Welcome to the New York State Education Department (NYSED) State Aid Management System (SAMS).
SAMS is an Internet-based application supporting data collection, aid calculation, reporting, and communication between NYSED and all New York State public school entities.
SAMS has a single header and menu bar that is accessible from any location in the application. Users may move through any function in the application that their security role provides them, regardless of what screen they are currently working on in the application, by selecting an item from the menu bar.
Header Description
The SAMS header is used to view and set the school entity context. The SAMS header includes fields for the school entity Name, BEDS Code, and a Claim Year. For users who have a role that assigns them to just one school entity, both the Name and BEDS Code fields are read-only. Only the Claim Year can be selected and changed for these users. For users that have access to multiple school entities, the BEDS Code and Claim Year fields can be accessed and changed. Whenever a change is made to header information the user must click on the Set Values button to invoke the change.
Menu Bar Options
Entity Info
This menu bar option provides access to data stored in another NYSED information system called SEDREF. This system contains extensive demographic information about institutions that interact with NYSED. The Entity Info page in SAMS displays SEDREF information associated with the current district set in the SAMS header. Information includes basic district attributes, such as district code, BOCES code, District Type, District Superintendent, RIC Code, and BOCES Component. Official State Aid contacts associated with the school entity are also listed and authorized users can edit the information for these SAMS contacts.
Claims Review
This menu bar option provides access to the Edit Exception Reports of school entities that have certified their form data or that are requesting changes to their certified form data. The Search Claims and My Claims sub-menus are available from this main menu item.
Forms
This menu bar option provides access to all State Aid data collection forms. To support the form selection process a Form Tree is provided that divides forms into form sets. Each form set is a sub-folder on the Form Tree and all forms associated with a form set are associated with the folder. The Forms menu option has the following sub-menus: Official Data, Revision Data, Sandbox Data, Updat Data, Dynamic Data Areas, Import Form Data and Print Multiple Forms.
The Official Data, Revision Data and Sandbox Data options represent data areas in SAMS. The Official Data area always holds the official data as it exists in the system. The Revision Data area holds updates or edits to the official data area when a district needs to revise their official data. The form tree is used to find and open a form for data entry or review.
The Import Form Data sub-menu option allows a district to bypass the manual form data entry process and electronically load data into SAMS from a file import process. This file import process utilizes the same data validation process as if the data were being entered onto the forms manually.
The Print Multiple Forms sub-menu option allows a district to print more than one form at the same time. A Form Tree is presented to the user with check-boxes next to the name of each form set and form which allow the user to choose the forms they would like to print. The user also has the option of choosing the data area they want to print their forms from or to print blank forms. After a user selects their forms and printing options, they can click on the ‘Print Selected Forms’ hyperlink to print the forms. The selected forms will appear in a separate browser window from which the user can preview and print them.
Activity Log
This menu bar option provides access to the SAMS Activity Log. The Activity Log captures all status changes of all form sets for a given school entity. Users can review the Activity Log to see when key milestone events occurred related to a given form set. For example, the Activity Log can be used to see when a given form set was certified. The Activity Log also tracks notification events, which are typically automated email notices sent by SAMS when a certain event trigger occurs. Users with the appropriate security privilege can also use the Activity Log to enter their own correspondence activities, such as a phone conversation with a school entity.
Home
This menu bar item brings you back to the SAMS home page.
Issue Reporting
This menu bar item launches the users default email application and pre-populates an email to the SAMS Helpdesk with a standard template for reporting issues.
Help
This SAMS Online Help system for SAMS providing information on all features.
Logout
This option is used to exit the SAMS application. Once selected, you will be directed to the Single Sign-Off page.
Summary
The SAMS header and menu bar is available from all pages within the application. The content of the menu bar is determined by a user’s security access. All users will not see the same options on the menu bar. If there are functions available and you do not have access to them but believe you should have access, please contact the Help Desk.