DCPUB High Cost Student Worksheet (BOCES/In-District)
Quick Reference

STAC ONLINE SYSTEM (EFRT) SCHOOL AGE PRE-VERIFICATION TOPICS

Printable Version pdf file


Guidance for Calculating 10-Month Annualized Costs for In-District Verifications:
A list of allowable costs for special education services which may be claimed for High Cost Aid and a list of other costs which may not be claimed can be found by clicking on the link below:
http://www.oms.nysed.gov/stac/schoolage/avl-payment_reports_and_chargebacks/annualized_cost_calculation.html

The top section of the DCPUB Screen

A screenshot of the top section of the DCPUB screen.
  1. STAC ID, School Year, and Rec Num
    The student’s STAC ID and the school year and record number of the DSPUB approval.
  2. Start Date and End Date
    Taken directly from DSPUB. To change, update on DSPUB.
  3. FTE
    Full Time Equivalent Enrollment, from DSPUB.
  4. The Go to DSPUB button
    This button takes you directly to the associated approval on DSPUB.
  5. District Threshold
    Your district’s threshold for the selected school year.
  1. Public Excess Cost Aid Ratio
    Ratio is used in the calculation of Public Excess Cost Aid.
  2. CSE District and Ed Provider
    CSE school district and the education provider, taken directly from DSPUB.
  3. Previous Annualized Rate
    If the 10-Month Annualized Cost has changed, the previous value is displayed here. This will update whenever this screen is submitted.
  4. Current 10-Month Annualized Cost
    Before the screen has been submitted, this is the amount entered on DSPUB. After the screen has been submitted, this is the amount calculated by the worksheet.

I. The BOCES Section

A screenshot of the BOCES section of the DCPUB screen.
  1. BOCES 10-Month Annualized Cost (from Year-End Final Cost Report)
    Enter the 10-Month Annualized Cost from the BOCES year-end final cost report. If there were additional BOCES costs that weren’t included in the year-end final cost report, don’t enter them here; instead, enter them in the appropriate section below.

II. The InDistrict Classroom - Totals Section

Screenshot of InDistrict Classroom - Totals section of DCPUB screen.
  1. IEP Ratio: Stud:Teach + Para
    Ratio of students to teachers and paraprofessionals of the student’s primary classroom, per the IEP.
  2. Actual Students in Class
    The number of students that were actually educated in the class. For partial day students, round up to the nearest whole number. Cannot exceed the stated classroom ratio on the IEP.
  3. Special Ed Teachers – Classroom Salaries
    Enter the percentage of the teacher’s salary directly related to classroom special education instruction, plus class prep. See note below.*
  4. Special Ed Teachers – Fringe Benefits
    Enter the percentage of the teacher’s salary directly related to classroom special education instruction, plus class prep. See note below.*
  1. Classroom Aides/T.A.s – Classroom Salaries
    Enter total salaries of classroom aides and T.A.s. If less than full-day, prorate accordingly. Do not include any aides assigned to specific students.
  2. Classroom Aides/T.A.s – Classroom Salaries
    Enter total value of the fringe benefits for classroom aides and T.A.s. If less than full-day, prorate accordingly. Do not include any aides assigned to specific students.
  3. Total Cost of Special Classroom
    Total cost for all students in the special education classroom. A calculated field that does not permit data entry.
  4. Classroom Cost for this Student
    Total Cost of Special Classroom / Actual Students in Class. A calculated field that does not permit data entry.
* NOTE: Example for 13 and 14: If a teacher has 5 instruction periods, plus 1 class preparation period, plus 1 administrative period per day, you would prorate the salary and fringe at 6/7ths of the total.
Salary: $80,000 x (6/7) = $65,571.43; Fringe: $34,000 x (6/7) = $29,142.86

III. The Child-Specific 1:1 Aide/Shared Aide/Nurse/Interpreter Section

A screenshot of the Child-Specific 1:1 Aide/Shared Aide/Nurse/Interpreter section of the DCPUB screen.
  1. Type of 1:1
    Indicate type: Aide, LPN, RN, or Interpreter.
  2. Annual Salary
    Enter salary. If the person is assigned for only part of the day, prorate by number of hours assigned to this student. Annualize if student’s FTE is less than 1.
  3. Annual Fringe
    Enter value of fringe benefits. If the person is assigned for only part of the day, prorate by number of hours assigned to this student. Annualize if student’s FTE is less than 1.
  1. # of Students Served
    Enter the number of students assigned during the time period covered by IEP. If assigned solely to this student (1:1), enter 1 in this field.
  2. Student Annual Cost
    Student Annual Cost = (Annual Salary + Annual Fringe) / # of Students Served. A calculated field that does not permit data entry.

IV. The Related/Other Services Section

A screenshot of the Child-Specific 1:1 Aide/Shared Aide/Nurse/Interpreter section of the DCPUB screen.
  1. Service Type
    Select type of service from the dropdown. If the service is not listed, select "Other -- Explain in Comments".
  2. Provider Type
    Indicate whether service was provided by a school district, a BOCES, or some other provider.
  3. Length of Sessions (Mins)
    Enter number of minutes per session for service. Should not exceed IEP.
  4. Total Cost Per Session
    Enter total cost per session for service for all students.
  5. Group Size
    Select number of students receiving service. For individual services, use 1 as the group size.
  1. Session Cost Per Child
    Total Cost Per Session / Group Size. A calculated field that does not permit data entry.
  2. Actual Sessions
    Actual number of sessions student received for service. Cannot exceed the IEP.
  3. Total Child Cost
    Total cost attributable to student. A calculated field that does not permit data entry.
  4. BOCES Extra, District, and Other Provider
    If more than six services, calculate and enter lump sum costs by provider type. Explain in comments.

V. The Other Child Specific Costs Section

A screenshot of the Child-Specific 1:1 Aide/Shared Aide/Nurse/Interpreter section of the DCPUB screen.
  1. Cost Category
    Select type of cost from dropdown. If not listed, or if more than one cost, select “OTHER -- Explain in Comments”.
  2. Additional Information
    Provide additional detail on cost.
  1. Total Other Child-Specific Costs
    Enter total amount of all non-recurring costs. Since this section is for non-recurring costs, this amount should not be annualized.

The Comments Section

A screenshot of the Comments section of the DCPUB screen. To be used to provide additional clarification and explanation, and to provide contact information in case there are questions.
  1. Comments
    Use to provide explanations for anything that is unclear from the standardized fields above.
  2. Contact Name
    Name of the person who can answer questions about this High Cost Student Worksheet (DCPUB) submission for the STAC and Medicaid Unit.
  1. Phone#
    Phone number for the person indicated in Contact Name field.
  2. E-mail Address
    E-mail address for the person indicated in Contact Name field.
Once you have completed all of the sections, click the ADD button to submit. If updating an existing DCPUB worksheet, click Change to submit your changes.

The Summary Section

A screenshot of the Summary section at the bottom of the DCPUB screen. Will populate once screen has been submitted. All calculated fields that do not permit data entry.
  1. BOCES Subtotal
    BOCES 10-Month Annualized Cost (from Year-End Final Cost Report) field in section I.
  2. In-District Subtotal
    Calculated Classroom Cost for this Student from section II.
  3. 1:1/Shared Aide Subtotal
    Sum of the two calculated Student Annual Cost values from the section III.
  4. Related Services Subtotal
    Sum of the calculated Total Child Cost values for 6 services, plus 3 lump sum fields, from section IV.
  5. Comments
    Use to provide explanations for anything that is unclear from the standardized fields above.
  1. Total 10-Month Annualized Cost
    Sum of the five subtotals on left. A calculated value that will update both DSPUB and DVPUB. Verify this amount on DVPUB.
  2. High Cost Aid Available
    An estimate of the Public High Cost Aid your district would receive for this record, based on current district threshold and public excess cost aid ratio. Calculated as follows:
  Total 10-Month Annualized Cost (45) $98,560.34
- District Threshold (5) $39,900
  Annualized Excess Cost   $98,560.34
x FTE (3) 0.692
  Aidable Excess Cost   $40,592.95
x Public Excess Cost Aid Ratio (6) 0.690
  High Cost Aid Available   $28,009.13
Last Updated: March 14, 2018