DCPOD High Cost Student Worksheet (Other District)
Quick Reference

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

Printable Version pdf file

Guidance for Calculating 10-Month Annualized Costs for Other 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:
https://www.oms.nysed.gov/stac/schoolage/payments/annualized_cost_calculation.html

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The top section of the DCPOD Screen

Screenshot of the top section of the DCPOD screen

Contains the information entered on the approval on DSPUB.

  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
    Takes the user to DSPUB to amend start and end dates.
  5. Public Excess Cost Aid Ratio
    Ratio is used in the calculation of Public Excess Cost Aid.
  6. District Threshold
    The minimum 10-month annualized cost that will generate High Cost Aid.
  1. CSE District and Ed Provider
    CSE school district and the education provider, taken directly from DSPUB.
  2. 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.
  3. 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 NRT Section

Screenshot of the NRT section of the DCPOD screen

This section is used to indicate whether the other educating district billed using an NRT rate or billed using actual costs.

  1. Non Resident Tuition (NRT) Rate
    (Full Day K-6 Student with Disabilities)
    If the student is within the age range for grades kindergarten through sixth grade and the non-resident district has billed using the Non Resident Tuition Rate, select this option.
  2. Non Resident Tuition (NRT) Rate
    (Grade 7-12 Student with Disabilities)
    If the student is within the age range for seventh grade through twelfth grade and the non-resident district has billed using the Non Resident Tuition Rate, select this option.
  1. Other Educating District Billed Using Actual Costs
    (Provide Cost Breakdown Below)
    If the non-resident district has billed using actual costs, select this option and fill out the remaining sections of the screen.
PLEASE NOTE:
If the other educating district has billed using the NRT rate, the aid available for services provided by the other educating district is capped at the NRT rate!

II. The Special Education Classrooms Section

Screenshot of the Specal Education Classrooms section of DCPOD screen

Only to be used if the nonresident district billed using actual costs. If the student did not attend for the entire program period, enter the costs as if the student had attended for the whole year.

  1. Placement Type
    The type of period-based special education placement the student is in, per the IEP
  2. IEP Ratio: Stud:Teach + Para
    The ratio of students to teachers and paraprofessionals. This should match the student’s IEP.
  3. Total Placement Cost
    The total cost of the special education classroom, less excluded costs.
  4. Actual Students in Class
    The number of special education students in the classroom. If the non-resident district has billed on a per student basis, and the number of students in the class has not been provided, enter a group size of 1 and explain in the comments.
  1. Total Child Cost
    The total cost of the special education classroom attributable to this student. This calculated field does not permit data entry.
  2. Additional Special Education Classroom Costs
    For use if the student has more than four special education classroom placements. Enter as a lump sum and provide a breakdown in the comments.
PLEASE NOTE:
Only special education services mandated by the student’s IEP are eligible for High Cost Public aid! Even if a cost doesn’t appear on the Excluded Cost List, it still may not be eligible for High Cost Public aid.

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

Screenshot of the Child-Specific 1:1 Aide/Shared Aide/Nurse/Interpreter section of the DCPOD screen

Only to be used for aides, LPNs, RNs and interpreters assigned to specific students.

  1. Type of 1:1
    Indicate type: Aide/Teaching Asst, LPN, RN, or Interpreter.
  2. Provider Type
    Indicate where this student aide, nurse, or interpreter is provided by the non-resident district, the CSE district, a BOCES, or some other provider.
  3. Total Cost
    Enter billed amount, or salary and value of fringe benefits if provided by CSE district. 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

Screenshot of the Related/Other Services section of the DCPOD screen

Services entered in this section cannot have been claimed in any of the sections above. You can enter up to six services in this section, with space to enter lump sum totals by provider type for any additional services.

  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 the non-resident district, the CSE district, a BOCES, or some other provider.
  3. Total Amount Billed Per Student
    Enter the billed amount for the service.
  4. IEP Session Length (Mins)
    Enter the session length in minutes, as specified on the student’s IEP.
  5. Provided to Individual / Group
    Indicate whether the service was provided to the student individually, or as part of a group. Should match the student’s IEP.
  1. Actual # of Sessions Billed
    Enter the actual number of sessions billed for this student. Cannot exceed the IEP.
  2. Session Cost Per Child
    Total Amount Billed For Student, divided by the Actual # of Sessions Billed. A calculated field that does not permit data entry.
  3. Non-Resident District, BOCES Extra, CSE District, and Other Provider
    If more than six related services, calculate and enter total cost by provider type of any additional services not included above. Explain in comments.

V. The Other Child Specific Costs Section

Screenshot of the Other Child Specific Costs section of the DCPOD screen

Only to be used for non-recurring costs not claimed in sections I through IV.

  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

Screenshot of the comments section of the DCPOD 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 (DCPOD) submission for the STAC and Medicaid Unit.
  1. E-mail Address
    E-mail address for the person indicated in Contact Name field.
  2. Phone#
    Phone number 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 DCPOD worksheet, click Change to submit your changes.

The Summary Section

Screenshot of the summary section at the bottom of the DCPOD screen
  1. Non Resident Tuition
    The non-resident tuition rate, if selected in section I.
  2. Special Classrooms 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 4 lump sum fields, from section IV.
  5. Other Child-Specific Costs Subtotal
    Total Other Child-Specific Costs from section V.
  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.
  3. "SED use only" Section
    Used by SED staff to note adjustments resulting from review.
Screenshot of the entire DCPOD screen
Last Updated: April 6, 2023