Transcript Human Resources Collection The BASICS! Topics  Resources  ADE Website  Creating a File.

Human Resources Collection
The BASICS!
Topics
 Resources
 ADE Website
 Creating a File
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
ADE Website Review
https://cdeapps.cde.state.co.us/
ADE Website Review
https://cdeapps.cde.state.co.us/
https://cdeapps.cde.state.co.us/ade_news.htm#human
ADE Website Review (cont)
https://cdeapps.cde.state.co.us/
https://cdeapps.cde.state.co.us/doc_toc.htm#human
ADE Website Review
https://cdeapps.cde.state.co.us/
For data submissions.
Will have to log in:
Creating a File
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
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.
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.
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
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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
FTE Calculation
 Full Time Equivalence (F.T.E.) is calculated individually within
their job class category by:
(Contract Days) x (Hours/Day)
(Mode Contract Days) x (Mode Hours/Day)
 Each job class category has a mode contract days and mode
hours/day based on the submitted data at the district level
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
8 * 160 = 1280
= 0.8438
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
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
Creating a File in Excel (cont)
Change the column width to match the number of bytes
indicated in the file layout for both files:
December Human Resource Header File Layout:
Field Name
No. of
Bytes
Field
Type
Start
End
Position Position
School District Code
4
Code
1
4
SSN
9
Num
5
13
District/BOCES Code
SSN
First Name
Middle Name
Last/Surname
tenure
Years Prinical at any school
Passed Paraprofessional Test
Subject Area of Degree
Subject Area of Degree
Subject Area of Degree
Reason (Left the School district)
Ending Date at School District
Beginning Date at School
District
Yrs Prior Teach Exp Instate
Yrs Prior Teach Exp Out-State
Yrs Ed Exp Instate
Yrs Ed Exp Out-State
Institution or State code
School District Code of
Residence
Highest Level of Education
Birth Date
Race/Ethnicity
Gender
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
Years Principal at this school
Grade Level-Infant
Grade Level-PreK
Grade Level-K
Grade Level-1st
Grade Level-2nd
Grade Level-3rd
Grade Level-4th
Grade Level-5th
Grade Level-6th
Grade Level-7th
Grade Level-8th
Grade Level-9th
Grade Level-10th
Grade Level-11th
Grade Level-12th
Grade Level-PG
24 Semester Hours
Number of Classes Taught in
Passed Elem/EC Content Test
State Core Content Test Admin
Grant/Project Funding Source
Administrator Area
Teaching Subject Area
Job Classification Code
Base Salary of Wage
Hourly Rate of Pay
Hours Worked per Day
Number of Contract Days
Employment Status Code
School Building Code
SSN
District/BOCES Code
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
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)
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)
Saving Excel File (cont)
You will get 2 excel error messages -both are OK!
First, you will need to click OK:
Second, you will need to click YES:
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Saving Files for Submission
 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
TO
Collection Process Overview
Submit
Edits
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Review
Process Overview
Submit
Edits
Review
• District submits data on all staff
• Uses ADE (https://cdeapps.cde.state.co.us/)
• Preliminary Edits-checks file length
• 1st Level Edits- checks validity of codes
• 2nd Level Edits- checks for data accuracy between fields
• Districts Review Data Summary Reports
• Districts Review Special Ed Staff Report
• Approves once all accurate!
Submitting Data
Log into the ADE System for the Human Resources Data
Collection:
Click Yes to Confirm Choice
Submit
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
Submit New Data File
Return to Login Screen
Click the Submit New Data File button to begin the file
submission process
Submit
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
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.
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
Edits
Reading Error Reportspreliminary
 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
Edits
Reading Error Reports1st 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
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
Edits
Reading Error Reports2nd 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)
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
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
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
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
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
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.
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.
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 -8666888)
Edits
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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
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 3 rd
 If changes are needed in Special Ed File, contact your Admin Unit
ASAP. No changes are accepted after January 9 th !
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
Review
Reviewing the
Data Summary Report
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
Review
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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)
Review
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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
Review
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Data Summary Reports For Regular Ed HR
(Cont)
 Summary of Gender and Ethnic by District: Number of People By
Assignment
 Breaks down the number of people by assignment for race and gender
 Provides district totals of staff for regular education
Review
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Data Summary Reports For Regular Ed HR
(Cont)
 Highly Qualified Teacher Computation
 Reports the HQ status of the teachers required to be HQ according to
NCLB at the time of submission
 Instructional Paraprofessional Computation
 HQ status of Title I Paraprofessionals
Review
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Data Summary Reports For Regular Ed HR
(Cont)
 Library Classification: Computation Table
 Review of the librarians reported and their qualifications as a librarian
 Report provides name and SSN of the librarians and library assistants in
each school reported
Review
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Reject Data File
When data is inaccurate in Data Summary Report - Reject
the File to resubmit
Colorado Department of Education
Automated Data Exchange Approve/Reject Data
2011-2012 Human Resources Data Collection Status
hd9999.24ab
Last File Submitted:
Date File Submitted: Tuesday, January 15, 2012
File Submitted By: aseverson
File Status: Passed edit check - waiting
for org unit approval
Approve
Reject
Return to Main Menu
Review
•Resubmit data file
•Complete Data Process
(same as before)
•Correct data in file prior to
resubmission
Finalizing Data
 Due: Monday, March 4th
Approve Data File
Colorado Department of Education
Automated Data Exchange Approve/Reject Data
2011-2012 Human Resources Data Collection Status
•Download Final Data
Summary Report
•Send signed Signature
Sheet
Last File Submitted:
Date File Submitted:
File Submitted By:
File Status:
Approve
hd9999.24ab
Tuesday, January 15, 2012
aseverson
Passed edit check - waiting
for org unit approval
Reject
Return to Main Menu
Signature Sheet
 Located at the end of the Data Summary Report in the REG HR,
once the ‘Approval’ button has been pushed
 Required for officially finalizing the collection data for your
district
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Signature Sheet (cont)
 Only send in the FINAL copy -will have FINAL displayed
in document
 Only send in the actual Signature Sheet -not entire
Data Summary Report
 Fax to Annette Severson at (303) 866 -6888
 Once faxed, the HR collection is finalized!
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Where can I find out more information?
 By contacting Annette Severson
 [email protected]
 303-866-6824
THANK YOU!
Annette Severson