How to Complete a Create Staff SPN Template

Owned by IDOE
Last updated: Aug 26, 2024 by Emma Kershner
2 min read

Please conduct a search for a staff member before you add them to this template. This template should ONLY be used to request new Ed-IDs for staff who are not licensed, yet need access to the IDOE LINK Portal. Educators seeking an Indiana license should request a school personnel number (SPN) via the Licensing Verification and Information System (LVIS).

Overview:

Here are the quick instructions for completing a Create Staff SPN Template.

Before Beginning, Note:

  • All steps will be completed in Row 7, downwards.

Instructions:

1. Enter the FirstName.

  • This is a legal birth name from a birth certificate or legal documentation. Do not report a nickname or name the staff member prefers.

2. Enter the MiddleName.

  • This is an optional field.

3. Enter the LastSurname.

  • This is a legal birth name from a birth certificate or legal documentation. Do not report a nickname or name the staff member prefers.

4. If needed, enter the NameSuffix.

  • Only enter data here, such as Jr. II, III, if this is part of their legal name. Otherwise, leave this field blank.

5. Enter BirthDate as provided by the staff member’s birth certificate, written as text as “MM/DD/YYYY”.

  • Note: Be careful when entering data from non-US birth certificates, as the month/day are commonly written as day/month

6. Enter the LastFourSSN.

  • This is the last four digits of the social security number.

7. Enter Race.

  • This data should have been collected on the “Collecting Racial and Ethnic Data” form, Part 2. The Spanish version can be found here.

  • A more comprehensive guide for connecting geographic/national origin with a race can be found here.

  • The available descriptors for Race can be seen on the chart below:

    • Note: these descriptors are both case and space sensitive.

8. Enter Sex.

  • The available descriptors for Sex can be seen on the chart below:

    • Note: these descriptors are both case and space sensitive.

9. Enter SubmissionNotes.

  • This is a recommended field and may include notes for IDOE staff to review. Suggestions include:

    • Short note about you: Your name, email address and/or phone number.

    • Short note about why this staff member may be different from a staff member that appears in the search with a match over 90%.

  • Do not include any special characters such as commas, etc. in this field.