DOE STAFF DATABASE: Overview of Changes [Revised ] Presenter : Teresa R. Sancho FAMIS 2012 CONFERENCE Tallahassee, Florida June 2012

STAFF OVERVIEW Following is a summary of revisions for to Staff Reporting: FORMATS DATA ELEMENTS EDITS

STAFF OVERVIEW List of Staff Reporting FORMATS with changes: Staff Demographic Information

STAFF OVERVIEW List of DATA ELEMENTS with changes: Personnel Evaluation Personnel Evaluation:  Instructional Leadership Component  Instructional Practice Component  Measures of Student Learning Growth  Professional and Job Responsibilities Component  Student Learning Growth Component Reading Endorsement, Competencies 1-6

STAFF OVERVIEW List of NEW DATA ELEMENTS : Mentor/Supervising Educator Reading Endorsement, Competencies 1-5 (Adopted 2011)

STAFF OVERVIEW List of Formats with “ EDIT ” changes/ additions: Staff Additional Job Assignments Edit #s: 35 Staff Benefits Edit #s: 10 Staff Demographic Information Edit #s: 11, 1E – 1M, 2G, 2O, 2R-2T, 2Z, 57

STAFF OVERVIEW Formats with “ EDIT ” changes (cont’d): Staff Fiscal Year Benefits Edit #s: 10 Staff Fiscal Year Salaries Edit #s: 28 Staff Multidistrict Employee Edit #s: 9

STAFF OVERVIEW Formats with “ EDIT ” changes (cont’d): Staff Professional Development Edit #s: 17 Staff Payroll Information Edit #s: 28 Staff Experience Edit #s: 9

STAFF OVERVIEW Formats with “ EDIT ” changes (cont’d): Staff Salary Supplements Edit #s: 9 Teacher Exit Interview Edit #s: 14

STAFF CHANGES Following are specific revisions to Staff Reporting FORMATS.

Format Page: Item #41: Location in Format Layout for new data element “ Reading Endorsement, Competency 1 (Adopted 2011) ” Item #42: Location in Format Layout for new data element “ Reading Endorsement, Competency 2 (Adopted 2011) ” STAFF DEMOGRAPHIC INFORMATION

Format Page: Item #43: Location in Format Layout for new data element “ Reading Endorsement, Competency 3 (Adopted 2011) ” Item #44: Location in Format Layout for new data element “ Reading Endorsement, Competency 4 (Adopted 2011) ” STAFF DEMOGRAPHIC INFORMATION (cont’d)

Format Page: Item #45: Location in Format Layout for new data element “ Reading Endorsement, Competency 5 (Adopted 2011) ” Item #46: Location in Format Layout for new data element “ Mentor/Supervising Educator ” STAFF DEMOGRAPHIC INFORMATION (cont’d)

STAFF CHANGES Following are specific revisions or additions to Staff DATA ELEMENTS.

MENTOR/SUPERVISING EDUCATOR NEW Data Element Located on Staff Demographic format Created for districts to indicate if a staff member serves as Mentor or Supervising Educator Definition: An individual who supervises or directs teacher preparation candidates during field experiences or student internships, provides mentoring to a district alternative certification program participant, or supervises or directs principal leadership candidates. Report in Surveys 2 and 3 only

PERSONNEL EVALUATION Located on Staff Payroll & FY Salaries formats Revised definition to code “H” to delete reference to Non-RTTT charter school employees’ exemption from reporting. Exemption only applied to the reporting year. All charter schools are now required to report performance evaluations on staff.

PERSONNEL EVALUATION, Instructional Leadership Component Located on Fiscal Year Salaries format Revised “Note” to delete reference to Non- RTTT charter school employees’ exemption from reporting. Exemption only applied to the reporting year. All charter schools are now required to report performance evaluations on staff. Added “Examples “ for two-digit coding.

PERSONNEL EVALUATION, Instructional Practice Component Located on Fiscal Year Salaries format Revised “Note” to delete reference to Non- RTTT charter school employees’ exemption from reporting. Exemption only applied to the reporting year. All charter schools are now required to report performance evaluations on staff. Added “Examples “ for two-digit coding.

PERSONNEL EVALUATION, Measures of Student Learning Growth Located on Fiscal Year Salaries format Revised definition to code “H” to delete reference to Non-RTTT charter school employees’ exemption from reporting. Exemption only applied to the reporting year. All charter schools are now required to report performance evaluations on staff. Please note that this evaluation data element responses are quite different from the others although the codes appear to be the same. Explores the composition(s) in which the evaluation was based.

PERSONNEL EVALUATION, Professional & Job Responsibilities Component Located on Fiscal Year Salaries format Revised “Note” to delete reference to Non-RTTT charter school employees’ exemption from reporting. Exemption only applied to the reporting year. All charter schools are now required to report performance evaluations on staff. Added “Examples “ for two-digit coding. Also in particular for this component, some districts embedded it in the instructional framework for the Instructional Leadership Component as well as the Instructional Practice Component. In such cases then the two –digit code for this component would be coded as 00.

PERSONNEL EVALUATION, Student Learning Growth Component Located on Fiscal Year Salaries format Revised “Note” to delete reference to Non- RTTT charter school employees’ exemption from reporting. Exemption only applied to the reporting year. All charter schools are now required to report performance evaluations on staff. Added “Examples “ for two-digit coding.

READING ENDORSEMENT, COMPETENCIES 1-6 (All Six) Located on Staff Demographic format Revised the definition for each due to change in State Board Rule 6A , which adopted new standards for earning a Reading Endorsement effective August Staff completing new standards should be reported using the new Reading Endorsement data elements.

READING ENDORSEMENT, COMPETENCIES 1-5 (Adopted 2011) NEW Reading Endorsement Data Elements (All Five) Located on Staff Demographic format Codes [C,G,N,P,R,Y,Z] are the same for these new Endorsement data elements; however the standards are different according to State Board Rule 6A New Endorsement merges former Competencies 4 & 5 into the new 4 (Adopted 2011) and the practicum (formerly 6) is now Competency 5 (Adopted 2011).

READING ENDORSEMENT, COMPETENCIES Question #1: Can a teacher switch from the old version of the competencies to the new version in mid-stream? [ For example, if a teacher has already completed Reading Endorsement Competencies 1 and 2, can he/she start with the Adopted 2011 version of Reading Endorsement Competency 3?] Answer: Yes, teachers may pick up where they left off as we transition from the old endorsement to the new. One change in the endorsement is that the former Comp 4 and 5 were merged because they are almost always taught together. If a teacher by some chance completed Comp 4 he/she will need to take Comp 4 again - this should happen very rarely.

READING ENDORSEMENT, COMPETENCIES Question #2: Certification - when renewing certification what happens? Is the old version rolled forward; or do you start with the new version? If that is the case what happens to parts of the old version? Answer: Teachers do not need to renew the reading endorsement - once it is on their certificate, it is there.

STAFF CHANGES Following are specific revisions or additions to Staff Format EDITS.

EDIT CHANGE to all eleven STAFF Formats STAFF NUMBER IDENTIFIER, LOCAL This data element is still optional; however if one is provided it must now be left- justified with trailing blanks, as it is with reporting SSNs. Refer to the “Edits” overview in earlier slide for edit number per Staff format.

STAFF DEMOGRAPHIC INFORMATION Edit #11: Reading Endorsement, Competency 1 (Adopted 2011) New edit to align with new data element Edit #1E: Reading Endorsement, Competency 2 (Adopted 2011) New edit to align with new data element

Staff Demographic Info (cont’d) Edit #1F: Reading Endorsement, Competency 3 (Adopted 2011) New edit to align with new data element Edit #1G: Reading Endorsement, Competency 4 (Adopted 2011) New edit to align with new data element

Staff Demographic Info (cont’d) Edit #1H: Reading Endorsement, Competency 5 (Adopted 2011) New edit to align with new data element Edit #1I: Reading Endorsement, Competencies 1 New edit to check that correct relationship exists with coding between old and new endorsement data elements

Staff Demographic Info (cont’d) Edit #1J: Reading Endorsement, Competencies 2 New edit to check that correct relationship exists with coding between old and new endorsement data elements Edit #1K: Reading Endorsement, Competencies 3 New edit to check that correct relationship exists with coding between old and new endorsement data elements

Staff Demographic Info (cont’d) Edit #1L: Reading Endorsement, Competencies 4 New edit to check that correct relationship exists with coding between old and new endorsement data elements Edit #1M: Mentor/Supervising Educator New edit to align with new data element

Staff Demographic Info (cont’d) Edit #2G: Reading Endorsement “code Z” Modified edit to include all eleven Reading Endorsement data elements with same code. Edit #2O: Reading Endorsement “code P” Modified edit to include all eleven Reading Endorsement data elements with same code.

Staff Demographic Info (cont’d) Edit #2R: Reading Endorsement “code C” Modified edit to include all eleven Reading Endorsement data elements with same code. Edit #2S: Reading Endorsement “code R” Modified edit to include all eleven Reading Endorsement data elements with same code.

Staff Demographic Info (cont’d) Edit #2Z: Reading Endorsement “code G” Modified edit to include all eleven Reading Endorsement data elements with same code. Edit #57: Birth Date Modified edit to check for reasonable data reported for a staff member’s birth date.

TEACHER-RELATED CHANGES on the STUDENT DATABASE

Data Element……………. Highly Qualified Teacher Status Student Database Data Element Located on Teacher Course format Modified language in codes D and E to include word “middle” for relevance to middle schools

Appendix R……….. Core Courses for NCLB [ Highly Qualified Teacher ] Located in Student Database Manual Modified select core courses for the ESE, Grades KG-12 section

CONTACT INFORMATION TERESA R. SANCHO Phone: Fax: Staff Database Manual website