Play Therapy Certificate Program by drd10767

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									       Introduction to
STAC Preschool Processing
  for NYS School Districts

http://www.oms.nysed.gov/stac/
            11/08

                                 1
              STAC AND
          SPECIAL AIDS UNIT
“STAC” is an acronym for the “System to
Track and Account for Children”
Designed in early 1980’s
STAC Today:
73,800 Preschool approvals per year
43,000 Preschool Evaluation approvals per
year
121,000 School Age Approvals per year

                                            2
    Purpose of this Slide Show
To serve as a training tool for New York State
School Districts for PRESCHOOL STAC
processing only.
Currently:
STAC preschool processing from the School
District to the County is a paper-based
process.
From the County to the STAC Unit, 100% of
NYS Counties process their preschool STACs
electronically (via FTP or GUI Online).

                                             3
        STAC PROCESS
  BASIC COMPONENTS System
STAC-5 Requests for Approval (Evaluations)
STAC 5A--Notice of Approval (Evaluations)
STAC 1--Request for Reimbursement
Approval--for educational services and
transportation
STAC 3--Notice of Approval (for STAC 1’s)




                                             4
INTRODUCTION TO STAC 5--
 EVALUATIONS PROCESSING
The following slides will give you an overview of
STAC 5 processing including:
An outline of the evaluation process
A sample of a completed STAC 5
Instructions for completing a STAC 5
A “Glossary of Terms” for the SED-recognized
Evaluation Components
Process for submitting “OTHER” evaluation
types


                                                    5
 PRESCHOOL PROCESS--Evaluations--
            STAC 5
     Referred for evaluation by Committee on Preschool
     Special Education (CPSE)
     STAC-5 form generated by School District, authorized by
     the district and sent to municipality for signature
     Municipality authorizes STAC 5 and forwards STAC 5
     info to STAC Unit...either in hard copy or electronically
     STAC 5A—the evaluation approval can be printed from
     the STAC mainframe using Screen DQPR5.
(Note: The STAC and Special Aids Unit no longer mails out STAC 5A’s to districts, counties and evaluators.)
     Required signatures: CPSE Chairperson and Authorized Representative of the
     Municipality




                                                                                                              6
SAMPLE COMPLETED STAC 5 EVALUATION




                                     7
    Instructions for Completing STAC 5’s
DESCRIPTION
   STAC CHILD ID The unique 6-digit STAC ID number assigned for each child processed by
   STAC. This identifier remains the same throughout the child’s educational career. Please
   enter if known.
    1. Name of Child. Be accurate and consistent. Use of nicknames can lead to duplicate
   ID numbers. If a child has been adopted, a copy of the adoption order should be attached
   to the STAC form before the child’s name can be changed on the system.
    2. Date of Birth. Indicate the child’s birth date. A correction in date of birth requires a
   copy of the child’s birth certificate.
    3. Gender. Indicate the gender of the child by checking the appropriate box.
    4. Social Security Number. Although not a required field, please enter if known.
    5. SIS Child I.D. Student Information System Child I.D. Include if appropriate.
    6. Racial/Ethnic Category. Indicate the racial/ethnic category by checking the
   appropriate category.
    7. Disability. Indicate if the child is, or is not, a preschool student with a disability as
   defined in the Regulations of the Commissioner. PD for “Preschool Student With a Disability;
   ND for a “Non-Disabled” preschool student. If, for any reason, a student is withdrawn from
   the CPSE process before the CPSE makes a determination regarding the existence of an
   educational disability, the district should check the “Non-Disabled” box.




                                                                                              8
    Instructions for Completing STAC 5’s
8a. Public School District that has CPSE Responsibility. Public school district of the
child’s current location (where the child resides).
8b. County of Child’s Current Location (where child resides). The county of the
child’s current location. This is the county that will be reimbursed by SED.
8c. County at Time of Child’s Placement in Foster Care. The county where the child
lived at the time the child was placed in foster care or temporary housing or became a
resident in a facility licensed or operated by another state agency. This should be left blank
if not applicable.

9. SED Approved Evaluator. Enter the name of the agency that conducted the
evaluation.

10. Evaluation Components. Provide the month and year when each component of
the evaluation was completed. These dates will be used to determine the rate of
reimbursement.

For Bilingual Evaluations and Evaluations Conducted in Other Modes of
Communication Only. Place a check mark on the line for any component(s) of an
evaluation that required an individual (translator) in addition to the evaluation professional
or the use of a bilingual professional.



                                                                                                 9
        Instructions for Completing STAC 5’s

11. Cost of Translation/transmittal of Evaluation Documentation. If documentation of
    the evaluation has been prepared and transmitted to the parent(s), indicate the cost. The
    summary report is to be completed on a form developed by SED. In addition, the
    Regulations of the Commissioner require that a copy of this report be given to the parent.
    Enter the dollar figure (whole dollar amounts) on the line provided for costs associated with
    translating the summary report of the evaluation into the parent’s preferred language or
    other mode of communication. NOTE: such costs are not reimbursable if the child
    received a bilingual evaluation (as indicated in Item #10), since the rates for bilingual
    evaluations include such costs.


    This item is completed only if translation of the actual documentation of the evaluation into
    the parents’ preferred language or mode of communication has been done at the parents’
    request. Use whole dollar amounts. NOTE: Such costs are not reimbursable if the child
    received a bilingual evaluation (as indicated in Item #10), since the rates for bilingual
    evaluation include such costs.




                                                                                               10
         Instructions for Completing STAC 5’s

12. Certification of Evaluation This field must be completed by the CPSE Chairperson.
School District should retain a copy of the STAC 5 and forward the original to the
municipality.

13. Municipality Signature Section. Place to record County signature or County Initials
(for electronic transfers). All STAC 5’s which need to be processed by the STAC Unit (those
which require special justifications from school districts) must be authorized by the
Municipality Representative.


Item on back of STAC-5

Person completing this form. A name and telephone number should be provided here.
This will allow the County/STAC Unit staff to resolve any problems or questions about the
STAC-5 in the most timely manner.

NOTE: The School District needs to xerox a copy of the STAC 5 for their files and forward
the original to the municipality.




                                                                                        11
    Preschool Evaluation Rates
Preschool Evaluation Rates are developed by the New
York State Department of Health

Preschool Evaluation Rates are issued through the
New York State Education Department’s Rate Setting
Unit

Preschool Evaluation Rates are determined by the
county of residence of the student…and not by the
county of the approved evaluator

                                                    12
GLOSSARY OF TERMS

                                           (One of Five Slides)


Evaluation Component                  Areas to be Assessed

Physical Examination                  (In accordance with Sections 903, 904 and 905
                                      of the Education Law)Vision, hearing, physical
                                       impairment and medical needs which affect
                                      a child’s developmental progress.

Qualified Staff who May Conduct the Evaluation: School physician, Nurse Practitioner, Physician’s assistant

Social History                        (Section 200.1(ii) Regulations of the Commissioner)
                                      Interpersonal, familial and environmental factors which
                                       influence a student’s general adjustment to school,
                                      including, but not limited to, information on family composition,
                                      student’s family history, student’s health and family interaction.

Qualified Staff who May Conduct the Evaluation: Social worker, School psychologist, Special education teacher
                                                School administrator, School nurse

Psychological                     (Section 200.1(w) Regulations of the Commissioner
                                  Developmental learning, behavioral and other personality characteristics.
                                  Areas may include: general intelligence, learning strengths and
                                  weaknesses, instructional needs, social interactions and relationships.
Qualified Staff who May Conduct the Evaluation: School psychologist, Licensed psychologist




                                                                                                              13
Evaluation Component             Areas to be Assessed

Audiological                  Identifies the type, classification and degree
                              of a child’s hearing loss as it relates to the
                              development and understanding of spoken language.
Qualified Staff who May Conduct the Evaluation: Licensed audiologist, Licensed physician,
                                                      nurse practitioner

Educational Evaluation       Identifies a child’s level of knowledge and
                             development in subject and skill areas such as
                              maintaining attention, auditory and visual perception,
                              fine and gross motor skills, and self-help skills,
                             social interactions and learning styles.
Qualified Staff who May Conduct the Evaluation: Special Education Teacher, School psychologist

Neurological Examination     A specialized medical examination of the nervous
                              system. A medical history focusing on the
                             nervous system is taken. Typically, the exam tests
                              vision, strength, coordination, reflexes and sensation.
                             This information helps to determine if the problem is
                              in the nervous system.
Qualified Staff who May Conduct the Evaluation: Neurologist Pediatric neurologist

Orthopedic                    An examination by a medical specialist concerned
                               with the preservation, restoration and development of
                               form and function of the musculoskeletal system, extremities,
                              spine and associated structures by medical, surgical , and physical
                              means.
Qualified Staff who May Conduct the Evaluation: Licensed Orthopedist




                                                                                                    14
Evaluation Component                Areas to be Assessed

Neuropsychological                  Provides a description of a range of cognitive deficits
                                    and strengths in such areas as: organizational skills;
                                    intellectual functioning; sensory and perceptual functioning;
                                     language comprehension and expression; attention,
                                    concentration and alertness; problem solving and judgment;
                                     flexibility of thought process; memory; rate of information
                                    processing; sequencing ability; and temporal and spacial abilities.

Qualified Staff who May Conduct the Evaluation: Neuropsychologist


Occupational Therapy                Developmental level of the student in oral-motor,
                                    sensory processing, visual-perceptual-motor function,
                                    manual dexterity, play and self-help skills.

Qualified Staff who May Conduct the Evaluation: Licensed occupational therapist



Optometric                          An examination of the eyes and related structures to
                                    determine the presence of vision problems and eye
                                    disorders and, if necessary, the prescription and adaptation
                                    of lenses and other optical aids or the use of vision training for maximum visual
                                    efficiency

Qualified Staff who May Conduct the Evaluation: Licensed Optometrist




                                                                                                               15
Evaluation Component                  Areas to be Assessed


Otolaryngology          A medical evaluation by a specialist dealing with the ear,
                         nose and throat which is not generally part of an evaluation to
                        determine a child’s special education needs unless justification is
                         given as to how the evaluation provides information about a
                                      child’s language and communication or hearing as
compared to                           generally expected developmental age milestones.

Qualified Staff who May Conduct the Evaluation : Otolaryngologist


Physical Therapy        Developmental level in the motor area, including range
                         of motion, muscle testing, sensory integration, endurance,
                         balance and equilibrium, postural and joint deviation,
                        gait analysis, personal independence, checking of
                         prosthetic and orthotic equipment and devices,
                         wheel chair management (if applicable) and identification
                         of architectural barriers and transportation needs.

Qualified Staff who May Conduct the Evaluation: Licensed physical therapist




                                                                                              16
Evaluation Component                  Areas to be Assessed

Psychiatric                           A medical evaluation that deals with the mental, emotional
                                      and behavioral functioning of a child as these areas related
                                       to the child’s learning, acquisition of skills and interpersonal
                                      relationships with peers and adults.

Qualified Staff who May Conduct the Evaluation: A physician with a license in clinical psychiatry



Speech and Language                   Developmental level at which a child understands
                                      and uses language to communicate and interact with
                                      adults and peers. Includes phonology, the correct production
                                      of sounds; semantics or understanding and production of
                                      words and sentences, and abstract or relational words;
                                      grammar, intonation, pragmatic use of language to
                                      communicate or express needs and intention.

Qualified Staff who May Conduct the Evaluation: Teacher of the Speech and Hearing Impaired
                                                 Licensed speech pathologist




                                                                                                          17
   PROCESSING “OTHER” EVALUATIONS
Many “OTHER” evals are typically processed as part
of a recognized evaluation component listed in our
“Glossary Of Terms” (see list on following slide)

When “OTHER” evals are reimbursed as a “stand
alone” eval, these “specialty”evals require a special
explanation from the CPSE attached to the STAC 5

All “OTHER” Evals are reviewed and processed
manually by the STAC Unit


                                                        18
               Recognized “OTHER” Evaluation Components
Evaluation For:                        May Be Part of:
Adapted PE                             Physical/Medical or Physical Therapy Eval
Art Therapy/Play Therapy Eval          Psychological Eval
Augmented Communication                Speech/Language Eval
Cleft Palate                           Physical/Medical Eval
Physical Coordination      & Balance Physical/Medical or Physical Therapy Eval
Counseling                             Psychological Eval or other assessment of social
                                       functioning
Developmental Assessment               Physical/Medical Eval
Ear/Nose/Throat                        Physical/Medical Eval
Feeding                                Physical/Medical or Speech /Language Eval
Music Therapy Eval                     Psychological Eval
Oral Motor                             Physical/Medical Eval
Orientation and Mobility               Psychiatric, Optometric, Occupational Therapy,
                           Physical Therapy, Audiological Eval
Evaluation by Teacher of the Deaf      Education Evaluation
Evaluation by Teacher of the Blind     Education Evaluation

                                                                                          19
New Evaluation Approval Screen—
         DQPR5/DSTC5




                                  20
INTRODUCTION TO STAC 1 PROCESSING-- FOR
        EDUCATIONAL SERVICES
The following slides will give you an overview of
STAC 1 processing including:

An outline of the STAC 1 process

Samples of completed STAC 1’s

Instructions for completing a STAC 1’s

Instructions for completing 1:1 aide forms

                                                    21
          PRESCHOOL PROCESS
 Placement for Educational Services--STAC 1
 Placement by Committee on Preschool Special Education

 STAC 1--generated by school district, authorized by BOE, and sent
 to municipality for signature

 Municipality authorizes STAC1 and forwards STAC 1 to STAC Unit--
 either in hard copy or electronically

 STAC 3 generated for all approved STAC 1’s…STAC 3 approval
 listings will be sent to School District, County and SED approved
 Provider. (NOTE: Mailings of STAC 3 approval listings will be resumed in
 the near future).

Note: STAC 3 approvals (individual green forms) are no longer mailed out by the STAC Unit. A
             STAC 3 can be printed from the STAC mainframe using Screen DQPRT.




                                                                                       22
Sample STAC 1 for Center-Base Services




                                         23
Sample STAC 1 for Related Services




Screen Transition




                                     24
Sample STAC 1 for SEIT & Related Services




                                            25
               Instructions for Completing STAC 1’s
             Note: These are now a single page (two sided) document
                               (one of five slides)
STAC CHILD ID. If known, enter the (6) digit unique child code assigned by the STAC and
     Special Aids Unit. Each child is assigned a STAC ID that stays with that child and
     will identify the child throughout his/her STAC history.
1. Name of Child. Please be accurate and consistent: Elizabeth Smith and Beth Smith would
     most likely be assigned different ID numbers.
 NOTE: Change in Name--           If a child has been adopted, a copy of the adoption order
     should be submitted to the STAC Unit so the child’s name can be changed on the system.

2. Date of Birth
     Eligibility Requirements. A change in date of birth requires a copy of the child’s birth
     certificate.
      A child becomes eligible under Section 4410 of the Education Law in the calendar year in
      which the child becomes three (3) years old. Children born January 1 through June 30
      are eligible on January 2. Children born July 1 through December 31 are first eligible July
      1.
3. Sex of Child. The sex of the child should be indicated by checking the appropriate line
    (male or female).
4. Social Security Number. Indicate the child's SSN if known.




                                                                                                26
5. SIS child ID. Indicate Student Information System Child ID if known.
6. Racial/Ethnic Category. Indicate the racial/ethnic category by checking the appropriate box .
7. Placement Type - Section 4410
Indicate the type of program or services approved by the Board of Education for the child.
           DSPRE Placements
           Check either "Special Class" or "Special Class Integrated Class" if the child is in an SED
           approved special class or in an integrated setting.
           DSSEI Placements
           Check "Related Services Only" if the child is receiving related services only. Check "Special
           Education Itinerant Teacher" if the child is receiving SEIT services only. Check "Special
           Education Itinerant Teacher plus Related Service" if the child is receiving both services.
8a. Public School District that has CPSE Responsibility. Indicate the public school district of the
         child’s current location (where the child resides).
8b. County of Child’s Current Location (where the child resides). Indicate the county of the
        child’s current location. This is the county that will be reimbursed by SED.
8c. County of Time of Child’s Placement in Foster Care or in Temporary Housing.
         Indicate the county where the child lived at the time the child was placed in foster care or
         temporary housing or at the time the child became a resident in a facility licensed or operated
         by another state agency. This county will be assessed a chargeback by SED. This should be left
         blank if not applicable.


                                                                                                        27
9.    Service Provider for Special Class or SEIT Provider. Refer back to item 7:
       If "Special Class" or "Special Class in an Integrated Setting," enter the name of the
      agency providing the program in which the child is enrolled.
      If "Special Education Itinerant Teacher" or "Special Education Itinerant Teacher plus
      Related Services,“ enter the name of the SEIT provider.
10.   Name of Program.
      If a "Special Class" or "Special Class in an Integrated Setting" placement, enter the
      specific name of the program (not just "preschool"). For example: Special class with the
      site name (if there is more than one site). Indicate a 1:1 center based Aide on this line
      as well.
      If "Special Education Itinerant Teacher" or "Special Education Itinerant Teacher plus
      Related Services," indicate "SEIT" as the program name.
11.    Related Service or SEIT Provider. Use these lines for the type(s) and length of
      therapy sessions for children receiving related service(s).
      (Note: Speech is the only related service which must meet a minimum requirement of
      one hour (two 1/2-hr sessions per week.)
      *Also use these lines for the number of hours per week for SEIT services. The total
      number of 1/2-hour sessions (which includes both direct and indirect services) the child is
      to receive from the special education teacher as addressed in the IEP must be indicated.
      SEIT services require a minimum of 2 hours per week.


                                                                                                    28
12 Service Information.
   "From" and "To" lines 12
 Complete "From" and "To" dates for all preschool services: an SED approved program, an SED
approved SEIT provider, or for each related service.
Other data items in the Service Information section which require completion according to the program
and/or services for the child are:
Special Class and Special Class Integrated Setting
Please complete "Hours per Day" and "Days per Week."
(Items entitled "Individual or Group," "Number of Half Hour Sessions" and "Rate Per Half Hour Session" do
not apply to center based placements.)
Special Education Itinerant Services
Please complete "Individual" or "Group of." The number of children in the group must be shown
under "Group of." (Note: STAC will divide the SED approved rate by the group size when calculating costs
for the issuance of a STAC-3.) Also complete "Number of Half Hour Sessions" for the total number of
half-hour sessions delivered during the "From" and "To" dates.
Related Services Only
For each related service:
Complete the “Related Service 1, 2, etc” (speech); "Individual" or "Group of," "Number of Half
Hour Sessions," (this is the total number of half hour sessions during the From and To service period)
and "Rate Per Half Hour Session," for each provider indicated in item 11 using the related services
lines Section 12.
                                                                                                 29
Coordination
Reimbursement for coordination is allowed when a child is receiving two or more related services (and no SEIT
    services) for a given time period. The coordinator must be one of the therapists serving the child.
    "Coordination" should be listed on one of the “Related Service 1, 2, etc" lines. Please indicate the
    number of ½ hour sessions under "Number of Half Hour Sessions" and list the rate for coordination
    under "Rate Per Half Hour Session." Note that coordination is reimbursable for no more than ten (10)
    half-hour sessions during the school year (September-June) and two (2) half hour sessions during the
    summer.
      Reimbursement for coordination is not allowed with SEIT services. In this instance, the SEIT provider
      serves as the coordinator.
13. Transportation.
      "Dates of Transportation" are generally required by the county for use in arranging a preschooler's
      transportation.
      Transportation cost information is completed by the county. Transportation for the child is to be
      provided as determined by the Board of Education to and from the special services or program.
14. Authorization of Placement.
      Signature of the authorized representative of the Board of Education must be completed.
15.    Municipality or City of New York Signature Section ( Back of Form).
      This section must be completed by a representative of the county of the child’s current location (line 8b)
      before it is submitted to the STAC and Special Aids Unit.
16. Person Completing This Form (Back of SED Copy Only)
      A name and telephone number of school district personnel will allow STAC Unit staff/County to resolve any
      problems or questions about the STAC-1 in the most timely manner.




                                                                                                                   30
       1:1 Aide Form/Instructions
Beginning with July 2004 services, 1:1 aide form
will not be required for any “full-time” 1:1 Aides.

A “1:1 AIDE/NURSE/INTERPRETER” Form must be
completed for:
   All part-time 1:1 AIDES
   All SHARED 1:1 AIDES
   ALL 1:1 NURSES and INTERPRETERS (Full and
   part-time)
Must indicate RN or LPN on form
NOTE: A 1:1 aide form does NOT need to be
completed for a related service aide.

                                                  31
  Sample of Preschool 1:1
Aide/Nurse/Interpreter Form




                              32
          MULTIPLE SERVICE STAC’S

•Dual services are a combination of two concurrent
placements. Examples include two half-time center-based
placements (possibly one special class combined with a
second integrated class), a half-time center-base
placement and SEIT services, or a half-time center-base
placement and 'additional' related services not included
as part of the center-base placement.
•A STAC 1 needs to be completed for each placement.
Each STAC 1 needs to be clearly marked as a “Multiple
Service” STAC 1.


                                                        33
 Statute of Limitations for Preschool Claims
               (Section 4410)
Pursuant to §4410 of Education Law, you should be aware that
Chapter 474 of the Laws of 1996 requires that preschool claims
for 2005-06 be received by the New York State Education
Department’s Fiscal Management Office no later than June 30,
2009. This includes claims for placements in preschool center-
base programs, related services, special education itinerant
teacher services and claims for reimbursement for preschool
evaluations.

 In order that STAC and Special Aids can process all approval
requests submitted, your respective county must receive the
complete and appropriate STAC forms no later than
February 1, 2009.



                                                                34
NEWLY RECOGNIZED RELATED SERVICE TYPES

 Effective with services delivered from July 2008 and
 forward, the following related services (previously
 STAC’d as OTHER related services) should be STAC’d
 as their own independent type of related service:
 Play Therapy, Music Therapy and Interpreter

 Counties must include these types of related services
 on their 08/09 SED-RS-3 in order for districts to STAC
 appropriately.

                                                     35
             Questions or Problems
Preschool Reimbursement Approval - contact
Maureen McCarthy at 518-474-7116

To obtain access to our STAC Mainframe to view
your district’s approvals go to the following
address: http://www.oms.nysed.gov/stac/STAC_
OnlineSystem/Request_For_Access.htm

and scroll down to “Request Form for Access to
STAC Data Base”

Preschool Policy questions - contact Sandy
Rybaltowski at 518-473-6108

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STAC HOME PAGE--http://www.oms.nysed.gov/stac/




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