Welcome to the STAC Unit (System to Track and Account for Children)
Archived News - 2013
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12-06-2013
The Office of Mental Health (OMH) version of form STAC-200 (Notice of Other
Agency Placements for Children with Disabilities) has been updated. Please use
this version for all future submissions. The new version can be filled out
digitally and then printed and signed for submission. Entering text in a
field on any copy of the form will automatically update the equivalent field
on the other four copies. The new version is available from
the Forms page of the STAC
website.
As a reminder, Office of Children and Family Services (OCFS) placements should
instead use form DSS-3424 (School District Notification of Financial
Responsibility for Educationally Handicapped Foster Child Placed in a Child
Care Institution).
OMH STAC-200
(121 kb)
11-13-2013
CPSE 2011-12 Administrative Costs
Districts were notified in a letter dated November 1st of preliminary estimates for 2011-12 Committee on Preschool Special Education (CPSE) costs approved for reimbursement. Please note that revisions for reported costs must be submitted by November 27, 2013 to the STAC Unit to be included in the final cost listing to be issued in December.
A corrected letter with this deadline has been sent this week to the State Aid contact for each school district. Please contact Jim DeMeo at 518-474-7116 or JDEMEO@mail.nysed,gov for further information, or to request hard copy forms for submission of revised CPSE administrative costs.
11-13-2013
Reminder Notice-Private Placement Certification Process
On July 31, 2013 the STAC unit released the 2013-14 Certification Process (DCERT) for all Private Placements. This certification process replaces the DOSES process. Please review your 2013-14 Private Placement students. Beginning with Summer of 2013-14, all summer and 10-month Private Placements now require a certification prior to getting the approval on the STAC online system.
In order to obtain a timely determination of approval for state reimbursement, the certification must have a certification date not later than six business days of the student’s start date. As of December 1, 2013 this six business day window will be strictly enforced. If the district fails to submit/process a timely certification, State reimbursement shall commence on the date that the certification is processed on the STAC online system.
Below is a link to the Field Advisory Memorandum from the Office of Special Education:
Private
Placement Certification Field Advisory Memo
Below is a link to the "Guide to Online Entry of Private Placement Certifications":
Private Placement Certification Guide
Please contact Anne Wolfgang or Maureen McCarthy if you have any questions about the certification process.
10-28-2013
To expedite the processing of requests for program date changes on the STAC Online System, a new form has been
introduced. The new form can be filled out digitally and then printed and faxed to the STAC Unit at 518-402-5047
for processing, generally within one business day.
Request for EFRT Program Date Changes Form
(345 kb)
10-17-2013
SecurityException Error as Result of JAVA Update
The most recent version of the JAVA Plug-In automatically assumes that potentially unsafe components should be blocked. As a result, the most recent version of JAVA is not compatible with the EFRT Presentation Client.
Some districts, counties and providers are now receiving a SecurityException error when they try to log into the EFRT client. This is triggered by the latest version of JAVA.
If you are trying to log onto EFRT and are receiving this error, please follow the SecurityException
instructions at the bottom of the following link:
STAC Online System - Problems & Solutions Using
the STAC GUI Screens
10-01-2013
A field memo clarifying when a school district can receive additional state aid for the cost of educating a student in temporary housing has been posted on our Chapter 348 Nonresident and Runaway Homeless page.
09-09-2013
Private Placement Certification reminder (DCERT)
Now that the 2013-14 school year has begun, please remember to process all 2013-14 district Private Placement certifications on the DCERT screen.
As per the July 2013 SPECIAL EDUCATION OFFICE’S FIELD ADVISORY regarding State Reimbursement for Placement of Students with Disabilities in Approved Private School In-State and Out-of-State Day and Residential School Placements (Private Placement Certification Field Advisory Memo):
“In order to obtain a timely determination of approval of State reimbursement, the preapproval Certification must have a “Certification Date” stamp not later than six business days of the student’s start date in the program. If the school district fails to submit a timely application, State reimbursement will commence on the “Certification Date” as determined by NYSED’s STAC Online System. NYSED will no longer back date approvals so it is imperative that school districts ensure that the certification forms for each student are processed in a timely manner.”
08-12-2013
Selected STAC Online Verification Deadline Extension-extended through 09-15-2013
Below is the link to a memorandum regarding Selected STAC Online Verification Extensions
Verification Deadline Extension Memo
07-31-2013
2013-14 Reapplications for both Summer and School Year placements are now available on the STAC Online System (2-Month Summer Reapplications- DRSUM screen; 10-month Private Reapplications- DRPRV screen).
A Private Placement Certification pre- approval will be required for all Private 2 and 10-month STAC reimbursements. This Private Placement Certification process replaces the DOSES pre-approval process.
NOTE: Due to the timing of the release of this revised process, Private Placement Certification Pre-approvals will not be required for Summer 2013 Private STAC reimbursement approvals.
07-31-2013
Private Placement Certification Process
Below is a link to the Field Advisory Memorandum from the Office of Special Education:
Private Placement Certification Field Advisory Memo
Below is a link to the "Guide to Online Entry of Private Placement Certifications":
Private Placement Certification Guide
06-11-2013
The Summer 4408 Related Services On-Line Verification Screen (DVSRL) is now available for summer 2011 and summer 2012.
Summer 4408 Related Services Transportation On-Line Verification Screen (DVST2) is also now available for the summers of 2011 and 2012.
06-05-2013
New process for resolving child identification issues on files submitted via FTP
Some counties submit batch service and eval files via FTP. When the STAC Unit receives a file for processing, there are sometimes certain issues related to child identification that must be resolved before further processing of the file can proceed. In June 2013, the STAC Unit instituted a new more secure process for counties to resolve these issues. The page linked below has instructions and a quick reference chart for this new process:
Resolving Child Identification Issues by Excel Spreadsheet
06-04-2013
UPCOMING JUNE 30, 2013 STAC DEADLINES
Below is a link to the memorandum regarding upcoming June 30, 2013 STAC Deadlines.
June 30, 2013 STAC Deadline Memo
(129 kb)
05-20-2013
ERROR 904 AS RESULT OF SYSTEM CHANGE
On Friday May 17, the EFRT Presentation Client for the STAC Online System was updated by the New York State Education Department. As part of this update, the client was moved to a new server with a different IP address.
Some districts, counties and providers are now receiving an Error 904 when they try to log into the EFRT client. This is because the end user initially set up the EFRT firewall exception for the IP address rather than the web address.
If you are trying to log onto EFRT and are receiving this error, please follow the Error 904 instructions at the following link:
STAC Online System - Problems & Solutions Using the STAC
GUI Screens
05-15-2013
Counties were recently sent a reminder of the annual process of collecting preschool signature authorizations from their school districts. District signature authorizations allow the county to electronically transmit preschool information to the STAC, Special Aids and Medicaid Unit. The letter to Authorized Municipality Representatives and a sample signature authorization are available on the Preschool Correspondence page.
05-01-2013
Below is a link to the memorandum regarding upcoming June 30, 2013 STAC Deadlines. This memo is being mailed to the districts this week.
June 30, 2013 STAC Deadline Memo
(129 kb)
04-22-2013
In October, the STAC, Special Aids and Medicaid Unit issued STAC Usercode verification reports to all SED-approved education providers with active STAC Online System Usercodes. A Usercode identifies a specific individual who has been granted access to view approvals and change program dates. The executive director of each provider was required to review and verify users authorized to view approvals and change program dates.
At that time, providers were cautioned that if they did not return the verification reports in a timely fashion, access for unverified accounts would be suspended. The STAC Unit has begun suspending access to providers that did not submit verification reports.
If access is suspended for any valid Usercodes associated with your organization, please contact the STAC Unit to request a new copy of your organization's verification report. Once we receive a completed verification report, access to the accounts marked valid will be restored.
04-02-2013
Below are links to the memorandum and instruction guide regarding the 2013-14 Program Service Dates. Providers must use their assigned STAC Usercode to access their program information online and, if necessary, correct their program dates by June 14, 2013.
03-29-2012
You can now receive notification of announcements, updates and news from the STAC and Special Aids Unit via electronic mail by signing up for any or all of our three new ListServs:
- Preschool - ListServ Registration Instructions
- School Age - ListServ Registration Instructions
- NEW! Provider - ListServ Registration Instructions
03-11-2013
To expedite the processing of requests for additions to drop down menus on the STAC
Online System, a new form has been introduced. The new form can be filled out digitally
and then printed and faxed to Diana Kaplan at 518-402-5047 for processing within one
business day.
Request for Addition to Drop Down Menu Form
(329 kb)
02-28-2013
Below is a link to the memorandum regarding 2010-11 and/or 2011-12 CRP Approved Payment Reports (APRs), which were mailed the week of February 28, 2013.
2010-11 and/or 2011-12 CRP Automated Payment
Reports (APRs) (61 kb)
02-27-2013
The 2013-14 schedule for Preschool 4410 AVLs (Automated Voucher Listings) has been
posted on the Preschool AVL page.
AVL Schedule April 2013 - March 2014
(21 kb)
02-21-2013
Funding for the 2012 July & August Section 4408 Education and Maintenance will be released in March. In order to receive this funding, please process online verifications for the 2012 Summer Education and Maintenance (4408) using the DVSUM screen by 03/01/13. Please use the DQSBO screen to determine your district's 4408 verification status.
02-14-2013
Immediate Attention Requested: For those districts that are responsible for running an Incarcerated Youth (IY) Program in their County, please go to the DVINC screen and confirm that all 2012-13 IY approvals have been verified. Please have all 2012-13 IY approvals verified by Tuesday, February 19, 2013. Payment will be made on districts' 2012-13 verified IY approvals by the end of February.
02-12-2013
Approved Payment Reports (APRs) can now be viewed on the STAC Online System using the DQPAY screen. The DQPAY screen is currently available to STAC Online users with AVL VIEW and AVL VERIFY user rights. Paper versions of the current APRs are being mailed this week.
02-06-2013
The STAC-202 (Designation of School District of Attendance for Children in Temporary
Housing) form has been updated. The new version can be filled out digitally and then
printed and signed for submission.
STAC-202 Homeless Designation
(93 kb)
02-05-2013
Reminder-Incarcerated Youth (IY) Online STAC Verification for the 1st payment cycle of the 2012-13 program year is due by 2/15/13. Use the DVINC screen to verify students and enter the estimated 12-month Program Cost and Administrative Cost for 7/1/12 - 6/30/13. The 1st payment covers 7/1/12 - 11/30/12.
02-04-2013
The Summer 4408 Related Services On-Line Verification Screen (DVSRL) is now available for summer 2009 and summer 2010.
Summer 4408 Related Services Transportation On-Line Verification Screen (DVST2) is also now available for the summers of 2009 and 2010.
01-30-2013
Each county has been mailed the "Statement of County Administrative Costs Incurred
Under Section 4410 of the Education Law" to report costs for the July 1, 2011 through June
30, 2012 period. This form must be completed and submitted to the STAC, Special Aids and
Medicaid Unit by March 6, 2013. An electronic copy is available below as well as on the
Preschool Correspondence page.
2011-12 County Administrative Cost Letter
(81 kb)
01-28-2013
Below is a link to our Chapter 348 Nonresident and Runaway Homeless page. Please use
this link to view recent memos regarding Homeless STAC processing.
Chapter 348 Nonresident and Runaway Homeless
01-28-2013
Below is a link to the memorandum and instructions regarding the 2011-12 Automated Verification Listing (AVL) #1 for Chapter 47, 66 and 721 programs which is being mailed to NYS districts this week. NOTE: Please return your completed AVL by February 13, 2013.
Memo and Instructions
01-28-2013
Below is a link to SED's Application Procedures For Summer 2013 Special Education Programs (Extended School Year July/August)
Application Procedures for Summer 2013 for Special Education Programs
01-18-2013
The latest revision of the School Age STAC-1 form is now available for download from the
STAC Website.
School Age STAC-1
(120 kb)
01-17-2013
The STAC-200 (Notice of Other State Agency Placement of Children with Handicapping
Conditions) five-part forms, previously only available by mail, are now available for
download as PDF forms from the STAC Website. Hard copies are still available upon request.
OPWDD STAC-200
(153 kb)
OCFS & OMH STAC-200
(207 kb)
Go to 2012 Archived News