NYSED / STAC / Electronic Submittal Specs

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Guidelines for Submitting Public In-District/BOCES High Cost Worksheets Electronically

11/29/19

The file worksheet, described in the attached file layout, must be used for all data transfer with SED concerning high cost worksheets supporting costs for special education services provided by the student's home school district or a BOCES. No particular worksheet will require the use of all the data fields. Below you will find a list of the data fields necessary for SED to process high cost worksheets for in-district and BOCES 10-month placements.

Record Information:

1. HCPUB-STAC-ID - Required. Student's STAC ID. This is the six digit unique identification number for all children on the STAC system.
2. HCPUB-YR-SCH - Required. School Year of Enrollment. Two consecutive two digit years. For example, the 1996-97 school year would be represented by 9697.
3. HCPUB-NUM-REC - Required. Record Number. This two digit field uniquely identifies the child’s service.

Student Information:

4. HKIDS-LAST-NAME - Required. Student'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. HKIDS-FIRST-NAME - Required. Student's First Name. First names with imbedded spaces or special characters will be rejected. For example, send BILLY BOB as BILLYBOB.
6. HKIDS-MID-INIT - Optional. Student's Middle Initial. If entered, must be an alpha character.
7. HKIDS-DT-BIRTH - Required. Child's date of birth in Century (ie. 20), year, month, day order.
8. HKIDS-SEX - Optional. Student's Gender. "M" or "F".
9. HKIDS-RAC-ETH - Optional. Student's Race/Ethnicity

Value	Description
I	American Indian or Alaskan Native
A	Asian or Pacific Islander
B	Black or African American
H	Hispanic or Latino
C	White
U	Two or more Races

10. HKIDS-STUDENT-ID - Optional. Student's Outside ID (if applicable)

Placement Information:

11. HPLAC-LEA-CODE - Required. CSE District's 12-digit SED Code
12. HSERV-CD-PROV - Required. Education Provider's 12-digit SED Code
13. HSERV-CD-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.
14. HSERV-CD-STAC - 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.
15. HSERV-RATE-ANN - Optional. 10-Month Annualized Cost. Must be a numeric right justified field with the 2 rightmost digits being the decimal places. Decimal places are required - enter 00 if there are no cents. The decimal point is implied - DO NOT include a decimal point in this field.
16. HSERV-DT-BEGIN - Required. Begin date of service in CC, YY, MM, DD order.
17. HSERV-DT-END - Required. End date of Service in CC, YY, MM, DD order.

Section I. BOCES:

18. HCPUB-RATE-ANN-B - Optional. BOCES 10-Month Annualized Cost (from Year-End Final Cost Report)

Section II-A. InDistrict Classroom - Full Day Self-Contained Special Education Classroom:

19. HCPUB-NUM-STUD - Optional. IEP Ratio: Number of Students
20. HCPUB-NUM-TCHR - Optional. IEP Ratio: Number of Teachers
21. HCPUB-NUM-PARA - Optional. IEP Ratio: Number of Classroom Paraprofessionals
22. HCPUB-NUM-SE-STU - Optional. Actual Students in Class
23. HCPUB-T-SAL-COST - Optional. Special Ed Teachers: Classroom Salaries
24. HCPUB-T-BEN-COST - Optional. Special Ed Teachers: Classroom Fringe Benefits
25. HCPUB-A-SAL-COST - Optional. Classroom Aides/T.A.s: Classroom Salaries
26. HCPUB-A-BEN-COST - Optional. Classroom Aides/T.A.s: Classroom Fringe Benefits

Section II-B. InDistrict Classroom - Period-Based Special Education Placements

Row 1:

27. HCPUB-PLAC-TYP1 - Optional. Placement Type

    Value	Description
    CTM	CO-TEACH MATH
    CTE	CO-TEACH ENGLISH LA
    COTS	CO-TEACH SCIENCE
    CTSS	CO-TEACH SOCIAL STUDIES
    CTO	CO-TEACH OTHER
    SC	SPECIAL CLASS
    APE	Adaptive Phys Ed
    CTS	Consultant Teacher Services
    RR	Resource Room

28. HCPUB-TSAL-COST1 - Optional. Spec. Ed Teachers/Classrooms Aides: Total Salaries
29. HCPUB-TFRI-COST1 - Optional. Spec. Ed Teachers/Classrooms Aides: Total Fringe
30. HCPUB-PER-DAY-1 - Optional. Teacher Work Day (Exclude Lunch) Length in Mins
31. HCPUB-GRP-SIZE7 - Optional. Group Size
32. HCPUB-N-PERIOD1 - Optional. Sessions Per Cycle
33. HCPUB-PER-LEN-1 - Optional. Session Length (Mins)
34. HCPUB-FREQ1 - Optional. Frequency

    Value	Description
    180	Daily Cycle
    40	Weekly Cycle
    30	6-Day Cycle
    45	4-Day Cycle

Row 2:

35. HCPUB-PLAC-TYP2 - Optional. Placement Type. Accepts same values as HCPUB-PLAC-TYP1.
36. HCPUB-TSAL-COST2 - Optional. Spec. Ed Teachers/Classrooms Aides: Total Salaries
37. HCPUB-TFRI-COST2 - Optional. Spec. Ed Teachers/Classrooms Aides: Total Fringe
38. HCPUB-PER-DAY-2 - Optional. Teacher Work Day (Exclude Lunch) Length in Mins
39. HCPUB-GRP-SIZE8 - Optional. Group Size
40. HCPUB-N-PERIOD2 - Optional. Sessions Per Cycle
41. HCPUB-PER-LEN-2 - Optional. Session Length (Mins)
42. HCPUB-FREQ2 - Optional. Frequency. Accepts same values as HCPUB-FREQ1.

Row 3:

43. HCPUB-PLAC-TYP3 - Optional. Placement Type. Accepts same values as HCPUB-PLAC-TYP1.
44. HCPUB-TSAL-COST3 - Optional. Spec. Ed Teachers/Classrooms Aides: Total Salaries
45. HCPUB-TFRI-COST3 - Optional. Spec. Ed Teachers/Classrooms Aides: Total Fringe
46. HCPUB-PER-DAY-3 - Optional. Teacher Work Day (Exclude Lunch) Length in Mins
47. HCPUB-GRP-SIZE9 - Optional. Group Size
48. HCPUB-N-PERIOD3 - Optional. Sessions Per Cycle
49. HCPUB-PER-LEN-3 - Optional. Session Length (Mins)
50. HCPUB-FREQ3 - Optional. Frequency. Accepts same values as HCPUB-FREQ1.

Row 4:

51. HCPUB-PLAC-TYP4 - Optional. Placement Type. Accepts same values as HCPUB-PLAC-TYP1.
52. HCPUB-TSAL-COST4 - Optional. Spec. Ed Teachers/Classrooms Aides: Total Salaries
53. HCPUB-TFRI-COST4 - Optional. Spec. Ed Teachers/Classrooms Aides: Total Fringe
54. HCPUB-PER-DAY-4 - Optional. Teacher Work Day (Exclude Lunch) Length in Mins
55. HCPUB-GRP-SIZE10 - Optional. Group Size
56. HCPUB-N-PERIOD4 - Optional. Sessions Per Cycle
57. HCPUB-PER-LEN-4 - Optional. Session Length (Mins)
58. HCPUB-FREQ4 - Optional. Frequency. Accepts same values as HCPUB-FREQ1.

Row 5:

59. HCPUB-PLAC-TYP5 - Optional. Placement Type. Accepts same values as HCPUB-PLAC-TYP1.
60. HCPUB-TSAL-COST5 - Optional. Spec. Ed Teachers/Classrooms Aides: Total Salaries
61. HCPUB-TFRI-COST5 - Optional. Spec. Ed Teachers/Classrooms Aides: Total Fringe
62. HCPUB-PER-DAY-5 - Optional. Teacher Work Day (Exclude Lunch) Length in Mins
63. HCPUB-GRP-SIZE11 - Optional. Group Size
64. HCPUB-N-PERIOD5 - Optional. Sessions Per Cycle
65. HCPUB-PER-LEN-5 - Optional. Session Length (Mins)
66. HCPUB-FREQ5 - Optional. Frequency. Accepts same values as HCPUB-FREQ1.

Row 6:

67. HCPUB-PLAC-TYP6 - Optional. Placement Type. Accepts same values as HCPUB-PLAC-TYP1.
68. HCPUB-TSAL-COST6 - Optional. Spec. Ed Teachers/Classrooms Aides: Total Salaries
69. HCPUB-TFRI-COST6 - Optional. Spec. Ed Teachers/Classrooms Aides: Total Fringe
70. HCPUB-PER-DAY-6 - Optional. Teacher Work Day (Exclude Lunch) Length in Mins
71. HCPUB-GRP-SIZE12 - Optional. Group Size
72. HCPUB-N-PERIOD6 - Optional. Sessions Per Cycle
73. HCPUB-PER-LEN-6 - Optional. Session Length (Mins)
74. HCPUB-FREQ6 - Optional. Frequency. Accepts same values as HCPUB-FREQ1.

Additional Costs:

75. HCPUB-CR-O-COST - Optional. Additional Special Education Classroom Costs

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

Row 1:

76. HCPUB-TYP-AIDE - Optional. Type of 1:1

    Value	Description
    A	Aide/Teaching Asst
    L	LPN
    R	RN
    I	Interpreter

77. HCPUB-SAL-COST1 - Optional. Annual Salary
78. HCPUB-FRING-CST1 - Optional. Annual Fringe
79. HCPUB-NUM-SERV1 - Optional. # of Students Served

Row 2:

80. HCPUB-TYP-AIDE2 - Optional. Type of 1:1. Accepts same values as HCPUB-TYP-AIDE.
81. HCPUB-SAL-COST2 - Optional. Annual Salary
82. HCPUB-FRING-CST2 - Optional. Annual Fringe
83. HCPUB-NUM-SERV2 - Optional. # of Students Served

Section IV. Related/Other Services

Row 1:

84. HCPUB-TYP-SERV1 - Optional. Service Type

    Value	Description
    ABA	ABA/Behavior Intervention
    APED	Adaptive Phys Ed
    AUD	Audiological/Hearing Therapy
    CTS	Consultant Teacher Services
    CSL	Counseling Services
    JC	Job Coaching
    MUS	Music Therapy
    NT	Notetaker
    NURS	Skilled Nursing
    OT	Occupational Therapy
    OM	Orientation and Mobility
    PNT	Parent Training
    PT	Physical Therapy
    PSY	Psychological Therapy
    SOC	Social Work
    ICT	Spec Ed - Integ Co-teaching
    RESR	Spec Ed - Add'l/Resource Room
    SLT	Speech/Language Therapy
    TS	Transition Services
    TDF	Teacher for the Deaf
    VISU	Visually Impaired Services
    OTH	Other -- Explain in Comments

85. HCPUB-PTYP-SERV1 - Optional. Provider Type

    Value	Description
    B	BOCES Extra
    D	District
    O	Other Provider

86. HCPUB-LEN-SESS1 - Optional. Length of Sessions (Mins)
87. HCPUB-T-COST-S1 - Optional. Total Cost Per Session
88. HCPUB-GRP-SIZE - Optional. Group Size
89. HCPUB-NUM-SESS - Optional. Actual Sessions

Row 2:

90. HCPUB-TYP-SERV2 - Optional. Service Type. Accepts same values as HCPUB-TYP-SERV1.
91. HCPUB-PTYP-SERV2 - Optional. Provider Type. Accepts same values as HCPUB-PTYP-SERV1.
92. HCPUB-LEN-SESS2 - Optional. Length of Sessions (Mins)
93. HCPUB-T-COST-S2 - Optional. Total Cost Per Session
94. HCPUB-GRP-SIZE2 - Optional. Group Size
95. HCPUB-NUM-SESS2 - Optional. Actual Sessions

Row 3:

96. HCPUB-TYP-SERV3 - Optional. Service Type. Accepts same values as HCPUB-TYP-SERV1.
97. HCPUB-PTYP-SERV3 - Optional. Provider Type. Accepts same values as HCPUB-PTYP-SERV1.
98. HCPUB-LEN-SESS3 - Optional. Length of Sessions (Mins)
99. HCPUB-T-COST-S3 - Optional. Total Cost Per Session
100. HCPUB-GRP-SIZE3 - Optional. Group Size
101. HCPUB-NUM-SESS3 - Optional. Actual Sessions

Row 4:

102. HCPUB-TYP-SERV4 - Optional. Service Type. Accepts same values as HCPUB-TYP-SERV1.
103. HCPUB-PTYP-SERV4 - Optional. Provider Type. Accepts same values as HCPUB-PTYP-SERV1.
104. HCPUB-LEN-SESS4 - Optional. Length of Sessions (Mins)
105. HCPUB-T-COST-S4 - Optional. Total Cost Per Session
106. HCPUB-GRP-SIZE4 - Optional. Group Size
107. HCPUB-NUM-SESS4 - Optional. Actual Sessions

Row 5:

108. HCPUB-TYP-SERV5 - Optional. Service Type. Accepts same values as HCPUB-TYP-SERV1.
109. HCPUB-PTYP-SERV5 - Optional. Provider Type. Accepts same values as HCPUB-PTYP-SERV1.
110. HCPUB-LEN-SESS5 - Optional. Length of Sessions (Mins)
111. HCPUB-T-COST-S5 - Optional. Total Cost Per Session
112. HCPUB-GRP-SIZE5 - Optional. Group Size
113. HCPUB-NUM-SESS5 - Optional. Actual Sessions

Row 6:

114. HCPUB-TYP-SERV6 - Optional. Service Type. Accepts same values as HCPUB-TYP-SERV1.
115. HCPUB-PTYP-SERV6 - Optional. Provider Type. Accepts same values as HCPUB-PTYP-SERV1.
116. HCPUB-LEN-SESS6 - Optional. Length of Sessions (Mins)
117. HCPUB-T-COST-S6 - Optional. Total Cost Per Session
118. HCPUB-GRP-SIZE6 - Optional. Group Size
119. HCPUB-NUM-SESS6 - Optional. Actual Sessions

Additional Services:

120. HCPUB-B-O-COST - Optional. Additional Related Services: BOCES Extra
121. HCPUB-D-O-COST - Optional. Additional Related Services: District
122. HCPUB-OP-O-COST - Optional. Additional Related Services: Other Provider

Section V. Other Child Specific Costs:

123. HCPUB-COST-CATE - Optional. Cost Category

     Value	Description
     AT	ASSISTIVE TECHNOLOGY
     ST	SPECIAL TECHNOLOGY
     CO	CONSULT -- Explain in Comments
     OT	OTHER -- Explain in Comments

124. HCPUB-ADD-INFO - Optional. Additional Information
125. HCPUB-OTH-CH-CST - Optional. Total Other Child Specific Costs

Comments:

126. HCPUB-COMMENT1 - Optional. Comments: Row 1
127. HCPUB-COMMENT2 - Optional. Comments: Row 2
128. HCPUB-NAM-CNTCT - Required. District Contact information: Contact Name
129. HCPUB-ADR-EMAIL - Required. District Contact information: E-mail Address
130. HCPUB-PHONE - Required. District Contact information: Phone#

Processing Information:

123. SRV-TR-USERID - Required. This eight character field must be a valid EFRT Usercode. The corresponding HPLAC-LEA-CODE on this record must match the LEA Code that the STAC Unit has recorded for this EFRT Usercode.

Last Updated: August 23, 2022