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Staff Employment

You should update staff employment data once a year for October certification and
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titleHow often should I update Staff Employment data if I'm using templates?
titleI have several teachers who are teaching courses for another school, online. We do not hold their contract for this teaching. How should this be reported?

The LEA that holds the contract will provide this information and the Ed Org where the staff are working only needs to provide the staff assignment and/or staff section data as required.

How often should I update Staff Employment data if I'm using templates?

You should update staff employment data once a year for October certification and this data will remain in place for July certification. Only provide data throughout the year if there are changes needed or new staff employment to be provided.

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titleWhat does CE mean?

  • CE, or Certified Employment, is an archaic term in Data Exchange. It has been replaced by the term "Staff Employment".

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titleHow do I update IDOE via templates when there is a change to a staff members' salary?

  • When there is a change to a staff members' salary, updates can be sent to IDOE via the Template for Staff Employment.

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titleWe have a new staff member who taught for time outside of the state of Indiana. How many years should we include for their years of experience?

  • Years of experience in Indiana is what should be provided. IF a teacher needs the correct years of service they have for Indiana they will need to reach out to TERF (retirement fund).

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titleWhat is reported as hire date for Staff Employment?

  • Report the original hire date of the employee. For example, if a staff member was hired 8/1/2015 and has been employed for 5 consecutive year, the original hire date of 8/1/2015 would be reported each year.

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titleWhat is the hire date reported for a former employee that has returned after 2 years?

  • Report a new hire date for the employee. For example: if employee’s original hire date was 8/1/2015 and employment ended 05/26/2020. Report the hire date with current hire date of 8/1/2023.

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titleIf contract days are not to be pro-rated, how do I report temporary teachers?

  • When temporary/substitute teacher is contracted to work 182 days but is only needed for 160 days, report the contracted 182 days.

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titleIf salary cannot be pro-rated, how do I report a temporary teacher whose contracted salary is $50,000 for the school year but the employee only works 10 weeks?

  • Report contracted salary amount of $50,000.

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titleAt the end of the year, in JuneFor July certification, would the number years of years experience be that same as in October or would we add another to the recently finished school year to that?
The years

  • Years of experience is not expected to increase until the following school year. This data should be the same as reported in October.

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Staff Assignment

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titleDo we need to update our Key Contacts and Staff Classifications each year?

  • Key Contacts and Staff Classifications will need to be provided at the start of each school year. Key Contacts and Staff Classification changes throughout the year should also be updated and provided so the most accurate information is always available.

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titleCan you have multiple Staff Assignment Descriptors for a teacher?

Yes, staff may have and need more than one staff assignment/classification (role) assigned to have access to all IDOE platforms or receive communication from IDOE.

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titleWe have a teacher who also teaches in another building in our district. How should this be reported?

A staff assignment and/or staff section record is required for each school ID. Staff may be reported in multiple buildings (school IDs).

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titleI have several teachers who are teaching courses for another school, online. We do not hold their contract for this teaching. How should this be reported?

The LEA that holds the contract will provide this information and the Ed Org where the staff are working only needs to provide the staff assignment and/or staff section data as required.

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titleWe have a superintendent role that are being excluded from our Staff Assignment (Certified Position) report. What's Why is this happening?

The Superintendent is counted on Staff Assignment when reported with LEA Administrator at the Corporation Id; not a school Idassignment is a Key Contact role. Assigning the LEA Administrator role to the Superintendent will allow the staff to be certified.

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titleWhat does CP mean?

CP, or Certified Position, is an archaic term in Data Exchange. It has been replaced by the term "Staff Assignment".

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titleIs there a template we can use to submit for Staff Assignment (certified positions)?

Yes, template 008 (StaffAssociation_StaffEdOrgAssignmentAssociation)

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titleThe EdPlan tile for several users disappeared over the weekend..... is there an outage or something we can troubleshoot on our end?

The rollover for LINK Security portal happened over the weekend. You have to have staff contact and staff assignment data entered with a date in the 2024 school year.

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titleWe have a couple of adjunct teachers that we are getting a CP-1 error on. How should we report them?

Report Adjunct teachers the same as other teachers.

Staff Section

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titleShould SpEd teachers be associated as coTiles within the LINK portal have disappeared for staff. How do we troubleshoot this?

  • IDOE performs a rollover at the end of each school year to move from the previous school year to the current school year. Ensure that Staff Contact and Staff Assignment information has landed in Data Exchange in the current school year (current year ODS).  Staff may also need to refresh their LINK account.

  • To Refresh:

  1. Completely log out of any LINK apps and the LINK Portal by clicking on your name in the upper right corner and selecting Log Out

  2. Clear browser cookies/cache/history (all time)

  3. Totally close browser (not just a tab)

  4. Re-open browser and log back into the LINK Portal (https://link.doe.in.gov)

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titleWe have a couple of adjunct teachers that we are getting a CP-1 error on. How should we report them?

Report Adjunct teachers the same as other teachers.

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Staff Section

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titleShould SpEd teachers be associated as co-teachers on every section they assisted with or just need to be associated at the school they work at?

Staff should be identified accurately for each section (class) they are associated with at each school.

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titleOur high school offers credit recovery courses during the school day. These are online and students are scheduled in a lab with a certified teacher that who assists and monitors progress. In the past for staff employment, we had to attach a certified teacher licensed in the specific subject area to each section as a co-teacher in addition to the teacher in the room (ex. Our ELA dept. chair was attached to any ELA courses offered). What's the best way to submit this to Data What's the best way to submit this to Data Exchange?

  • If the staff is monitoring the classroom and associated to the credit recovery course for purposes of taking attendance

and

  • but is not licensed in the area of each

student's course

  • students’ courses they are taking

online is allowable for reporting

  • ; it is permissible to report the staff but is not required data to IDOE. Associating the TOR to each course the

student is

  • students are scheduled is required and the solution of how you are providing this information needs to be managed with your SIS vendor

. The medium of instruction will indicate this is an online-taught course

  • .

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titleDo all certified employees need to be tied to a section?

Not all staff will have section associations and this will not cause any errors; only those staff assigned to a classroom need the section associations.

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titleAre Districts supposed to publish a section even if a student(s) is not enrolled in it? Is this applicable to the Staff Section records as well?

Schools may provide staff section data without students associated. Schools should be providing staff section data for their EL and SE staff where they are identified as a resource, co-teacher, consultant, etc. with the same section data as the general ed teacher. This is managed with the classroom position descriptor. See below situations for additional guidance.

  1. If a SpEd, Resource, EL, Title I, etc. teacher is providing instruction and awarding grades to students then the teacher must have a staff section where the teacher is the primary teacher and student sections are associated with the staff section.

  2. If a SpEd, Resource, EL, Title I, etc. teacher is providing instruction assistance to students while physically in the general ed classroom, then a Staff Section record should be provided for the teacher with the same section data as the general ed teacher.

  3. If a SpEd, Resource, EL, Title I, etc  teacher is providing assistance to students outside of the gen-ed classroom , the teacher must have a staff section that provides Classroom Position Descriptor of Special Education, EL Teacher, etc. to be identified on the CP report  No student sections will be associated with this staff section.

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titleDo we report substitute teachers to IDOE?

Not for a short period of time they are substitute teaching. The only case that IDOE would ask for this data is if a substitute were taking a position that would last the duration or longer lengths of time in a course. IDOE is not looking for those staff that are in the class for a day or two, floats, permanent subs, etc.

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titleWe have a teacher who also teaches in another building in our district. How should this be reported?
A staff assignment and/or staff section record is required for each school ID. Staff may be reported in multiple buildings (school IDs)

  1. of Special Education, EL Teacher, etc. to be identified on the CP report  No student sections will be associated with this staff section.

The LEA that holds the contract will provide this information and the Ed Org where the staff are working only needs to provide the staff assignment and/or staff section data as required
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titleI have several teachers who are teaching courses for another school, online. We do not hold their contract for this teaching. How should this be reported?
Do we report substitute teachers to IDOE?

Not for a short period of time they are substitute teaching. The only case that IDOE would ask for this data is if a substitute were taking a position that would last the duration or longer lengths of time in a course. IDOE is not looking for those staff that are in the class for a day or two, floats, permanent subs, etc.

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Staff - General Questions

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titleOur SIS does not currently support sending across Staff Data. If we have a change to staff during the year, what should we do?

  • Any Staff data not supported by your SIS will need to be provided via templates through the

template bulk upload process

  • Upload page in Data Exchange. This includes Staff Employment, Staff Assignment, and Staff

Section

  • Section. Note: data submitted via template can’t be deleted by the school. A ticket must be created (http://help.doe.in.gov ) so that a specialist can assist with removing the data. Please provide the Resource Name and GUID (found in the ID column) for each record that needs to be removed.

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titleIs the last 4 digits of a Staff's Social Security Number something that our SIS needs to report to Data Exchange regularly?

  • You only need to provide when submitting a new staff that does not already exist in the Ed-ID portal. You may need this when performing a lookup of staff. This is a local decision if you want to house in your SIS. IDOE does not require this data be housed within the student system.

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titleIf we have a newly assigned staff member who will be submitting an application for an Emergency Teaching Permit, do we request a School Personnel Number for them now or should we wait until a SPN is assigned through LVIS?
You should

  • It is recommended that you wait for the Licensing department to create the SPN. However, there are instances where the SPN is needed immediately. In those cases, you can create an SPN for the staff member and communicate this to the Licensing department so that a duplicate SPN is not created. Email: licensinghelp@doe.in.gov, Phone: 317.232.9010.

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