2017 STAC Workshop State Aid & Financial Planning Service Special Education Assistance Service - Questar III BOCES
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2017 STAC Workshop State Aid & Financial Planning Service Special Education Assistance Service Kathy Beardsley & Alyssa Scarcella
2 Entry-Level
Overview of yearly calendar for STAC
filings
October
3
Goal is to have all 2016-17 STACs submitted
for gov. database
Private, Public & Homeless
Are your 2016-17 Private and Homeless
verified?
Does the district have any students attending
another public district?
Above threshold?
Begin to send STAC 202s to SED
Update throughout the year if necessary
November
4
Review/Amend Homeless students
Summer 2017 school invoices
Do you have them all?
2016-17 High Cost Spreadsheet
Communication
December
5
Review/Renew STAC users
Must be completed by Superintendent
Specific deadline
If not, usercode will expire and the user will be
locked out of the STAC Online System
December
6
2016-17 BOCES year-end billing summary report
January
7
2017-18 In-District Calculations – IEP specific
Students with 1:1 and 2:1 aides
Self-contained classrooms
Low enrollment
Related services that are high in cost
Example: Vision Services
January
8
2017-18 In-District Calculations
Include:
Direct services to the child that are listed on the I.E.P
Salaries and benefits of special education teachers and
aides/assistants
Itinerant services
Related services
Special equipment
Do not include:
Supplies and materials
Salary benefits for district staff paid out of a grant
Operations and maintenance
Evaluation costs
Transportation
February
9
Review/Amend current students
Summer School 2017 STACs should be
verified in order to receive March payment
4408: Education and Transportation
9015 A-D Programs: Education and
Transportation
4201: Transportation
March
10
2016-17 DVPUB Verification
Add any students that are missing from BOCES
or other public to STAC
Year-end BOCES bill
DVPUB Signature Form
High Cost Data Sheet (if applicable)
http://www.oms.nysed.gov/stac/contact_us/form_requests.htmlApril
11
Review NYSED’s Gold Star Report
Review Homeless info.
Review 2016-17 DQCDI report within districtMay
12
Annual Review time
Think
about placements and how they may
impact aid
2018-19 Program DatesJune
13
Review NYSED’s Gold Star Report
Are there any last minute changes for school
year?
AVL # 2 due for Chapter placementsJuly
15
Review and update June BOCES bill(s)
Verify 2017-18 Private placements
Verify 2017-18 Homeless placements
Begin processing 2018-19 DCERTs
Out-of-State placements
http://www.p12.nysed.gov/specialed/applications/outof
state/Placements-Out-of-State-Residential-
Schools.htmlAugust-September
16
DCERTs for all 10-month private placements
Review in-house homeless procedures
Summer school 2018
Attendance records
In-district program: SPED Teacher names, assistant names, 1:1 or
2:1 aides, program and enrollment
BOCES bill(s)
Private placement bills
Day or Residential
In-State or out-of-state
Summer transportation costs
4201 State-supported transportation costs
State-operated transportation costs
Chapter placements17 Intermediate-Level
Review steps required to generate Public
and Private Excess Cost AidIn-District Calculation
18
Review in-district calculationReview BOCES Bill
19
Tip: Divide Cost by FTE for Annualized Cost:
$29,489.85 / 0.45 = $65,533.00High Cost Public STAC 20
DCERT
21
What is your process?
Paper DCERT at annual review
DQCER Report Review monthly22
23
Private Excess Cost STAC 24
Homeless
25
What is your process within the district?
Who are the key staff to identify students?
What is the correct process of claiming regular
and special ed students?
Communication with DOO
Follow-up with family
Identify students, Mail 202s to SED, Review
Eligibility List, STAC & VerifyStep 1
26
Look at 202Step 2Homeless Eligibility List 27
Step 3 Non-Resident Homeless
28
STACHelpful STAC Reports
29
Review reports with appropriate staff
Print as necessary
Notice trends or discrepancies
Communicate with NYSED if necessary
Ask questionsDQSUM 30
DQAPP 31
DQCDI 32
DQCDI (continued) 33
DQSBO 34
NYSED Gold Star Report 35
Communication is Key
36
Business Office Special Education Office
Salaries & Benefits Identify students
Pays Invoices Review Invoices
Grants Identify staff
Budgeting Placements
Projections ProjectionsCheck-in Meetings
37
Monthly Check-in meeting
What is happening or expected to happen?
What are the needs of the children?
Maximizing aid38 Advanced-Level
Detailed look at issues and errorsVerifications - Public 39
Verifications - Private 40
Verifications - Homeless 41
Verifications – Summer (education) 42
Verifications – Summer (transportation) 43
Out-of-State Placements
44
Initial and Reapplications
1. CSE cover letter – reason for the application
to a residential school and the steps the CSE
took to ensure that the screening and referral
process was completed.
2. Application checklist
3. A proposed plan and timetable for enabling
the student to return to a less restrictive
environment or a statement of reasons why such
a plan is currently not appropriate.Out-of-State Placements
45
4. Statement of Assurance for out-of-state
residential, including the listing of the in-state
schools that are unable to meet the student’s
educational needs
Referral chart and copies of all acceptance and
rejection letter from the in-State private schools
must be submitted
Letters within 6 months are acceptableOut-of-State Placements
46
5. For initial applications of students for
residential placement, State of Assurance that
the school district sought (or student) consent to
invite county or State agency representatives to
the CSE meeting
6. Student Profile
7. Signed STAC-1 with the date of placement
Separate STAC-1 for summer schoolVariance
47
Why would a district need a variance?
Disability
AgeSteps to ensure timely submission
48
Contact your regional associate
Provide screen capture of rejected STAC
Request variance letter from RA
Paper STAC-1
Submit STAC-1 and letter to STACCommon Errors
49
1-year only placement
STAC Error
Messages Overlapping service dates
can occur at Service date overlaps STAC 200
any time. Service requires variance on age
Contact the Incorrect placement type
STAC Unit: Program does not serve indicated disability
(518) 474-7166 Stop payment flag “S”
Educational provider not in drop down menu
Multiple matches on STAC ID
No DCERT
Invalid DCERT typeSTAC Forms
50
Refer to handouts
STAC-1 (White)
STAC 202 (Yellow)
Agency Drop Down (Blue)
DVPUB Signature Form (Green)
High Cost Data Sheet (Pink)
Transportation Stop Form (Purple)Contact Us
51
Questar III BOCES
Special Education Assistance Service
10 Empire State Blvd. Castleton, NY 12033
(518) 477-2635 (p)
(518) 477-4284 (f)
kbeardsley@questar.org
alyssa.scarcella@questar.orgYou can also read
