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STAFF DATABASE : OVERVIEW of 2009-10 CHANGES

STAFF DATABASE : OVERVIEW of 2009-10 CHANGES. 2009-10 DATABASE CHANGES. List of Staff Reporting FORMATS with changes: Staff Demographic Information Staff Payroll Information List of DATA ELEMENTS with changes: Employment Length Ethnicity Race: American Indian or Alaska Native

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STAFF DATABASE : OVERVIEW of 2009-10 CHANGES

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  1. STAFF DATABASE:OVERVIEW of 2009-10 CHANGES

  2. 2009-10 DATABASE CHANGES List of Staff Reporting FORMATS with changes: • Staff Demographic Information • Staff Payroll Information List of DATA ELEMENTS with changes: • Employment Length • Ethnicity • Race: American Indian or Alaska Native • Race: Asian • Race: Black or African American • Race: Native Hawaiian or Other Pacific Islander • Race: White

  3. 2009-10 DATABASE CHANGES List of Staff Reporting Formats with “EDIT” changes: • Staff Benefits • Staff Demographic Information • Staff Payroll Information • Staff Professional Development List of Staff APPENDICES with changes: • Appendix D – Professional Development

  4. 2009-10 DATABASE CHANGES STAFF DEMOGRAPHIC INFORMATION Format Page – Note #1: • Included language regarding the reporting of contracted employees Although contracted employees are not part of a district’s payroll system, Staff format records are still required to be reported; particularly for instructional personnel. As many districts discovered in Survey 3 2008-09 for every Teacher Course record on the Student Database there should have been a matching record of the employee on the Staff Database. Not exclusively but the least which should be reported is a Staff Demographic with a matching Staff Payroll record in Survey Periods 2 and 3; and matching Staff Demographic and Staff Fiscal Year Salaries records in Survey 5.

  5. 2009-10 DATABASE CHANGES STAFF DEMOGRAPHIC INFORMATION (cont’d): Format Layout: • Beginning with Item #21 modified the layout to include the six new Race data elements where filler was previously.

  6. 2009-10 DATABASE CHANGES STAFF PAYROLL INFORMATION Format Page – Note #1: • Included language regarding the reporting of contracted employees Although contracted employees are not part of a district’s payroll system, Staff format records are still required to be reported; particularly for instructional personnel. As many districts discovered in Survey 3 2008-09 for every Teacher Course record on the Student Database there should have been a matching record of the employee on the Staff Database. Not exclusively but the least which should be reported is a Staff Demographic with a matching Staff Payroll record in Survey Periods 2 and 3; and matching Staff Demographic and Staff Fiscal Year Salaries records in Survey 5.

  7. 2009-10 DATABASE CHANGES DATA ELEMENTS: • Employment Length Revised the definition of the data element to clarify the information to be reported, which is the actual number of months an employee in the position is scheduled to work rather than the period of time that involves the point of employment of an individual for that position.

  8. 2009-10 DATABASE CHANGES DATA ELEMENTS: • Ethnicity • Race: American Indian or Alaska Native • Race: Asian • Race: Black or African American • Race: Native Hawaiian or Other Pacific Islander • Race: White These data elements are now part of required state reporting on the Staff Demographic Information format. [Item numbers 21-26]

  9. 2009-10 DATABASE CHANGES EDITS: • Staff Benefits EDIT #12: This is a new edit created to ensure accurate and quality data reporting on district or charter school contributions for Health and Hospitalization benefits. • Staff Demographic Information EDIT #s 1B, 1C & 1D: Now that the new Ethnicity and Race data elements are required state reporting, edits were created to guide districts on how to report data. All with “Yes or No” response options.

  10. 2009-10 DATABASE CHANGES EDITS: • Staff Demographic Information (cont’d) EDIT #1E: New data quality edit. All district-level employees (that fall on EEO line numbers 1-8) should be reported with a 9001 School Number/Primary Home. That was not found to be the case in many reports generated for analysis. EDIT #37: This is a new edit created to ensure that staff identified as Regular Full-time (Employee Type) have a Staff Benefits record indicating district or charter school’s contribution towards the Florida Retirement System.

  11. 2009-10 DATABASE CHANGES EDITS: • Staff Demographic Information (cont’d) EDIT #38: This is a new edit to guide districts in ensuring that the appropriate teaching experience codes on the Staff Experience format are reported for all classroom teachers with a Staff Demographic record. EDIT #57: A regular update each year modifying the range for valid birth dates for quality data reporting.

  12. 2009-10 DATABASE CHANGES EDITS: • Staff Demographic Information (cont’d) EDIT #59: New edit to ensure staff identified as Regular Full-time (Employee Type) have a Staff Benefits record showing district or charter school contributions for Health and Hospitalization or a Cafeteria Plan. • Staff Payroll Information EDIT #s 33, 34 & 35: Deleted for the 2009-10 reporting year. EDIT #40: This edit was created to ensure quality data reporting in the area of staff salaries.

  13. 2009-10 DATABASE CHANGES EDITS: • Staff Payroll Information (cont’d) EDIT #44: Similar to edit #40 this one guides salary data reporting for instructional personnel. EDIT #53: This edit is a data quality measure where the total benefits contributed per employee should not exceed fifty percent of the employee’s annual salary. EDIT #61: This is another data quality measure to monitor the salary reported for instructional personnel.

  14. 2009-10 DATABASE CHANGES EDITS: • Staff Payroll Information (cont’d) EDIT #65: Similar to edit #61 but for any RF employee. • Staff Professional Development EDIT #12: Modified the edit to include the new category of codes for English Language Learners in the Focus Area of the Component Number.

  15. 2009-10 DATABASE CHANGES APPENDICES: • Appendix D – Professional Development Component Number A new section (700 series) was added to the Focus Area of the Component Number in order to adequately respond to the federal Consolidated State Performance Report (CSPR) for professional development activities among teachers of English Language Learners. The reference to 001-Bilingual Education/ESOL was deleted.

  16. 2009-10 DATABASE CHANGES Teacher Related Changes on the Student Database DATA ELEMENTS: • Highly Qualified Teacher Status Added a new code (“H”) under reasons a teacher is not highly qualified specifically for a Support Facilitator. [Reference to Support Facilitator under code G deleted.]

  17. 2009-10 DATABASE CHANGES Teacher Related Changes on the Student Database (cont’d) EDITS: • Teacher Course EDIT #25: Modified the edit to include the new code (“H”) for Support Facilitator. EDIT #5F: Modified the edit with language that excludes dual enrolled courses focusing on alphanumeric course numbers.

  18. 2009-10 DATABASE CHANGES Teacher Related Changes on the Student Database (cont’d) APPENDICES: • Appendix R – Core Courses for No Child Left Behind (Highly Qualified Teacher) Under Secondary, Grades 6-12 additional social studies courses (prefix 21) were identified as exceptions to being core courses under that subject area.

  19. REPORTING REMINDERS Staff Experience Format:Experience Type (data element)The data element has a code to identify each type of professional experience for instructional and instructional administrative employees. VALID CODES: A, C, D, F, M, N, P, S Reference Note #2 on the Staff Experience format page: Each type of professional experience of the staff member should be submitted. Therefore if, e.g., the “S” code does not apply to that employee do not submit that code at all.

  20. REPORTING REMINDERS Staff Experience Format:Experience Length (data element)Reference Note #3 on the Staff Experience format page:3. An Experience Length of "00" indicates that the employee is in the first year for the indicated Experience Type. So if you are defaulting all Experience Type codes to load for all instructional personnel and administrators with zeros (which is not a good practice), only to go back and enter the number of years for the codes that the staff member does have experience, you are over populating your Experience data. For all codes left with zeros, you are indicating to us the staff member is in the first year of experience.

  21. REPORTING REMINDERS STAFF DEMOGRAPHIC INFORMATIONSTAFF PAYROLL INFORMATIONFor Survey Periods 2 and 3:After the close of state processing for both Surveys 2 and 3, any Staff Demographic record that does not have a matching Staff Payroll record, or vice versa (a Payroll w/no matching Demo), is deleted from the Data Base. The presence of a Staff Demographic record and a Staff Payroll record validates an employee for those reporting periods. Please refer to the following edits for more information: Staff Demographic edit #30 Staff Payroll edit #50

  22. Follow Up Question and Answer Session Submit Questions to dbweias@fldoe.org Or call (850) 245-0400

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