FAQ: Staff

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.

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.

This is a local decision. You may upload the data either by adding to the original template and upload again or create a new template with only those employees that have not been reported.

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 It has been replaced by the term "Staff Employment".

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

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).

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.

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.

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

Report contracted salary amount of $50,000.

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

• 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.

• The Data Certification role is a decorator role that allows those individuals responsible for certifying the data in Data Exchange to do so. If those staff members are not responsible for certifying the data, they do not need to be assigned the Data Certification role.

If the title teachers are providing support to the students but not responsible for attendance or grades they can be reported on the staff assignment as 'support services staff' with the ten digit school id.

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.

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

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.

The Superintendent is counted on Staff Assignment when reported with LEA Administrator at the Corporation Id; not a school Id.

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 It has been replaced by the term "Staff Assignment".

Yes, template 008 (StaffAssociation_StaffEdOrgAssignmentAssociation)

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.

Report Adjunct teachers the same as other teachers.

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

IDOE licensing recommends the supervising teacher be reported or the student teacher could be provided to Data Exchange as a substitute teacher. Another option is to report as a student teacher and also report the licensed supervising teacher.

If the staff monitoring the classroom and associated to the credit recovery course for purposes of taking attendance and is not licensed in the area of each student's course they are taking online is allowable for reporting but is not required data to IDOE. Associating the TOR to each course the student is 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.

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.

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.

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.

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

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.

Any Staff data not supported by your SIS will need to be provided via templates through the template bulk upload process. This includes Staff Employment, Staff Assignment, and Staff Section.

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.

You should wait for the Licensing department to create the SPN.