1. Human Resources (HR) Snapshot

2. Agenda General Review Human Resources Snapshot Overview
Updates
Snapshot Process Steps
Reports Guide
Additional Information

3. General Review

4. Glossary of Terms Definition Term Cognos
A type of report in which the user can view applicable reports that are formatted in a user friendly environment
Data Pipeline
A streamlined approach to efficiently move required education information from school districts to the CDE
Interchange
The method of providing data to CDE in which LEA’s may choose from multiple file formats to submit data transactions throughout the year.
LAM
Local Access Manager responsible for assigning the appropriate access to CDE applications
LEA
Local Education Agencies
IdM
Identity Management. A single sign on system, allowing the user to navigate between the applications without entering user ID information a second time.
Snapshot
A date in time when data is pulled from the appropriate interchanges, validated by additional business rules, and approval given that signifies it was accurately reported for a specific point in time by an LEA

5. Website Overview https://www.cde.state.co.us/datapipeline
For Staff Interchange Information
To Log In Pipeline System:
click here
For Human Resources Snapshot Information
Codes – frequently used codes are found here (district codes, school codes, institutes of higher education, etc.)

6. Website Overview - Interchanges
Staff
Deadlines
File Layouts and Field Definitions with Codes
Training
Templates
Business Rules
Additional Resources

7. Screenshot of Staff Profile Layout
Definitions - Every Field Name included in the File Layout will have a corresponding “Definition” listed under the file layout table
We also include any changes in the document at the bottom of it.

8. Website Overview – Snapshots
Human Resources
Deadlines
Training
Business Rules
Additional Links

9. Identity Management Roles
Staff Interchange Roles:
STF~ LEAUSER – upload and modify staff interchange files OR
STF~LEAVIEWER – view (only) staff interchange data
Human Resources Snapshot Roles:
HRD~LEAAPPROVER – Approves, creates, views Snapshot OR
HRD~LEAUSER - creates, views Snapshot OR
HRD~LEAVIEWER- views snapshot

10. 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

11. - Continue until all errors are resolved
Interchange Process
Create/Update Data Files
Upload files in Data File Upload
Review Batch Maintenance
Review Error Reports in Cognos/Pipeline
Correct Data Files in Source System
- Continue until all errors are resolved

12. Human Resources Snapshot Overview

13. What is the Human Resources Snapshot
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. For additional information:
For additional information on legislation and uses:

14. Who is/isn’t included in the HR snapshot?
All general education staff employed as of December 1st
Full or part time
Office/clerical, teachers, principals, administrators, etc.
Excluded:
Substitutes unless they are permanent (90 days or more in the same classroom consecutively)
Temporary workers, such as after school coaches
Special Education staff – they are reported in separate snapshot
Staff not employed December 1st

15. Human Resources Snapshot
HR Snapshot Process
- Once interchange files have no remaining errors:
Staff Profile (error free)
Staff Assignment (error free)
Human Resources Snapshot
No errors
EDIDs in both
Special Ed Flag = 0
Dec 1st Employment

16. Staff Snapshot Criteria
Record must be error free in both Staff Assignment and Staff Profile
Start date is on or prior to December 1st of reporting year
End Date is blank or after December 1st of reporting year
Special Education Assignment Flag is coded 0 (not Special Ed)
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, 25 or 26.
Staff Assignment records are joined with Staff Profile records based on EDID and District Code

17. HR Timeline by Month November 1st: Snapshot Opens
16th: Interchange Files uploaded at least once
December
1st: Official Count Date
14th: Snapshot created at least once
21st: Interchange files error free
January
18th: Snapshot created at least twice
18th – 26th: Review Special Ed data reports and Assist with special education duplication process as needed
February
8th: Snapshot error free
8th – 15th: Review reports
15th: Snapshot must be finalized on or before this date

18. Timeline – Highlights from both snapshots
Start early! Staff Interchange is open and files can be uploaded multiple times throughout process
November 16th – Upload Interchange files at least once
December 21st – Interchange files error free
January 19th – 25th – Review week
Districts MUST REVIEW Special Education Staff Report (Cognos)
Districts and AUs must collaborate to ensure Special Education Staff data is reported accurately and complete
AUs review reports in detail and make any data corrections deemed necessary during this window

19. Updates

20. Staff Profile Updates Removed fields: Updated fields:
“Years of Prior PreK-12 Teaching Experience Out of State”
“Years of Prior PreK-12 Education Experience Out of State”
“Subject Area of Degree 4”
“Subject Area of Degree 5”
Updated fields:
“Years of Prior PreK-12 Teaching Experience In State” to include Teaching Experience In State AND Out of State. Field Name is now “Years of Prior PreK-12 Teaching Experience”
“Years of Prior PreK-12 Education Experience In State” to include Education Experience In State AND Out of State. Field Name is now “Years of Prior PreK-12 Education Experience”

21. Staff Assignment Updates
Removed fields:
“Passed Colorado State Board of Education Approved Elementary Or Early Childhood Core Content Test”
“24 Semester Hours of Secondary Core Content Coursework”
“Passed Colorado State Board of Education Approved Secondary Core Content Test In Teaching Area”
Added fields:
“Demonstrates In-Field Status 1”
“Demonstrates In-Field Status 2”

22. Demonstrates In-Field Status 1
Report the best option for each teacher:
Report 00 (N/A) for all non-teaching staff
Code
Description 01
Subject Area Endorsement on Teaching License 02
Degree (BA or higher) in subject area 03
36 semester credit hours in subject area 04
Passed State Board of Education approved content exam in subject area 06
Highly Qualified via 24 semester hours in subject area 05
None (teacher is out of field)
best

23. Demonstrates In-Field Status 2
Report the next best option for teachers:
Report 00 (N/A) again for all non-teaching staff
Code
Description 00
N/A – no other method applicable 12
Degree (BA or higher) in subject area 13
36 semester credit hours in subject area 14
Passed State Board of Education approved content exam in subject area 16
Highly Qualified via 24 semester hours in subject area 15
None (teacher is out of field)

24. Reporting Combinations
Demonstrates In-Field Status 1
Demonstrates In-Field Status 2
01 (Subject Area Endorsement on Teaching License)
00 (N/A),
12 (Degree),
13 (36 Semester Hours),
14 (Passed Exam) or
16 (HQ via 24 Semester Hours)
02 (Degree, BA or higher)
03 (36 Semester Hours in Subject Area)
04 (Passed Exam in Content Area)
00 (N/A) or
06 (Highly Qualified) via 24 semester hours in subject area)
00 (N/A)
05 (None (teacher is out of field))

25. ESSA In-Field Crosswalk
Provides allowed endorsements for each teaching subject area code
Provides Subject Area of Degree code for each teaching subject area code
Reference list for Human Resources at: infield-crosswalk
More training coming on this topic- Please join November 14th from 2:30 to 3:30
Information provided plus time for Questions

26. Teacher/SSP Overall Evaluation Rating- Edits
Report valid code for teachers and SSPs (job class codes):
Report 00 for all staff not required to be evaluated
Report 00 for contracted staff (employee status code = 23)
201 – General Ed Teacher
231 – Audiologist
202 – Special Ed Teacher
233 – Registered Nurse
206 – Title I Teacher
234 – Occupational Therapist
222 – Reading Interventionist
235 – Physical Therapist
223 – Math Interventionist
236 – Psychologist
216 – Librarian
237 – Social Worker
211 – Counselor

27. Teacher/SSP Overall Evaluation Rating - Codes
Description 00
N/A – to use for staff that are not teachers or SSPs (Job class codes not equal to 201,202, 206, 211, 216, 222, 223, 231, 233, 234, 235, 236, 237, 238, or 242) including contracted employees and preschool only teachers. 01
Highly Effective, or the equivalent, where applicable (e.g., if the district assigns a rating of “highly than satisfactory or “exemplary”) 02
Effective, or the equivalent, if the district uses a different term (e.g., “satisfactory” or “proficient”) 03
Partially Effective, or the equivalent, where applicable (e.g., “’progressing”, “approaching satisfactory”) 04
Ineffective, or the equivalent, if the district uses a different term (e.g. “unsatisfactory”) 05
Not Yet Evaluated – to use with new hired teachers/SSPs that have not yet been formally evaluated 06
Evaluation of teacher/SSP was not conducted in prior year - for a reason other than that the teacher is new. (This code should be used for educators that should have received a rating but could not for a reason such as going on medical leave. Note that usage of this code should be very limited and over-use will cause an error.) 07
No Score – an evaluation was previously conducted, but during the course of a review, grievance, or appeal process (e.g., in the case of an ineffective rating), the district determined that an educator’s rating was not accurate. Additionally, there is not sufficient data to assign the original rating or to change the rating. Thus, the teacher receives a “No Score”.

28. Snapshot Process

29. Prior Steps Identity Management Roles assigned
Districts must have uploaded Staff Interchange files PRIOR to creating the Human Resources Snapshot
Staff Profile
Staff Assignment
File Layouts and Trainings for Interchange is found at:

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

31. Creating Snapshot Steps
Log into Data Pipeline
Click on Staff Profile tab (on the left)
Select ‘Snapshot’ from the expanded list
Enter appropriate search criteria (Human Resources Snapshot/ /Org Code)
Click on Search (green button on bottom)
Select ‘Create Snapshot’
New message should appear: “Snapshot creation triggered and processing. A notification will be sent upon completion.”

32. Pre-Step: Getting to Data Pipeline

33. #1: Logging into Data Pipeline
Username = Address
Password – you created it
If forgotten password, use ‘I forgot my password’

34. #2 and #3: Selecting Staff -> Snapshot

35. #4 and #5: HR Snapshot Screen #5

36. #6 and #7: Creating Snapshot- Screenshot #6

37. Next Steps View Status of HR snapshot
will be sent with status
Status Dashboard screen –shows if processed and # of errors
View Snapshot errors in Cognos or Data Pipeline
Make corrections to staff interchange files
Upload updated staff interchange files
Re-create HR snapshot

38. Status Dashboard Screen
# of Snapshot Record Errors
Y = snapshot successful!
N= snapshot wasn’t taken/no data in snapshot
Date/Time of Snapshot created

39. Cognos Reports
Opens new window
Human Resources

40. Human Resources Reports

41. View Errors – Human Resource Error Detail Report

42. All Reports – Option to View/Open in Excel

43. Viewing Errors in Data Pipeline

44. Edits
Edits are in place to assist with providing most accurate information to CDE which is published, analyzed and reviewed by legislators, federal government, researchers, etc.
Edits should provide adequate information to assist you with determining corrections needed.
All edits along with additional guidance is posted at:

45. Finalizing Steps Once all Errors are resolved in Snapshot…
Review, review, review data reports for accuracy!
If mistakes/misreporting is found, correct files again and create new snapshot
If data reports are all accurate- you may finalize the data by submitting it to CDE (cannot be finalized prior to December 1st)

46. Finalizing Data
Once data is accurate-all reports reviewed and correct…
HR~LEAAPPROVER for district will need to ‘Submit to CDE’
HR Snapshot Status Dashboard ( ):
Submit to CDE

47. Reports Guide

48. All Staff Report (1 of 14)
All staff records as reported in both the Special Education December Count Staff snapshot and Human Resources snapshot
All records, regardless of snapshot errors
Provides AU code (for special education), district code, school code, SSN, EDID, Last Name, First Name, Special Education Status, Job Classification code, Teaching Subject Area, Hours Worked Per Day, Number Contract Days, Hourly Rate of Pay, Base Salary and calculated FTE

49. Average Teacher Salary (2 of 14)
District Average Salary for general education teachers (jobclass code 201 and 206)
Includes only HR snapshot teacher records
Includes Total FTE, Mode Contract Days and Mode Hours Per Day for all teachers

50. Error Reports (3 of 14) Human Resource Error Detail Report
Provides error message with record information
Record may be duplicated for each error/warning message
May download into Excel to sort as appropriate
Human Resources Error Summary Report
Count of each type of error in file
Does not provide detail on which record(s) has each error

51. Reading an Error Report
(3 of 14
continued)
You can choose to see
Errors and Warnings
Just Errors
Just Warnings
A Specific Error
EDIS error – checks Name, Gender, and Date of Birth – all need to match what is in the EDIS system
If there is NO Data next to an error that typically means there are blank rows.
Go back to your file and move all data to the top. Delete several rows after the last row of data.

52. Human Resources Snapshot Records (4 of 14)
Provides records of all captured from staff interchange files
Ensures all staff that should be reported in HR are included
Human Resources Snapshot Records
If a record is missing- Verify:
EDID is in both staff profile & staff assignment file
No error is in record in either staff profile or assignment file (may use Snapshot Records Excluded Due to Errors report for assistance)
Special Ed flag is reported as 0 in staff assignment file
Start date is before December 1st 2017 and End date is either blank or after December 1st 2017

53. Mode Contract Days/Hours per Day by Job Class Category (5 of 14)
Provides Mode Contract Days and Mode Hours per Day by job classification category
Both of these numbers are used to determine FTE
FTE Calculation:
(Contract Days) x (Hours/Day)
(Mode Contract Days) x (Mode Hours/Day)

54. Overall Performance Ratings (6 of 14)
Percentages and head counts of teachers at each rating reported
Percentages and head counts of specialized service professionals (SSPs) at each rating reported
Percentages and head counts of principals at each rating reported

55. Principal Years of Experience Comparison (7 of 14)
For each principal by school; reports:
Principal Years at Any School for current year and prior year
Principal Years at This School for current year and prior year
If principal is new to district/school, prior years would be zero-filled
Review and confirm years of experience is accurately reported:
ANY SCHOOL – reported in the staff profile file
THIS SCHOOL – reported in the staff assignment file

56. Snapshot Records Excluded Due to Profile Errors (8 of 14)
Displays any records that are in the staff interchange but not pulled into the HR snapshot due to interchange errors
Does not display records that simply do not meet criteria to be pulled in the HR snapshot

57. Special Education Staff Report (9 of 14)
For all Special Education staff reported in your district displays:
AU Code, District Code, School Code, SSN, EDID, Last Name, First Name, Middle Name, Job Class Code, Teaching Subject Area, Hours Worked Per Day, Number Contract Days, FTE and Grant Project Fund
Will display records even if errors exist in Special Education December Count snapshot
Review Window is January 19th – 26th. Revisions after this period are not allowed.

58. Staff Summary by School (10 of 14)
Staff Headcounts, FTE and Average Salary by School, Job Category, Job Class Code, Ethnicity/Race, and Gender

59. Staff with FTE below 0.01 or higher than 1.7 (11 of 14)
Report should be blank – no HR092 errors in your file
If not blank, the records are currently causing the error, HR092: “FTE total for each individual must be between 0.01 and Please reference the cognos report "Staff with FTE below 0.01 or higher than 1.7" for additional review.”
For records in this report, ensure the Hours Per Day, Contract Days and Job Class codes are all accurate and not duplicated between multiple records

60. Summary Reports (12 of 14) Summary of Gender by District
Headcount and FTE by Job Classification Category and Gender
Summary of Job Classification by District
Headcount and FTE by Job Classification Category
Summary of Job Classification by School
Summary of Race/Ethnicity by District
Headcount and FTE by Job Classification Category and Race/Ethnicity
Summary of Staff by School

61. Teacher Probationary Status (13 of 14)
Provides percentage of teachers reported as Probationary, Non-Probationary and At-Will in your data file

62. Teacher with Licensure Information (14 of 14)
Provides information for ALL teachers in the HR snapshot by School:
Includes percent low income students and percent minority students
Teacher Identifiers: Name, SSN, School, Teaching Subject Area
Current License name (found in licensure system based on SSN)
Number of Classes Taught (reported by district)
Demonstrates In Field Status 1 and 2 codes

63. Additional Information

64. Resources Staff Interchange: http://www.cde.state.co.us/datapipeline
Human Resources:
Special Education December Count Timeline (if you are submitting the special education staff in the staff interchange):

65. Contact Information
Annette Severson:
Phone:
Fax:
In s or voic messages, please include:
District Code
Error code(s) if applicable
Where assistance is needed; such as ‘files won’t upload’ or ‘getting error HR##’, or ‘what is next’, etc.

66. Thank You for Joining Today!!
Contact: Annette Severson – Human Resources Website: