Guidelines for Submitting 4410 Evaluation Approvals Electronically

NYS Department of Education
03/14/2000

The file Eval-Trans, described in the attached file layout, must be used for all data transfer with SED concerning approval of Evaluations beginning with the 1999-00 school year. Below is a list of the data fields necessary for SED to process 4410 Evaluation approvals.

Record Information

  1. EVL-TR-STAC-ID – Optional if you are sending a STAC-5. Required if you are sending a STAC-5A amendment or a withdraw. This is the six digit unique identification number for all children on the STAC system. If you are sending a STAC-5 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. EVL-TR-NUM-EVL – Required for STAC-5A amendments and withdraws. For STAC-5 adds, this field must be blank. Any record with a unique combination of CPSE (EVL-TR-CPSE), County (EVL-TR-CNTY-PD) and Evaluator (EVL-TR-EVALUATOR) will have a unique EVL-TR-NUM-EVL. SED will fill this field in for you for STAC-5 adds on the return file.

Child Information

  1. EVL-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. EVL-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. EVL-TR-MI – Optional. Child’s middle initial. If entered, must be an alpha character.
  4. EVL-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.
  5. EVL-TR-SEX – Required. Student's gender identity.
    Value Description
    F Female
    M Male
    X Non-Binary
  6. EVL-TR-RAC-ETH – Required. Racial-Ethnic indicator.
    Value Description
    A American Native
    B Black
    A Asian
    H Hispanic
    C Caucasian
    U Unknown
  7. EVL-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.

Submission Information

  1. EVL-TR-REC-STATUS – You will enter nothing in this field. It is for SED use only. When the file is returned to you, the field will be filled in with 00 (meaning transaction was accepted), or some other value indicating the reason for rejection. (see error-code-table)
  2. EVL-TR-REC-TYP – Required. For STAC-5s, enter a "1" in this field. For STAC-5A amendments, enter a "3" in this field. For withdraws, enter a "W" in this field. If doing withdraws of individual components, put a "3" here and a "W" in the EVL-TR-ACT field.
    NOTE: IF YOU WISH TO ADD A NEW EVALUATION COMPONENT TO AN EXISTING EVALUATION RECORD, ENTER A "3" IN THIS FIELD, AND ENTER AN "A" INTO THE EVL-TR-ACT FIELD
  3. EVL-TR-CPSE – Required. Preschool Committee on Special Education. The District code of the committee that initiated the Child’s Evaluation. This Code can be found on the HC-Agency file
  4. EVL-TR-EVALUATOR – Required. This is the code for the agency performing the evaluation. This can be obtained from the Program file.
  5. EVL-TR-CNTY-PD – Required. County providing services.
  6. * EVL-TR-CNTY-FC – Optional. This is the Foster Care County if applicable. Updates allowed only from Spaces to a valid value.
  7. * EVL-TR-TRANSL-COST – Optional. A 4 digit numeric cost with no decimals. The cost may never exceed 1000
  8. * EVL-DISTYPE – Required. Must = ND (non disabled) or PD (preschooler with a disability).
  9. EVL-TR-USERID – optional. Not used at this point, but SED plans to use it in the future to track the source of STAC-5s and STAC-5As.

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  1. EVL-TR-COMP-SRV OCCURS 20. The final seven data items repeat themselves 20 times. You must fill in at least one occurrence when adding the STAC-5. For all transactions, please include all occurrences, even if the occurrences are not being updated. Leave unused occurrences blank, but do not enter blank occurrences in between valid entries.
  2. EVL-TR-ACT – Required. The Action field. Enter "A" if a new add and "C" for a change. Enter "W" for a withdraw. If adding a new evaluation component to an existing Evaluation record, enter a "3" in the EVL-TR-REC-TYP field and enter an "A" in this field.
  3. EVL-TR-NUM-SQ – Leave blank for Adds. Required for changes. This is the Sequence-Number field, and it makes each component unique. SED will return this field to you for successful STAC5 adds.
  4. EVL-TR-TYP-COMP – Required. May not be changed. Component Type. A 3 character alpha field. Allowable values are:
    Value Description
    Physical MedicalPHY Physician Rate (P)
    SocialSOC Social Rate ( )
    PsychologicalPSY Psychological Rate ( )
    Speech/langSPT Non Physician Rate (N)
    Physical TherapyPHT Non Physician Rate (N)
    Occupational TherapyOCT Non Physician Rate (N)
    EducationEDU Non Physician Rate (N)
    AudiologicalAUD Non Physician Rate (N)
    PsychiatricPYC Physician Rate (P)
    NeurologicalNEU Physician Rate (P)
    NeuropsychologicalNPY Physician Rate (P)
    PhysiatricPHS Physician Rate (P)
    OrthopedicORT Physician Rate (P)
    OptometricOPT Physician Rate (P)
    CounselingCSL Non Physician Rate (N)
    DevelopmentalDEV May be N or P
    MusicMUS Non Physician Rate (N)
    Teacher Visually ImpairedTVI Non Physician Rate (N)
    Functional VisionFUV Non Physician Rate (N)
    OtherOTH May be N or P
    For Social (SOC) and Psychological (PSY), only one component per school year is allowed.
    For all other components (except Audiological -AUD), evaluation dates for same component must be at least 3 months apart. (AUD evaluations are allowed 1 month apart)
    Developmental - (DEV),  Counseling - (CSL), Physiatric -(PHS), and Other - (OTH) evaluations
    are not allowed after June, 2002 [ie GSD-CMP-DAT1 > (200206) not allowed]
  5. EVL-TR-DT-EVAL – Required. Century, year and month of the Evaluation. For example, an evaluation performed on October 15, 1999 would be entered 199910. An evaluation performed on March 10, 2000 would be entered 200003.
  6. EVL-TR-COST-EVAL – Do not enter. For SED use only. Evaluation Cost. SED will return this cost to you for successful transactions.
  7. * EVL-TR-FG-EVL-PH – Required if EVL-TR-TYP-COMP = "DEV" or "OTH". Enter either "P" for Physician Rate, or "N" for Non- Physician Rate.

    For EVL-TR-TYP-COMP = SOC or PSY value must = SPACES

    For EVL-TR-TYP-COMP = PHY, PYC, NEU, NPY, PHS, ORT, or OPT value must = P

    For EVL-TR-TYP-COMP = SPT, PHT, OCT, EDU, AUD, or CSL value must = N

  8. * EVL-TR-YN-EVL-BIL- Required. Must be Y or N. If Y is indicated the rate for Bilingual will be applied.
  9. EVL-TR-OUTSIDE-IDENTIFIER. Optional. This field is for use by the county and SED will never alter the value in this field and will always return the value. The purpose is to uniquely identify the record, so that if SED changes the STAC-ID or name, the county can identify the record when it is returned.

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

File Naming Protocol

Effective 02/25/2019, filenames on the STAC Online System will adhere to a standard naming convention composed of four components, separated by underscore (_) characters:

Component Agency Type Value
Agency Identifier Counties Use the first four characters of the county name. For the two counties with a space, (St Lawrence and New York), eliminate the spaces, to get STLA & NEWY.
Submission Type Counties Enter EVAL.
File Number Counties Where the first file submitted is "01", the second file submitted is "02", etc. Counties may submit up to five files of each submission type per day.

In order for any of the files to be processed, the first file submitted each day must use file number "01".
Date Counties Date is in the CCYYMMDD format (so, 01/20/2020 would be 20200120)

The file extension (.txt) must be lowercase in order for the files to be processed.

For example, if Erie county sends SED one file containing Evaluations on 04/01/2023, then the file would be named:

ERIE_EVAL_01_20230401.txt

Last Updated: October 17, 2022