FAQ: Staff

Staff Employment

Staff Assignment

Staff Association

Our high school offers credit recovery courses during the school day. These are online and students are scheduled in a lab with a certified teacher that assists and monitors progress. In the past for staff employment, we had to attach a certified teacher licensed in the specific subject area to each section as a co-teacher in addition to the teacher in the room (ex. Our ELA dept. chair was attached to any ELA courses offered). What's the best way to submit this to Data Exchange?

If the staff monitoring the classroom and associated to the credit recovery course is not licensed in the area of each student's course they are taking online, that's ok for reporting the data to IDOE. The medium of instruction will indicate this is a online-taught course.

Our SIS does not current support sending across Staff Data. If we have a change to staff during the year, what should we do?

You need to submit a Staff Enrollment Template (010) as changes are staff are made throughout the year.

Should SpEd teachers be associated as co-teachers on every section they assisted with or just need to be associated at the school they work at?

Staff should be identified accurately for each section (class) they are associated with.

Do all certified employees need to be tied to a section?

Not all certified staff will have section associations and this will not cause any errors; only those staff assigned to a classroom need the section associations.

How are Title teachers reported in Data Exchange?

If the title teachers are providing support to the students but not responsible for attendance or grades they can be reported on the staff assignment as 'support services staff' with the ten digit school id.

Can you have multiple Certified Position Descriptors for a teacher?

Yes, staff may have and need more than one staff classification (role) assigned to have access to all IDOE platforms or receive communication from IDOE.

Do we report substitute teachers to IDOE?

Not for a short period of substitute teaching. The only case that IDOE would ask for that data if a substitute were taking a position that would last the duration of the course. IDOE is not looking for those staff that are in the class for a day or two, floats, etc.

How should adjunct faculty be reported to IDOE?

Currently, a classification is planning to be added for this. Documentation will be forthcoming from IDOE.

We have a teacher who also teaches in another building in our district. How should this be reported?

The school who holds the contract must report the employment record as they normally would, but the reporting assignment school must also provide an employment record with a salary of $0, and 0 days.

I have several teachers who are teaching courses for another school, online. We do not hold their contract for this teaching. How should this be reported?

Schools will need to provide an employment record for those staff even if they do not hold the contract reporting 0 in both salary and contract days . Be aware that there will be a warning message produced due to contract days being less than 26, but that is ok in this circumstance.

How often should I update Staff Employment data if I'm using templates?

You should update it on a rolling basis.

We have several staff that were not reported when Staff Employment was first submitted. Do we add those to the spreadsheet we submitted and submit it again or is the best practice to set up a new spreadsheet with only the new staff members?

This is a local decision. You may upload the data either by adding to original template an upload again or create a new template with only those employees that have not been reported. An exit date to the employee record should be added when the staff is no longer employed or under contract at the corp/school - this will end their access to the link portal and all DOE applications.

How do I update IDOE via templates when there is a change to a staff members' salary?

When there is a change to a staff members' salary, updates can be sent to IDOE via the 010 Template for Staff Employment.

What does CE mean?

CE, or Certified Employment, is an archaic term in Data Exchange. It has been replaced by the term "Staff Employment".

Is the last 4 digits of a Staff's Social Security Number something that our SIS needs to report to Data Exchange regularly?

This is a local decision. You only need to provide when submitting a new staff that does not already exist in the STN app center.

We have a superintendent role that are being excluded from our Certified Position report. What's happening?

First, check to make sure that your contact info is correct. Note that the Superintendent counted on Staff Employment needs to have LEA Administrator at the corporation Id; not a school Id.

Staff may have more than one classification descriptor assigned to them to cover security access needs and contact needs.

To submit Credit Recovery grades on Template 029_StudentTranscript template, do we need to upload any other template? Because the Term column on 029 template is required and has a note that states "The term must match the term provided on the student section association template(020)". Since CR grades don't have any section id associated with them do we need to add a section for teachers associated with these grades in our SIS?

Using template 029 to report those students not scheduled accurately or school is not able to provide staff and student section data may report any term that already exists from their calendar information - most schools have a Fall Semester, Spring Semester, or Year Round; if high school courses are being submitted most would use Fall Semester to provide the first outcome of the course and Spring Semester to provide the second outcome of the course; otherwise if using Year Round make sure to provide a SUM of the credits earned if reporting for both semester outcomes. And yes, you would need to add a section for teachers associated with those grades in your SIS.

Am I understanding correctly-LEA Administrator and Financial Administrator role users does not also need Data Certification role?

Not exactly. Data Certification is a decorator role that is added to the LEA Admin, Finance Admin or School Admin (for non-pubs) that are responsible for certification of data in DEX.

If we only use templates, how can we use to submit for certified staff positions?

Yes! In order to count staff for certified positions soley through the use of templates (for a school with no SIS), template 010(employment), template 011(assignment), and template 013(staff section for teachers and substitute teachers) must be provided.

Do we need to update our Key Contacts and Staff Classifications each year?

This is the date that services begin. It may be after the case conference. It must be by the time the student reaches their 3rd birthday.

My SIS Vendor does not send staff employment data to IDOE. What should I do?

Schools with SIS vendors that do not support the data will need to submit Template 010. The directions and the template can be found here: https://docs.google.com/document/d/198KMQckhiZdIiErgIhu5_OQGtxQQIolFa0cZkTi7C9k/edit?usp=sharing

We have a new staff member who taught for time outside of the state of Indiana. How many years should we include for their years of experience?

It is a local decision whether to include only years in Indiana or to also include other experiences outside the state. When a teacher needs the correct years of service they will need to reach out to TERF (retirement fund) to learn the total.

Our SIS does not current support sending across Staff Data. If we have a change to staff during the year, what should we do?

You need to submit a Staff Enrollment Template (010) as changes are staff are made throughout the year.

Should SpEd teachers be associated as co-teachers on every section they assisted with or just need to be associated at the school they work at?

Staff should be identified accurately for each section (class) they are associated with.

How should adjunct faculty be reported to IDOE?

Currently, a classification is planning to be added for this. Documentation will be forthcoming from IDOE.

We have a teacher who also teaches in another building in our district. How should this be reported?

The school who holds the contract must report the employment record as they normally would, but the reporting assignment school must also provide an employment record with a salary of $0, and 0 days.

I have several teachers who are teaching courses for another school, online. We do not hold their contract for this teaching. How should this be reported?

Schools will need to provide an employment record for those staff even if they do not hold the contract reporting 0 in both salary and contract days . Be aware that there will be a warning message produced due to contract days being less than 26, but that is ok in this circumstance.

How often should I update Staff Employment data if I'm using templates?

You should update it on a rolling basis.

We have several staff that were not reported when Staff Employment was first submitted. Do we add those to the spreadsheet we submitted and submit it again or is the best practice to set up a new spreadsheet with only the new staff members?

This is a local decision. You may upload the data either by adding to original template an upload again or create a new template with only those employees that have not been reported. An exit date to the employee record should be added when the staff is no longer employed or under contract at the corp/school - this will end their access to the link portal and all DOE applications.

How do I update IDOE via templates when there is a change to a staff members' salary?

When there is a change to a staff members' salary, updates can be sent to IDOE via the 010 Template for Staff Employment.

What does CE mean?

CE, or Certified Employment, is an archaic term in Data Exchange. It has been replaced by the term "Staff Employment".

What does CP mean?

CP, or Certified Position, is an archaic term in Data Exchange. It has been replaced by the term "Staff Assignment".

Is the last 4 digits of a Staff's Social Security Number something that our SIS needs to report to Data Exchange regularly?

This is a local decision. You only need to provide when submitting a new staff that does not already exist in the STN app center.

We have a superintendent role that are being excluded from our Certified Position report. What's happening?

First, check to make sure that your contact info is correct. Note that the Superintendent counted on Staff Employment needs to have LEA Administrator at the corporation Id; not a school Id.

Staff may have more than one classification descriptor assigned to them to cover security access needs and contact needs.

To submit Credit Recovery grades on Template 029_StudentTranscript template, do we need to upload any other template? Because the Term column on 029 template is required and has a note that states "The term must match the term provided on the student section association template(020)". Since CR grades don't have any section id associated with them do we need to add a section for teachers associated with these grades in our SIS?

Using template 029 to report those students not scheduled accurately or school is not able to provide staff and student section data may report any term that already exists from their calendar information - most schools have a Fall Semester, Spring Semester, or Year Round; if high school courses are being submitted most would use Fall Semester to provide the first outcome of the course and Spring Semester to provide the second outcome of the course; otherwise if using Year Round make sure to provide a SUM of the credits earned if reporting for both semester outcomes. And yes, you would need to add a section for teachers associated with those grades in your SIS.

Is there a template we can use to submit for certified staff positions?

Yes! In order to count staff for certified positions, template 010(employment), template 011(assignment), and template 013(staff section for teachers and substitute teachers) must be provided.

Is the last 4 digits of a Staff's Social Security Number something that our SIS needs to report to Data Exchange regularly?

Schools with SIS vendors that do not support the CE data will need to submit Template 010. The directions and the template can be found here: https://docs.google.com/document/d/198KMQckhiZdIiErgIhu5_OQGtxQQIolFa0cZkTi7C9k/edit?usp=sharing

We have a new staff member who taught for time outside of the state of Indiana. How many years should we include for their years of experience?

It is a local decision whether to include only years in Indiana or to also include other experiences outside the state. When a teacher needs the correct years of service they will need to reach out to TERF (retirement fund) to learn the total.