The BASICS!

Human Resources Collection

Resources ADE Website Creating a File

Topics

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

Available Resources for Beginners

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

For data submissions. Will have to log in:

https://cdeapps.cde.state.co.us/

Creating a File

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 Collection

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.

Data needed for HR (cont)

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

Title I Teacher Status

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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

Full time Equivalent (FTE)

Full Time Equivalence (F.T.E.) is calculated individually within their job class category by:

Each job class category has a mode contract days and mode hours/day based on the submitted data at the district level

FTE Calculation

(Contract Days) x (Hours/Day)(Mode Contract Days) x (Mode

Hours/Day)

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:

FTE Example

6 * 180 = 10808 * 160 = 1280=

0.8438

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

Collection Files

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

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 NameNo. ofBytes

FieldType

StartPosition

EndPosition

School District Code 4 Code 1 4

SSN 9 Num 5 13

Creating a File in Excel (cont)

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Creating an Excel File- Header File

More than 1 line allowed per staffFor teachers: if they teach more than 1 subject or teach multiple

grade spans (Elementary and Secondary) then at least 2 records are needed

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Creating an Excel File- Detail File

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)

Creating a file (cont)

Once data is entered, Save both of the filesDelete the column heading row in both files so that it is not

submitted with your dataSave the file again as a

Formatted Text (Space delimited) (*.prn) file

Saving Excel File

Formatted Text (Space delimited (*.prn)

Choose from the Save as type drop-down menu

You will get 2 excel error messages-both are OK!First, you will need to click OK:

Second, you will need to click YES:

Saving Excel File (cont)

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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

Saving Files for Submission

Header.prn hd3333.01aTO

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Collection Process Overview

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Process Overview

Log into the ADE System for the Human Resources Data Collection:

Submitting Data

Click Yes to Confirm Choice

Colorado Department of EducationAutomated 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

After logging into ADE, you will have the option to submit a new data file:

Click the Submit New Data File button to begin the file submission process

Submitting Data (cont)

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

ADE Edits

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.

ADE Errors and Warnings

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

Reading Error Reports

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

Reading Error Reports-preliminary

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

Reading Error Reports-1st Level

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

1st level Error examples

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)

Reading Error Reports-2nd Level

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

Non-HQ Errors

“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

Examples of 2nd Level Edits

“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

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

Examples of 2nd Level Edits (cont)

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

Reading Warning Report

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.

Example of A General 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.

Understanding the Salary Warning

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 (303-866-6888)

Salary Matrix Report

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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

Special Education Report Review

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 3rd

If changes are needed in Special Ed File, contact your Admin Unit ASAP. No changes are accepted after January 9th!

Special Education Report Review (cont)

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

Corrections to Special Ed Data

Reviewing the Data Summary Report

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

Data Summary Reports For Regular Ed HR

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Mode Contract Days and Hours Per Day by Job Class Category Lists the mode numbers used for FTE calculations. Again, the FTE Calculation is:

Data Summary Reports For Regular Ed HR (Cont)

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(Contract Days) x (Hours/Day)(Mode Contract Days) x (Mode Hours/Day)

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

Data Summary Reports For Regular Ed HR (Cont)

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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

Data Summary Reports For Regular Ed HR (Cont)

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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

Data Summary Reports For Regular Ed HR (Cont)

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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

Data Summary Reports For Regular Ed HR (Cont)

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When data is inaccurate in Data Summary Report- Reject the File to resubmit

Reject Data File

Colorado Department of Education

Automated Data Exchange Approve/Reject Data

2011-2012 Human Resources Data Collection Status

Last File Submitted:Date File Submitted:

File Submitted By:File Status:

hd9999.24abTuesday, January 15, 2012aseversonPassed edit check - waitingfor org unit approval

Approve RejectReturn to Main Menu

•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

Last File Submitted:Date File Submitted:

File Submitted By:File Status:

hd9999.24abTuesday, January 15, 2012aseversonPassed edit check - waitingfor org unit approval

Approve RejectReturn to Main Menu

•Download Final Data Summary Report

•Send signed 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

Signature Sheet

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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!

Signature Sheet (cont)

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By contacting Annette Severson severson_a@cde.state.co.us 303-866-6824

Where can I find out more information?

Annette Severson

THANK YOU!