2019-2020 CSI Human Resource (HR) Data Collection Prep 06/13/2019

Overview of Collection All General Education Staff information Contractors are included in this collection Official staff count date: December 1st, 2019 Collected information is used for: school staff demographics average salaries by position and education level highly qualified status for teachers and paraprofessionals turnover rates educator effectiveness ratings   Important: The HR Collection data is manually entered – meaning likelihood of errors increases.

Collection Best Practices Start early by: Beginning to work on this collection over the summer Entering all new staff as they are hired Reviewing file and note any assignment or staff changes Set aside time each week to work on this collection Know your resources and tools for this collection

Using CSI Resources General Resources: All resources found on the Human Resources Data Collection page of the Data Submissions Library General Resources: Let’s take a look at the resources available on the HR collection page. Training. This is where you will find links to trainings for new and returning staff. You can also access last year’s training as a refresher if needed. Deadlines, these dates are also listed in the CSI ‘Main Calendar’ that can be accessed from the menu bar at the top of the website. Please add these dates to your personal calendar. Also, be sure to check the CSI website at he beginning of the school year to see if any of the dates have changed. Strong tool: Resource for all Level 1 and Level 2 Errors Print this or mark HR submissions date on your calendar

Using CSI Resources (continued) All resources found on the Human Resources Data Collection page of the Data Submissions Library Trainings: This is where you will find links to trainings for new and returning staff. You can also access last year’s training as a refresher if needed. Deadlines, these dates are also listed in the CSI ‘Main Calendar’ that can be accessed from the menu bar at the top of the website. Please add these dates to your personal calendar. Also, be sure to check the CSI website at he beginning of the school year to see if any of the dates have changed. {10 min} {25 min} {45 min} New schools - use this training.

Using CSI Resources (continued) All resources found on the Human Resources Data Collection page of the Data Submissions Library File Layout and Definitions Documents. Use these as your guide for how to populate the information in your HR files. They provide specific instructions on how data needs be formatted, what information to include, how the data should be coded, etc. Information not submitted with in these guideline will result in errors when uploaded to the Colorado Department of Education Data Pipeline. Additional resources. In addition to the templates for new schools please review and use the collection coding scenarios and data validation documents. These are great tools to use as you are double-checking your data entry to ensure information provided is correct and to prevent errors. You are also encouraged to use the HR forms provided here as they will insure you are collecting the information about new and returning staff that is required for the collection. New schools – use these

Human Resources Prep Steps Review the materials and resources found on the Human Resources Data Collection page of the Data Submissions Library – including last year’s training if you’d like a refresher. Utilize the tools and forms there to understand what data needs to be collected, how to record it in preparation for data submission to CSI later this year. Returning schools, access your Starting Point Files in FileZilla and save them to your school’s network. General instructions for making changes to the file will follow. New schools, utilize the templates on the Human Resources Data Collection page of the Data Submissions Library as your Starting Point. General instructions for adding data to the file will follow. Preparing for the HR Collection. First, please review and use the above mentioned resources found in the Data Submissions Library. Next, data review and entry can begin. Returning Schools, you will be using the ‘Starting Point Files’ already placed in your FileZilla HR folder. These are the HR Collection files your school submitted during the previous year’s collection. You will update these files to reflect your school’s current staff and staffing assignments. New Schools, you will use the HR Staff Assignment and Staff Profile Templates pointed out in the previous slides. Again, these are found in the HR Data Entry and Verification Resources section of the Human Resources Data Collection page in the Data Submissions Library.

Returning Schools: Starting Point Files in FileZilla Returning schools - the Starting Point File is the HR data submitted to CSI last year. It contains all Staff Profile and Staff Assignment data. To access your Starting Point files, use this path in FileZilla: HR/SY 19-20/Starting Point (see screenshot below). Download the files by dragging and dropping to the applicable folder on your school network. Starting Point files. Returning schools, or, schools who completed the 18-19 HR Collection, can find their Starting Point File in their FileZilla folder. In your schools FileZilla folder, navigate to the HR folder, SY 19-20, and then Starting Point. In the Starting Point Folder you will see two Excel files, named Staff Profile and Staff Assignment. Copy these files to your school local drive or network drive so you can begin working on them. If you are unable to log into FileZilla or unable to access the information described here please email csi_submissions for assistance.

Returning Schools: Starting Point Files in FileZilla (continued) When you open the file, you’ll see that CSI has highlighted the fields in your Starting Point Files that match the changes in the File Layout – as applicable. Examples are below. Staff Profile Starting Point File Example Staff Assignment Starting Point File Example When you open the file, you’ll see that we have highlighted the fields that match the changes in the File Layout as applicable. Please follow the general editing steps listed here for removing staff, adding staff, changing key fields, and populating newly required fields. General Editing Steps Remove of rows for staff that won’t be employed at the school in 2018-2019. Add rows for staff that are either new to the or are taking on an additional role at the school. Change key fields (years of experience, salary, assignments, etc.) for returning staff as appropriate. Populate newly required/clarified fields.

New Schools: Using Templates for New Files New schools – because you won’t have a Starting Point file, you’ll use the templates instead. As mentioned above, the templates are found under the HR Data Entry and Verification Resources section of the Human Resources Data Collection page on the Data Submissions Library These are screenshots examples of the templates. You’ll be creating records by manually entering data within the file for all existing and new staff as well as contactors. New Schools – when you download and open your new file templates from the CSI website this is what they’ll look like. Please watch the New HR Data Contacts Training and refer heavily to the File Layout Documents so you know what information to include and how it must be formatted.

2019-2020 Staff Assignment Changes ‘Demonstrates In-field Status’ field: Demonstrates In-Field is required for teachers (job codes: 201-206) teaching only subject area codes: Changes from last year’s HR Collection. There are no changes to the Staff Profile File. However, there are three changes to the Staff Assignment file, two of the being within the Demonstrates In-field Status. This field is required for all teachers (Job Code 201-206) teaching only the subject area codes listed here. There has been a removal of In-field status code 06 – high-quality via 24 hours. Removed code ‘06’ from Demonstrates In-Field Status as it is no longer an option.