - Must =  an ‘N’ if you are claiming maintenance data.. Leave this field a space if there is no Maintenace Data.

 

Note: If one of the six maintenance fields described here is entered then they all must be otherwise the record will be rejected. Otherwise make all Maintenance fields = spaces.

Note: At this time, the automated OSES approval piece has not been completed. Until that piece is in place, we cannot accept first time placements. For the time being, the services you submit automatically will require existing STAC service approvals as follows:

I)    Summer Residential Placement. There must be an existing school-year (10 month) placement for
       this child for the same CSE, school year and program with a begin date in September.

        Or there must be an existing school-year (10 month) placement for this child for the same CSE,
        prior school year and same program with an end date in June.

II)    School Year (10 month) Residential Placement. There must be an existing summer (2
        month)placement for this child for the same CSE, school year and program with an end date in
        August.

        Or there must be an existing school-year (10 month) placement for this child for the same CSE,
        prior school year and same program with an end date in June.

III)    Summer Day Placements. No other placements required.

IV)    School Year (10 month) Day Placements. There must be an existing school-year (10 month)
         placement for this child for the same CSE, prior school year and same program with an end date in June.

Agency Provider Information Link

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

Last Updated: February 16, 2017