Overview:
Here are the quick instructions for utilizing Template 008 Staff Association Staff EdOrg Assignment Association.
Make sure to read the general reporting information for templates before proceeding. Failure to follow these guidelines will result in errors and/or data validation issues.
Before Beginning, Note:
All steps will be completed in Row 7, downwards.
Instructions:
1. Enter the EdOrgID.
This is the school corporation or LEA Id. See Chart below for more details.
EdOrgID: Public vs. Non-Public Schools | |
|---|---|
Public | Non-Public |
|
|
2. Enter the SPN for each staff member.
Note: Make sure these cells are formatted as “TEXT”.
3. Enter the StaffClassificationDescriptors.
The roles/classifications available for reporting can be found below on the green chart(s) provided.
Please refer to guidance documentation here for more detailed information on staff classifications and their uses.
Note: Staff may have more than one classification assigned and requires a separate record for each one associated to the staff.
Note: These descriptors are case and space sensitive.
Key Contacts Staff Classification
Key Contacts Staff Classification***: | What Entities Should Report the Key Contact: | Report the Key Contact with this EdOrg ID: |
|---|---|---|
504 Coordinator | all education organizations | Corp ID |
Assistant Principal | all education organizations | School ID |
Assessment Test Coordinator | all education organizations | School ID |
Assistant Superintendent | all corporations or charters | Corp ID |
Chief Technology Officer | all education organizations | Corp ID |
Corporation Test Coordinator | all education organizations | Corp ID |
Data Exchange Contact | all education organizations | Corp ID |
Financial Contact | all education organizations | Corp ID |
Principal | all education organizations | School ID |
Special Education Director | all corporations, charters, cooperatives, and charter authorizers | Corp ID |
Superintendent | all corporations or charters | Corp ID |
Title IX Coordinator | all corporations or charters | Corp ID |
***A Key Contacts Record will NOT provide access to IDOE systems.
Data Exchange Access Staff Classification Descriptors
Data Exchange Access Staff Classification Descriptors | Description | Permissions Inside of Data Exchange: | Report the Contact with this EdOrg ID: | Additional Notes: |
|---|---|---|---|---|
Data Administrator | This role is for the person(s) who are responsible for leading their local data team and reviewing data sent to Data Exchange (whether SIS or Template User) They serve as the local “point-person” and data Exchange expert A good way to understand this role is the “do-er” of Data Exchange work, while an LEA Administrator / School Administrator oversees their work. |
| Corp ID | This role allows users to request Student/Staff Creates, Updates, and Merges within the Ed-ID Portal. |
Data Certification | A “decorator role” that is tagged onto staff with other roles in Data Exchanges. Examples of other staff tasked with Data Certification include:
|
| Corp ID | |
Data Viewer | This role lets certain users see Data submitted to IDOE inside the Data Exchange Validation Portal. |
| Corp ID and/or School ID | This role lets certain users perform Lookup ONLY within the Ed-ID Portal. |
Ed-ID Requestor | This role allows users to access the Ed-ID Portal and request updates, merges, changes, etc. in addition to performing lookup of students. | This role does not provide access to Data Exchange. | Corp ID and/or School ID | |
Financial Administrator NOTE: This classifications will also require the Data Certification staff classification IF those staff are responsible for Certification of Data. | This role is for the person(s) who are responsible for the review of financial data. |
| Public Corp ID or NonPublic School ID | |
LEA Administrator NOTE: This classifications will also require the Data Certification staff classification IF those staff are responsible for Certification of Data. | This role is for the person(s) who are responsible for the review of data. Typically, this role will be assigned to a superintendent or director. |
| Corp ID | This role allows users to request Student/Staff Creates, Updates, and Merges within the Ed-ID Portal. |
School Administrator NOTE: This classifications will also require the Data Certification staff classification IF those staff are responsible for Certification of Data. | This role is for the person(s) who are responsible for the review of school data. Typically, this role is assigned to the director or principal of a non-public school. |
| Public Corp or Non-Public School ID | This role allows users to request Student/Staff Creates, Updates, and Merges within the Ed-ID Portal. |
Additional Staff Classifications Descriptors
Additional Staff Classifications Descriptors* | Report with this EdOrg ID: |
|---|---|
Assistant Principal | School ID |
Assistant Superintendent | Corp ID |
Chief Technology Officer | Corp ID |
Corporation Test Coordinator | Corp ID |
Counselor | School ID |
Instructional Aide | School ID |
LEA Administrator | Corp ID |
Librarians/Media Specialists | School ID |
Nurse | School ID |
Operational Support | School ID |
Other | School ID |
Principal | School ID |
Psychologist | School ID |
School Administrator | School ID |
School Health | School ID |
School Leader | School ID |
Social Worker | School ID |
Special Education Director | Corp ID |
Substitute Teacher | School ID |
Superintendent | Corp ID |
Support Services Staff | School ID |
Teacher | School ID |
*These staff classifications determine numbers on the Staff Assignment (formerly CP) when reported in conjunction with staff employment.
Miscellaneous Staff Classifications Descriptors
Miscellaneous Staff Classifications available for providing roles to IDOE**** | Report with this EdOrg ID: |
|---|---|
Board Member | Corp ID |
Board President | Corp ID |
Board Secretary | Corp ID |
Board Treasurer | Corp ID |
Board Vice President | Corp ID |
Grant Contributor | Corp ID |
Grant Viewer | Corp ID |
Job Poster | Corp ID |
School Safety Specialist | Corp or School ID |
School Test Coordinator | School ID |
Secondary Corporation Test Coordinator | Corp ID |
Transportation Coordinator | Corp ID |
****These staff classifications DO NOT determine numbers on the Staff Assignment (formerly CP) report.
EdPlan Tile Access Staff Classifications
EdPlan Tile Access Staff Classifications** | Report this Classification with this Ed-ID: |
|---|---|
Student Support Plans | Corp ID |
**These staff classifications DO NOT determine numbers on the Staff Assignment (formerly CP) report.
4. Enter the BeginDate and if necessary, the EndDate of the Staff Member’s employment.
Providing the EndDate is only necessary if the staff member has left your EdOrgId’s employment.
Formatting Note: Excel will often auto-format dates. Be sure to format the cell to “TEXT”, then type the date [MM/DD/YYYY].
Remember: Templates must be saved as a CSV file (with cells formatted as TEXT) inside of a Compressed Zipped Folder, in order to process correctly.