School Personnel Number Version

Transcription

1 Purpose The purpose of this data collection is to obtain a SPN Number for personnel submitted on the Certified Employee Report (DOE-CE) and for use in the Learning Connection. Audience This is a required submission for: Public schools (Traditional and Charter) Nonpublic schools (Accredited and Freeway) Non-accredited nonpublic CHOICE schools Collection Year: Table of Contents Purpose... 1 Audience... 1 Collection Year: Instructions... 2 Obtaining SPN s... 2 SPN Lookup... 2 Data Transfer... 2 Collection Phase... 2 Data Layouts and File Formats... 2 END Input File Specifications... 5 SPN Output File Specifications... 5 File Formats... 6 Comma Delimited Format... 6 XML Format... 7 Frequently Asked Questions Document Change History Page # 1

2 Instructions The SPN is an eight Digit number that is assigned by the Indiana Department of Education (IDOE), Office of Data Collection and Reporting that is used to accurately identify a single school employee throughout his/her career within the state of Indiana. Obtaining SPN s There are two ways in the Application Center for obtaining a SPN number, the SPN Lookup and Data Transfer. Similar to the STN Lookup, the SPN Lookup will allow the authorized user to search the SPN database using specific employee demographic data to obtain a SPN number. SPN Lookup: Accessing the SPN Lookup will allow the user to determine the most accurate demographic data for the employee derived from the Certified Employee Report, license data from OELD, SPN Lookup, and also to create a SPN s for new employees. SPN Lookup Detailed instructions on the use of the SPN Lookup can be found in the Application Center under Info Center > Tutorials. The local Student Test Number (STN) Site Administrator must grant the authorized user permission to access the SPN Lookup and the SPN File transfer under Administration > User Security > User Maintenance > Employee Administration. Lookup should be performed using maiden names, legal names or license numbers. When performing a lookup, remember that less is more. A larger list of possible matches will be generated with fewer fields (e.g., Last and First name only) and fewer letters. (Case does not matter: For example, entering Sm will yield the same results as SM.) This will help to eliminate duplicates in the SPN Lookup. A SPN Lookup is required before you will be able to assign a SPN. Data Transfer This allows batch processing of all employees who have been determined to need a SPN for the Certified Employee Report or the Learning Connection. An input file and an output file, both described in this layout, will be available in the selected format. The Status field on the output file does not need to be populated or removed when re-processing the same file. Once a SPN is assigned the employee does not have to be resubmitted. When batch processing is completed, the Data Transfer results found under Data Transfer > File Transfer > SPN will contain results and information on further action needed for processing. The Status field of the output file should have results for every record submitted, review this information for accuracy. Retrieve Data functionality is no longer available or necessary for this collection. Access to SPN Lookup and data transfer will remain open throughout the school year. Collection Phase The required collection phase begins on August 5, 2014 and ends on September 30, During this phase, you will be required to submit a file, resolve any errors and sign-off. Access to SPN Lookup will remain open throughout the school year. This phase will allow you to submit your data and sign-off immediately if there are no failed records in your file. If there are failed records you should correct your file and resubmit it or use the Input form to correct your errors. When using the Input form to correct errors, you will need to click the override button for the last transferred file and then you can sign-off. Data Layouts and File Formats 1 name Description Length Data Specification and SPN 8 What is the State Assigned SPN of the employee? The SPN can be left blank until assigned Blank or assigned SPN A 2 Required : No Employee Last Name 50 What is the employee s legal last name? Allowable Characters: A Z, a z, (apostrophe), / (slash), - (hyphen), and Space B Page # 2

3 3 name Description Length Data Specification and Employee First Name 50 What is the employee s legal first name? Allowable Characters: A Z, a z, (apostrophe), / (slash), - (hyphen), and Space C 4 Employee Middle Name / Middle Initial 50 What is the employee s middle name? Allowable Characters Are: A Z, a z, (apostrophe), / (slash), - (hyphen) Blank or Space = Not Available D 5 E 6 F 7 G Required : No Employee Name Suffix 3 What is the employee s suffix? Allowable Characters Are: A Z, a z Blank or Space = Not Available Required : No Birth Date 10 What is the employee s birth date? Allowable Date Formats: MM/DD/YYYY Where: MM = Month (01 12) DD = Day (01 31) YYYY = Year ( ) Last 4 SSN 4 What are the last four digits of the employee s Social Security Number (SSN)? Allowable Values: Numbers only Examples include Jr, Sr, II, III, etc. Dates will be checked to ensure they are valid calendar dates. Page # 3

4 8 name Description Length Data Specification and Ethnicity/Race 1 Is the employee s Ethnicity Hispanic, or if non-hispanic, what is the race? Allowable Codes: 1 = American Indian/Alaskan Native 2 = Black 3 = Asian 4 = Hispanic Ethnicity and of any race 5 = White 6 = Multiracial (two or more races) 7 = Native Hawaiian or Other Pacific Islander American Indian: A person having origins in any of the original peoples of North America and maintaining cultural identification through tribal affiliation or community recognition. Not of Hispanic Origin. Black: A person having origins in any of the black racial groups in Africa. Not of Hispanic Origin. Asian: A person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent. Examples of areas included are Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand and Vietnam. Not of Hispanic Origin. Hispanic or Latino: A person of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture or origin, regardless of race. White : A person having origins in any of the original peoples of Europe, North Africa or the Middle East. Not of Hispanic Origin. Multiracial: A person having a biological parent who is of a different race than the other biological parent. Native Hawaiian or Other Pacific Islander: A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or Other Pacific Islands. H 9 I 10 J Gender 1 What is the employee s gender? Allowable Codes: F=Female M=Male Local Assigned ID 50 What if any, is the locally assigned identifier for this employee? Allowable Values: Blank or the locally assigned identifier for use by the corporation. No processing will occur on this field. For more information refer to the section on Determining Race and Ethnicity in this document. The ID number should be left justified for Positional File Format. Note: This is not the State Assigned Corporation/School Number Page # 4

5 11 name Description Length Data Specification and 100 What is the address that will be used for contact from the IDOE? Allowable Values: a-z, A-Z, 0-9, periods, and - Commas are not allowed in the address address can be school, corp. or personal address Used only IDOE Required field starting K END Input File Specifications When batch processing is used and completed, the Data Transfer results in the Application Center can be found under Data Transfer > File Transfer > SPN. SPN Output File Specifications 1 name Description Length Data Specification and SPN 8 A 2 B 3 C 4 D 5 E 6 F 7 G 8 H 9 I 10 J 11 K Employee Last Name 50 Employee First Name 50 Employee Middle Name 50 / Middle Initial Employee Name Suffix 3 Birth Date 10 Last 4 SSN 4 Ethnicity 1 Gender 1 Local Assigned ID 50 Values returned will be same information from the Input File, field Values returned will be the same information from the input file. Page # 5

6 12 name Description Length Data Specification and Status 1 Status of the record: Returned Values: Returned values will be contained in this field from the downloaded SPN file submission. P=Pending. The SPN number was matched but possible duplicate SPN S exist using the Similarity Index. Follow the link on the file transfer page to resolve possible duplicates. Similarity Index: In order to accurately identify personnel who have already been assigned a SPN, data are used to determine the similarity of two SPN records. U = Updated. The SPN was used to update the information in the database, the SPN number included in the input file and not more than one part of the name (first or last) was changed at one time. N = New. This is a new SPN number that was created, no records were found with a high enough similarity index. E = Existing. The SPN number was matched exactly (record with a 95% match or better) to an existing record and the existing SPN was returned. This also applies to the situation where a manual review ended with an existing SPN being selected. L - (dash) = No action taken. SPN number was included in the file and it is identical to the information in the database, no update was needed and no lookup occurred. X= Error. This is an error. The information has not been filled in because either the record is invalid or not reviewed for possible duplicate. File Formats The following section contains example data files in the allowed comma delimited, positional, and XML formats. Comma Delimited Format ,COLEMAN,JACOB,C,Jr,01/08/1954,8936,2,F,JCJ ,jcoleman@aschool.something Page # 6

7 XML Format <XIF_SPNData> <SchoolPersonnel SPN=""> <Name Last="Burns" First="Larry" Middle="" Suffix="" SSNLastFour="1234"/> <Demographics Gender="M" Ethnicity="1"/> <Birth Date="04/14/1930"/> <Contact "/> <ID CorpIdentifier= JCJ / </SchoolPersonnel> </XIF_SPNData> Assigning User Access Permissions Permissions to access the SPN Lookup and the SPN File Transfer are currently applied to users that are assigned to the Employee Administration group in the Application Center. Those permissions are assigned by your corporation s STN Site Administrator. In the past, this Employee Administration permission has been granted to individuals in your corporation who access the DOE-CE (Certified Employee) and DOE-CP (Certified Position) reports. An additional role has been created for SPN: Employee Read Only. Please note the differences in permission allowances and assign to your staff as appropriate: Employee Administration privilege will grant the user permission to transfer files for CE/CP and SPN and all functions related to managing data collection in the Application Center. Employee Read Only will grant the user permission to SPN Lookup. Downloading SPN Data Permission to access the download files should be assigned to appropriate staff by the STN Site Administrator under Administration > User Maintenance > Employee Administration. Data transferred to the Application Center under File Transfer > SPN will generate an output file that can be downloaded. Click on the Download button in the selected Data Transfer results of the SPN file type. The results can also be found under Data Verification > Data Transfer Log. This downloaded file will contain the SPN in field 1 and the Status codes in field 10. Determining Race and Ethnicity Though not an exhaustive list, the following chart may help in connecting geographic/national origin with a race: If an individual considers him- or herself to be:..or comes from one of the following countries or regions:..and assuming single-race, the individual may be identified as: European American Northern Europe such as Britain (Scotland, Ireland, Wales), Denmark, Estonia, Finland, Iceland, Latvia, Lithuania, Norway, Sweden Western Europe such as Belgium, France, Holland, Luxembourg Central Europe such as Austria, Czech Republic, Germany, Hungary, Poland, Slovakia, Switzerland Eastern Europe such as Belarus, Bulgaria, Romania, Russia, Ukraine Southern Europe such as Bosnia, Catalonia, Croatia, Cyprus, Greece, Italy, Macedonia, Malta, Montenegro, Portugal, Serbia, Slovenia, Spain Other such as Caucasus, Armenia, Georgia, Azerbaijan White: A person having origins in any of the original peoples of Europe, North Africa, or the Middle East Middle Eastern American Afghanistan, Egypt, Israel, Iraq, Jordan, Lebanon, Palestine, Saudi Arabia, Syria, Turkey, Yemen White: A person having origins in any of the original peoples of Europe, North Africa, or the Middle East North African American Algeria, Egypt, Morocco White: A person having origins in any of the original peoples of Europe, North Africa, or the Middle East Black, African American, Afro- American Bahamas, Barbados, Botswana, Ethiopia, Haiti, Jamaica, Liberia, Madagascar, Mozambique, Black: A person having origins in any of the black racial groups in Africa Page # 7

8 Asian American Pacific Islander Namibia, Nigeria, Nigriti, South Africa, Sudan, Tobago, Trinidad, West Indies, Zaire Asian Indian, Bangladesh, Bhutan, Burma, Cambodia, China, Taiwan, Philippines, Indonesia, Japan, Korea, Laos, Malaysia Mongolia, Nepal, Okinawa, Pakistan, Singapore, Sri Lankan, Thailand, Vietnam, or ancestry groups such as Hmongs, Mongolians, Iwo Jiman, Maldivian Caroline Islands, Fiji, Guam, Hawaiian Islands, Marshall Islands, Papua New Guinea, Polynesia, Samoa, Solomon Islands, Tahiti, Tarawa Islands, Tonga Asian: A person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent.examples of areas included are Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam. Native Hawaiian or Pacific Islander: A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands. Australian or New Zealander not an indigenous person Aborigine, Indigenous Australian, Torres Straits Islander Australia, New Zealand Australia, New Zealand, Torres Straits Islands White: A person having origins in any of the original peoples of Europe, North Africa, or the Middle East Pacific Islander Page # 8

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10 Frequently Asked Questions Reporting 1. Q. I have certified employees hired that have not been reported on the DOE-CE. How do I get an assigned SPN? A. There are two ways to get an SPN assigned. You may use the SPN Lookup and search for the employee (follow step by step instructions on the Learning Connection > Data Collection and Reporting Community > Files and Bookmarks > School Personnel Number.PDF) or transfer a file using SPN Data Layout. Leave the SPN field blank on this input file. Review the transfer results for details on retrieving the download file with assigned SPN's. Once a SPN is assigned the employee does not have to be resubmitted but can remain in the file. 2. Q. Can anyone be assigned an SPN? A. Yes, any employee can be assigned an SPN. First perform a SPN Lookup on this employee to make sure a SPN does not already exist. As with all lookups, you do not have to enter information into all the available boxes. Search by maiden name for teachers who have licenses but have not changed their license. 3. Q. Why would staff not reported on the DOE-CE Certified Employee Report need a SPN number assigned? A. Initially, individuals who hold Indiana teaching or administrative licenses were assigned an SPN. The SPN was used in data collection for the Certified Employee and Certified Positions report, eliminating the use of the SSN. The SPN could be retrieved for reported personnel during the DOE-CE collection or could be obtained by accessing the SPN Lookup in the STN Application Center. Currently the SPN is also being used in the Learning Connection to allow staff with legitimate educational purposes to view or upload student data. This may include staff that do not hold an educator license and should not have been reported on the Certified Employee report, but needs access into the Learning Connection for this purpose. General 1. Q. I performed a SPN Lookup and need to change the last name of the employee. I notice that birth and gender are missing, what should I do? A. Gender, birth and race are only found on employees reported on previous year Certified Employee (DOE-CE) Report. Submit an SPN Lookup file with all the required fields using the assigned SPN or press the edit button to update the information. We do not allow you to change the first and last name at the same time to ensure that the SPN number is correct. Please verify that you have the correct SPN for the employee. 2. Q. How do I find out what my SPN is? A. Individual educators are not expected to know their SPN. Individuals in each district currently responsible for reporting personnel information will follow data layout instructions and have access to School Personnel Number Guides located in Learning Connection for accessing the SPNs for the licensed educators in their district. 3. Q. I am an administrator responsible for reporting personnel data, how do I access the SPN information for personnel in my school? A. Authorized users can access instructions in the Learning Connection > Data Collection and Reporting Community > Files and Bookmarks > School Personnel Number > SPN Lookup Guide. 4. Q. Will my SPN change depending on my role in the school? A. No, the SPN is designed to stay with the individual regardless of their license or employment status. SPNs are unique to an individual and are not reassigned. 5. Q. Is the SPN like the Student Test Number (STN)? A. Yes, the SPN is a unique identifier for personnel just like the STN is a unique ID for students. While the student ID (STN) is assigned by schools, the personnel ID (SPN) is assigned by the IDOE. Tech Tips and Troubleshooting 1. Q. I am ready to report for this school year but do not have SPN under Retrieve Data. When will that be available? A. In the beginning when SPN was created, we provided a file for retrieval so that you could report Certified Employees (DOE-CE). This function is no longer available or necessary. There are two features available for obtaining a SPN number, the SPN Lookup and Data Transfer. Page # 10

11 Document Change History Version Number Change History Updated collection dates Removed File Format Positional file Updated collection dates New this year is that this is a single phase collection where you will submit data, clean-up error(s) and signoff. Start of the School Year Updated collection windows Start of the School Year Changes for posting to Learning Connection Updated collection windows Further clarification on audience Updated collection dates Clarified the audience 11 , NA cannot be used, is required Start of School Year Audience changed Instructions changed Collection Window added changed to allow 0-9 characters. added to output file Status field of the output file layout updated with status code P, pending or possible duplicates to be reviewed Values changed on the output file on status field Length changed on the output file on status field Note added to Locally assigned id Changed XML on to a Contact tag Added to comma delimited file format Purpose includes Learning Connection Instructions changed Race and Ethnicity changed (field 8) Added Reference section on Determining Race and Ethnicity Start of Collection Added Corp assigned ID for corporation use Changed Comma Delimited, Positional and XML Formats to include Corp assigned id New Collection Start of Collection Page # 11