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Note: A Staff Employment Record must exist to certify those staff with certain staff classifications on the Staff Assignment in July (formerly CP). Refer to the charts below to learn more. Those Staff Classification Descriptors identified in the chart below will require a staff employment record to certify/count those staff for Staff Assignment in July. |
Determining Staff Employment:
A Staff Ed Org Employment Association record provides staff contractual data from the Corporation or School that holds the contract. Staff Employment records are required when certain staff assignment records are provided to complete certification in July. Refer to the chart below to identify if a staff employment record is required based upon the staff classification associated to the employee.
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Staff Classification Descriptors
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Report with Education Organization ID
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Data Utilized for: (notes)
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Assistant Principal
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School ID
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Staff Assignment Certification in July
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Assistant Superintendent
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LEA/Corp ID
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Staff Assignment Certification in July
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Counselor
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School ID
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Staff Assignment Certification in July
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LEA Administrator
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Corp ID
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Staff Assignment Certification in July
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Librarians/Media Specialists
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School ID
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Staff Assignment Certification in July
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Principal
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School ID
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Staff Assignment Certification in July
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School Administrator
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LEA/Corp ID and School ID
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Staff Assignment Certification in July
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School Leader
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School ID
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Staff Assignment Certification in July
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Special Education Director
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LEA/Corp ID
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Staff Assignment Certification in July
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Substitute Teacher
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School ID
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Staff Assignment Certification in July
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Superintendent
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LEA/Corp ID
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Staff Assignment Certification in July
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Teacher
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School ID
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Staff Assignment Certification in July
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How to Report Staff Employment:
Report the accurate Staff Ed-ID (SPN)
Report a record with the accurate staff employment data required for either a public or non-public school (not all data is required for non-public schools)
Report the accurate LEA or Corp ID as required to associate the staff to the educational organization that holds the contract
Report begin and end dates as need (consecutive) original Hire Date and End Dates as needed for each employment record throughout the school year
Example: Staff has been employed for past five years; original hire date is 8/1/2015
Employment record (for next five reporting school years/does not change) with hire date of 8/1/2015
Example: Staff is no longer employed effective 5/26/2020
Employment record reported on 5/26/2020 with an end date of 5/26/2020
Example: Staff returns from being no longer employed three year later with new original hire date of 8/1/2023
Update the hire date to reflect the new hire date (staff was not employed during the gap years)
Employment record with hire date of 8/1/2023 and no end date
Report the full time equivalency (FTE) of the staff
Report prior years of experience in Indiana schools
Report the appropriate employment status:
Adjunct
Contractual
Employed part-time
Non-contractual
Other
Substitute/temporary
Tenured or permanent
Volunteer/no contract
Report the contracted salary amount; DO NOT prorate the salary based upon the staff begin/end dates
Staff contracted to receive $50,000 a year in salary will be reported with $50,000 even if the contracted days are not fulfilled
Report the contracted salary amount of 0 if the staff’s salary is paid by a third party (not paid by the corporation)
Required for Public Schools (traditional and charter)
Optional for Non-Public Schools
Report the contracted days; DO NOT prorate the contracted days based upon the staff begin/end dates
Temporary/Substitute staff on contracts should have the number of days they are contracted to work (un-prorated)
Example: If substitute teacher are contracted to work 182 days but is only needed for 160 days would have 182 days reported
Example: If temporary staff are contracted for six weeks to cover other staff on leave would have six weeks reported
Required for Public Schools (traditional and charter)
Optional for Non-Public Schools
Report supplemental salary as needed (supplemental service teacher contracts, additional work such as extended contracts/extracurricular, etc.)
Required for Public Schools (traditional and charter)
Optional for Non-Public Schools
Report the percent of salary paid by Title 1 as needed
Required for Public Schools (traditional and charter)
NOTE: Non-Public schools providing any of the following data elements; salary, contracted days, supplemental salary, or percent Title 1 MUST provide all of the data elements. If one data element is provided then all four data elements MUST be provided even if the data is reported as 0.
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