Overview of Electronic Data Transfer Process

This process allows counties, school districts and RICs to send batch STAC-1/STAC-3, STAC-5/STAC-5A, and AVL files to the STAC Unit via a secure FTP server and have the files processed electronically as an alternative to submitting evals and approvals individually via the STAC Online System (EFRT). Summary files for STAC records and 4410 Evaluations are also available. This method greatly increases the speed of processing as well as the accuracy of the submission. This is how the process works:

  1. Obtain Authorization for FTP Access
    Each county, school district and RIC that utilizes this process has a folder on the secure FTP server. This folder can be accessed via the web-based SED File Transfer Manager (FTM) or via FTP software using the SFTP protocol.

    To request access, fill out this form, have it signed by your designated authorizing official, and mail it to the address at the bottom of the form:
    Authorization Form for Access to the STAC FTP Site (STAC-603) pdf 400 kb
  2. Obtain a Valid STAC Online System (EFRT) Usercode
    This is referring to the SRV-TR-USERID on the STAC-1/3, STAC-5/5A and DCERT layouts. This also is the same Usercode used to sign into the STAC Online System (EFRT). It should not be confused with the FTP USER-ID!

    All submissions for STAC-1/STAC-3, STAC-5/STAC-5A and DCERT will require a valid Usercode on the STAC Online System. This "USERID" is stored on STAC's database and must be included on every record sent to us via the FTP process. This Usercode can also be used for viewing submissions online (See STAC Online System).

    Fill out the appropriate form below and send it in to the STAC and Medicaid Unit to establish a Usercode on the STAC Online System:
    Request Form for Online Access to the STAC Database (Employees)
    Request Form for Online Access to the STAC Database (Consultants)
  3. Register for an SED File Transfer Manager (FTM) secure FTP account
    Once the above forms have been processed, you will receive a system-generated invitation by e-mail with a link to register for an SED File Transfer Manager (FTM) account associated with your agency's folder on the secure FTP server.

    After registering for an account, please wait for a system-generated approval message before attempting to log in. The approval message will generally go to your email inbox within 1-2 business days of registering.

    If you have questions, please contact the STAC Unit at OMSSTAC@mail.nysed.gov.
  4. Overview of how the FTP process works
    The first link below explains access to the FTP site, password maintenance and file naming conventions. The second link allows you to view a document explaining the basic functions of the SED FTM web client:
      STAC FTP-Site Protocol For External Users    
      SED File Transfer Manager (FTM) Web User Guide    
  5. What are Signed Fields?
    This electronic process uses a file with "mainframe" properties. Among the peculiarities of mainframe files are "signed" fields. Signed fields are the mainframes method of indicating whether or not a field is positive or negative. Click below for an explanation of how this works:
    Signed fields explained
  6. FTP Problems
    Occasionally you might have difficulty connecting to the secure FTP server using the SFTP protocol. The page linked to below attempts to help you resolve these problems:
    Potential FTP problems
Last Updated: January 20, 2022