NYSED / STAC / STAC Online System / Online Instructions / Program Date Changes

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Making Program Date Changes

STAC ONLINE SYSTEM (EFRT) INTRODUCTORY TOPICS

A User Guide for School Districts, BOCES, Counties and Other SED-Approved Education Providers

Printable Version

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I. Overview

Each year, the State Education Department (SED) requires that approved special education providers, school districts, and BOCES confirm or correct the program date information on the System to Track and Account for Children (STAC) program file.  Default program dates are chosen for 2-month and 10-month programs.

If the default dates are not the correct program dates for your agency, you must access the STAC Online System to change your program information to reflect the correct dates.

II. Accessing the STAC Online System

1. Proceed to the STAC Unit website at: https://www.oms.nysed.gov/stac/
2. From the navigation menu on the left, click the "EFRT Online Sign-In" link:

3. Log onto the STAC Online System. All entries must be uppercase.

1. Enter your assigned User Code
2. Enter your assigned password in the Password field.
3. Click LOGIN.

III. FIRST STEP: Retrieving the List of Approved Programs

1. Once logged into the system, you will be directed to the appropriate home menu.
2. From your home menu, select "DQPRG".
3. On the DQPRG screen, select "2223" from the School Year dropdown.
4. Next enter your Provider Code or Provider Name. Then click "Get Providers".
5. Select the appropriate Provider from the Provider dropdown list.
6. Select "All Programs" and click the "Get Programs" button.
7. A listing of your district/agency’s approved programs will be displayed:

8. Check to see that all approved agency programs are listed. If all programs are displayed, and you are using Internet Explorer, you will see the following message in the status bar: “Attention 08 No more programs in search range”.
9. If there are additional approved programs, and you are using Internet Explorer, you will see the following message in the status bar: “Attention 08 No more programs in search range”. Click on the “Next Page” button to view the additional programs.
10. Print each page of approved programs to reference as you update your 2022-23 program dates.
11. Type “HOME” in the “GO TO” box in the top-right corner of the screen and hit "Enter" on your keyboard to return to your main menu.

IV. SECOND STEP: Changing Program Dates

1. From your main menu:
   either click the “S” button to the left of the “DDATE / PROGRAM DATE CHANGES” menu item;
   or type “DDATE” in the “GO TO” box in the top-right corner of the screen and hit Enter on your keyboard.

District Menu (DMNUM) on left; Provider Menu (DMNPR) on right

2. The Program Date Changes menu will display.
   Click on the "S" button to the left of the screen you want to retrieve.

• Preschool Program Screen (DPRES)
• School Age Program Screen (DSCHA)
• Homeless Program Screen (DOMLS)

3. To retrieve a specific program, do the following:
   1. Select “2223” from the School Year dropdown.
   2. Enter your 12-digit SED/BEDS code in the Provider field.
   3. Enter the 5-character program code in the Program fields.
   4. Click the Inquire button.

4. The selected program displays. If the program dates (A) are correct and the program will be operating (B), no further action is required.
5. To change the program dates:
   1. Go into Change mode by clearing out the "GO TO" box and hitting "Enter" on your keyboard.
   2. Enter the correct dates in the Begin Date and End Date fields in MM/DD/YY format.
   3. Click the Change button at the bottom of the screen.
   4. If the transaction was successful, you will see the following message in the Internet Explorer status bar: “ATTENTION 02 Successful Change”. Please wait for this message before making any additional program date changes.
6. If your program is not operating for the 2022-23 school year, uncheck the "Operating" box (B) and click the Change button at the bottom of the screen.
7. The Enrollment (Student Count) section (C) is not currently in use. No action is required in this section at this time.
8. The Initial Approval Date and Closeout Date (D) are for SED use only.
9. If necessary, enter the next 4-digit and 1-character program code and click on the Inquire button. Proceed to make program date changes for all applicable programs as indicated on your DQPRG program listing.
10. To return to the Program Date Changes menu, type "DDATE" in the "GO TO" box in the top-right corner of the screen and hit Enter on your keyboard.
11. To return to your main menu, type “HOME” in the “GO TO” box in the top-right corner of the screen and hit "Enter" on your keyboard.
12. To log off the system, type "BYE in the "GO TO" box in the top-right corner of the screen and hit "Enter" on your keyboard.

Note: Programs with an approval status of 1-year-only (Appr-1) are for internal use only. External users are not allowed to change the dates of these programs. If the dates of your 1- year-only program are incorrect, please fax the correct dates for that program to the STAC and Medicaid Unit at 518-402-5047, using the following form: https://www.oms.nysed.gov/stac/forms/stac_prog_dates_form.pdf
Note: It is not necessary to change the dates for special education itinerant service SEIT 9135-9139 programs.

Last Updated: April 21, 2022