1. 2016-17 Staff Interchange Annette Severson Kristi Gleason
September 2016

2. Agenda Staff Interchange Overview Timeline Staff Profile
Staff Assignment
General Updates
Additional Information 2

3. Staff Interchange Overview3

4. Structure of Staff Reporting
General Education Staff – reported by the District/BOCES of location
Special Education Staff – reported EITHER by the district/BOCES of location or the Administrative Unit
This must be determined locally and agreed upon by all impacted entities
If the District/BOCES is reporting the staff member, then the AU should not be report that staff member and vice versa

5. Interchange Process
Create/Update Data Files
Upload files in Format Checker
Upload files in Data File Upload
Review Batch Maintenance
Review Error Reports in Cognos
Correct Data Files in Source System
Once No Errors in All Files Needed -> Create Snapshot 5

6. Snapshot Process No errors? Review Reports and Finalize if Accurate 6
Interchange files uploaded and error free
Create Snapshot
Additional Business Rules
Errors? Correct Errors in Interchange Files
Upload corrected interchange files
No errors? Review Reports and Finalize if Accurate 6

7. Staff Interchange Files
Staff Profile
General information per staff
Only 1 record per staff
Must be uploaded first
Staff Assignment
Provides specifics to actual duties and locations
Multiple records per staff allowed 7

8. Staff Interchange Uses
Staff Interchange files are used in the following snapshots:
Human Resources
Pull all error-free records from the Staff Assignment Association file that match the following criteria:
Start date is December 1st or prior to December 1st of reporting school year
End Date is either blank or post December 1st of the reporting school year
Special Education Assignment Flag is coded 0 (non-Special Education)
Job class codes are not equal to 632 (Temporary/Part-time Worker As Needed) or 634 (Student Worker)
Employment Status Code = 11, 12, 13, 23 or 26
Special Education December Count
Teacher Student Data Link Snapshot 8

9. Human Resources Snapshot Details
Overview: General education staff data as of December 1st of each school year including teacher turnover rates, teacher student ratios, average experience, etc. must be provided annually
Legislation: Commissioner – duties statistics required, (k), C.R.S.; Board of education – reporting requirements (II)(K)(VII), C.R.S.; Performance reports – contents – rules, (3)(e), C.R.S.; Use of aggregate data – educator preparation programs, C.R.S.; Licensed Personnel Performance Evaluation, C.R.S. 9

10. Human Resources – Record Criteria
Error-Free Data records from the Staff Interchange files are included in the HR snapshot if:
Start date is December 1st or prior to December 1st of reporting school year
End Date is either blank or post December 1st of the reporting school year
Special Education Assignment Flag is coded 0 (non-Special Education)
Job class codes are not equal to 632 (Temporary/Part-time Worker As Needed) or 634 (Student Worker)
Employment Status Code = 11, 12, 13, 23 or 26
EDID is reported in both Staff Profile & Assignments interchange (Profile and educational background) and Staff Assignment Association File files for reporting district. 10

11. Human Resources – Use of Data
EDFacts – federal reports
SchoolView.org/Data Center
Performance Reports – staff statistics
Media and external data requests
Colorado Department of Labor and Employment
Colorado Department of Higher Education 11

12. Special Education December Count Snapshot Details
Overview: The Special Education December Count collection is an annual count of Eligible Students under Part B of the Individuals with Disabilities Education Act (IDEA) as of December 1st. Special Education December Staff Data is also required to obtain actual data on special education staff employed by administrative units on December 1st of each year.
Federal Regulations: 34 CFR State uses of targets and reporting (a) General. Each State must use the targets established in the State’s performance plan under Section and the priority areas described in Section (d) to analyze the performance of each LEA. (b) Public reporting and privacy—(1) Public Report. (i) Subject to paragraph (b)(1)(ii) of this section, the State must— (A) Report annually to the public on the performance of each LEA located in the State on the targets; Use of aggregate data – educator preparation programs, C.R.S.; Licensed Personnel Performance Evaluation, C.R.S. 12

13. Special Education December Count- Record Criteria
Error-Free Data records from the Staff Interchange files are included in the Special Ed Dec Count snapshot if:
Special Education Flag = 1
Start date is December 1st or prior to December 1st of reporting school year
End Date is either blank (not ended) or post December 1st of the reporting school year
EDID is reported in both Staff Profile & Assignments interchange (Profile and educational background) and Staff Assignment Association File files for reporting district.
Records with the following Employment Status Codes will be included: 11, 12, 13, 23, 25 or 26 13

14. Special Education December Count– Use of Data
EDFacts – federal reports
Report on educator effectiveness
Compliance record review
Monitoring
Provide information regarding the fiscal impacts of the numbers
Indicator reporting
Public reporting
Legislature requests
Research requests
Consultant analysis to support technical assistance needs in the state 14

15. Teacher Student Data Link –Snapshot Details
Overview: Capture the data from the TSDL interchange in each course instructed during the reported school year and combine with other data within the warehouse that enables districts to utilize a comprehensive data report. For additional information:
Legislation: Commissioner Duties- reviewing the content of educator preparation programs in Colorado, C.R.S ( p-q); Monitoring of Written Evaluation System, C.R.S ( 1.5) ( a-b); Rules for administration of a statewide system to evaluate the effectiveness of licensed personnel employed by school districts and boards of cooperative services1 CCR (6.04) (i), (A), (C) (2) (b, d, and e), and (C) (3) (a); and Student Performance by Course Level, C.R.S ( I-II). 15

16. Teacher Student Data Link – Uses of Data
EDFacts
Civil Rights Data Collection (CRDC) report for the Office of Civil Rights
Colorado Department of Higher Education
Note, the staff interchange is only used for business rule reference in TSDL 16

17. Data Accuracy Concerns
Review, Review and Review BEFORE Accepting!
Business Rules do not catch all incorrect data
Cognos Reports are built to assist districts with reviewing their data BEFORE it is published online
Not seeing something that would be helpful? Please let me know
Media, Parents, Researchers all use this data
Advocates and legislators also use this data
Again, review all data reports before accepting!

18. Timeline

19. Staff Interchange Timeline
Staff Interchange open September 1st
Remains open throughout year
Data from interchange files used for:
Human Resources Snapshot (once finalized, data is locked)
Special Education December Count (once finalized, data is locked)
Teacher Student Data Link Snapshot (once finalized, data is locked)
Interchange remains open until all 3 snapshots are finalized for the year

20. Human Resources Timeline
November 3rd
Snapshot Opens
November 17th
Must have both interchange files uploaded at least once
December 1st
Official Count Date
December 8th
Must create snapshot at least once
December 15th
Interchange files error free
January 19th
Create snapshot at least twice overall
Jan 19th- 26th
Review Special Education Report
February 2nd
All errors resolved (interchange and snapshot)
Feb 2nd- 16th
Review reports for accuracy
February 16th
Snapshot must be finalized

21. Special Education December Count Timeline
November 3rd
Snapshot Opens
November 17th
Must have all interchange files uploaded at least once
December 1st
Official Count Date
December 8th
Must create snapshot at least once
December 15th
Interchange files error free
January 19th
All errors resolved (interchange and snapshot)
Jan 19th- 26th
Review Staff and Student Reports
January 26th
Validity Certification Reports due
Jan 26th – Feb 9th
Student Duplication Process
February 16th
Snapshot must be finalized 21

22. Timeline - Resources
Please reference detailed timelines online- much more information provided
Human Resources Timeline:
Special Education December Count Timeline: 22

23. Timeline - Highlights December 15th – Interchange files error free
Start early! Staff Interchange is open and files can be uploaded multiple times throughout process
December 15th – Interchange files error free
Earlier than in previous years to assist with snapshot overall process
These are the basic rules- are the codes valid, are all records included, etc.?
January 20th – 26th – Review week
Districts MUST REVIEW Special Education Staff Report (Cognos)
AUs review reports in detail and make any data corrections deemed necessary 23

24. Staff Profile
Updates 24

25. Staff Profile: Updates
Removed Fields:
Staff’s Middle Name
Ending (end) Date at School District
Educator Preparation Program
Updated Definition:
Teacher Probationary Status - The probationary status of the teacher as defined in district/BOCES policy. The local policy should be compliant with Senate Bill (Note: Required for All Teachers; job class codes between 201 and 206). (Note: Required for All Teachers; job class codes between 201 and 206).

26. Staff Profile: Evaluation Ratings
Teacher/SSP Overall Performance Evaluation Rating AND Quality Standards 1 -6 required for:
Specialized Service Professionals (job class codes: 211, 231, 233, 234, 235, 236, 237, 238, and 242)
Librarians (job class code 216)
Teachers (job class codes 201 through 206)
New job class codes 222- Reading Interventionist and 223- Math Interventionist
Principal Overall Performance Evaluation Rating AND Quality Standards 1-7 are required for:
Principals and Assistant Principals (job class codes 105 and 106) 26

27. Staff Assignment
Updates 27

28. Staff Assignment: Updates
Field Names Updated:
Passed Colorado State Board of Education Approved Elementary Or Early Childhood Core Content Test
Passed Colorado State Board of Education Approved Secondary Core Content Test In Teaching Area
Removed fields:
Passed HOUSSE Provision
Highly Qualified for Assignment

29. Staff Assignment: Code Updates
New job class codes:
222 = Reading Interventionist
223 = Math Interventionist
Updated job class code 241:
Removed codes:
Job class code 413 (Speech-Language Paraprofessional)
Employment Status code 24 (Other)
Speech-Language Pathology Assistant
The speech-language pathology assistant (SLPA) serves as a member of an educational team, and holds an authorization by CDE to perform tasks prescribed, directed, and supervised by a certified speech-language pathologist (SLP), in implementing services for children/students with speech, language, cognitive, voice, oral-muscular, augmentative/alternative communication disorders, and hearing impairments in accordance with 1CCR , 4.11. 29

30. General Updates 30

31. Highly Qualified Status
No longer required as it was under No Child Left Behind
Continuing to collect data elements that might be needed for Every Student Succeeds Acts (ESSA) requirements
ESSA requirements are currently being determined and will be implemented for reporting
More information will be provided when available 31

32. Business Rules
Not all business rules worked correctly last year which has been corrected
All fields, except ‘End Date of Assignment’ cannot be blank
Evaluation fields must be reported
If Overall Rating is reported then the Quality Standard Ratings must also be reported 32

33. Additional Information33

34. Trainings General Trainings:
Tuesday, September 13th from 11:00 to 12:00 pm
Tuesday, September 27th from 10 to 11 am
Tuesday, October 25th from 1 – 2 pm
Q and A sessions: Please send any questions prior if possible- that way we can be fully prepared to help
Thursday, December 1st from 2:30 to 4
Tuesday, December 13th from 1 to 2:30 pm
Webinar URL:
Webinar Phone: 34

35. We realize the Staff Interchange/HR Snapshot/Dec Count Snapshot can all take considerable effort & time, just remember… 35

36. Resources Staff Interchange information:
Annette Severson: (also HR)
Kristi Gleason: (also Dec Count)
Human Resources Snapshot information:
Special Education December Count Snapshot information:
Additional Contacts: Lindsey Heitman: and Orla Bolger: 36

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