How to Report Staff Employment

Owned by IDOE
Last updated: Apr 22, 2024 by Emma Kershner
2 min read

Note: To submit a Staff Employment Association Record, a Staff Record (SPN) must exist in the Ed-ID system.

Note: A Staff Employment Record must exist to certify those staff with certain staff classifications on the Staff Assignment in July (formerly CP). Refer to the charts below to learn more. Those Staff Classification Descriptors identified in the chart below will require a staff employment record to certify/count those staff for Staff Assignment in July.

How to Report Staff Employment:

  • Report the accurate Staff Ed-ID (SPN)

  • Report a record with the accurate staff employment data required for either a public or non-public school (not all data is required for non-public schools)

  • Report the accurate LEA or Corp ID as required to associate the staff to the educational organization that holds the contract

  • Report (consecutive) original Hire Date and End Dates as needed for each employment record throughout the school year

    • Example: Staff has been employed for past five years; original hire date is 8/1/2015

      • Employment record (for next five reporting school years/does not change) with hire date of 8/1/2015

    • Example: Staff is no longer employed effective 5/26/2020

      • Employment record reported on 5/26/2020 with an end date of 5/26/2020

    • Example: Staff returns from being no longer employed three year later with new original hire date of 8/1/2023

      • Update the hire date to reflect the new hire date (staff was not employed during the gap years)

      • Employment record with hire date of 8/1/2023 and no end date

  • Report the full time equivalency (FTE) of the staff

  • Report prior years of experience in Indiana schools

  • Report the appropriate employment status:

    • Adjunct

    • Contractual

    • Employed part-time

    • Non-contractual

    • Other

    • Substitute/temporary

    • Tenured or permanent

    • Volunteer/no contract

  • Report the contracted salary amount; DO NOT prorate the salary based upon the staff begin/end dates

    • Staff contracted to receive $50,000 a year in salary will be reported with $50,000 even if the contracted days are not fulfilled

  • Report the contracted salary amount of 0 if the staff’s salary is paid by a third party (not paid by the corporation)

    • Required for Public Schools (traditional and charter)

    • Optional for Non-Public Schools

  • Report the contracted days; DO NOT prorate the contracted days based upon the staff begin/end dates

    • Temporary/Substitute staff on contracts should have the number of days they are contracted to work (un-prorated)

      • Example: If substitute teacher are contracted to work 182 days but is only needed for 160 days would have 182 days reported

      • Example: If temporary staff are contracted for six weeks to cover other staff on leave would have six weeks reported

    • Required for Public Schools (traditional and charter)

    • Optional for Non-Public Schools

  • Report supplemental salary as needed (supplemental service teacher contracts, additional work such as extended contracts/extracurricular, etc.)

    • Required for Public Schools (traditional and charter)

    • Optional for Non-Public Schools

  • Report the percent of salary paid by Title 1 as needed

    • Required for Public Schools (traditional and charter)

  • NOTE: Non-Public schools providing any of the following data elements; salary, contracted days, supplemental salary, or percent Title 1 MUST provide all of the data elements. If one data element is provided then all four data elements MUST be provided even if the data is reported as 0.