DOE STAFF DATABASE: Overview of 2011-2012 Changes

DOESTAFFDATABASE:Overview of 2011-2012 Changes Presenter: Teresa R. Sancho FAMIS 2011 CONFERENCE Tallahassee, Florida June 2011

2011-2012 STAFF OVERVIEW Following is a summary of revisions for 2011-12 to Staff Reporting: • FORMATS • DATA ELEMENTS • EDITS

2011-2012 STAFF OVERVIEW List of Staff Reporting FORMATS with changes: • Staff Demographic Information • Staff Experience • Staff Fiscal Year Salaries • Teacher Exit Interview

2011-2012 STAFF OVERVIEW List of DATA ELEMENTS with changes: • Contract Status • Pay Frequency • Pay Rate • Personnel Evaluation • Reading Endorsement, Competencies 1-6 • Salary Schedule Pay Lane

2011-2012 STAFF OVERVIEW DATA ELEMENTS with changes (cont’d): • Salary Supplement Type • Salary Supplement Type/Value • Separation from Teaching • Voluntary Separation

2011-2012 STAFF OVERVIEW List of NEWDATA ELEMENTS: • Personnel Evaluation, Instructional Leadership Component • Personnel Evaluation, Instructional Practice Component • Personnel Evaluation, Measures of Student Learning Growth • Personnel Evaluation, Professional and Job Responsibilities Component • Personnel Evaluation, Student Learning Growth Component

2011-2012 STAFF OVERVIEW List of Formats with “EDIT” changes/ additions: • Staff Demographic Information • Edit #s: 22, 2L, 2M, 2N, 2P, 2Q, 2Z • Staff Fiscal Year Salaries • Edit #s: 13, 30, 31, 32, 35, 36, 37, 38, 39, 40 • Staff Payroll Information • Edit #s: 26, 27, 45, 53

2011-2012 STAFF OVERVIEW Formats with “EDIT” changes (cont’d): • Staff Salary Supplements • Edit #s: 5, 51 • Teacher Exit Interview • Edit #s: 7, 8, 9, 10, 16

2011-2012 STAFF CHANGES Following are specific revisions to 2011-12 Staff Reporting FORMATS.

STAFF DEMOGRAPHIC INFORMATION Format Page: Note #8: • Added language to Reading Endorsement Competencies for the newly developed professional development module, Next Generation Content Area Reading – Professional Development [NGCAR-PD]

STAFF EXPERIENCE Format Page: Note #3: • Added language to identify a teacher in his/her first year of teaching and the Experience Type codes that should be submitted

STAFF FISCAL YEAR SALARIES Format Page: Item #18: • Location in Format Layout for new data element “Personnel Evaluation, Instructional Leadership Component” Item #19: • Location in Format Layout for new data element “Personnel Evaluation, Instructional Practice Component”

STAFF FISCAL YEAR SALARIES Format Page (cont’d): Item #20: • Location in Format Layout for new data element “Personnel Evaluation, Measures of Student Learning Growth” Item #21: • Location in Format Layout for new data element “Personnel Evaluation, Professional and Job Responsibilities Component”

STAFF FISCAL YEAR SALARIES Format Page (cont’d): Item #22: • Location in Format Layout for new data element “Personnel Evaluation, Student Learning Growth Component”

TEACHER EXIT INTERVIEW Format Page: Note #1: • Redefined the purpose for data collection of this format to only include those classroom teachers who “voluntarily” leave a teaching position in the district (does not include retirement)

2011-2012 STAFF CHANGES Following are specific revisions to 2011-12 Staff DATA ELEMENTS.

CONTRACT STATUS • Local Accountability Use • Added a new type of contract available for instructional personnel to align with new legislation Senate Bill (SB) - 736 “PC” for Probationary Contract

PAY FREQUENCY • Located on Staff Payroll • Revised the definitions for salaried, hourly and daily employees to focus on the number of pay frequencies scheduled for the job position rather than the number the employee may receive for calculating annualized salaries for that position.

PAY RATE • Located on Staff Payroll • Revised the definitions for salaried, hourly and daily employees to focus on the pay rate for the job position for calculating annualized salaries for that position

PERSONNEL EVALUATION • Located on Staff Payroll & FY Salaries • Revised the definition and codes for this data element to align with new legislation SB-736 • New codes are C, D, E, F and G (deleted codes A & B; revised code Z) • Focus is instructional staff member or school administrator (replacing classroom teacher or school principal)

Personnel Evaluation (cont’d) • Report in Surveys 3 & 5 [Survey 3 – only to report mid-term evaluations for newly hired classroom teachers] The “Race to the Top” session following this presentation will provide more detail on personnel evaluations and other related implications of new legislation from SB-736. • Section 1012.34, Florida Statutes • Section 1012.34(3)(a)2, Florida Statutes

PERSONNEL EVALUATION,Instructional Leadership Component • Located on Fiscal Year Salaries • NEW – created in response to new legislation SB-736 to collect the percent of a school administrator’s evaluation based on instructional leadership • Numerical response • Report in Survey 5 only

PERSONNEL EVALUATION,Instructional Practice Component • Located on Fiscal Year Salaries • NEW – created in response to new legislation SB-736 to collect the percent of an instructional staff member’s evaluation based on instructional practice • Numerical response • Report in Survey 5 only

PERSONNEL EVALUATION,Measures of Student Learning Growth • Located on Fiscal Year Salaries • NEW – created in response to new legislation SB-736 to find which student learning growth is used in the personnel evaluations of classroom teachers or school administrators • Codes A-G, Z provide available responses • Report in Survey 5 only

PERSONNEL EVALUATION,Professional & Job Responsibilities Component • Located on Fiscal Year Salaries • NEW – created in response to new legislation SB-736 to collect the percent of an instructional staff member or school administrator’s evaluation based on professional and job responsibilities • Numerical response • Report in Survey 5 only

PERSONNEL EVALUATION,Student Learning Growth Component • Located on Fiscal Year Salaries • NEW – created in response to new legislation SB-736 to collect the percent of an instructional staff member or school administrator’s evaluation based on student learning growth • Numerical response • Report in Survey 5 only

READING ENDORSEMENT, COMPETENCIES 1-6 • (All Six) Located on Staff Demographic • Added a new code [“G”] to track how teachers who complete the newly developed professional development module Next Generation Content Area Reading – Professional Development [NGCAR-PD] are performing

SALARY SCHEDULE PAY LANE • Located on Staff Payroll • Revised the definition for code “8” [Flat Rate] to include instructional personnel hired on/after July 1, 2011 who can no longer be paid according to a district’s instructional salary schedule • Section 1012.22(1)(c)3, Florida Statutes

SALARY SUPPLEMENT TYPE • Located on Staff Salary Supplements • Added a new code [“Y”] to report staff who receive a bonus based on their advanced degree in area of certification to align with new legislation SB-736 • Salaries no longer include additional pay for advanced degrees as part of base pay effective July 1, 2011. [1012.22.(1)(c)3, F.S.]

SALARY SUPPLEMENT TYPE/VALUE • Located on Fiscal Year Salaries • Added a new code [“Y”] to report staff who receive a bonus based on their advanced degree in area of certification to align with new legislation SB-736 • Salaries no longer include additional pay for advanced degrees as part of base pay effective July 1, 2011. [1012.22.(1)(c)3, F.S.]

SEPARATION from TEACHING • Previously located on Teacher Exit Interview • Deleted data element – no longer applicable for reporting

VOLUNTARY SEPARATION • Located on Teacher Exit Interview • Revised jargon for code “O” from “child-rearing” to “Raising a family” • Deleted codes I, J and N – no longer applicable to this format • Revised definition for code “Z” now that all responses are for voluntary separation

2011-2012 STAFF CHANGES Following are specific revisions to 2011-12 Staff Format EDITS.

STAFF DEMOGRAPHIC INFORMATION All edits pertain to Reading End, Comp 1-6 • Edit #s: 22, 2L, 2M, 2N, 2P, 2Q ►Added code “G” to align with data element change • Edit #2Z: ►New edit to align with data element change

STAFF FISCAL YEAR SALARIES • Edit #13 – Salary Supplement Type • Added code “Y” to align with data element change • Edit #30 – Personnel Evaluation • Revised codes [C-G] to align with data element change

Staff Fiscal Year Salaries (cont’d) • Edit #31 – Personnel Evaluation [PE] • Revised staff categories to align with data element changes and new codes • Edit #32 – PE, Instructional Leadership • New edit to align with new data element • Edit #35 – PE, Instructional Practice • New edit to align with new data element

Staff Fiscal Year Salaries (cont’d) • Edit #36 – PE, Prof & Job Responsibilities • New edit to align with new data element • Edit #37 – PE, Student Learning Growth • New edit to align with new data element • Edit #38 – PE, Measures/Stud Lrng Growth • New edit to align with new data element

Staff Fiscal Year Salaries (cont’d) • Edit #39 – New PE Data Elements/Sch Admin • New edit to check that percentages reported for select PE data elements = 100 percent • Edit #40 – New PE Data Elements/Instruc Staff • New edit to check that percentages reported for select PE data elements = 100 percent

STAFF PAYROLL INFORMATION • Edit #26 – Personnel Evaluation • Revised codes [C-G] to align with data element change • Edit #27 – Personnel Evaluation • Revised staff categories to align with data element changes and new codes

Staff Payroll Information (cont’d) • Edit #45 – Personnel Evaluation • Revised edit to exclude all Substitute teachers • Edit #53 – Employee Type • New edit to check for matching Employee Type on Payroll and Demographic records

STAFF SALARY SUPPLEMENTS • Edit #5 – Salary Supplement Type • Added code “Y” to align with data element change • Edit #51 – Salary Supplement Type “Y” • New edit to check for correct relationship between code “Y” and Pay Lane “8” (reported on Staff Payroll)

TEACHER EXIT INTERVIEW • Edit #7 – Separation from Teaching • Deleted – no longer applicable to format • Edit #8 – Voluntary Separation • Revised codes to align with data element change

Teacher Exit Interview (cont’d) • Edit #9 – Separation from Teaching • Deleted – no longer applicable to format • Edit #10 – Voluntary Separation • Deleted – no longer applicable to format • Edit #16 – Separation from Teaching • Deleted – no longer applicable to format

2011-2012 STAFF CHANGES Following are REPORTING REMINDERS of select data issues.

School Principal Certification Program • Reported on the Staff Demographic format in Survey 5 to describe a participant’s status in a district approved School Principal Certification Program • Has its own coded options 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

Approved District Leadership Development Program • This is oneof the options [code “G’] on the Prof Dev, Primary Purpose data element [which is reported on the Staff Professional Development format in Survey 5] as a main reason for taking professional development. • Districts need to be mindful not to confuse the two. One is an approved district “Principal Certification” program and the other an approved district “Leadership Development” program.

EMPLOYEE TYPE • Located on the Staff Demographic and Staff Payroll formats • New edit #53 on Staff Payroll • Data request revealed about 1,000 records discrepancy state-wide where Employee Type on the Staff Demo record had no matching Payroll record with the same Employee Type.

Employee Type (cont’d) • Most districts were on point with matching Employee Types across the formats • Problem big enough though to skew data from one report to another • Edit in place now so reporting reminder to use the validation and exception reports to ensure accurate and quality data reporting

2011-2012 TEACHER-RELATED CHANGES on theSTUDENT DATABASE

Appendix R:Core Courses for NCLB[Highly Qualified Teacher] • Located in Student Database Manual • Modified select core courses for the ESE, Grades KG-12 section

DOE STAFF DATABASE: Overview of 2011-2012 Changes