1. 1 INTRODUCTION TO SCHOOL AGE STAC PROCESSING STAC Homepage: http://www.oms.nysed.gov/stac/ Spring/Summer 2015

2. 2 OUTLINE OF SLIDE SHOW Section A - Overview of STAC Unit and STAC Online SystemSection A Section B – DCERT, 10-month Private placements, CRPsSection B Section C - 10-month Public placementsSection C Section D - 4408 SummerSection D Full Day and Half Day placements Section E - 4408 Summer Related Services PlacementsSection E Section F – Homeless PlacementsSection F Section G – IY PlacementsSection G Section H - 4201 PlacementsSection H Section I – State Operated PlacementsSection I Section J – Other State Agency PlacementsSection J

3. 3 SECTION A OVERVIEW of STAC Unit and the STAC Online System

4. 4 STAC System to Track and Account for Children (STAC) STAC and Medicaid Unit is the unit within the NYS Education Department 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. This year STAC will process over 270,000 requests for reimbursement to school districts and municipalities.

5. 5 BASIC STAC PROCESS DISTRICT STAC & SPECIAL AIDS INITIAL APPROVAL STAC Approval Application (STAC- 1) completed online STAC Approval Listing (STAC-3 listing) mailed monthly STAC Approval List (STAC-3) listing received and checked for accuracy OR Use reapplication screen 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 Automated verification listing AVL- Verify online or complete paper AVL Verify online screen or verify and return paper AVL Approved payment report (APR) mailed for 4408. PUB updated by HSCAR or PRI updated by online AVL District checks online (DQPAY) and paper APR (or PUB or PRI- For AVL/HSCAR updates)

6. 6 Electronic Record Access STAC Online (EFRT) System review, add 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 FUTURE: Online recertification of users by District Superintendents 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

7. 7 Request Form for Online Access to the STAC Database (Employees)

8. 8 Request Form for Online Access to the STAC Database (Consultants)

9. 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 1 st 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 Code and password to confirm authorization to share data 9

10. 10 LOCATING / CREATING A STAC ID

11. 11 LOCATING/CREATING A STAC ID on the STAC ONLINE SYSTEM—DCHSR 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 of the student’s last and first names on the DCHSR screen 1.If there is no STAC ID for this student (associated with your district), “No More Name Matches” will appear at the bottom left hand corner of screen 2.To assign a new STAC ID click on “New STAC ID” box. 3.You will be prompted over to the DKIDS screen to complete

12. 12 1.The required data items for the student are indicated with a BLUE label on the screen. The FULL first and last names should be completed. 2.After the required data items have been entered, click on the ADD button 3.If an exact match (last name, first name, and date of birth) exists, the system will return an error message stating such and you will need to contact the STAC unit. 4.If no such combination exists, the system will assign a new STAC ID for the student. LOCATING/CREATING A STAC ID on the STAC ONLINE SYSTEM—DKIDS Screen (Step 2)

13. 13 Main Menu-DMNUM Screen

14. 14 Verification Menu—DMNVS Screen

15. 15 On-Line STAC Verification Status Enrollment YearPrograms Verifiable On-Line as of September 2015 2013-14 and 2014-15 10-Mo. School Year Private Section 4405 Program (Verify after year ends on 6/30 using DVPRV) 2014-1510-Mo. Nonresident & Runaway Homeless Program (Verify after year ends on 6/30 using DVHOM) 2015-16 Incarcerated Youth 12-Mo. Program (Verify after 3 Periods: 7/1-11/30, 7/1-3/31, and 7/1-6/30 using DVINC) 2014-1510-Mo. Sec. 4201 (Sept-Dec, verified by 6/1/14) 10-Mo. Sec. 4201 (Sept-June, verified by 12/1/14) 2012 to 2015 Summer Sec. 4408 (After 8/31 verify Educ & Main using DVSUM and verify Summer Trans. Costs using DVSTR) 2012 to 2015Summer Sec. 4201 Transportation Cost use DVST3 2012 to 2015Summer Ch. 47, 66, & 721 Education Only use DVCSM 2012 to 2015Summer Ch. 47 and 721 Transportation Costs DVSTC 2012 to 2015Summer 9015 Programs(1/2 Hr Unit Reporting) DVSRL 2012 to 2015Summer 9015 Transportation DVST2

16. 16 QUERY/REFERENCE SCREENS TO ASSIST SCHOOL DISTRICTS WITH STAC APPROVALS, VERIFICATIONS, PAYMENTS AND CHARGEBACKS

17. 17 QUERY/REFERENCE SCREENS There are a series of reference/query screens that are extremely helpful to districts in managing the processing of their STAC approvals, verifications, and payments. These screens include: DQCLDList of a student’s STAC service approvals (chronological order) DQCERList of a district’s private placement certification approvals DQAPPList of a district’s approvals by year, provider, placement type DQPRTPrint screen for STAC 3’s DQPRGProvider/Program Search DQSBODistrict approval/verification 3-year comparison summary for Business Office DQPAYDistrict school age payment (APR back-up) DQCDIDistrict 10-month chargeback screen (by student) DQHOMHomeless Eligibility List

18. 18 DQCLD Screen—LIST OF A STUDENT’S APPROVED EDUCATIONAL SERVICES ON THE SYSTEM

19. DQCER Screen—LIST OF A DISTRICT’S PRIVATE PLACEMENT CERTIFICATION APPROVALS 1415 19

20. 20 DQAPP Screen--LIST OF APPROVALS BY PROVIDER, YEAR, PLACEMENT TYPE

21. 21 DQPRT Screen—PRINT SCREEN LIST OF STAC3’S ON STAC SYSTEM FOR A STUDENT

22. 22 DQPRG Screen--PROVIDER/PROGRAM SEARCH by YEAR AND PROVIDER

23. 23 DQSBO Screen – Top of Screen DISTRICT APPROVAL/VERIFICATION SUMMARY (3 YEAR) Mayberry CSD Mayberry

24. 24 DQSBO Screen – Bottom of Screen DISTRICT APPROVAL/VERIFICATION SUMMARY (3 Year)

25. 25 DQPAY Screen—DISTRICT SCHOOL AGE PAYMENT REVIEW SCREEN Mayberry

26. 26 DQCDI Screen--DISTRICT 10-MONTH CHARGEBACK SCREEN Anders Sample Brooks Sample Compare Sample David Sample Elliott Sample Franks Sample G12345 G12346 G12347 G12348 G12349 G12350

27. 27 DQHOM Screen List of Homeless Eligibility Records by Designated District of Attendance

28. 28 SECTION B PRIVATE PLACEMENT CERTIFICATION 10-MTH PRIVATE/CRP APPROVALS

29. 29 DCERT “STAC FACTS” Required for all private placements—day and residential; in-state and out- of-state Required on an annual basis. A timely, annual filing of a DCERT will be valid for both the Summer 4408 and the following 10-month Private placement (if placement type remains the same) Required if student changes placement type (i.e., day to residential or in- state to out-of-state) Required if student changes districts. Use transfer-in date only when honoring previous district’s IEP and student remaining at same provider (pending new district’s IEP meeting) Must be completed within six business days of the start of service in order to maximize state reimbursement Link to DCERT guidelines: http://www.oms.nysed.gov/stac/guide_DCERT.pdfhttp://www.oms.nysed.gov/stac/guide_DCERT.pdf 29

30. 30 ONLINE PROCESSING OF PRIVATE PLACEMENT CERTIFICATION APPROVALS- DCERT SCREEN (Top of Screen)

31. 31 ONLINE PROCESSING OF PRIVATE PLACEMENT CERTIFICATION APPROVALS- DCERT SCREEN (Bottom of Screen)

32. 32 10-MONTH PRIVATE EXCESS COST— In-State 1. STAC REIMBURSEMENT APPROVAL—Step A Pre-Approval Certification required on an annual basis for private provider placements* Process Online using the DCERT screen 2. STAC REIMBURSEMENT APPROVAL—Step B STAC reimbursement approval processed Online using the DSPRV screen or DRPRV screen 3. EDUCATION VERIFICATION Verify education Online using the DVPRV screen *If “same placement type” DCERT is already on for Summer, no need to add an additional DCERT for the 10-month period 4. TRANSPORTATION VERIFICATION Cannot STAC or verify 10-month transportation costs 10-month transportation costs reported on the SAMS system

33. 33 10-MONTH PRIVATE EXCESS COST Out-of-State 1. STAC REIMBURSEMENT APPROVAL—Step A Pre-Approval Certification required on an annual basis for private provider placements Process Online using the DCERT screen 2. STAC REIMBURSEMENT APPROVAL—Step B District must submit out-of-state packet to Office of Special Education (paper process) STAC Unit enters approved paper STACs online 3. EDUCATION VERIFICATION Verify education Online using the DVPRV 4. TRANSPORTATION VERIFICATION Cannot STAC or verify 10-month transportation costs 10-month transportation costs reported on the SAMS system OUT OF STATE PACKET INFORMATION : http://www.p12.nysed.gov/specialed/publications/2015-memos/oos-placement-application-2015.html

34. 34 10-MONTH PRIVATE EXCESS COST— “STAC FACTS” Statute of Limitations: Two years. School year 2014-15 will close out for STAC’ing and verification 06/30/17. However, to receive “current year” funding 06/30/16 is STAC’ing and verification deadline Education Rates: Set by NYS Education Department’s 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 Aid Output 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 additional 45% in March additional 15% in June additional 15% in August remaining balance if any in September

35. 35 10-MONTH PRIVATE EXCESS COST— “STAC FACTS” 1:1 Education Aides: Full time and half time education aides can be added online by the school district 1:1 Maintenance Aides, Shared/Part-time Education Aides, Nurses, Interpreters: School districts must complete a paper 1:1 aide form and submit to the STAC Unit for processing. (Districts should file the education and maintenance STAC approval 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 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. 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.

36. 36 Private Excess Cost Aid Calculation Example Private Excess Cost Aid Ratio Enrollment DatesFTEStudent has aBilled to (PRI Line 8)StartEndEnrollment1-1 Aide ?District 85.0%9/4/132/28/140.600Yes*$42,000 10-Month Private Rate Components Set by SED Dormitory*10-Month EducationAuthority1-1 AideRate $40,000$9,000$21,000 $70,000* Includes 1-1 Aide Private Excess Cost Aid Calculation $70,00010-Mo. Rate($42,000 Billed / 0.600 FTE Enrollment) - 10,000School District Basic Contribution **(2014-15 PRI Line 5) $60,000Annualized Excess Aidable Cost x 0,600Student FTE $36,000Excess Aidable Cost x 85.0%Private Excess Cost Aid Ratio(2014-15 PRI Line 8) $30,600Private Excess Cost Aid ** School District Basic Contribution = Average School Tax Per Resident Pupil

37. 37 ONLINE PROCESSING OF 10-MONTH PRIVATE EXCESS COST STAC APPROVALS DSPRV SCREEN

38. 38 ONLINE PROCESSING OF 10-MONTH PRIVATE EXCESS COST STAC REAPPLICATIONS— DRPRV SCREEN (for in-state placements) Ohara

39. 39 ONLINE VERIFICATION OF PRIVATE 10-MONTH EXCESS COST STAC APPROVALS—DVPRV SCREEN SAMPLE PETER G11111 02 09/04/92

40. 40 CHILDREN’S RESIDENTIAL PROJECT

41. 41 Children’s Residential Project (CRP) 1. PLACEMENT APPROVAL Parental consent for placement at ICF SED and DDSO approval that student meets eligibility criteria Residential, In-State DCERT required Interagency residential program (ICF) for children with developmental disabilities 2. STAC REIMBURSEMENT APPROVAL District STACs as private placement (9020 or 9021 program) Child is residential, but no STAC maintenance record 3. EDUCATION VERIFICATION Verify online using DVPRV screen (10-month) or DVSUM screen (Summer) 4. TRANSPORTATION VERIFICATION Summer transportation cost reported and verified on DVSTR screen Must verify summer education prior to verifying summer education 10-month transportation cost reported on SAMS system

42. 42 Children’s 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 District of residence reimbursed 100% of cost in following March – APR issued 10-month basic contribution amount chargeback taken following year Maintenance paid by OPWDD 2 years for claiming aid

43. 43 Children’s 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

44. 44 ONLINE PROCESSING OF 10-MONTH CRP STAC APPROVALS - DSPRV SCREEN MAYBERRY UFSD 677707070000 ST. ELSEWHERE 720258025800 EVEN THOUGH THE CHILD IS RESIDENTIAL, NO MAINTENANCE PROGRAM 9020-I SCHOOL AGE – CHILDRENS RESIDENTIAL PRO 09/04/13 – 06/20/14 SUFFOLK 25000.00 1.000

45. 45 ONLINE PROCESSING OF 2-MONTH CRP STAC APPROVALS - DSUMR SCREEN MAYBERRY UFSD 677707070000 ST. ELSEWHERE 720258025800 SUFFOLK EVEN THOUGH THE CHILD IS RESIDENTIAL, NO MAINTENANCE PROGRAM DISTRICT09/16/13 10550.00 BOB 6750.00 SMITH

46. 46 ONLINE VERIFICATION OF CRP 10-MONTH STAC RECORDS—DVPRV SCREEN MAYBERRY UFSD ST. ELSEWHERE 720258025800 SMITH BOB N 9020-I 1.000 25000.00 25000.00 677707070000

47. 47 ONLINE VERIFICATION OF CRP 2-MONTH STAC RECORDS—DVSUM SCREEN ST. ELSEWHERE 720258025800 677707070000 MAYBERRY UFSD SMITH BOB B13698 01 01/01/01 N 9020-A EDUC N 07/ 02/12 08/10/12 1.000 6750.00 6750.00

48. 48 ONLINE VERIFICATION OF SUMMER CRP TRANSPORTATION COSTS—DVSTR SCREEN MAYBERRY UFSD 677707070000 ST. ELSEWHERE 720258025800 SMITH BOB 0.00 3800.00

49. 49 SECTION C 10-MONTH PUBLIC PLACEMENTS

50. 50 10-MONTH PUBLIC HIGH COST 1. STAC REIMBURSEMENT APPROVAL—Step A Districts file STACs on special education students who exceed district threshold 2. District Thresholds Thresholds found on line 5 on the Public Excess Cost Aid Output report. Refer to State Aid’s SAMS website: http://STATEAID.NYSED.GOV (518-474-2977) 3.EDUCATION VERIFICATION Verify education costs via paper HCSARs for 2012-13 Online verification for In-District and Other-District placements for 2013- 14; details to follow Paper HCSARs issued for BOCES verification for 2013-14 4. TRANSPORTATION VERIFICATION Cannot STAC or verify 10-month transportation costs 10-month transportation costs reported on the SAMS system

51. 51 Resources for Calculating High Cost STACs Calculating 10-Month “Annualized Cost” Education Rates for Students 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 District’s Threshold http://www.oms.nysed.gov/stac/schoolage/schoolage_placement_summary/p ublic_excess_cost/how_to_find_threshold.pdf

52. 52 Calculating 10-Month “Annualized Cost” Education Rates for Students 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 Only the following costs may be included on an In-District High Cost Public STAC: 1). Pro-rata share of special education classroom/consultant teacher salary & fringe benefits; 2). Pro-rata share of special education classroom/individual aide salary plus fringe benefits; 3). Pro-rata share of special education certified teaching assistant salary plus fringe benefits: 4).Pro-rata share of special education related services specified on the student IEP; 5). 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: 1). Non-Resident Tuition Worksheet base grade level and special education rates are excluded; 2).Special education transportation costs are excluded; 3.)CSE or Pupil Personnel Services salary and fringe benefits are excluded; 4.)Evaluation costs are excluded; 5.)Regular education teacher salary and fringe benefit costs are excluded; 6).District administrative or building overhead costs are excluded; 7).Due process (impartial hearing) costs are excluded; 8).Costs for non-special education or indirect services are excluded; 9).Costs for permanent building fixtures/equipment (like a strobe light fire alarm system); Newly Added* 10).*Home & hospital instruction provided on weekends, holidays, and during school year vacations is excluded; 11).*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 are excluded; 12).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(1/5 th of $150,000) Fringe Benefits+ 10,000(1/5 th of $50,000) Related Services+ 4,500 Actual Cost Before Assistive Tech.$44,500 Divided by FTE Enrollment 0.750(30weeks/40 weeks) Annualized Cost Before Assist. Tech $59,333 Assistive Technology Device+ 2,500 10-Month Annualized Cost$61,833

53. 53 09/20/14Draft Worksheet for Calculating 10-Month Annualized Costs for an In-District High Cost Public Placement Student with Disabilities Student Information Enter Information Below Last Name First Name Date of Birth STAC ID # Educational Provider Service Date InformationStart DateEnd DateStudent Educational Provider Program DatesFTE Enrollment Student Enrollment Dates List SE Costs 1-1 Special Education (SE) Costs Allowed for High Cost AidNext to + Signs 1-1 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+ 1 of 2

54. 54 Related SrvProvider CodeCost PerXNo. ofList SE Costs Enter D,B, or O*SessionSessionsNext to + Signs *(D=District, B=BOCES, O=Other) SpeechIndividual+ SpeechGroup+ Occ. TherapyIndividual+ Occ. TherapyGroup+ Phys TherapyIndividual+ Phys TherapyGroup+ HearingIndividual+ HearingGroup+ 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. 2 of 2

55. 55 10-MONTH PUBLIC HIGH COST— “STAC FACTS” Statute of Limitations: Two years. School year 2014-15 will close out for STAC’ing and verification 06/30/17. However, to receive “current year” funding 06/30/16 is the STAC’ing and verification deadline State Aid: Aid for current year is based on prior year’s enrollment and cost –Example: For the 14/15 school year, public excess cost aid is received based on the 13/14 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: Should be included in the 10-mth annualized cost (no 1:1 aide form required)

56. 56 Public High Cost Apportionment Aid Calculation Example Public Excess10-Month Cost Aid Ratio Enrollment DatesCost BilledFTEAnnualized (PUB Line 4)StartEnd By BOCES/Enrollment=Cost 50.0%9/4/132/28/14$42,0000.600$70,000 High Cost Apportionment Aid Calculation $70,000Annualized Cost($42,000 BOCES Cost / 0.600 FTE Enrollment) - 30,000Deduction Amount *(2014-15 PUB Line 5) $40,000Annualized Excess Cost x 0,600Student FTE $24,000Aidable Excess Cost x 50.0%Public Excess Cost Aid Ratio(2014-15 PUB Line 4) $12,000High Cost Apportionment Aid * Deduction Amount = 3 x Approved Operating Expense Per Pupil

57. 57 ONLINE PROCESSING OF 10-MONTH HIGH COST STAC APPROVALS— DSPUB SCREEN New Field

58. 58 ONLINE PROCESSING OF 10-MONTH HIGH COST STAC REAPPLICATION APPROVALS— DRPUB SCREEN

59. 59 PAPER VERIFICATION OF 10-MONTH HIGH COST APPROVALS Districts can submit updated information for the From and To dates (columns 3 and 4) and 10-month annualized cost (column 5). “Y” indicates verified; “N” indicates student did not attend and will withdraw the record.

60. 60 DVPUB SCREEN—ONLINE VERIFICATION OF IN-DISTRICT AND OTHER-DISTRICT HIGH COST APPROVALS (for 2013-14 High Cost claiming and forward)

61. 61 SECTION D 4408 Full Day or Half Day SUMMER PLACEMENTS IN-STATE AND OUT-OF STATE

62. 62 SUMMER 4408 PLACEMENT-In-State (Full Day or Half Day Programs) 1. STAC REIMBURSEMENT APPROVAL—Step A Pre-Approval Certification required on an annual basis for private provider placements Process Online using the DCERT screen 2. STAC REIMBURSEMENT APPROVAL—Step B STAC reimbursement approval processed Online using the DSUMR screen or DRSUM screen 3.EDUCATION VERIFICATION Must verify education before verifying transportation Verify education Online using the DVSUM 4. TRANSPORTATION VERIFICATION Transportation can be verified only after education has been verified Verify transportation Online using the DVSTR screen

63. 63 SUMMER 4408 — “STAC FACTS” DCERT: Required for summer placements with a private provider (DCERT not required when BOCES or School District is the provider) Statute of Limitations: Three years. Summer 2014 (2014-15 year) will close out for STAC’ing and verification 06/30/18 Education Rates: SED’s Rate Setting Unit 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 Payment: Current year placements (Summer 2014) receive a maximum of 56% aid in current State fiscal year ending 03/31/15 1:1 Education Aides: Full time and half time education aides can be added online by the school districts 1:1 Maintenance Aides, shared/part-time education aides, nurses, interpreters: 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

64. 64 ONLINE PROCESSING OF 4408 STAC APPROVAL—DSUMR SCREEN

65. 65 ONLINE PROCESSING OF 4408 SUMMER REAPPLICATION APPROVALS—DRSUM SCREEN

66. 66 ONLINE VERIFICATION OF 4408 EDUCATION COSTS—DVSUM SCREEN

67. 67 ONLINE PROCESSING OF 4408 TRANSPORTATION COSTS—DVSTR SCREEN Transportation Stop Amount by Year (Stop Indicated by “S”) 2011-12$5,500 2012-13$5,500 2013-14$6,000 2014-15$6,000

68. 68 Form for Summer Transportation Exceeding $5,500/$6,000 (cover sheet for required supporting transportation documentation) Nancy Sergeant STAC and Medicaid Unit 89 Washington Ave Room 514 EB Albany, New York 12234 Or Fax-(518)402-5047 For questions call (518-474-7116

69. 69 SECTION E 4408 SUMMER RELATED SERVICES

70. 70 SUMMER RELATED SERVICES 1. STAC REIMBURSEMENT APPROVAL—Step A STAC reimbursement approval processed Online using the DSSRL screen (for Summers 2011, 2012, 2013) DSSRS screen for Summer 2014- forward 2. EDUCATION VERIFICATION Must verify education before verifying transportation Verify education Online using the DVSRL 3. TRANSPORTATION VERIFICATION Transportation can be verified only after education has been verified Verify transportation Online using the DVST2 screen

71. 71 SUMMER RELATED SERVICES — “STAC FACTS” Statute of Limitations: Three years. Summer 2014 (2014-15 year) will close out for STAC’ing and verification 06/30/18 Program Code: 9015 A through D State Aid: Aid ratio is 80% of verified costs Payment: Current year placements not aided until following State fiscal year 1:1 education/maintenance: No 1:1 aides allowed with related services approvals

72. 72 ONLINE PROCESSING OF SUMMER RELATED SERVICES STAC APPROVALS—DSSRL SCREEN For Summers 2011, 2012 and 2013

73. ONLINE PROCESSING OF SUMMER RELATED SERVICES STAC APPROVALS--DSSRS SCREEN (for Summer 2014-forward) 73

74. 74 ONLINE VERIFICATION OF SUMMER RELATED SERVICES—DVSRL SCREEN 2200.00

75. 75 ONLINE VERIFICATION OF SUMMER RELATED SERVICES TRANSPORTATION—DVST2 SCREEN

76. 76 SECTION F HOMELESS PLACEMENTS

77. 77 HOMELESS PLACEMENT 1.STAC REIMBURSEMENT ELIGIBILITY REQUIREMENT-Step A Paper STAC 202 submitted to STAC Unit by school district or county DSS 2. STAC REIMBURSEMENT APPROVAL—Step B STAC reimbursement approval added by district Online using the DSHOM screen 3. EDUCATION VERIFICATION Education verified Online using the DVHOM Screen

78. 78 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 a STAC 202 for the selected year. Eligibility: Homeless student may be a student with or without a disability –Eligibility may extend across years –A reimbursement approval is required for each year the student is Homeless Statute of Limitations: One year. School year 2014-15 will close out for STAC’ing and verification 06/30/16 Education Rates: In-District placements use the non-resident tuition –BOCES rates (provided by the district) and Private rates (set by Rate Setting) can also apply

79. 79 HOMELESS “STAC FACTS” Program Code: 8500 and 8501 Aid is paid at 100% of verified tuition cost and listed on Approved Payment Reports (APR’s) Reimbursement for 10-month program only (No summer Homeless STACing) Transportation part of ST-3 report on State Aid system Additional Homeless information: http://www.oms.nysed.gov/stac/schoolage/schoolage_placement_summary/homeless/Homeless_Info.pdf http://www.oms.nysed.gov/stac/schoolage/schoolage_placement_summary/homeless/Homeless_Info.pdf SED Homeless Policy Contact: Office of Title 1, State Coordination Melanie Faby, 518-473-0295

80. 80 STAC 202 FORM For Homeless Eligibility Link to form: http://www.om s.nysed.gov/st ac/forms/stac- 202_form.pdf

81. 81 ONLINE PROCESSING OF HOMELESS STAC APPROVALS—DSHOM SCREEN AWOLF Witch Sabrina Mayberry000000000000 1.000

82. 82 ONLINE VERIFICATION OF HOMELESS STAC APPROVALS—DVHOM SCREEN 9245 471

83. 83 SECTION G INCARCERATED YOUTH

84. 84 INCARCERATED YOUTH PLACEMENTS 1. STAC REIMBURSEMENT APPROVAL STAC reimbursement approval processed Online using the DSINC screen 2. STAC REIMBURSEMENT APPROVAL Processed online by the Facility District 3. EDUCATION VERIFICATION Education verified Online using the DVINC Screen

85. 85 INCARCERATED YOUTH “STAC FACTS” Responsible District: Is the district in which the youth resided at the time of arrest based on the address provided when he/she requested educational services Responsible District: Receives a basic contribution amount chargeback in the following school year STAC 3’s —individual forms are mailed to the responsible district and to the educating district where the county jail is located IY Program Dates: Default IY program dates are 07/01-06/30. These dates cannot be changed by external users.

86. 86 INCARCERATED YOUTH “STAC FACTS” Statute of Limitations: School year 2014-15 will close out for STAC’ing and verification by 12/31/15 Age eligibility: Student must be younger than 21 upon entering the IY program. If the student turns 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 STAC’ing: Separate STAC approvals for Summer and School Year Program Code: 8050Y IY Program/Policy Contacts, School Innovation, Office of Student Support Services: Keturah (Keti) Colbert Joseph Leffler 518-486-6090 * “ Career Development and Occupational Studies Credential” or “Skills and Achievement Commencement Credential” are the two types of “Nondiploma HS Exiting Credentials”

87. 87 ONLINE PROCESSING OF INCARCERATED YOUTH STAC APPROVALS—DSINC SCREEN 08/14 07/01/13AWOL 1.000

88. 88 ONLINE VERIFICATION OF INCARCERATED YOUTH STAC APPROVALS—DVINC SCREEN 3 Verification periods : 07/01-11/30 07/01-03/31 07/01-06/30 1314 08/02/1308/04/13

89. 89 SECTION H SECTION 4201 STATE SUPPORTED SCHOOL

90. 90 State Supported §4201 Schools Cleary School for the Deaf The Henry Viscardi School Lavelle School for the Blind Lexington School for the Deaf Mill Neck Manor School for the Deaf The 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

91. 91 State Supported §4201 Schools 1. 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 Designated for children who are deaf or may have visual impairment, orthopedic impairment or may have multiple disabilities. 2. STAC REIMBURSEMENT APPROVAL STAC Unit adds records for approvals District can review records on DQAPP 3. EDUCATION VERIFICATION § 4201 school verifies enrollment, then district of residence verifies 10-month only Verify online using DVSSY screen Sept-Dec: Verify between 4/1-6/1 (same school year) Sept-June: Verify between 9/1-12/1 (following school year) 4. TRANSPORTATION VERIFICATION Summer transportation cost reported and verified on DVST3 screen 3 years to claim summer transportation

92. 92 State Supported §4201 Schools – STAC Facts 10-month Program Responsibility: –Starting in 13-14, district of residence pays tuition directly to §4201 school. In 11-12 and 12-13, admission district paid tuition directly to §4201 school. –Reimbursed tuition less basic contribution (BC) in minimum of 2 payments –June of current year – reimbursement of Sept – Dec tuition less BC –By March 31 of following year – Full year tuition less BC and Sept-Dec payment 2-month Program Responsibility: –Paid by NYS, chargeback to district of current location 20% Ed/Maint –80% aid for summer transportation (DVST3) §4201 education (age 3 – 21) responsibility of school district §4410 education (age 3 – 5) responsibility of county 10-month records: DSSSY (view records via DQCLD, DQAPP or DQPRT) 2-month records: DSSOS (view records via DQAPP or DQPRT only) Future: Online 10-month service reapplications Contact Non-District Unit 518-473-1185 for changes in CSE, terminations, day to residential placement changes, etc.

93. 93 EFRT Approval Screen – DSSSY (10-Month)

94. 94 Online Verification of § 4201 10-Month State-supported STAC Approvals—DVSSY SCREEN

95. 95 EFRT Transportation Verification Screen – DVST3 (Summer) 01 07/01/13 08/09/13 1500.00 RIDGEMONT CSD 688808080000

96. 96 SECTION I STATE OPERATED SCHOOLS

97. 97 State Operated Schools 1. PLACEMENT APPROVAL PHC-10 application submitted to Non-District Unit by parent or district for approval for school to evaluate MDT recommends appointment and State Operated school applies to NYSED Non-District Unit Changes in CSE must be submitted to Non-District Unit NYS School for the Deaf at Rome, NYS School for the Blind at Batavia 2. STAC REIMBURSEMENT APPROVAL STAC Unit enters initial record, reapplications completed by State Operated school 3. EDUCATION VERIFICATION AVL Submitted by State operated school 4. TRANSPORTATION VERIFICATION Summer transportation cost reported and verified by district of current location on DVST3 screen

98. 98 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 –County of residence at time of admission is billed directly by the State Operated school for maintenance 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 costs in following school year District receives 80% aid for summer transportation for those transportation costs verified on the online transportation AVL (DVST3) 10-month records: DSSSS (view records via DQAPP or DQPRT only) 2-month records: DSSOS (view records via DQAPP or DQPRT only)

99. 99 EFRT State Operated Transportation Verification Screen – DVST3 (Summer) MAYBERRY UFSD677707070000

100. 100 SECTION J OTHER STATE AGENCY PLACEMENTS

101. 101 OPWDD CHAPTER PLACEMENTS

102. 102 Chapter Placements - OPWDD 1. PLACEMENT APPROVAL STAC-200 notice filed by OPWDD facility New STAC-200 any change in placement Students in care of Office of Persons With Developmental Disabilities facility 2. STAC REIMBURSEMENT APPROVAL Facility district adds education record DSCHP – School Year DSCSM – Summer Paper reapplication process 3. EDUCATION VERIFICATION Paper AVL for 10-month Summer Ch. 47, 66 & 721 use DVCSM screen 4. TRANSPORTATION VERIFICATION Summer transportation cost reported and verified on DVSTC screen (Ch. 47 and 721; Ch. 66 paid by developmental center)

103. 103 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, related services, administrative expense (5% limit), extraordinary CSE costs Current year 70% cash advance paid in March based on prior year’s STACs. 30% balance aided on Approved Payment Reports run in following aid year. District of Origin billed Basic Contribution on following year’s 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 adds education record

104. 104 EFRT Chapter Approval Screen – DSCHP (10-Month) 677707070000 MAYBERRY UFSD SOUTH NORTHERN CSD RIDGEMONT CSD ST. ELSEWHERE 723520100000 688808080000 7202...

105. 105 EFRT Chapter Approval Screen – DSCSM (Summer) 677707070000 MAYBERRY UFSD RIDGEMONT CSD ST. ELSEWHERE 720258025800 MAYBERRY UFSD

106. 106 EFRT Chapter Education Verification Screen – DVCSM (Summer) 677707070000 MAYBERRY UFSD ST. ELSEWHERE720258025800 CHAPTER IMA N 9000A EDUC N 07/02/12 08/12/12 1.000 7500.00 7500.00 B16985 02 01/01/01

107. 107 EFRT Chapter Transportation Verification – DVSTC (Summer) 677707070000 MAYBERRY UFSD ST. ELSEWHERE720258025800 CHAPTER IMA B16985 01/01/01 01 07/02/12 08/12/12 D 0 0 5000.00

108. 108 OCFS / OMH CCI AND RTF PLACEMENTS

109. 109 OCFS/OMH CCI AND RTF PLACEMENTS 1.PLACEMENT APPROVAL Students in DSS custody, local DSS notifies district of origin through DSS form 3424 Students not in DSS custody, the agency notifies the district of origin through STAC-200 form Students residing in Child Care Institution or Residential Treatment Facility, in care of NYS Office of Children and Family Services, or NYS Office of Mental Health 2.STAC REIMBURSEMENT APPROVAL District will be notified of placement approval STAC Unit adds DSOSA approval 3.EDUCATION VERIFICATION Local DSS/OMH agency will verify child enrollment dates

110. 110 OCFS/OMH – STAC Facts CCI 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

111. 111 FOSTER CARE District of Location The CSE school district 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 student’s parent(s) or legal guardian(s) resided the time the student was placed in the care and custody of the local department of social services (LDSS) or Office of Mental Health (OMH) or Office for People with Developmental Disabilities (OPWDD). The LDSS issues a DSS- 2999 form 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.

112. 112 NYS EDUCATION DEPARTMENT CONTACTS STAC & Medicaid Unit 518-474-7116 School Age STAC Reimbursement Approvals: Maureen McCarthy Anne Wolfgang School Age Payment Issues: Ed Truax General STAC Unit e-mail address: OMSSTAC@NYSED.GOVOMSSTAC@NYSED.GOV Rate Setting Unit518-474-3227 Special Education Policy Unit518-473-2878 Non-District Unit Out of State Placements518-486-6260 State Supported Schools518-473-1185 State Aid Unit518-474-2977 Join the STAC School Age List Serv. Instructions for signing up can be found at the following webpage: http://www.oms.nysed.gov/stac/listserv/