Staff Position Collection Training Overview for 2023-24

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Detailed information on the staff position collection training for the 2023-24 academic year, covering purposes, important dates, reporting requirements, data elements, submission process, corrections, audits, validations, and resources available. Includes instructions on who needs to be reported and the data feeding into various reports. No major business rule changes this year with new production download options provided.

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2023-24 STAFF POSITION COLLECTION TRAINING Data Owner: Ryan Clark

AGENDA Purpose Important Dates What s New for 23-24 Who Needs to be Reported Data Elements Submission Process Correcting Data Reviewing Data Audits Validations Resources 2

Purpose Data Feeds into many reports, including: State Reports: School and District At-a-Glance Profiles Statewide Report Card Oregon Educator Equity Report Federal Reports: Staff FTE Special Education Staff Teacher Qualification and Paraprofessional FTE Other Notes: Years in Oregon and Years outside Oregon for teachers, feeds into the State School Fund Media and Other Public Records Requests 3

Important Dates Submit Your Data & Correct Errors Review & Correct Audits Collection Window Thursday, December 7, 2023, through Monday, January 22, 2024 Review/Audit Window Thursday, January 25, 2024, through Friday, February 2, 2024 This collection may be reopened for correction after the review window. Contact the data owner Ryan Clark or your regional ESD partners Karen Brown Smith and Peter Campbell to have your collection reopened. 4

Dates Continued Staff FTE, Staff Ethnicity, and Staff Retention and Experience Validations Other Important Dates March 28, 2024, through April 29, 2024 Eligible Use Date: May 15, 2024 ODE Admin Override Date: May 15, 2025 5

WHATS NEW: No business rule changes to Staff Position this year! There is a new production download option. Internal production downloads act the same way as past years. External production downloads will show records where the Employer Institution ID is not your district or ESD, but assigned to your district or a school within the district. The Staff Position Collections page has some great materials to help with this collection including: The Staff Position Manual A File Upload template (.csv format) The File Format Document The Error manual to help resolve any errors or warnings you run into Some great resources to help with all the Staff Validations 6

WHO NEEDS TO BE REPORTED Who s Included Who s Excluded How to Report Contracted Employees How to Report ESD Employees 7

INCLUDED STAFF Staff actively employed over a span of time that includes December 1, 2023, for at least 20 consecutive workdays. Definitions: Staff All staff. This includes teachers, principals, superintendents, paraprofessionals, counselors, library/media staff, special education staff, maintenance staff, IT staff etc. and includes regular, substitute, temporary, student, and some contracted employees as long as they meet the reporting criteria. Actively employed Includes paid staff only but does not include staff on a long-term leave of absence for more than half the year. Employed Time between the beginning and end of a staff member s contract or period of employment, which may include days that the staff member did not actually report for work. 8

EXCLUDED STAFF Staff who are not actively employed on December 1, 2023 Staff who are not paid in dollars (volunteers, etc.) Employees who work on an ad hoc basis Employees expected to be on long-term (more than half the school year) leave as of December 1, 2023 Staff employed by school-based health centers Staff assigned to private programs or schools 9

CONTRACTORS Contractors should be submitted with the word contractor in the Position Comment Field Report contractors when: They are contracted to work in your school/district; They meet the other requirements; And they serve students directly* Example of Positions that Serve Students Directly: Contracted Bus Drivers School Resource Officers Food Service Workers Example of Positions that Do Not Serve Students Directly: School Bus Mechanic who works off-site Food Producers who work in a food service company s factory *Serves Students Directly applies only to contractors. All other positions must be submitted regardless of whether or not they serve students directly. 10

CONTRACTORS: WHAT IF WE DON T HAVE THEIR INFORMATION? Your school/district should make an effort to get the required information from the contractor. It may be helpful to add this reporting requirement to the contract in the future. If the contractor refuses to provide the information, send a copy of their written refusal via email to the data owner. You should attempt to collect this data every year, not just once. 11

Contractors: ESD Employees If ESD employees are contracted to work in your district/school, do not report them. The ESD will report them instead, and will assign them to your district or school as appropriate. Do Not delete or edit these records (if you have access to do so). Please contact the ESD who employs these staff members if you have questions about their records. 12

DATA ELEMENTS Key Fields USID Fields Staff Position Fields Note: These data are subject to public records requests, so your staff members should be made aware that what they report can be made public upon request. 13

Data Elements: Key Fields USID Unique Staff Identifier Employer Institution ID Assigned Institution ID Position Code Special Education Age Group Code When submitting records to the collection, every submission will create a new record instead of replacing the old record unless that record matches on all key fields. If a record matches on all key fields, it will update the previously submitted record instead of creating a new one. 14

DATA ELEMENTS: USID Fields 1 USID Number (ChkDigitStfID) Key Field TSPC Account ID (TSPCAccntID) Employer Institution ID (EmplyrInstID) Key Field Employer Staff ID (EmplyrStaffID) Social Security Number (SSN) This is just the last four digits of the SSN. Last Name (LNm) First Name (FNm) Middle Initial (MI) Birth Date (BirthDtTxt) Gender (Gndr) Race/Ethnicity Flags USID Fill All staff must have an active USID record (updated or saved sometime after July 1, 2023) before you can submit them in Staff Position. 15

DATA ELEMENTS: USID FIELDS 2 USID Number (ChkDigitStfID) Key Field The ODE assigned unique staff identifier you receive when you add a staff member to the USID collection. Required for all staff. Note: Employees should only have one USID number, regardless of how many positions they have or for how many school districts they are employed by. Please search the USID system for possible matches before creating a new USID number to avoid duplicates. TSPC Account ID (TSPCAccntID) The TSPC (Teacher Standards and Practices Commission) assigned account identifier. Required for position codes 1, 2, 3, 4, 5, 8, 9, 10, 22, 23, 37, and 38 if the license flag is marked Y . The TSPC Account ID number is different than the TSPC License Number. You can search for a TSPC Account ID using TSPC s Public Educator Search. Please verify that you are reporting the correct TSPC Account ID for staff by using the TSPC Public Educator Search tool. 16

DATA ELEMENTS: USID FIELDS 3 Employer Institution ID (EmplyrInstID) Key Field The ODE Institution Identification number for the institution employing the staff member. Staff members may have a different Employer Institution ID in the USID system than what you re submitting if the staff member is employed by multiple institutions. This is a required field for all staff. Employer Staff ID (EmplyrStaffID) Identifier assigned by the employer used to identify the staff member. This identifier should be unique within the employer system that assigned it. 17

DATA ELEMENTS: USID FIELDS 4 Social Security Number (SSN) Last four digits of the Social Security Number of the staff member This is a required field for all staff members. Although 0000 may be entered, it is helpful to submit this information to avoid possible errors. ODE business rules use this field to match demographics on staff records. Last Name (LNm) Legal last name of the staff member. This is a required field for all staff. First Name (FNm) Legal First Name of the staff member. This is a required field for all staff. Middle Initial (MI) Legal Middle Initial of the staff member. This is not a required field. 18

DATA ELEMENTS: USID FIELDS 5 Birth Date (BirthDtTxt) Date of Birth of the staff member. This is a required field for all staff. This field is zero padded in the file upload format, so for a birth date like 6/1/1990, that should be entered as 06011990 or 6011990 Gender (Gndr) Code indicating the gender of the staff member. This is a required field for all staff. USID Fill This field is generally left blank. Your district may choose to use this if you would like to track other information for your staff members. It is not required. 19

DATA ELEMENTS: USID FIELDS 6 Race/Ethnicity Flags: Hispanic/Latino Ethnic Flag (HispEthnicFg) American Indian/Alaska Native Race Flag (AmerIndianAlsknNtvRaceFg) Asian Race Flag (AsianRaceFg) African American Race Flag (BlkRaceFg) White Race Flag (WhiteRaceFg) Native Hawaiian/Other Pacific Islander Race Flag (PacIslndrRaceFg) These data will be used in the Oregon Educator Equity Report and the At-A- Glance Profiles for select staff, so please check the data for accuracy. 20

Question Break 1 Next Topic: Staff Position Data Elements 21

DATA ELEMENTS: STAFF POSITION FIELDS Assigned Institution Identifier (AssgnInstID) Key Field Years in District Count (YrsInDistCnt) Years in Oregon Count (YrsInORCnt) Position Code (PstnCd) Key Field Years Outside of Oregon Count (YrsOutORCnt) Position Comment (PstnCmnt) Full Time Equivalency (FTE) Low Grade Responsibility Code (LoGrdCd) Base Salary (BaseSal) High Grade Responsibility Code (HiGrdCd) Hourly Rate (HrlyRt) Public Employees Retirement System Pickup Flag (PERSPickUpFg) Special Education Age Group Code (SpEdAgeGrpCd) Key Field Contract Length (CntrctLgth) License Flag (LicFg) Last State of Residence Code (LstStResdCd) Highly Qualified Paraprofessional Flag (HQParaProfFg) Filler (PstnFill1) Full Contract Length (FullCntrctLgth) Level of Staff Education Code (LvlStfEdCd) Language of Origin Code (LangOrgnCd) Filler (PstnFill2) 22

DATA ELEMENTS: STAFF POSITION FIELDS 1 Assigned Institution Identifier (AssgnInstID) Key Field The ODE Institution ID number of the institution for which the staff member, and position that is being reported, is performing job-related functions. Usually, the physical location where the staff member reports. Staff that perform job functions at more than one institution will have more than one record indicating multiple Assigned Institution IDs. Each one of these records will reflect only a portion of the staff member s FTE and salary. Note: If a District or ESD staff member works, as the same position code, at more than 5 institutions, then all the staff member s time will be reported with the assigned institution ID of the Districts(s) to which they were assigned. (The same rule applies to staff who are assigned to work at multiple districts.) You can find Institution IDs using the Institution Lookup site. 23

DATA ELEMENTS: STAFF POSITION FIELDS 2 Position Code (PstnCd) Key Field This field contains a code describing the position responsibilities. Report the position code that best describes the job duties being performed by the staff member. Example: Mr. Henderson is the superintendent of Eastern School District and the principal at Eden High School, devoting 50% of his time to each position. Employer Inst. Assigned Inst. Position Code FTE Eastern SD Eastern SD 1 (Superintendent) 0.50 Eastern SD Eden High School 3 (Principal) 0.50 Position Code values can be found in the Staff Position File Layout spreadsheet on the Code Tables Tab. Positions Codes and their descriptions can be found in the Staff Position Manual which can be found on the Staff Position Collections page. 24

DATA ELEMENTS: STAFF POSITION FIELDS 3 Do not use a comma or quotation marks in your comment or any field in the collection. Position Comment (PstnCmnt) Required for: Position Codes 15, 26, 32, 36, 40 | Otherwise this field is optional Position codes 36 and 40 (Special Education Other Services) enter a comment that identifies the service being rendered by the staff member that cannot be coded as any of the other services listed in the position codes Position codes 15 and 32 (Nurse/Medical Staff) indicate the licensure of the nurse or medical professional Online Contracted Teachers submit the word contractor if the staff you re submitting is an online contracted teacher Post-Graduate Scholars staff member any staff member who has dedicated time for a Post-Graduate Scholars Program must have a comment indicating as such. Example: Post Graduate Scholars Coordinator Position Code 26 (Special Education Interpreter) include a comment about what language the staff member interprets. 25

DATA ELEMENTS: STAFF POSITION FIELDS 4 Full Time Equivalency (FTE) The proportion of a full-time week a staff member works. For salaried staff, such as teachers, each district should know how many hours is considered to be full-time for that position For hourly staff, 40 hours is normally considered full time. Reported as an explicit decimal in a file upload (e.g. 0.75 for a staff member with 0.75 FTE. 1.00 FTE can be reported as 1 in your files). ?????? ?? ???? ? ? ????? ?????? ????? ??? ???? ?????? ?? ???? ??? ???? ?????????? ?? ?? ???? ???? ??? ? ?? ???????? ??? = 26

DATA ELEMENTS: STAFF POSITION FIELDS 5 Full Time Equivalency (FTE) Multiple Records per Staff Member Staff members who work at multiple institutions or hold multiple positions will have proportional values in the FTE field. Example: Ms. Fitzgerald works 50% of her time as a superintendent at Jazz School District and splits the other 50% of her time in half as principal and a teacher at Armstrong Charter School. Assigned Institution Position FTE Jazz School District Superintendent 0.50 Armstrong Charter School Principal 0.25 Armstrong Charter School Teacher 0.25 27

DATA ELEMENTS: STAFF POSITION FIELDS 6 FTE for staff members working less than a full year: If a salaried staff member will be working less than the number of days considered to be a full contract, DO NOT adjust the FTE to represent a short working year. Instead, use the contract length and full contract length fields to show the appropriate length of the year. Example: Mr. Gershwin works full-time (40 hours per week) but was hired in November (after the school year had begun) and is anticipated to only work 130 days out of a 200 day normal contract because of this. Incorrect Entry: Correct Entry: FTE Contract Length Full Contract Length FTE Contract Length Full Contract Length 0.65 130 200 1.00 130 200 28

DATA ELEMENTS: STAFF POSITION FIELDS 7 Base Salary (BaseSal) The amount of the staff member s actual base salary. Required for position codes 1-5, 8-10, 22, 23, 37, and 38. Reported in whole dollars with no decimal point. For staff members with multiple records, report a percentage of their salary based on FTE for each position or institution. The sum of the salaries reported for a staff member should be equal to the amount they are actually paid each year. Hourly Rate (HrlyRt) The amount the staff member earns per hour. This field is optional and can only be filled in if the Base Salary is blank. Is now an explicit decimal, meaning you have to include the decimal point. For example, an hourly rate of $20.50 would now be enter as 20.50 in both file upload and web submission formats. 29

DATA ELEMENTS: STAFF POSITION FIELDS 8 Prorating Salary: When staff members are submitted with multiple records, their salary must be prorated. Example: Ms. Holiday works 20 hours per week with early intervention/early childhood special education students age groups. She works 0.3 FTE with the EC age group (3 and 4 year olds), and 0.2 FTE is with the EI age group (birth through 2 year olds). Her total salary for the year is $40,000. 0.3 Record 1 (EC Age Group): $40,000 0.3+0.2= $24,000 0.2 Record 2 (EI Age Group): $40,000 0.3+0.2= $16,000 Note: You can check your work by summing your proportional salary, and checking to see if it matches the original total salary. In this case $24,000 + $16,000 = $40,000 30

DATA ELEMENTS: STAFF POSITION FIELDS 9 Public Employees Retirement System Pickup Flag (PERSPickUpFg) This field should indicate whether or not the employer pays the employee s share of the PERS contribution for this position. Required for position codes 1-5, 8-10, 22, 23, 37, and 38. Should be N if PERS is deducted from the paycheck instead of paid directly by the employer (i.e. it is reported in the Base Salary total amount). 31

DATA ELEMENTS: STAFF POSITION FIELDS 10 Contract Length (CntrctLgth) The number of days for which the staff member will be paid, even if the staff member is not scheduled to work on all of those days. Full Contract Length (FullCntrctLgth) The total number of whole paid days a person in this position would be employed if they were working what would be considered a full year for the position. Together, these two fields allow us to determine the proportion of the year the staff member worked. The proportion of the year a staff member works is used in the Adjusted FTE calculation below, which is used in the staff validations. ???????? ????? ???? ???????? ????? ???????? ??? = ??? 32

DATA ELEMENTS: STAFF POSITION FIELDS 11 Contract & Full Contract Length Examples: Mrs. Beach is a bus driver. Most staff in the district work 220 days, but bus drivers work 190 days. Mrs. Beach was hired in November and because of this, she is only scheduled to work 150 days for this school year. Contract Length Full Contract Length 150 190 Mr. Gillespie is an administrative assistant and, like most staff at the district, is scheduled to work 220 days this school year. He has taken 3 sick days so far and is anticipated to use 1 week of paid vacation in March. Contract Length Full Contract Length 220 220 Mrs. Schumann is a part-time music teacher who works the full year but only on Mondays, Wednesdays, and Fridays. Teachers at this school are on a 190 day contract. The fact that she works 3 out of 5 days during the week would be reflected in the FTE field. Contract Length Full Contract Length 190 190 33

DATA ELEMENTS: STAFF POSITION FIELDS 12 Last State of Residence Code (LstStResdCd) The state in which the staff member resided just prior to beginning employment with your district. Optional for all staff Code Description OR Oregon WA Washington CA California ID Idaho NV Nevada XX Other State YY Outside USA 34

DATA ELEMENTS: STAFF POSITION FIELDS 13 Level of Staff Education code (LvlStfEdCd) The highest level of education attained by a staff member. Does not have to be related to the staff member s current duties. Required for position codes 1-5, 8-10, 22, 23, 26, 37, and 38 1 Less than Baccalaureate 2 Baccalaureate Degree 3 Baccalaureate Plus Additional Hours (Not a Master s) 4 Master s Degree 5 Doctorate 35

DATA ELEMENTS: STAFF POSITION FIELDS 14 These fields are required for position codes: 1, 2, 3, 4, 5, 8, 9, 10, 22, 23, 37, and 38 Experience values DO NOT include the current year! Years in District Count (YrsInDistCnt) Number of years worked in your district excluding the current year. Only count years where the staff member worked for more than half the school year. Years in Oregon Count (YrsInORCnt) Number of years worked in an Oregon school, district, or ESD excluding the current year. Only count years where the staff member held a position that required a license and was appropriately licensed for that position for more than half the school year. Years Outside Oregon Count (YrsOutORCnt) Number of years worked in a school, district, or ESD outside of Oregon excluding the current year. Only count years where the staff member held a position that required a license and was appropriately licensed for that position for more than half the school year. For Years in Oregon Count and Years Outside Oregon Count, do not include years of unlicensed experience. If the staff member is currently not licensed, then you must report these fields as 0. 36

DATA ELEMENTS: STAFF POSITION FIELDS 15 Low Grade Responsibility Code (LoGrdCd) and High Grade Responsibility Code (HiGrdCd) Required for positions types 1-15 and 22-41 Teachers The lowest and highest grade level of content the teacher actually teaches Administrators The lowest grade and highest grade level of content taught by the institution If an institution is not set up in our database as serving the grade range reported, contact ODE s Institution Specialist at ode.institutions-request@ode.state.or.us to change the grade range offered. Note: This could take several weeks to go through the full process, so start early! 37

DATA ELEMENTS: STAFF POSITION FIELDS 16 Special Education Age Group Code (SpEdAgeGrpCd) Key Field The age group to which the employee provides special education services. Required for position type codes 22-40. Code and Name Corresponding Ages Notes EI Early Intervention Ages Birth - 2 High and Low Grade must be PK EC Early Childhood Ages 3-4 High and Low Grade must be PK SA School Age KG Age 21 High and Low Grade must be KG or higher If the employee serves more than one age group, then multiple records must be submitted. Remember that the FTE and Salary must also be adjusted for each record. 38

DATA ELEMENTS: STAFF POSITION FIELDS 17 License Flag (LicFg) Indicates whether or not the staff member holds a current license appropriate to the position they are working Required for position codes 1-15, 22-34, 36-38, and 41 Teachers who are registered in the TSPC Charter School Registry are not considered to be licensed teachers. These teachers would be reported with a Teacher position code, but the license Flag field will be marked as No . 39

DATA ELEMENTS: STAFF POSITION FIELDS 18 Highly Qualified Paraprofessional Flag (HQParaProfFg) Only required for position codes 16 and 35. Y If they have passed a Paraprofessional Exam Y College Credits Equivalent to an Associates Degree N Neither of those criteria Language of Origin Code (LangOrgnCd) Indicates the first language or native language spoken in an individual s home in their early childhood. Required for position codes 1-5, 8, 22, 23, 37, and 38. Records with these position codes should not be reported as 0000 whenever possible. These data are used in the Educator Equity Report. Filler (PstnFill1) & (PstnFill2) You ll only find these fields in a file upload. They are not in web-submission. Intentionally left blank in case we decide to expand the collection in the future. You may enter local information in these fields if you would like to keep track of something else that ODE does not collect. Otherwise, leave blank. 40

Question Break 2 Next Topic: Difficult Scenarios 41

Difficult Scenarios Coaches & Extra Duty Positions Staff with multiple records Examples 42

Difficult Scenarios: Coaches & Extra Duty If coaching or advising is an extra duty of an existing staff member, submit a second record if: The coaching/advisory time occurs outside the staff members normal working hours; Employee received extra pay for that time; AND Employee was performing those duties during the period that included December 1, 2023, for 20 consecutive workdays. Example: Mr. Henderson is a full-time teacher and also coaches basketball. Position Code FTE Salary Contract Length Full Contract Length 8 1.00 60000 200 200 19 0.25 5000 60 200 43

Difficult Scenarios: Coaches & Extra Duty Continued If a staff member has an extra duty contract that is an extension of their regular duty, the position may be reported as one record combining both the extra duty and the normal contract. Example: Mrs. Marquez is a full-time music teacher and has an extra duty contract to lead the pep band (averages 4 hours per week) FTE: 40 + (4 / 40) = 1.1 FTE Base Salary: $60,000 + $5,000 = $65,000 Position Code = 8 (Teacher) Note: If the contract length for the extra duty position differs from the teacher s position, you may submit either 1 or 2 records. If submitting 1, see the Staff Position manual for directions on how to combine the FTE. 44

DIFFICULT SCENARIOS: STAFF WITH MULTIPLE RECORDS If staff members have any of the following, they will have multiple records: Work for more than 1 employer (Employer Institution ID) Assigned to more than 1 (but less than 6) institutions (Assigned Institution ID) Works in more than 1 position type (Position Code) Works with more than 1 special education age group (Special Education Age Group) 45

EXAMPLES 1 Mr. Carroll is a full-time licensed teacher at Seahawks School (ID 7800). He has a Baccalaureate degree, and this will be his 4th year at this school. Prior to this position he taught, and was licensed, at Trojans School in a different school district in Oregon for 2 years, and never worked out of state. His contract this year is for 200 days. He is expected to make $62,000 this year. AssgnInst ID Pstn Cd FTE Base Sal CntrctLgth 7800 8 1.00 62000 200 LvlStfEdCd YrsInDistCnt YrsInORCnt YrsOutORCnt 2 3 5 0 46

EXAMPLES 2 Mrs. Sisson splits her time in half as a principal and teacher at Marathon High School (ID 6700). She also has an extra duty contract as the FFA leader, working an average of 2 hours per week for the length of the school year. She is contracted for 200 days and is expected to make $80,000 plus an extra $5,000 for her FFA responsibilities. This is her 9th year with the school, but she worked as a teacher at a charter school within this district for 5 years prior to coming to Marathon High School, and she was listed in the TSPC Charter School Registry during those prior years. She has been appropriately licensed with TSPC since starting with Marathon. Mrs. Sisson has 3 years of teaching experience outside of Oregon prior to this experience, and was appropriately licensed for that position as well. Assgn InstID PstnCd FTE BaseSal CntrctLgth YrsInDistCnt YrsInORCnt YrsOutORCnt 6700 8 0.50 40000 200 13 8 3 6700 3 0.50 40000 200 13 8 3 6700 19 0.05 5000 200 13 8 3 47

EXAMPLES 3 Jack spends 60% of his working time as the Superintendent at Halloween Town SD (0009), 20% of his time as the principal at Christmas Town High School (0440) within this district, and 20% of his time as a teacher with their Special Education Pre-Kindergarten and School-Aged program. His total salary is $100,000. Employer Institution Assigned Institution Position Code FTE Salary Special Education Grade Code Contract Length Full Contract Length 0009 0009 1 0.60 60000 200 200 0009 0440 3 0.20 20000 200 200 0009 0440 22 0.10 10000 EC 200 200 0009 0440 22 0.10 10000 SA 200 200 48