Staff Data Validation Training 2023-2024 Overview

Learn about the staff data validation process for the 2023-2024 school year conducted by the Oregon Department of Education. Understand the importance of reviewing and verifying staff information for publication in various reports and profiles. Mark your calendar for key validation dates and explore where different staff data elements are utilized. Gain insights into the terminology and purpose of the validation process to ensure accurate and comprehensive data reporting.

• Staff Data Validation
• Oregon Department of Education
• Training 2023-2024
• Data Verification
• Education Equity

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1. Staff Validation Training 2023-2024 Staff FTE, Staff Ethnicity, Staff Retention and Experience Validations March 14, 2024 Data Owner: Ryan Clark Oregon Department of Education 1

2. Whats New This Year Staff FTE No changes this year. Staff Ethnicity No changes this year. Staff Retention and Experience No changes this year. Oregon Department of Education 2

3. Purpose The validation process allows districts and ESDs the opportunity to review staff data collected from the Staff Position collection that will be published on the At-A- Glance profiles (AAG) and the Statewide Report Card. These data will also be included in Federal reporting, the Education Advancement Council s Educator Equity report, and the data are used to fill many public records requests. As you review the data in these validations, you may come across staff members that you did not submit to the Staff Position collection. Please do not delete these staff members without investigating first. Many times this will be an ESD reported employee that was assigned to your District. Oregon Department of Education 3

4. Where are the Data Used Staff Ethnicity Staff Ethnicity Data appears in the Demographics ribbon on page one of the At-A-Glance Profiles as shown in the example to the right. The example image shows a hypothetical District At-A-Glance Profile. Oregon Department of Education 4

5. Where are the Data Used - Continued Staff FTE and Staff Retention and Experience data appear in the Our Staff ribbon on page two of the At-A-Glance Profiles. The totals shown on the profile are based on the adjusted FTE of the staff position data you are validating. These values are rounded up to the nearest whole number. If the value is less than 1.00 FTE, then the value will be shown as <1. District AAG School AAG Oregon Department of Education 5

6. Important Dates For the 2023-2024 School Year the Staff FTE, Staff Ethnicity, and Staff Retention and Experience validations will: Open Thursday March 28, 2024 at 1:00 PM Close Monday April 29, 2024 Other important dates to keep in mind Eligible use date: May 15, 2024 ODE Admin Override Date: May 15, 2025 Oregon Department of Education 6

7. Terminology Validation The term given to the process of reviewing your data through the Achievement Data Insight (ADI) application. To edit data, the user must navigate back to underlying collection in the Consolidated Collections application. For Staff FTE, Staff Ethnicity, and Staff Retention and Experience, the user would edit data in the Staff Position collection. Secure Data Data that should not be shared publicly or with unauthorized district staff. For the purposes of Staff FTE, Staff Ethnicity, and Staff Retention and Experience, this would only apply to disaggregated data for staff members under 18 (e.g. student workers). Never send secure data through an email. Please always use the Secure File Transfer application if you need to send data with secure data. Please contact Ryan Clark, Karen Brown Smith or Peter Campbell to open your Staff Position collection if you need to edit your data. Oregon Department of Education 7

8. Terminology Continued Refresh Data displayed in the validation are not automatically updated when data are changed in the underlying collection. Refreshes occur every Thursday at 1:00 PM during the validation window. Data As-Of Date: The last date that changes made to the Staff Position collection will be included on the next refresh. For these validations the data as-of date would be the Monday morning before the Thursday refresh. Oregon Department of Education 8

9. Refresh Schedule Updates Made By Changes Visible in Validations Monday, March 25, 2024 Thursday, March 28, 2024 Monday, April 1, 2024 Thursday, April 4, 2024 Monday, April 8, 2024 Thursday, April 11, 2024 Monday, April 15, 2024 Monday, April 22, 2024 Thursday, April 18, 2024 Thursday, April 25, 2024 Monday, April 29, 2024 Thursday, May 2, 2024 Oregon Department of Education 9

10. Data As-Of Date Example Records for Tina and Louise are added to the Staff Position collection on different days. Tina s record was added on Friday, April 5, 2024. Louise s record was added on Tuesday, April 9, 2024. ODE begins processing a validation refresh on Monday, April 8, 2024, early in the morning. That Thursday, April 11, 2024, ODE refreshes the validations in ADI. The relevant Data As-Of Date in this example is early morning on Monday, April 8, 2024. Tina s record would appear in the April 11threfresh, but since Louise s record in Staff Position was updated after the Data As-Of Date, their changes would not be reflected in ADI until Thursday, April 18th refresh. Oregon Department of Education 10

11. Accessing ADI Logging in 1. Log into the secure district site: 2. Select Achievement Data Insight from the Applications menu Note: if the ADI option is not listed, please contact your District Security Administrator. 11

12. Accessing ADI Open vs. All 3. Under the Open tab, you will see the validations currently open and you have access to in one section. You will also see open validations you do not have permissions to view as shown in the example below. Under the All tab you will see all of the validations whether they are open or not. The validations will be grouped into sections such as My Validations, No Permissions, and Archived. 12 Oregon Department of Education

13. Accessing ADI Validation Tile Note: If you do not have access to the validation, you will still be able to locate the tile under the No Permissions section at the bottom of the page. Click on the greyed out tile you are looking for to request access to that validation. Title of the Validation Date the current user last opened this tile Date the tile was last refreshed Validation window Public Release Date 13 Oregon Department of Education

14. Validation Summary 1. Reporting Year - You can select other years of data using this drop-down menu. 2. Validation Text This is a brief description of the validation being viewed. 3. Summary Tab This tab shows aggregate level data. 4. Detail Tab This tab shows staff level data. 1 2 3 4 14 Oregon Department of Education

15. Validation Summary Helpful Tools 5. Ask a Question This will send an email to the data steward of that validation. 6. Download Data Allows the user to download the validation data in Excel. 7. Show Filter Allows user to filter the validation to easily search the data. 8. Data Columns These are examples of headers that you would see in the Staff FTE Validation in the Summary Tab. 5 6 7 8 15 Oregon Department of Education

16. Validation Summary Page Size & Instructions 9 10 9. Page size Allows the user to adjust the number of rows shown on the page. 10.Instructions Provides information about the Validation you are viewing including telling you what collections provide the data in the validation. 16 Oregon Department of Education

17. Validation Tips Hover over a column header to display more information about that column Clicking the Show Filter button, allows the user to search for a subset of the data Click on a header to sort the data by that column. Clicking again will reverse the order displayed Oregon Department of Education 17

18. Question Break Looking ahead: More specific information regarding the Staff FTE, Staff Ethnicity, and Staff Retention and Experience Reminder: Make sure any institutions in your district that do their own data reporting, are aware of and have access to the appropriate validations. Example: A Charter School responsible for its own Staff Position Reporting Oregon Department of Education 18

19. Staff FTE Validation Oregon Department of Education 19

20. Staff FTE Calculations to Know Staff FTE contains three calculations of note Adjusted FTE Average Teacher Experience Percent of Teachers FTE with Graduate Degree Oregon Department of Education 20

21. Total Adjusted FTE ???????? ????? ???? ???????? ????? ??? Example: Name FTE Contract Length (Days) Full Contract Length (Days) Adjusted FTE Nate 1.00 125 200 1.00 * (125/200) = 0.63 Brian 0.75 200 200 0.75 * (200/200) = 0.75 Nicole 0.90 200 200 0.90 * (200/200) = 0.90 Total Adjusted FTE = 0.63 + 0.75 + 0.90 = 2.28 Oregon Department of Education 21

22. Staff FTE Total Adjusted FTE Uses The Total Adjusted FTE Calculation is used for the following staff categories (listed in parentheses are the Position Codes included in each category). District Administrator Adjusted FTE (1, 2, 37, 38 and assigned to a district or ESD) School Administrator Adjusted FTE (3, 4, 37, 38 and assigned to a school) Teacher Adjusted FTE (5, 8, 22, 23) Instructional Assistant Adjusted FTE (16, 35) Library/Media Adjusted FTE (9) Library/Media Support Adjusted FTE (20) Counselor Adjusted FTE (10, 33) Psychologist Adjusted FTE (7, 27) Social Worker Adjusted FTE (31, 41) Counselor, Psychologist, and Social Worker Adjusted FTE (7, 10, 27, 31, 33, 41) Other Adjusted FTE (6, 11, 15, 17, 18, 19, 21, 24, 25, 26, 28, 29, 30, 32, 34, 36, 39, 40) Oregon Department of Education 22

23. Average Teacher Experience ??? ?????????? + ??????????? (???) Example: Name FTE Years in Oregon Years Outside of Oregon Weighted Experience Amy 1.00 7 0 1.00 * (7+0) = 7 Jake 0.75 0 0 0.75 * (0) = 0 Raymond 0.50 10 5 0.50 * (10 + 5) = 7.5 Total Weighted Experience = 7 + 0 + 7.5 = 14.5 Years Total FTE = 1.00 + 0.75 + 0.50 = 2.25 Average Teacher Experience = 14.5/2.25 = 6.44 Years Oregon Department of Education 23

24. Percent of Teachers with a Graduate Degree ??? ?? ???? ??? ??? ? ???????? ?????? ??? ?? ???? ??? Example: Name FTE Level of Staff Education Code Anya 1.00 3 (Baccalaureate Plus Additional Hours, Not a Master s) Sylvia 0.75 4 (Master s Degree) Loid 1.00 5 (Doctorate Degree) Franky 0.50 2 (Baccalaureate Degree) FTE with a Graduate Degree = 0.75 + 1.00 = 1.75 Total FTE = 1.00 + 0.75 + 1.00 + 0.50 = 3.25 Percent with a Graduate Degree = 1.75/3.25 = 0.538 = 54% Oregon Department of Education 24

25. Staff FTE Detail Fields Oregon Department of Education 25

26. Staff Ethnicity Oregon Department of Education 26

27. Staff Ethnicity Important Concepts Who is Included in this validation Resolved Ethnicity/Language of Origin Grade Bands Oregon Department of Education 27

28. Staff Ethnicity Who is included? This validation includes School Administrators (Position Codes 3, 4) Teachers (Position Codes 5, 8, 22, 23) Library/Media Specialists (Position Code 9) School Counselors, Non-Special Ed. (Position Code 10) Oregon Department of Education 28

29. Staff Ethnicity Resolution Process Resolved Ethnicity/Language of Origin For staff reported with multiple races/ethnicities or multiple languages of origin. The codes that get reported are associated with the highest total FTE for the staff member within that parent district. This is done because ethnicity and language aggregates are shown on the summary page as a headcount, not by FTE. Oregon Department of Education 29

30. Staff Ethnicity Grade Bands Grade Bands The Summary tab of the Staff Ethnicity Validation is broken up by assigned institutions (schools) under a given parent district. Each school is then split up into grade bands served by the school and a total row. The grade bands are K-3, 4-5, 6-8, 9-12, and Total. Oregon Department of Education 30

31. Staff Ethnicity - Example Apple School District totals for each grade band and the total row are shown in the rows without an Assigned Institution ID and Assigned Institution Name. Granny Smith Elementary is a school within Apple School District shows three rows in the Summary Tab. One grade band for grades K-3, one grade band for grades 4-5, and one total row for the school. Braeburn High is a high school within Apple SD, so it will only have two rows. One row for grades 9-12 and a total row. Oregon Department of Education 31

32. Staff Ethnicity Example Continued Additional Notes from the Example Staff are put into a grade band based on the low/high grade code fields from the Staff Position collection If staff are in multiple grade bands, they will be counted in each grade band they are associated with. These staff are only counted once in the Total row however. Oregon Department of Education 32

33. Staff Ethnicity Detail Overview Oregon Department of Education 33

34. Question Break 2 Looking ahead: Staff Retention and Experience validation includes three parts: Same Principal Metric Teacher Retention Rate Teacher Experience Rate Oregon Department of Education 34

35. Staff Retention and Experience Oregon Department of Education 35

36. Data Source Data for all three components of this validation come from the Staff Position collection. For the Same Principal metric, data are pulled from the 21-22, 22-23, and 23-24 collections For the Teacher Retention metric, data are pulled from the 19-20, 20-21, 21-22, 22-23, and 23-24 collections For Teacher Experience, data are pulled from the 23-24 collection. Oregon Department of Education 36

37. Same Principal Metric Compares the Unique Staff Identifier (USID) number of Principals (Position Code 3) or Head Teachers (Position Code 5). If a school has both position code 3 and 5 assigned, only position code 3 is used. If a school has the same staff member in the principal position for three years in a row, then the metric will indicate Yes . If a school is a new institution, this metric will indicate Yes . If a school has been opened for 3 years or less, and no principal has been reported, then this metric will indicate Yes . Oregon Department of Education 37

38. Same Principal - Example 1 Assuming all these records are assigned to the same school. Detail: USID Staff Name Position School Year Employed 1111 Cooper Principal 2021-2022 1111 Cooper Principal 2022-2023 2222 Cole Principal 2023-2024 Summary: Years Open Same Principal 4+ N Oregon Department of Education 38

39. Same Principal - Example 2 Assuming all these records are assigned to the same school. Detail: USID Staff Name Position School Year Employed 1111 Fisher Principal 2021-2022 1111 Fisher Principal 2022-2023 2222 Rupp Principal 2023-2024 1111 Fisher Principal 2023-2024 Summary: Years Open Same Principal 4+ Y Oregon Department of Education 39

40. Teacher Retention Rate Teacher Retention looks at teacher data from 5, 4, and 3 years ago, then looks forward to see if those teachers returned to the school in either of the next two years in any position. Specifically, this metric compares the USID numbers of Teachers (Position Codes 5, 8, 22, 23) at a given institution to see if they return to the same institution in any capacity in either of the next two school years. For example, if you have a teacher in 20-21, and that teacher returns to the same school in 21-22, but as the assistant principal, this would still be counted as returning. Schools must have been in operation since 2020-2021 to be included in this calculation Rates are only produced for schools that are currently in operation. Oregon Department of Education 40

41. Teacher Retention Rate - Calculation ?????????? ???? 1920,2021,2122 ???????????? ???? 1920 2021,2122 Denominator The Total Adjusted FTE of teachers in a given school Numerator The total Adjusted FTE for teachers from a given year who returned to the same school in any position in either of the next two years. Adjusted FTE = FTE * (Contract Length / Full Contract Length) Oregon Department of Education 41

42. Teacher Retention - Example Assuming these data are all for the same school and all these staff have 1.00 adjusted FTE. 2019-2020 2020-2021 2021-2022 2022-2023 2023-2024 Sofia Williams Sofia Williams Sofia Williams Sofia Williams Sofia Williams Rosa Little Rosa Little Jason Day Wilbur Wayne Jason Day Marco Pena Jordan Fern -- Hiro Lee Kevin Stein Frida Holt Frank Allister Frida Holt Frida Holt Frida Holt Adjusted Returning FTE from 19-20 Adjusted Teacher FTE from 19-20 Adjusted Returning FTE from 20-21 Adjusted Teacher FTE from 20-21 Adjusted Returning FTE from 21-22 Adjusted Teacher FTE from 21-22 3.00 4.00 1.00 4.00 3.00 3.00 Teacher Retention Rate = 3.00+1.00+3.00 7 11= 64% 4.00+4.00+3.00= Oregon Department of Education 42

43. Teacher Experience ?????? ?? ???? ??? ??? ??????? ???? ? ??? ???? ? ?? 3 ????? ?? ????? ?????????? ?????? ?? ???? ??? ??? ??????? ???? ? The Teacher Experience metric only looks at Teachers in the Staff Position collection, which represents position codes 5, 8, 22, or 23 AND Y in the License Flag field from the current year s collection Oregon Department of Education 43

44. Teacher Experience - Example Detail: Assigned Institution USID Staff Name License Flag Total Experience Included in Teacher Experience A 11111 Nate Y 10 Y A 22222 John N 0 N A 33333 Lucy Y 4 Y A 44444 Samantha Y 3 Y In this example, Nate, Lucy and Samantha would all be included in the denominator. However, only Nate and Lucy would be included in the numerator because Samantha has 3 or less years of total experience. John is not included in either the numerator or denominator because he does not have a Y in the license flag field. Oregon Department of Education 44

45. Teacher Experience Additional Notes Teachers that are assigned to more than one institution will appear in the calculation once per institution Total Experience is the sum of the Years in Oregon Count and Years outside of Oregon Count from Staff Position Oregon Department of Education 45

46. Staff Retention and Experience Checklist Log into the validation. Review the Summary level data. Look to see if the aggregate information displayed here looks correct. If the data do not seem correct, review the Detail tab, to try and find what is causing the issue. To correct data, you ll need to navigate back to the Staff Position in the Consolidated Collections. You may need to contact the Data Steward or one of the Regional ESD Partners to reopen your Staff Position Collection. Oregon Department of Education 46

47. Questions Oregon Department of Education 47

48. Additional Resources: Staff Position Collections Page Staff Position Data Owner: Ryan Clark: Ryan.Clark@ode.Oregon.gov 971-208-0471 Regional ESD Partners: Karen Brown Smith: Karen.Brown@imesd.k12.or.us 1-800-706-4447 ext. 3124 Peter Campbell: Peter.Campbell@imesd.k12.or.us 1-800-706-4447 ext. 3203 Oregon Department of Education 48

49. Thank You! Oregon Department of Education 49