Non Public Schools

DFO's Office of Business Operations administers the New York State Loan Programs: NYSTL (Textbooks), NYSSL (Computer Software) and NYSLIB (Library) and NYSCH (Computer Hardware) for eligible NYC students enrolled in participating Non Public Schools in New York City.

  • Implements guidelines and ordering procedures in accordance with the New York State education laws.
  • Provides customer service support for non-public school purchasing issues.
  • Conducts instructional workshops and provides training and guidance for use of FAMIS (DOE's web-based purchasing application).
All schools wishing to participate in our 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.

    What’s New

    February 27, 2014

    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 loan 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

    Additional information about the program can be found on the Non-public Schools Unit’s website.

    February 14, 2014

    New York State Loan Program Deadlines (2013-2014 School Year)

    The table below lists deadlines associated with all four New York State loan programs: NYSTL, NYSSL, NYSLIB, and NYSCH.

     Deadline Activity
     March 21, 2014 Submit the following document to the DOE's Non-public Schools (NPS) Unit:

    This form is required in order for your school to participate in any of the four New York State loan programs during the 2014/2015 school year.

     March 26, 2014 If desired, transfer funds between the four New York State loan programs via FAMIS.

    (Most programs allow schools to use funds interchangeably.)
     March 28, 2014 Submit all New York State loan program orders via FAMIS. *

    * 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 encounter during the ordering process prior to the ordering deadline.

    New York State Computer Hardware Loan Program

    Schools participating in the NYSCH loan program may select hardware items from one of three e-catalogs contained within FAMIS:

    • Computer Hardware (e.g., desktops, laptops, printers, servers): Use object code 332.
    • AV + Computer Equipment & Interactive Whiteboards (e.g., projectors, peripherals, Smart boards): Use object code 332.
    • Supplies and Instructional Materials (ONLY for security devices and/or graphing calculators): Use object code 319.

    There is a much larger selection of items available than in previous years. However, only NYSCH eligible items that are indicated as “NYSTL approved” may be ordered using NYSCH funds.

    Detailed ordering instructions can be found in the Non-Public School Documents section of our website.

    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. The DOE will use your school’s current enrollment (2013-2014 school year), as reported on the LREC, to determine or adjust your allocation (as applicable). The DOE will also compare your current enrollment (2013-2014) to the enrollment data you provided to SED this past fall (via your New York State Education’s Basic Educational Data System (BEDS) report) in order to determine your allocation (as applicable) for early ordering in the late spring.

    This year the required Principal’s Statement of Assurances (PSA) form has been revised to include your responsibilities as they pertain to all four loan programs. Further, it is no longer a stand-alone form; it now appears on page two of the LREC form. Please be sure to sign both pages of the LREC form and submit it as instructed. If you have not yet submitted an LREC form this year, please do so immediately. 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 form, please click here.

    New York State Loan Program Allocations for School Year 2013-2014

    The table below lists the allocation levels associated with all four New York State loan programs: NYSTL, NYSSL, NYSLIB, and NYSCH.

      Program  Allocation Per Student 
     New York State Textbook Law
     New York State Software Law
     New York State Library
     New York State Computer Hardware

    NYSTL: Allocation level is based upon the total number of eligible students (K-12) who legally reside within New York City prior to November 1, 2013.

    NYSSL, NYSLIB and NYSCH: Allocation levels are based upon the number of eligible students (K-12) who were attending your NYC school last year, prior to November 1, 2012. Your school provided this information in the 2012-2013 LREC and BEDS data forms.

    The ShopDOE Portal Has a New Look

    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 was recently updated with the same state-of-the-art search capabilities found on many online retail sites. By signing in as a “non-DOE employee” with your own personal email address or that of your school, you will be able to browse a large selection of books, software, media and computer hardware equipment available at DOE contracted prices.

    Although you will not be able to proceed directly to checkout in FAMIS just yet, you can share your shopping cart’s contents with the person at your school who is responsible for placing orders: either email the shopping list or save it as an excel spreadsheet or PDF document and then share. A quick guide to help you navigate the revamped ShopDOE is now available. Note that additional enhancements will be implemented in the future to allow non-DOE employees to proceed to checkout and thereby place their orders directly through FAMIS.

    Requests for Employment Certificates

    Requests for Employment Certificates (working papers) will be accepted from March 3rd through March 26th, 2014. Please place your request by submitting the Request for Employment Certificate Form. Employment Certificates will be delivered by May 2014. Note that this is the final ordering period for the 2013-2014 school year (SY). 

    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 FY13 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.