How to Complete a Update Staff SPN Template
- IDOE
- Emma Kershner
Overview:
Here are the quick instructions for completing a Update Staff SPN Template.
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 SchoolPersonnelNumber.
This is the eight digit Ed-ID assigned by the state to the staff member.
2. 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.
3. Enter the MiddleName.
This is an optional field.
4. 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.
5. If necessary, 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.
6. Enter BirthDate as provided by a 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
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.
9. Enter Sex.
The available descriptors for Sex can be seen on the chart below:
Note: these descriptors are both case and space sensitive.
10. Enter an IdentityStatus using the following options:
IdentityStatus |
|---|
Active |
Inactive |
11. If an IdentityStatus of “Inactive” was entered, you must provide an IdentityInactiveReason from the following options:
IdentityInactiveReason | Description |
|---|---|
Deceased | Only used in severe tragedies. Deceased staff should have their Ed-ID inactivated at the time of tragedy. The SPN will still be able to be reported to Data Exchange to complete the school year reporting requirements. |
Reported in Error | Used rarely and generally, when an ID is found that should not have been created. Please make sure to include a submission note as to why this occurred. |
Note: “Reported in Error” is not to be used as a supplement for the “Merge” functionality of the Ed-ID system. Please refer to the “Merge” Template.
12. 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.