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Before You Begin:
Staff (SPN) must first exist.
NOT all staff require a staff association record; only those staff needing to be identified as a Key Contact.
NOT all staff require a contact association; only those needing access to an IDOE system through the LINK portal.
Teachers and Substitute Teachers are to be given a staff assignment record.
Staff may require both assignment and contact association records.
Submitting Staff Ed Org Assignment Association Record:
A Staff Ed Org Assignment Association record connects the staff to the Corporation or School with their role or classification.
Provide the correct ten digit Corporation or School ID (see the chart below to know which ID to provide).
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Provide a Corporation ID for:
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Provide a School ID for:
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Superintendent - Corporation ID
CFO/Finance Contact - Corporation ID
Special Education Director - Corporation ID
Student Support Plans - Corporation ID
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Principal - School ID
Teacher - School ID
School Administrator - School ID
Provide the correct eight digit SPN (staff number)
Provide the hire date as the begin date for the staff
Provide the end date when the staff no longer is associated to the Corporation or School
Provide the end date when the staff is no longer associated to the role or classification
Note: Staff changing positions or changing roles within the Corporation or School and still needs an association record.
Provide the end date to the current staff assignment record
Provide a new start date with the new staff assignment record
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Overview:
Staff Assignment Associations establish those staff as Key Contacts at the school or corporation level for IDOE and other communication purposes. Staff Assignment Associations identify those staff for certification purposes with State and Federal reporting requirements. Staff Assignment Associations identify those staff for security access to IDOE platforms.
Staff Assignment Data Impacts:
Data Exchange Contact List
IDOE Targeted Communications
IDOE Systems through LINK Portal
Staff Assignment Certification
Staff Assignment applies to:
Public schools (both Traditional and Charter)
Nonpublic schools participating in the Choice Scholarship program
State Schools (Department of Correction, Indiana School for the Deaf, Indiana School for the Blind)
Staff Assignment requires following data points sent via Vendor or Template:
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Reporting Timeline:
Begins | Ends | Notes | Certification Cycle |
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July 1 | June 30 | Staff Assignment data may be provided any time throughout each school year. Identified Staff Assignments for certification must be provided and verified for accuracy by June 30. | July Certification |
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General Reporting Info:
Staff ID (SPN) must first exist within Ed-ID
NOT all staff require a Staff Assignment association record.
Report staff as needed with an accurate staff classification descriptor identifying their role or assignment with the reporting educational organization.
Staff may have more than one Staff Assignment record provided.
Staff may have more than one ‘role’ or assignment with the reporting educational organization which requires multiple assignment records.
Staff Assignments identify staff for one or more of the following:
Access to IDOE platforms; such as Data Exchange, EdPlan Tile, etc.
Direct communications sent from IDOE
Certification of Staff Assignment (formerly CP) data in July
Key Contacts for Data Exchange reports
Authorization to certify or sign-off on data in each certification cycle
Staff assignment data should be kept up to date throughout the school year.
Provide staff assignment records as needed to identify any new staff and their role or assignment.
Provide staff assignment records as needed to identify changes in a staff’s role or assignment.