Searching for and Assigning STAC IDs

STAC ONLINE SYSTEM (EFRT) INTRODUCTORY TOPICS

A User Guide for School Districts and Counties

Printable Version pdf file

I. Overview

All student information entered into the STAC database is linked to a child-specific student identifier (STAC ID). A student is assigned a STAC ID by a school district or county the first time he or she qualifies for State reimbursement through the STAC and Medicaid Unit. This STAC ID remains with the student throughout his or her academic career, including:

  • the transition from preschool services (county) to school age services (school district)
  • changes in the student’s legal name
  • changes from one school district to another school district

These instructions outline how a school district or county can search for a student’s STAC ID and, if an existing STAC ID cannot be identified, how to add a STAC ID for a new student.

II. Searching for a STAC ID

  1. After signing into the STAC Online System, the main menu will appear. Click the “S” button to the left of the “DCHSR / FIND A STAC ID” menu item; or type “DCHSR” in the “GO TO” box in the top-right corner of the screen and hit “Enter” on your keyboard.
  2. Enter the first three letters of the student’s last name in the “Last Name (first three letters)“ field and the first three letters of the student’s first name in the “First Name (first 3 letters)” field. Leave the remaining fields blank.
  3. Click the Search button.
  4. Your results will be one of the following:
    1. If you see an error message indicating that your Usercode has expired, contact your superintendent, municipality representative, or executive director and ask them to reauthorize you.
A screenshot of the DCHSR Child Search Screen. DOE has been entered in the Last Name (first three letters) field and JOH has been entered in the First Name (first 3 letters) field. There is one matched listed down below.
  1. To view the service approvals for an identified student, type the letter “S” in the “Select” box to the left of the student’s STAC ID.
  2. To view the preschool evaluations for an identified student, type the letter “E” in the “Select” box to the left of the student’s STAC ID.
  3. Once a student has been selected, click the Select button.
  1. The STAC Child Search screen does not display any child matches based on your search criteria.
  2. If there are not any child matches associated with your agency, nothing will be displayed in the bottom section of the screen. Proceed to Section III of this guide (“Assigning a New STAC ID”)
  1. If you want to search for STAC IDs for additional students on DCHSR, clear out the “Last Name (first three letters)” and “First Name (first 3 letters)” fields, enter the first three letters of the last name and the first three letters of the first name of the next student and click the Search button again.

III. Assigning a New STAC ID

  1. When no matches are found on the “DCHSR” screen, clicking the Assign a New Stac ID button will take you the “STAC Child Update“ screen (“DKIDS“).
  2. Enter the student’s complete information into the fields. Make sure to enter the student’s entire last name and entire first name. (The required data fields for the student are indicated in blue on the “DKIDS” screen)
Field Field Description
Complete Last Name The letters you entered in your search will be carried over to the screen. Enter the remaining letters of the student’s last name. (required)
Complete First Name The letters you entered in your search will be carried over to the screen. Enter the remaining letters of the student’s first name. (required)
MI Enter the student’s middle initial (optional)
Date of Birth Enter the student’s date of birth (mm/dd/yy) (required)
SIS ID Enter the student’s outside ID (Student Information ID) (optional)
Gender Check one. (required)
Race-Ethnicity Choose one category. (required)
  1. Click the Add a New Stac ID button.
  2. The system will try to find potential existing STAC IDs for the student. If no potential matches are found, a message stating that “A New STAC ID has been assigned for this child.” will appear. The newly generated STAC ID will appear in red directly above this message. Record this STAC ID for future use, as it will continue to be associated with the student until the student is no longer eligible for reimbursement.
A screenshot of the middle section of the DKIDS STAC Child Update screen. A new STAC ID, B17779, is indicated in red. Below the STAC ID, a message in black reads: A New STAC ID has been assigned for this child. Please record this number for future reference.
  1. If a possible match is found, a message will appear along with the STAC ID, gender, race/ethnicity, and date of birth:
A screenshot of the middle section of the DKIDS STAC Child Update screen. The message in black reads: Exact match on Student Name and Date of Birth. If you have reason to believe the student displayed is not your district's/county's student, please contact the STAC and Medicaid Unit for assistance. Below this message, a possible match is listed, for a Male student with a date of birth of 020202 with Mult/Unk race or ethnicity.
  1. If you have reason to believe the student displayed is not your district’s/county’s student, please contact the STAC and Medicaid Unit for assistance. We will be happy to assist you in identifying if it is a legitimate match. If no legitimate match can be identified, we will generate a new STAC ID on your behalf. Likewise, if no match is identified, but you have reason to believe that the student had been assigned a STAC ID previously, please contact us before creating a new one.

Please contact the STAC/Medicaid Unit by email at OMSSTAC@nysed.gov or by phone at 518-474-7116 if you have any question about this process.

Last Updated: September 7, 2023