Non Public Schools

New York State education law requires public school districts, including the New York City Department of Education (DOE), to purchase and loan certain instructional materials and equipment to all children in grades kindergarten through twelve whom legally reside in and/or attend a school located within their school district. This includes K-12 students attending non-public schools as well. The purchase and loan of these resources is managed through four New York State Education Department (SED) loan programs:

  • New York State Textbook Law (NYSTL) program, which provides funding for textbooks
  • New York State Library (NYSLIB) program, which provides funding for library books, reference materials, and audio-visual software resources
  • New York State Software Law (NYSSL) program, which provides funding for instructional software
  • New York State Computer Hardware (NYSCH) program, which provides funding for computer hardware

Funding, which can only be used to purchase designated materials and equipment for loan, is allocated to schools based upon the number of eligible students enrolled. The Non-public Schools Unit within DFO’s Business Operations Office is responsible for administering these programs. Its primary responsibilities include:

  • Implementing guidelines and ordering procedures in accordance with New York State education laws
  • Training non-public school staff on the use of the DOE’s web-based purchasing application, FAMIS
  • Providing customer support to non-public schools to resolve purchasing issues

All schools wishing to participate in any of the New York State loan programs will be responsible for monitoring this site for program updates and time-sensitive information; there will be no paper mailings.

For more about these programs, please see the New York State Loan Programs Overview.


    September 14, 2016

    New York State Loan Program Requirements

    Participation in any of the four New York State loan programs requires that non-public schools submit a Loan Request and Enrollment Certificate (LREC) to the DOE on an annual basis. For early ordering in the late spring, the DOE compared your 2015-2016 enrollment to the enrollment data you provided to SED this past fall (via your New York State Education’s Basic Educational Data System [BEDS] report). Your school's per-student allocation is dependent upon the total number of students enrolled. In the fall, the DOE will use your school's new enrollment data (2016-2017), as reported on the LREC, to adjust your allocation (as applicable).

    The required Principal’s Statement of Assurances (PSA) form to include your responsibilities as they pertain to all four loan programs appears on page two of the LREC form. Please be sure to sign both pages of the LREC form and submit it as instructed. The deadline to submit the new 2016-2017 Loan Request Enrollment Certificate form to the DOE is Friday, November 4, 2016. All schools participating in the New York State Loan Program must have this form on file with the DOE.

    For more information and to access the 2016-2017 Loan Request and Enrollment Certificate form, please click here.

    New York State Loan Program Allocations for the 2016-2017 School Year

    The ordering period for all New York State loan programs (NYSTL, NYSSL, NYSLIB, and NYSCH) for the 2016-2017 school year is now open!


    The table below lists the per-student allocation associated with all four New York State loan programs:

     Program

    Allocation Per Student

    New York State Textbook Law
    (NYSTL)

    $58.25

    New York State Software Law
    (NYSSL)

    $14.98

    New York State Library
    (NYSLIB)

    $6.25

    New York State Computer Hardware
    (NYSCH)

    $10.99


    The ShopDOE Portal

    ShopDOE is a purchasing planning portal that allows users (including non-public schools) to browse a catalog of products and services offered by DOE contracted vendors. The portal which has the same state-of-the-art search capabilities found on many online retail sites, was recently updated to now allow non-public school staff the ability to proceed directly to checkout and thereby place their orders directly through FAMIS. (When ordering computer hardware desktops, laptops/notebooks or printers you will continue to order directly through the FAMIS Portal using the hardware e-catalog.)

    Sign Up: To get started you will need to first create a new account by signing in initially as a “new user” with your own personal email address or that of your school. You may use your previous email address as long as you register (the first time) for a new account. 

    Universal Search, Images and Product Information:  You will continue to be able to browse a large selection of books, computer/audio-visual hardware equipment, software and media available at DOE contracted prices by using the search box to search the entire catalog of products. View images and additional product information in the “Books, Electronics and Software & Media” catalogs to make informed purchasing decisions.

    Save and Share: Shopping carts can be saved for future use and they can also be shared with the person at your school who is responsible for placing orders as PDF or Excel files.

    Request: Once you are done shopping, send your shopping cart to the person at your school who is responsible for placing orders for approval with one simple click. To help you navigate this process of placing your order directly into FAMIS, you can refer to the DOE: Procurement video or contact us for assistance.

    Requests for Employment Certificates- SY 2016-2017

    Requests for Employment Certificates (working papers) can be ordered directly from our vendor - Vanguard Direct - during one of four designated ordering periods:

    • June 15 - July 15, 2016
    • September 1 - September 30, 2016
    • November 28 - December 23, 2016
    • March 1 - March 31, 2017 

    To place your order, submit the Request for Employment Certificate Form  along with payment to:

    Vanguard Direct

    519 8th Avenue, 23rd Floor

    New York, NY  10018

    Attn: Laura Mrotzek


    Note that there is a $25.00 minimum purchase required when ordering. All inquiries concerning your order, once it has been placed, should be directed to the vendor:
    laura@vanguarddirect.com.

    More Information:

    Detailed guidelines and ordering instructions are available in the Non-Public School Documents section of our Web site.

    Key Reminders:

    ·         Each year, four unique “activity codes” are created in the FAMIS system for each school. These codes are specific to particular commodity groups/loan programs and must be accurately selected when placing your FY17 orders. These codes help ensure that your purchases are properly accounted for.

    ·         Changes in New York State education law allow NYSTL, NYSSL and NYSCH funds to be used interchangeably. Schools wishing to participate may do so by signing into the FAMIS Portal and following the guidelines.

    ·         When submitting your purchase orders, please indicate your school address as reported in your BEDS data form. All instructional materials and equipment purchased for loan are to be delivered ONLY to your school at the address of record and must be kept on site in a secure manner.

    ·         All school address changes must be reported immediately to our office – the NPS Unit – to ensure that our records are accurate. Change of address notices must be printed onto school letterhead.