INTRODUCTION TO SCHOOL AGE STAC PROCESSING STAC Homepage: oms.nysed/stac/

1. INTRODUCTION TO SCHOOL AGE STAC PROCESSING STAC Homepage: http://www.oms.nysed.gov/stac/ FALL 2013

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

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

4. STAC System to Track and Account for Children (STAC) STAC, Special Aids 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 225,000 requests for reimbursement to school districts and municipalities.

5. BASIC STAC PROCESS DISTRICT INITIAL APPROVAL STAC & SPECIAL AIDS 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 Automated verification listing AVL- Verify online or complete paper AVL CLAIMING AID Approved payment report (APR) mailed for 4408. PUB updated by HSCAR or PRI updated by online AVL Verify online screen or verify and return paper AVL District checks APR (or PUB or PRI- For AVL/HSCAR updates

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 3rd party consultants may not be granted access STAC Unit can suspend rights when aware of violations Use request form on website to add new users or delete users FTP site Submit bulk files – format available on STAC website Download summary files Must have FTP password, and EFRT User ID to create file

7. Request Form for Online Access to the STAC Database

8. LOCATING / CREATING A STAC ID

9. LOCATING/CREATING A STAC ID on theSTAC 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 • 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 • To assign a new STAC ID click on “New STAC ID” box. • You will be prompted over to the DKIDS screen to complete

10. LOCATING/CREATING A STAC ID on theSTAC ONLINE SYSTEM—DKIDS 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 should 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 system will return an error message stating such and you will need to contact the STAC unit. • If no such combination exists, the system will assign a new STAC ID for the student.

11. Main Menu-DMNUM Screen

12. Verification Menu—DMNUV Screen

13. On-Line STAC Verification Status Enrollment YearPrograms Verifiable On-Line as of September 2013 2011-12 and 2012-13 10-Mo. School Year Private Section 4405 Program (Verify after year ends on 6/30 using DVPRV) 2012-13 10-Mo. Nonresident & Runaway Homeless Program (Verify after year ends on 6/30 using DVHOM) 2013-14 Incarcerated Youth 12-Mo. Program (Verify after 3 Periods: 7/1-11/30, 7/1-3/31, and 7/1-6/30 using DVINC) 2010 to 2013 Summer Sec. 4408 (After 8/31 verify Educ & Main using DVSUM and verify Summer Trans. Costs using DVSTR) 2010 to 2013 Summer Sec. 4201 Transportation Cost use DVST3 2010 to 2013 Summer Ch. 47, 66, & 721 Education Only use DVCSM 2010 to 2013 Summer Ch. 47 and 721 Transportation Costs DVSTC 2010 to 2013 Summer 9015 Programs(1/2 Hr Unit Reporting) DVSRL 2010 to 2013 Summer 9015 Transportation DVST2

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

15. 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: DQCLD List of a student’s STAC service approvals (chronological order) DQCER* List of a district’s private placement certification approvals DQAPP List of a district’s approvals by year, provider, placement type DQPRT Print screen for STAC 3’s DQPRG Provider/Program Search DQSBO District approval/verification 3-year comparison summary for Business Office DQPAY* District school age payment (APR back-up) DQCDI* District 10-month chargeback screen (by student) *new this year

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

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

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

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

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

21. DQSBO Screen—DISTRICT APPROVAL/VERIFICATION SUMMARY (3 YEAR) Mayberry Mayberry CSD

22. DQSBO Screen—DISTRICT APPROVAL/VERIFICATION SUMMARY (3 YEAR)

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

24. DQCDI Screen--DISTRICT 10-MONTH CHARGEBACK SCREEN

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

26. DCERT “STAC FACTS” Required for all private placements—day and residential; in-state and out-of-state Required on an annual basis Required if student changes placement type (i.e., day to residential or in-state to out-of-state) Required if student changes districts Must be completed within six business days of the start of service in order to maximize state reimbursement 26

27. ONLINE PROCESSING OF PRIVATE PLACEMENT CERTIFICATION APPROVALS-DCERT SCREEN

28. ONLINE PROCESSING OF PRIVATE PLACEMENT CERTIFICATION APPROVALS-DCERT SCREEN

29. 10-MONTH PRIVATE EXCESS COST—In-State 1. STAC REIMBURSEMENT APPROVAL—Step A Pre-Approval Certification required on an annual basis for 10- month 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 not already on for Summer 4. TRANSPORTATION VERIFICATION Cannot STAC or verify 10-month transportation costs 10-month transportation costs reported on the SAMS system

30. 10-MONTH PRIVATE EXCESS COSTOut-of-State 1. STAC REIMBURSEMENT APPROVAL—Step A Pre-Approval Certification required on an annual basis for 10-month 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) 3. EDUCATION VERIFICATION Must verify education before verifying transportation 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/OOSplacement-memo-2013.htm

31. 10-MONTH PRIVATE EXCESS COST— “STAC FACTS” • Statute of Limitations: Two years. School year 2013-14 will close out for STAC’ing and verification 06/30/16. However, to receive “current year” funding 06/30/15 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

32. 10-MONTH PRIVATE EXCESS COST— “STAC FACTS” 1:1 Education Aides: Full time education aides can be processed online by the school district 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. (Districts should file the education and maintenance STAC approval online.) 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.

33. Private Excess Cost Aid Calculation Example

34. ONLINE PROCESSING OF 10-MONTH PRIVATE EXCESS COST STAC APPROVALSDSPRV SCREEN

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

36. ONLINE VERIFICATION OF PRIVATE 10-MONTH EXCESS COST STAC APPROVALS—DVPRV SCREEN Y Y Y Y Y N Y

37. CHILDREN’S RESIDENTIAL PROJECT

38. Children’s Residential Project (CRP) 1. PLACEMENT APPROVAL Parental consent for placement at ICF SED and DDSO approval that student meets eligibility criteria 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

39. Children’s Residential Project (CRP) –STAC Facts Education provided by SED-approved private school, Maintenance is no cost to school district, funded by OPWDD Medicaid program 13 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 2-month Summer chargeback to district of current location (20% Ed cost) Maintenance paid by OPWDD 2 years for claiming aid

40. Children’s Residential Project Providers ANDERSON CENTER FOR AUTISM (closed 11-01-2011) 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

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

42. ONLINE PROCESSING OF 2-MONTH CRP STAC APPROVALS - DSUMR SCREEN BOB SMITH MAYBERRY UFSD 677707070000 SUFFOLK MAYBERRY UFSD MAYBERRY UFSD MAYBERRY UFSD ST. ELSEWHERE 720258025800 6750.00 EVEN THOUGH THE CHILD IS RESIDENTIAL, NO MAINTENANCE PROGRAM 10550.00 09/16/13 DISTRICT

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

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

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

46. SECTION C 10-MONTH PUBLIC PLACEMENTS

47. 10-MONTH 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) • EDUCATION VERIFICATION Verify education costs via paper HCSARs 3 HCSARS issued: In-District, BOCES, Clean-up HCSAR 4. TRANSPORTATION VERIFICATION Cannot STAC or verify 10-month transportation costs 10-month transportation costs reported on the SAMS system

48. 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 District’s Threshold http://www.oms.nysed.gov/stac/schoolage/schoolage_placement_summary/public_excess_cost/how_to_find_threshold.pdf

49. 10-MONTH PUBLIC HIGH COST— “STAC FACTS” • Statute of Limitations: Two years. School year 2013-14 will close out for STAC’ing and verification 06/30/16. However, to receive “current year” funding 06/30/15 is the STAC’ing and verification deadline • State Aid: Aid is based for current year on prior year’s enrollment • Example: For the 12/13school year, public excess cost aid is received based on the 11/12 enrollment year verified STAC approvals • Payment Procedures: up to 25% in December additional 45% in March additional 15% in June additional 15% in August • 1:1 aides: Should be included in the 10-mth annualized cost (no 1:1 aide form required)

50. Public High Cost Apportionment Aid Calculation Example