School Age Processing Powerpoint Presentation

STAC Unit School Age Training PowerPoint Presentation

Introduction toSchool Age STAC Processing

STAC Homepage: http://www.oms.nysed.gov/stac/

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Outline of Slide Show

Section F Homeless Placements

Section G IY Placements

Section H - 4201 Placements (State Supported)

Section I State Operated Placements

Section J Childrens Residential Project (CRP)

Section K Other State Agency Placements

Section L ListServ and NYSED Contacts

Section A - Overview of STAC Unit and STAC Online System

Section B 10-month Private placements

Section C - 10-month Public placements

Section D - 4408 Summer

Full Day and Half Day placements

Section E - 4408 Summer Related Services Placements

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SECTION AOverview of STAC Unit and the STAC Online System

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STAC

System to Track and Account for Children (STAC)

STAC and Medicaid Unit is the unit within the NYS Education Department. The Unit is responsible for processing requests for Commissioner's approval for reimbursement. This includes reimbursement approval for the costs of providing services to preschool and school-age students placed in special education programs at public and SED-approved private schools, special-act school districts, BOCES, and at state-supported and state-operated schools for the deaf and blind. It also includes reimbursement approvals for students who have been determined to be homeless or runaway youth and for education services provided to incarcerated youth.

The STAC Unit collects data needed for processing reimbursements on over 270,000 placements each year. This data includes:

Who is arranging placement of the child

What provider will deliver the services

Which district has financial responsibility

Prior approvals and private placement certifications

Verification that services were delivered

State Aide Reimbursements based on STAC verifications

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Basic STAC Process

Step 1- Preapproval/Notification of Fiscal Responsibility (from field to SED)

Paper process: Annual Out-of-State placements, initial State operated/State supported placements, initial CRP placements, initial OPWDD Chapter placements/OMH/OCFS (STAC-200 or LDSS 3424), Homeless/Runaway placements (STAC 202)

Online process: Annual 10-month private placement (Day/Residential; In-State/Out-of-State) DCERT

Step 2 District Completes Initial STAC Approval or Reapplication (Online or Paper)

Step 3 - Amendment of STAC Approvals (by District or STAC Unit)

Step 4 Verification of Services by District

Step 5 STAC Review of Verified Services

Step 6 STAC produces Approved Payment Reports (mailed to Districts) or

submits following STAC Verified Data to State Aid Unit: 10-Month High Cost Public, 10-Month Private; and 10-Month Chargeback FTEs.

Step 7 - State Aid Unit Issues Payments to Districts based on APRs

or State Aid Unit Updates the GEN, PUB, and PRI Reports

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Basic STAC Process

DISTRICT

STAC UNIT

INITIAL APPROVAL

STAC Approval Application (STAC-1) completed onlinecertain approvals require pre-approvals

STAC Approval Listing (STAC-3 listing) mailed monthly

STAC Approval List (STAC-3) listing received and checked for accuracy

OR

Use reapplication screens

For continuing placements

STAC Approval Listing (STAC-3 listing) mailed monthly

STAC Approval Listing (STAC-3) listing received and checked for accuracy

AMENDMENT PROCESS

STACs amended through the online system adding/changing/ withdrawing

STAC Approval Listing (STAC-3 listing) generated

STAC Approval Listing (STAC-3) listing received and checked for accuracy

CLAIMING AID

STAC opens online verification screens or mails paper AVL

Verify via online screen(10-Mo. Chapter Only: Verify & return paper AVL)

Approved Payment Reports (APRs) mailed for all programs, except for 10-Month PUB/PRI which are paid as part of excess cost aid.

District checks online (DQPAY) and paper APR (or PUB or PRI- For excess cost aid updates)

REAPPLICATION PROCESS

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Electronic Record Access

STAC Online (EFRT) System

Review, add, amend or verify approvals (providers review only)

User IDs must be authorized by District Superintendent (agency directors for providers)

User IDs and passwords must not be shared

STAC Unit can suspend rights when aware of violations

Use request form on website to add new users or delete users

Separate forms for employees and third-party consultants

Consultant form should be used to give BOCES users district rights

New online functionality allows District Superintendents to renew or suspend users directly

FTP site

Submit bulk files format available on STAC website

Download summary files

Two accounts required to create file:

FTP username and password

EFRT Usercode and password

New GoAnywhere secure FTP process for sending and receiving files:

FTP Authorization Form required: http://www.oms.nysed.gov/stac/forms/stac-603_form_authorization_ftp.pdf

Register and access through GoAnywhere web client

Or access through FTP client using SFTP protocol.

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Request Form for Online Access to the STAC Database (Employees)

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Request Form for Online Access to the STAC Database (Consultants)

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The STAC Online System (EFRT) Welcome Screen

https://efrt.nysed.gov/efrt

Type in your User Code and Password and hit Enter to log into EFRT.

New for 2017! Click the Forgot Password button to reset your password.

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XTEND Access Renewal/Suspension Screen (Superintendent Access Only)

Superintendents are required to renew district online users on an annual basis.

(Current active district and county users rights will expire on 01/15/18. Memo will be issued in November 2017)

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Authorization Form for Access to the STAC FTP Site

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Protecting STAC Data and Personally Identifiable Information (PII)

Family Educational Rights and Privacy Act (FERPA), Health Insurance Portability and Accountability Act (HIPAA), NYS Personal Privacy Protection Law and other statutes all require that PII is kept secure and only shared on a need to know basis

Exchanging student data with the STAC Unit:

Fax during business hours and advise recipient when will be sent

Emails with PII other than STAC ID need to be encrypted with password sent separately

Paper documents sent US Mail 1st class/priority, or other service with tracking(e.g., UPS, FedEx, DHL)

Use the STAC Online (EFRT) System and FTP site log out when not active

When calling STAC Unit be prepared with your STAC Online User Codeand password to confirm authorization to share data

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Locating / Creatinga STAC ID

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LOCATING/CREATING A STAC ID on theSTAC ONLINE SYSTEMDCHSR Screen (Step 1)

All student information on the STAC Online system is linked to a child-specific identifier (STAC ID)

To search for a STAC ID:Enter the first three letters only of the students last and first names on the DCHSR screen

Only the STAC IDs associated with your district that meet the search criteria will be displayed.*

If there is an exact match on first name, last name and DOB, use that STAC ID.

If there is a close match (see next slide for examples), please call the STAC and Medicaid Unit for clarification.

If there are no STAC IDs listed that meet your search criteria, you will be promptedto the DKIDS screen to complete the IDprocess.

* In the example above, there were no students associated with this district that met the search criteria.

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Examples of Close Matches (Call STAC Unit)

Examples of students (associated with your district) that will result from a three and three search on the DCHSR screen:

EXAMPLE, JOSEPH, DOB 01/02/03 (Same last name and DOB, different first name)

EXAMPLE, JOSHUA, DOB 06/02/03 (Same first and last name, close DOB)

EXAMPLESMITH, JOSHUA, DOB 01/02/03 (Compound surname or multiple surnames system does not accommodate hyphens)

EXATRAVIA, JOSHUA, DOB 01/02/03 (Different last name, same first name and DOB)

EXAMPLE, JOSH, DOB 01/02/03 (Same last name and DOB, truncated first name)

EXAMPLE, JOSHUA, DOB 01/02/03 (Exact match: USE THIS STAC ID)

Students actual first name, last name, and date of birth: EXAMPLE, JOSHUA 01/02/03

If you have reason to suspect a student has an existing STAC ID and you cannot identify it on our system, please contact the STAC Unit.

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Common reasons for creation of duplicate IDs

Scenarios that often result in the creation of duplicate STAC IDs:

Student transitioning from pre-school to school-age.

Failure to search compound names using both surnames. (ExampleSmith vs SmithExample)

Student moves from one district to another.

Failure to enter complete names on DKIDS.

Failure to enter correct DOB (transposed dates, off by one digit, etc.)

Typographical errors (districts cannot edit DKIDS information once the STAC ID has been created.)

Name changes (adoption, etc.)

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LOCATING/CREATING A STAC ID on theSTAC ONLINE SYSTEMDKIDS Screen (Step 2)

The required data items for the student are indicated with a BLUE label on the screen. The FULL first and last names must be completed.

After the required data items have been entered, click on the ADD button

If an exact match (last name, first name, and date of birth) exists, the STAC ID will be listed below the buttons.

If you have reason to believe the student displayed is not your districts child, please contact the STAC and Medicaid Unit.

If no such combination exists, the systemwill assign a new STAC ID for the student.

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DMNUM ScreenSchool District Main Menu

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DMNVS ScreenSchool District Verification Menu

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STAC Submission/Verification Timeframe Examples

Prior to Submission of STAC reimbursement approval

Private Placement Certification Online (10-month only)

Notice of District Responsibility (STAC-200, LDSS 3424, STAC-202) (Paper process)

Less than one year (from program end date)

Incarcerated Youth - Online

4201 State Supported (September June) - Online

State Operated by Provider

One Year (from program end date)

Homeless - Online

OPWDD Chapter Paper

Private Excess Cost (**one year for current year funding) - Online

Public Excess Cost (**one year for current year funding) Online

Two Years (from program end date)

Private Excess Cost (**two years for prior year funding) - Online

Public Excess Cost (**two years for prior year funding) Online

CRP Childrens Residential Project by Provider and District

Three Years (from 10-month program end date)

4408 Summer (Public and Private) - Online

Summer Related Services - Online

4201 State Supported Summer Transportation Online

4410 Preschool- Online

**Current Year Funding

While Public and Private Excess (High) Cost records can be verified for payment for up to two years after the end of the school year, current year funding is only paid based on prior school year records verified by 06/30 (within one year of the SY close).

A record verified in the second year is processed as a prior year adjustment. Actual payment of Aid for a prior year adjustments can take more than 10 years.

Only those records verified in the first year will be paid on a current year basis.

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Current Year Funding

Only those 10-month private and public high cost STAC approvals verified in the first year will be paid on a current year basis (i.e. a 2016-17 public/private 10-month STAC approval must be verified by 06/30/18 to receive current year Excess Cost Aid paid in full by no later than September 2018

Prior Year Funding

Those 10-month private and public high cost approvals verified in the second year (i.e. a 2015-16 STAC approval verified in the 2017-18 year by 06/30/18) will be processed as a PRIOR YEAR Supplemental for Excess Cost Aid which could take ten years or more for payment to occur

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Online STAC Verification Status

2015-16 and 2016-1710-Mo. School Year Private Section 4405 Program

(Verify after year ends on 6/30 using DVPRV)

2015-1610-Mo. High Cost Public Verification

2016-1710-Mo. High Cost Public Verification (opens Jan-Feb)

2016-1710-Mo. Nonresident & Runaway Homeless Program

(Verify after year ends on 6/30 using DVHOM)

2014 to 2017Summer Sec. 4408 (After 8/31 verify Educ & Main using DVSUM and verify Summer Trans. Costs using DVSTR)

2014 to 2017Summer Section 4408 9015 Programs (1/2 Hr Unit Reporting) DVSRL

2014 to 2017Summer Section 4408 9015 Transportation DVST2

2014 to 2017Summer Sec. 4201 Transportation Cost use DVST3

2014 to 2017Summer Ch. 47, 66, & 721 Education Only use DVCSM

2014 to 2017Summer Ch. 47 and 721 Transportation Costs DVSTC

Programs With Different Online Verification Schedules

2017-18Incarcerated Youth 12-Mo. Program(Verify after 3 Periods: 7/1-11/30, 7/1-3/31, and 7/1-6/30 using DVINC)

2016-1710-Mo. Sec. 4201(Sept-Dec,verified by 6/1/17)

10-Mo. Sec. 4201(Sept-June,verified by 12/1/17)

Enrollment YearPrograms Verifiable Online as of September 2017

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Query/Reference Screens

TO ASSIST SCHOOL DISTRICTS WITH STAC APPROVALS, VERIFICATIONS, PAYMENTS AND CHARGEBACKS

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DMQRY ScreenSchool Age Inquiry Screens

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DQAPP ScreenLIST OF APPROVALS BY PROVIDER, YEAR, PLACEMENT TYPE

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DQCER ScreenLIST OF A DISTRICTS PRIVATE PLACEMENT CERTIFICATION APPROVALS

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DQCLD ScreenLIST OF A STUDENTS APPROVED EDUCATIONAL SERVICES ON THE SYSTEM

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DQHOM ScreenList of Homeless Eligibility Records by Designated District of Attendance

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DQPRG ScreenPROVIDER/PROGRAM SEARCH by YEAR AND PROVIDER

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DQPRT ScreenPRINT SCREEN LIST OF STAC3S ON STAC SYSTEM FOR A STUDENT

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DQCDI ScreenDISTRICT 10-MONTH CHARGEBACK SCREEN

Point in Time Report

Not Real Time

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DQPAY ScreenDISTRICT SCHOOL AGE PAYMENT DETAIL SCREEN

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DQSBO Screen Top of ScreenDISTRICT APPROVAL/VERIFICATION SUMMARY (3 YEAR)

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DQSBO Screen Bottom of ScreenDISTRICT APPROVAL/VERIFICATION SUMMARY (3 YEAR)

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DQSUM Screen4408/4201 District Summary Report (2-mo)

Point in Time Report

Not Real Time

Sample City SD

Sample City SD

111111110000

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SECTION BPrivate Placement Certification10-Month PrivateApprovals

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DCERT STAC FACTS

Required for all ten-month private placements:day and residential; in-state and out-of-state

Required on an annual basis for 10-month Private placement

Required if student changes private placement type(day to residential, in-state to out-of-state, etc.)

Required if student changes districts

Must be completed prior to adding a 10-month Private STAC approval in order to maximize state reimbursement

Link to DCERT guidelines: http://www.oms.nysed.gov/stac/stac_online_system/online_instructions/guide_DCERT.pdf

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DCERT Screen Top of ScreenONLINE PROCESSING OF PRIVATE PLACEMENT CERTIFICATION APPROVALS

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DCERT Screen Bottom of ScreenONLINE PROCESSING OF PRIVATE PLACEMENT CERTIFICATION APPROVALS

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10-MONTH PRIVATE EXCESS COSTIn-State

1. STAC REIMBURSEMENT APPROVALStep A

Pre-Approval Certification required on an annual basis for private provider placements

District files Online using the DCERT screen

3. EDUCATION VERIFICATION

Verify education Online using the DVPRV screen

2. STAC REIMBURSEMENT APPROVALStep B

STAC reimbursement approval processed Online using the DSPRV screen or DRPRV screen

4. TRANSPORTATION VERIFICATION

Cannot STAC or verify 10-month transportation costs10-month transportation costs reportedon the SAMS system

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10-MONTH PRIVATE EXCESS COSTOut-of-State

2. STAC REIMBURSEMENT APPROVALStep B

District must submit out-of-state packet to Office of Special Education(paper process)

STAC Unit enters approved paper STACs online


Cannot STAC or verify 10-month transportation costs10-month transportation costs reportedon the SAMS system


Pre-Approval Certification required on an annual basis for private provider placements

Process Online using the DCERT screen


Verify education Online using the DVPRV

OUT OF STATE PACKET INFORMATION:

http://www.p12.nysed.gov/specialed/applications/outofstate/Placements-Out-of-State-Residential-Schools.html

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10-MONTH PRIVATE EXCESS COSTSTAC FACTS

Statute of Limitations:Two years. School year 2015-16 will close out for STACingand verification 06/30/18. However, to receive current yearfunding, 06/30/17 was the STACing and verification deadline

Education Rates:Set by NYS Education Departments Rate Setting Unit

Maintenance Rates:Set by NYS Office of Children & Family Services

State Aid:Aid ratio is found on line 8 of the Private Excess Cost AidOutput Report. Minimum aid is 50%

Payment: Current year aid payments are based on prior year enrollment and education costs. Payment Procedures:

up to 25% in December (approved costs)

additional 45% in March (approved costs)

additional 15% in June (approved costs)additional 15% in August (verified costs)

remaining balance if any in September (verified costs)

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10-MONTH PRIVATE EXCESS COSTSTAC FACTS

1:1 Full & Half Time Education Aides: Full-time and half-time education aides can be added online by the school district(The half-time aide checkbox is also used for one full-time aide shared equally by two students)

All 1:1 Maintenance Aides, School districts must complete a paper 1:1 aide form and submit to the STAC Unit

All RNs, LPNs, and Interpreters, for processing. (Districts should file the education and maintenance STAC approval

1:1 Educ Aides(other than full/half time): online; then submit the paper 1:1 aide form to the STAC Unit) http://www.oms.nysed.gov/stac/schoolage/1to1_aides/1-1_aide_form.pdf

Ten-month residential placements: County social services pays the provider for ten-month maintenance costs and then bills the school district of residence 38.424% of the maintenance costs.

Two-month residential placements:CSE districts pays 100% of summer maintenance costs to provider and SED reimburses the CSE district 80% and collects a 10% county chargeback against a 4410 preschool payment.

Note: If a previously verified record is amended in any way (education/maintenance aide is added, etc.) the district must re-verify

both the education (DVSUM) and the transportation (DVSTR).

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DSPRV ScreenONLINE PROCESSING OF 10-MONTH PRIVATE EXCESS COST STAC APPROVALS

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DRPRV Screen10-MONTH PRIVATE EXCESS COST STAC REAPPLICATIONS (for in-state placements)

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DVPRV ScreenONLINE VERIFICATION OF 10-MONTH PRIVATE EXCESS COST STAC APPROVALS

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Private Excess Cost Aid Calculation Example

Private Excess Cost Aid Calculation

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SECTION C10-MONTH PUBLIC PLACEMENTS

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10-MONTH PUBLIC HIGH COST


Districts file STACs on students whose 10-Month rates exceed district threshold

EDUCATION VERIFICATION

Online verification for In-District, Other-District, and BOCES placements

2. DISTRICT THRESHOLDS

Listed as Deduction on line 5 of the Public Excess Cost Aid Output (PUB) report.

Refer to State Aids SAMS website:http://STATEAID.NYSED.GOV(518-474-2977)


Cannot STAC or verify 10-month transportation costs

10-month transportationcosts reported on theSAMS system

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Resources for Calculating High Cost STACs

Calculating 10-Month Annualized Cost Education Rates forStudents with Disabilities Educated in a District-Operated Program

http://www.oms.nysed.gov/stac/schoolage/avl-payment_reports_and_chargebacks/annualized_cost_calculation.html

Draft Worksheet for Calculating 10-Month Annualized Costs for an In-District High Cost Public Placement Student with Disabilities

http://www.oms.nysed.gov/stac/schoolage/avl-payment_reports_and_chargebacks/annualized_cost_worksheet.htm

Instructions on how to find your School Districts Threshold

http://www.oms.nysed.gov/stac/schoolage/schoolage_placement_summary/public_excess_cost/how_to_find_threshold.pdf

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Calculating 10-Month Annualized Cost Education Rates forStudents with Disabilities Educated in a District-Operated Program

To calculate the 9/1 6/30 10-Month Annualized Cost for an in-district High Cost student, include only the cost of direct special education services provided to the student according to his/her Individualized Education Plan (IEP). These costs are as follows:

Costs which may be included in the Annualized Cost" Calculation for In-District Student Placements

Pro-rata share of special education classroom/consultant teacher salary & fringe benefits;

Pro-rata share of special education classroom/individual aide salary plus fringe benefits;

Pro-rata share of special education certified teaching assistant salary plus fringe benefits:

Pro-rata share of special education related services specified on the student IEP;

Cost of assistive technology devices/services used by just this child.

Costs excluded from Annualized Cost" Calculation for In-District Student Placements

None of the following costs may be included on an In-District High Cost Public STAC:

Non-Resident Tuition Worksheet base grade level and special education rates are excluded;

Special education transportation costs are excluded;

CSE or Pupil Personnel Services salary and fringe benefits are excluded;

Evaluation costs are excluded;

Regular education teacher salary and fringe benefit costs are excluded;

District administrative or building overhead costs are excluded;

Due process (impartial hearing) costs are excluded;

Costs for non-special education or indirect services are excluded;

Costs for permanent building fixtures/equipment (like a strobe light fire alarm system);

Newly added*

* Home & hospital instruction provided on weekends, holidays, and during school year vacations is excluded;

* Services provided that were not included on the IEP or which exceed the level (individual vs. group) or frequency of service specified on the IEP

* Special education costs claimed for aid on a federal grant are excluded.

In-District Student 10 Month Annualized Cost Example:John was enrolled in a 6:1:1 special education class. There were only 5 students enrolled and John was enrolled for 30 out of the 40 weeks. The special education teacher and classroom aide had combined salaries and fringes for the 30 weeks of $150,000 and $50,000. John also received $4,500 in related services, and his IEP required an assistive-technology device costing $2,500.Salary$30,000 (1/5th of $150,000)Fringe Benefits+10,000(1/5th of $50,000)Related Services+4,500Actual Cost Before Assistive Tech.$44,500 Divided by FTE Enrollment0.750(30 weeks/40 weeks)Annualized Cost Before Assist. Tech $59,333Assistive Technology Device+2,50010-Month Annualized Cost$61,833

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Draft Worksheet for Calculating 10-Month Annualized Costs for anIn-District High Cost Public Placement Student with Disabilities 1 of 2

Student InformationEnter Information BelowLast NameFirst NameDate of BirthSTAC ID #Educational ProviderService Date InformationStart DateEnd DateStudentEducational Provider Program DatesFTE EnrollmentStudent Enrollment DatesList SE Costs1-1 Special Education (SE) Costs Allowed for High Cost AidNext to + Signs1-1 Special Education (SE) Certified Aide #1 Salary+1-1 SE Certified Aide #1 Benefits+1-1 Special Education (SE) Certified Aide #2 Salary+1-1 SE Certified Aide #2 Benefits+Shared Special Education (SE) Costs (Excluding Related Services)Classroom SE or Consultant Teacher #1 Salary+Classroom SE or Consultant Teacher #1 Benefits +Classroom SE or Consultant Teacher #2 Salary+Classroom SE or Consultant Teacher #2 Benefits +Classroom SE Certified Tching Asst. #1 Salary+Classroom SE Certified Tching Asst. #1 Benefits+Classroom SE Certified Tching Asst. #2 Salary+Classroom SE Certified Tching Asst. #2 Benefits+Classroom SE Aide #1 Salary+Classroom SE Aide #1 Benefits+Classroom SE Aide #2 Salary+Classroom SE Aide #2 Benefits+BOCES SE Service #1 excl. R Srvcs -+BOCES SE Service #2 excl. R Srvcs - +Other Vendor SE Services excl. R Srvcs+Rental of Assistive Technology *Device Rental+Software Rental+Service Contract Rental+

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Draft Worksheet for Calculating 10-Month Annualized Costs for anIn-District High Cost Public Placement Student with Disabilities 2 of 2

Related SrvProvider CodeCost PerXNo. ofList SE CostsEnter D,B, or O*SessionSessions Next to + Signs *(D=District, B=BOCES, O=Other)SpeechIndividual+SpeechGroup+Occ. TherapyIndividual+Occ. TherapyGroup+Phys TherapyIndividual+Phys TherapyGroup+Hearing Individual+Hearing Group+Autistic (ABA)Individual+Group+Individual+Group+Individual+Group+Total Allowable Special Education Costs(Excludes Assistive Technology Purchases*)------------------------Divided by FTE Enrollment /FTE------------------------10-Month Annualized Cost Educ. Rate for STAC(Excludes Assistive Technology Purchases*)------------------------Assistive Technology (AT) and Other Equipment Purchases*AT Device and Other Child-Specific Equipment Purchases+AT Software Purchase+Service Contract Purchased on AT Equipment+------------------------10-Month Annualized Cost Educ. Rate for STAC*Assistive Technology purchases are added after other costs are converted to a 10-Mo. Rate.Note: iPads and other tablets may not be claimed for High Cost Aid.

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10-MONTH PUBLIC HIGH COST STAC FACTS

Statute of Limitations:Two years. School year 2016-17 will close out for STACing andverification 06/30/19. However, to receive current year funding 06/30/18 is the STACing and verification deadline

State Aid: Aid for current year is based on prior years enrollment and cost

Example:For the 17/18 school year, public excess cost aid is receivedbased on the 16/17 enrollment year verified STAC approvals

Payment Procedures:up to 25% in December

additional 45% in March

additional 15% in June

additional 15% in August

remaining balance if any in September

1:1 aides: Cost should be included in the 10-month annualized cost(no 1:1 aide form required)

Note: The 1:1 Aide/Nurse/Monitor costs which areincurred while on a bus are transportation costs whichmay not be claimed on STAC for High Cost aid.

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DSPUB ScreenONLINE PROCESSING OF 10-MONTH HIGH COST STAC APPROVALS

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DRPUB ScreenONLINE PROCESSING OF 10-MONTH HIGH COST STAC REAPPLICATION APPROVALS

If the annualized cost

for the new year issubstantially less thanthe Threshold Amount,dont reapply the student.

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DVPUB Screen (High Cost claiming)ONLINE VERIFICATION OF IN-DISTRICT, OTHER-DISTRICT & BOCES HIGH COST APPROVALS

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Public High Cost Apportionment Aid Calculation Example

High Cost Apportionment Aid Calculation

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High Cost Student Data ReportFOR STUDENTS WITH 10-MO EDUCATION RATES

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SECTION D4408 Full Day or Half Day SUMMER PLACEMENTS

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SUMMER 4408 PLACEMENT-In-State(Full Day or Half Day Programs)

1. STAC REIMBURSEMENT APPROVAL

STAC reimbursement approval processed Online using the DSUMR screen or DRSUM screen

3.TRANSPORTATION VERIFICATION

Transportation can be verified only after education has been verified on DVSUM

Verify transportation Onlineusing the DVSTR screen


Must verify education before verifying transportation

Verify education Online using the DVSUM

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SUMMER 4408 PLACEMENT-Outof-State(Full Day or Half Day Programs)


District must submit out-of-state packet to Office of Special Education (paper process)

STAC Unit enters approved paper STACs online

3.TRANSPORTATION VERIFICATION

Transportation can be verified only after education has been verified on DVSUM

Verify transportation Onlineusing the DVSTR screen



Verify education Online using the DVSUM

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SUMMER 4408 STAC FACTS

Statute of Limitations:Three years. Summer 2017 (2017-18 year) will close out for STACing andverification 06/30/21

Education Rates:SEDs Rate Setting Unit (518-474-3227) sets full-day and half-day rates

Maintenance Rates:Set by NYC Office of Children & Family Services

State Aid:Aid ratio is 80% of education, maintenance and transportation costs

County Role:County of Residence is not fiscally responsible for 2-Month maintenance costs

Payment:Current year placements (Summer 2017) receive a maximum of56% aid in current State fiscal year ending 03/31/18

1:1 Full and Half Time Education Aides:Full time and half time education aides can be entered online either at the time an approval is entered or at a later date by amending an existing approval.

All 1:1 Maintenance Aides, RNs, LPNs, and Interpreters, and 1:1 Education Aides (other than full/half-time):School districts must complete a 1:1 aide form and submit to the STAC Unit for processing http://www.oms.nysed.gov/stac/schoolage/1to1_aides/1-1_aide_form.pdf

If a previously verified record is amended in any way (education/maintenance) the district must re-verify both education/maintenance (DVSUM) and transportation (DVSTR)

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DSUMR ScreenONLINE PROCESSING OF 4408 STAC APPROVAL

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DRSUM ScreenONLINE PROCESSING OF 4408 SUMMER REAPPLICATION APPROVALS

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DVSUM ScreenONLINE VERIFICATION OF 4408 EDUCATION COSTS

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DVSTR ScreenONLINE PROCESSING OF 4408 TRANSPORTATION COSTS

Transportation Stop Amount by Year(Stop Indicated by S)2014-15$6,5002015-16$6,5002016-17$6,5002017-18$6,500

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Form for Summer Transportation Costs $6,500+(cover sheet for required supporting transportation documentation)

Return by mail to:

Nancy Sergeant

STAC and Medicaid Unit

89 Washington Ave

Room 514 EB

Albany, New York 12234

For questions call (518) 474-7116

2017/2018

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SECTION E4408 SUMMER RELATED SERVICES

2017/2018

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SUMMER RELATED SERVICES


STAC reimbursement approval processed Online using the DSSRS screen



Verify education Online using the DVSRL screen


Transportation can be verified only after education has been verified

Verify transportation Online using the DVST2 screen

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2017/2018

SUMMER RELATED SERVICES STAC FACTS

Statute of Limitations: Three years. Summer 2017 (2017-18 year) will close out for STACing and verification on 06/30/21

Program Code:9015 A through D

State Aid:Aid ratio is 80% of verified costs

Payment:Current Summer placements aidable in current State fiscal year with maximum initial aid at 56%

1:1 education/maintenance: No 1:1 aides allowed with relatedservices approvals

2017/2018

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DSSRS Screen ONLINE PROCESSING OF SUMMER RELATED SERVICES STAC APPROVALS

2017/2018

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DVSRL ScreenONLINE VERIFICATION OF SUMMER RELATED SERVICES

2017/2018

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DVST2 ScreenONLINE VERIFICATION OF SUMMER RELATED SERVICES TRANSPORTATION


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2017/2018

SECTION FHomeless Placements

2017/2018

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HOMELESS STAC FACTS

Homeless students who move into temporary housing in your district from another district within NYS are eligible for Homeless aid if their parent or legal guardian selects your district to be the education provider.

DQHOM Screen has taken the place of the Homeless Eligibility report. This screen displays a listing of all non-resident students who have an open STAC 202 for the selected year.

Eligibility: Homeless student may be a student with or without a disability

Eligibility may extend across multiple school years

A Non-Resident Homeless STAC Approval is required each school year that the student is Homeless

Approval and Verification Deadlines: One year is the limit.Example: School year 2016-17 will close out for STACing and verification 06/30/18

2017/2018

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HOMELESS STAC FACTS

Education Rates:

In-District placements use the final actual Non-Resident Tuition rates from the State Aid Management System

BOCES rates (reported by the district) and Private rates (set by Rate Setting) can also apply

Program Codes are separated by grade level (K-6, 7-12) and by regular/special education.

8500, 8501, 8502, 8503, 8510M (BOCES)

Aid is paid at 100% of verified tuition cost as listed on Approved Payment Reports (APRs)

Homeless tuition reimbursement is for 10-month program only

(No summer Homeless STACing)

STAC Unit is responsible for tuition reimbursement. For other questions, contact:

Policy Guidance: SED Program Associate for Homeless Education, Melanie Faby: (518) 473-0295NYS-TEACHS: (800) 388-2014, http://www.nysteachs.org/

-September 6, 2017 Field Memo About Recent Changes:http://www.nysteachs.org/media/3209_Guidance_9-6-17.pdf

Data Collection:SED Information and Reporting Services: (518) 474-7965

2017/2018

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HOMELESS PLACEMENT

STAC REIMBURSEMENT APPROVAL

If eligible, District of Current Attendance enters Non-Resident Homeless Approval Request Online every year using the DSHOM screen.

Approval Requests can be viewed on DQAPP.


District of Current Attendance verifies the Education Online using the DVHOM Screen.

END OF HOMELESS ELIGIBILITY

District of Current Attendance should submit the original STAC-202 form with end date to the STAC Unit when:- student has found permanent housing;- student has graduated; or- another district is providing educational services.

District can view updated STAC-202data on DQHOM.

STAC REIMBURSEMENTELIGIBILITY REQUIREMENT

STAC-202: Completed for all students experiencing homelessness.

Two purposes: Designation form (for all students) and tuition reimbursement form (where applicable).

The form should be mailed to the STAC Unit only when the student is not enrolled in their District of Origin (and District of Origin is in New York State)

STAC UNIT ENTERS STAC-202

If the STAC-202 is eligible for tuition reimbursement, the STAC Unit enters it into the STAC Online System.

These can be viewed in the DQHOM screen (Homeless Eligibility List).

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2017/2018

STAC-202 Homeless Designation Form

For Homeless Eligibility

Link to form:

http://www.oms.nysed.gov/stac/forms/stac_202_form.pdf

Please note that the STAC Unit no longer collectsSocial Security Numbers.

2017/2018

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DQHOM: Homeless Eligibility List

Example: 1617 school year (SY) shows JON APPLESEED starts on 05/10/16 with no end date Lets look at SY1718 to see if its viewable.

The Homeless Eligibility List is programmed to place the STAC-202 in the school year according to the start date on the form, then continue for one additional school year.

It is important to remember to toggle between School Year selections to obtain a complete listing of your districts homeless eligibility list that may be suitable for homeless reimbursement.

2017/2018

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DSHOM ScreenONLINE PROCESSING OF HOMELESS STAC APPROVALS

2017/2018

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DVHOM ScreenONLINE VERIFICATION OF HOMELESS STAC APPROVALS

2017/2018

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SECTION G Incarcerated Youth

2017/2018

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INCARCERATED YOUTH PLACEMENTS


Processed online by theFacility District


STAC reimbursement approval processed Online using the DSINC screen


Education verified Online using the DVINC Screen

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2017/2018

INCARCERATED YOUTH STAC FACTS

Responsible District:Is the district in which the youth resided at the time ofarrest based on the address provided when he/sherequested educational services

Responsible District:Receives a basic contribution amount chargeback in thefollowing school year

STAC 3s:Individual forms are mailed to the responsible district andto the educating district where the county jail is located

IY Program Dates:Default IY program dates are 07/01-06/30. Thesedates cannot be changed by external users.

2017/2018

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INCARCERATED YOUTH STAC FACTS

Statute of Limitations:School year 2016-17 will close out for STACing and verification by 11/30/17

Age eligibility:Student must be younger than 21 upon entering the IY program. If the studentturns 21 in the summer, he/she is only eligible for services through August 31st

Educational eligibility:A student who has received a GED, or one of the two types of the Nondiploma HS Exiting Credentials*, remains eligible while incarcerated if working towards a general or Regents diploma

STACing:Separate STAC approvals for Summer and School Year

Program Code:8050Y

IY Program/Policy Contacts, School Innovation, Office of Student Support Services:

Joseph Leffler

518-486-6090

*Career Development and Occupational Studies Credential or Skills and AchievementCommencement Credential are the two types of Nondiploma HS Exiting Credentials

2017/2018

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DSINC ScreenONLINE PROCESSING OF INCARCERATED YOUTH STAC APPROVALS

2017/2018

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DVINC ScreenONLINE VERIFICATION OF INCARCERATED YOUTH STAC APPROVALS

Additional Aid PeriodVerifyPaid07/01-11/30After 11/30February07/01-03/31After 04/01October07/01-06/30After 2nd Payment Made (Est. Oct)December

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2017/2018

SECTION HSection 4201State Supported Schools

2017/2018

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State Supported 4201 Schools

Cleary School for the Deaf

Henry Viscardi School

Lavelle School for the Blind

Lexington School for the Deaf

Mill Neck Manor School for the Deaf

New York Institute for Special Education (NYISE)

New York School for the Deaf (Fanwood)

Rochester School for the Deaf

St. Francis de Sales School for the Deaf

St. Joseph School for the Deaf

St. Mary's School for the Deaf

2017/2018

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State Supported 4201 Schools

PLACEMENT APPROVAL

PHC-10 application submitted to Non-District Unit by parent or district for approval for 4201 school to evaluate

School district submits application and evaluation results to Non-District Unit for appointment


District of Residence verifies 10-month on DVSSY screen

Sept-Dec: Verify between 1/1-6/1(same school year)

Sept-June: Verify between 7/1-12/1(following school year)


STAC Unit adds records for approvals and changes

District submits re-application for continuing 10-month on DRSSY

4201 school re-applies 2-month


Summer transportation cost reported and verified on DVST3 screen

3 years to claim summertransportation

Designated for children who are deaf or may have visual impairment, orthopedic impairment or may have multiple disabilities.

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2017/2018

State Supported 4201 Schools STAC Facts

2017/2018

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DSSSY ScreenONLINE DISTRICT PROCESSING OF 10-MONTH 4201 STAC APPROVALS

Entered bySTAC Unitbased on approved STAC-1 form

Hrs/Day and Days/Week fields

used to adjust FTEs to ensure accurate reimbursement

2017/2018

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DVSSY ScreenOnline Verification of 4201 10-Month State-supported STAC Approvals

2017/2018

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DRSSY Screen10-MONTH 4201 State-supported STAC REAPPLICATIONS

(For 2015-16School YearForward)

2017/2018

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DVST3 ScreenONLINE VERIFICATION OF SUMMER 4201 TRANSPORTATION


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2017/2018

State Supported Schools Timeline

TimePeriodTask/MilestoneSchoolDistrictState Supported SchoolStart of PlacementPHC-10 Completed by School District & 4201 School and Approved by Non-District UnitXXApplication Completed by School District & 4201 School and Approved by Non-District UnitXXSeparate STAC-1s Submitted to Nondistrict Unit for Summer and 10-MonthXSeptemberConfirm Completeness and Accuracy of 10-Month Approvals on DQAPPXEnter Summer Transportation Cost on DVST3XDecemberDecember 1: Verification closes for 10-Month period of prior school yearJanuaryVerify 4-Month (Sept-Dec) of current school year on DVSSYXMarchMarch 31: SED issues 10-Month Payment for Prior School YearAprilComplete 10-Month Reapplications on DRSSY XComplete 2-Month Reapplications on DRSOSXJuneJune 1: Verification closes for 4-Month (Sept.-Dec.) period of current school yearJune 30: SED issues 4-Month Payment for Current School YearJuly(new school year begins)Verify 10-Month (Sept-June) of prior school year on DVSSYXConfirm Completeness and Accuracy of 2-Month Approvals on DQAPPXEnd of PlacementCPSE/CSE Notifies 4201 SchoolXSubmit Termination to Nondistrict Unit for Approval X

2017/2018

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SECTION IState Operated Schools

2017/2018

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State Operated Schools

PLACEMENT APPROVAL

PHC-10 application submitted to Non-District Unit by parent or district for approval for school to evaluate

Multi-Disciplinary Team (MDT) recommends appointment and State Operated school applies to NYSED Non-District Unit

Changes in CSE must be submitted to Non-District Unit


AVL Submitted by State operated school


STAC Unit enters initial record, reapplications completed by State Operated school

TRANSPORTATION VERIFICATION

Summer transportation cost reported and verified by district of current location on DVST3 screen

NYS School for the Deaf at Rome, NYS School for the Blind at Batavia

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2017/2018

State Operated Schools STAC Facts

10-Month Program Fiscal Responsibility:

District of Origin (District at time of Admission to Care) is responsible

7 months of education cost (9/1-3/31) is deducted from March Spring advance

Remainder of 10-month education cost is deducted from June General State Aid payment

District receives private excess cost aid in following aid year

2-Month Program Fiscal Responsibility:

District of Current Location (where parents are residing on July 1)

Receives a 20% summer 4408 chargeback for education and maintenance costsin following school year (Usually collected two years after program ends)

District receives 80% aid for summer transportation for those transportation costsverified on the online transportation verification screen (DVST3)

10-month records:DSSSS(view records via DQAPP or DQPRT only)

2-month records:DSSOS(view records via DQAPP or DQPRT only)

2017/2018

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DVST3 ScreenONLINE VERIFICATION OF SUMMER 4201 TRANSPORTATION


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2017/2018

SECTION JChildrens Residential Project (CRP)

2017/2018

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Childrens Residential Project (CRP)

1. PLACEMENT APPROVAL

Parental consent for placement at ICF(Intermediate Care Facility)

SED and DDSO approval that student meets eligibility criteria

Residential, In-State DCERT required for ten-month placements


Verify online using DVPRV screen(10-month) or DVSUM screen (Summer)


SED/STAC enters the initial approval from paper STAC-1 form.

District reapplies as private placement(9020 or 9021 program) on DRPRV or DRSUM

Placement is residential, but no STAC maintenance information entered on STAC approval


Must verify summer education on DVSUM prior to verifying summer transportation

Summer transportation cost reportedand verified on DVSTR screen

10-month transportation costreported on SAMS system

Interagency residential program for children with developmental disabilities

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2017/2018

Childrens Residential Project Providers

BIRCH FAMILY SERVICES, INC

BROOKVILLE CENTER F/ CHILDREN'S SERI

CENTER FOR DISCOVERY, INC (THE)

DEVELOPMENTAL DISABILITIES INSTITUTE

DEVEREUX IN NY

EASTER SEALS NY

HEARTSHARE HUMAN SVCS

MARYHAVEN CENTER OF HOPE

SCO FAMILY OF SERVICES/T PAPLIN SCH

UCP OF ULSTER COUNTY

UCP-ASSOC GREATER SUFFOLK INC

UPSTATE CEREBRAL PALSY INC

2017/2018

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Childrens Residential Project (CRP) STAC Facts

Education provided by SED-approved private school, Maintenance is no cost to school district. Maintenance is funded by OPWDD Medicaid program

12 In-state approved providers - District should work with DDSO to coordinate placement

Contact Non-District Unit at 518-486-6260 to request education placement documents

Education tuition is billed directly to district by provider

CSE District reimbursed 100% of cost in following March APR issued

10-month basic contribution amount chargeback taken following year from CSE District

Maintenance paid by OPWDD

2 years for claiming aid

Agreement Childrens Residential Project:

Located at:http://www.oms.nysed.gov/stac/schoolage/schoolage_placement_summary/opwdd/agreement_crp.pdf

Signed copy sent to STAC and Medicaid Unit

Only one agreement is required between the school district and the CRP provider

Agreement does not need to be renewed each year

2017/2018

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CRP Agreement Pages 1 & 2

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2017/2018

CRP Agreement Page 3

2017/2018

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DSPRV ScreenONLINE PROCESSING OF 10-MONTH CRP STAC APPROVALS

2017/2018

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DSUMR ScreenONLINE PROCESSING OF 2-MONTH CRP STAC APPROVALS

2017/2018

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DVPRV ScreenONLINE VERIFICATION OF CRP 10-MONTH STAC RECORDS

2017/2018

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DVSUM ScreenONLINE VERIFICATION OF CRP 2-MONTH STAC RECORDS

2017/2018

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ONLINE VERIFICATION OF SUMMER CRP TRANSPORTATION COSTSDVSTR SCREEN


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2017/2018

SECTION KOther State Agency Placements

2017/2018

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OPWDD Chapter Placements

2017/2018

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Chapter Placements - OPWDD

PLACEMENT APPROVAL

STAC-200 notice filed by OPWDD facility

New STAC-200 any change in placement


Paper AVL for 10-month

Summer Ch. 47, 66 & 721use DVCSM screen


Facility CSE district adds education record

DSCHP School Year

DSCSM Summer

District submits re-application online

DRCHP School Year

DRCSM Summer

TRANSPORTATION VERIFICATION

Summer transportation cost reported and verified on DVSTC screen

(Only Ch. 47 and 721 aided;Ch. 66 paid by developmentalcenter)

Students in care of Office of Persons With Developmental Disabilities facility

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2017/2018

Chapter Placements OPWDD STAC FACTS

Ch. 47 admitted to family care from developmental center

100% tuition reimbursement

Family care when not admitted from developmental center is not a chapter placement. CSE district claims all eligible aid, bills district of admission balance.

Ch. 66 residing at developmental center

100% tuition reimbursement

Ch. 721 Intermediate Care Facility (ICF) or Individual Residential Alternative (IRA)

CSE district reimbursed 100% of costs

Tuition, transportation, administrative expense (5% limit), extraordinary CSE costs

Current year 70% cash advance paid in March based on prior years STACs. 30% balance aided on Approved Payment Reports run in following aid year.

District of Origin assessed Basic Contribution deduct on following years GEN Report

Transportation provided by district of current location (Ch. 721)

1 year statute of limitations

STAC-200 must be received by STAC Unit before district can add an education record

2017/2018

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DSCHP ScreenOnline Processing of 10-Month Chapter STAC Approvals

2017/2018

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DSCSM ScreenOnline Processing of 2-Month (Summer) Chapter STAC Approvals

2017/2018

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DRCSM Screen2-MONTH (SuMMER) CHAPTER STAC REAPPLICATIONS


2017/2018

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DRCHP Screen10-MONTH CHAPTER STAC REAPPLICATIONS


2017/2018

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DVCSM ScreenOnline Verification of 2-Month (Summer) Chapter STAC Approvals

2017/2018

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DVSTC ScreenONLINE VERIFICATION OF SUMMER CHAPTER TRANSPORTATION


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2017/2018

OCFS / OMH CCI and RTF Placements

2017/2018

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Students residing in Child Care Institution or Residential Treatment Facility, in care of NYS Office ofChildren and Family Services, or NYS Office of Mental Health

OCFS/OMH CCI AND RTF PLACEMENTS

PLACEMENT APPROVAL

Students in DSS custody, local DSS notifies district of origin through DSS form LDSS-3424

Students not in DSS custody, the agency notifies the district of origin through STAC-200 form


District will be notified of placement approval

STAC Unit adds DSOSA approval


Local DSS/OMH agency will verify child enrollment dates

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2017/2018

OCFS/OMH STAC FactsCCI AND RTF PLACEMENTS

CCI Child Care Institution Ch. 563 licensed by OCFS, can be placed by family court, probation dept, social services district or public school district

RTF Residential Treatment Facility Ch. 947 licensed by OCFS or OMH

Local social services district or OMH is responsible for education cost

District of residence (at time of admission to care) is assessed basic contribution amount chargeback in the following school year

2017/2018

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FOSTER CARE

District of Location

The CSE school district is responsible for furnishing education to a student residing in a foster care setting located within its geographic boundaries. This district bills the district of origin for its net cost of education (and transportation) for a foster care student by subtracting out the estimated state aid it will receive for the student during the following aid year from its current year costs of providing education and transportation.

District of Origin

District where the students parent(s) or legal guardian(s) resided at the time the student was placed in the care and custody of the local department of social services (LDSS), Office of Mental Health (OMH) or Office for People with Developmental Disabilities (OPWDD). The LDSS issues an LDSS-2999 form (found on the OCFS website http://ocfs.ny.gov/main/ under FORMS) to the district of location and the district of origin which identifies the district of origin as being the district which is responsible for reimbursing the district of location for its net cost (after subtracting out State Aid) of educating and transporting the foster care student.

2017/2018

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SECTION LSTAC School-Age ListServ and NYSED Contacts

2017/2018

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Subscribe to the STAC ListServ

Register to Receive Information from the STAC and Medicaid Unit

You can receive notification by electronic mail of the latest memoranda and other updates by subscribing to one or more of our LISTSERVs:

SCHOOL-AGE(ages 5-21)http://www.oms.nysed.gov/stac/listserv/listserv_schoolage_registration.html

Preschool(ages 3-5)http://www.oms.nysed.gov/stac/listserv/listserv_provider_registration.html

Provider(SED-Approved Education Providers)http://www.oms.nysed.gov/stac/listserv/listserv_provider_registration.html

Medicaid in Education (P/SSHSP)http://www.oms.nysed.gov/medicaid/listserv_registration.html

To Subscribe to the School-Age ListServ:

To begin a subscription, please send an e-mail message to [email protected]

The body of the message must read:SUBSCRIBE STACSCHAGE firstname lastname

You will receive a welcome message when you subscribe. Please save this message for future reference, especially if this is the first time you are subscribing to an electronic mailing list.

Many Spam Filters and Virus software may block messages from LISTSERVs. Once you have subscribed, please notify your technical support staff that these notices with attachments will be coming from [email protected].

To Unsubscribe:

If at any time you want to stop receiving announcements, you may be removed from the list by sending the following command to [email protected]

The body of the message must read:SIGNOFF STACSCHAGE GLOBAL

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2017/2018

NYS EDUCATION DEPARTMENT CONTACTS

STAC & Medicaid Unit518-474-7116

School Age Payment Issues:Ed Truax

School Age STAC Reimbursement Approvals:Maureen McCarthyNancy SergeantAdam Lenhardt

Kelly Mason

General STAC Unit e-mail address: [email protected]

Rate Setting Unit518-474-3227

Special Education Policy Unit518-473-2878

Non-District Unit

Out of State Placements914-940-2900

State Supported Schools518-473-1185

State Aid Unit518-474-2977

2017/2018

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Documents

School Age Processing Powerpoint Presentation