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
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
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.html
April 11 Review NYSED’s Gold Star Report Review Homeless info. Review 2016-17 DQCDI report within district
May 12 Annual Review time Think about placements and how they may impact aid 2018-19 Program Dates
June 13 Review NYSED’s Gold Star Report Are there any last minute changes for school year? AVL # 2 due for Chapter placements
July 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.html
August-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 placements
17 Intermediate-Level Review steps required to generate Public and Private Excess Cost Aid
In-District Calculation 18 Review in-district calculation
Review BOCES Bill 19 Tip: Divide Cost by FTE for Annualized Cost: $29,489.85 / 0.45 = $65,533.00
High Cost Public STAC 20
DCERT 21 What is your process? Paper DCERT at annual review DQCER Report Review monthly
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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 & Verify
Step 1 26 Look at 202
Step 2Homeless Eligibility List 27
Step 3 Non-Resident Homeless 28 STAC
Helpful STAC Reports 29 Review reports with appropriate staff Print as necessary Notice trends or discrepancies Communicate with NYSED if necessary Ask questions
DQSUM 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 Projections
Check-in Meetings 37 Monthly Check-in meeting What is happening or expected to happen? What are the needs of the children? Maximizing aid
38 Advanced-Level Detailed look at issues and errors
Verifications - 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 acceptable
Out-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 school
Variance 47 Why would a district need a variance? Disability Age
Steps 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 STAC
Common 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 type
STAC 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.org
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