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.

    March 2, 2016

    The New York State Loan Programs Ordering Deadline for SY 2015-2016 is Wednesday March 23, 2016

    FY’16 ordering for the New York State Loan Programs for this school year 2015-2016 is coming to a close. Please be advised that the last day to submit your orders in the FAMIS Portal for all four loan programs (NYSTL, NYSLIB, NYSSL and NYSCH) will be Wednesday, March 23, 2016. We strongly suggest that you place your orders in advance of the deadline.  An earlier submission will allow NPS staff to help you resolve any issues you may encounter during the ordering process prior to the ordering deadline.

    Monday, March 21, 2016 is the last day that the Spending Plan: Fund Transfer between the four New York State Loan Programs via FAMIS will be available, should you wish to move any unspent funds around to other programs in order to maximize your school’s expenditures to the fullest. (Most programs allow schools to use funds interchangeably.) You are urged to spend down to the best of your ability based on need and you should move funds in advance of the transfer deadline.

    The submission of the Loan Request and Enrollment Certificate for SY 2015-2016 (if it was not submitted in the fall) must be on file with the DOE no later than Wednesday  March 16, 2016.  This form is important in verifying accurate allocation levels and will be required for early participation in FY’17 ordering for next school year.

    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 enrollment for School Year 2014-2015 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 any given school year.

    In the fall, the DOE will use your school's new enrollment data, as reported on the 2015-2016 LREC, to adjust your allocation (as applicable). Please be sure to sign both pages of the LREC form and submit it as instructed. 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 current School Year 2015-2016 Loan Request and Enrollment Certificate form, please click here.

    New York State Loan Allocations for the 2015-2016 School Year

    The ordering period for all New York State loan programs (NYSTL, NYSSL, NYSLIB, and NYSCH) for the 2015-2016 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


    New York State Software Law
    New York State Library
    New York State Computer Hardware


    The Shop DOE Portal - Updated

    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

    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 10, 2015
    • September 1 - September 30, 2015
    • November 23 - December 18, 2015
    • March 1 - March 29, 2016 

    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:

    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 FY15 orders. These codes help ensure that your purchases are properly accounted for.
    • Recent 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.