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:
https://www.oms.nysed.gov/stac/schoolage/payments/
annualized_cost_calculation.html

To print this screen on one page in Google Chrome:

  1. Ctrl+P to bring up the Print panel.
  2. Click the down arrow to the right of "More settings"
    (or the plus sign to left, depending on your version of Chrome)
  3. Enter "57" in the box to the right of “Scale”

Depending on your printer’s default margins, you might need to make the scale number slightly larger or slightly smaller.

The top section of the DCPUB Screen

A screenshot of the top section of the DCPUB 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
    This button takes you directly to the associated approval on DSPUB.
  5. Public Excess Cost Aid Ratio
    Ratio is used in the calculation of Public Excess Cost Aid.
  1. District Threshold
    Your district’s threshold for the selected school year.
  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.

Only to be used if the student is listed on the year-end final cost report from a BOCES.

  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-A. The InDistrict Classroom - Full Day Self-Contained Section

Screenshot of InDistrict Classroom - Full Day Self-Contained 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

II-B. The InDistrict Classroom - Period-Based Section

Screenshot of InDistrict Classroom - Period-Based Section of DCPUB screen.
  1. Placement Type
    Ratio of students to teachers and paraprofessionals of the student’s primary classroom, per the IEP
  2. (Spec. Ed Teachers/Classroom Aides) Total Salaries
    The combined salaries for the special education teacher(s) and classroom aides. Do NOT include general education teacher salaries
  3. (Spec. Ed Teachers/Classroom Aides) Total Fringe
    The combined cost of fringe benefits for the special education teacher(s) and classroom aides. Do NOT include general education teacher fringe benefits
  4. Teacher Work Day
    (Exclude Lunch) Length in Mins
    The length of the teacher’s work day in minutes, excluding lunch.
    • 6.5 hours = 390 minutes
    • 6 hours = 360 minutes
    • 5.5 hours = 330 minutes
  5. Group Size
    The number of special education students in the classroom. Do NOT count general ed students
  1. Sessions Per Cycle
    The number of times the student attended this class during the cycle length specified in the frequency column. Cannot exceed IEP
  2. Session Length (Mins)
    The length of each session, as specified on the student’s IEP
  3. Frequency
    The length of the cycle specified on the student’s IEP. The Sessions Per Cycle repeats on this interval:
    • Daily Cycle
    • 4-Day Cycle
    • Weekly Cycle
    • 6-Day Cycle
  4. Total Child Cost
    The cost of the placement, as calculated from the information provided. This calculated field does not permit data entry
  5. Additional Special Education Classroom Costs (Explain in Comments)
    If the student has more than six special classes, enter the cost of the remaining special classes as a lump sum.

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.

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

  1. Type of 1:1
    Indicate type: Aide, LPN, RN, or Interpreter.
  2. Provider Type
    Indicate type: Non-Resident District, CSE District, BOCES, or Other Provider
  3. 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.
  4. 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.

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 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.
  6. Session Cost Per Child
    Total Cost Per Session / Group Size. A calculated field that does not permit data entry.
  1. Actual Sessions
    Actual number of sessions student received for service. Cannot exceed the IEP.
  2. Total Child Cost
    Total cost attributable to student. A calculated field that does not permit data entry.
  3. BOCES Extra
    If more than six related services, calculate and enter total cost of any additional services provided by BOCES not included above. Explain in comments.
  4. District
    If more than six related services, calculate and enter total cost of any additional services provided by district not included above. Explain in comments.
  5. Other Provider
    If more than six related services, enter total cost of any additional services provided by an outside provider. 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.

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

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. 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 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. Other Child-Specific Costs Subtotal
    Total Other Child-Specific Costs from section V.
  6. “SED use only” Section
    Used by SED staff to note adjustments resulting from review.
  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 $66,279.83
- District Threshold $47,220
  Annualized Excess Cost $19,059.83
x FTE 1.000
  Aidable Excess Cost $19,059.83
x Public Excess Cost Aid Ratio 0.713
  Estimated High Cost Aid Available $13,589.65
Last Updated: September 5, 2023