Data Standards Document

STAFF

 

 

 

DOCUMENT VERSION: 1

 

 

 

For Infinite Campus Users

 

 

Statewide Longitudinal Data System

Maine Department of Education

23 State House Station

Augusta, ME 04333-0023

Help Desk: (207) 624-6896

 

 

 

 

 

 

 

This document is valid until June 30, 2010, unless a revision is published prior.

 

 

 

 

The following is the document control for revisions to this document.

 

This document is valid until June 30, 2010, unless a revision is published prior.

 

Version	Date	Author	Description
1.0	April 30, 2009	D. Chuhta	Original document – Draft
1.1	May 5, 2009	D. Chuhta	Added edits from feedback
1.2	June 9, 2009	D. Chuhta	Added menu options for select fields
1.3	July 30, 2009	D. Chuhta	Various edits, added Index
1.4	July 30, 2009	D. Chuhta	Updated Gender, Race/Ethnicity, Address reference for DE users
1.5	July 31, 2009	D. Chuhta	Cover design change
1.6	August 6, 2009	D. Chuhta	District Edition user clarification, Non-HQT standards added
1.7	August 28, 2009	D. Chuhta	Removed Licensure/Certification credential information
1.8	Sept 28, 2009	D. Chuhta	Updated required fields status
1.9	January 5, 2010	D. Chuhta	Defined OE and OS under Scheduling/Courses/Sections

 

Related Documents:

 

MEDMS STAFF Data Standards Document

Creating/Locating a State Staff ID for new staff

 

 

 

 

 

The purpose of this document is to give Maine schools and districts a set of guidelines for collecting and entering data into the state’s staff information system.  While this information is applicable to all data entry into the system (upload or direct entry), it has been designed to follow the user interface (logging in and viewing the screens).  This document lists the screen names and requirement status of the fields in the order in which they appear online.  Many of these fields are required by the Maine Department of Education

·  To meet State and federal reporting requirements

·  To calculate the Minimum Teacher Salary Adjustments

·  To verify staff for the National Board for Professional Teaching Standards Salary Supplement

·  To update the data for the Essential Programs & Services (EPS) calculations, including the salary matrixes and calculating Full-Time Equivalent (FTE) numbers

 

The Maine Department of Education is responsible for preparing and maintaining this official document.  Please feel free to submit your comments and/or questions in reference to this official document to daniel.chuhta@maine.gov, or by calling

(207) 624-6810.

 

To search for a specific field, use Ctrl-F (PC) or Command-F (Mac) to search for the name.

 

Infinite Campus – State Edition Contacts

 

Staff Demographics

Person Information

Person Identifiers

Personal Contact Information

Background

 

District Employment

 

District Assignments

 

Credentials

Highly Qualified

Education

 

Courses

 

 

 

 

Infinite Campus-State Edition Support                              (207) 624-6896

John McCue

Stephanie Wright

 

Training                                                                                 (207) 624-6810

Daniel Chuhta

 

Leadership                                                                            (207) 624-6790

Bill Hurwitch (Project Director)

Brian Snow (Data Manager)

 

Program Specific Contacts

 

Highly Qualified Teacher Status                                          (207) 624-6639

Dan Conley

 

Minimum Teacher Salary Adjustment                               (207) 624-6790

Karla Miller

 

NBPTS Salary Supplement                                                  (207) 624-6790

Karla Miller

 

Reading First                                                             (207) 624-6628

Leeann Larsen

 

Staff Information                                                                  (207) 624-6809

Ruth Sherman

 

 

The following are required Staff fields:

 

 

PERSONAL INFORMATION

 

Last Name:  This is the legal last name of the staff member (no suffix).  If this name changes, a new identity must be created on the Identities tab.

 

First Name:  This is the legal first name of the staff member (no alias).  If this name changes, a new identity must be created on the Identities tab.

 

Gender:  The concept describing the biological traits of an individual that distinguish the males and females of a species

 

Birth Date:  This is the month, day, and year on which the staff member was born.

 

Soc Sec Number:  This is the Social Security Number of the staff member.

 

Race Ethnicity:  The general racial or ethnic heritage category which most clearly reflects the individual's recognition of his or her community or with which the individual most identifies. 

A: Asian, Pacific Islander - A person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent, or the Pacific Islands. This area includes, for example, China , India , Japan , Korea , the Philippine Islands and Samoa.

B: African American-Black - A person having origins in any of the black racial groups of Africa. Terms such as "Haitian" or "Negro" can be used in addition to "Black or African American.”

C: Caucasian-White - A person having origins in any of the original peoples of Europe, North Africa, or the Middle East.

H: Hispanic - A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race. The term "Spanish origin" can be used in addition to "Hispanic or Latino.”

I: American Indian, Native Alaskan - A person having origins in any of the original peoples of North and South America (including Central America), and who maintains tribal affiliation or community attachment.

 

 

PERSONAL IDENTIFIERS

 

Staff State ID:  This is the staff member’s state identification number.  (NOTE:  This number must be created (or located) in MEDMS.  See the document entitled “Creating/Locating a State Staff ID for new staff”.)

 

 

PERSONAL CONTACT INFORMATION

 

Work Phone:  This is the phone number for the primary location of employment.

 

(Note for District Edition users:  The following exists on the Household/Address tab:)

 

Address Line 1:  This is the address for the primary location of residence.

 

City:  This is the address city for the primary location of residence.

 

State:  This is the address state or province for the primary location of residence.

 

Zip:  This is the address zip code for the primary location of residence.

 

BACKGROUND

 

If the staff member is new to education in Maine, these fields are required:

 

Last Year State:  This is the state from which the staff member came.

 

Last Year Title:  This is the title of the position which was held previous to the current position.

 

For all staff members if these conditions apply:

 

Years Certified/Authorized Experience: 

• Public education
• Private education

This is the number of years of experience (both from within Maine and from elsewhere) in positions that would normally require a certification (e.g. teacher, administrator) or authorization (e.g. educational technician) in.

 

• Non-Ed Voc/CTE

This is the number of years of experience (both from within Maine and from elsewhere) in the field applicable to the VOC/CTE program (e.g. automotive, masonry), while not working in education.

The following are required Staff fields:

 

(For direct entry, ensure that the correct District and School is selected from the menus at the top of the screen.)

 

Start Date:  This is the month, day and year (in the current school year) on which employment began.

 

End Date:  This is the month, day and year (in the current school year) on which employment ended.

 

Exit Reason:  This indicates the reason why the employment was ended.

            01 – Death

                02 – Further study, sabbatical incl Peace Corps

                03 – Illness

                04 – Marriage

                05 – Maternity

                06 – Military Service

                07 – Not Re-elected or dismissed

                08 – Other, Personal, Unknown

                09 – Position Discontinued

                10 – Retirement

                11 – To pursue non-school related employment

                12 – To work in a school system elsewhere in Maine

                13 – To work in a school system outside of Maine    

The following are required Staff fields:

 

Each district assignment held by a staff member must be entered separately.  In the case where a staff member holds assignments in multiple schools, each assignment must be added with a respective proportion of salary, days, hours, etc.

 

(For direct entry, ensure that the correct District and School is selected from the menus at the top of the screen.)

 

Start Date:  This is the month, day and year (in the current school year) on which the assignment began.

 

End Date:  This is the month, day and year (in the current school year) on which the assignment ended.

 

Type:  This indicates the environment type of the assignment.

            REG – Regular

                VOC – Vocational

 

State Title:  This indicates the title of the assignment.

 

Annual Salary for Position:  This indicates the annual salary for this assignment.  (#.##)

 

Hours per day:  This indicates the hours per day for this assignment. (#.###)

 

Days per year:  This indicates the days per year for this assignment.  (#.###)

 

These three figures must add up to be 100%.  If “0”, it must still be entered as “0”.

 

Federal Funding %:  This indicates the percentage of the salary that is paid by federal grants such as Title I-A Disadvantaged, Title 1-B Even Start, Title 1-C Migrant, Title II, Title III, Title IV including 21st Century grants, Title V, Rural Education, and Local Entitlement. (0-100)

 

General Funding %:  This indicates the percentage of the salary that is paid by state and local funds such as local taxes, local tuition revenues, State subsidy, State Ward/State Agency Client funds. (0-100)

 

Other Funding %:  This indicates the percentage of the salary that is paid by funds other than federal or those that fall under general such as private grant or contribution. (0-100)

 

The following fields are conditionally required, depending on the State Title selected:

Program Category:  This indicates the program category.

            Special Ed

                Title 1

 

Level of Assignment:  This indicates the level of assignment.

            AdultEd

                Elem/Sec Combined

                Elementary

                Secondary

 

Subject Matter:  This indicates the subject matter of the assignment.

            Agriculture (Voc Ed)                                                           Safety and Driver Education

                Art                                                                                          Social Science & Social Studies

                Business/Office Occupation (Reg/Voc)                          Special Vocational Programs (Voc Ed)

                Marketing (Voc Ed)                                                            Trades and Industry (Voc Ed)

                English Language Arts

                Family & Consumer Science

                Foreign Language

                General Elementary/Secondary

                Handicap/Special Ed

                Health & Physical Education

                Health Occupations (Voc Ed)

                Home Economics – Wage Earning (Voc Ed)

                Industrial Arts

Junior ROTC

                Mathematics

                Music

                Natural Science

 

This field is only required if applicable:

 

Reading First:  This identifies a staff member in a Reading First school (including building administrator, classroom teacher, literacy specialist, educational technician, etc.) that is involved in the reading program of a K-3 student.

 

 

 

Type:  Highly Qualified  (This credential is required for the Highly Qualified Teacher collection.  This is a separate collection from the fall Staff Information collection.)

 

Start Date:  This is the month, day, and year of when the HQ status determination was made.

 

HQT Determination Method:  This indicates the method that was used to determine the HQ status.

            01:  Major in content (>= 24 semester hours)

                02:  Equiv. coursework in content (>= 24 semester hours)

                03:  Advanced degree in content

                04:  National Board certified in content

                05:  Pass Approved Content Knowledge Test (PRAXIS II)

                06:  Achieved Maine HOUSSE standard

 

The following fields are required when applicable:

                                          

End Date:  This is the month, day, and year of when the HQ status ended.

 

Subject Type:  This is content teaching assignment used for HQ status determination.

            CORE: Core Academic Subject Area (e.g. ELA, Mathematics, etc.)

                ELEM:  Basic Elementary Curriculum

                SPED:  Special Education Content

 

Core Subject Area:  This is the subject area in which the teacher is Highly Qualified.

            English Language Arts                        World Languages

                Social Studies                                       Special Education (pull out, resource and self-contained)

                Science                                                  English as a Second Language (pull out)

                Mathematics

                Visual/Performing Arts

 

Met HOUSSE:  This indicates that the High Objective Uniform State Standard of Evaluation (HOUSSE) rubric documented evidence of meeting the definition of “Highly Qualified”.

 

HOUSSE Completion Date:  This is the month, day, and year on which the HOUSSE was completed.

 

Type: Education  (This credential is required for all staff.)

 

Start Date:  This is the year when the first Bachelor’s degree was awarded.  (If Education Level is less than J, this is the month, day, and year on which this entry was created.)

 

Education Level:  This is the highest level of attainment.  For those options that include hours beyond a degree (e.g. Bachelor’s Degree + 15 Hrs, Master’s Degree + 30 Hrs), a combination of equivalent credits, contact hours, CEUs, etc. can be included.

            Q: Less than High School                  J: Bachelor’s Degree

                A: High School                                     R: Bachelor’s + 15 Hrs

                B: 1^st Year College                               K: Bachelor’s + 30 Hrs

                C: 2^nd Year College                              L: Master’s Degree

                D: 2 Year College Grad                      S: Master’s Degree + 15 Hrs

                E: Associates Degree                           M: Master’s Degree + 30 Hrs

                F: 3^rd Year College                               P: Doctorate

                G: 3 Year College                                N: Advanced Study Cert.

                H: 4^th Year College             

 

Type of Institution:  This indicates the type of institution where the first bachelor’s degree was earned.  (It should be noted that these apply to both Maine and non-Maine campuses.)

            CO: State College

                PR: Private Institution

                PU: Other Public Institute

                UN: State University

 

Campus Code:  This indicates the campus where the first bachelor’s degree was earned.

            01:  Bates College                               31: University of Maine at Augusta

                02: Bowdoin College                          32: University of Maine at Farmington

                03: Colby College                                33: University of Maine at Fort Kent

                04: Husson College                             34: University of Maine at Machias

                05: Nasson College                             35: University of Maine at Orono

                06: Ricker College                               36: University of Southern Maine

                07: Saint Josephs College  37: University of Maine at Presque Isle

                08: University of New England         77: Other Maine Institutes

09:  Thomas College                           88: Other Non-Maine Institutes

 

The following fields are required in conjunction with the HQT data in the case of an advanced degree in the content area.

 

Subject Type:  This is the type of degree earned.

            CORE: Core Academic Subject Area (e.g. ELA, Mathematics, etc.)

                ELEM:  Basic Elementary Curriculum

                SPED:  Special Education Content

 

Core Subject Area:  This is the subject area in related to the advanced degree.

            English Language Arts                        World Languages

                Social Studies                                       Special Education (pull out, resource and self-contained)

                Science                                                  English as a Second Language (pull out)

                Mathematics

                Visual/Performing Arts

 

 

Note for District Edition users:  This information is found in:

Index>Scheduling>Courses>Course

Index>Scheduling>Courses>Section

 

Teachers are required to enter course information for each of the individual courses that they teach.  If a teacher has four algebra classes, for example, each class must be entered individually.  On the other hand, a self-contained elementary teacher should enter one class, using “GE 10” as the State Code.

 

Course Name:  This is the title of the course.

 

Local Course Number:  This is the local course number which identifies the course.  (e.g. ENG 100, MAT 204)

 

Local Section Number:  This is the local section number which identifies the section of the course.

 

Grade Level:  This indicates the grade level(s) of the students in the course.  If the course is composed of student in multiple grade levels, use the applicable “Multiple” code (OE = Multiple Elementary, OS = Multiple Secondary).

 

State Code:  This indicates the official state code which most closely matches the course description.  (This field will search for matching results as you type.  If a close match does not exist, try using different search words.)

 

Federal Subject Code:  This categorizes the teaching assignment, and is used for HQ status determination.  (Choose the one that best characterizes the course.)

CORE: Core Academic Subject Area (e.g. ELA, Mathematics, etc.)

                ELEM:  Basic Elementary Curriculum

                SPED:  Special Education Content

 

The following fields are required when applicable:

 

Course Type:  This identifies the course as either:

            AP:  Advanced Placement

                AL:  Alternative Education

 

Non-HQT Reason:  This identifies the reason why the teacher is not Highly Qualified to teach the course.

            01:  Cert., no subject test, no HOUSSE

                02:  Cert., Special Ed, no subject test, no HOUSSE

                03:  Not fully cert., no 24 crd/subject test, no alt rte

                04:  Other

 

Non-HQT Explanation:  Used to explain “04: Other” from Non-HQT Reason