Human Resources Collection

1. Human Resources Collection The BASICS!

2. Topics • Resources • ADE Website • Creating a File

3. Available Resources for Beginners • ADE Website: https://ade.cde.state.co.us/ • ADE Tutorial/Demonstration: • https://cdeapps.cde.state.co.us/doc_login.htm • Regular Ed HR Documentation: • https://ade.cde.state.co.us/doc_toc.htm#human • Creating a File, definitions, edits, training and updates • Highly Qualified Requirements: • http://www.cde.state.co.us/FedPrograms/tii/a_hqt_dc.asp

4. ADE Website Review https://cdeapps.cde.state.co.us/

5. ADE Website Review https://cdeapps.cde.state.co.us/ https://cdeapps.cde.state.co.us/ade_news.htm#human

6. ADE Website Review (cont) https://cdeapps.cde.state.co.us/ https://cdeapps.cde.state.co.us/doc_toc.htm#human

7. ADE Website Review https://cdeapps.cde.state.co.us/ For data submissions. Will have to log in:

8. Creating a File

9. Data needed for HR Collection • Data Elements and Definitions found in the ADE Documentation- Human Resources • Personnel Form available online with all data elements for individual staff use at in the ADE News and Updates- Human Resources

10. Data needed for HR (cont) • Personnel Info for ALL current regular ed staff as of December 1st 2011 such as: • General Info: SSN, Name, DOB, Gender, and Race/Ethnicity • Job Title • Contracted Days and hours • Salary • School Building(s) • Etc.

11. Data needed for HR (cont) • More detailed info for administrators, teachers, and paraprofessionals such as: • Teaching subject Area • Instructional Area (program area) • Education background-highest level, college, and degree if applicable • Experience: Teaching, Education, In-State and Out of State • Grant/Funding Code-used for Title I status and not required otherwise. • Etc.

12. Title I Teacher Status • Title I Teacher data will be used for the Comparability Report • Title I Teachers will be counted based on the Grant/Funding Source Code of ‘4010’ (5010 and 6010 are also options) • BE SURE TO USE THE ‘4010’ GRANT CODE FOR ANY TEACHER PAID WITH TITLE I FUNDS

13. Full time Equivalent (FTE) • Full time Equivalent (FTE) is calculated using: • Job class code (for job categories) • Hours per day • Contract days • FTE is calculated per record submitted • All Staff has an FTE calculated • Each job class code is categorized into 22 groups • Categories, Mode Contract Days and Mode Hours per Day listed at beginning of Data Summary Report

14. FTE Calculation • Full Time Equivalence (F.T.E.) is calculated individually within their job class category by: • Each job class category has a mode contract days and mode hours/day based on the submitted data at the district level (Contract Days) x (Hours/Day) (Mode Contract Days) x (Mode Hours/Day)

15. FTE Example • Sally is reported with 6 hours/day and 180 contract days. Her job class is 201 • In the Data Summary Report, the mode contract days is 160 and the mode hours/day is 8 for his job class category (Instructional 201-206) • FTE calculated by: 6 * 180 = 1080 = 0.8438 8 * 160 = 1280

16. Collection Files • File A: Staff Header • General information per staff • Only 1 record per staff • File B: Staff Detail • Provides specifics to actual duties and locations • Multiple records per staff allowed • Create files: • Using Excel or Access Directions at: https://cdeapps.cde.state.co.us/doc_toc.htm#human • Using vendor software product

17. Creating a File in Excel • Open Excel and create 2 files • Header • Detail • Use the first row to create headings for your data using the HR file layout found on the web at: https://ade.cde.state.co.us/appendix_b_hd.htm

18. Creating a File in Excel (cont) • Change the column width to match the number of bytes indicated in the file layout for both files:

19. Creating an Excel File- Header File • Add Data to each column for each person • Only 1 record line per staff • Have all entered fields be formatted as text

20. Creating an Excel File- Detail File • More than 1 line allowed per staff • For teachers: if they teach more than 1 subject or teach multiple grade spans (Elementary and Secondary) then at least 2 records are needed • Have all entered fields be formatted as text

21. Creating a file (cont) • Proceed to fill in the information for each regular ed staff personnel in the header file and then the detail file • Can only have 1 header record/employee • Can have multiple detail records per employee • Teachers teaching multiple subjects • Staff members that have more than 1 job title, or work at multiple schools • Save each file periodically in an easily found location (i.e. your desktop)

22. Saving Excel File • Once data is entered, Save both of the files • Delete the column heading row in both files so that it is not submitted with your data • Save the file again as a • Formatted Text (Space delimited) (*.prn) file Choose from the Save as type drop-down menu Formatted Text (Space delimited (*.prn)

23. Saving Excel File (cont) • Second, you will need to click YES: • You will get 2 excel error messages-both are OK! • First, you will need to click OK:

24. Saving Files for Submission TO • Once the file is saved as a .prn file, you will need to find it on your computer and change the names: • From Header.prn TO hd3333.01a • And from Detail.prn TO hd3333.01b

25. Collection Process Overview 25

26. Process Overview

27. Submitting Data • Log into the ADE System for the Human Resources Data Collection: Click Yes to Confirm Choice

28. Return to Login Screen Submitting Data (cont) • After logging into ADE, you will have the option to submit a new data file: Colorado Department of Education Automated Data Exchange Main Menu 2011-2012 Human Resources Data Collection Status Data file has not yet been submitted for this collection • Click the Submit New Data File button to begin the file submission process SubmitNew Data File

29. Edits ADE Edits • Preliminary: • Initial review of file • Ensures the length of the files A and B • 1st Level Checks: • Ensure all fields are entered with valid codes • Ensure all required fields are completed • 2nd level Checks: • Ensures data fields are accurately marked • HQ status for teachers and paraprofessionals

30. Edits ADE Errors and Warnings • All ERRORS must be corrected in order to approve and finalize your data report • Includes HQ status of all teachers.  Please ensure adequate time to resolve issues in HQ Online System.  CDE needs lead time to review records in the Online System – do not wait until the end to address HQ issues. • All WARNINGS should be reviewed and the data associated verified as accurate prior to approval. However, these warnings do not have to be corrected in order to approve.

31. Edits Reading Error Reports • Error report is the ‘Failed Edit Checks’ report in ADE • Fixing 1 error may fix other related errors • First 100 records pertaining to error will be displayed beneath error message

32. Edits Reading Error Reports-preliminary • Either file length is wrong or there is invalid text • Open and review file in textpad (preferred), notepad or wordpad • This view is how CDE receives the data • Check for column headings (need to be deleted) • Check for file length by counting # of bytes

33. Edits Reading Error Reports-1st Level • Check validity of all codes being used • Verify all SSN’s and EDID’s in the Header File are also listed in the Detail File • Verify all SSN’s and EDID’s in the Detail File are also in the Header File

34. Edits 1st level Error examples • Code is invalid • Verify code used is in Code documentation • Data fields are required • Some data fields must be completed. For example: • SSN, EDID, School Code, Name field • Detail record must have corresponding Header record • Staff member is reported in the detail file, but not in the header. • Staff would need to be added in the header file

35. Edits Reading Error Reports-2nd Level • All other edits are listed within this level • Related Field Codes are checked for valid correlations • Many edits regard the required fields for teachers and validity of each coding combination • Teacher is NOT Highly Qualified (Non-HQ Error)

36. Edits Non-HQ Errors • First, be sure the record is coded correctly, fix and resubmit file if necessary: • Social Security Number • Grade Levels • Teaching Subject Area • Highest level of degree • Subject Area of Degree (1-3) • Out-of-State Elementary Test • 24 Semester Hours • Yrs of Teaching Experience (In and Out of State) • Second, if coding is not the issue, use the Highly Qualified Online System to determine next steps: https://cdeapps.cde.state.co.us/hqos/faces/hqos/home.jspx

37. Edits Examples of 2nd Level Edits • “STATE CORE CONTENT TEST ADMINISTERED is blank for teacher with Passed Elementary or Early Childhood Content Test Field marked with a yes.” • This error is for a teacher that has been indicated as passing the test but there is not a valid state code listed within ADE documentation (definitions) • Colorado is NOT a valid state code-this field is for OUT OF STATE Tests

38. Edits Examples of 2nd Level Edits (cont) • “Teachers teaching grades between K-5th AND 7th-12th, must have separate detail records for each grade range.” • Explanation: Teachers in both an Elementary setting (K-5th) and a Secondary setting (7th-12th) must have 2 detail records. 6th grade can be reported in either grade grouping. • Reason: This is due to the different HQ requirements at each level

39. Edits Examples of 2nd Level Edits (cont) • Duplicate Header Records • More than 1 header record is reported for the same SSN- would need to delete extra records • Teaching subject area is required for all teachers • Non-Title I schools can’t report Title I staff • Hours per day must be between 0.5 and 10 • Code 8 hours/day as 0800 in field

40. Edits Reading Warning Report • General warnings • Displays data anomalies • Does Not have to be corrected. However, it is advised all warnings are checked and verified that the data reported is correct. Despite anomalies • Salary warnings • Full time salary is not within the salary range in the Salary Matrix Report

41. Edits Example of A General Warning • WARNING: “Total FTE for the district is either 5% greater or 5% less than the total FTE from last year.” • Explanation: There has either been more or less staff reported by your district since the prior year. This may actually be the case in your district-so it could be ignored. Or- staff were left out unintentionally which would need to be added.

42. Edits Understanding the Salary Warning • The Salary for comparison is computed: • PER RECORD. Example- If there are 2 records for 1 person, each record will be treated individually and not combined. • Using FULL TIME Status. Example- If record is 0.5 FTE, Salary will be doubled for a 1.0 FTE comparison. • The computed salary is compared with the Salary Matrix Report Ranges and warning is generated if they do not match.

43. Edits Salary Matrix Report • Data on report is NOT distributed to any other sources • Data ranges are provided by the contacts • Data can be changed throughout collection by making changes in the paper document and faxing it to Annette Severson (303-866-6888)

44. Review Special Education Report Review Separate File to open and review Generated for all districts that have submitted at least 1 file, regardless HR file submission status (in edits or passed) Lists All special education staff reported by your Administrative Unit in the Special Ed December Count File as working in your district

45. Review Special Education Report Review (cont) • Compare staff reported as Special Ed and their FTE with the staff in your file • Ensure no staff are being reported as full time in BOTH collections. • If this is the case, then changes are needed • Reports available January 3rd • If changes are needed in Special Ed File, contact your Admin Unit ASAP. No changes are accepted after January 9th!

46. Review Corrections to Special Ed Data • To correct: • Lower number of hours (not contract days) in each collection • OR • delete record from either collection-depending upon duties of employee • Changes made will NOT be reflected in report • Report is stagnant and will not change • Must work with your Administrative Unit before January 11th for changes to be completed

47. Review Reviewing the Data Summary Report

48. Review Data Summary Reports For Regular Ed HR • Average Teacher Salary • lists average teacher salary for the entire district • Also lists the sum of the teacher FTE. • Provides the contract days and hours per day for teachers

49. Review Data Summary Reports For Regular Ed HR (Cont) • Mode Contract Days and Hours Per Day by Job Class Category • Lists the mode numbers used for FTE calculations. • Again, the FTE Calculation is: (Contract Days) x (Hours/Day) (Mode Contract Days) x (Mode Hours/Day)

50. Review Data Summary Reports For Regular Ed HR (Cont) • Summary of Job Classifications: By District and By School • # of People By Assignment: • Is NOT a headcount • Based on Assignments reported not on FTE • Each person (1) is divided equally for each assignment-despite FTE at each assignment • FTE by Assignment • Summation of FTE for each assignment/jobclass