2018-19 CSI Human Resource Training

1. 2018-19 CSI Human Resource Training

2. Purpose of HR Collection The Human Resources collection contains all general education staff information as of the official staff count date. This information is used for: https://www.cde.state.co.us/cdereval/staffcurrent

3. Required Files To create the Human Resource report, each school will be submitting the following interchange files to CSI: • Staff Profile [file layout & definitions]* • Includes basic demographic data about all employees/contractors • An employee can only have 1 record (i.e. line of data) • Staff Assignment [file layout & definitions]* • Includes more detailed, position-related information about employees/contractors • An employee can have multiple records (i.e. lines of data), 1 per position * - All File Layout and Definition Documents from CSI website contain additional CSI specific details pertaining to fields in green.

4. Level 1 - Errors Level 2 - Errors SPED Child SPED Participation CSI Human Resource Snapshot Staff Profile Staff Assignment SPED Child CSI December Count Snapshot SPED Participation Staff Profile Staff Assignment **HR contacts are responsible for resolving Level 1 and Level 2 HR errors IN ADDITION TO working with the data submissions contact in resolving Level 1 and Level 2 December Count errors that are caused by inaccuracies in the HR data.**

5. Across Collection Collaboration • School HR Staff must collaborate with the SPED Staff at your school completing December Count. This is due to: • December Count errors may require changes to either the SP or SA files to resolve • Involves inconsistencies with data entered for Special Education Staff, including: • SPED Flag • Grade Levels Taught • FTE and Funding Source issues • Be sure you are reaching out to your schools SPED Staff to inquire about any cross collection errors that may have occurred Available in the Data Submissions Handbook

6. HR Collection Process

7. HR Data Collection in 4 Steps Repeat steps 1-3 until data is complete and accurate!

8. Step 1: Data Collection/Entry What Data to Collect • File Layout and Definition Documents • Optional forms • Data Validations for HR Collection Resource

9. File Layout and Definition Documents – CSI Additions

10. Educator Identifiers (EDIDs) • EDID is the unique identifier for each row in the interchange files • Errors in the HR Report are generated if a staff record does not precisely match the EDIS system • Must match on EDID; First and Last Names; DOB; and Gender • If the EDIS system is wrong or if you need to request a EDID, please follow the process on the CSI webpage and/or please contact submissions_CSI@csi.state.co.us • Request early to avoid the bottleneck around December Count when possible CSI RITS/EDIS Process: www.csi.state.co.us/school_resources/submissions/SASID_EDIS EDIS Log in: https://edx.cde.state.co.us/rits-edis/ EDIS Rules, Process, &Training: http://www.cde.state.co.us/datapipeline/yr_edis

11. CDE EDIS Home Page • Ensure you are thoroughly searching for Staff in EDIS prior to submitting a new request https://cdx.cde.state.co.us/rits-edis/

12. HR Coding Scenarios http://www.csi.state.co.us/UserFiles/Servers/Server_2345071/File/Submissions/18-19/HR/2018-2019_HR_Collection_Coding_Scenarios.docx

13. ESSA In-Field Crosswalk https://www.cde.state.co.us/datapipeline/hr-essa-infield-crosswalk

14. Using the ESSA In-Field Crosswalk Example • You have a Staff Member who teaches 8th grade and you are unsure what to provide for Demonstrates In-Field Status 1. Filter the Crosswalk using the Teaching Subject Area and Subject Area of Degree Fields! • Based on this table, a Staff member teaching 7th/8th grade must have their degree in 0450 – Elementary Education in order to code their In Field Status as 02 – Degree in Subject Area or higher. • If not, the staff member must be coded with the next highest applicable option (03, 04, 06 etc.) • Teaching Subject Area is on the Staff Assignment file and the Subject Area of Degree is on the Staff Profile

15. Data Verification Strategies Checklist for HR Collection http://www.csi.state.co.us/UserFiles/Servers/Server_2345071/File/Submissions/18-19/HR/2018-2019%20HR%20Data%20Verification%20Strategies%20Checklist_Final.docx

16. Data Verification Strategies Example • As you are going through your template files, you are unsure on how to best code Special Education Staff. Reference the Data Verification Strategies Checklist! • Based on this information, you know that: • All SPED Staff need to have their Administrative Unit Coded as 80010 • The Special Education Assignment Flag needs to b 1 • Ensure that the grades match the roster of students the Staff Member is working with to avoid December Count errors • Verify that the Funding Source is either 4027 or 3130 depending on the current situation.

17. HR Forms for Schools • CSI SPED Form (IDEA School Instructor Form 18-19) • required for special education staff being funded through IDEA – grant/project funding code of 4027 • Submit to Marcie Jackson • CSI HR Form (HR Editable New Hire Form) • optional form that includes fields needed for the 18-19Staff Profile

18. Where should Data be Entered for HR? • Data Management System OR • Excel Starting Point Files OR • Blank Templates (New Schools)

19. School Starting Point Files – CSI Updates • 18-19 Staff Profile and Staff Assignment starting point files can be found here: FileZilla  HR  18-19  Starting Point • Files Include: • Final data from the 17-18 HR collection • Formatted to align with 18-19 requirements • Included data in some of the adjusted fields • Zero-filled Performance Evaluation fields for any schools with appropriate waivers • Teacher Probationary Status Field coded as 03 – Other for all teaching codes 201-206 • Grant/Project Funding Code highlighted for all staff job codes 201, 206, 222, 223, 415, 419. The 18-19 changes require all staff with these codes complete this field

20. School Starting Point Files – School Updates • Removal of rows for staff that won’t be employed at the school in 18-19 • Addition of rows for staff that are either new to the school or are taking on an additional role at the school • Addition of rows for contractors that may have previously been left out • Update Grant/Project Funding codes for all highlighted staff (codes 201, 206, 222, 223, 415 and 419). Keep in mind Special Education staff also need this completed as they always have • Change to key fields (years of experience, salary, assignments, etc.) for returning staff as appropriate • Add +1 for years of education experience, years of teaching experience, years of principal experience as needed

21. Step 2: Submission to CSI Correct Naming of Files Examples: SCHOOLCODE_SCHOOLABBREV_StaffProfile_Date SCHOOLCODE_SCHOOLABBREV_StaffAssignment_Date • Files should not contain any spaces in order to upload to the data pipeline • Ensure you are uploading them to the correct folder in FileZilla. It should be: • FileZilla>HR>SY 18-19>Files to Run • Email the submissions inbox (Submissions_CSI@csi.state.co.us) once file is available to process

22. Step 3: Error Resolution • Error Reports loaded to HR Error Reports • CSI Troubleshooting Errors Resource • Staff Profile Errors tab • Staff Assignment Errors tab • HR – Level 2 Errors tab • December Count – Level 2 Errors tab

23. Step 3: Error Resolution

24. Step 4: Data Review Summary/certification report will be provided once error free Steps to Complete: • Review each tab thoroughly to determine accuracy of data • If accurate, ensure all applicable parties (below) have signed and return scanned version of the signed Certification tab to CSI • School Leader, Data Submissions Coordinator and the HR Contact • If errors are found, modify most recent error free files or reach out to CSI for assistance • Changes will be uploaded to the Data Pipeline and a new summary report provided • Once data is accurate, sign and return prior to the due date.

25. 2018-2019 File Updates

26. Staff Profile File Changes Teacher Probationary Status– Clarification has been added to this field requiring it for all Teachers with job class codes 201-206 Should be completed by all schools regardless of approved evaluation waivers Starting Point files have been updated to reflect this change

27. Staff Assignment File Changes • Removed Fields: • Demonstrates In-Field Status 2 has now been removed from the 18-19 Staff Assignment file. • Code or Definition Changes: • Job Classification Code has added a new code: 224 - Board Certified Behavior Analyst (BCBA) • Grant/Project Funding Source (think of this field as a “project” code)

28. Grant/Project Funding Source Code Changes • Now required for all Teachers and Paraprofessionals (job class codes: 201, 206, 222, 223, 415, and 419) • Coding clearly defined within the File Layout and Definitions Document • Ensure that time reflected with each Grant/Project Funding Code accurately reflects the time worked for each and matches time and effort reporting

29. Grant/Project Funding Source Code Changes

30. Common HR Questions and Issues

31. Who to Include/Exclude in HR Collection? • Include: • All general and special education staff employed as of December 1st • Full or Part time Staff • Office/Clerical, teachers, principals, administrators etc. • Exclude • Substitutes unless permanent (90+ days in the same classroom) • Temporary workers (after school coaches etc.) • Staff not employed as of December 1st • Student interns under the age of 18

32. Staff Assignment Fields • A staff member should have a line of data for EACH position they are in. • Teachers teaching grades between K-5th AND 7-12th, must have separate detail records for each grade range. 6th grade can be reported in either grade grouping. • Hourly Rate of Pay- If an individual has multiple positions in which they are paid hourly, hourly rate of pay should NOT be split between assignments. Instead, include the actual hourly rate for each record. • Base Salary or Wage- If an individual has multiple assignments (i.e. multiple lines of data), each assignment should include the portion of the salary in this field

33. Salary Employee Salary/Hourly Pay Examples Hourly Employee • Bob serves as Bus Driver and Custodian. • He gets paid $8.50/hour • Bob should have: • 1 row of data in the Staff Profile file. • 2 rows of data in the Staff Assignment file. • In each row’s Hourly Rate of Pay field, it should have 0850 (decimal is implied). • Tom serves as Assistant Principal 60% of the time and Counselor 40% of the time. • He gets a salary of $50,000. • Tom should have: • 1 row of data in the Staff Profile file. • 2 rows of data in the Staff Assignment file. • In the Principal row of data, Base Salary or Wage field should be 30000 (.6*50,000) • In the Counselor row of data, Base Salary of Wage field should be 20000 (.4*50,000)

34. Staff Assignment Fields • Special Education Assignment Flag – Must be “1” if staff is serving any special education students. (i.e. If staff member’s EDID is on the December Count Participation file, then Special Education Assignment flag on the Staff Assignment file should be 1.) • End Date of Assignment- must be blank (i.e. NO ZEROES) if staff is currently in position. Only include data if staff is no longer in the position.

35. Teacher/Principal Performance Ratings • If you have received the waiver for CRS 22-9-106 AND CRS 22-2-112(1)(q)(I), then do not report teacher or principal performance ratings in the SA file. • All CSI schools have 22-9-106 • Most schools have 22-2-112(1)(q)(I) • To Request the necessary waiver to not report performance ratings for next year, please visit the CSI Waiver Request Page

36. HR Collection Timelines and Deadlines *Dependent upon all schools clearing errors by specified deadlines **Any requests for changes must be received by CSI on or before 1/16/2019

37. Thank you for Reviewing this Training Contact the Submissions Inbox with Questions: Submissions_CSI@csi.state.co.us