STAFF DATABASE: CHANGES

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STAFF DATABASECHANGES REPORTING2008-09
Presenter Teresa R. Sancho
JUNE 2008 Florida Department of Education
Information Database Workshop
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AGENDA

• Survey Dates
• Database Changes
• Reporting Clarifications Reminders
• Resources /Contact Information

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2008-09 STAFF SURVEY DATES
Survey 6 Due August 29, 2008 Survey date is
August 29, 2008 (State processing August 29 -
September 3, 2008) Survey 2 Due October 31,
2008 Survey week is October 13-17,
2008 (State processing October 20 - November
14, 2008) Survey 3 Due February 27,
2009 Survey week is February 9-13,
2009 (State processing February 16 - March 13,
2009) Survey 5 Due August 7, 2009 (State
processing August 3 - September 4, 2009)
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REVIEW of 2008-09 DATABASE CHANGES

• New Staff Survey Period Survey 6
• Staff format required Staff Demographic
  Information only
• This new survey period was created in an effort
  to eliminate the separate data collection system
  that is used to populate the Progress Monitoring
  and Reporting Network (PMRN) system in the
  Florida Center for Reading Research. A Staff Demo
  record should be transmitted on all instructional
  staff members EEO lines 21-43 for this survey
  period. Refer to Note 1 on format page for
  Survey 6 reporting
• Required data elements
• District Number / Social Security Number / Survey
  Period Code / Fiscal Year / School Number,
  Primary Home / Employee Name, Legal / Exempt from
  Public Records Law, Employee
• Data for the Staff Number Identifier, Local data
  element will be used if reported.
• Default values will be loaded to the database for
  non-required data elements on the
• Staff Demo format.

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Definition of CodesOn Data Element pages -
Survey Period SectionThe new symbol O that
you will notice at the bottom of data element
pages beside the survey period it references
stands for OPTIONAL reporting.  That means
information for the particular data element for
that survey period can be reported but is not
necessary to be reported.  Districts can submit
the default data for that field or report the
required information however the data will not
be used in that survey period regardless.Another
symbol that was instituted last year is D for
DEFAULT reporting.  That means for that
particular survey period only report default
data. Data elements with this symbol mostly
means the data to be reported is only valid in a
particular survey period anyway.The last symbol
which most are already familiar with is the X -
which has always meant REQUIRED and accurate
data must be reported in the field.
2008-09 DATABASE CHANGES (contd)
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APPENDIX E Job Code Assignments 52001
RENAMED From Teacher, Educable Mentally
Handicapped TO Teacher, Intellectual
Disabilities 52002  - DELETED  Teacher,
Trainable Mentally Handicapped 52011  -
DELETED  Teacher, Profoundly Mentally
Handicapped 63041 RENAMED From
Supervisor/Coordinator, Educable Mentally
Handicapped TO Supervisor/Coordinator,
Intellectual Disabilities 63042  - DELETED 
Supervisor/Coordinator, Trainable Mentally
Handicapped 63053  - DELETED
Supervisor/Coordinator, Profoundly Mentally
Handicapped
2008-09 DATABASE CHANGES (contd)
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Revised-Renamed Data ElementDEGREE/CREDENTIAL
EARNED Located on the Staff Demographic
Information formatThis data element was
renamed to collect and accommodate credentials
earned belowa Bachelors degree for VPK data
purposes, thus changing the name from Degree
Earned to the above. Although districts may
have already been limiting the reporting of this
data to specific staff, the data element has been
edited to specifically collect for employees
whose Job Code places them on EEO lines
01-43.CODE/DEFINITION C Child Development
Associate (CDA) or CDA Equivalent A
Associates B Bachelors M Masters S
Specialist D Doctorate Z Not
applicable
2008-09 DATABASE CHANGES (contd)
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Revised Data ElementPROFESSIONAL DEVELOPMENT,
PRIMARY PURPOSE Located on the Staff
Professional Development format New codes were
added in response to S.B.E. rule 6A-5.081(2)(d)1
for Staff professional development regarding
leadership development programs. As you can see
by the new codes they reference leadership
development programs under W. Cecil Golden or
District Approved. CODE/DEFINITION A
Add-on Endorsement B Alternate
Certification C Florida Educators
Certificate Renewal D Other Professional
Certificate/License Renewal E Professional
Skill Building F W. Cecil Golden
Professional Development Program for School
Leaders G Approved District Leadership
Development Program
2008-09 DATABASE CHANGES (contd)
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Revised Data Element(s)READING ENDORSEMENT,
COMPETENCIES 1-6 Located on the Staff
Demographic Information format Code C for
CAR-PD on all six of the Reading Endorsement,
Competency data elements was modified to more
accurately define the status of a staff members
stage in the content area reading professional
development. At this point staff members should
have completed the CAR-PD with the exception of
perhaps working on the practicum
portion.CODE/DEFINITION C The
instructional staff member is in the process of
completing the practicum for content area
reading professional development (CAR-PD) or has
completed CAR-PD in its entirety.
2008-09 DATABASE CHANGES (contd)
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Revised Data ElementSALARY SUPPLEMENT TYPE
Located on the Staff Salary Supplements
formatModified definitions for codes H and
X on the data element to align with revisions
to statutory requirements. CODE/DEFINITION
H Florida Excellent Teaching Program
deleted references to portfolio preparation
incentives s. 1012.72, F.S. X MAP
performance pay deleted reference to STAR
performance pay s. 1012.225, F.S.
2008-09 DATABASE CHANGES (contd)
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Revised Data ElementSALARY SUPPLEMENT
TYPE/VALUE Located on the Staff Fiscal Year
Salaries formatModified definition for code
H on the data element to align with revisions
to the statutory requirement. Code X on data
element was already current. CODE/DEFINITION
H Florida Excellent Teaching Program
deleted references to portfolio preparation
incentives s. 1012.72, F.S.
2008-09 DATABASE CHANGES (contd)
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Revised Data ElementSURVEY PERIOD CODE
Located on all Staff reporting formatsAdded
code and definition for the new Survey 6 period.
CODE/DEFINITION 1 July 2 October
3 February 4 June 5 End of Year 6
September
2008-09 DATABASE CHANGES (contd)
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New Data ElementSCHOOL PRINCIPAL CERTIFICATION
PROGRAM Located on the Staff Demographic
Information format new item 34/field
158This data element which is located on the
Staff Demographic Information format was created
to describe the status of a participant in a
district approved School Principal Certification
Program in response to Staff professional
development guidelines. This element applies
only to employees who have been in an approved
district School Principal Certification Program
during the Fiscal Year being reported. It
should be reported in Survey 5 only, and
specifically for employees whose Job Code places
them on EEO lines 01-43. CODE/DEFINITION A
Admitted (entered the program and not withdrawn
during the fiscal year) B Enrolled
(previously entered, still in the program, and
not completed or withdrawn) C Completed
(completed the program this year) D
Withdrawn (exited the program without completing
the program) Z Not applicable/none of the
above
2008-09 DATABASE CHANGES (contd)
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New Local Accountability Data ElementsRACE AND
ETHNICITY The USDOE has finally provided new
race and ethnic reporting guidelines to states
effective the 2009-10 fiscal year. To prepare
districts for collection of the new federal race
and ethnic categories, the Department has
included the new race and ethnic data elements in
the 2008-09 Staff Student Database Manuals for
local implementation. Six (6) New Local
Accountability Data Elements All require Yes
(Y) or No (N) responses Element Name
Ethnicity (Hispanic/Latino origin) Element
Name Race American Indian or Alaska Native
Element Name Race Asian Element Name
Race Black or African American Element
Name Race Native Hawaiian or Other Pacific
Islander Element Name Race White
2008-09 DATABASE CHANGES (contd)
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Revisions Staff Reporting FormatsSTAFF
BENEFITSSTAFF FISCAL YEAR BENEFITS Beginning
with the 2007-08 fiscal year, charter schools
were required to report data for all Staff
reporting formats as do regular schools in the
districts. Therefore language was added to the
format pages above to include charter schools
as a reporting entity. ExampleOn the Staff
Benefits format page under Note 1 wording was
revised as ..each type of benefit the
individual receives from the district or charter
school. Also included under Note 2.On the
Staff Fiscal Year Benefits format page under Note
4 wording was revised as ..up to eleven types
of benefits (and corresponding monetary values)
to which the school district or charter school
contributed.
2008-09 DATABASE CHANGES (contd)
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Edit Revisions Staff Reporting FormatsSTAFF
DEMOGRAPHIC INFORMATIONSTAFF PROFESSIONAL
DEVELOPMENTTEACHER EXIT INTERVIEW With
revisions to (or the creation of) data elements
there will always be changes to the edit manuals
of the database for the affected Staff format.
Changes to edits may also happen if an edit was
found to need fine tuning regardless of a change
to the data element. Therefore, please review
the edit manuals for the Staff reporting formats
noted above for revisions.
2008-09 DATABASE CHANGES (contd)
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Revised Data ElementCERTIFICATION/LICENSURE/QUAL
IFICATION STATUS Located on the Teacher Course
format Student Database Added a new code
(V) for the VPK program to identify the
qualifying status of prekindergarten instructors.
VPK Course numbers 5100580, 5100590
CODE/DEFINITION A .. adjunct teaching
certificate as per s. 1012.57, F.S. B
Substitute teacher. H . qualified status
has been documented pursuant to a (HOUSSE)
plan, as per . I Instructional staff
member certified/licensed in the field being
taught. O .. appointed by the school board
to teach out-of-field under Rule 6A-1.0503, FAC.
M .. teaching in a field that was the
teachers minor field of study, as per s.
1012.42, F.S. S teaching in a field ..
has demonstrated sufficient .. expertise, as per
s. 1012.42, F. S. N Non-certificated ..
possessing expert skill in .. appointed ..
under Rule 6A-1.0502, FAC. V
Prekindergarten instructor certified/licensed to
teach Voluntary Prekindergarten classes per
ss. 1002.63(5), 1002.55(3)(c), and
1002.55(4), F.S.
2008-09 STUDENT DATABASE CHANGES
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Revised Data ElementHIGHLY QUALIFIED TEACHER
STATUS Located on the Teacher Course format
Student Database Modified the definition for
code G to assist districts in where to report
teachers that serve as Support Facilitators.
(Also remember to code such teachers with a code
of N for the Primary Instructor Indicator data
element to be excluded from class size
calculations.) CODE/DEFINITION Y Teacher
meets the definition of Highly Qualified Teacher
for this course. Z Course is not considered
a core academic subject. Teacher does not meet
the definition .. and fits in the following
category. A Elementary school classes taught
by certified general .. B Elementary
school classes taught by certified special
education .. C Elementary school classes
taught by teachers who are not fully certified.
.. D Secondary school classes taught by
certified general .. E Secondary school
classes taught by certified special education ..
G Other (An academic core course taught by a
teacher who does not meet the definition of a
Highly Qualified Teacher .. for any
reason other than A-E above or who is a Support
Facilitator.)
2008-09 STUDENT DATABASE CHANGES
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Revised APPENDIX RCORE COURSES FOR NCLB (Highly
Qualified Teacher) Located in the Student
Database Appendices Due to the elimination of
courses for teachers identified as teaching
self-contained subjects at the elementary level
(K-5) from the Course Code Directory such courses
were also deleted from the Appendix as valid core
courses. KG 05 Course Numbers that begin
with Subject Area 5001 Art Visual Arts
5007 Foreign Languages 5010 Language Arts
(includes Drama Theatre Arts) 5012
Mathematics 5013 Music 5020 Science 5021
Social Studies Below Courses for KG - 05
DELETED 5100 Graded, Self Contained -
Kindergarten through Fifth Grade (Except 5100520,
5100530, 5100560, 5100570, 5100580 and 5100590)
5200 Ungraded Elementary (Except for 5200000
and 5200500)
2008-09 STUDENT DATABASE CHANGES
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Edit Revisions Student Reporting
FormatsTEACHER COURSE With revisions to (or
the creation of) data elements there will always
be changes to the edit manuals of the database
for the affected Student format. Changes to
edits may also happen if an edit was found to
need fine tuning regardless of a change to the
data element. Therefore, please review the edit
manuals for the Student reporting formats noted
above for revisions.
2008-09 STUDENT DATABASE CHANGES
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Staff Experience FormatData Element
Experience TypeA code to identify each type of
professional experience for instructional and
instructional administrative employees (excluding
substitute teachers). CODE DEFINITION C
Service to the district in current job code
assignment D Teaching in current district
A Administration in education M Military
Service F Teaching in Florida public schools
S Teaching in Florida nonpublic schools P
Teaching in out-of-state public schools N
Teaching in out-of-state nonpublic schools The
Staff Experience format page reads in Note 2
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.
REPORTING CLARIFICATIONS
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Staff Experience FormatData Element
Experience LengthSo what happens when you send
an experience type that does not apply and zero
fill it?Review the Note 3 on the Staff
Experience format page3. 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, only to go back and
enter the number of years for the codes that the
staff member does have experience in, you are
over populating your Experience data. For all
those codes left with zeros, you are indicating
to us that staff members are in their first year
of experience.
REPORTING CLARIFICATIONS (contd)
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Staff Experience FormatData Elements
Experience Type/Experience LengthJust recently
several aspects of teacher data were reviewed as
part of the Assignment of Teachers legislation.
For one of the aspects, first year teachers,
(which was pulled from the Staff Experience
format) it was found that many districts had
erroneously reported data for their first year
teachers while some were found to have reported
no first year teachers at all.In the review
process with districts in this area it was found
that some were only reporting Experience Type C
for a first year teacher, (or rather just codes C
and D) instead of reporting all of the Experience
Type codes that apply to the individual such as
codes C, D, and F. The method the Department
uses to identify first year teachers is to query
on Experience Types F, S, P and N and sum the
Experience Lengths. The total should equal 0.
REPORTING CLARIFICATIONS (contd)
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Staff Experience FormatData Elements
Experience Type/Experience LengthGoing further
with the issue of erroneously sending all
experience types with a length of 00 is that
there is no default code for these data
elements.  There is no default code because
districts should only send a record for the
Experience Type that applies to the Staff
member.The DOE should not get codes C, D, A, M,
F, S, P, N for every instructional administrator
or instructional staff person you have showing
experience in that area as 00.  If that is what
you are doing then whenever we pull a Staff
Experience code with Experience Length of 00
that tells us that the staff member is in the
first year of that experience type.  That is
not what you mean when you report that for all
instructional staff.
REPORTING CLARIFICATIONS (contd)
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Examples of Staff Experience reporting1 A
principal has six years military experience,
taught for three years in a private school,
taught for three years in this school district
prior to becoming a principal for which he has
two years of experience.  This principal should
have 6 Staff Experience records sent  Code
C with Experience Length 02 for experience in his
current position as a principal Code D with
Exp Len 03 for the number of years he has
teaching experience in this district Code A
with Exp Len 02 for experience as an
administrator (principal) Code M with Exp Len
06 for military experienceCode F with Exp Len
03 for the years he taught in a public school
and Code S with Exp Len 03 for teaching in a FL
private school.The DOE should not receive
records for Codes P or N for this principal
because they do not apply.  To send Codes P and N
with 00 Exp Len means he is in his first of year
of experience for those codes which would not be
true.
REPORTING CLARIFICATIONS (contd)
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Examples of Staff Experience reporting 2 A
teacher taught five years in Illinois and is new
to teaching in Florida this year (2008-09).  The
district should send 4 Staff Experience
recordsCode C with Experience Length 00 for
experience in her current teaching position
Code D with Exp Len 00 for the number of years
she has teaching in this district Code F with
Exp Len 00 for the years she has teaching in a
FL public school and Code P with Exp Len 05
for years of teaching in an out-of-state public
school.Those are the only codes that should be
sent to the DOE for this teacher.  Is this her
first year teaching in Florida yes!  Is she a
first year teacher NO! Why, because she already
has teaching experience having taught in
Illinois.  A first year teacher is one who has
never taught anywhere before. When the DOE
looks for first year teachers we query on Exp
codes F, S, P , N and sum them the total must
0 to be a first year teacher.
REPORTING CLARIFICATIONS (contd)
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REPORTING REMINDERS

• DATABASE PROCESSING CYCLES
• Initials, Batches, and Reports for Request
• When a survey period is active the timing of
  processing is as such

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STAFF DEMOGRAPHIC INFORMATIONSTAFF PAYROLL
INFORMATIONFor Survey Periods 2 and 3Please
remember after the close of the state processing
period 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), will be deleted from the
Data Base. Please refer to the following edits
for more information Staff Demographic edit
30 Staff Payroll edit 50The presence of a
Staff Demographic record and a Staff Payroll
record validates an employee for those reporting
periods.
REPORTING REMINDERS (contd)
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RESOURCES
THE DOE AUTOMATED STAFF INFORMATION
DATABASE Reporting Formats, Data Elements, Edits
and Appendices are available on the DOE website
at http//www.fldoe.org/eias/dataweb/staff_0809.
asp
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CONTACT INFORMATION
Teresa Railey Sancho Phone (850)
245-9075 Email Teresa.Sancho_at_fldoe.org
Main Office Phone [phone]
West Gaines Street, Room 852 Tallahassee,
Florida 32399-0400
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QUESTIONS