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 - Questar III BOCES
2017 STAC Workshop
State Aid & Financial Planning Service
Special Education Assistance Service

Kathy Beardsley & Alyssa Scarcella
2017 STAC Workshop State Aid & Financial Planning Service Special Education Assistance Service - Questar III BOCES
2   Entry-Level
    Overview of yearly calendar for STAC
    filings
2017 STAC Workshop State Aid & Financial Planning Service Special Education Assistance Service - Questar III BOCES
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
2017 STAC Workshop State Aid & Financial Planning Service Special Education Assistance Service - Questar III BOCES
November
4

       Review/Amend Homeless students
       Summer 2017 school invoices
         Do   you have them all?
       2016-17 High Cost Spreadsheet
         Communication
2017 STAC Workshop State Aid & Financial Planning Service Special Education Assistance Service - Questar III BOCES
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
2017 STAC Workshop State Aid & Financial Planning Service Special Education Assistance Service - Questar III BOCES
December
6

       2016-17 BOCES year-end billing summary report
2017 STAC Workshop State Aid & Financial Planning Service Special Education Assistance Service - Questar III BOCES
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
2017 STAC Workshop State Aid & Financial Planning Service Special Education Assistance Service - Questar III BOCES
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
2017 STAC Workshop State Aid & Financial Planning Service Special Education Assistance Service - Questar III BOCES
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
2017 STAC Workshop State Aid & Financial Planning Service Special Education Assistance Service - Questar III BOCES
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
22
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 & 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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