Guidelines for Submitting School Age Summer Related Services (4408) Approvals Electronically

03/18/23

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 Age Related Services 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 2022-23 school year would be represented by 2223.
  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

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-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.
  2. * SRV-TR-HC-COND – Required. Child’s handicapping condition or disability.
    ValueDescription
    AUAutistic
    DFDeaf
    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
  3. SRV-TR-PROG-TYPE – Required. Enter "HSSRL" for summer programs. This field is used by SED to determine the type of service.
  4. 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.
  5. SRV-TR-CPLGR – Required. District of Residence. This code can be found on the Agency Provider Information Link below.
  6. SRV-TR-AGY-PD – Required. This is the district receiving the reimbursement from SED. This code must = SRV-TR-CSE or SRV-TR-CPLGR.
  7. SRV-TR-CNTY-PD – Required. This is also known as the County-Of-Residence.
  8. 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.

Education Information:

  1. 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.
  2. 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.
  3. 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.
  4. * SRV-TR-ED-DT-BEG – Required. Begin date of service in CC, YY, MM, DD order.
  5. * SRV-TR-ED-DT-END – Required. End date of Service in CC, YY, MM, DD order.
  6. SRV-TR-ED-YN-1TO1-AIDE - Must =  an ‘N’.
  7. * SRV-TR-ED-SESSIONS – Required . Enter the number of education sessions. Thus number must be > 0 and < 301.
  8. * 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: March 21, 2023