STAC

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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
INITIAL APPROVAL
DISTRICT
STAC SPECIAL AIDS
Stac-1 completed online
STAC-3 listing mailed monthly
Stac-3 listing received and checked for accuracy
OR
Use reapplication screen For continuing placements
STAC-3 listing mailed monthly
Stac-3 listing received and checked for accuracy
AMENDMENT PROCESS
Amend STACS through the online system
adding/changing/ withdrawing
New stac-3 listing 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
PUB updated by HSCAR or PRI updated by AVL
District checks APR (or PUB or PRI- For AVL/HSCAR
updates
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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- ? School of placement ?
Program option and related services ? Period of
enrollment
Business Office knows- ? Amount billed by
provider ? Amount district paid provider ? 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
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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

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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.
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10-Month School Year Local Share Deduct of Basic
Contribution Amount Chargeback
Basic contribution chargeback Local taxes
raised per resident student
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2-Month Summer 10 County and 20 District
Chargebacks
10 County Chargeback withheld against Section
4410 County Preschool payments20 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.
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TRAINING MODULES
HIGHCOST PUBLIC PLACEMENTS
4201 PLACEMENTS
11 AIDES
SUMMER PLACEMENTS
SCREENS
PRIVATE PLACEMENTS
HOMELESS PLACEMENTS
CHAPTERS
INCARCERATED YOUTH PLACEMENTS
www.oms.nysed.gov/medicaid
www.oms.nysed.gov/stac/preschool
CONTACT INFORMATION
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SCREENS
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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
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Screens to add a STAC
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AVL VERIFICATION SCREEN
This replaces the green bar paper
PRIVATE EFFECTIVE AS OF 06/07 SUMMER EFFECTIVE
AS OF 08/09
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DVPRV ON-LINE PRIVATE AVL
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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
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SUMMER PLACEMENTS
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SUMMER PLACEMENTSJULY/AUGUST SPECIAL
CLASSDSUMR

• 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

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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.
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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 servi
ces, 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 students 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 11 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 STUDENTS IEP
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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 STACs 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 years
enrollment. Example For the 08/09 school year
aid is received on the 07/08 enrollment. Paym
ents 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 PUBLIC
HIGH COST 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 yearThe
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 costsEducation
services are reimbursed at the SED-approved rate
for the 10 - month program onlyTransportation
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 .

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STAC 202
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STAC 4
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INCARCERATED YOUTH
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Incarcerated Youth Reimbursement GuidelinesNo
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 installments1st payment
up to 41.7 before April 1st2nd payment up to
75 by July 30thLast payment by November
30thProvider 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 3S 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 District of students residence is
charged the local tax levy per student. (this is
located on the GEN Report on the State Aid
website)

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10-MONTH PRIVATE PLACEMENTS In State, Out of
State, and Emergency Interim Placements (EIPs)
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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 PLACEMENTSSubmit Documentation for
initial placementsandwhen 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. [phone] http//www.vesid.nysed.gov/
specialed/spedstaff.html http//www.vesid.nysed.g
ov/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
[phone] or Visit our website http//www.o
ms.nysed.gov/stac/stac_online_system/online_instru
ctions/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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11 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.
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State-Operated 4201 SchoolsNYS 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).
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State-Supported 4201 Schools11 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 [phone] Step
1) referral for evaluation
Step 2) application for appointment
Step 1 Application site www.vesid.nysed.gov/spec
ialed/applications/PHC10--statesupported Step 2
Application site www.vesid.nysed.gov/specialed/a
pplications/4201appoint More of referrals are
from CSEs 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 years 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_at_mail.nysed.gov)
• Preschool
• Claims (AVL) - Jim DeMeo (jdemeo_at_mail.nysed.gov)
  
• Preschool Reimbursement Approvals Maureen
  McCarthy (mmccarth_at_mail.nysed.gov)
• School Age
• School Age Reimbursement Approval - Cleo Whitney
  (cwhitney_at_mail.nysed.gov)
• School Age Private Placement Pre-approvals and
  Reimbursement - Donna Parslow (dparslow_at_mail.nysed
  .gov)
• Childrens Residential Project (CRP) - Barbara
  Mastriano (bmastria_at_mail.nysed.gov)
• Chapter 47-66-721 Placements - Barbara Mastriano
  (bmastria_at_mail.nysed.gov)
• Section 4201 (Deaf and Blind Schools) Approvals
  Jessica Farrell (jfarrel2_at_mail.nysed.gov)
• Incarcerated Youth Processing - Kelly Mason
  (kmason2_at_mail.nysed.gov)
• Homeless / Runaway Youth Processing - Kelly
  Mason (kmason2_at_mail.nysed.gov)
• Automated Verification Lists (AVL) - Edwin Truax
  Kelly Mason (etruax_at_mail.nysed.gov)(kmason2_at_mail
  .nysed.gov)
• Chapter 563 (CCI) 947(RTF) Placements - Donna
  Parslow (dparslow_at_mail.nysed.gov)
•     
• Training Requests

STAC, Special Aids and Medicaid Unit Director -
Harold Matott (hmatott_at_mail.nysed.gov)
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