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STAC
• System to Track and Account for Children (STAC)
STAC and Special Aids 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 approval 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.
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BASIC STAC PROCESS
DISTRICT INITIAL APPROVAL STAC & SPECIAL AIDS
Stac-1 completed online STAC-3 listing mailed
monthly
Stac-3 listing received
and checked for accuracy
OR
Use reapplication screen STAC-3 listing mailed
For continuing placements monthly
Stac-3 listing received
and checked for accuracy
AMENDMENT PROCESS
Amend STACS through the
online system adding/changing/ New stac-3 listing
withdrawing generated
Stac-3 listing received
and checked for accuracy
CLAIMING AID
Automated verification
listing AVL-paper or online
Online or paper AVL verified or
verified and returned Approved payment report
(APR) mailed for 4408 and
District checks APR (or PUB or PRI- PUB updated by HSCAR or
For AVL/HSCAR updates PRI updated by AVL
Summary of Key Interactions in STAC and Aid Claim Process
STAC-1 or STAC reapplication listing requires two district offices to work together because:
CSE/CPSE knows- Business Office knows-
● School of placement ● Amount billed by provider
● Program option and related services ● Amount district paid provider
● Period of enrollment ● Aid received from SED
State sets STAC Rates For
10-Mo. Section 4405 Private School Education
July and August Sec. 4408 Education
July and August Sec. 4408 Maintenance
STAC-3 Approvals and STAC-3 Approval Information
Approved services
Period of service approved
Approved program rates
Approved costs
Automated Verification Listings (AVLs) Show
STAC-3 approved services eligible for aid and not claimed on a prior AVL
District verifies or corrects the dates of service and costs listed
Returns to STAC and Special Aids
Approved Payment Report (APR) Shows
AVL verified period of enrollment
Approved rates ( when rates are set by SED)
AVL verified rates for other services
Aidable cost- Aid paid to date- Aid due to district
STAC ACRONYMS AND COMMON TERMS
ADA - Average Daily Balance
AOE - Approved Operating Expense
APR - Approved Payment Report
ATT - Attendance Output Report
AVL - Automated Verification Report
CCI - Child Care Institution
CPSE - Committee on Preschool Special Education
CSE - Committee on Special Education
FTE - Full Time Equivalent
GEN - General Formula Aid Output Report
HCSAR- High Cost STAC-3 Amendment Report
ICF - Intermediate Care Facility
IEP - Individualized Education Program
IRA - Individualized Residential Alternatives
IY - Incarcerated Youth
LEA - Local Educational Agency
PRI - Private Excess Cost Output Report
PUB - Public Excess Cost Output Report
VESID- Vocational and Educational Services for Individuals with Disabilities
RTF - Residential Treatment Facility
STAC - System to Track and Account for Children
TAPU - Total Aidable Pupil Units
FOSTER CARE
District of Location: Bills the district of origin for cost of education: except where the student is
residing
In a home affiliated with a Special Act School District, SED provides current year reimbursement
Claims all appropriate State Aid and claims transportation costs.
Counts student with disability for purpose of federal aid, except if student attends a private
approved school.
District of Origin: District where student resided at the time of placement in the care and custody
of DSS.
Reimburses district of location for cost of education less State Aid collected by district of location. If
the student
Resides in a facility affiliated with a Special Act School District, SED provides payment to district of
location
And deducts cost of education from district of origin.
10-Month School Year Local Share Deduct of Basic
Contribution Amount Chargeback*
Collected from District of
Origin
Type of Student Placement
(AKA District at Time of
Admission to Care)
Section 4201 State-Supported Schools for Blind/Deaf Yes
Chapter 47 OMRDD Group/Family Care Homes Yes
Chapter 66 OMRDD Developmental Center Yes
Chapter 721 Intermediate Care Facility (ICF) and
Chapter 721 Individualized Residential Alternative (IRA) plus Yes
Children's Residential Project (CRP)
Chapter 563 OCFS Child Care Institution (CCI) Yes
Chapter 947 OCFS Residential Treatment Facility (RTF) Yes
Chapter 947 OMH Residential Treatment Facility (RTF) Yes
Incarcerated Youth (12-month Program) Yes
Chapter 348 Homeless Yes
*Basic contribution chargeback= Local taxes raised per resident student
2-Month Summer 10% County and
20% District Chargebacks
10% County 20% District
Chargeback* Withheld Chargeback** Withheld
from County of Current from District of Current
Type of Student Placement
Location as of Location as of
July 1st on the following July 1st on the
services following services
Section 4201 State-Supported Schools for Blind/Deaf Educ, Main, Tran Educ and Main (No Tran)
Section 4201 State-Operated Schools at Rome and
Educ, Main, Tran Educ and Main (No Tran)
Batavia
Chapter 47 OMRDD Group/Family Care Homes Educ Educ
Chapter 66 OMRDD Developmental Center Educ Educ
Chapter 721 Intermediate Care Facility (ICF) and Educ, Tran Educ, Tran
Chapter 721 Individualized Residential Project (IRA) Educ, Tran Educ, Tran
plus
Children's Residential Alternative (CRP) Educ, Tran Educ (No Tran)
Section 4408 Summer School Educ, Main, Tran No
*10% County Chargeback withheld against Section 4410 County Preschool payments
**20% District of Current Location Chargeback for OMRDD Chapter 47, 66, 721 students and Section
4201 Educ and Main services where State covers 100% of CSE district costs. Summer 20% chargeback
is recouped against Section 4408.
TRAINING MODULES
HIGHCOST PUBLIC
PLACEMENTS
4201 PLACEMENTS 1:1 AIDES
SUMMER PLACEMENTS PRIVATE PLACEMENTS SCREENS
HOMELESS PLACEMENTS CHAPTERS
INCARCERATED YOUTH
PLACEMENTS
www.oms.nysed.gov/medicaid www.oms.nysed.gov/stac/preschool
CONTACT INFORMATION
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SCREENS
SHOWS STACS ON SYSTEM
FIND/CREATE STAC ID NUMBER
VIEW OR AMEND STACS ALREADY ON
VIEW STAC 3 APPROVAL
VIEW AN EXISTING PRE-APPROVAL (DOSES)
CREATE A PRE-APPROVAL (DOSES)
ADD/WITHDRAW A STAC TO OR FROM THE SYSTEM
ONLINE REAPPLICATION FOR CONTINUING PLACEMENTS
ONLINE AVL SCREENS
FIND PROGRAMS FOR PROVIDERS
PROGRAM DATE CHANGE SCREEN FOR FOLLOWING YEAR
Screens to add a STAC
AVL VERIFICATION SCREEN
This replaces the green bar paper
PRIVATE EFFECTIVE AS OF 06/07
SUMMER EFFECTIVE AS OF 08/09
DVPRV
ON-LINE
PRIVATE AVL
ON-LINE STAC VERIFICATION STATUS
ENROLLMENT PERIOD PROGRAMS VERIFIABLE ON-LINE NOW
09/01/06-06/30/07 2006-07 School Year Private Section 4405 Program- closed
09/01/07-06/30/08 2007-08 School Year Private Section 4405 Program
09/01/08-06/30/09 2008-09 School Year Private Section 4405 Program
07/01/08-08/31/08 2008 Summer Section 4408 and Section 4201 Programs
(Education and Maintenance)
07/01/09-08/31/09 2009 Summer Section 4408 and Section 4201 Programs
(Education and Maintenance)
ENROLLMENT PERIOD PROGRAMS TO BE VERIFIABLE ON-LINE LATE 2009
07/01/08-08/31/08 2008 Summer Chapter 47, 66 and 721 (Education Only)
09/01/08-06/30/09 2008-09 School Year Nonresidential Homeless Program
ENROLLMENT PERIOD PROGRAM TO BE VERIFIABLE ON-LINE EARLY 2010
07/01/09-06/30/10 2009-10 Incarcerated Youth 12 Month Program
07/01/08-08/31/08 2008-09 Summer Program (Transportation)
07/01/09-08/31/09 2009-10 Summer Program (Transportation)
CHECK OUR WEBSITE FOR CONTINUED UPDATES
SUMMER
PLACEMENTS
SUMMER PLACEMENTS
JULY/AUGUST SPECIAL CLASS
DSUMR
DSUMR- No minimum expense to generate STAC aid. File a STAC for all section
4408 students
AID RATIO-80% of education, maintenance and transportation costs.
BASED ON CURRENT YEAR ENROLLMENT AND COSTS
CURRENT YEAR PAYMENT PROCEDURES-Separate checks. Up to 56% of aid
payable prior to April 1st ; remaining aid up to 80% total payable by June 30th.
For 9015 programs please visit the VESID website at
WWW.VESID.NYSED.GOV
DSSRL SCREEN
CONTACT VESID
FOR PROGRAM QUESTIONS
WWW.VESID.NYSED.GOV
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July/August Extended School Year Descriptions
for
9000 thru 9011 Special Class Programs
DSUMR
9000-9009 Full-day Special Class Program- Shall operate for six weeks (Monday through Friday) and
Shall be funded for thirty consecutive days of services, provided, however, that the observance of the
Legal holiday for Independence Day may constitute a day of services (Section 4408 Article 89).
A full-day program must not run less than 5 hours a day on instruction for students whose
Chronological ages are equivalent to those students in grades K through 6 and not less than 5.5 hours
A day in instruction for students whose chronological ages are equivalent to those students
In grades 7 through 12. (Part 200 of the Regulations of the Commissioner)
9010 AND 9011 Half-day Special Class Program- Shall operate for six weeks (Monday through Friday)
And shall be funded for thirty consecutive days of services provided, however, that the observance of the
Legal holiday for Independence Day may constitute a day of services (Section 4408 Article 89). A half-day session
Is a morning or afternoon session with not less than 2.5 hours of instruction for students whose chronological ages
Are equivalent to those of students in grade K-6 and not less than 3.0 hours of instruction for students whose
Chronological ages are equivalent to those students in grades 7-12.
July/August Extended Year Descriptions for
9015 Non-Special Class Program Descriptions
DSSRL
9015-A: Related Services Only (RSO)- Is developmental, corrective, and other supportive services as required to
assist a student with a disability and includes speech-language pathology, audiology services, psychological
services, physical therapy, occupational therapy, counseling services, including rehabilitation counseling services,
orientation and mobility services, medical services, parent counseling and training, school health services,
school social work, assistive technology services, other appropriate developmental or corrective support
services, appropriate access to recreation and other appropriate support services. Usually only 2-3 times per week.
9015-B: Specialized Instruction Only (SIO)- Is the delivery of instruction by a certified teacher to address
the unique needs that result from the student’s disability and to ensure access of the student to the
general curriculum, so that he or she can meet the educational standards that apply to all students.
Students receive specialized instruction in core subject areas (math, social studies, reading, etc.)
Usually 1:1 or in small groups and 2-3 times per week.
9015-C: Specialized Instruction with Related Services (SI w/RS)- Is a combination of both related services
And specialized instruction.
9015-D: Home/Hospital Instruction (HHI)- Is special education provided on an individual basis for a student
With a disability confined to the home, hospital or other institution because of a disability.
ALL SERVICES PROVIDED ARE BASED ON A STUDENT’S IEP
DSUMR
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REAPPLICATION
SCREEN
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DSUMR ON-LINE
AVL SCREEN
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APR REPORT
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10-MONTH
HIGH COST PUBLIC
PLACEMENTS
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HIGH COST PUBLIC REIMBURSEMENT SCHEDULE
Districts file STAC’s on their special education students who exceed their district threshold.
(This is found on line 5 on the Public Excess Cost Aid Output Report)
HTTP://STATEAID.NYSED.GOV/
Aid is based for current year on prior year’s enrollment.
Example: For the 08/09 school year aid is received on
the 07/08 enrollment.
Payments are made as follows:
DECEMBER-up to 25%
MARCH- up to 75%
JUNE- up to 85%
AUGUST- up to 100%
These dates are approximate
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HIGHCOST
HIGH COST
PUBLIC PUBLIC
HIGH COST STAC-3
amendment reports
HCSAR
Still verified on paper
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HOMELESS
PLACEMENTS
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HOMELESS - The STAC and Special Aids Unit requires application for each school year that the student is
homeless. While the eligibility may extend across school years, the reimbursement is specific to a school year
The school-age homeless student may:
▪ Be a student with or without a disability
▪ Attend a public school district program, an approved BOCES program or an approved private
school program, if a student has a disability
▪ Please note: The only homeless students eligible for reimbursement
from the STAC unit are nonresident homeless students who move into your district from another district
within New York State.
▪ Students from out of state or out of country are not eligible for reimbursement.
Please contact www.nysteachs.org for information regarding federal funding for students not eligible for funding
with New York State.
Homeless preschoolers with a disability are paid from special education funds to the county responsible for
those students.
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Homeless Reimbursement Schedule
No minimum expense required. (Not subject to district threshold)
Aid is paid at 100% of approved tuition costs.
Payment based on current year enrollment and costs
Education services are reimbursed at the SED-approved rate for the 10 - month program
only
Transportation costs, if any, are reported to State Aid as part of the ST-3 report along
with any other 10 - month transportation you are claiming.
Payment requirements:
• Eligibility Form (STAC 202)
• Reimbursement application and approval (STAC4)
• Verification of Services (AVL-Automated Verification List)
• Payment will be made sometime after June 30th .
STAC 202
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STAC 4
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INCARCERATED
YOUTH
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Incarcerated Youth Reimbursement Guidelines
No minimum expense required to generate aid.
Minimum aid is $15,000. If the actual cost and IY FTE x 150% of AOE/Pupil both exceed $15,000-
actual aid is the lesser of the 2 amounts.
Aid is paid on current year enrollment and costs.
Paid in 3 installments:
1st payment up to 41.7% before April 1st
2nd payment up to 75% by July 30th
Last payment by November 30th
Provider can claim up to 5% administrative costs.
Summer program can run from July 1st through August 31st- Must be a 5 day program with a 3 hour
minimum.
If the student remains incarcerated a school year STAC must be entered. School year runs from September
1st through June 30th.
SCHOOL YEAR PROGRAM 40 WEEKS WITH AN FTE 0F .833
SUMMER PROGRAM UP TO 8 WEEKS WITH AN FTE OF .166
STAC 3’S MAILED INDIVIDUALLY
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IMPORTANT INFORMATION TO REMEMBER
ABOUT INCARCERATED YOUTH
A student is eligible for an education until the age of 21. If the
Incarcerated Youth turns 21 while attending the program, they
are eligible to complete the school year
If the student received a GED they are still eligible to go to
school while incarcerated as long as they are working towards a
general diploma
The student does not have to have been a resident of your
district. The district the student is picked up in becomes the last
district residence
This means that your district will receive a chargeback against
your 10 month chargeback report
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10-MONTH
PRIVATE
PLACEMENTS
In State, Out of State, and Emergency Interim
Placements
(EIP’s)
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10-MONTH
PRIVATE EXCESS COST
REIMBURSEMENT AID
Districts file STACs for all in state and out of state private placements
Aid ratio is found on line 8 of the Private Excess Cost Aid Output Report
Minimum aid is 50%
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
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PRIVATE PLACEMENTS
Submit Documentation for initial placements
and
when there is a change in:
CSE
Day to Residential
Residential to Day
A change to another private school
A change from preschool to school age
A change from In State to Out Of State
A change from Out of State to In State
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Out of State and EIP
(Emergency Interim Placement)
Requires submission of out of state packet each year
Contact Roland Smiley of the VESID office.
(518) 486-6260
http://www.vesid.nysed.gov/specialed/spedstaff.html
http://www.vesid.nysed.gov/specialed
Provides information about the forms to submit and specific
Placements.
For additional information regarding the processing of these applications, you may
Contact Donna Parslow of the STAC and Special Aids Unit at (518) 474-7116 or
Visit our website:
http://www.oms.nysed.gov/stac/stac_online_system/online_instructions/home.html
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DOSES
(PRE-APPROVAL FOR
PRIVATE PLACEMENT)
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PRIVATE STAC
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REAPP SCREEN
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DVPRV
ON-LINE
PRIVATE AVL
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1:1 AIDES
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Education Aides-
Requires paper form
Only for:
Partial Aides
Nurses (LPN or RN)
Shared Aides
Out of State
Maintenance Aides-
Requires paper form
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4201
PLACEMENTS
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STATE SUPPORTED/STATE OPERATED SCHOOLS
Schools designated for children whom are either deaf , blind or both. The
initial CSE 4201 application along with the STAC 1 are submitted directly
to VESID for approval
The school district at the time of placement remains the District of origin
for the student UNLESS there is a change in placement (school year)
The school district in which the parents reside at the inception of the
summer program becomes the District of origin (summer)
Transportation for both State Supported/State Operated is claimed on
your summer transportation AVL
***Available on-line soon***
Approved initial STACs are entered by the STAC Unit. Subsequent years
are entered by the 4201 school
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Section 4201
State-Supported and State-Operated Schools
District of Origin is the district where the parents reside when
the initial 4201 school appointment is made. This district remains
responsible for the 10-month program as long as the child is
continuously enrolled at the 4201 school.
District of Current Location is the district where the
parents reside at the inception of each summer 4201 program. Unlike
the 10-month program, the district is fiscally responsible for the 2-
month 4201 program changes if the parents move.
State-Operated 4201 Schools
NYS School for the Deaf at Rome &
NYS School for the Blind at Batavia
Monica Short - Regional Associate in VESID – in charge of applications for referrals
(518) 473-1185 and monitoring.
1-Step PHC-10 application usually initiated by parents. Parents must sign all PHC-10
applications.
1-Step Application site – www.vesid.nysed.gov/specialed/applications/PHC10--stateoperated
Initial STACs are submitted to and approved by VESID. Following year STACs submitted by Rome &
Batavia.
District of Origin – Rome & Batavia 10-month education cost is deducted from June
General State Aid payment.
District files a STAC to generate Private Excess Cost Aid in following aid year.
District of Current Location – Receives a 20% summer 4408 chargeback for 2-
month Rome & Batavia education and maintenance costs.
District claims 80% aid for summer 4201 transportation costs on an on-line AVL (coming in
2010).
State-Supported 4201 Schools
11 Schools Serving Deaf, Blind and
Multiple-Disabled Students
Susan Eckert - Regional Associate in VESID in charge of State-Supported School
monitoring.
Patty Eisenhandler – Approves 2-Step PHC-10 Applications
(518) 473-6108 Step 1) referral for evaluation
Step 2) application for appointment
Step 1 Application site – www.vesid.nysed.gov/specialed/applications/PHC10--statesupported
Step 2 Application site – www.vesid.nysed.gov/specialed/applications/4201appoint More of referrals
are from CSE’s and less are directly from parents. Parents must sign all PHC-10
Applications. Initial STACs submitted to and approved by VESID. Following year STACs
submitted by State-Supported Schools.
District of Origin is assessed a Local Share Deduct Chargeback on the following year’s
General Aid Output Report based on the product of (student school year FTE x district tax
levy/student).
District of Current Location receives a 20% summer 4408 chargeback for 2-month
Sate-Supported School education and maintenance costs.
District claims 80% aid for summer 4201 transportation costs on an on-line AVL (coming in
2010).
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CHAPTER PLACEMENTS
OMRDD (Office of Mental Retardation
And Developmental Disabilities)
Chapter 47
For students admitted to a family care home from a
Developmental Center
Chapter 66
Developmental Centers
Chapter 721
Intermediate Care Facility (ICF) or
Individualized Residential Alternative (IRA)
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CONTACT LIST
STAC and Special Aids Unit Coordinator - Jessica Farrell - (jfarrel2@mail.nysed.gov)
Preschool
• Claims (AVL) - Jim DeMeo (jdemeo@mail.nysed.gov)
• Preschool Reimbursement Approvals – Maureen McCarthy (mmccarth@mail.nysed.gov)
School Age
• School Age Reimbursement Approval - Cleo Whitney (cwhitney@mail.nysed.gov)
• School Age Private Placement Pre-approvals and Reimbursement - Donna Parslow (dparslow@mail.nysed.gov)
• Childrens Residential Project (CRP) - Barbara Mastriano (bmastria@mail.nysed.gov)
• Chapter 47-66-721 Placements - Barbara Mastriano (bmastria@mail.nysed.gov)
• Section 4201 (Deaf and Blind Schools) Approvals –Jessica Farrell (jfarrel2@mail.nysed.gov)
• Incarcerated Youth Processing - Kelly Mason (kmason2@mail.nysed.gov)
• Homeless / Runaway Youth Processing - Kelly Mason (kmason2@mail.nysed.gov)
• Automated Verification Lists (AVL) - Edwin Truax & Kelly Mason (etruax@mail.nysed.gov)(kmason2@mail.nysed.gov)
• Chapter 563 (CCI) & 947(RTF) Placements - Donna Parslow (dparslow@mail.nysed.gov)
Training Requests
• Preschool - Maureen McCarthy (mmccarth@mail.nysed.gov)
• School age - Jessica Farrell (jfarrel2@mail.nysed.gov)
• Medicaid - Kelly Gicobbi (kgicobbi@mail.nysed.gov)
Electronic Transfer
• Wendi Haskell (fhaskell@mail.nysed.gov)
STAC Access via the Web - send email to: omsstac@mail.nysed.gov
STAC Website Questions - send email to: omsstac@mail.nysed.gov (indicate WEB on the subject line)
STAC, Special Aids and Medicaid Unit Director - Harold Matott (hmatott@mail.nysed.gov)
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