How to Report Staff Assignment
- IDOE
- Michelle Tubbs
- Emma Kershner
Note: To submit a Staff Assignment Association Record, a Staff Record (SPN) must exist in the Ed-ID system.
Note: For some Staff Classifications, a Staff Employment Record must exist to certify the Staff Assignment in July (formerly CP). Refer to the charts below to learn more. Those Staff Classification Descriptors identified in the chart below as data utilized with Staff Assignment Certification in July will require a staff employment record.
Staff Assignment Reporting:
A Staff Ed Org Assignment Association record connects the staff to the Corporation or School with their role or assignment.
Report the accurate Staff Ed-ID (SPN)
Report a record with the accurate staff classification(s) associated to the staff
Staff may have more than one classification associated to them; report all as needed
Report the accurate LEA/Corp ID or the School ID as required to associate the staff to either the corporation or the school
Associating staff accurately to the corporation or school ID is important as this will manage staff access to IDOE platforms
Associating staff accurately to the corporation or school ID is important as this will manage staff identified for external posting of information (i.e. Data Exchange Contact Report)
Report begin and end dates as need for each assignment record throughout the school year
Reporting accurate begin/end dates staff are associated to each of their roles will correctly identify staff for all IDOE reporting use including access to IDOE platforms
Staff Classification Descriptors | Report with Education Organization ID | Data Utilized for: (notes) | |
|---|---|---|---|
504 Coordinator | LEA/Corp ID | Communication, Role Identification |
|
Assistant Principal | School ID | Communication, Role Identification, Staff Assignment Certification in July |
|
Assistant Superintendent | LEA/Corp ID | Communication, Role Identification, Staff Assignment Certification in July |
|
Board Member | LEA/Corp ID | Statutorily Required (not in July certification) |
|
Board President | LEA/Corp ID | Statutorily Required (not in July certification) |
|
Board Secretary | LEA/Corp ID | Statutorily Required (not in July certification) |
|
Board Treasurer | LEA/Corp ID | Statutorily Required (not in July certification) |
|
Board Vice President | LEA/Corp ID | Statutorily Required (not in July certification) |
|
Chief Technology Officer | LEA/Corp ID | Communication, Role Identification |
|
Corporation Test Coordinator | LEA/Corp ID | Communication, Role Identification, Data Exchange Contact Report |
|
Counselor | School ID | Communication, Role Identification, Staff Assignment Certification in July |
|
Data Administrator | LEA/Corp ID | Communication, Access to Data Exchange, DEX Validation Rules Report |
|
Data Certification | LEA/Corp ID | Additional Role required for LEA Admin, Financial Admin & School Admin (identified at a nonpublic school) to Certify Data in each certification cycle |
|
Data Exchange Contact | LEA/Corp ID and School ID | Role Identification for Data Exchange Contact Report |
|
Data Viewer | LEA/Corp ID and School ID | Access to Data Exchange (view rights only) |
|
Financial Administrator | LEA/Corp ID | Access to Data Exchange |
|
Financial Contact | LEA/Corp ID | Communication, Role Identification |
|
Grant Contributor | LEA/Corp ID | Role Identification |
|
Grant Viewer | LEA/Corp ID | Role Identification |
|
Instructional Aide | School ID | Identification for Other Personnel |
|
Job Poster | Corp ID | Role Identification |
|
LEA Administrator | Corp ID | Access to Data Exchange, Staff Assignment Certification in July |
|
Librarians/Media Specialists | School ID | IDOE licensed Staff Assignment Certification in July |
|
Nurse | School ID | Identification for Other Personnel |
|
Operational Support | School ID | Identification for Other Personnel |
|
Other | School ID | Identification for Other Personnel |
|
Principal | School ID | Communication, Role Identification, Data Exchange Contact Report, Staff Assignment Certification in July |
|
Psychologist | School ID | Identification for Other Personnel |
|
School Administrator | LEA/Corp ID and School ID | Access to Data Exchange, Staff Assignment Certification in July |
|
School Health | School ID | Access to Health Tile in LINK Portal |
|
School Leader | School ID | Role Identification, Staff Assignment Certification in July |
|
School Safety Specialist | LEA/Corp ID and School ID | Communication, Role Identification |
|
School Test Coordinator | School ID | Communication, Role Identification |
|
Secondary Corporation Test Coordinator | LEA/Corp ID | Communication, Role Identification |
|
Social Worker | School ID | Identification for Other Personnel |
|
Special Education Director | LEA/Corp ID | Communication, Role Identification, Data Exchange Contact Report, Staff Assignment Certification in July |
|
Student Support Plans | LEA/Corp ID | Access to EdPlan (IIEP and/or ILP) Tile in LINK Portal |
|
Substitute Teacher | School ID | Staff Assignment Certification in July |
|
Superintendent | LEA/Corp ID | Communication, Role Identification, Data Exchange Contact Report, Staff Assignment Certification in July |
|
Support Services Staff | School ID | Identification for Other Personnel |
|
Teacher | School ID | Staff Assignment Certification in July |
|
Title IX Coordinator | LEA/Corp ID | Communication, Role Identification |
|
Transportation Coordinator | LEA/Corp ID | Communication, Role Identification |
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