Staff & Educator¶
- Staff & Educator
- Should these folks be included in submissions?:
- DC#04 reporting instructions do not seem to classify Child Care workers, nor after school teachers (who are not required to be State certified or have a State teacher ID #).
- Whatever field works best in the EmpOrgID field for a staff member, should it be unified across all reports?
- Should the "bucket" educators like Virtual Vermont Educator be submitted as staff in the DC04 data collection?
- Will the following reports error out after submission if they don't have something in the EDUCATORID column? 0_Staff_Identity, 10_EmpOrg, 11_POS and 11a_POS_RoleTable?
- Also, I have all of the actual educator IDs, but what about those in the list that are not class room educators (example - nurses)?
- What do we enter for the POSID (place of service) for employees at the district level, such as superintendent? I am looking for how to code our own employees that aren't associated with students or schools, such as our superintendent.
- Do staff need to enter their legal name in ALiS (Online Licensing System for Educators)? Can they input their preferred name and gender?
- How do I deal with changed staff information? I had a staff record that worked last week, and this week it's not being accepted...
- I get an error message for records in my staff identity file, even though they come back with no error in the staff match file. Why?
- Virtual educators employed by the SU - How do I report teachers designated to teach remotely who have students enrolled in their classes from their own school (Place of Service or POS) and from other schools within the SU?
- Virtual educators not employed by the SU - Should workers that are contracted with our district be reported or only those paid as direct employees?
- I'm having a recurring issue with 03_14b_StaffSectionAssignment regarding Staff VERMONT EDUCATOR, POSTSECONDARY. I am getting this error, intermittently:
- I got the error for course sections with the district staff member (Principal) with a role of 20 (co-teacher of record). I changed the role to 10 (teacher of record) and it worked, but new courses popped up as more and more 20 (co-teacher of record) courses failed. I had to do a blank files upload to clear data. The only error I got was 80 courses* with the error above, shown in bold. Thus, ALL the one additional educatorid failed after working for several submissions.
- Tech Center educators that are teaching in person (that are not identified in the course setting TC) - We have a student who goes full time to a tech center (CTE). We have the student set up as Enrolled Here Receiving Services Elsewhere. Are we required to report?
- How do I make teacher classifications from Ed-Fi to what the finance uses for accounts management
Should these folks be included in submissions?:¶
- Paraprofessionals
- School Registrars
- Facilities, Acquisition, and Construction
- Bookkeeper
- Secretary
No, please include only those staff members who would require a Vermont educator’s license (classroom teachers, guidance counselors, nurses, principals, superintendents, etc.). View full list here
DC#04 reporting instructions do not seem to classify Child Care workers, nor after school teachers (who are not required to be State certified or have a State teacher ID #).¶
Please include staff members who would require a Vermont educator’s license (classroom teachers, guidance counselors, nurses, principals, superintendents, etc.). View full list here
Whatever field works best in the EmpOrgID field for a staff member, should it be unified across all reports?¶
Yes, the EmpOrgId field needs to be populated (unified) with the same state identifier across all four files. For the POSID field use the same school identifier.
| FILES | EmpOrgID – acceptable state identifiers | POSID – acceptable state identifiers |
|---|---|---|
| 0_Staff_Identity | OPORGID (unified union) OR ADMINORGID (SU) | N/A |
| 10_EmpOrg | OPORGID (unified union) OR ADMINORGID (SU) | N/A |
| 11_POS | OPORGID (unified union) OR ADMINORGID (SU) | ENRORGID (school) |
| 11a_POS_RoleTable | OPORGID (unified union) OR ADMINORGID (SU) | ENRORGID (school) |
Should the "bucket" educators like Virtual Vermont Educator be submitted as staff in the DC04 data collection?¶
Yes. They should be included in 04_0_Staff_Identity. More Information can be found here: 0_Staff_Identity - Data Collection and Reporting Knowledge Base
Will the following reports error out after submission if they don't have something in the EDUCATORID column? 0_Staff_Identity, 10_EmpOrg, 11_POS and 11a_POS_RoleTable?¶
Also, I have all of the actual educator IDs, but what about those in the list that are not class room educators (example - nurses)?¶
Yes, the reports will throw errors. You need to supply the educator id, just as you need to supply the permnumber (student id number) for students. The staff (list) will not have information beyond the 11a Role table. They are staff that we look at for licenses and endorsements. School nurses, for example, have a license. There are also staff like principles that if an organization has teachers teaching courses you are required to list a principle, assistant principle or Career and Technical Center Director. The roles listed will be in the ALIS system and will have an educatorid. They can be submitted through the normal staff match process.
What do we enter for the POSID (place of service) for employees at the district level, such as superintendent? I am looking for how to code our own employees that aren't associated with students or schools, such as our superintendent.¶
The superintendent and others are employed at the supervisory union (example: SU056) and the place of service (POS) is ADMINORGID SU056 (or whatever someone’s SU number is). There are cases for special educator coordinators where the employing org will be SU056 and the place of service will be a split FTE at each of the schools that the person spends time at. These are two examples, for SU level employees, of how to handle coding.
Do staff need to enter their legal name in ALiS (Online Licensing System for Educators)? Can they input their preferred name and gender?¶
An educator should enter their legal name in the ALiS (Online Licensing System for Educators) system. The purpose of this to match up transcripts/test scores and other relevant documentation with the online account. A preferred name could be entered in the “Maiden Names/Other first and last names” field. Gender options include female, male, prefer not to answer and other. An educator may make the selection most appropriate in that field.
How do I deal with changed staff information? I had a staff record that worked last week, and this week it's not being accepted...¶
The names in the SLDS are based upon how they are listed in the online licensing system (ALiS) and are pulled every morning, after educator IDs are assigned to new registrants of ALiS. That data is used to create the Staff Master List which is uploaded into the SLDS between 12 and 1pm.
Typically, changes in staff result from the above process. Staff can go into the licensing system and change their name at any time. You'll need to periodically sync up your data with the staff master list using the staff match data collection process.
If there’s ever a question on name anyone can search the online licensing system.
For this type of situation, a wild card – percent sign (%) – can be used in the last name field.
Anyone can search for an educator’s name by going here - https://alis.edlicensing.vermont.gov/login.aspx - and under “To Search for an Educator” clicking on “click here”
In the next screen enter in last name and perhaps first initial –
And click ‘Search’. This will provide you with how names are listed in the online licensing system.
Please note, this does not provide the educator ID, but will assist with the name so when a Staff Match is run, the SLDS should provide the ID in the output file.
I get an error message for records in my staff identity file, even though they come back with no error in the staff match file. Why?¶
0_Staff_Identity (DC07, DC04, or DC03) data must be an exact match to educator data in ALiS (FNAME, LNAME, DOB, GENDER). 02_0_Staff Match does not have to be an exact match. Staff Match is used to get the EDUCATORID.
Virtual educators employed by the SU - How do I report teachers designated to teach remotely who have students enrolled in their classes from their own school (Place of Service or POS) and from other schools within the SU?¶
Best practice is to report the educator's permnumber (State Assigned Staff ID/EDUCATORID), POSFTE = 1 and 100% RolePercent at the school employing the educator (POS). At the school(s) not employing the educator, but the educator is performing a role of teaching courses virtually/remote, report the educator's permnumber (State Assigned Staff ID/EDUCATORID) an POSFTE = 0 (zero) and 100% RolePercent.
Virtual educators not employed by the SU - Should workers that are contracted with our district be reported or only those paid as direct employees?¶
Best practice is to report the contracted employee using the educator's permnumber (State Assigned Staff ID/EDUCATORID), POSFTE = 0 (zero), 100% RolePercent and EMPSTATNO (Employment status number) = 103.
If information is not available, 9999100, etc. EducatorID numbers can be used for virtual educators, educators who are not licensed in VT, or who are not familiar to the system. POSFTE = 0 (zero), 100% RolePercent and EMPSTATNO (Employment status number) = 103 would also be reported for these virtual educators
I'm having a recurring issue with 03_14b_StaffSectionAssignment regarding Staff VERMONT EDUCATOR, POSTSECONDARY. I am getting this error, intermittently:¶
EDUCATORID, if educatorid =(9999100 or 9999150 or 9999200 or 9999300 or 9999350) then there must be at least one additional educatorid assigned to the coursesection that is not equal to (9999100 or 9999150 or 9999200 or 9999300 or 9999350), U, StaS111
I got the error for course sections with the district staff member (Principal) with a role of 20 (co-teacher of record). I changed the role to 10 (teacher of record) and it worked, but new courses popped up as more and more 20 (co-teacher of record) courses failed. I had to do a blank files upload to clear data. The only error I got was 80 courses* with the error above, shown in bold. Thus, ALL the one additional educatorid failed after working for several submissions.¶
The answer is that the principle should be listed as the role 10 and the virtual educator as the 20. In this case it is the principle that is awarding the credit for the course to the student.
Tech Center educators that are teaching in person (that are not identified in the course setting TC) - We have a student who goes full time to a tech center (CTE). We have the student set up as Enrolled Here Receiving Services Elsewhere. Are we required to report?¶
Within the SU: students enrolled at a public school, using Tech Center (CTE) courses towards graduation, the CTE course needs to be listed in the data collection. If the Tech Center is within the SU, best practice is to report the educator’s permnumber (State Assigned Staff ID/EDUCATORID) and the educator’s POSFTE. Educator’s permnumber is available from the superintendent report or the CTE_Educators list on the EFT site.
If the Tech Center is outside the reporting SU, the TC course still needs to be listed, educator’s permnumber (State Assigned Staff ID/EDUCATORID), POSFTE = 0 (zero), RoleID = 108 (Vocational Teachers), RolePercent = 1 (100%) and EMPSTATNO (Employment status number) = 103 (Contracted position).
Date of birth (DOB) can be used with Staff Match to obtain educator’s information.
Worst case, use the 9999100, etc. EducatorID numbers to populate the fields for the educator teaching the course.
How do I make teacher classifications from Ed-Fi to what the finance uses for accounts management¶
Below is a table that shows this mapping:
| EdFusion RoleID | Ed-Fi Description | Finance Survey Description | Cat ID |
|---|---|---|---|
| 101 | Pre-Kindergarten Teachers | Regular Education PreK Teacher | 101 |
| 102 | Kindergarten Teachers | Kindergarten Teacher | 102 |
| 103 | Elementary Teachers | Regular Education Elementary Teacher 1-6 | 103 |
| 104 | Secondary Teachers | Regular Education Secondary Teacher (Drivers Ed teachers go here) | 104 |
| 108 | Vocational Teachers | Career and Technical Education Teacher | 105 |
| 109 | SPED UNGRADED TEACHERS | Special Education Ungraded Teacher | 106 |
| 110 | ITINERATE UNGRADED TEACHERS | ||
| 111 | Paraprofessionals/Instructional Aides | Paraeducator (Regular Education Function code) | 111 |
| 112 | SPED PARAPROFESSIONALS | Paraeducator (Special Education Function code) | 111 |
| 113 | Elementary Special Educators (Grades 1-6) | SPED Ungraded Teachers who work with only Elem level students? What about PK and K? | |
| 114 | Secondary Special Educators (Grades 7-12) | SPED Ungraded Teachers who work with only Secondary level students? | |
| 201 | Attendance & Social Work Personnel | School Attendance & Social Worker | 201 |
| 202 | Elementary School Counselors | School Guidance Counselor Pre-K through 6 | 202 |
| 203 | Secondary School Counselors | School Guidance Counselor 7-12 (Flexible Pathways coordinators go here) | 203 |
| 204 | Nurses | School Nurse | 204 |
| 205 | Psychological-Speech Pathology-Audiology-Occupational Therapy | School Psychologist | 205 |
| 205 | Psychological-Speech Pathology-Audiology-Occupational Therapy | Education Speech/Language Pathologist | 206 |
| 205 | Psychological-Speech Pathology-Audiology-Occupational Therapy | Audiologist | 207 |
| 205 | Psychological-Speech Pathology-Audiology-Occupational Therapy | Occupational Therapist | 208 |
| 206 | School Administrator | ||
| 207, 304 | All Other Support Staff | ||
| 209 | Nurses Aides | Nurses Aides/Associate School Nurse (Tooth Tutors go here) | 213 |
| 301 | Athletic Directors (dupe with 504, School level maybe?) | Athletic Director | 221 |
| 302 | Audiovisual & Instructional Technology Staff | Education Technologist (Unsure if accurate to place here) | 222 |
| 303 | Title 1 Coordinators | Title 1 Coordinators | 301 |
| 305, 310 | Instr Coordinators and Supervisors to the Staff | Preschool/Prekindergarten Coordinator | 302 |
| 305, 310 | Instr Coordinators and Supervisors to the Staff | Curriculum Coordinators & Title IX Coordinators | 303 |
| 305, 310 | Instr Coordinators and Supervisors to the Staff | ESL Coordinator | 305 |
| 305, 310 | Instr Coordinators and Supervisors to the Staff | Work Study/Work Based Learning Coordinator | 306 |
| 306 | EEE Directors | Early Childhood Special Education Director (EEE) | 304 |
| 307 | Librarians/Media Specialists | School Librarian | 307 |
| 308 | Library/Media Support Staff | School Librarian Support Staff | 308 |
| 309 | Special Education Directors | Special Education Directors | 309 |
| 310 | Instructional Coaches for Educators | Consulting Teacher | 312 |
| 311 | Voc Education and Adult Ed Directors | CTE Education/Adult Education Director | 310 |
| 321 | Enterprise Operations | Enterprise Operations Staff | 601 |
| 331 | Community Services Operations | Community Service Operations Staff | 602 |
| 401 | Superintendent | Superintendent | 501 |
| 402 | Assistant Superintendent | Assistant Superintendent | 502 |
| 403 | LEA Administrative Support Staff | School Clerical Staff (Unsure if accurate to place here) | 212 |
| 403 | LEA Administrative Support Staff | School Registrar (Unsure if accurate to place here) | 211 |
| 421 | Facilities Acquisition and Construction | Facilities Acquisition and Construction Staff | 606 |
| 501 | Principal | Principal | 401 |
| 502 | Assistant Principal | Assistant Principal | 402 |
| 503 | Admin. Assists., Clerical & Secretarial Support Staff (dupe with 701) | SU/SD Clerical Staff | 503 |
| 504 | Athletic Directors (dupe with 301, SU level maybe?) | Athletic Director | 221 |
| 505 | Bookkeeper | Bookkeeper | 504 |
| 505 | Bookkeeper | SU/SD Bookkeeper (Accountants go here) | 510 |
| 601 | Business Managers | Business Manager | 505 |
| 602 | Human Resources Personnel | Human Resources | 506 |
| 603 | Food Service Staff | Food Service | 603 |
| 604 | Maintenance and Security | Maintenance & Security (Crossing Guard go here) | 604 |
| 605 | Student Transportation Staff | Student Transportation | 605 |
| 701 | Admin. Assists., Clerical & Secretarial Support Staff (dupe with 503) | SU/SD Clerical Staff | 503 |
| 702 | In-service Training Staff, non-instructional personnel | In-Service Training for Non-Instructional Staff | 311 |
| 703 | Planning, Research, & Development Staff | Planning, Research & Development Staff | 509 |
| 704 | Statistical, Data Processing & IT Staff | School IT Director/Manager (not the same as SU/SD IT Support Staff) | 404 |
| 704 | Statistical, Data Processing & IT Staff | School IT Support Staff | 405 |
| 704 | Statistical, Data Processing & IT Staff | SU/SD IT Director (Data Managers go here, not with SU/SD IT Support, 508) | 507 |
| 704 | Statistical, Data Processing & IT Staff | SU/SD IT Support Staff (Data Managers go under 507) | 508 |
| Student Assistance Program Coordinator | 209 | ||
| Home School Coordinator | 210 | ||
| Behavior Specialist | 214 | ||
| Recreation Therapeutic Specialist | 215 | ||
| Physical Therapist | 216 | ||
| Interpreter | 217 | ||
| Mental Health Counselor | 218 | ||
| Rehabilitation Counselor (Alcohol and Drug Abuse Coordinator) | 219 | ||
| Orientation/Mobility Specialist | 220 | ||
| Behavior Interventionist | 223 | ||
| Reading Interventionist | 224 | ||
| Math Interventionist | 225 | ||
| School Based Clinician | 227 | ||
| Department Head (Afterschool Coordinator and Maintenance Director go here) | 403 | ||
| Community Service Operations Staff | 602 |