NATIONAL CENTER FOR EDUCATION STATISTICS

 May 2001

Staff Data Handbook

Elementary, Secondary,

and Early Childhood Education:

2001 Edition

Administrative Records Development Project

Council of Chief State School Officers

Beth Young, Project Officer

National Center for Education Statistics

U.S. Department of Education

 Office of Educational Research and Improvement NCES 2001-305
U.S. Department of Education

Rod Paige

Secretary

National Center for Education Statistics

Gary W. Phillips

Acting Commissioner

The National Center for Education Statistics (NCES) is the primary federal entity for collecting, analyzing, and

reporting data related to education in the United States and other nations. It fulfills a congressional mandate to

collect, collate, analyze, and report full and complete statistics on the condition of education in the United States;

conduct and publish reports and specialized analyses of the meaning and significance of such statistics; assist state

and local education agencies in improving their statistical systems; and review and report on education activities in

foreign countries.

NCES activities are designed to address high priority education data needs; provide consistent, reliable, complete,

and accurate indicators of education status and trends; and report timely, useful, and high quality data to the U.S.

Department of Education, the Congress, the states, other education policymakers, practitioners, data users, and the

general public.

We strive to make our products available in a variety of formats and in language that is appropriate to a variety of

audiences. You, as our customer, are the best judge of our success in communicating information effectively. If

you have any comment or suggestions about this or any other NCES product or report, we would like to hear from

you. Please direct your comments to:

National Center for Education Statistics

Office of Educational Research and Improvement

U.S. Department of Education

1990 K Street, NW

Washington, DC 20006-5574

May 2001

The NCES World Wide Web Home Page is: http://nces.ed.gov

The NCES Electronic Catalog Home Page is: http://nces.ed.gov/pubsearch/

Suggested Citation

U.S. Department of Education. National Center for Education Statistics. Staff Data Handbook for Early Childhood,

Elementary, and Secondary Education: 2001 Edition. NCES 2001-305 by Administrative Records Development

Project, Council of Chief State School Officers. Project Officer: Beth Young. Washington, DC: 2001.

For ordering information on this report, write:

U.S. Department of Education

ED Pubs

P.O. Box 1398

Jessup, MD 20794-1398

Or call toll free 1-877-4ED-PUBS

Content contact:

Beth Aronstamm Young

(202) 502-7480
iii

FOREWORD

NCES is pleased to release the Staff Data Handbook for Elementary, Secondary, and Early

Childhood Education: 2001 Edition. This Handbook fulfills our responsibility to establish

current and consistent terms, definitions, and classification codes to maintain, collect, report, and

exchange comparable information about staff.

This new publication updates the 1995 edition of the Staff Data Handbook. Because staff data

evolve greatly over time both in the type and format of data maintained, it was essential to

develop updated standards that reflect current practices. In fact, beginning with this 2001

edition, the Staff Data Handbook will be updated annually, with revisions posted on the NCES

web site.

This national effort was coordinated by the Council of Chief State School Officers under contract

to the NCES. Those individuals and organizations involved in the process truly reflect the

interested stakeholders in elementary, secondary and early childhood education data.

NCES has a strong commitment to provide technical assistance and support to the education

community to facilitate the collection, reporting, and use of high quality education information.

This handbook is one outcome of that commitment. It is a key part of a series of related

handbooks and manuals that NCES has published in the past and will continue to develop in the

future.

We hope that you find this handbook to be a useful document that will serve you well in many

activities.

Gary W. Phillips Jeffrey Owings

Acting Commissioner Associate Commissioner

National Center for Elementary/Secondary and Libraries

 Education Statistics Studies Division
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v

ACKNOWLEDGMENTS

This document is the result of many committed individuals from around the country who

generously contributed their knowledge and time. Starting with the 1995 Staff Data Handbook,

development has been a collegial effort involving representatives from federal, state, and local

education agencies, public and private institutions, and national professional associations, as well

as educational practitioners and researchers. The 2001 edition of the Handbook owes an

incredible debt to all those who worked to develop the 1995 edition.

For the 2001 edition, special thanks goes to the Student Handbook Working Group who spent

many hours together reviewing the Handbook one data element at a time, giving invaluable

advice and suggestions. A list of the Working Group members appears in appendix A.

There are a few people who, under contract from the National Center for Education Statistics

(NCES) at the Council of Chief State School Officers (CCSSO), prepared the manuscript of this

handbook. The handbook owes its existence to the project team’s relentless efforts in all phases

of production. Barbara Clements of Evaluation Software Publishing, Inc. contributed her

technical expertise to revise the contents throughout the document. Oona Cheung of CCSSO

managed the whole process and supervised the project team. Jason Dennison and John Tai,

formerly with CCSSO, contributed to the early stage of the revision. Jinhee Lee, supported by

Pamela Solomon, served as the keeper of the master copy at CCSSO. They incorporated all the

changes made during the different review cycles, and handled the formatting details to bring this

document to production.

Reviewers of the final draft of this handbook include Sharon Belli from the Office of Vocational

and Adult Education, Mary Schifferli of the Office for Civil Rights, Marsha Brauen (Westat,

Inc.) on behalf of the Office of Special Education Programs; Ruth Jones of the Florida

Department of Education; Kathleen Paliokas of CCSSO; Lonnie Yingst of Great Falls Public

Schools, Montana; and Leslie Scott of Education Statistics Service Institute; as well as Elvira

Hausken, Kerry Gruber, Marilyn McMillen, and Jeffrey Owings from NCES. Lee Hoffman,

Program Director of the NCES Elementary/Secondary Cooperative and Institutional Studies

Program, has been the driving force behind this effort by offering her insights, support, and

guidance throughout the process.

Other local, state, and federal education agency staff provided important reviews of the

Handbook in the earlier phases. Their names are listed in appendix A. Thanks to members of

the Education Information Advisory Committee for their support and encouragement. Last but

not least, special thanks go to members of the National Forum on Education Statistics and,

specifically, the National Education Statistics Agenda Committee for their help and guidance.

Beth Aronstamm Young

Project Officer

National Center for Education Statistics
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vii

EXECUTIVE SUMMARY

To make appropriate, cost-effective and timely decisions about staff, educators must have

accurate and complete information. Recognizing this need, most education systems have moved

from paper documents in filing cabinets to automated staff information systems. These systems

provide administrators and others concerned with effective program design with day-to-day

access to information about the staffs’ background, qualifications, and assignments.

They also provide the flexibility necessary to supply aggregate data to school boards, state and

federal governments, and other interested parties; and to conduct program evaluations. To be

effective, however, these systems must record data accurately and comparably for all staff

members, in all places, and at all times.

The Staff Data Handbook for Elementary, Secondary, and Early Childhood Education was

developed by the U.S. Department of Education's National Center for Education Statistics

(NCES) to provide guidance concerning the consistent maintenance of staff information. This

handbook is useful to public and private education agencies, schools, early childhood centers,

and other institutions, as well as to researchers involved in the collection of staff data. In

addition, the Handbook may be useful to elected officials and members of the public interested in

staff information. This handbook is NOT, however, a data collection instrument; nor does it

reflect any type of federal data maintenance requirements. It is presented as a tool to help the

public and the American school system make information about staff more useful and effective

in meeting student needs.

This handbook was developed with the assistance of local, state, national, and most federal

education representatives and researchers. The definitions included are generally consistent with

current state and local practice, national standards movements, and most federal reporting

requirements. The terms, definitions, and procedures represent a consensus of what is

considered "best practice" in data collection; they should be interpreted and applied according to

local, state, and federal reporting requirements and restrictions for confidentiality and security.

• Standard Data Elements and Definitions

The data elements included in this handbook represent the types of staff information that

could be collected and maintained in permanent or temporary staff records, whether in paper

format or in an automated database. An attempt has been made to be as complete as possible,

with the understanding that many data elements will not be needed for all staff members.

Data elements are presented in seven areas:

A. Personal Information

B. Educational Experiences

C. Qualification Information

D. Current Employment

E. Assignments
viii

F. Evaluation and Career Development

G. Separation from Employment

Each data element is defined, and lists of options and definitions are included where

applicable. Data elements are also associated with the entities to which they pertain, such as

persons, places, or things, about which data may be stored.

• Recommendations for Building an Automated Staff Accounting System

This handbook provides guidelines for designing staff accounting systems for use by schools,

school districts, state education agencies, and other institutions. Included is a discussion of

the benefits of a well-designed staff accounting system, as well as potential uses of such a

system at the school, district, and state levels. Also included is a description of a step-bystep process for designing an effective staff accounting system.

• Focus on State and Local Staff Record Applications

Communication among various levels of the education system is increasingly important. A

well-designed automated staff accounting system allows for the easy and efficient movement

of staff records among levels of the education system. For instance, information on teacher

licensure could be transmitted electronically to school districts seeking to hire an educator.

Similarly, when a school employee retires, data could be efficiently transferred to the

retirement system. This revision of the Handbook adds detail about automating and

exchanging electronic records. Included in one chapter of the Handbook is information about

automating staff records, with suggestions for formatting data elements and arranging them

in a logical and flexible design.

• References to Other Related Documents

This handbook, in conjunction with other NCES documents, provides state and local

education officials with important tools for designing and implementing automated

information systems. Recent NCES documents dealing with the confidentiality of staff

records, decision making about the installation of technology, and ensuring security of

technology are important adjuncts to this handbook.

Organization of the Handbook

Chapter 1 provides the user with an introduction to the Handbook and its uses.

Chapter 2 contains a more detailed description of the Handbook's contents and uses. Listings of

other related documents that could be useful are also included. In anticipation of future updates,

a description of the process for implementing suggested changes has been included.

Chapter 3, Building an Automated Staff Accounting System, discusses the collection, use, and

dissemination of data and information about individual staff members and how staff record

systems can benefit the staff and the school system.
ix

Chapter 4, Data Elements and Definitions, contains data elements and definitions that describe

staff members, assignments, educational background, activities in which they participate, and

other information that could be maintained about an individual staff member. Each entity listed

refers to something, or someone, about which data should be maintained. Each data element

refers to a particular aspect of staff data for which some need was perceived within the school

system. A definition is included for each entity and data element.

Chapter 5 describes possible applications of the Handbook. A table is provided that includes

information about data element type and field length, attributes that could be useful to readers

designing a data collection system, a survey, or a reporting format.

Following the Glossary and Index are thirteen appendices that contain important supplemental

information. The appendices include comprehensive lists of coding options for some of the data

elements in chapter 4. Included are code designations for states and outlying areas, countries,

languages, occupational groupings, medical conditions and treatments, education programs, a

crosswalk of data elements in both the Staff and Student Handbooks, and the names of those who

contributed to the development of this revision.
x

TABLE OF CONTENTS

FOREWORD........................................................................................................................................iii

ACKNOWLEDGMENTS .....................................................................................................................v

EXECUTIVE SUMMARY..................................................................................................................vii

CHAPTER 1 - INTRODUCTION ........................................................................................................1

USES OF STAFF DATA ....................................................................................................................................... 1

AUTOMATION OF STAFF INFORMATION....................................................................................................... 2

COMMON TERMINOLOGY................................................................................................................................ 2

CHAPTER 2 - THE HANDBOOK .......................................................................................................5

PURPOSES AND SCOPE OF THE HANDBOOK................................................................................................. 5

BACKGROUND OF THE HANDBOOK............................................................................................................... 7

BASIC DEFINITIONS .......................................................................................................................................... 9

CHAPTER 3 - BUILDING A STAFF ACCOUNTING SYSTEM.....................................................13

INTRODUCTION................................................................................................................................................ 13

DESCRIPTION OF A STAFF RECORD ............................................................................................................. 13

DESCRIPTION OF A STAFF ACCOUNTING SYSTEM.................................................................................... 14

BENEFITS OF A WELL-DESIGNED STAFF ACCOUNTING SYSTEM........................................................... 14

EFFECTIVE USES OF STAFFING DATA.......................................................................................................... 15

BEST PRACTICE – SEDCAR............................................................................................................................. 15

DESIGN OF A STAFF ACCOUNTING SYSTEM .............................................................................................. 16

SUMMARY......................................................................................................................................................... 19

CHAPTER 4 - DATA ELEMENTS AND DEFINITIONS ......................................................................21

HOW TO READ THIS CHAPTER ...................................................................................................................... 21

DATA ELEMENT OUTLINE.............................................................................................................................. 24

ENTITY LIST ..................................................................................................................................................... 30

ABBREVIATIONS USED IN THIS REPORT.............................................................................................32

DATA ELEMENT DEFINITIONS ...................................................................................................................... 33

A. PERSONAL INFORMATION................................................................................................................. 33

B. EDUCATIONAL EXPERIENCES .......................................................................................................... 50

C. QUALIFICATION INFORMATION....................................................................................................... 68

D. CURRENT EMPLOYMENT................................................................................................................... 87

E. ASSIGNMENTS.................................................................................................................................... 107

F. EVALUATION AND CAREER DEVELOPMENT................................................................................ 123

G. SEPARATION FROM EMPLOYMENT................................................................................................ 130

CHAPTER 5 - APPLICATIONS OF THE HANDBOOK ...............................................................133

PROPOSED STAFF DATA SYSTEM APPLICATION ..................................................................................... 133

APPLICATION TABLES

A. PERSONAL INFORMATION............................................................................................................... 136

B. EDUCATIONAL EXPERIENCES ........................................................................................................ 140

C. QUALIFICATION INFORMATION..................................................................................................... 145

D. CURRENT EMPLOYMENT................................................................................................................. 150

E. ASSIGNMENTS.................................................................................................................................... 155
xi

F. EVALUATION AND CAREER DEVELOPMENT................................................................158

G. SEPARATION FROM EMPLOYMENT.............................................................................160

LIST OF SOURCES..........................................................................................................................161

GLOSSARY.......................................................................................................................................165

INDEX ...............................................................................................................................................189

APPENDICES

A. MEMBERS OF THE HANDBOOK REVIEW GROUP

B. DERIVED INFORMATION RELATED TO GROUPS OF STAFF

C. DATA ELEMENTS COMMON TO THE STUDENT AND STAFF DATA HANDBOOKS

D. REVISIONS TO THE STANDARDS FOR THE CLASSIFICATION OF FEDERAL DATA ON RACE

AND ETHNICITY

E. LIST OF U.S. STATES, OUTLYING AREAS, MILITARY POSTAL DESIGNATIONS AND CODES

F. LIST OF COUNTRIES AND CODES

G. LIST OF LANGUAGES AND CODES

H. MEDICAL CONDITION TYPES AND CODES

I. CLASSIFICATION OF INSTRUCTIONAL PROGRAMS

J. LIST OF REGULATED OCCUPATIONS AND PROFESSIONS EXCEPT SCHOOL TEACHERS

K. JOB CLASSIFICATION

L. PROGRAM TYPE

M. FUNCTION TYPE

N. CROSSWALK OF FIELD OF STUDY CODES FOR THE SCHOOLS AND STAFFING SURVEY AND

THE CLASSIFICATION OF INSTRUCTIONAL PROGRAMS
xii
1

Chapter 1

INTRODUCTION

Education agencies and institutions maintain

information about staff to help the education system

function efficiently and effectively. Staff information

is needed for daily administrative purposes, for

making long-term program and policy decisions, and

for monitoring efforts to improve the education

system. Therefore, it is essential that staff

information is collected according to established

definitions, and updated on a regular basis.

This handbook focuses on the importance of

consistency in defining and maintaining data at every

level of the education system so that such data can be

accurately aggregated and analyzed for schools,

school districts, and states. In addition to providing

data terms and their "best practice" definitions, the

Handbook offers suggestions about organizing data

in a staff accounting system to promote timely and

effective use of staff information.

This handbook is intended to serve as a reference

document for public and private education agencies,

schools, early childhood centers, and other education

organizations. It may also be useful to researchers;

elected officials; and members of the public,

including parents and taxpayers interested in

information about individuals serving in the United

States education system. Use of this handbook will

vary from site to site. For example, it could be used

to develop or standardize a local school district's staff

accounting system. On the other hand, state

education agencies designing and coordinating data

collection activities among several state-level

agencies might want to select standardized data

elements to ensure comparability among agencies.

Researchers might refer to the Handbook to identify

terminology for designing data collection instruments

or studies, and in otherwise working with the

education system. Parents and the public may refer

to the Handbook to improve their understanding of

how staff information may be used.

The selection of data terms included in the Handbook

reflects the combined best judgment of many

individuals as to which staff data are useful in

making appropriate, cost-effective, and timely

decisions about providing quality educational

services in schools and other education agencies.

The terms included exemplify the types of

information that could be collected about individual

staff members and maintained in permanent or

temporary personnel records. The Handbook is not

meant to prescribe what data any particular school or

agency should collect. No governmental agency

requires the use of all of the terms, definitions, and

procedures included here; however, care has been

taken to make sure that the definitions are consistent

with many governmental reporting requirements

existing at the time of publication. The reader is

invited to view the U.S. Department of Education’s

web site at http://www.ed.gov for the most current

laws and regulations regarding data collections for

federal education programs.

Uses of Staff Data

School or education agency officials often require

information about an individual staff member or

groups of staff members. For instance, an

administrator may need to know about the

availability of human resources to initiate a new

program. Information about the background,

education, and professional qualifications of current

staff members could also be used to identify possible

candidates to work on the program.

Schools, school districts, and state education agencies

sometimes are more interested in how groups of

teachers are doing than in the performance of

individual teachers. For example, a school district

might wish to study the relationship between staff

development and teacher turnover rate. This type of

analysis could be accomplished by using staff records

that have had all personally identifiable information

removed.

Staff information made available to school or agency

officials in a standardized format can:

• Facilitate rational decision making about

program development and change

• Enhance program evaluation by easy

cross-tabulation of staff data

• Facilitate the estimation of future recruitment

needs for individual schools and entire school

systems

• Assist in developing sound education policies at

all levels
Chapter 1 - Introduction

2

• Aid in the comparison of information among

communities and among states

• Improve the accuracy and timeliness of

nationwide summaries of school staff

information

• Improve the quality and potential impact of data

available for education research and

evaluation—locally, statewide, and nationwide

• Enhance reporting to the public about the

condition and progress of education

Maintaining staff data in a computerized database can

facilitate all of the uses described above. Automated

data are more easily shared among levels of the

education system as needed. Aggregations and

analyses can be done with confidence that the data

are meaningful if the data elements are consistently

defined and maintained within the system.

This handbook does not specify which data should be

maintained, or who should have access to any

collected data. However, it provides guidance on

how to maintain data in a computerized database to

provide maximum utility and flexibility when making

decisions about education staff.

Automation of Staff Information

With the development of automated, secure

management information systems, the ability of

education decision makers to use meaningful

information has significantly increased. These

systems provide for day-to-day administrative needs

such as payroll, staffing assignments, and

maintenance of licensure records. In addition,

automated data systems provide the flexibility to

access and analyze data on issues such as supply and

demand. Data stored and maintained according to

standard formats and definitions can be exchanged

with authorized personnel through direct computerto-computer exchanges via an Intranet or the Internet.

However, if the data are to be useful, staff

information must be consistently entered into the

system and updated continuously. This handbook

addresses the issue of consistency in defining and

maintaining education staff information.

An important concept underlying the use of this book

is that data should be collected only once for each

staff member rather than collecting the same data

multiple times by different offices. Automated

information systems allow relevant data elements to

be shared among authorized individuals who need the

data, even if these individuals work in a different part

of the education system. New data need only be

entered when there are changes or additions to a staff

member’s file.

To ensure that appropriate and necessary data are

maintained in the information system, it is important

to consider what questions one might want to address

about staffing. Furthermore, data managers may

identify opportunities to do analyses by combining

staff data with other types of data from within the

information system. Carefully designed automated

information systems can help increase the efficiency

and effectiveness of the education system by

allowing access to data by important decision

makers. Chapter 3 contains more information about

designing such a system.

Common Terminology

Although the education system in the United States is

primarily a local responsibility, with funding,

administration, and control coming mostly from the

local and state levels, education as a whole is a

national issue. The U. S. Department of Education

has been involved in activities focused on improving

the coordination of its data collection activities.

Under its aegis, the National Center for Education

Statistics (NCES) has taken the lead in promoting the

standardization of data elements and definitions used

in education data collection activities, including those

relevant to staffing issues. NCES has a mandate to

collect "uniform and comparable data" in order to

report on the condition of education in the United

States. To assist in this mandate, NCES has been

working with federal, state, and local education

agency representatives to develop guidelines for the

collection of comparable and complete data, such as

those contained in this handbook. Working with the

National Forum on Education Statistics (NFES),

NCES has produced a number of important

documents that are useful for effective decision

making about education programs and individual

students. These documents are described in the next

chapter.

By adopting the practices, terminology, definitions,

and formats set forth in NCES documents as "best

practice" for education data collection, local,

regional, and national data collectors and users would

help ensure the data they use are comparable to those

used by others involved in the education system.

School leaders could share information more easily

because data would be understandable and

meaningful to everyone. Superintendents and

principals would communicate better with each other.

Chief state school officers would communicate more

effectively with their colleagues in other states. As
Chapter 1 - Introduction

3

the need arises, this common language would also

facilitate information exchange between public and

private educational systems. Finally, local, regional,

and national decision makers in the United States

education system would benefit from the flow of

more uniform data.

As information is aggregated from the lowest level of

data maintenance (i.e., a school) to the local

education agency, to the state education agency, and,

finally, to the national level, program designers and

policymakers would be able to make decisions based

on a more accurate picture of current and projected

needs. Conversely, information could then flow back

down the education pipeline to lower levels of data

maintenance, in a format that is more meaningful and

useful in local decision making. In short, the reader

is encouraged to use this handbook (and the other

related NCES documents) as a tool for making

appropriate decisions about the maintenance and use

of data about education staff.
4
5

Chapter 2

THE HANDBOOK

The goal of this handbook is to promote standardized

maintenance of accurate and complete data about

individual school staff members and others involved

in the provision of educational services to children.

This handbook identifies terms that can be used to

describe the background, qualifications,

responsibilities, and performance of different types of

educators and support staff, including teachers,

administrators, support service staff, contractors, and

volunteers.

The Handbook contains a set of terms and definitions

that can be used at all levels of the education system,

including early childhood education centers and

elementary and secondary schools and districts; in all

types of education organizations, including public

schools, private schools, and schools run by private

management companies; and by district, diocesan,

regional, state, and federal education agencies. If

staff data are collected and maintained according to

standard definitions at the lowest level (the school or

school district), data can be aggregated more easily to

higher levels with the assurance that the data are

comparable from individual to individual, from site

to site, and from year to year. This will aid in

looking at patterns of staffing over time and

predicting staffing needs in the future.

Background information is usually collected when an

individual is hired for the first time by a school, a

school district, or other education organization.

Much of this information (such as date and place of

birth) will not change over the course of the staff

member's career. This type of information should

only be collected once, and it should become a part of

the individual's permanent record. Additional

paperwork should be necessary only if a change

occurs (for example, a home address may change).

Other types of information accumulate and change

over the course of a staff member's career and need to

be added to the record as appropriate. This type of

information might include assignments, career

development, and salary increases.

For the purpose of this handbook, a "staff member" is

defined as an individual who performs specified

activities for any public or private education

institution or agency that provides instructional or

support services to students or staff, at the early

childhood through high school completion levels. A

staff member may be:

• An "employee" who performs services under the

direction of the employing institution or agency,

is compensated for such services by the

employer, and is eligible for employee benefits

and wage or salary tax withholdings

• A “contractor” or “consultant” who performs

services for an agreed-upon fee, or an employee

of a management service contracted to work on

site

• A “volunteer” who performs services on a

voluntary and unpaid basis

• An in-kind service provider whose salary and/or

expenses are paid by someone else, such as

services provided by a partner or organization.

• An independent businessperson or contractor

working at a school site

Purposes and Scope of the Handbook

The purposes of this handbook are to:

1. Provide a common language that can be used to

collect accurate, consistent, comparable, and

complete data on staff.

2. Promote the development of policies to

safeguard the confidentiality of the data and

ensure appropriate use of staff data.

3. Describe how all relevant parties can maintain

data in a way that promotes flexible and efficient

use.

This handbook includes terms, and their definitions

that can be used to collect and maintain information

about individuals serving in the following types of

organizations:

• Public and private education institutions and

programs, including early childhood or

pre-kindergarten programs; elementary, middle

or junior high, and high schools;

vocational-technical programs; special education

programs; and adult high schools

• All types of education organizations, including

schools, school districts/local education

agencies, intermediate education units, education

service districts, and state and federal education

agencies
Chapter 2 - The Handbook

6

 This handbook does not describe a mandated data

collection system or instrument; rather, it encourages

the standardization of terminology use across all

levels. Although the Handbook covers information

related to individuals serving through the secondary

education level only, many of the terms may be

applied and used interchangeably with postsecondary

education. For example, terms describing personal

identification, educational background, or certain

employment conditions could be used to maintain

information about individuals (both staff and

students) at various education levels.

The data elements and definitions contained in the

Handbook are relevant to any staff record whether or

not it is a part of a computerized database. The data

elements can be used to standardize how information

is collected on paper documents, as well. This

handbook, however, has been organized to facilitate

the design and development of an automated staff

accounting system because of the maintenance and

communication advantages associated with such a

system.

Common Terms and Definitions

Many different types of decisions are made by, and

about staff members; consequently, many different

types of data are needed. For example, education

organizations must be able to prove that employees

meet the requirements for the positions they hold.

Certain types of standard employment information

must be maintained to meet reporting requirements of

the Equal Employment Opportunity Commission

(EEOC), the Social Security Administration (SSA),

and other governmental agencies. Education

organizations must have information for payroll and

other necessary administrative functions; they also

maintain information about staff assignments and

performance. This handbook identifies types of data

that are needed by education organizations both for

general recordkeeping and for making decisions

about effective staffing arrangements.

The selection of specific data elements to be

maintained is often facilitated by the choice of an

automated staff information system. Most staffing

software packages are designed to maintain the data

elements required for federal reporting, payroll,

salary, and benefits. These are needed by all

businesses, not just education. The maintenance of

data about educational background, assignment,

evaluation, and professional development may not,

however, be consistent among software packages; in

addition, they may not be particularly attuned to the

needs of education organizations. This handbook

contains a comprehensive listing of data elements

important to the education system, reflecting the

needs of all types of education organizations.

Within software systems, or on paper data collection

forms, the potential exists for data to be maintained

in a variety of formats. As people fill out forms, they

may interpret questions in different ways than

originally intended. For each of the data elements in

this handbook, therefore, a standard definition is

included, and for many data elements there are lists

of unique options. The value of clearly defining how

data are collected and maintained cannot be

overstated. When staff data are collected and

maintained consistently and accurately, the data

aggregated from schools and districts will be

comparable. This will make the resulting

information more useful for evaluation and decision

making purposes.

Safeguarding Confidentiality and Ensuring

Appropriate Use of Staff Data

Education organizations must develop policies and

procedures for collecting, maintaining, using, and

disposing of staff data that are appropriate for local

and state needs, and conform with applicable laws

and regulations. Many parts of staff records are

considered “public records,” subject to federal and

state open records laws or the Freedom of

Information Act (FOIA). As a result, education

organizations must establish policies and procedures

for making data available to the public upon request.

At the same time, each education agency should be

sensitive to the privacy rights of their staff, and have

policies and procedures that protect against improper

use of information about individual staff members.

The National Forum on Education Statistics and

NCES have released a document called Privacy

Issues in Education Staff Records (NCES 2000-363)

to help education organizations with the appropriate

use and confidential maintenance of staff data. In

addition, NCES has produced a document on the

security of technology systems as it relates to the

maintenance of administrative records systems,

called Safeguarding Your Technology (NCES 98-

297). Both documents are described later in this

chapter.

Development of Automated Staff Data

Systems

Increasing numbers of education organizations are

computerizing their staff records because of the many

advantages of automation. Typical software

packages handle payroll data, scheduling, and other

necessary administrative tasks. In addition, most
Chapter 2 - The Handbook

7

automated staff information systems offer flexibility

in how data can be used within the education

organization. For instance, by using information

from an automated staff data system that is integrated

with other data systems (e.g., finance, students,

facilities), administrators can analyze and evaluate a

number of factors that can affect the quality of

educational services provided. Administrators could

look at the educational background of the teaching

staff, check on the availability of appropriately

trained staff, identify teachers who are doing an

outstanding job of instructing students, and predict

where staffing shortages will occur. Such analyses

can promote more efficient and effective decision

making by administrators.

This handbook is not meant to provide a design for

an automated staff accounting system. Indeed, the

data elements included can be used in paper as well

as computer records. This handbook does, however,

provide a design for coding data so that they can be

stored and flexibly used in a management

information system. In addition, when staff

information needs to be shared within the education

organization, or with other agencies and

organizations, it can be done more efficiently and, in

some cases, more accurately if the data are

maintained in an automated system. Automated

systems also offer the capacity to protect the

confidentiality of individual records by making data

available only to those with a clear need to have

access.

Background of the Handbook

This handbook is one of a series of handbooks that

provide guidance to education organizations on

various different types of education data. This

edition was developed with the assistance of many

representatives of federal, state and local education

agencies over the course of a year. The terms,

definitions, and procedures recommended represent

the combined best judgment of many experts

participating in the cooperative development of the

handbook series. They are presented as sound

practices or principles to be interpreted and applied

according to the identified needs and requirements of

any education organization.

NCES Handbooks and Other Guides

NCES has sponsored the revision of several

handbooks that were a part of a series of terminology

manuals called the State Educational Records and

Reports Series, originally published between 1953

and 1974. These handbooks provide essential

guidance about the importance of comparable and

complete data collected by school districts and state

education agencies including data reported to the

federal government each year. The handbooks reflect

the growing importance of consolidated education

data systems that allow different types of information

to be brought together to improve education decision

making.

• Last published in 1995, the Staff Data

Handbook: Elementary, Secondary and Early

Childhood Education is a revision of the

document Staff Accounting: Classifications and

Standard Terminology for Local and State

School Systems (Handbook IV), originally

published in 1965. Much of the earlier

information has been included here; however

many new data elements have been added,

reflecting increased accountability requirements,

new types of professional development, and

payroll information.

• A new version of the Student Data Handbook:

Elementary, Secondary and Early Childhood

Education (NCES 2000-343)1

 was published in

2000. Previously called Handbook V, Standard

Terminology and Guide for Managing Student

Data in Elementary and Secondary Schools,

Community/Junior Colleges, and Adult

Education, this handbook was originally

published in 1974 and revised in 1994, when its

title was changed. This handbook provides a

comprehensive listing of data elements that

could be collected about students in schools,

districts, or state education agencies. Many of

the data elements are identical to the ones in the

Staff Data Handbook. Appendix C lists the

numbers of the identical data elements.

• Another handbook in the series is Financial

Accounting for Local and State School Systems

(Handbook II) (NCES 97-096R)2

, last revised in

1990. Another revision is under way. This

handbook covers basic concepts for financial

management, which is relevant to staff data

because, among other reasons, effective use of

financial and human resources is essential to

running education organizations.

Since 1995, NCES has published several other

documents that support the automation and

standardization of data collection.

• Based on discussions related to the Student Data

Handbook and the SPEEDE/ExPRESS student

transcript format (described in more detail later

 

1

http://nces.ed.gov/pubs2000/studenthb

2

http://nces.ed.gov/pubsearch/pubsinfo.asp?pubid=97096R
Chapter 2 - The Handbook

8

in this chapter), a need for a standard course

classification system was identified. To meet this

need, in 1995 NCES published A Pilot Standard

National Course Classification System for

Secondary Education (NCES 95-480)3

. Plans are

under discussion to revise this document once

the new student and staff data handbooks are

complete. This handbook provides codes to link

student and staff data, which can help education

organizations answer questions about the

provision of comparable courses across and

within states. These codes can also be used to

analyze teacher qualifications for particular

courses.

• In June 1997, the National Forum on Education

Statistics published Basic Data Elements for

Elementary and Secondary Education

Information Systems (NCES 97-531)4

. This

document describes the data element building

blocks for an education information system.

Based on the contents of the Student Data

Handbook and the Staff Data Handbook, this

document provides guidance to education staff

responsible for developing a flexible and useful

data system.

• Protecting the Privacy of Student Records:

Guidelines for Education Agencies (NCES 97-

527)5

, written for the National Forum on

Education Statistics and NCES, provides

guidance regarding the safety and security of

student records. This document focuses on

practical procedures and policies to support strict

control and appropriate release of student

records, an issue that raised concerns during the

development of the Student Data Handbook.

• Technology @ Your Fingertips (NCES 98-293)6

was developed by NCES to provide guidance on

the selection and implementation of

administrative and instructional technology.

This document contains guidelines, checklists,

and case studies to help schools, districts, state

education agencies, and postsecondary education

institutions make effective technology decisions.

• Another document, Safeguarding Your

Technology (NCES 98-297)7

, focuses on

technology equipment security, which is

essential when maintaining automated records.

Like Technology @ Your Fingertips, this

 

3

http://nces.ed.gov/pubsearch/pubsinfo.asp?pubid=95480

4

http://nces.ed.gov/pubsearch/pubsinfo.asp?pubid=97531

5 http://nces.ed.gov/pubs97/P97527

6 http://nces.ed.gov/pubs98/tech

7 http://nces.ed.gov/pubs98/safetech

document includes guidelines, checklists, and

case studies to assist staff from schools, districts,

and state education agencies; and others

responsible for planning, designing, and

maintaining technology.

• Privacy Issues in Education Staff Records

(NCES 2000-324)8

 discusses key concepts in

protecting and managing staff records. It does

not provide legal guidelines, but does address

requirements of the federal Freedom of

Information and Privacy Acts; and it offers

principles of best practice.

• Building an Automated Student Record System

(NCES 2000-324)9

 is a guide for local and state

education agencies designing or upgrading an

automated student information system.

Guidelines, checklists, and real-life examples are

included.

NCES also has participated in the development of

formats for electronic record exchange of student and

staff records through the American National

Standards Institute’s Electronic Data Interchange

(EDI) subcommittee. The student record format is

called SPEEDE/ExPRESS. SPEEDE stands for

Standardization of Postsecondary Education

Electronic Data Exchange, and ExPRESS stands for

Exchange of Permanent Records Electronically for

Students and Schools. (A personnel record format is

currently under development.) Information on the

education EDI standards can be obtained at

http://www.standardscouncil.org.

Handbook Revision Process

Beginning in 1998, the Administrative Records

Development Project of the Council of Chief State

School Officers (CCSSO), under contract to NCES

and with the assistance of Evaluation Software

Publishing, Inc. as subcontractors, began anew the

process of revising and updating the student and staff

data handbooks. As before, recommendations were

sought from local, state, and federal education agency

staff concerning needed changes and proposed new

data elements. A working group was convened in

March 2000 to review potential revisions and make

additional suggestions. In addition, a federal working

group consisting of individuals from the U.S.

Department of Education was convened in May 2000

to provide input on changes in federal reporting

requirements. Potential revisions were shared with

many groups of education representatives, as well as

with individuals who volunteered to review the new

 

8

http://nces.ed.gov/pubsearch/pubsinfo.asp?pubid=2000363

9

http://nces.ed.gov/pubsearch/pubsinfo.asp?pubid=2000324
Chapter 2 - The Handbook

9

edition. Those who participated in the revision of this

handbook are named in appendix A. Final revisions

were submitted to NCES in Fall 2000, for publication

in early 2001. A new process for continually revising

the Handbook is described in detail later in this

chapter. Annual changes will be finalized in January

of each year and published on the NCES Web page.

In addition, revised pages will be printed to

accompany the printed document.

Electronic Handbook

A Web-based version of this handbook is available at

http://nces.ed.gov/pubs2001/staffhb. The online

version of the Staff Data Handbook was created to

allow a more “interactive” way to use the contents. A

“List of Staff Data Elements” and an “Alphabetical

Subject Area Index” allow the reader to move around

to the data elements of interest. The online version

also includes some direct links to references, which

allows for updated information. The data element

content is the same as in the currently available

printed version. The chapters of the printed version

are also included, and the on-screen “Table of

Contents” can be used to review them. The

electronic Handbook can be viewed through most

browsers, and can be easily downloaded to the

reader’s printer or desktop.

Criteria for Including Items in the Handbook

Three basic criteria—data usefulness, effort to

collect, and reporting requirements—were used in

selecting data elements. Each data element included

was judged according to the following criteria:

1. The data element is important and needed by

many schools, school districts, or state education

agencies to maintain vital information about staff

background, qualifications, assignments, and

evaluations.

2. The effort involved in accurately collecting and

maintaining the data element is justifiable in

terms of the value of the information.

3. The data element is needed for reporting

information about staff to school districts or

other administrative units, to state education

agencies, to the federal government, and/or to

parents or other constituencies in the community.

These or similar criteria may be helpful to state and

local agencies and other education organizations,

both public and private, in selecting items from this

handbook.

One type of information that was considered but not

included is a listing of references to federal surveys.

Most federal education surveys ask that schools,

school districts, or state education agencies report

aggregate information about staff. However, a few

federal sample surveys collect information about

individual staff members. A listing of which

individual staff-level data elements are collected in

these federal surveys was omitted for two reasons.

One is that the levels (staff, school, school district,

and state) at which the information is collected varies

from survey to survey, and it would be difficult to

ensure a clear distinction of the appropriate level for

each data element. A second reason is that this

handbook is meant to represent “best practice” that is

not expected to change for many years, while federal

surveys can change from year to year or even

between cycles. Data collectors, data users, and the

public may, nevertheless, need to know which data

specific surveys collect. Plans are underway to

develop lists of these data elements in an electronic

format through the United States Department of

Education's electronic network.

Sources of Definitions

The definitions included for categories, data

elements, options, and entities were taken primarily

from existing sources; others were written with the

assistance of participants in the development process.

In some instances, laws or federal regulations

specified what data elements should be used and how

they should be defined. Some of the definitions were

included in the previous Handbook and are still in

common usage. Other definitions came from a

variety of published sources, such as textbooks,

federal publications, or other documents. For certain

elements, comparisons were made among various

local, state and federal sources, and a compromise

definition was developed.

Most of the options lists were drawn from existing

sources. Some were obtained through the American

National Standards Institute (ANSI), others were

included in the Student Data Handbook.

Basic Definitions

Several terms are used throughout this handbook.

These terms are defined here to ensure clarity when

reviewing the rest of the document.

A staff member is defined here as an individual who

performs specified activities for any public or private

education institution or agency that provides

instructional or support services to students or staff in

an early childhood, elementary, or secondary

educational program. Included are individuals such
Chapter 2 - The Handbook

10

as teachers; school and district administrators; special

service providers; and other types of support staff,

such as school bus drivers, cafeteria workers, security

guards, and custodians.

The term school system is used to represent the

education system as a whole, including schools,

school districts and other local administrative units

(such as dioceses) intermediate agencies (such as

regional service centers), state education agencies,

and the U.S. Department of Education. Both public

and private schools are included, as are

administrative agencies. The term’s local education

agency, local administrative unit, and school district

refer to education institutions, agencies, and

administrative units that exist primarily to operate

schools or to contract for educational services. These

units need not be coextensive with county, city, or

town boundaries. They oversee the functioning of

schools within specific boundaries or jurisdictions,

and have instructional, administrative, and

recordkeeping responsibility for students. The term

education organization is used to describe any or all

types of public or private education agencies,

institutions, or other entities that maintain data about

individuals employed in education (e.g., retirement

systems, licensure commissions).

The term school is used to refer to any institution that

provides preschool, elementary, and/or secondary

instruction. This would include an early childhood

center or preschool, a public or private school serving

children in kindergarten through grade 12 (and even

grade 13), a vocational or adult high school, and a

school that is classified as ungraded. These schools

have one or more teachers to give instruction or care,

are located in one or more buildings, and have an

assigned administrator.

The term researchers is used to describe those

responsible for evaluating education programs,

individuals conducting research activities about the

status of schools and students, and others with

analytical responsibilities—regardless of who is

sponsoring the activities.

The term’s data and information are used extensively

through this handbook. Data are the raw facts about

a person or other entity, such as the birthdate, a mark

of “A” in a history course, or a residence address of

“1234 Main Street.” Information is compiled,

combined, summarized, or reported data that, in

context, has a significant meaning. For example, a

teacher’s education background and previous

experience can be used as information to determine

what teaching assignment they should have or the

total number of teachers with licensure for the

courses they teach can be derived from an individual

staff accounting system.

Chapter 4 contains terms and definitions for two

levels of data maintenance: entities and data

elements. In this handbook, an entity is a person,

place, event, object, or concept about which data can

be collected. A data element is a specific bit of data

that can be defined and measured. When entities and

data elements are combined, new unique data

elements are created. For instance, the data element

“Name of Institution” is defined each time it appears,

but the corresponding entity is different for each

appearance (e.g., Education Institution, Credentialing

Organization, or Employer).

Data elements have been arranged into categories or

groups of related data elements. For example, the

category “Background Information” includes

personal information about an individual, including

data elements such as “Social Security Number,”

“Race,” “Ethnicity,” “Sex,” “Birthdate,” and

“Language.”

For many data elements, a free-form (open-ended)

description is the appropriate response when

designing a data collection instrument or system. For

example, the possible responses for the data element

“Name of Institution” are too numerous to list and

must be keyed in by the user. However, many data

elements in this handbook contain options. Options

are possible alternatives or coded responses for data

elements. Whenever possible, this handbook

attempts to include an exhaustive and mutually

exclusive list of options. For example, the data

element “Sex” lists two options: “Male” and

“Female.” In this revised version, however, new

code lists have been added that may not be

comprehensive. The revision process described

earlier in this chapter will allow additional options to

be added as necessary or appropriate.

The options presented for each data element are

generally illustrative, not mandatory. Education

organizations may adjust, adapt, or replace them as

needed to meet their requirements. In addition,

schools and school districts may wish to create an

options list for data elements if no list is included in

this handbook. A subset of options might, in some

instances, be sufficient when designing a data system

or data collection instrument. Ideally, any

modification should be done in such a way that it

does not conflict with the basic handbook structure.

In some instances, code lists are available from other

sources and are referenced for a data element. For

some data elements, a more extensive list of options

might be needed and obtained from another source.
Chapter 2 - The Handbook

11

There are some instances where laws or regulations

specify the options listed for some data elements.

For example, some options are required for federal

reporting to the Office of Special Education

Programs of the U.S. Department of Education.

Schools or school districts may also need to adjust

their option lists to reflect the current reporting

requirements as specified by revised law and

regulations. Care should be taken in combining

categories and data elements in individual records to

ensure that data can be compared or aggregated with

data or information from other sources. In some

cases, examples of options are listed within a data

element definition, but a comprehensive list is not

included because major variations are possible due to

local options or expectations. When a

comprehensive list could not be developed, examples

were included with the definition.

At the time of this handbook’s revision, changes were

being made to the way information about how the

“Racial/Ethnic Group” elements will be reported to

the federal government. This will obviously affect

how information must be maintained by schools,

districts, and states. Previously, there were five

options for “Racial/Ethnic Group” used in education

organizations: “American Indian or Alaskan Native,”

“Asian or Pacific Islander,” “Black (not Hispanic),”

“Hispanic,” and “White (not Hispanic).” Each staff

member was identified by one of these five options.

Recent work completed by the federal Office of

Management and Budget requires that information

about five categories of race, in addition to Hispanic

ethnicity, must be recorded for all persons.

Specifically, staff members should be allowed to

indicate if they consider themselves to be any one or

more of the following: “American Indian or Alaska

Native,” “Asian,” “Black or African American,”

“Native Hawaiian or Other Pacific Islander,” or

“White.” As a result, there will be major changes in

how race and ethnicity information may be reported

and maintained.

The U.S. Department of Education has not made its

final recommendations on how aggregated data

should be reported. For example, tabulation

guidelines may allow some of the 63 possible

combinations of race and ethnicity to be collapsed

into broader categories. The Department of

Education intends to allow education organizations

three years to implement the guidelines for

aggregating and reporting data, once these are

established. Data for individuals, however, will be

reported by the Department following the schedule

set by OMB (January 2003). Maintenance at the

school district level of complete information will be

needed, therefore, to meet whatever requirements are

eventually identified. While schools or school

districts may wish to allow other more specific

options than those included in the Handbook, new

options should be designed in such a way that they

can later be re-grouped or collapsed into the options

included here, or as required by current law. (See

appendix D for further explanation of Directive 15

and OMB’s work.)

In chapter 5, entities and data elements are combined

to describe how this handbook may be used to set up

a staff accounting system. This chapter also provides

suggested data element types and field lengths for

readers creating an automated staff accounting

system. In some cases, an assumption was made that

coded options would be used instead of an openended response. However, the reader may choose not

to use the suggested options.

Contents of the Handbook

This handbook contains both general information

about data collection activities and individual staff

accounting systems, and specific information about

what might be included in a staff record.

Chapter 1, “Introduction,” provides an introduction to

the Handbook and discusses the need for a common

language and the potential technology offers in

maximizing the usefulness of information obtained

by education data collection efforts.

Chapter 2, “The Handbook,” describes the purposes

and the role of the Handbook, its contents and

potential uses, and recognized limitations. Listings

of other related documents that could be useful are

also included. In anticipation of future updates, a

description of the process for implementing

suggested changes has been included.

Chapter 3, “Building an Automated Staff Accounting

System,” describes a process for developing a staff

accounting system, and the principles related to the

development of such a system. Included are

suggestions for policy development regarding the

design of a staff accounting system, the kinds of data

that should be collected, the updating of these data,

the uses of the data, and the need to control access to

individual staff records.

Chapter 4, “Definition of Terms,” contains a

comprehensive listing of data terms considered

important to the management of schools, the

appropriate assignment of personnel, and the

provision of services and benefits to staff. Each

entity listed refers to something, or someone, about

which data should be maintained. Each data element

refers to a particular aspect of staff data for which

some need was perceived within the school system.
Chapter 2 - The Handbook

12

A “best practice” definition is included for each

entity and data element. A data element’s definition

may include options or classifications that describe

the term, and which can be used as codes within a

staff accounting system. In addition, potential entity

uses are listed for each data element.

Chapter 5, “Applications of the Handbook,” is, for

the most part, dedicated to the design of a potential

staff accounting system that joins entities with data

elements to describe how data could be maintained.

A table is also provided with information about data

element type and field length, attributes that could be

useful to readers designing a data collection system, a

survey, or a reporting format.

The glossary defines selected staff-related terms that

are used in the text, but not defined in earlier

chapters, as well as other important terms in staff

data management. A detailed Index is also included

for easy reference. Following the Glossary and Index

are 13 appendices with important supplemental

information. The appendices include comprehensive

lists of coding options for some of the data elements

in chapter 4. Included are code designations for

states and outlying areas, countries, languages,

occupational groupings, medical conditions and

treatments, and listings of federal education programs

and the names of those who contributed to the

development of this revision.

Users of the 1995 version of the Staff Data

Handbook should note that Section B,

Educational Background, and Section C,

Professional Development, have been combined.

Updates to the Handbook

Beginning with the revised version of this handbook, NCES has instituted a process for revising the Handbook on an

as-needed basis. The expectation is that major revisions suggested in the four to five years following publication will

be minimal, and a complete revision will not be needed for five or more years. To handle minor revisions or

additions as they arise, the following procedures have been developed.

In order to identify needed changes or additions, NCES will compile suggestions and questions sent by letter or email over the course of a year. In addition, the U.S. Department of Education staff will be contacted to determine if

there are changes in reporting requirements that affect the handbook data elements. Suggestions and questions will

be posted on the National Forum on Education Statistics listserv around December 1, at least two months before the

Forum’s Winter meeting. At the Winter meeting, a group of Forum members will consider the proposed changes and

decide which to include in the new revision.

Once the changes have been determined, the Government Printing Office will be provided substitute pages for

inclusion with the printed version. Changes and revised pages will also be made available electronically on the

Handbook Homepage. Visitors to the site should be able to print the revised pages as they look in the printed

document. In this and subsequent versions of the Handbook, readers will be encouraged to visit the NCES web site at

http://nces.ed.gov/pubs2001/staffhb to obtain any recent revisions.

Suggestions for revisions can be submitted to NCES in the following ways:

1. Go to the Handbook web site (http://nces.ed.gov/pubs2001/staffhb) and follow the e-mail link for submitting

changes.

2. Mail suggestions to:

Staff Handbook Changes

c/o Beth Young

National Center for Education Statistics

U.S. Department of Education

1990 K Street, NW

Washington, DC 20006-5651
13

Chapter 3

BUILDING A STAFF ACCOUNTING SYSTEM

Introduction

Information is needed about staff members from the

time they enter into employment or service with a

school, school district, or other education

organization until they retire or depart. For example,

a file is created as soon as a teacher applies for

certification or licensure from a state licensing

agency. Such a file generally lists completed

coursework, including apprenticeships or student

teaching, and recommendations for

certification/licensure. As a part of the hiring

process, the local administrative unit may request

information about the applicant's background, such as

home address, social security number, license,

content areas of certification, experience, and other

basic information. When the individual is assigned to

a school, other information about that assignment,

such as grade levels, courses taught, and school

location is added to the record. In addition, the

payroll office keeps information about the staff

member's insurance plan(s), beneficiary, withholding

requirements, and other data that are needed to ensure

the staff member is paid and taxes and insurance are

covered. Other information about the staff member

might be kept at the assignment site, including an

Emergency Contact name, extracurricular

sponsorships, attendance, and appraisal ratings.

Retirement systems for the state or school district

also maintain files that might include the staff

member’s expected date of retirement, years of

experience, and other related information. Although

the exact content may differ, the types of data files

mentioned above are generally kept for both teaching

and non-teaching staff, including both licensed and

unlicensed personnel.

Efficiency suggests that relevant information should

be collected once and subsequently made available to

all authorized users through an automated, distributed

database arrangement or a consolidated computer

database. For example, a staff member’s address

should be entered once into the system, and then

accessed by anyone within the organization with a

need to mail something to the staff member. Using

standard terminology when developing a database

can ensure that information will be correctly

interpreted and useful. Staff records serve many

purposes; but whatever their content, use, or storage

medium, a staff record is basically a collection of

information about a staff member.

A well-designed, automated staff accounting system

yields many benefits, including the ability to extract

information about individual staff members, schools,

programs, and school systems for use in decision

making. A second benefit may occur when staff

records are added to an overall management

information system that includes data about students,

facilities, resources, curriculum materials, and

budgeting for the school or school district. Ease of

use means that authorized personnel can accomplish

management activities more efficiently, especially if

the data are comparable. In such an arrangement,

staff accounting systems can play a key role in the

overall functioning of the school system. In addition,

such a system allows for more sophisticated analyses

to be conducted, promoting improvement in the way

instructional and other types of services are provided

to students. With the growing number of schools and

local education agencies, including those

administered by private management companies, it is

increasingly important to develop well-designed

mechanisms for collecting accurate and timely

information that can be used for policymaking.

Many state education agencies are beginning to

collect more information about educators currently

employed in school districts across the state. In

conjunction with student and finance data provided

by schools and districts, this staffing information can

be used to evaluate the quality of the provided

instruction, and to hold schools and districts

accountable for student learning. As a result, a more

efficient way is needed to move data from schools

and districts to state education agencies, so as to

make the data readily available for state-level

policymaking. If the data are to be useful, standard

definitions for data elements are essential.

Description of a Staff Record

A staff record is, by definition, any recorded

information about a staff member. Staff records can

be described in terms of content (e.g., assignment

information), use (e.g., ensuring that staff hold any

required credentials), or by how they are stored (e.g.,

a computer disk). Staff records may be used for

many purposes, including monitoring compliance

with state laws and regulations; identifying staffing

needs; scheduling teachers into classes; producing
Chapter 3- Building A Staff Accounting System

14

paychecks; and completing reports for local, state,

and federal authorities.

A staff record may be kept on file in a state education

agency, a school district office, a school office, or

another approved location. The record contains

information collected from the staff member; from

supervisors; and from other sources outside the

school, such as Postsecondary institutions the staff

member attended. A complete staff record may be a

single file, or it may be made up of several separate

records, each with specific contents or use, and each

stored in a different way. It may be stored in a

central location (such as a school district computer)

for the convenience of authorized individuals

requiring access to information contained in the

record, or it can be stored as separate information by

each office that uses the record. No matter where the

record is stored, however, procedures must be in

place to ensure that access is only granted to

authorized individuals, and that it is updated as

needed in a timely fashion.

Description of a Staff Accounting

System

Separate staff records become a staff accounting

system when they are linked together or made

accessible for one of several critical functions, such

as generating reports, adding/deleting/modifying

records, and conducting analyses. Staff accounting

systems, like records, may be maintained as paper

files, on microfilm, in computer files, or in some

combination. To improve efficiency and data

usefulness, many school districts and state education

agencies have entered their staff records into

computerized databases. As mentioned above,

computer systems offer tremendous advantages over

the traditional paper systems; however, most

computerized systems still require paper records at

various stages of implementation.

Numerous companies have developed software

products designed to store and process staff records.

Some school districts use personnel system software

developed to be applicable for all types of businesses.

Others use software products developed specifically

for education organizations, which provide

applications for course scheduling and other

education-specific activities, as well as linkages with

other software such as student information products.

Still other districts have software developed

internally by staff or consultants. Using generic and

education-specific products together (for example,

specialized student records systems and a generic

business accounting package) can sometimes be

difficult, but it is possible. There are ways to ensure

that essential information can be extracted and

combined with other data for analytical purposes.

Each education organization seeking to automate its

staffing records, or to update an existing system,

must determine the best system design and software

solution for its unique needs. An important

consideration will be maintaining the system as

changes or improvements are needed, as well as the

resources needed to keep the system working on a

daily basis. The following information will help

readers identify and implement the most appropriate

automated system for their organizations.

Benefits of a Well-Designed Staff

Accounting System

A well-designed, comprehensive, and computerized

staff accounting system offers many benefits. Some

of the most important advantages are discussed

below.

• Ease in getting the required information

Similar to an office's filing system, the adequacy of a

staff accounting system is often judged by how much

time and effort are required to find and retrieve

information. An effective staff accounting system is

thus designed to provide the required information

upon request, easily and without burdensome trialand-error searching. Therefore, a key part of the

system’s design should be the processes for access,

retrieval, and reporting. Ideally, the queries that will

be needed are anticipated and accommodated when

the system is designed. For example, standard

reports may be produced automatically and

consistently on a predetermined schedule.

The Schools Interoperability Framework (SIF) is a computer industry initiative to develop specifications to ensure that

K-12 instructional and administrative software applications work together more effectively. These specifications deal

with the way information is stored, accessed, updated, and transferred. Among the types of software included are

student information services, food services, grade book, human resources, financial management, instructional

management, library automation, and transportation. SIF will enable diverse applications to interact and share data

efficiently, reliably and securely, regardless of the host platform. For additional information, visit

http://www.sifinfo.org.
Chapter 3- Building A Staff Accounting System

15

• Accuracy

Data quality and accuracy are basic to a welldesigned staff accounting system. However, a record

system can be no more accurate than the data in it.

Traditionally, paper records are not easily kept

complete and up-to-date, nor are they readily

accessible. While the use of a computer system in

maintaining staff records helps to maximize accuracy

by providing formatting parameters, database

structures, and codes, technology is by no means a

guarantee of quality. However, once data are

collected according to appropriate collection

standards (see information on SEDCAR later in this

chapter) and standard data definitions (such as appear

in this handbook), computers can facilitate efforts to

maintain data quality during information sharing,

analyzing, and reporting. Data accuracy should be

ensured from original collection, to data entry, to

maintenance. Such accuracy provides users the

confidence necessary to rely on their system.

• Quicker response

When information from a staff record is needed, it is

often needed promptly. For example, when a staff

member moves from one assignment to another, the

staff record needs to reflect this change in a timely

fashion. A well-designed staff record system makes

access to, and modification of, records easy and

timely. In addition, analyses of data in the system

can be completed more efficiently to meet the needs

of decision makers.

• Cost savings

A well-conceived and implemented staff accounting

system can reduce the costs of handling the

paperwork associated with recordkeeping and report

production. While automation of staff records seems

to provide the most efficiency, a common mistake

made when automating a paper system is a failure to

completely redesign the system to take advantage of

the computer's capabilities. While initial costs may

be high for developing a computerized data system,

they can often be justified through future savings,

increased access, and greater efficiency.

• Moving data to different education agencies

A well-designed automated staff accounting system

allows for the easy and efficient movement of staff

records among different levels of the education

system. For instance, information on teacher

licensure can be transmitted electronically to school

districts seeking to hire an educator. Similarly, when

a school employee retires, data can be efficiently

transferred to the retirement system.

Effective Uses of Staffing Data

Identifying data elements for inclusion in a staff

accounting system is a very important step in

designing a system; this will be discussed in more

detail later in this chapter. It is important to identify

the data elements essential to the functioning of the

education system, and to make plans to collect and

maintain those data. An important role of a staff

accounting system is to provide administrators with

the information they need to ensure that appropriate

staff members have been assigned, and that the staff

is functioning at the highest level possible.

Data elements should be selected for any of the

following reasons:

1. The data are needed for administrative purposes

to ensure an efficient education system.

2. The data are needed for reporting to school

boards, state boards of education, and state and

federal education agencies.

3. The data are needed to evaluate the quality of the

instruction and services being provided.

Many state education agencies collect individual staff

records and handle some of these needs at the state

level. This reduces the burden on the districts, and

also provides a database more useful for state-level

analyses.

Readers selecting the content of a staff accounting

system must remember that data should not be

collected if they are not needed or if their accuracy is

suspect. In particular, sensitive data should not be

maintained unless an important purpose is being

served, particularly if the information can be

requested through the state’s Open Records Act or

Freedom of Information Act (FOIA).

Many ethical issues should be considered in

conjunction with the collection and use of staffing

data. Therefore, when selecting data elements for

inclusion in a staff accounting system, it is vital to

first consider how the data are supposed to be used as

well as how they could be used.

Best Practice—SEDCAR

Guidelines are available that describe “best practice”

in collecting and reporting education data, including

staff information. Called the Standards for

Education Data Collection and Reporting

(SEDCAR), these guidelines were developed
Chapter 3- Building A Staff Accounting System

16

pursuant to the Hawkins-Stafford Amendments of

1988, which authorized an effort to improve the

comparability, quality, and usefulness of education

data. SEDCAR is a helpful guide to basic principles

for ensuring good quality in the key phases of data

collection, storage, and reporting. Anyone

developing, redesigning, or taking charge of a staff

accounting system can benefit from the collective

experience of the large team of professionals brought

together to develop SEDCAR.

Design of a Staff Accounting System

A process for designing or redesigning a staff

accounting system is described in the following ten

steps. As with most systems, these steps and their

associated issues are never finally resolved; rather,

the design is ongoing and builds upon itself.

However, the standards and principles on which the

system is designed need to be continually monitored,

and revised as needed.

Step 1 - Identify the possible uses of the system.

The first step is to identify, describe, and agree upon

the potential uses for an automated staff accounting

system. These identified uses will determine the

response to each of the next nine steps. The

information in a staff record may have multiple uses.

For example, within a state education agency, the

certification/licensing office maintains files on each

person licensed or certified as an educator in the

state. These files contain transcripts, references,

health information, criminal checks, and other

evaluation materials. In some state education

agencies, there may also be information on a staff

member’s current and past assignments and other

relevant information, such as professional

development activities. Often, a state education

agency or other state department maintains staff

records containing information for the retirement

system. Within a school district, the personnel office

uses staff records to store information about

applicants, and to ensure that all requirements are met

for employment. This information becomes a part of

the permanent record when the person is hired.

District accounting offices use staff records to ensure

that paychecks are appropriately distributed and to

record information about fringe benefits received by

staff members. Schools maintain information about

staff members' schedules, attendance, and evaluation,

but they may also need certification or licensure

information. Finally, schools, districts, and state

education agencies use these files to report certain

types of aggregate data to school boards, state

education agencies and the public.

The deliberative process should include

representatives from the offices of personnel, payroll,

research/evaluation, and other areas with a need for

staff information.

Step 2 - Establish written policies and guidelines

to ensure laws and regulations are enforced.

The system must be designed to comply with any

regulations governing any of the identified uses.

Such regulations may mandate the response to any or

all of the following eight steps.

To ensure that legal requirements are met and ethical

responsibilities carried out appropriately and

effectively, education organizations are advised to

establish their own written policies and guidelines for

maintaining privacy and confidentiality of staff

records. Before doing so, it will be necessary to

compile and review local, state, and federal laws,

existing administrative policies, union agreements,

professional standards, and other relevant

considerations particular to an agency or institution.

Policies and guidelines should state principles and

procedures regarding:

• Selecting appropriate data elements for staff

records

• Collecting data elements accurately, consistently,

and carefully

• Maintaining relevant, accurate, and confidential

records

• Determining which organizations and individuals

should be authorized to collect, maintain, and

gain access to the system

• Carefully screening anyone who will handle

confidential information

• Restricting access to records by unauthorized

school personnel

• Safeguarding data (or restricting access) in the

possession of a contracting organization

• Safeguarding individual staff records being

transferred to other schools or school systems,

state education agencies, and elsewhere

• Concealing the identity of individuals or

institutions entitled to confidentiality, using

appropriate procedures for aggregating,

encoding, and releasing sensitive data

• Destroying records or data no longer needed

Education organizations may want to establish and

maintain a committee to review policies, procedures,

and activities involving staff records. The

membership of this review committee might include

representatives of various groups such as teachers,

principals, non-certificated staff, personnel directors,

accounting managers, and union representatives.
Chapter 3- Building A Staff Accounting System

17

This committee should be responsible for ensuring

that staff data are collected, stored, accessed, used,

and discarded in such a way that the rights and

welfare of staff members are protected.

Every education organization should periodically

reassure itself, through appropriate administrative

review, that its policies and procedures for protecting

staff rights and welfare are being applied effectively.

Organizations should also accept or delegate

responsibility for continually monitoring local, state,

and federal legislatures and other agencies authorized

to enact new or modify regulations relevant to

implementing a staff accounting system.

Step 3 - Determine the system contents.

Both the identified uses and regulations determine the

contents of a staff accounting system. Contents are

the information areas or categories to be kept or

excluded. Typical contents include:

• Personal information (address, background,

military status, health information, etc.)

• Educational background and professional

development (Postsecondary degrees and other

types of training)

• Qualification information (areas of certification

and experience)

• Current employment (job title, salary, insurance,

etc.)

• Assignments (assignment type, program type,

location, time period, etc.)

• Evaluation and career development (performance

assessment, etc.)

• Separation from employment

The desired contents should be clearly defined before

beginning Step 4 to ensure that all areas of the

proposed staff record system are covered, and to

eliminate unnecessary duplication. A key to an

effective and efficient staff accounting system is for

data to be entered only once, and updated in a single

place, although different offices may have

responsibility for updating certain data elements.

This will ensure that data elements needed for more

than one purpose are not maintained differently in

different files.

Step 4 - Select data elements.

In this step, each content area is further disaggregated

into individual data elements—the lowest level of

information contained in a record. For example, in

the area of "staff background," information about

race, ethnicity, sex, birthdate, language proficiency,

etc., would each appear as a separate data element.

A critical data element for a staff accounting system

is a unique identifier that can be used to ensure that

all relevant information about a staff member can be

merged. In most staff accounting systems, the Social

Security Number (SSN) serves as the unique

identifier. However, education organizations may

want to consider assigning a different number (such

as a random, computer-generated number) for the

purposes of analysis and recordkeeping. In many

integrated management information systems,

teachers’ identifiers are a key link to information

about their students. Therefore, the use of a different

identifier may help guard against the misuse of

student or staff data.

Within this format, a critical aspect is the definition

and coding of data elements. This handbook can be

used to provide educators with some standards for

definitions and, if deemed appropriate and useful, the

data elements defined in chapter 4 may be included in

a staff record system.

When developing or redesigning a staff accounting

system, adopting standards set at a state or national

level, or those of a specific software package will

facilitate the exchange of data across systems. As

more national standards develop, ensuring that local

records and those standards match will allow schools

and districts to take advantage of automated

exchange and analysis methods. The Schools

Interoperability Framework (SIF) activity, described

earlier, is one effort underway to ensure that all

education software packages work together

seamlessly. Adoption of national standards does not

mean that no local flexibility is possible in the

selection or structuring of data. It simply means that

for data elements that will be shared, consistent

definitions are best, preferably definitions in common

use. This will help users accurately interpret

information when it is shared or analyzed.

Step 5 - Choose the storage media.

Data are stored in many ways, ranging from

handwritten paper documents; to microfilm or

microfiche; to electronic data files on computer tape,

disk, hard drive, DVD, zip disk, or CD-ROM. A

staff accounting system may use any or all available

media if linking or accessing each type of medium is

feasible. Maintaining staff information in separate

linkable databases, even on separate computers, may

best serve security and confidentiality needs while

ensuring that data can be merged for analytical

purposes.

Several considerations are important in the selection

of a storage medium, including the number and size

of records, storage space available, the permanency
Chapter 3- Building A Staff Accounting System

18

of the records, and the cost. Cost has at least two

components: the cost of entering the data, or

exchanging them between media; and the cost of

purchasing components, such as filing cabinets,

computer disks, microfilming equipment, etc.

However, technical advances in computer data entry,

storage, and retrieval are quickly making these

aspects of staff records management less expensive,

more efficient, less demanding of physical space, and

more accessible to multiple users.

Step 6 - Select a format for the records.

The format of a staff record will be directly related to

the characteristics of the selected storage medium.

Paper records, for example, are often formatted to

hold complete, standard English words or numbers.

Abbreviations may be used to save space, but

generally the format is designed to be easily read. As

mentioned above, this handbook can be used in the

development of such paper surveys or questionnaires

to ensure that the information obtained is consistent

with other data collections.

Computerized records, on the other hand, tend to use

codes rather than words, and may even skip

characters such as commas and decimal points to

conserve space. In fact, a computerized record may

look nonsensical to a reader without a code table and

format description. To capitalize on computerized

records, this handbook provides examples of how

staff record information could be coded to save

system space.

A computerized data system format is typically

organized around the following components:

1. Files: Groups of records of similar format (e.g.,

a collection of records for multiple staff

members).

2. Records: The information maintained about

individual staff members.

3. Fields: The exact positions of a data element in a

record. For example, in a data record that can

hold 80 characters (from position #1 to position

#80), the data element “birthdate” might be

coded as 10141969 (October 14, 1969) and

entered into the fields (or positions) 6-13. Other

recorded data elements could occupy the

remaining positions in the record.

4. Data elements: Single pieces of information

(such as a birthdate).

5. Options/codes: Symbols or abbreviations that

can be translated into a meaningful value for the

data element (for example, the code for a female

is 01 in data element 0200, Sex).

Step 7 - Enter or import the data.

Data must be brought into the system. Paper systems

accept data that are handwritten, typed, or printed out

from computers. In a computerized system, on the

other hand, data can be entered directly through

keying or optical scanning, or imported from another

source. SEDCAR is an excellent resource for best

practice standards for data collection and entry.

Again, data will be entered only once in the most

efficient staff accounting system. Instead of asking a

staff member to complete a form, from which a clerk

copies information onto a roster which is then keyed

into a computer file, it is more efficient to have the

staff member enter the data directly into a computer,

or use an optical scan form that can be later imported

directly into the file. Automated edit procedures can

ensure that legal characters (i.e., characters accepted

by the computer program) are entered, and can even

allow for a clerk to edit the information as necessary

before a permanent entry appears in the official file.

As with other phases of data collection, entry, and

use, data confidentiality must be ensured. Therefore,

those responsible for entering staff data into the

system must be selected carefully, and they must be

trained to maintain the data’s confidentiality. The

previously mentioned document, Privacy Issues in

Education Staff Records, contains useful

recommendations in this area.

Step 8 - Develop procedures for accessing and

processing data.

Providing a way of getting to the data in order to use

the information is probably the most important aspect

of designing a data system. Earlier decisions about

storage media and format are relevant to this step. In

addition, the procedure by which different types of

users will gain access to, and manipulate, the records

should be described in detail at this stage. For

example, if the storage medium is a file in a

mainframe computer's memory, then access would be

through a terminal, and users might need an

identification (ID) code to access the file. On the

other hand, data maintained in separate files or

separate computers might need to be downloaded into

a single computer so that analyses could be done.

That computer would therefore need any software

programs necessary to create reports or run such

analyses. And, of course, individuals who need

access to the staff records must have the equipment

necessary to do their work, along with the security

measures needed to restrict access.

Step 9 – Implement security policies and

procedures.
Chapter 3- Building A Staff Accounting System

19

Whether in a paper or an automated system, data

must be accessible only to authorized users. Thus,

policies must be developed to safeguard the records

from improper use. In Step 9, the regulations,

policies, and procedures detailed in Step 2 are

implemented.

State education agencies, school districts, and schools

must have policies detailing who has a legitimate

right to information about individual staff members,

and must provide procedures for providing this

access. In addition, additional data security policies

must address access to any sensitive data that may be

in the staff member's record. As mentioned in Step 5,

staff data are commonly maintained in separate

databases to limit access to certain parts of the file.

Security policies should also ensure that records are

not lost, stolen, vandalized, or otherwise rendered

useless. Again, SEDCAR provides useful guidelines

for ensuring the safety of records. In addition,

because physical security cannot be completely

guaranteed, all data must be "backed up." This could

be as simple as storing a separate paper copy off site,

in a location not likely to face the same disaster as the

primary location. Computerized files can be simply

backed up periodically, but the resulting back-ups

should be stored off site. Extensive information

about computer security can be found in

Safeguarding Your Technology, an NCES document

available from the Government Printing Office or

online at http://nces.ed.gov/pubs98/safetech.

Step 10 - Maintain data integrity and system

functioning.

In this step, the most important thing is ensuring data

quality. Anyone who comes in contact with a staff

accounting system shares this responsibility.

However, those with the largest stake in data quality

are most likely to make the effort necessary to

maintain the data’s integrity and accuracy. In

planning a staff accounting system, therefore,

communicating the importance of high quality data to

the staff is vitally important. Clear criteria for

maintaining high quality data should be provided,

and each organization with a staff accounting system

should develop a routine or schedule for updating or

adding data. Such a schedule is essential for timely

and accurate calculation of official statistics.

Summary

An efficient staff accounting system is as necessary

in education as in any other business. Whether new

or upgraded, such a system can become a valuable

resource. Indeed, a well-designed staff accounting

system can provide valuable information about staff

members quickly and accurately. As with any major

task, however, careful planning and implementation

are required to ensure that the designers’ goals are

achieved and the system functions as desired.
20
21

Chapter 4

DATA ELEMENTS AND DEFINITIONS

This chapter contains data elements and definitions to

describe staff members, assignments, educational

background, relevant activities, and other information

that could be maintained about an individual staff

member. An attempt has been made to identify all

types of information that might be useful for

recordkeeping or reporting at the classroom, school,

school district, state, and federal levels. The data

elements in this chapter do not, however, constitute a

required staff accounting system or data collection

instrument. There is no federal mandate to collect all

of the included information. Rather, this “dictionary”

is meant to be used to help standardize information

collection and reporting in order to facilitate and

improve communication within the education

community.

School administrators or staff members of a local or

state education agency could use the data elements in

this chapter to design a system for recording staff

information or an information system with more than

just staff records. Selecting which data elements to

collect is the responsibility of the school, local

education agency, or state education agency that

directs the maintenance of these staff records.

Researchers could use the data elements and

definitions in other ways. The data elements and

their definitions could be used to design a survey to

collect information about a sample of staff members,

such as a randomly selected group of secondary

mathematics teachers or even all staff members

within a particular population, such as all elementary

school principals within a school district. The data

elements and their definitions could also be

incorporated into survey instructions to ensure that

comparable data are collected. Another use might be

to identify data elements that could be used to

evaluate a program or analyze student performance

for a particular set of teachers. For example, teachers

who completed a particular professional development

program might be evaluated to determine the

program’s effectiveness.

While the majority of the data elements and other

terms in this chapter relate directly to individual staff

members, in some instances they might more

logically belong in a school record. For the most

part, the included data elements are meant to provide

important information about staff so that effective

decisions can be made about the deployment of

human resources. Others have nevertheless been

included because they help evaluate school quality

and effectiveness.

This handbook makes no assumption about how

staff-level information is collected or maintained;

each data element is included only for the user’s

consideration. Because of the sensitive nature of

some of the data elements, however, only those data

elements that are clearly needed should be collected

and maintained in the staff accounting system, and

plans should be made to remove some information

that is no longer needed.

How to Read This Chapter

This chapter contains the data elements and their

definitions listed in seven sections that represent

logical groups of data elements. Each data element is

accompanied by a definition, any appropriate options,

and suggested entity uses. As explained above,

options and entity uses are components necessary to

place data elements in their proper context. No

attempt is made to dictate a structure for the

maintenance of staff data. The structure presented

here is simply one way that the information could be

logically grouped.

A SECTION TITLE, typed in bold, upper case

letters, describes what type of information is

contained in this part of the chapter. Within each

section, elements are then divided into Categories.

Typed in bold with upper and lower case letters, each

underlined category describes a group of related data

elements. For example, the category “Background

Information” includes the data elements “Country

of Birth,” “Marital Status,” and “Address.”

Categories have no assigned numbers, as they merely

organize groups of data elements and provide

clarification.

A Data Element is a bit of data that can be defined

and measured. In this chapter, data elements are

typed in bold using upper and lower case letters.

Examples of data elements are “Name of

Individual,” “Race,” and “Birthdate.” For

identification purposes, each data element has been

assigned a unique four-digit sequential “data element

number.” It is important to note that when a data

element appears in chapter 4 more than once, it

retains the original number it was assigned at its first

appearance. For example, although “Name of

Individual” appears more than once, it is always
Chapter 4 - Data Elements and Definitions

22

identified as number “0110.”

Where applicable, Options are indented beneath the

data elements and typed in bold, italicized lower-case

letters with the first letter capitalized. Options give

recommended alternatives or responses for a data

element; these options facilitate automated data

processing. Options are listed either alphabetically or

in a logical sequence, and each has an assigned code

number. For example, “01 Female” and “02 Male”

are options under the data element “Sex.” For some

data elements, an exhaustive list could not be created

even though such a list would have been useful.

These cases were handled in two ways: either

examples were included, or a partial list was created

to meet a perceived user need. For some data

elements, available options lists from other sources

were referenced. Throughout, the options presented

are meant to be illustrative, not mandatory. In

addition, a subset of options might be sufficient for

certain applications.

It is important to note that some options lists are

different in this version of the Handbook, such as

those corresponding to data element “0350

Language Code.” Some data elements have

additional options, either at the end of the list or

inserted into the middle of the list (with revised

numbering). Still others have options lists where

none previously existed. Users of the earlier version

should therefore compare the two lists before using

their existing systems, and be aware that more

changes will likely be made in the future.

Entities are persons, places, events, objects, or

concepts about which data can be collected. For

example, the data element "Name of Individual"

could be collected to describe a staff member's

Emergency Contact, an evaluator, or a health care

provider; the entity thus places the data element into

a context. A list of entities, definitions, and assigned

code numbers precedes the listing of data elements

and definitions. Entity Uses are listed for each data

element.

A number of data elements in the Data Element

Outline are marked with a dagger symbol (†). A

panel of state and local education information system

experts identified these data elements as essential for

staff accounting systems. These should be given

special consideration as they can provide valuable

information for managing and evaluating education

organizations, or for reporting data to the state or

federal government.

SENSITIVITY OF DATA ELEMENTS

Some data elements in the Handbook are considered sensitive. Their inclusion was decided very carefully,

recognizing the complexities of the school environment and the need for essential information when making

decisions about educators and other types of staff. In addition, some data elements reflect federal, state, and local

data collection requirements. Each agency or unit planning to collect and maintain information about individual

staff members must determine which of these should be collected; how the data are maintained; and who will have

access to the data, taking into consideration federal, state, and local laws and regulations. Suggestions regarding

what data to include, and how to decide who has access to certain types of data, are included in chapters 2 and 3.

Revised Numbering System

A revised numbering system has been used in

this version of the Handbook because many new

data elements were added. This should make it

easier to insert new data elements in the future.

Like the previous version, ten digits separate data

element numbers, so that new data elements can

be inserted when necessary. However, each new

section begins with a thousands-level digit. For

example, SECTION C begins with data element

number 2010, “Credential Type,” and

SECTION D begins with data element number

3010, “Means of Introduction for

Employment.”
Chapter 4 - Data Elements and Definitions

23

The following example provides a visual overview of how these elements and definitions are arranged.

Section Title B. EDUCATIONAL EXPERIENCES

Category Other Non-course Educational Program/Staff Development

Activity—The identification of the school, educational

institution, agency, or organization that is providing or has

provided an educational experience to an individual.

Data Element Number,

 Name and Definition 1280 Educational Program/Staff Development Activity

Participant’s Role—An indication of the level of involvement

of an individual while participating in an educational program or

staff development activity.

Options 01 Consumer/Learner—An individual is a recipient of the

knowledge and skills given in an educational program or other

staff development activity. Examples include being enrolled in

a college course, an attendee in a seminar or a professional

meeting, or a protégé in a mentoring activity.

02 Provider/trainer—An individual is an expert presenter of the

contents of the educational program or staff development

activity. Examples include being an advisor to other

participants, a presenter in a training workshop, or a mentor to

colleagues.

03 Collaborator/peer—An individual is a peer participant in a

staff development activity. Examples include being a

participant in a collaborative content network, a member of an

ad hoc committee, or a peer evaluator to a fellow colleague

(both giving and receiving evaluation).

99 Other

Entities Entity Uses: Educational Program

Staff Development Activity
Chapter 4 - Data Elements and Definitions

Data Element Outline

24

Data Element Outline

The following entries outline the organization of the section headings, categories, and data elements (with the data

element numbers) included in this handbook. A number of data elements in the Data Element Outline are marked

with a dagger (†), which denotes data elements identified as essential for inclusion in a staff information system.

A. PERSONAL INFORMATION

Name

0010 † First Name

0020 † Middle Name

0030 † Last/Surname

0040 † Generation Code/Suffix

0050 Personal Title/Prefix

0060 Alias

0070 Former Legal Name

0080 Last/Surname at Birth

0090 Nickname

0100 Tribal or Clan Name

0110 Name of Individual

0120 Name of Institution

Background Information

0130 † Social Security Number (SSN)

0140 † Identification Number

0150 † Identification System

0160 Identification Expiration Date

0170 † Hispanic or Latino Ethnicity

0180 † Race

0190 National/Ethnic Origin Subgroup

0200 † Sex

0210 † Birthdate

0220 Birthdate Verification

0230 City of Birth

0240 County of Birth

0250 State of Birth Code

0260 Name of State of Birth

0270 Country of Birth Code

0280 Name of Country of Birth

0290 Citizenship Status

0300 Country of Citizenship Code

0310 Name of Country of Citizenship

0320 First Entry Date (into the U.S.)

0330 Employment Eligibility Verification

0340 Language Type

0350 Language Code

0360 Name of Language

0370 Religious Background

0380 Marital Status

0390 Disability Status

0400 † Highest Level of Education

Completed

Military Status

0410 Military Service Type

0420 † Military Duty Status

0430 Military Entry Date

0440 Military Discharge Date

0450 Military Discharge Type

0460 Military Reserve Obligation

Ending Date

Address/Contact Information

0470 † Address Type

0480 † Street Number/Name

0490 † Apartment/Room/Suite Number

0500 † City

0510 County

0520 † State Code

0530 † Name of State

0540 † Zip Code

0550 Country Code

0560 Name of Country

0570 Complete Permanent Address

0580 † Communication Status

0590 Communication Number Type

0600 † Communication Number

0610 Electronic Mail Address Type

0620 Electronic Mail Address

0630 Web Site Address (URL)

Emergency Contact

0110 Name of Individual

0570 Complete Permanent Address

0580 Communication Status

0590 Communication Number Type

0600 Communication Number

0610 Electronic Mail Address Type

0620 Electronic Mail Address

Health Information

0640 Medical Examination Type

0650 Medical Examination Date

0660 Medical Examination Results

0670 Emergency Factor

0680 Other Health Data and Medical

Conditions

0690 Religious Consideration

0700 Special Adaptation Requirements

0710 Insurance Coverage

0720 Health Care Plan

0730 Hospital Preference

0740 Medical Waiver

0750 Other Special Health Needs,

Information, or Instructions
Chapter 4 - Data Elements and Definitions

Data Element Outline

25

Immunizations

0760 Immunization Type

0770 Immunizations Mandated by State

Law for Participation

0780 Immunization Date

0790 Immunization Status Code

Injury

0800 Injury Type Code

0810 Injury Description

0820 Injury Occurrence Date

0830 Injury Occurrence Location

0840 Witness to Injury

0850 Physician Diagnosing Injury

0860 Worker’s Compensation Claim Filed

0870 Worker’s Compensation Claim

Filing Date

0880 Health Award Amount/Benefit

B. EDUCATIONAL EXPERIENCES

Education Institution Information

0120 † Name of Institution

0110 Name of Individual

1010 Institution Type

0140 † Identification Number

0150 † Identification System

0470 Address Type

0480 Street Number/Name

0490 Apartment/Room/Suite Number

0500 City

0510 County

0520 State Code

0540 Zip Code

0550 Country Code

0580 Communication Status

0590 Communication Number Type

0600 Communication Number

0610 Electronic Mail Address Type

0620 Electronic Mail Address

0630 Web Site Address (URL)

Educational Program/Staff Development

Activity

1020 † Program Title

1030 † Program Description

1040 Participation Status

1050 Entry Date

1060 Withdrawal Date

1070 † Completion Date

Program Support

1080 Program Support/Funding Source

1090 Educational Program/Staff

Development Activity

Compensation

1100 Educational Program/Staff

Development Activity Arrangement

1110 Educational Program/Staff

Development Activity Purpose

1120 Educational Program/Staff

Development Activity Anticipated

Outcome

1130 Educational Program/Staff

Development Activity Relevance

Subject Matter of Study

1140 † Level of Specialization

1150 † Postsecondary Subject Matter Area

Course Work Taken

1160 Session Type

1170 Session Beginning Date

1180 Session Ending Date

1190 † Course Title

1200 † Course Description

1210 Course Code System

1220 Course Code

1230 Principal Medium of Instruction

1240 Grade Earned in Course

1250 Credit Type Earned

1260 Credits Earned in Course/Staff

Development Activity

1270 Grade Point Average (GPA):

Cumulative

Other Non-course Educational Program/Staff

Development Activity

1280 Educational Program/Staff

Development Activity Participant's

Role

1290 Educational Program/Staff

Development Activity Format

1300 Educational Program/Staff

Development Activity Involvement

1310 Educational Program/Staff

Development Activity Intensity

1320 Educational Program/Staff

Development Activity Frequency

1330 Educational Program/Staff

Development Activity Contact

Hours

1340 Educational Program/Staff

Development Activity Duration

1350 Educational Program/Staff

Development Activity Location

1240 Grade Earned in Course

1250 Credit Type Earned

1260 Credits Earned in Course/Staff

Development Activity

Recognition Earned

1360 † Degree/Certificate Title

1370 † Degree/Certificate Type
Chapter 4 - Data Elements and Definitions

Data Element Outline

26

1380 Degree/Certificate Distinctions

1390 † Degree/Certificate Conferring Date

1400 Honor or Award

1410 Educational Program/Staff

Development Activity Outcomes

C. QUALIFICATION INFORMATION

Credential Information

2010 † Credential Type

2020 † Non-Educator Credential Type

2030 Non-Teaching Educator Credential Type

2040 † Teaching Credential Type

2050 † Teaching Credential Basis

2060 † Credential Description

0140 † Identification Number

0150 † Identification System

2070 Date Credential Requirement Met

2080 † Credential Issuance Date

2090 † Credential Expiration Date

2100 Initial Credential Issuance Requirements

2110 Background Check Type

2120 Background Check Description

2130 Background Check Completion Date

2140 Induction Program Mentor

2150 Credential Renewal Requirement

2160 Number of Units Required for Credential

Renewal

2170 Credential Renewal Units Attempted

2180 Credential Renewal Units Earned

2190 Staff Advisor for Credential Renewal

2200 Credential Renewal Date

2210 Program Sponsor

0110 Name of Individual

0120 Name of Institution

0570 Complete Permanent Address

0580 Communication Status

0590 Communication Number Type

0600 Communication Number

0620 Electronic Mail Address

0630 Web Site Address (URL)

Assessment Information

2220 Assessment Purpose

2230 Assessment Title/Description

2240 Assessment Code

2250 Assessment Standard Indicator

2260 Assessment Type

2270 Assessment Content

2280 Assessment Content Level

2290 Assessment Date

2300 Assessment Score/Results

Credential Characteristics

2310 Credential Authorized Function

2320 † Authorized Instructional Level

2330 † Field or Area Authorized

2340 Fee Amount

2350 Fee Payment Status

2360 Fee Payment Date

Credential Revocation Information

2370 Credential Revocation Date

2380 Credential Revocation Reason

Publications

2390 Publication Type

2400 Publication Description

Prior Experience

0120 Name of Institution

0570 Complete Permanent Address

0110 Name of Individual

0580 Communication Status

0590 Communication Number Type

0600 Communication Number

0620 Electronic Mail Address

2410 Business Type

2420 Employment Status

2430 Employment Start Date

2440 Employment End Date

2450 Condition of Employment

2460 Employment Separation Reason

2470 Nature of Prior Employment

2480 Teaching Assignment

2490 Instructional Level

Years of Employment Experience

2500 † Years of Prior Teaching Experience

2510 † Years of Prior Education Experience

2520 † Years of Prior Related Experience

2530 Total Number of Years of Prior Experience

Internship/Apprenticeship

2540 Internship/Apprenticeship Description

2550 Internship/Apprenticeship Beginning Date

2560 Internship/Apprenticeship Ending Date

2570 Internship/Apprenticeship Results

Related Travel Activities

2580 Travel Location

2590 Travel Purpose

2600 Travel Beginning Date

2610 Travel Ending Date

Other Interests

2620 Avocational Interests and Skills

2630 Other Areas of Informal Qualification

2640 Special Contact Group Empathies

0120 Name of Institution

2650 Years of Participation

2660 Office Held

2670 Office Term Beginning Date

2680 Office Term Ending Date
Chapter 4 - Data Elements and Definitions

Data Element Outline

27

1400 Honor or Award

D. CURRENT EMPLOYMENT

Entry into Employment

3010 Means of Introduction for Employment

0110 Name of Individual

0120 Name of Institution

0570 Complete Permanent Address

0580 Communication Status

0590 Communication Number Type

0600 Communication Number

0610 Electronic Mail Address Type

0620 Electronic Mail Address

0630 Web Site Address (URL)

3020 Application Date

3030 Application Status

2110 Background Check Type

2120 Background Check Description

2130 Background Check Completion Date

3040 Position Assessment Type

3050 Position Assessment Date

3060 Position Assessment Results

3070 Software Application Type

3080 Software Application Title

3090 Software Application Experience Level

3100 Prior Year Status

Employment Conditions

3110 † Hire Date

2420 † Employment Status

3120 † Contractual Term

3130 † Contract Beginning Date

3140 † Contract Ending Date

3150 Seniority Date

3160 Tenure Date

3170 Contract Days of Service Per Year

3180 † Employment Time Annually

3190 † Full-Time Equivalency (FTE)

3200 Full-Time Status

3210 Hours of Service per Day

3220 Days of Service per Week

3230 † Hours of Service per Week

3240 Scheduled Work Time Daily

3250 Scheduled Work Days Weekly

3260 Scheduled Work Months Annually

3270 † Position Title

3280 † Position or Classification Number

3290 Unique Position Number

3300 Fair Labor Standards Act Coverage

3310 Substitute Status

3320 Vehicle Driver's License Type

3330 Vehicle Driver's License Expiration Date

3340 Authorized/Insured to Use Organization

Vehicles

3350 Authorized/Insured to Use Own Vehicles

Salary Compensation

3370 Pay Grade

3380 Pay Step

3390 Pay Range

3400 † Base Salary or Wage

3410 † Earning Rates of Pay

3420 Unit of Basis for Measurement

3430 Other Compensation Type

3440 † Supplemental Pay Type

3450 Salary for Overtime

3460 Overtime Identifier

3470 Compensation Description

3480 Compensation Eligibility

3490 † Compensation Amount

Benefit Compensation

3500 Fringe Benefit Type

3510 Eligibility Status

3520 Ineligibility Reason

3530 Coverage Description

3540 Coverage Type

3550 Coverage Identifier

3560 Coverage Amount

3570 Special Terms

3580 Coverage Beginning Date

3590 Coverage Ending Date

3600 Vesting Percentage

3610 Anticipated Use Date

3620 Actual Use Date

0120 Name of Institution

0570 Complete Permanent Address

0580 Communication Status

0590 Communication Number Type

0600 Communication Number

0620 Electronic Mail Address

Employee Benefit Contribution

3630 Benefit Contributor Type

3640 Benefit Contribution Type

3650 Benefit Contribution

Beneficiary

0110 Name of Individual

3670 Relationship to Staff Member

0570 Complete Permanent Address

0580 Communication Status

0590 Communication Number Type

0600 Communication Number

0610 Electronic Mail Address Type

0620 Electronic Mail Address

Payroll Information

3680 Gross Income Amount

3690 Adjusted Income Amount

3700 Advance Pay

3710 Payroll Calculation Cycle

3720 Payroll Deduction Type
Chapter 4 - Data Elements and Definitions

Data Element Outline

28

3730 Payroll Tax Treatment Status

3740 Deduction Period

3750 Deduction Amount

3760 Annual Maximum Payroll Deduction

Allowed

3770 Electronic Deposit Bank Routing Number

3780 Electronic Deposit Bank Account Number

3790 Bank Account Type

3800 Deposit Amount

3810 Deposit Date

3820 Earned Income Credit

Tax Withholding Information

3830 Form Type

3840 Form Date

0520 State Code

3850 Marital Status

3860 Number of Dependents

3870 Allowances Number

Attendance Status

3880 † Leave Type

3890 Leave Substitution Status

3900 Leave Payment Status

3910 † Maximum Leave Allowed

3920 Leave Accrued

3930 † Hours of Leave Used

3940 Leave Beginning Date

3950 Leave Ending Date

3960 Leave Balance

Grievances

3970 Grievance Description

3980 Grievance Date

3990 Grievance Action

4000 Grievance Resolution Date

4010 Grievance Action/Outcome

E. ASSIGNMENTS

Assignment Information

5010 † Job Classification

5020 Assignment Description

2480 † Teaching Assignment

2490 † Instructional Level

5030 Scope of Activity

5040 Itinerant Teacher

5050 Essential Personnel Identifier

5060 Time Period Classification

5070 Time Period

1160 Session Type

5080 Activity Beginning Date

5090 Activity Ending Date

5100 Total Days in Session

5110 Total of Hours in a School Day

Operational Unit to Which Assigned

0120 Name of Institution

0140 † Identification Number

0150 † Identification System

0570 Complete Permanent Address

0580 † Communication Status

0590 Communication Number Type

0600 † Communication Number

0610 Electronic Mail Address Type

0620 Electronic Mail Address

0630 Web Site Address (URL)

5120 Location

5130 Facility Type

5140 School Type Code

0110 Name of Individual

Schedule for Current Assignment

3190 † Full-Time Equivalency (FTE)

3200 Full-Time Status

3240 Scheduled Work Time Daily

3250 Scheduled Work Days Weekly

3260 Scheduled Work Months Annually

Staff Assignment Workload

5150 † Elementary Subject/Course

1210 † Course Code System

1220 Course Code

1190 Course Title

5160 Unique Course Code

5170 State University Course Requirement

1230 Principal Medium of Instruction

5180 Language of Instruction

5190 Number of Students in Class

Program Information

5200 † School Grade Level Classification

5210 † Program Type

1080 Program Support/Funding Source

5220 † Function Type

Activity Sponsorships

5230 Activity Title

5240 Activity Code

5250 Activity Description

5260 Activity Involvement Beginning Date

5270 Activity Involvement Ending Date

5280 Amount of Activity Involvement

Other Assignment Information

5290 Unit of Work

5300 Time Expended

5310 † Percent of Total Time

5320 Number of Days in Attendance

5330 Number of Days Absent

5340 Number of Days Tardy
Chapter 4 - Data Elements and Definitions

Data Element Outline

29

F. EVALUATION AND CAREER

DEVELOPMENT

Quality of Performance

6010 † Evaluation Purpose

6020 Evaluation Periodicity

6030 † Evaluation Date

6040 Evaluation Recommendation

6050 † Evaluation System

6060 † Evaluation Score/Rating

6070 † Evaluation Scale

6080 † Evaluation Outcome

0110 Name of Individual

3270 Position Title

0120 Name of Institution

0140 Identification Number

0150 Identification System

0570 Complete Permanent Address

0580 Communication Status

0590 Communication Number Type

0600 Communication Number

0610 Electronic Mail Address Type

0620 Electronic Mail Address

Career Development Alternatives

5010 Job Classification

5210 Program Type

5220 Function Type

6090 Readiness for Assignment of Greater

Responsibility

6100 Career Development Needs

6110 Preparation Type

6120 Preparation Location

6130 Preparation Duration

6140 Preparation Funding

Complaint

6150 Source of Complaint

6160 Date of Complaint

6170 Nature of Complaint

6180 Resolution of Complaint

G. SEPARATION FROM EMPLOYMENT

2440 † Employment Separation Date

7010 † Employment Separation Type

2460 † Employment Separation Reason

7020 Severance Pay

7030 Reemployment Eligibility

7040 Reason Not Eligible for Reemployment
Chapter 4 - Data Elements and Definitions

Entity List

30

ENTITY LIST

01 Assignment—A specific group of activities for

which a staff member has been given

responsibility.

02 Beneficiary—An individual identified to receive

the income or inheritance from an insurance

policy, trust or will.

03 Course—Information about the organization of

subject matter and related learning experience

provided for the instruction of students on a

regular or systematic basis, usually for a

predetermined period of time (e.g., a semester or

two-week workshop).

04 Credential—An active certificate, license,

permit, or other documentation held by an

individual that authorizes the holder to perform

certain functions or to make certain claims about

his or her competencies in employment or

assignment. Credentials are issued by a state

agency (or in some cases by other organizations),

post-secondary institution, or professional

association based on education and training

completed, experience, assessment, background

verification, and/or other requirements.

05 Credentialing Organization—An institution,

organization, federation, or other such group that

is responsible for accrediting or endorsing an

individual's preparation, skills, or performance.

06 Educational Program—A program that is

provided by a public or private institution,

organization, or agency that provides

instructional or support services to students or

staff at any level.

07 Education Institution—A public or private

institution, organization, or agency that provides

instructional or support services to students or

staff at any level.

08 Emergency Contact—An individual who is to

be notified in the event of an emergency

involving a staff member.

09 Employee Benefit—Any type of compensation:

1) provided in a form other than direct wages;

and 2) established by or paid for in part, in kind,

or completely by the employer or a third party

(e.g., the government, a labor union, an

insurance company, or a health maintenance

organization). Benefits may or may not be

required by law. These include employer

contributions to Social Security, Medicare,

unemployment insurance, worker's compensation

insurance, and retirement funds.

10 Employee Benefit Carrier—An organization or

institution that administers benefit plans or

services to a staff member.

11 Employee Benefit Contributor—An individual

or organization that donates monetary, in-kind,

or other types of contributions to an employee's

benefit plan.

12 Employer—A business, firm, institution, or

other organization for whom an individual works

(including self-employment) in return for

financial or other compensation.

13 Evaluation—The process of ascertaining or

judging the quality, value, or amount of an

activity or an outcome by systematic appraisal of

previously specified data in light of the particular

circumstance and established goals and

objectives.

14 Evaluator—An individual responsible for

performing a systematic evaluation of specified

aspects, conditions, or progress of an individual

including his or her professional, credential,

physical, emotional, psychological, and

economic status. Results may include

recommendations for providing or not providing

specific treatment or support to the individual.

15 Immediate Supervisor—An individual who

occupies the first level of responsible supervision

over a position, and who ordinarily assigns tasks,

gives instructions, and reviews finished work of

the position.

16 Mentor—An individual possessing expert

knowledge, skill, or experience who is assigned

to provide practical support and advice to an

individual seeking to develop his or her own

abilities in a field or profession.

17 Organization Membership—An honorary,

cultural, professional, or civic institution,

organization, or group in which an individual

holds membership or participates.

18 Public Service—A service performed for the

benefit of the public, especially within a
Chapter 4 - Data Elements and Definitions

Entity List

31

governmental system, either as a member of the

civil service or as an elected official.

19 Recruiter—An individual or organization

responsible for identifying and/or selecting

prospective employees to fill vacant positions in

a company.

20 Staff Development Activity—A planned,

structured process through which an individual

improves his or her job-related knowledge,

skills, or attitudes. Such a process is designed to

enable an employee to grow within a profession

or organization or to attain an initial or additional

credential.

21 Staff Development Provider—An individual or

organization who provides a planned, structured

process through which an individual improves

his or her job-related knowledge, skills, or

attitudes. Such a process is designed to enable

an employee to grow within a profession or

organization or to attain an initial or additional

credential.

22 Staff Member—An individual who performs

specified activities for any public or private

education institution or agency that provides

instructional and/or support services to students

or staff at the early childhood level through high

school completion. For example, this includes:

1) an "employee" who performs services under

the direction of the employing institution or

agency, is compensated for such services by the

employer, and is eligible for employee benefits

and wage or salary tax withholdings; 2) a

"contractor" or "consultant" who performs

services for an agreed-upon fee, or an employee

of a management service contracted to work on

site; 3) a "volunteer" who performs services on a

voluntary and uncompensated basis; 4) an

in-kind service provider; or 5) an independent

contractor or businessperson working at a school

site.
Chapter 4 - Data Elements and Definitions

Abbreviations

32

ABBREVIATIONS USED IN THIS REPORT

ACT—American College Testing

CEU—Continuing Education Unit

EDI—Electronic Data Interchange

FOIA—Freedom of Information Act

FTE—Full-Time Equivalent

IHE—Institution of Higher Education

INS—Immigration and Naturalization Services

IPEDS—Integrated Postsecondary Education Data System

LEA—Local Education Agency (school district)

NBPTS—National Board for Professional Teaching Standards

NCES—National Center for Education Statistics

OMB—Office of Management and Budget

SEA—State Education Agency

SEDCAR—Standards for Education Data Collection and Reporting

SPEEDE/ExPRESS—Standardization of Postsecondary Education Electronic Data

Exchange/Exchange of Permanent Records Electronically for Students and Schools

URL—Unique Resource Locator

USED—United States Department of Education
Chapter 4 - Data Elements and Definitions

Data Element Definitions

A. Personal Information

33

DATA ELEMENT DEFINITIONS

A. PERSONAL INFORMATION

This section contains information about an individual’s name, background, military status, address, and health.

Entity Uses: Emergency Contact

Staff Member

Name—A word or series of words by which a subject is known and distinguishable.

0010 † First Name—A name given to an individual at birth, baptism, or during another naming ceremony, or

through legal change.

Entity Uses: Staff Member

0020 † Middle Name—A secondary name given to an individual at birth, baptism, or during another naming

ceremony, or through legal change.

Entity Uses: Staff Member

0030 † Last/Surname—The name borne in common by members of a family.

Entity Uses: Staff Member

0040 † Generation Code/Suffix—An appendage, if any, used to denote an individual’s generation in his family

(e.g., Jr., Sr., III).

Entity Uses: Staff Member

0050 Personal Title/Prefix—An appellation, if any, used to denote rank, placement, or status (e.g., Mr., Ms.,

Reverend, Sister, Dr., Colonel).

Entity Uses: Staff Member

0060 Alias—An assumed name, or a name by which an individual is otherwise known.

Entity Uses: Staff Member

0070 Former Legal Name—A previously recognized legally accepted name that is no longer valid.

Entity Uses: Staff Member

0080 Last/Surname at Birth—The original surname of an individual as identified at birth before any

subsequent changes (e.g., the surname of a woman before accepting a married surname).

Entity Uses: Staff Member

0090 Nickname—A familiar form of a proper name, a descriptive name, or other colloquial name given instead

of or in addition to an individual's formal name.

Entity Uses: Staff Member

0100 Tribal or Clan Name—A name borne in common by members of a tribe or clan (e.g., the Matai name in

Samoa).
Chapter 4 - Data Elements and Definitions

Data Element Definitions

A. Personal Information

34

Entity Uses: Staff Member

0110 Name of Individual—The full, legally accepted, proper name given to an individual at birth, baptism, or

during another naming ceremony, or through legal change (generally used when component parts are not

required or requested separately).

0120 Name of Institution—The full legally or popularly accepted name of an organization (e.g., a school, an

association, or a company).

Background Information—Personal information about and particular to an individual, organization, or institution.

0130 † Social Security Number (SSN)—The nine-digit number of identification assigned to the individual by the

Social Security Administration.

Entity Uses: Staff Member

0140 † Identification Number—A unique number assigned to an individual, organization, or institution by a

school, a school system, a state, or other agency.

Entity Uses: Staff Member

0150 † Identification System—A numbering scheme that is used for identification and record-keeping purposes

by schools, social services, or other agencies to refer to an individual, organization, or institution.

01 Driver’s license number

02 Health record number

03 Medicaid number

04 Professional certificate or license number

05 School-assigned number

06 District-assigned number

07 State-assigned number

08 Selective service number

09 Migrant number (not applicable for this entity)

10 Social Security Administration number

11 US government Visa number

12 Personal identification number (used for access into system)

13 Family unit number (not applicable for this entity)

14 College Board/ACT code set of PK-grade 12 institutions (not applicable for this entity)

15 LEA number for school (not applicable for this entity)

16 SEA number for school (not applicable for this entity)

17 SEA number for LEA (not applicable for this entity)

18 NCES number for school (not applicable for this entity)

19 NCES number for a LEA (not applicable for this entity)

20 Other agency (e.g., Roman Catholic diocese or association member) (not applicable for

 this entity)

21 Integrated Postsecondary Education Data System (IPEDS) number (not applicable for

 this entity)

22 College Board Admission Testing Program (ATP) number (not applicable for this entity)

23 American College Testing (ACT) Program number (not applicable for this entity)

24 Federal identification (not applicable for this entity)

25 Dunn and Bradstreet number (not applicable for this entity)

99 Other

Entity Uses: Staff Member

0160 Identification Expiration Date—The month, day and year on which the identification document expires

and is no longer valid.
Chapter 4 - Data Elements and Definitions

Data Element Definitions

A. Personal Information

35

Entity Uses: Staff Member

0170 † Hispanic or Latino Ethnicity—An indication that the individual traces his or her origin or descent to

Mexico, Puerto Rico, Cuba, Central and South America, and other Spanish cultures, regardless of race.

The term, “Spanish origin,” can be used in addition to “Hispanic or Latino.”

01 Hispanic or Latino

02 Non-Hispanic/Latino

Entity Uses: Staff Member

0180 † Race—The general racial category which most clearly reflects the individual’s recognition of his or her

community or with which the individual most identifies.1 [The way this data element is listed, it must

allow for multiple entries so that each individual can specify all appropraite races. An alternative would be

to list the options as separate data elements and have a yes/no option for each one.]

01 American Indian or Alaska Native—A person having origins in any of the original peoples of

North and South America (including Central America), and who maintains cultural identification

through tribal affiliation or community recognition.

02 Asian—A person having origins in any of the original peoples of the Far East, Southeast Asia,

or the Indian subcontinent. This area includes, for example, Cambodia, China, India, Japan,

Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.

03 Black or African American—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.”

04 Native Hawaiian or Other Pacific Islander—A person having origins in any of the original

peoples of Hawaii, Guam, Samoa, or other Pacific Islands.

05 White—A person having origins in any of the original peoples of Europe, North Africa, or the

Middle East.

Entity Uses: Staff Member

0190 National/Ethnic Origin Subgroup—The national or ethnic subgroup of a person other than "American."

Examples for Asian include: Chinese, Japanese, Korean, Filipino, Vietnamese, or Asian Indian. For Native

Hawaiian or Other Pacific Islander, examples include: Samoan, Hawaiian, or Guamanian. For Hispanics,

examples include: Puerto Rican, Mexican-American, Cuban, Argentinean, Dominican, Colombian,

Nicaraguan, Salvadoran, or Spaniard. Tribal registration could be listed for Alaska Natives or American

Indians (e.g., Navaho).

Entity Uses: Staff Member

0200 † Sex—A person's gender.

01 Female—A woman or a girl.

02 Male—A man or a boy.

 

1

 These categories reflect the revised Standards for the Classification of Federal Data on Race and Ethnicity

(Statistical Policy Derivatives No. 15) by the Office of Management and Budget (OMB). While these categories do

not reflect the current reporting requirements for all federal programs, they will be required for reporting data on

individuals according to the schedule set by OMB (January 2003). See appendix D for further detail.
Chapter 4 - Data Elements and Definitions

Data Element Definitions

A. Personal Information

36

Entity Uses: Staff Member

0210 † Birthdate—The month, day, and year on which an individual was born.

Entity Uses: Staff Member

0220 Birthdate Verification—The evidence by which an individual's date of birth is confirmed.

01 Baptismal or church certificate—A form, issued by a church, listing the birthdate and

certifying the baptism of a child.

02 Birth certificate—A written statement or form issued by an office of vital statistics verifying

the name and birthdate of a child as reported by the physician attending at the birth.

03 Entry in a family Bible—An entry in a family Bible on a special page for recording births,

marriages, and other vital information about a family.

04 Hospital certificate—A certificate issued by a hospital verifying the name and birthdate of a

child.

05 Parent's affidavit—A sworn, written statement made by an individual's parent to verify his or

her age, birthdate, and place of birth.

06 Passport—Any travel document issued by a recognized authority showing the bearer's origin,

identity, birthdate, and nationality that is valid for the entry of the bearer into a foreign country.

07 Physician's certificate—A certificate issued by the physician attending at birth, verifying the

name and birthdate of a child. A physician's certificate is considered to be a birth certificate when

acceptable as such by the political subdivision where issued.

08 Previously verified school records—A school record with the birthdate previously verified that

is issued in lieu of more direct evidence to verify the birthdate.

09 State-issued ID (e.g., from Department of Public Safety)—An official document issued by a

state government agency, usually the department of public safety or the department of motor

vehicles, that formally identifies the holder of the document. It usually is not accompanied by an

approval for the holder to operate a vehicle of any type.

10 Driver’s license—An official document issued by a state government agency, usually the

department of public safety or the department of motor vehicles, that formally allows the holder to

operate a motor vehicle, with specifications as to the type of vehicle that he or she can operate.

11 Immigration document (e.g., passport and immigration visas)—An official document issued

by a national government that would formally identify the holder of the document.

98 None

99 Other

Entity Uses: Staff Member

0230 City of Birth—The name of the city in which an individual was born.

Entity Uses: Staff Member

0240 County of Birth—The name of the county, parish, borough, or comparable unit (within a state) in which

an individual was born.
Chapter 4 - Data Elements and Definitions

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37

Entity Uses: Staff Member

0250 State of Birth Code—The code for the name of the state (within the United States) or extra-state

jurisdiction in which an individual was born.

(Note: A list of states and extra-state jurisdictions within the United States and their codes can be

found in appendix E.)

Entity Uses: Staff Member

0260 Name of State of Birth—The name of the state (within the United States) or extra-state jurisdiction in

which an individual was born.

Entity Uses: Staff Member

0270 Country of Birth Code—The code for the name of the country in which an individual was born.

(Note: A list of countries and codes can be found in appendix F.)

Entity Uses: Staff Member

0280 Name of Country of Birth—The name of the country in which an individual was born.

Entity Uses: Staff Member

0290 Citizenship Status—The description that best identifies the status of an individual's citizenship and/or

residency in the United States.

01 Dual national—An individual who is a citizen of one or more countries in addition to the

United States.

02 Non-resident alien—An individual who has been admitted temporarily to the United States as

a non-immigrant, but is not a citizen, including those granted student visas solely for the purpose

of study (i.e., alien students).

03 Resident alien—An individual who has been admitted to the United States for permanent

residency but is not a citizen of the United States.

04 United States citizen—An individual who is a citizen of only the United States regardless of

how this status was acquired.

99 Other

Entity Uses: Staff Member

0300 Country of Citizenship Code—The code for the country to which an individual acknowledges citizenship.

(Note: A list of countries and their codes can be found in appendix F.)

Entity Uses: Staff Member

0310 Name of Country of Citizenship—The name of the country to which an individual acknowledges

citizenship.

Entity Uses: Staff Member
Chapter 4 - Data Elements and Definitions

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38

0320 First Entry Date (into the United States)—The month, day, and year of an individual’s initial arrival into

the United States in order to establish residency.

Entity Uses: Staff Member

0330 Employment Eligibility Verification—The documentation in addition to an identification document with

photograph (e.g., driver's license) furnished by an individual to prove his or her eligibility to be legally

employed in the United States.2

01 U.S. passport

02 Certificate of U.S. citizenship (INS Form N-560 or N-561)

03 Certificate of naturalization (INS Form N-550 or N-570)

04 Unexpired foreign passport, with I-551 stamp or attached INS Form

 I-94 indicating unexpired employment authorization

05 Alien registration receipt card with photograph (INS Form I-151

 or I-551)

06 Unexpired temporary resident card (INS Form I-688)

07 Unexpired employment authorization card (INS Form I-688A)

08 Unexpired reentry permit (INS Form I-327)

09 Unexpired refugee travel document (INS Form I-571)

10 Unexpired employment authorization document issue by the INS

 which contains a photograph (INS Form I-688B)

11 U.S. social security card issued by the Social Security Administration

 (other than a card stating it is not valid for employment)

12 Certification of birth abroad issued by the Department of State

 (Form FS-545 or Form DS-1350)

13 Original or certified copy of a birth certificate issued by a state,

 county, municipal authority or outlying possession of the United

 States bearing an official seal

14 Native American tribal document

15 U.S. citizen ID card (INS Form I-197)

16 ID card for use of resident citizen in the United States (INS Form I-179)

17 Unexpired employment authorization document issued by the INS

 (other than those listed above)

99 Other

Entity Uses: Staff Member

0340 Language Type—An indication of the function and context in which an individual uses a language to

communicate.

01 Correspondence language—The language or dialect to be used when sending written

communication (e.g., letters, facsimiles, or electronic mail) to an individual.

02 Dominant language—The language or dialect an individual best understands and with which

he or she is most comfortable. A person may be dominant in one language in certain situations

and another for others.

03 Home language—The language or dialect routinely spoken in an individual's home. This

language or dialect may or may not be an individual's native language.

 

2

 Options for this data element are extracted from the Employment Eligibility Verification Form I-9 (Revised 12-21-

91), available from the Immigration and Naturalization Service of the U.S. Department of Justice.
Chapter 4 - Data Elements and Definitions

Data Element Definitions

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39

04 Native language—The language or dialect first learned by an individual or first used by the

Parent/Guardian with a child. This term is often referred to as primary language.

05 Other language proficiency—Any language or dialect, other than the dominant language, in

which an individual is proficient.

99 Other

Entity Uses: Staff Member

0350 Language Code—The code for the specific language or dialect that an individual uses to communicate.

(Note: A list of languages and dialects can be found in appendix G.)

Entity Uses: Staff Member

0360 Name of Language—The name of the specific language or dialect that an individual uses to communicate.

Entity Uses: Staff Member

0370 Religious Background—The religion or religious group (i.e., the specific unified system of religious

expression) with which an individual most identifies.

01 Amish

02 Assembly of God

03 Baptist

04 Buddhist

05 Calvinist

06 Catholic

07 Eastern Orthodox

08 Episcopal

09 Friends

10 Greek Orthodox

11 Hindu

12 Islamic

13 Jehovah’s Witnesses

14 Jewish

15 Latter Day Saints

16 Lutheran

17 Mennonite

18 Methodist

19 Pentecostal

20 Presbyterian

21 Other Christian denominations

22 Seventh Day Adventist

23 Tao

24 Unitarian Universalist

25 Christian Scientist

26 Nazarene

98 None

99 Other

Entity Uses: Staff Member

0380 Marital Status—The condition of an individual with regard to marriage.
Chapter 4 - Data Elements and Definitions

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01 Legally separated

02 Married

03 Not married (never married, legally divorced, widowed, or marriage annulled)

Entity Uses: Staff Member

0390 Disability Status—A physical or mental impairment that substantially limits one or more major daily life

activities.3

Entity Uses: Staff Member

0400 † Highest Level of Education Completed—The extent of formal instruction an individual has received (i.e.,

the highest grade in school completed or its equivalent or the highest degree received).

01 No school completed

02 Nursery school

03 Kindergarten

04 1st, 2nd, 3rd, or 4th grade

05 5th, 6th, 7th, or 8th grade

06 9th grade

07 10th grade

08 11th grade

09 12th grade, no diploma

10 High school graduate

11 High school diploma or the equivalent

 (e.g., GED or recognized homeschool)

12 Adult Basic Education Diploma

13 Post graduate (Grade 13)

14 Vocational certificate

15 Formal award, certificate or diploma (less than one year)

16 Formal award, certificate or diploma (more than or equal

 to one year)

17 Some college but no degree

18 Associate's degree (two years or more)

19 Bachelor's (Baccalaureate) degree (e.g., B.A., A.B., B.S.)

20 Graduate certificate

21 First-professional degree (e.g., D.C. or D.C.M., D.D.S. or D.M.D.,

 M.D., O.D., D.O., D.Phar., Pod.D. or D.P.M., D.V.M., L.L.B.

 or J.D., M.Div., M.H.L., B.D., or Ordination)

22 Master's degree (e.g., M.A., M.S., M.Eng, M.Ed, M.S.W., M.B.A., M.L.S.)

23 Specialist's degree (e.g., Ed.S)

24 Post-Professional degree

25 Doctoral (Doctor’s) degree (e.g., Ph.D, Ed.D)

99 Other

Entity Uses: Staff Member

Military Status—Information about an individual's military service including dates of entry and discharge.

0410 Military Service Type—The branch of the Armed Forces in which an individual serves/served.

01 United States Air Force

02 United States Army

03 United States Coast Guard

 

3

 Public Law 101-336, the Americans with Disabilities Act (ADA), prohibits discrimination against individuals with

disabilities as regards employment, public accommodations and certain public services.
Chapter 4 - Data Elements and Definitions

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41

04 United States Marine Corps

05 United States Navy

06 National Guard

Entity Uses: Staff Member

0420 † Military Duty Status—The current military status of an individual.

01 Active duty—An individual who is currently engaged in full-time military service.

02 Ready reserve, selected reserve—An individual assigned to a unit designated by his or her

Service and approved by the Chairman of the Joint Chiefs of Staff as essential to wartime

missions. These units have priority for training, equipment, and personnel over other Reserve

elements. Individual Mobilization Augmentees are members of the Selected Reserve not attached

to an organized Reserve unit. They are assigned to an Active component organization, the

Selective Service System, or the Federal Emergency Management Agency and fill individual

billets required shortly after mobilization.

03 Ready reserve, individual ready reserve (IRR)—An individual assigned to a manpower pool of

pre-trained members who have already served in Active component units or in the Selected

Reserve. IRR members are liable for involuntary active duty and fulfillment of mobilization

requirements.

04 Ready reserve, inactive national guard (ING)—An individual assigned to the Army National

Guard who is on inactive status. (The Air National Guard does not maintain members in the ING.)

Members of the ING are attached to National Guard units but do not participate in training

activities. Upon mobilization under the required authority, they would report to their units. To

remain members of the ING, individuals must report annually.

05 Standby reserve—An individual who has completed all obligated or required service or has

been removed from the Ready Reserve due to circumstances of civilian employment, ineligibility

for mobilization, temporary hardship, or disability. They maintain affiliation, but are not assigned

to a unit and do not perform training. (Army National Guard and Air National Guard do not have

a Standby Reserve.)

06 Retired reserve—An individual placed on retired status based upon the completion of 20 or

more qualifying years of individual or combined Reserve and Active component service.

98 None

Entity Uses: Staff Member

0430 Military Entry Date—The month, day, and year on which an individual entered the military service.

Entity Uses: Staff Member

0440 Military Discharge Date—The month, day, and year on which an individual was discharged from the

military service.

Entity Uses: Staff Member

0450 Military Discharge Type—The type of discharge that an individual was granted upon leaving the Armed

Forces.

01 Honorable

02 General

03 Dishonorable
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Entity Uses: Staff Member

0460 Military Reserve Obligation Ending Date—The month, day, and year on which an individual's obligation

to the Military Reserve ends.

Entity Uses: Staff Member

Address/Contact Information —Information that can be used to direct communication to an individual,

organization, or institution.

0470 † Address Type—The type of address listed for an individual or organization.

01 Permanent home address—physical location of home

02 Other home address

03 Mailing address—other address or P.O. Box address

04 Campus address

05 Employer’s address

06 Employment address

07 Organization’s address

99 Other

Entity Uses: Staff Member

0480 † Street Number/Name—The street number and street name or post office box number of an address.

Entity Uses: Staff Member

0490 † Apartment/Room/Suite Number—The apartment, room, or suite number of an address.

Entity Uses: Staff Member

0500 † City—The name of the city in which an address is located.

Entity Uses: Staff Member

0510 County—The name of the county, parish, borough, or comparable unit (within a state) in which an address

is located.

Entity Uses: Staff Member

0520 † State Code—The code for the state (within the United States) or extra-state jurisdiction in which an

address is located.

(Note: A list of states and extra-state jurisdictions within the United States and their codes can be

found in appendix E.)

Entity Uses: Staff Member

0530 † Name of State—The name of the state (within the United States) or extra-state jurisdiction in which an

address is located.

Entity Uses: Staff Member

0540 † Zip Code—The five or nine digit zip code portion of an address.

Entity Uses: Staff Member
Chapter 4 - Data Elements and Definitions

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43

0550 Country Code—The code for the country in which an address is located.

 (Note: A list of countries and their codes can be found in appendix F.)

Entity Uses: Staff Member

0560 Name of Country—The name of the country in which an address is located.

Entity Uses: Staff Member

0570 Complete Permanent Address—The street number and name, apartment/room/suite number, city, county,

state, zip code, and country of an individual’s or organization’s permanent address (generally used when

component parts are not required or requested separately).

0580 † Communication Status—An indication of special circumstances which affect communication to an

individual, organization, or institution via telephone (e.g., no telephone connection, no one available to

answer the telephone during certain hours).

Entity Uses: Staff Member

0590 Communication Number Type—The type of communication number listed for an individual or

organization.

01 Alternate telephone number

02 Answering service

03 Beeper number

04 Telephone extension

05 Home facsimile number

06 Home telephone number

07 Night telephone number

08 Other residential facsimile number

09 Other residential telephone number

10 Appointment telephone number

11 Personal cellular number

12 Personal telephone number

13 Telex number

14 Tele-mail

15 Voice mail

16 Work cellular number

17 Work facsimile number

18 Work telephone number

99 Other

Entity Uses: Staff Member

0600 † Communication Number—The telephone number or other communication type including the

international code, area code, and extension, if applicable.

Entity Uses: Staff Member

0610 Electronic Mail Address Type—The type of electronic mail (e-mail) address listed for an individual or

organization.

01 Home/personal

02 Work

99 Other
Chapter 4 - Data Elements and Definitions

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44

Entity Uses: Staff Member

0620 Electronic Mail Address—The numbers, letters, and symbols used to identify an electronic mail (E-mail)

user within the network to which the individual or organization belongs.

Entity Uses: Staff Member

0630 Web Site Address (URL)—Unique Resource Locator. The unique address of a Web page.

Entity Uses: Staff Member

Emergency Contact—An individual who is to be notified in the event of an emergency involving a staff member.

0110 Name of Individual— The full, legally accepted, proper name given to an individual at birth, baptism, or

during another naming ceremony, or through legal change (generally used when component parts are not

required or requested separately).

Entity Uses: Emergency Contact

0570 Complete Permanent Address—The street number and name, apartment/room/suite number, city, county,

state, zip code, and country of an individual’s or organization’s permanent address (generally used when

component parts are not required or requested separately).

Entity Uses: Emergency Contact

0580 Communication Status—An indication of special circumstances which affect communication to an

individual, organization, or institution via telephone (e.g., no telephone connection, no one available to

answer the telephone during certain hours).

Entity Uses: Emergency Contact

0590 Communication Number Type—The type of communication number listed for an individual or

organization.

01 Alternate telephone number

02 Answering service

03 Beeper number

04 Telephone extension

05 Home facsimile number

06 Home telephone number

07 Night telephone number

08 Other residential facsimile number

09 Other residential telephone number

10 Appointment telephone number

11 Personal cellular number

12 Personal telephone number

13 Telex number

14 Tele-mail

15 Voice mail

16 Work cellular number

17 Work facsimile number

18 Work telephone number

99 Other

Entity Uses: Emergency Contact
Chapter 4 - Data Elements and Definitions

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0600 Communication Number— The telephone number or other communication type including the

international code, area code, and extension, if applicable.

Entity Uses: Emergency Contact

0610 Electronic Mail Address Type—The type of electronic mail (e-mail) address listed for an individual or

organization.

01 Home/personal

02 Work

99 Other

Entity Uses: Emergency Contact

0620 Electronic Mail Address—The numbers, letters, and symbols used to identify an electronic mail (E-mail)

user within the network to which the individual or organization belongs.

Entity Uses: Emergency Contact

Health Information —Information about an individual's health including immunizations and injuries as they relate

to his or her employment. 4

0640 Medical Examination Type—A designation of the specific type of test administered to an individual for

the purpose of screening or evaluating a medical condition, process or impairment.

01 Vision evaluation—An examination used to measure an individual's ability to see.

02 Hearing evaluation—An examination used to measure an individual's ability to perceive

sounds.

03 Speech and language evaluation—An examination used to measure an individual's ability to

communicate orally with others.

04 Routine physical examination/screening—A physical examination used to assess an

individual's general health condition.

05 Special physical examination—A physical examination used to diagnose the causes of specific

symptoms or problems, including those performed during an emergency.

06 Physical examination for sports participation—An examination used to determine an

individual's fitness to participate in the physical education program and/or interscholastic athletics.

This examination is often required by an education institution, or local or state agency. (Not

generally used for staff.)

07 Employment evaluation—An examination used to assess an individual's condition relative to

requirements for employment (e.g., tuberculosis tests and chest x-rays).

08 Psychological evaluation—An examination used to assess an individual's emotional,

attitudinal, or behavioral condition.

99 Other

 

4

 Public Law 101-336, the Americans with Disabilities Act (ADA), prohibits discrimination against individuals with

disabilities as regards employment, public accommodations and certain public services.
Chapter 4 - Data Elements and Definitions

Data Element Definitions

A. Personal Information

46

Entity Uses: Staff Member

0650 Medical Examination Date—The month, day, and year on which a health evaluation occurred.

Entity Uses: Staff Member

0660 Medical Examination Results—A written report outlining specific findings of an individual's health

examination or health test as determined by a qualified professional.

Entity Uses: Staff Member

0670 Emergency Factor—An identification of a physical or medical condition of potential special significance

during an emergency treatment.

01 Allergy, aspirin

02 Allergy, insect bite

03 Allergy, iodine

04 Allergy, penicillin

05 Allergy, sulpha

06 Allergy, multiple

07 Asthma

08 Contact lenses worn

09 Diabetes

10 Drug dependency

11 Epilepsy

12 Hearing impaired

13 Heart disease

14 Hemophilia

15 Rheumatic fever

16 Speech impaired

17 Vision impaired

98 None

99 Other

Entity Uses: Staff Member

 0680 Other Health Data and Medical Condition—Information concerning an individual’s health which is not

provided in the above data elements (e.g., consideration for healthy life choices such as “non-smoker”).

Entity Uses: Staff Member

0690 Religious Consideration—A restriction or other considerations for medical treatment because of the

doctrines of an individual’s religion.

Entity Uses: Staff Member

0700 Special Adaptation Requirements—The description of special adaptation due to health or religious

reasons that an individual needs to perform his or her duties.

Entity Uses: Staff Member

0710 Insurance Coverage—The nature of insurance covering an individual’s hospitalization and other health or

medical care.

01 Workplace

02 Non-workplace / personal

03 None
Chapter 4 - Data Elements and Definitions

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A. Personal Information

47

99 Other

Entity Uses: Staff Member

0720 Health Care Plan—The description or title of the health care plan by which the individual is covered.

Entity Uses: Staff Member

0730 Hospital Preference—The hospital to which an individual prefers to be taken under emergency conditions

or, in the case of a minor the hospital to which the parent/guardian prefers the individual to be taken.

Entity Uses: Staff Member

0740 Medical Waiver—The description or special notation, if, for any reason, an individual has been granted a

waiver and is not required to submit to certain medical examinations or treatments.

Entity Uses: Staff Member

0750 Other Special Health Needs, Information, or Instructions— The description or detailed specific

instructions (other than those included above) regarding an individual's medical or dental treatment as

directed by the individual or his or her parents/guardian, or health care provider.

Entity Uses: Staff Member

Immunizations—Instances in which an individual is protected or immunized against specific diseases by

inoculation or vaccination, or by having previously contracted a disease.

0760 Immunization Type—An indication of the type of immunization that an individual has satisfactorily

received.

Entity Uses: Staff Member

0770 Immunizations Mandated by State Law for Participation—An indication that an immunization is

specifically required by an organization or governing body. Some diseases for which immunizations are

most frequently required include: Diphtheria, Hepatitis B, Influenza, Mumps, Pertussis (whooping cough),

Poliomyelitis, Rubella (German measles), Rubeola (measles), Small Pox, Tetanus, Tuberculosis (BCG),

and Rh. Immune Globulin.

01 Required

02 Not required

Entity Uses: Staff Member

0780 Immunization Date—The month, day, and year on which an individual receives an immunization.

Entity Uses: Staff Member

0790 Immunization Status Code—An indication of circumstances or situations affecting the immunization of

an individual.

01 First inoculation

02 Second inoculation

03 Third inoculation

04 Fourth inoculation

05 Fifth inoculation

06 Sixth inoculation

07 Seventh inoculation
Chapter 4 - Data Elements and Definitions

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48

08 Eighth inoculation

09 Ninth inoculation

10 Medical exemption

11 Personal exemption

12 Religious exemption

13 Already had the disease

99 Other

Entity Uses: Staff Member

Injury—Information about any incident in which an individual is injured during the official performance of duties.5

0800 Injury Type Code—The code for the description of an injury that was sustained during the official

performance of duties that might or does affect an individual's job performance.

(Note: A list of medical conditions and their codes can be found in appendix H.)

Entity Uses: Staff Member

0810 Injury Description—A description of the circumstances surrounding the injury of an individual, including

information collected from a witness.

Entity Uses: Staff Member

0820 Injury Occurrence Date—The month, day and year on which an individual was injured.

Entity Uses: Staff Member

0830 Injury Occurrence Location—A designation or description of the site at which the injury took place.

01 At the workplace

02 Not at the workplace but performing job duties

99 Other

Entity Uses: Staff Member

0840 Witness to Injury—The individual or group of individuals that can give a firsthand account of the injury

suffered by an individual.

Entity Uses: Staff Member

0850 Physician Diagnosing Injury—The medical specialist who identifies or determines the nature and cause

of the injury or disease suffered by an individual, through an evaluation of the patient’s history, a medical

examination, or a review of laboratory results.

Entity Uses: Staff Member

0860 Worker’s Compensation Claim Filed—An indication as to whether a claim was filed in a system of nofault insurance that pays benefits to employees for accidental injuries or diseases related to the employee’s

work.

 

5

 Public Law 91-596 requires that each employer who is subject to the record keeping requirements of the

Occupational Safety and Health Act (OSHA) of 1970 must maintain for each establishment a log of all recordable

occupational injuries and illnesses in detailed, easily readable, and understandable format following or similar to

OSHA Form No. 200.
Chapter 4 - Data Elements and Definitions

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49

01 Yes

02 No

97 Unknown

Entity Uses: Staff Member

0870 Worker’s Compensation Claim Filing Date—The month, day and year on which an individual filed an

insurance claim for his or her injury.

Entity Uses: Staff Member

0880 Health Award Amount/Benefit—The amount or type of benefits paid to an individual through worker’s

compensation.

Entity Uses: Staff Member
Chapter 4 - Data Elements and Definitions

Data Element Definitions

B. Educational Experiences

50

B. EDUCATIONAL EXPERIENCES

This section contains information about the education institution or staff development activity an individual attends

or has attended, the subject matter area studied, degrees and certificates earned, additional credit hours/continuing

education units received, academic awards and honorary degrees, and other training.

Entity Uses: Course

Education Institution

Educational Program

Staff Development Activity

Staff Development Provider

Staff Member

Education Institution Information—The identification of the school, education institution, agency, or organization

that is providing or has provided an educational experience to an individual.

0120 † Name of Institution— The full legally or popularly accepted name of an organization (e.g., a school, an

association, or a company).

Entity Uses: Education Institution

Staff Development Provider

0110 Name of Individual— The full, legally accepted, proper name given to an individual at birth, baptism, or

during another naming ceremony, or through legal change (generally used when component parts are not

required or requested separately).

Entity Uses: Staff Development Provider

1010 Institution Type—An indication of the type of institution or organization providing the educational

experience to the individual.

01 Institution of Higher Education (IHE)

02 Vocational School

03 Community College

04 Public elementary/secondary school

05 Private elementary/secondary school

06 Local education agency (LEA)

07 Joint IHE/LEA

08 Regional or intermediate governmental agency

09 State governmental agency

10 Business

11 Foundation or other charitable organization

12 Union

13 Parent/teacher organization

14 Military

15 Religious organization

16 Fraternal organization

99 Other

Entity Uses: Education Institution

Staff Development Provider

0140 † Identification Number—A unique number assigned to an individual, organization, or institution by a

school, a school system, a state, or other agency.
Chapter 4 - Data Elements and Definitions

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B. Educational Experiences

51

Entity Uses: Education Institution

Staff Development Provider

0150 † Identification System—A numbering scheme that is used for identification and record-keeping purposes

by schools, social services, or other agencies to refer to an individual, organization, or institution.

01 Driver’s license number (not applicable for these entities)

02 Health record number (not applicable for these entities)

03 Medicaid number (not applicable for these entities)

04 Professional certificate or license number

05 School-assigned number

06 District-assigned number

07 State-assigned number

08 Selective service number (not applicable for these entities)

09 Migrant number (not applicable for these entities)

10 Social Security Administration number

11 US government Visa number (not applicable for these entities)

12 Personal identification number (used for access into system) (not applicable for these

entities)

13 Family unit number (not applicable for these entities)

14 College Board/ACT code set of PK-grade 12 institutions

15 LEA number for school

16 SEA number for school

17 SEA number for LEA

18 NCES number for school

19 NCES number for a LEA

20 Other agency (e.g., Roman Catholic diocese or association member)

21 Integrated Postsecondary Education Data System (IPEDS) number

22 College Board Admission Testing Program (ATP) number

23 American College Testing (ACT) Program number

24 Federal identification

25 Dunn and Bradstreet number

99 Other

Entity Uses: Education Institution

Staff Development Provider

0470 Address Type—The type of address listed for an individual or organization.

01 Permanent home address—physical location of home

02 Other home address

03 Mailing address—other address or P.O. Box address

04 Campus address

05 Employer’s address

06 Employment address

07 Organization’s address

99 Other

Entity Uses: Education Institution

Staff Development Provider

0480 Street Number/Name—The street number and street name or post office box number of an address.

Entity Uses: Education Institution

Staff Development Provider

0490 Apartment/Room/Suite Number—The apartment, room, or suite number of an address.
Chapter 4 - Data Elements and Definitions

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52

Entity Uses: Education Institution

Staff Development Provider

0500 City—The name of the city in which an address is located.

Entity Uses: Education Institution

Staff Development Provider

0510 County—The name of the county, parish, borough, or comparable unit (within a state) in which an address

is located.

Entity Uses: Education Institution

Staff Development Provider

0520 State Code—The code for the state (within the United States) or extra-state jurisdiction in which an

address is located.

(Note: A list of states and extra-state jurisdictions within the United States and their codes can be

found in appendix E.)

Entity Uses: Education Institution

Staff Development Provider

0540 Zip Code—The five or nine digit zip code portion of an address.

Entity Uses: Education Institution

Staff Development Provider

0550 Country Code—The code for the country in which an address is located.

 (Note: A list of countries and their codes can be found in appendix F.)

Entity Uses: Education Institution

Staff Development Provider

0580 Communication Status—An indication of special circumstances which affect communication to an

individual, organization, or institution via telephone (e.g., no telephone connection, no one available to

answer the telephone during certain hours).

Entity Uses: Education Institution

Staff Development Provider

0590 Communication Number Type—The type of communication number listed for an individual or

organization.

01 Alternate telephone number

02 Answering service

03 Beeper number

04 Telephone extension

05 Home facsimile number

06 Home telephone number

07 Night telephone number

08 Other residential facsimile number

09 Other residential telephone number

10 Appointment telephone number
Chapter 4 - Data Elements and Definitions

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11 Personal cellular number

12 Personal telephone number

13 Telex number

14 Tele-mail

15 Voice mail

16 Work cellular number

17 Work facsimile number

18 Work telephone number

99 Other

Entity Uses: Education Institution

Staff Development Provider

0600 Communication Number—The telephone number or other communication type including the

international code, area code, and extension, if applicable.

Entity Uses: Education Institution

Staff Development Provider

0610 Electronic Mail Address Type—The type of electronic mail (e-mail) address listed for an individual or

organization.

01 Home/personal

02 Work

99 Other

Entity Uses: Education Institution

Staff Development Provider

0620 Electronic Mail Address—The numbers, letters, and symbols used to identify an electronic mail (E-mail)

user within the network to which the individual or organization belongs.

Entity Uses: Education Institution

Staff Development Provider

0630 Web Site Address (URL)—Unique Resource Locator. The unique address of a Web page.

Entity Uses: Education Institution

Staff Development Provider

Educational Program/Staff Development Activity—A description of any program or activity in which a staff

member is involved (as a leader or participant) that relates to his or her professional development.

1020 † Program Title—The name of the program of work, series of courses, individual course, or training

program in which an individual is involved.

Entity Uses: Educational Program

Staff Development Activity

1030 † Program Description—The description of the program of work, series of courses, individual course, or

training in which an individual is involved.

Entity Uses: Educational Program

Staff Development Activity

1040 Participation Status—An indication as to whether an individual is participating in an educational course

or program or is involved in a staff development activity.
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01 Currently enrolled/involved—An individual is enrolled or participating in an educational

program or staff development activity at the present time.

02 Previously enrolled/involved—An individual was previously but is no longer enrolled or

participating in an educational program or staff development activity.

03 Program completed—An individual has completed the educational course or program of study

or the staff development activity.

Entity Uses: Educational Program

Staff Development Activity

1050 Entry Date— The month, day and year on which an individual enters and begins to receive instructional

services in a school or an institution during a given session.

Entity Uses: Educational Program

Staff Development Activity

1060 Withdrawal Date—The day, month, and year that an individual ceased participating in an educational

experience without completing the course, educational program, or staff development activity.

Entity Uses: Educational Program

Staff Development Activity

1070 † Completion Date—The month, day, and year on which an individual completed a course, an education

program or a staff development activity.

Entity Uses: Educational Program

Staff Development Activity

Program Support —Information concerning the sponsorship of an educational program or staff development

activity, including financial, administrative, and assignment issues.

1080 Program Support/Funding Source—Ultimate and intermediate providers of funds for a particular

educational program or activity or for the individual’s participation in the education program or activity.

01 Federal government

02 State government

03 Local government

04 Intermediate agency or government

05 Local education agency (LEA)

06 Institution of Higher Education (IHE)

07 Joint IHE/LEA

08 School

09 Business

10 Community

11 Self (tuition/fees)

12 Parent/teacher organization

13 Individual (endowment)

14 Foundation or other charitable organization

15 Religious organization

16 Union

17 Fraternal organization

18 Insurance

19 Military

99 Other
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Entity Uses: Educational Program

Staff Development Activity

1090 Educational Program/Staff Development Activity Compensation—An indication of the type of

financial support an individual receives for participating in an educational program or staff development

activity.

01 Time paid—An individual's participation in an educational program or staff development

activity is paid for at least in part through salary or time compensation.

02 Stipend only—An individual's participation in an educational program or staff development

activity is compensated not through salary or time compensation but with a fixed and regular

payment of allowance.

03 Travel/expense reimbursement—An individual's expenses incurred while traveling to, or

participating in, an educational program or staff development activity are paid for or reimbursed.

04 Tuition and/or fees—An individual's full or partial costs of participating in an educational

program or staff development activity including tuition and fees are paid for or reimbursed.

05 No compensation—An individual's participation in an educational program or staff

development activity is not compensated by any other individual or organization but by him or

herself.

99 Other

Entity Uses: Staff Member

1100 Educational Program/Staff Development Activity Arrangement —An indication of the manner in

which an individual's participation in an educational program or staff development activity has been

scheduled.

01 Released time, substitute provided—An individual is excused from performing his or her

regular job duties to participate in an educational program or staff development activity. A

substitute is arranged to perform the job duties on his or her behalf.

02 Released time from duties, no substitute provided—An individual is excused from performing

his or her regular job duties to participate in an educational program or staff development activity.

No substitute is arranged to perform the job duties on his or her behalf.

03 Scheduled time—An individual's time for participating in an educational program or staff

development activity is built into his or her work schedule.

04 Off-the-job—An individual's participation in an educational program or staff development

activity takes place while he or she is off-duty.

Entity Uses: Staff Member

1110 Educational Program/Staff Development Activity Purpose—The primary reason an individual is

involved in an educational program or staff development activity.

01 Acquisition of new skills or knowledge—An individual is involved in an educational program

or a staff development activity to acquire new skills or knowledge he or she does not already

possess.
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02 Maintenance or improvement of skills or knowledge—An individual is involved in an

educational program or staff development activity to maintain or update existing skills or

knowledge he or she has in order to perform job duties. Examples include a refresher course or an

activity required for licensure renewal.

03 Remediation of skills or knowledge—An individual is involved in an educational program or

staff development activity to overcome identified deficiencies in the knowledge and skills required

to perform duties in his or her job or profession.

Entity Uses: Educational Program

Staff Development Activity

1120 Educational Program/Staff Development Activity Anticipated Outcome—The anticipated results of an

individual's successful participation in an educational program or staff development activity.

01 Completion of high school credential—An individual is engaged in a program of studies

leading to the award of a high school credential.

02 Obtain training for employment—An individual is engaged in an educational program to

qualify for a particular type of job.

03 Completion of an initial degree program—An individual is engaged in a program of studies

leading to the award of an academic degree, diploma, or certificate, but not a professional

credential.

04 Completion of an initial degree program and professional credential requirements—An

individual is engaged in a program of studies leading to the award of an academic degree,

diploma, or certificate and a professional credential for his or her profession.

05 Seeking an initial professional credential—An individual is involved in an educational

program to fulfill the requirements for obtaining a professional credential for his or her profession.

06 Completion of an additional degree program– An individual is engaged in a program of

studies leading to the award of an additional academic degree, diploma, or certificate.

07 Obtaining an advanced-level credential—An individual is involved in an educational program

to fulfill the requirements for obtaining an advanced-level credential in his or her profession.

08 Maintaining or renewing a credential—An individual is involved in an educational program to

fulfill the requirements for obtaining a renewal of a professional credential or for being re-certified

in his or her profession.

09 Meeting staff development requirements—An individual is involved in an educational

program or staff development activity to fulfill requirements for his or her job.

10 Qualifying for an advanced level job—An individual is involved in an educational program or

staff development activity to fulfill requirements for a more advanced job than he or she currently

holds.

11 Qualifying for a salary increase–An individual is involved in an educational program or staff

development activity to fulfill requirements for a pay raise.

12 Personal improvement—An individual is involved in an educational program or staff

development activity for personal improvement.

99 Other
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Entity Uses: Staff Member

1130 Educational Program/Staff Development Activity Relevance—An indication as to whether the contents

of an educational program or staff development activity are directly related to an individual's performance

of job duties.

01 Related to current job—The contents of the educational program or staff development activity

are directly related and contribute to an individual's performance of the specific responsibilities or

duties of his or her current job or position.

02 Related to advancement within the current job—The contents of the educational program or

staff development activity are related to and will prepare an individual for performance at a higher

level of responsibilities or duties within the current job or position.

03 Related to a different job or higher position—The contents of the educational program or staff

development activity are not related to an individual's job or position but will prepare him or her

for the responsibilities and duties of a different or higher position in the future.

04 Not related—The contents of the educational program or staff development activity are not

related to an individual's job or position but are relevant to his or her personal growth which in

turn will contribute to his or her work.

Entity Uses: Educational Program

Staff Development Activity

Subject Matter Area of Study—Information concerning the emphasis and subject matter area of an individual's

program of study at an education institution.

1140 † Level of Specialization—The extent to which an individual concentrates upon a particular subject matter

area during his or her period of study at an education institution.

01 Major—A principal area of academic specialization chosen by an individual.

02 Minor—A secondary area of academic specialization chosen by an individual.

03 Area of emphasis/concentration—An area of academic specialization chosen by an individual

other than his or her major or minor.

04 Post-degree study—An additional area of study that an individual undertakes after having

already received his or her last degree or certificate.

05 Area of interest—An area of interest to the individual not necessarily leading to a degree or

credential.

Entity Uses: Educational Program

1150 † Postsecondary Subject Matter Area—The descriptive name of an academic or vocational discipline

studied by an individual in an educational program or staff development activity. 6

01 Agricultural business and production

02 Agricultural sciences

03 Conservation and renewable natural resources

04 Architecture and related programs

 

6

 This list of options has been extracted from the Classification of Instructional Programs, published in 1991 by the

National Center for Education Statistics, available from the Government Printing Office and on the NCES web site

at http://www.ctdhe.org/dherpts/cip/cipman.pdf. Refer also to Appendix N for more information.
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05 Area, ethnic and cultural studies

08 Marketing operations/marketing and distribution

09 Communications

10 Communications technologies

11 Computer and information sciences

12 Personal and miscellaneous services

13 Education7

14 Engineering

15 Engineering-related technologies

16 Foreign languages and literatures

19 Home economics

20 Vocational home economics

21 Technology education/industrial arts

22 Law and legal studies

23 English language and literature/letters

24 Liberal arts and sciences, general studies and humanities

25 Library science

26 Biological sciences/life sciences

27 Mathematics

28 Reserve Officers' Training Corp (ROTC)

29 Military technologies

30 Multi/interdisciplinary technologies

32 Basic skills

33 Citizenship activities

34 Health-related knowledge and skills

35 Interpersonal and social skills

36 Leisure and recreational activities

37 Personal awareness and self-improvement

31 Parks, recreation, leisure and fitness studies

38 Philosophy and religion

39 Theological studies and religious vocations

40 Physical sciences

41 Science technologies

42 Psychology

43 Protective services

44 Public administration and services

45 Social sciences and history

46 Construction trades

47 Mechanics and repairers

48 Precision production trades

49 Transportation and materials moving workers

50 Visual and performing arts

51 Health professions and related sciences

52 Business management and administrative services

99 Other

Entity Uses: Staff Member

Course Work Taken—Information concerning the courses that an individual has taken as a part of his or her

program of study at an education institution.

1160 Session Type—A prescribed span of time when an education institution is open, instruction is provided,

and students are under the direction and guidance of teachers and/or education institution administration. A

session may be interrupted by one or more vacations.

 

7

 A complete list of sub-option codes for "13 Education" can be found in appendix I.
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01 Full school year—A regular school term consisting of no major subdivision of time segments.

It usually begins in the late summer or early fall and ends in late spring or early summer (e.g.,

elementary school).

02 Semester—One of two equal segments into which a school year is divided.

03 Trimester—One of three equal segments into which a school year is divided.

04 Quarter—One of four equal segments into which a school year is divided.

05 Quinmester—One of five equal segments into which a school year is divided.

06 Mini-term—A school term which is shorter than a regular session.

07 Summer term—A school term which takes place in the summer between two regular school

terms.

08 Intersession—A short session which occurs between longer sessions.

09 Long session—A session that is longer than a semester but shorter than a full year.

10 Twelve month—An educational program that operates throughout the year.

99 Other

Entity Uses: Course

1170 Session Beginning Date—The month, day, and year on which a session begins.

Entity Uses: Course

1180 Session Ending Date—The month, day, and year on which a session ends.

Entity Uses: Course

1190 † Course Title—The descriptive name given to a course of study offered in a school or other institution or

organization. In departmentalized classes at the elementary, secondary, and postsecondary levels (and for

staff development activities), this refers to the name by which a course is identified (e.g., American

History, English III). For elementary and other non-departmentalized classes, it refers to any portion of the

instruction for which a grade or report is assigned (e.g., reading, composition, spelling, and language arts).

Entity Uses: Course

1200 † Course Description—A description of the course taken by an individual.

Entity Uses: Course

1210 Course Code System—A system that is used to identify the organization of subject matter and related

learning experiences provided for the instruction of students.

01 NCES Pilot Standard National Course Classification System Codes

02 NCES Classification of Secondary School Courses

03 State course code

04 LEA course code

05 School course code

06 University course code

07 Intermediate agency course code
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99 Other

Entity Uses: Course

1220 Course Code—The actual code that identifies the organization of subject matter and related learning

experiences provided for the instruction of students.

Entity Uses: Course

1230 Principal Medium of Instruction—The principal medium by which the student receives instructional

communication from his or her teacher(s).

01 Computer-based course—Instruction facilitated by a computer using self-contained

educational software with which learners interact.

02 Correspondence course—Instruction which provides for the systematic exchange of materials

between teacher and student by mail.

03 Direct student-teacher interaction—Instruction by one or more teachers physically present,

i.e., by a single teacher or by a team of two or more teachers.

04 Directed self study— Self study, under the guidance of one or more teachers, which includes

the use of self-teaching materials.

05 Distance learning —Instruction, not necessarily interactive, transmitted from one location to

another using a communications medium (e.g., cable, satellite, phone lines) or a combination of

transmission media.

06 Interactive telecommunications—Two way voice or data exchange between an instructor and

student via phone, data lines, or video.

07 Center-based instruction—Instruction provided through a set of self-teaching materials

generally focused on a single objective completed by a student or group of students in a specified

location usually inside the classroom.

08 Independent study—Self-study, under the guidance of one or more teachers and involving a

variety of resources both inside and outside of the classroom, in which the student has a role in

selecting what is studied.

09 Internship—Instruction provided through direct supervised participation in an occupation in

which the student gains practical work-related experience.

99 Other

Entity Uses: Course

1240 Grade Earned in Course— A final indicator of student performance in a class as submitted by the

instructor.

Entity Uses: Course

1250 Credit Type Earned— The type of credits or units of value awarded for the completion of a course.

.

01 Carnegie unit—A standard measurement used for secondary education that represents the

completion of a course that meets one period per day for one school year.
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02 Semester hour credit—A term frequently used to indicate the number of hours of instruction

per week (or the equivalent) for a course taken for one semester.

03 Trimester hour credit—A term frequently used to indicate the number of hours of instruction

per week (or the equivalent) for a course taken for one trimester.

04 Quarter hour credit—A term frequently used to indicate the number of hours of instruction per

week (or the equivalent) for a course taken for one quarter.

05 Quinmester hour credit—A term frequently used to indicate the number of hours of instruction

per week (or the equivalent) for a course taken for one quinmester.

06 Mini-term hour credit—A term frequently used to indicate the number of hours of instruction

per week (or the equivalent) for a course taken for a mini-term.

07 Summer term hour credit—A term frequently used to indicate the number of hours of

instruction per week (or the equivalent) for a course taken for a summer term.

08 Intersession hour credit—A term frequently used to indicate the number of hours of

instruction per week (or the equivalent) for a course taken during an intersession.

09 Long session hour credit—A term frequently used to indicate the number of hours of

instruction per week (or the equivalent) for a course taken during a long session.

10 Twelve month hour credit—A term frequently used to indicate the number of hours of

instruction per week (or the equivalent) for a course taken during a year-round session.

11 Continuing education unit (CEU)—A term frequently used to indicate the number of staff

development hours received by an individual upon completion of an educational program (course

or series of courses) or staff development activity.

12 Vocational credit—A term frequently used to indicate the number of hours received by an

individual upon completion of a vocational education program (course or series of courses).

13 Adult education credit—A term frequently used to indicate the number of hours received by an

individual upon completion of an adult education program (course or series of courses).

14 Credit by examination—A term frequently used to indicate the number of hours received by an

individual upon completion of a course by passing the proficiency examination for the course.

15 Correspondence credit—A term frequently used to indicate the number of hours received by

an individual upon completion of a self-paced instructional program (course or series of courses)

offered by mail or via the Internet with no direct contact with faculty.

16 Military credit—A term frequently used to indicate the number of hours received by an

individual for training and experiences acquired while serving in the military.

17 Converted occupational experience credit—A term frequently used to indicate the number of

hours received by an individual based on life experience.

18 Staff development credit—A term frequently used to indicate the number of hours received by

an individual upon completion of a staff development activity or activities.

19 No credit—A term frequently used to indicate that a student will not receive credit for a course

taken during a school term (e.g., a student is auditing a course).

99 Other
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Entity Uses: Course

1260 Credits Earned in Course/Staff Development Activity—The number of credits earned by an individual

for completing a course or staff development activity.

Entity Uses: Course

1270 Grade Point Average (GPA): Cumulative—A measure of average performance in all courses taken by an

individual during his or her school career as determined for record-keeping purposes. This is obtained by

dividing the total grade points received by the total number of credits attempted. This usually includes

grade points received and credits attempted in his or her current school as well as those transferred from

schools in which the individual was previously enrolled.

Entity Uses: Staff Member

Other Non-Course Educational Program /Staff Development Activity—A description of any program or

activity, which is not provided in a course format, in which a staff member is involved (as a leader or participant)

that relates to his or her professional development.

1280 Educational Program/Staff Development Activity Participant's Role—An indication of the level of

involvement of an individual while participating in an educational program or staff development activity.

01 Consumer/learner—An individual is a recipient of the knowledge and skills given in an

educational program or other staff development activity. Examples include being enrolled in a

college course, an attendee in a seminar or a professional meeting, or a protege in a mentoring

activity.

02 Provider/trainer—An individual is an expert presenter of the contents of the educational

program or staff development activity. Examples include being an advisor to other participants, a

presenter in a training workshop, or a mentor to colleagues.

03 Collaborator/peer—An individual is a peer participant in a staff development activity.

Examples include being a participant in a collaborative content network, a member of an ad hoc

committee, or a peer evaluator to a fellow colleague (both giving and receiving evaluation).

99 Other

Entity Uses: Educational Program

Staff Development Activity

1290 Educational Program/Staff Development Activity Format—A designation of the specific category

explaining how an educational program or staff development activity is organized.

01 Computer-based course—An activity in which individuals obtain educational instruction

facilitated by a computer using self-contained educational software with which learners interact.

02 Conference—An activity in which individuals from different organizations who have some

common interest or background gather information and discuss mutual issues.

03 Committee—An activity in which a small group of individuals volunteer, are appointed, or are

elected to perform a task that cannot be completed efficiently by the entire group.

04 Collaborative activity—An activity in which two or more individuals are involved

experientially and cooperatively to achieve a common goal or a predetermined outcome.

Examples include the improvement of a school's curriculum design, the development of a new
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program, or a process to solve problems or improve service delivery. Also included would be a

site visit to another school, team research, or presentations.

05 Correspondence course—An activity in which instruction is provided through a systematic

exchange of materials between teacher and student by mail.

06 Distance learning—An activity in which instruction, not necessarily interactive, is transmitted

from one location to another using a telecommunications medium (e.g., cable, satellite, phone

lines) or a combination of transmission media.

07 Instructor provided course—An activity involving a long-term process through which an

individual acquires knowledge and skills through appropriate individual or group instruction in a

program of studies. Examples include a course taken at the university or college, or courses

within a program of studies towards a diploma, undergraduate degree or advanced degree from an

institution of higher education.

08 Interactive telecommunications—An activity involving two-way voice or data exchange

between an instructor and student via phone, data lines, or video.

09 Internship—An activity in which instruction is provided through direct supervised

participation in an occupation in which the student gains practical work-related experience.

10 Mentoring/coaching—An activity in which an individual provides or receives professional

advice and support to or from a colleague.

11 Networking with professionals in the field—An activity in which individuals from different

organizations who have mutual interest are connected to build information resources, improve

communication, and expand professional contacts.

12 Professional collaboration—An activity in which an individual acquires technical/subject area

skills (e.g., mathematics or humanities) through interaction with his or her professional peers in

the context of a formalized network.

13 Professional organization—An activity in which an individual gains knowledge and skills

through his or her affiliation with a professional association or organization.

14 Research and/or publication—An activity in which an individual participates in a research or

publication effort on a specific topic.

15 Self-instruction—An activity in which an individual takes responsibility for his or her own

learning with or without direct supervision. Examples include a personalized system of

instruction, correspondence study, or a special individual project. This also includes an inquiry

process in which an individual identifies an area of professional interest, collects data, and makes

changes in his or her way of performing work based on interpretation of those data.

16 Training course—An activity involving a short-term process through which an individual

improves awareness, or develops knowledge and skills through appropriate individual or group

instruction. Examples include a one-day demonstration workshop; a series of computer training

courses; an institute consisting of a series of training meetings; a seminar to study a subject under

the leadership of an expert; or a clinic for diagnosing, analyzing, and seeking solutions to specific

problems.

99 Other

Entity Uses: Educational Program

Staff Development Activity
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1300 Educational Program/Staff Development Activity Involvement —A description of an individual's level

of involvement in an educational program or staff development activity (e.g., chairperson of a committee,

voting or affiliate member of a group, student enrolled in a course, student auditing a course).

Entity Uses: Educational Program

Staff Development Activity

1310 Educational Program/Staff Development Activity Intensity—The total number of sessions an individual

is expected to participate in an educational program or staff development activity.

Entity Uses: Educational Program

Staff Development Activity

1320 Educational Program/Staff Development Activity Frequency—The average number of sessions per

month that an individual participates in an educational program or staff development activity.

Entity Uses: Educational Program

Staff Development Activity

1330 Educational Program/Staff Development Activity Contact Hours—The total number of hours or

portion of hours in which an individual participates in an educational program or staff development

activity.

Entity Uses: Educational Program

Staff Development Activity

1340 Educational Program/Staff Development Activity Duration—The average number of hours or portion

of hours that an individual participates in an educational program or staff development activity session.

Entity Uses: Educational Program

Staff Development Activity

1350 Educational Program/Staff Development Activity Location—An indication as to the location at which

an educational program or staff development activity takes place (e.g., room number, building site, campus

designation, or address of a business organization, service center, or community building).

Entity Uses: Educational Program

Staff Development Activity

1240 Grade Earned in Course—An indication of the grade earned or rating received by an individual for

completing a course or staff development activity.

 Entity Uses: Educational Program

Staff Development Activity

1250 Credit Type Earned—The type of credits or units of value received for the completion of a course or staff

development activity.

01 Carnegie unit—A standard measurement used for secondary education that represents the

completion of a course that meets one period per day for one school year.

02 Semester hour credit—A term frequently used to indicate the number of hours of instruction

per week (or the equivalent) for a course taken for one semester.

03 Trimester hour credit—A term frequently used to indicate the number of hours of instruction

per week (or the equivalent) for a course taken for one trimester.
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04 Quarter hour credit—A term frequently used to indicate the number of hours of instruction per

week (or the equivalent) for a course taken for one quarter.

05 Quinmester hour credit—A term frequently used to indicate the number of hours of instruction

per week (or the equivalent) for a course taken for one quinmester.

06 Mini-term hour credit—A term frequently used to indicate the number of hours of instruction

per week (or the equivalent) for a course taken for a mini-term.

07 Summer term hour credit—A term frequently used to indicate the number of hours of

instruction per week (or the equivalent) for a course taken for a summer term.

08 Intersession hour credit—A term frequently used to indicate the number of hours of

instruction per week (or the equivalent) for a course taken during an intersession.

09 Long session hour credit—A term frequently used to indicate the number of hours of

instruction per week (or the equivalent) for a course taken during a long session.

10 Twelve month hour credit—A term frequently used to indicate the number of hours of

instruction per week (or the equivalent) for a course taken during a year-round session.

11 Continuing education unit (CEU)—A term frequently used to indicate the number of staff

development hours received by an individual upon completion of an educational program (course

or series of courses) or staff development activity.

12 Vocational credit—-A term frequently used to indicate the number of hours received by an

individual upon completion of a vocational education program (course or series of courses).

13 Adult education credit—A term frequently used to indicate the number of hours received by an

individual upon completion of an adult education program (course or series of courses).

14 Credit by examination—A term used to indicate the number of hours received by an individual

upon completion of a course by passing the proficiency examination for the course.

15 Correspondence credit—A term used to indicate the number of hours received by an

individual upon completion of a self-paced instructional program (course or series of courses)

offered by mail or via the Internet with no direct contact with faculty.

16 Military credit—A term used to indicate the number of hours received by an individual for

training and experiences acquired while serving in the military.

17 Converted occupational experience credit—A term used to indicate the number of hours

received by an individual based on life experience.

18 Staff development credit—A term used to indicate the number of hours received by an

individual upon completion of a staff development activity or activities.

19 No credit—A term frequently used to indicate that a student will not receive credit for a course

taken during a school term (e.g., a student is auditing a course).

99 Other

Entity Uses: Educational Program

Staff Member
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1260 Credits Earned in Course/Staff Development Activity—The number of credits earned by an individual

for completing a course or staff development activity.

Entity Uses: Educational Program

Staff Development Activity

Recognition Earned—Information concerning any educational degrees, certificates, honors, awards or distinctions

earned by or conferred upon an individual.

1360 † Degree/Certificate Title—The name of the degree or certificate earned by an individual. This includes

honorary degrees conferred upon an individual.

Entity Uses: Staff Member

1370 † Degree/Certificate Type—The type of degree or certificate earned by an individual.

01 High school diploma - regular

02 High school diploma - modified

03 High school diploma - endorsed

04 High school diploma - advanced (e.g., Regents)

05 International Baccalaureate diploma

06 High school equivalency diploma/GED diploma

07 Adult Basic Education Diploma

08 Certificate of attendance

09 Certificate of completion

10 Alternate credential

11 Post graduate (Grade 13)

12 Vocational certificate

13 Formal award, certificate or diploma (less than one year)

14 Formal award, certificate or diploma (more than or equal to one year)

15 Associate's degree (two years or more)

16 Bachelor's (Baccalaureate) degree (e.g., B.A., A.B., B.S.)

17 Graduate certificate

18 First-professional degree (e.g., D.C. or D.C.M., D.D.S. or D.M.D., M.D., O.D., D.O.,

D.Phar., Pod.D. or D.P.M., D.V.M., L.L.B. or J.D., M.Div., M.H.L., B.D., or Ordination)

19 Master's degree (e.g., M.A., M.S., M.Eng, M.Ed, M.S.W., M.B.A., M.L.S.)

20 Specialist's degree (e.g., Ed.S)

21 Post-Professional degree

22 Doctoral (Doctor’s) degree (e.g., Ph.D, Ed.D)

99 Other

Entity Uses: Staff Member

1380 Degree/Certificate Distinctions—A description of distinctions (e.g., cum laude) earned by an individual

while receiving a degree or certificate.

Entity Uses: Staff Member

1390 † Degree/Certificate Conferring Date—The month, day, and year on which an individual received a degree

or certificate.

Entity Uses: Staff Member

1400 Honor or Award—A description of educational or professional honors (e.g., Teacher of the Year) or

awards (e.g., scholarships) earned by an individual.

Entity Uses: Staff Member
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B. Educational Experiences

67

1410 Educational Program/Staff Development Activity Outcomes—The description of any products, honors,

or recognition resulting from participation in an educational program or staff development activity.

Examples include the development of reports, publications, curriculum frameworks, and/or program plans.

Entity Uses: Educational Program

Staff Development Activity
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C. QUALIFICATION INFORMATION

Section C, Qualification Information, includes information about credentials, prior related experience,

internships/apprenticeships, related travel activities, and other interests.

Entity Uses: Credential

Credentialing Organization

Employer

Evaluator

Immediate Supervisor

Mentor

Organization Membership

Public Service

Staff Member

Credential Information—Information on any active certificate, license, permit, or other credential held by an

individual that authorizes the holder to perform certain functions or to make certain claims about his or her

competencies in his or her employment or assignment. Credentials are issued by a state agency (or in some cases by

other organizations), post-secondary institution, or professional association based on education and training

completed, experience, assessment, background verification, and/or other requirements.

2010 † Credential Type—An indication of the category of credential an individual holds.

01 Certification—The process by which an agency or organization grants recognition to persons

who have met certain predetermined qualifications specified by an agency or organization.

02 Licensure—The process by which an agency of government grants permission to persons

meeting predetermined qualifications to engage in a given occupation and/or to use a particular

title, or grants permission to institutions to perform specialized functions.

03 Registration—The process by which an individual registers with a governmental agency or a

non-governmental agency or organization for approval to perform specialized functions.

04 Endorsement—The process by which the individual’s primary professional certification is

supplemented, which fulfills the national professional standards for the endorsement area, but is

not guaranteed to meet the criteria of all states.

99 Other

Entity Uses: Credential

2020 † Non-Educator Credential Type—An indication of the type of non-educator certificate, license, or permit

that is issued by a government agency, professional association, or other organization to perform services

other than teaching or other educator responsibilities (e.g., school board member, school nurse, registrar,

database administrator, computer support personnel, psychologist).

(Note: A list of regulated occupations and professions and their codes can be found in appendix J.)

Entity Uses: Credential

2030 Non-Teaching Educator Credential Type— An indication of the type of non-teaching educator

certificate, license or permit that is issued by a government agency, professional association, or other

organization that qualifies a person to hold certain administrative or education support positions. This

credential often also requires the possession of a valid teaching credential (e.g., superintendents, principals,

assistant principals, supervisors).

Entity Uses: Credential
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2040 † Teaching Credential Type—An indication of the category of a legal document giving authorization to

perform teaching assignment services.

01 Regular/standard

02 Probationary/initial

03 Provisional

04 Professional

05 Master

06 Specialist

07 Temporary

08 Emergency

09 Nonrenewable

10 Retired

11 Substitute

12 Teacher assistant

13 Intern

99 Other

Entity Uses: Credential

2050 † Teaching Credential Basis—An indication of the pre-determined criteria for granting the teaching

credential that an individual holds.

01 4-year bachelor’s degree—Teaching credential is granted upon the completion of a regular 4-

year degree teacher training program at an institution of higher education.

02 5-year bachelor’s degree—Teaching credential is granted upon the completion of a regular 5-

year degree teacher training program at an institution of higher education.

03 Master’s degree—Teaching credential is granted upon the completion of a master’s degree

teacher training program at an institution of higher education.

04 Doctoral degree—Teaching credential is granted upon the completion of a doctoral degree at

an institution of higher education.

05 Met state testing requirement—Teaching credential is granted upon the completion of state

testing requirements (for non-education majors).

06 Special/alternative program completion—Teaching credential is granted upon an individual’s

fulfillment of predetermined criteria through an alternative program other than the completion of a

degree teacher training program.

07 Relevant experience—Teaching credential is granted upon an evaluation and recognition of an

individual’s technical skills and experience (e.g., a vocational education teacher who had

extensive experience in woodworking).

08 Credentials based on reciprocation with another state—Teaching credential is granted

through an interstate licensure agreement to an individual who is certified in another state.

99 Other

Entity Uses: Credential

2060 † Credential Description—An indication of the title or description of a credential that an individual holds.

Entity Uses: Credential
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0140 † Identification Number—A unique number assigned to an individual, organization, or institution by a

school, a school system, a state, or other agency.

Entity Uses: Credential

0150 † Identification System—A numbering scheme that is used for identification and record-keeping purposes

by schools, social services, or other agencies to refer to an individual, organization, or institution.

01 Driver’s license number (not applicable for this entity)

02 Health record number (not applicable for this entity)

03 Medicaid number (not applicable for this entity)

04 Professional certificate or license number

05 School-assigned number

06 District-assigned number

07 State-assigned number

08 Selective service number (not applicable for this entity)

09 Migrant number (not applicable for this entity)

10 Social Security Administration number (not applicable for this entity)

11 US government Visa number (not applicable for this entity)

12 Personal identification number (used for access into system) (not applicable for this entity)

13 Family unit number (not applicable for this entity)

14 College Board/ACT code set of PK-grade 12 institutions (not applicable for this entity)

15 LEA number for school (not applicable for this entity)

16 SEA number for school (not applicable for this entity)

17 SEA number for LEA (not applicable for this entity)

18 NCES number for school (not applicable for this entity)

19 NCES number for a LEA (not applicable for this entity)

20 Other agency (e.g., Roman Catholic diocese or association member) (not applicable for

 this entity)

21 Integrated Postsecondary Education Data System (IPEDS) number (not applicable for

 this entity)

22 College Board Admission Testing Program (ATP) number (not applicable for this entity)

23 American College Testing (ACT) Program number (not applicable for this entity)

24 Federal identification (not applicable for this entity)

25 Dunn and Bradstreet number (not applicable for this entity)

99 Other

Entity Uses: Credential

2070 Date Credential Requirement Met—The month, day, and year on which the individual met the

requirement necessary to receive a credential.

Entity Uses: Credential

2080 † Credential Issuance Date—The month, day, and year on which an active credential was issued to an

individual.

Entity Uses: Credential

2090 † Credential Expiration Date—The month, day and year on which an active credential held by an

individual will expire.

Entity Uses: Credential

2100 Initial Credential Issuance Requirements—An indication of any requirements necessary for an

individual to receive an initial credential.
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71

01 Education completion

02 Fee payment

03 Practical experience

04 References

05 Background/security verification

06 Test/assessment

07 Completion of induction program

08 Completion of professional development plan

09 Professional development/in-service credits

10 Portfolio completed successfully

11 Advisor approval

12 Fingerprinting

13 Tuberculosis screening

14 Drug testing

15 Chest X-ray

16 Oath of allegiance

17 Compliance with state tax laws

98 None

99 Other

Entity Uses: Credential

2110 Background Check Type—An indication of the type of employment and/or other records that are

investigated to determine whether the individual meets the basic and security requirements for employment

or a credential.

01 Criminal records

02 Previous employment references

03 Personal references

04 Credentials

99 Other

Entity Uses: Credential

2120 Background Check Description—A description of the means used to check an individual’s employment

and/or other records investigated to determine whether he or she meets the basic and security requirements

for employment or a credential.

Entity Uses: Credential

2130 Background Check Completion Date—The month, day, and year on which the examination of the

individual’s employment and/or other records was completed. This examination is part of the requirements

for this position or a credential.

Entity Uses: Credential

2140 Induction Program Mentor—The name of the individual who offered guidance and assistance to the

individual during the induction period.

Entity Uses: Credential

2150 Credential Renewal Requirement—An indication of any requirements necessary for an individual to

renew a credential.

01 Education hours completed

02 Degree completed
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72

03 Fee payment

04 Practical experience

05 References

06 Background/security verification

07 Test/assessment

08 Completion of induction program

09 Completion of professional development plan

10 Professional development/in-service credits completed

11 Portfolio successfully completed

12 Advisor/Mentor approval

13 Tuberculosis screening

14 Drug testing

15 Chest x-ray

16 Oath of allegiance

17 Recertification points received

18 Time on the job

19 Compliance with state tax laws

98 None

99 Other

Entity Uses: Credential

2160 Number of Units Required for Credential Renewal—The number of professional development or

recertification units required to renew a credential.

Entity Uses: Credential

2170 Credential Renewal Units Attempted—The number of professional development or re-certification units

attempted by the individual.

Entity Uses: Credential

2180 Credential Renewal Units Earned—The number of professional development or re-certification units

earned by the individual.

Entity Uses: Credential

2190 Staff Advisor for Credential Renewal—The individual in charge of advising the individual on the

requirements for renewal of credentials.

Entity Uses: Credential

2200 Credential Renewal Date—The month, day, and year on which the individual met the requirements

necessary to renew a credential.

Entity Uses: Credential

2210 Program Sponsor—An indication of the type of organization or institution responsible for sponsoring an

individual seeking alternative credentialing from a state agency.

01 Local education agency (LEA)

02 State education agency (SEA)

03 Institution of higher education (IHE)

04 Joint IHE/LEA

05 Private or religious association

06 Local association, other than private or religious

07 National association, other than private or religious
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08 Private/for-profit group

09 Intermediate education agency

10 Regional group

99 Other (e.g., military)

Entity Uses: Credential

0110 Name of Individual—The full, legally accepted, proper name given to an individual at birth, baptism, or

during another naming ceremony, or through legal change (generally used when component parts are not

required or requested separately).

Entity Uses: Mentor

0120 Name of Institution—The full legally or popularly accepted name of an organization (e.g., a school, an

association, or a company).

Entity Uses: Credentialing Organization

0570 Complete Permanent Address—The street number and name, apartment/room/suite number, city, county,

state, zip code, and country of an individual’s or organization’s permanent address (generally used when

component parts are not required or requested separately).

Entity Uses: Credentialing Organization

Mentor

0580 Communication Status—An indication of special circumstances which affect communication to an

individual, organization, or institution via telephone (e.g., no telephone connection, no one available to

answer the telephone during certain hours).

Entity Uses: Credentialing Organization

Mentor

0590 Communication Number Type—The type of communication number listed for an individual or

organization.

01 Alternate telephone number

02 Answering service

03 Beeper number

04 Telephone extension

05 Home facsimile number

06 Home telephone number

07 Night telephone number

08 Other residential facsimile number

09 Other residential telephone number

10 Appointment telephone number

11 Personal cellular number

12 Personal telephone number

13 Telex number

14 Tele-mail

15 Voice mail

16 Work cellular number

17 Work facsimile number

18 Work telephone number

99 Other

Entity Uses: Credentialing Organization

Mentor
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0600 Communication Number— The telephone number or other communication type including the

international code, area code, and extension, if applicable.

Entity Uses: Credentialing Organization

Mentor

0620 Electronic Mail Address—The numbers, letters, and symbols used to identify an electronic mail (E-mail)

user within the network to which the individual or organization belongs.

Entity Uses: Credentialing Organization

Mentor

0630 Web Site Address (URL)—Unique Resource Locator. The unique address of a Web page.

Entity Uses: Credentialing Organization

Assessment Information—The general classification of an assessment administered to an individual based upon the

anticipated use of the information it provides. This also includes information that identifies the assessment, the

actual score earned, and the date of assessment.

2220 Assessment Purpose—The purpose for which an assessment is being conducted.

01 Initial credentialing

02 Continuation of credential

03 Renewal of credential

99 Other

Entity Uses: Credential

2230 Assessment Title/Description—The title or description including a form number, if any, that identifies a

particular assessment.

Entity Uses: Credential

2240 Assessment Code—The code used by a state or local education agency or a testing organization to identify

a particular assessment given to an individual.

Entity Uses: Credential

2250 Assessment Standard Indicator—An indication as to whether an assessment conforms to a standard.

01 Local standard

02 Statewide standard

03 Regional standard

04 National Board for Professional Teaching Standards (NBPTS) standard

05 Association standard

06 School standard

98 No standard

99 Other standard

Entity Uses: Credential

2260 Assessment Type—The category of an assessment based on format and content.

01 Computer

02 Paper/pencil

03 Portfolio (i.e., artifacts of actual performance)
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75

04 Observation

05 Simulation

06 Transcript review

99 Other

Entity Uses: Credential

2270 Assessment Content—An indication of the specific content (i.e., subject matter) on which an individual is

evaluated through an assessment.

01 Basic mathematics

02 Basic reading

03 Spelling

04 Writing

05 Basic language arts

06 General knowledge

07 Credential subject matter

08 Knowledge of teaching/pedagogy

09 Technology/computer literacy

10 Teaching performance

11 Administrator knowledge

12 Administrator performance

99 Other

Entity Uses: Credential

2280 Assessment Content Level—An indication of the level (i.e., basic or advanced) of the content on which an

individual is evaluated through an assessment.

Entity Uses: Credential

 2290 Assessment Date—The month, day, and year on which a credential assessment was administered.

Entity Uses: Credential

 2300 Assessment Score/Results—An indication of the evaluated performance of an individual on a credential

assessment. Included should be indication of the type score received and any other relevant interpretive

information.

Entity Uses: Credential

Credential Characteristics—Information that describes the content of any certificate, license, permit, or other

credential held by an individual that authorizes the holder to perform certain functions or to make certain claims

about his or her competencies in his or her employment or assignment.

2310 Credential Authorized Function—A functional area within which an individual is authorized to serve by

an active credential (e.g., English teaching, vocational education, special education, career counseling,

principal, or superintendent).

Entity Uses: Credential

2320 † Authorized Instructional Level—The instructional level or levels within which an individual is

authorized to serve by an active credential.

01 Early childhood

02 Pre-kindergarten

03 Kindergarten
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76

04 Elementary school

05 Elementary/Middle school level

06 Middle/Junior high school

07 Senior high school

08 Secondary level

09 All levels

99 Other

Entity Uses: Credential

2330 † Teaching Field or Area Authorized—An indication of a teaching field within which an individual is

authorized to teach by an active teaching credential. In a departmentalized organization, a teaching field is

a major subdivision of the educational program such as language arts, mathematics, music, distributive

education, or physical education. In a non-departmentalized situation or in a self-contained classroom, a

general teaching level such as elementary or secondary may be the most accurate designation of a teaching

field.

01 Early childhood/pre-kindergarten

02 Kindergarten

03 Elementary

04 Accounting

05 Business and management

06 Other business

07 English or language arts

08 Journalism/communications

09 Reading

10 Speech

11 Architecture or environmental design

12 Dance

13 Drama/Theater

14 Music

15 Visual Arts

16 Chinese

17 French

18 German

19 Italian

20 Japanese

21 Latin

22 Russian

23 Spanish

24 Other languages

25 Computer Science

26 Mathematics

27 Biology or life science

28 Chemistry

29 Earth/space science/geology

30 General science

31 Health education

32 Physical science

33 Physics

34 Other natural sciences

35 American Indian/Native American studies

36 Anthropology

37 Civics

38 Economics

39 Geography

40 History
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41 Humanities

42 Law

43 Philosophy

44 Political science and government

45 Psychology

46 Religion

47 Social studies

48 Sociology

49 Other area or ethnic studies

50 Other social studies/social sciences

51 Basic skills or remedial education

52 Bilingual education

53 English as a second language

54 Gifted and talented

55 Military science

56 Physical education

57 Special education, general

58 Autism

59 Deaf and hard-of-hearing

60 Developmentally delayed

61 Early childhood special education

62 Emotionally disturbed or behavior disorders

63 Learning disabilities

64 Mentally disabled

65 Mildly/moderately disabled

66 Orthopedically impaired

67 Severely/profoundly disabled

68 Speech/language impaired

69 Traumatically brain-injured

70 Visually impaired

71 Other special education

72 Agriculture or natural resources

73 Business/office

74 Career education

75 Communications technologies

76 Cosmetology

77 Family and consumer science (home economics)

78 Food services

79 Health professions and occupations

80 Trades and industry (e.g., CADD, electronics

 repair, mechanics, precision production)

81 Other vocational/technical education

99 Other

Entity Uses: Credential

2340 Fee Amount—The amount of money required from an individual as a fee for receiving a credential.

Entity Uses: Credential

 2350 Fee Payment Status—An indication of the amount of money received from an individual as payment

toward fees required for receipt of a credential.

Entity Uses: Credential

2360 Fee Payment Date—The month, day, and year on which fee payment was made by an individual for

receipt of a credential.
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Entity Uses: Credential

Credential Revocation Information—Information concerning revocation of an individual’s certificate, license,

permit, or other credential held.

2370 Credential Revocation Date—The month, day and year on which a credential was revoked.

Entity Uses: Staff Member

2380 Credential Revocation Reason—The basis of the decision to revoke a credential (e.g., lapsed, felony

conviction).

Entity Uses: Staff Member

Publications—Information about an individual’s professional public communication and/or performance.

2390 Publication Type—An indication of the nature of an individual’s professional public communication

and/or performance.

01 Book

02 Peer journal article

03 Non-peer journal article

04 Fine arts performance (e.g., play, dance, multi-media event, art show, musical performance)

05 Presentation/paper at a conference or professional association meeting

06 Newspaper article

99 Other

Entity Uses: Staff Member

2400 Publication Description—A description of the title, location/appearance, date, and/or other information

related to an individual's publication.

Entity Uses: Staff Member

Prior Experience—Information about an individual’s employment prior to current employment.

0120 Name of Institution— The full legally or popularly accepted name of an organization (e.g., a school, an

association, or a company).

Entity Uses: Employer

0570 Complete Permanent Address—The street number and name, apartment/room/suite number, city, county,

state, zip code, and country of an individual’s or organization’s permanent address (generally used when

component parts are not required or requested separately).

Entity Uses: Employer

0110 Name of Individual— The full, legally accepted, proper name given to an individual at birth, baptism, or

during another naming ceremony, or through legal change (generally used when component parts are not

required or requested separately).

Entity Uses: Immediate Supervisor

0580 Communication Status—An indication of special circumstances which affect communication to an

individual, organization, or institution via telephone (e.g., no telephone connection, no one available to

answer the telephone during certain hours).
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Entity Uses: Employer

Immediate Supervisor

0590 Communication Number Type—The type of communication number listed for an individual or

organization.

01 Alternate telephone number

02 Answering service

03 Beeper number

04 Telephone extension

05 Home facsimile number

06 Home telephone number

07 Night telephone number

08 Other residential facsimile number

09 Other residential telephone number

10 Appointment telephone number

11 Personal cellular number

12 Personal telephone number

13 Telex number

14 Tele-mail

15 Voice mail

16 Work cellular number

17 Work facsimile number

18 Work telephone number

99 Other

Entity Uses: Employer

Immediate Supervisor

0600 Communication Number—The telephone number or other communication type including the

international code, area code, and extension, if applicable.

Entity Uses: Employer

Immediate Supervisor

0620 Electronic Mail Address—The numbers, letters, and symbols used to identify an electronic mail (E-mail)

user within the network to which he or she belongs.

Entity Uses: Employer

Immediate Supervisor

2410 Business Type—An indication of the general nature of an organization or institution.

01 Public school

02 Private school

03 Local education agency

04 Intermediate education agency

05 State education agency

06 Federal education agency

07 Private education organization

08 Other government (institutions outside the field of education)

09 Other non government organization (organizations outside the field of education)

10 Military

11 Self-employed

99 Other
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Entity Uses: Employer

2420 Employment Status—The condition under which an individual has agreed to serve an employer.

01 Probationary—An individual who does not meet all of the prerequisites for status as a

permanent employee.

02 Contractual—An individual who has an employment agreement that specifies the length and

type of service.

03 Substitute/temporary—An individual who is employed on a temporary basis (e.g., year-toyear, term-to-term, or day-to-day).

04 Tenured or permanent—An individual who is guaranteed employment and is not subject to

discontinuance by the governing authority except by due process.

05 Volunteer/no contract—An individual who provides services but does not receive

remuneration.

06 Employed or affiliated with outside organization—An individual who is employed by an

outside organization that is providing a service under a contract to or in agreement with a school

or agency.

07 Contingent upon funding—An individual whose employment is contingent upon continued

funding to sustain the position.

08 Non-contractual—An individual who is employed and is subject to continuance by the

governing authority without due process.

99 Other employment status

Entity Uses: Staff Member

2430 Employment Start Date—The month, day, and year on which an individual began self-employment or

employment with an organization or institution.

Entity Uses: Staff Member

2440 Employment End Date—The month, day, and year on which an individual ended a period of selfemployment or employment with an organization or institution.

Entity Uses: Staff Member

2450 Condition of Employment—Information concerning the employment contract between an individual and

an organization.

Entity Uses: Staff Member

2460 Employment Separation Reason—The primary reason for the termination of the employment

relationship.

01 Other employment in education—Separation resulting from an individual leaving an employer

to pursue or begin another job within the field of education.

02 Other employment outside of education—Separation resulting from an individual leaving an

employer to pursue or begin another job outside the field of education.
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03 Retirement—Separation resulting from an individual leaving an employer in accordance with

the provision of a specific program allowing or requiring an individual to leave upon reaching a

certain age, a certain number of years of service, or upon sustaining a disability.

04 Family/personal relocation—Separation resulting from an individual being precluded from

continuing employment because he or she or his or her family has relocated.

05 Change of assignment—Separation resulting from the employer’s decision and/or

employer/employee agreement to relocate the individual to another assignment within the same

organization, agency, parish, or system.

06 Formal study or research—Separation resulting from an individual leaving an employer to

study or undertake research activities.

07 Illness/disability—Separation resulting from an individual leaving an employer due to sickness

or an incapacitating condition.

08 Homemaking/caring for a family member—Separation resulting from an individual’s decision

to become a homemaker, spend time rearing his or her children, or to care for his or her

parent/guardian.

09 Layoff due to budgetary reduction—Separation resulting from a decrease in the monies

available to an organization for staffing.

10 Layoff due to organizational restructuring—Separation resulting from changes in the

administrative, personnel or executive structure of an organization.

11 Layoff due to decreased workload—Separation resulting from a reduction in the amount of

work to be done.

12 Discharge due to unsuitability—Separation resulting from the incompatibility of an

individual's work style or skills with the requirements of his or her position.

13 Discharge due to misconduct—Separation resulting from serious and/or continuing acts

involving misconduct, insubordination, negligence, infraction of laws or regulations.

14 Discharge due to continued absence or tardiness—Separation resulting from not being

present or being late for work on a frequent basis.

15 Discharge due to a falsified application form—Separation resulting from untrue or misleading

information provided on the employment application.

16 Discharge due to credential revoked or suspended—Separation resulting from the withdrawal

or temporary cancellation of a document stating that an individual has met specified requirements.

17 Discharge due to unsatisfactory work performance—Separation resulting from job activities

carried out below a standard of quality.

18 Death—Separation resulting from the death of an individual.

19 Personal reason—Separation resulting from an individual leaving an agency or system for

unspecified personal reasons.

20 Lay off due to lack of funding—Separation resulting from the position being eliminated due to

lack of funds.
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21 Lost credential—Separation resulting from the individual losing the credential required for the

position.

97 Reason unknown—Separation resulting from an individual leaving an agency or system for an

unknown reason.

99 Other

Entity Uses: Staff Member

2470 Nature of Prior Employment—The descriptive name (e.g., teaching, office/clerical, custodial) of the

occupation or job duties performed by an individual.

Entity Uses: Staff Member

2480 Teaching Assignment—The teaching field taught by an individual.

01 Early childhood/pre-kindergarten

02 Kindergarten

03 Elementary

04 Accounting

05 Business and management

06 Other business

07 English or language arts

08 Journalism/communications

09 Reading

10 Speech

11 Architecture or environmental design

12 Dance

13 Drama/Theater

14 Music

15 Visual Arts

16 Chinese

17 French

18 German

19 Italian

20 Japanese

21 Latin

22 Russian

23 Spanish

24 Other languages

25 Computer Science

26 Mathematics

27 Biology or life science

28 Chemistry

29 Earth/space science/geology

30 General science

31 Health education

32 Physical science

33 Physics

34 Other natural sciences

35 American Indian/Native American studies

36 Anthropology

37 Civics

38 Economics
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39 Geography

40 History

41 Humanities

42 Law

43 Philosophy

44 Political science and government

45 Psychology

46 Religion

47 Social studies

48 Sociology

49 Other area or ethnic studies

50 Other social studies/social sciences

51 Basic skills or remedial education

52 Bilingual education

53 English as a second language

54 Gifted and talented

55 Military science

56 Physical education

57 Special education, general

58 Autism

59 Deaf and hard-of-hearing

60 Developmentally delayed

61 Early childhood special education

62 Emotionally disturbed or behavior disorders

63 Learning disabilities

64 Mentally disabled

65 Mildly/moderately disabled

66 Orthopedically impaired

67 Severely/profoundly disabled

68 Speech/language impaired

69 Traumatically brain-injured

70 Visually impaired

71 Other special education

72 Agriculture or natural resources

73 Business/office

74 Career education

75 Communications technologies

76 Cosmetology

77 Family and consumer science (home economics)

78 Food services

79 Health professions and occupations

80 Trades and industry (e.g., CADD, electronics

 repair, mechanics, precision production)

81 Other vocational/technical education

99 Other

Entity Uses: Staff Member

2490 Instructional Level—An indication of the general nature and difficulty of instruction provided throughout

a course.

01 Remedial—Instruction offered for the improvement of any particular deficiency, including a

deficiency in content previously taught but not learned.

02 Special education—Instruction that adapts the curriculum, materials, or teaching methods for

students identified as needing special education. This may include instruction for students with

any of the following: autism, deaf-blindness, developmental delay, hearing impairment, mental
Chapter 4 - Data Elements and Definitions

Data Element Definitions

C. Qualification Information

84

retardation, multiple disabilities, orthopedic impairment, serious emotional disturbance, specific

learning disability, speech or language impairment, traumatic brain injury, visual impairment, and

other health impairments.

03 Basic—Instruction focusing primarily on skills development, including literacy in language,

mathematics, life and physical sciences, and social sciences and history.

04 General—Instruction (in a given subject matter area) that focuses primarily on general

concepts for the appropriate grade level.

05 Honors—Advanced level instruction designed for students who have earned honors status

according to educational requirements.

06 Gifted and talented—Advanced level instruction designed for students who have qualified for

and enrolled in a school, institution, or district gifted and talented program.

07 International Baccalaureate—A program of study, sponsored and designed by the

International Baccalaureate Organization (IBO), that leads to examinations and meets the needs of

secondary school students between the ages of 16 and 19 years. Designed as a comprehensive twoyear curriculum that allows its graduates to fulfill requirements of various national education

systems, the diploma model is based on the pattern of no single country but incorporates elements

of several. The program is available in English, French and Spanish. In addition to the diploma

program mentioned above, the IBO also offers programs for students between the age of 3 and the

age of 16.

08 Advanced Placement—An advanced, college-level course designed for students who achieve a

specified level of academic performance. Upon successful completion of the course and a

standardized Advanced Placement examination, a student may receive college credit.

09 College level—A course, often taken at or in conjunction with a postsecondary institution,

which contains instruction equivalent to a college-level course and for which a student may get

college credit(s).

10 Untracked—A course that is not limited to one level of instruction so as to meet the needs of

student groups at a variety of educational levels.

11 Limited English/bilingual—Instruction designed for students with a language background

other than English, and whose proficiency in English is such that the probability of the individual's

academic success in an English-only environment is below that of a peer with an English language

background.

12 Accepted as a high school equivalent—A secondary-level course offered at an education

institution other than a secondary school (such as adult learning center or a community college) or

through correspondence or distance learning.

99 Other

Entity Uses: Assignment

Years of Employment Experience—Information about the total number of years an individual has been employed,

including the number of years of education-related experience.

2500 † Years of Prior Teaching Experience—The total number of years that an individual has previously held a

teaching position in one or more education institutions.

Entity Uses: Staff Member
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C. Qualification Information

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2510 † Years of Prior Education Experience—The total number of years that an individual has previously held

an education position (including positions as a teacher and administrator).

Entity Uses: Staff Member

2520 † Years of Prior Related Experience—The total number of years of employment in a non-education area

related to the field in which an individual is currently employed (e.g., 10 years of employment as an

automotive mechanic for an individual teaching automotive in a vocational education program).

Entity Uses: Staff Member

2530 Total Number of Years of Prior Experience—The cumulative total number of years (e.g., 3 years, 2.5

years) an individual has previously held employment.

Entity Uses: Staff Member

Internship/Apprenticeship—Information about any period during which an individual formally served as an intern

or an apprentice prior to or during current employment.

2540 Internship/Apprenticeship Description—A description of the type of internship or apprenticeship

(including student or practice teaching) formally served by an individual.

Entity Uses: Staff Member

2550 Internship/Apprenticeship Beginning Date—The month, day, and year on which an individual began an

experience as an intern or apprentice.

Entity Uses: Staff Member

2560 Internship/Apprenticeship Ending Date—The month, day, and year on which an individual finished an

experience as an intern or apprentice.

Entity Uses: Staff Member

2570 Internship/Apprenticeship Results—A description of the outcomes or recommendations resulting from

completion of an internship or apprenticeship.

Entity Uses: Staff Member

Related Travel Activities—Information on an individual's travel activities prior to or during current employment

which is significant to his or her job requirements or qualifications.

2580 Travel Location—The city, state and/or country of the destination of a trip taken by an individual.

Entity Uses: Staff Member

2590 Travel Purpose—The purpose of a trip taken by an individual.

Entity Uses: Staff Member

2600 Travel Beginning Date—The month, day, and year on which an individual embarked on a trip.

Entity Uses: Staff Member

2610 Travel Ending Date—The month, day, and year on which an individual returned from a trip.

Entity Uses: Staff Member
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C. Qualification Information

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Other Interests—Information on individual's other interests, including group memberships and participation and

offices held in an organization.

2620 Avocational Interests and Skills—Description of a hobby or other interest or skill of an individual. These

may include but are not limited to singing, art, music, writing, public speaking, and youth work.

Entity Uses: Staff Member

2630 Other Areas of Informal Qualification—Other areas or fields in which an individual has some special

informal qualification or occupational training (e.g., as an artist).

Entity Uses: Staff Member

2640 Special Contact Group Empathies—Notation of an individual's interest and ability to work with special

contact groups, based on factors such as bilingualism, racial or ethnic background, or religion.

Entity Uses: Staff Member

0120 Name of Institution—The full legally or popularly accepted name of an organization (e.g., a school, an

association, or a company).

Entity uses: Public Service

Organization Membership

2650 Years of Participation—The number of years that an individual belonged to an organization or association

or served as an elected public official.

Entity Uses: Public Service

Organization Membership

2660 Office Held—The title of a position of trust and leadership held by an individual in an organization,

association, or political office.

Entity Uses: Public Service

Organization Membership

2670 Office Term Beginning Date—The month, day, and year on which an individual’s term of office (for a

leadership position) in an organization, association or political office began.

Entity Uses: Public Service

Organization Membership

2680 Office Term Ending Date— The month, day, and year on which an individual’s term of office (for a

leadership position) in an organization, association or political office ended.

Entity Uses: Public Service

Organization Membership

1400 Honor or Award— A description of educational or professional honors (e.g., Teacher of the Year) or

awards (e.g., scholarships) earned by an individual.

Entity Uses: Staff Member
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Data Element Definitions

D. Current Employment

87

D. CURRENT EMPLOYMENT

Section D, Current Employment, includes information about an individual's current employment in an organization.

Information is contained in this section on the staff member's entry, conditions of employment, compensation,

benefits, attendance, and formal grievances.

Entity Uses: Beneficiary

Employee Benefit

Employee Benefit Carrier

Employee Benefit Contributor

Recruiter

Staff Member

Entry into Employment—Information about the circumstances, conditions, and agreements pertaining to an

individual's entry into employment at an organization.

3010 Means of Introduction for Employment—The manner in which an individual was initially introduced to

an employer or the way in which the employer became aware of an individual’s availability for

employment.

01 Advertisement—The individual responded to an employer’s advertisement in, for example, a

newspaper, radio, web site, or professional journal.

02 Assignment/appointment—The individual was selected or designated by an employer to fill a

position (e.g., a political appointment).

03 Employee-initiated effort—The individual, through his or her own efforts, initiated contact

with an employer.

04 Employment agency—The individual was introduced to an employer through an intermediate

placement agency or union.

05 Peace Corps/Overseas Military—The individual was introduced to an employer through an

arrangement by the Peace Corps or Overseas Military.

06 Recruitment effort—The individual was introduced to an employer through a format (e.g.,

placement office) or informal effort on the part of the organization to recruit individuals through

colleges, universities, vocational institutes, or other institutions.

07 Staff recommendation—The individual was introduced to an employer by a current employee.

08 Student teaching or internship—The individual was introduced to an employer during the

period of student teaching or internship and was subsequently hired.

09 Educator database service/network—The individual was introduced to an employer by an

organization or system that serves as a source of information about individuals in search of

teaching positions.

10 Work-related organization recommendation—The individual was introduced to an employer

and recommended for employment by a work-related organization (e.g., a member of a religious

order assigned to one of the order’s schools).

11 Internet—The individual initiated contact with an employer, responded to an employer’s

posting on the Internet, or used other Internet job search services.
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D. Current Employment

88

99 Other

Entity Uses: Staff Member

0110 Name of Individual— The full, legally accepted, proper name given to an individual at birth, baptism, or

during another naming ceremony, or through legal change (generally used when component parts are not

required or requested separately).

Entity Uses: Recruiter

0120 Name of Institution— The full legally or popularly accepted name of an organization (e.g., a school, an

association, or a company).

Entity Uses: Recruiter

0570 Complete Permanent Address—The street number and name, apartment/room/suite number, city, county,

state, zip code, and country of an individual’s or organization’s permanent address (generally used when

component parts are not required or requested separately).

Entity Uses: Recruiter

0580 Communication Status—An indication of special circumstances which affect communication to an

individual, organization, or institution via telephone (e.g., no telephone connection, no one available to

answer the telephone during certain hours).

Entity Uses: Recruiter

0590 Communication Number Type—The type of communication number listed for an individual or

organization.

01 Alternate telephone number

02 Answering service

03 Beeper number

04 Telephone extension

05 Home facsimile number

06 Home telephone number

07 Night telephone number

08 Other residential facsimile number

09 Other residential telephone number

10 Appointment telephone number

11 Personal cellular number

12 Personal telephone number

13 Telex number

14 Tele-mail

15 Voice mail

16 Work cellular number

17 Work facsimile number

18 Work telephone number

99 Other

Entity Uses: Recruiter

0600 Communication Number—The telephone number or other communication type including the

international code area code, and extension, if applicable.

Entity Uses: Recruiter
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D. Current Employment

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0610 Electronic Mail Address Type—The type of electronic mail (e-mail) address listed for an individual or

organization.

01 Home/personal

02 Work

99 Other

Entity Uses: Recruiter

0620 Electronic Mail Address—The numbers, letters, and symbols used to identify an electronic mail (E-mail)

user within the network to which the individual or organization belongs.

Entity Uses: Recruiter

0630 Web Site Address (URL)—Unique Resource Locator. The unique address of a Web page.

Entity Uses: Recruiter

3020 Application Date—The month,. day, and year on which the individual filed the employment application.

Entity Uses: Staff Member

3030 Application Status—An indication of the status of the individual’s employment application.

01 Active

02 Inactive

Entity Uses: Staff Member

2110 Background Check Type—An indication of the type of employment and/or other records that is

investigated to determine whether the individual meets the basic and security requirements for employment

or a credential.

01 Criminal records

02 Previous employment records

03 Personal references

04 Credentials

99 Other

Entity Uses: Staff Member

2120 Background Check Description—A description of the means used to check an individual’s employment

and/or other records investigated to determine whether he or she meets the basic and security requirements

for employment or a credential.

Entity Uses: Staff Member

2130 Background Check Completion Date—The month, day, and year on which the examination of the

individual’s employment and/or other records was completed. This examination is part of the requirements

for this position or a credential.

Entity Uses: Staff Member

3040 Position Assessment Type—An indication of the type of an assessment administered to an individual for

skills that are required for the position (e.g., keyboarding, spelling, grammar, editing, data entry, and

driving).
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D. Current Employment

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Entity Uses: Staff Member

3050 Position Assessment Date—The month, day, and year on which an assessment was administered for skills

that are required for the position.

Entity Uses: Staff Member

3060 Position Assessment Results—An indication of the results of the assessment for skills that are required for

the position.

Entity Uses: Staff Member

3070 Software Application Type—An indication of the type of software application that is required for the

position in question (e.g., spreadsheet, word processing, database, Internet use, web development, statistical

analysis).

Entity Uses: Staff Member

3080 Software Application Title—An indication of the title of a software application required for the position

in question.

Entity Uses: Staff Member

3090 Software Application Experience Level—An indication of the individual’s level of skill or experience

using the software application (e.g., expert, intermediate, novice or years of experience).

Entity Uses: Staff Member

3100 Prior Year Status—An indication of an individual’s professional or personal experience during the year

before an application for employment is filed.

01 Teaching in this school

02 Teaching in another elementary or secondary school in this school system

03 Teaching in a public elementary or secondary school in a different school system in this state

04 Teaching in a public elementary or secondary school in another state

05 Teaching in a private elementary or secondary school

06 Student at a college or university

07 Teaching in a preschool

08 Teaching at a college or university

09 Working in a position in the field of education, but not as a teacher

10 Working in an occupation outside the field of education

11 Caring for family members

12 Military service

13 Unemployed and seeking work

14 Retired from another job

99 Other

Entity Uses: Staff Member

Employment Conditions—Information concerning the employment contract between an individual and an

organization.

3110 † Hire Date—The month, day, and year on which an individual was hired for a position.

Entity Uses: Staff Member

2420 † Employment Status— The condition under which an individual has agreed to serve an employer.
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D. Current Employment

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01 Probationary—An individual who does not meet all of the prerequisites for status as a

permanent employee.

02 Contractual—An individual who has an employment agreement that specifies the length and

type of service.

03 Substitute/temporary—An individual who is employed on a per diem basis (e.g., year-to-year,

term-to-term, or day-to-day).

04 Tenured or permanent—An individual who is guaranteed employment and is not subject to

discontinuance by the governing authority except by due process.

05 Volunteer/no contract—An individual who provides services but does not receive

remuneration.

06 Employed or affiliated with outside organization—An individual who is employed by an

outside organization that is providing a service under a contract to or in agreement with a school

or agency.

07 Contingent upon funding—An individual whose employment is contingent upon continued

funding to sustain the position.

08 Exempt—An individual who is employed in such a manner that he or she is not required to be

paid overtime, in accordance with applicable wage and hour laws, for work performed beyond

forty (40) hours in a workweek. Executives, professional employees, and certain employees in

administrative positions are typically exempt.

99 Other employment status

Entity Uses: Staff Member

3120 † Contractual Term—The length of the contract under which an individual is employed by an employer.

01 Short-term—A contract covering a period of less than one school or calendar year.

02 Annual—A contract covering a period of one school or calendar year.

03 Continuing—A contract which continues automatically from year to year without action on the

part of the governing authority, but which may be terminated through appropriate action by the

parties involved.

04 Renewable—A contract which can continue into another contractual period through

appropriate action by the parties involved.

05 Multiyear—A contract covering a period of more than one school or calendar year.

99 Other—A contract or agreement other than those described above such as a letter of intent or

an unwritten agreement.

Entity Uses: Staff Member

3130 † Contract Beginning Date—The month, day, and year on which a contract between an individual and a

governing authority specifies that employment is to begin (or the date on which the agreement is made

valid).

Entity Uses: Staff Member
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D. Current Employment

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3140 † Contract Ending Date—The month, day, and year on which a contract between an individual and a

governing authority specifies that employment is to end (or the date on which the agreement is no longer

valid).

Entity Uses: Staff Member

3150 Seniority Date—The month, day, and year on which an individual’s seniority in a position was

established.

Entity Uses: Staff Member

3160 Tenure Date—The month, day, and year on which the individual obtained tenure.

Entity Uses: Staff Member

3170 Contract Days of Service Per Year—The number of days per year that an individual is expected to work

as outlined specifically in his or her employment agreement.

Entity Uses: Staff Member

3180 † Employment Time Annually—The annual amount/unit of time an individual is employed to perform an

assignment for an employer (e.g., 180 days, nine months, ten months, full year).

Entity Uses: Staff Member

3190 † Full-time Equivalency (FTE)—The ratio between the hours of work expected in a position and the hours

of work normally expected in a full-time position in the same setting.

Entity Uses: Staff Member

3200 Full-time Status—An indication of whether an individual is employed for a standard number of hours (as

determined by civil or organizational policies) in a week, month, or other period of time.

01 Full-time

02 Part-time

Entity Uses: Staff Member

3210 Hours of Service per Day—The average number of hours per work day that an individual is expected to

work as outlined specifically in his or her employment agreement.

Entity Uses: Staff Member

3220 Days of Service per Week—The average number of days per week that an individual is expected to work

as outlined specifically in his or her employment agreement.

Entity Uses: Staff Member

3230 † Hours of Service per Week—The average number of hours per week that an individual is expected to

work as outlined specifically in his or her employment agreement.

Entity Uses: Staff Member

3240 Scheduled Work Time Daily—The specific hours during a day that an individual is scheduled to work for

an employer, including a starting and ending work time (e.g., 9:00 A.M. to 6:00 P.M., 1:00 P.M. to 5:00

P.M.).
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D. Current Employment

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Entity Uses: Staff Member

3250 Scheduled Work Days Weekly—The specific day(s) of a week that an individual is scheduled to perform

for an employer (e.g., Monday, Wednesday, and Friday; Monday to Friday).

Entity Uses: Staff Member

3260 Scheduled Work Months Annually—The specific month (s) of a year that an individual is scheduled to

perform for an employer (e.g., September to May; June, and August to December).

Entity Uses: Staff Member

3270 † Position Title—The descriptive name of an individual's position.

Entity Uses: Staff Member

3280 † Position or Classification Number—An indication of the level or category of an individual’s position as

assigned by the employer.

Entity Uses: Staff Member

3290 Unique Position Number—A unique number that is used for identifying a position within an organization.

Entity Uses: Staff Member

3300 Fair Labor Standards Act Coverage—Identification of the status of an individual's assignment, as

governed by the provisions of the Fair Labor Standards Act, which establishes a federal minimum wage

and eligibility for receiving overtime pay. Coverage depends upon the extent of managerial responsibility,

use of independent discretion, position qualifications, and pay level of the assignment.

01 Nonexempt—An individual's assignment is covered by the federal minimum wage provisions

with eligibility for overtime pay.

02 Exempt—An individual's assignment is not covered by the Fair Labor Standards Act to be

eligible for overtime pay.

Entity Uses: Staff Member

3310 Substitute Status—An indication of an individual's willingness to perform services for an employer on an

as-needed basis.

01 Willing—The individual agrees to work on a substitute basis, however, he or she is not

currently doing so.

02 Not willing—The individual does not agree to work on a substitute basis.

03 Currently substituting—The individual is currently working on a substitute basis.

Entity Uses: Staff Member

3320 Vehicle Driver’s License Type—An indication of the type of operator license an individual is required to

have in order to operate that type of vehicle/machinery.

01 Automobile

02 School bus

03 Heavy equipment
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D. Current Employment

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04 Commercial vehicle

05 Motorcycle

99 Other

Entity Uses: Staff Member

3330 Vehicle Driver’s License Expiration Date—The month, day, and year on which the individual’s vehicle

driver’s license expires.

Entity Uses: Staff Member

3340 Authorized/Insured to Use Organization Vehicles—An indication of whether the individual is

authorized and/or insured to use the employer’s vehicles to conduct official business.

01 Yes

02 No

Entity Uses: Staff Member

3350 Authorized/Insured to Use Own Vehicles—An indication of whether the individual is authorized and/or

insured to use his or her vehicles to conduct official business.

01 Yes

02 No

Entity Uses: Staff Member

3360 Union Membership/Name—The name of the labor organization of which the individual is a member.

Entity Uses: Staff Member

Salary Compensation—Information about the annual agreed-upon salary, wage, or wage rate agreed to be paid to

an individual for employment.

3370 Pay Grade—Identification of the class of an individual's position grouped by salary range.

Entity Uses: Staff Member

3380 Pay Step—An identification of the class of an individual’s position within a grade, which is grouped by

salary range.

Entity Uses: Staff Member

3390 Pay Range—The pay rates assigned to a class or group of positions which define the appropriate

compensation options.

Entity Uses: Staff Member

3400 † Base Salary or Wage—The salary or wage an individual is paid before deductions (excluding

differentials) but including annuities.

Entity Uses: Staff Member

3410 † Earning Rates of Pay—The monetary unit of salary compensation an individual is paid for performance

of agreed-upon duties.

Entity Uses: Staff Member
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D. Current Employment

95

3420 Unit of Basis for Measurement—The cycle of time elements or other basis based on which an amount is

calculated.

01 Hour

02 Day

03 Half-week

04 Week

05 Two weeks

06 Half months

07 Month

08 Two months

09 Quarter

10 Summer term

11 Half-year

12 Year

13 Current pay period

14 Quarter-to-date

15 Year-to-date

16 Inception-to-date

17 Per occasion or job completion

18 Unit

19 Visit

99 Other

Entity Uses: Staff Member

3430 Other Compensation Type—An indication of the category of income, wages, or benefits an individual

receives as compensation for service in compliance with the employment agreement.

01 Supplemental pay/compensation

02 Fringe Benefit

03 In-kind compensation

99 Other

Entity Uses: Staff Member

3440 † Supplemental Pay Type—An indication of the type of additional monetary compensation to an individual

for his or her performance, position, additional duties or responsibilities, professional development or

qualification, or extended time of work.

01 Bonus for student performance of school

02 Bonus for student performance of class

03 Merit bonus

04 Hazard pay

05 Locality supplement

06 Position bonus

07 Shortage position supplement

08 Saving bonus

09 Voluntary transfer

10 Bilingual work

11 Co-curricular activities

12 Coaching supplement

13 Curriculum work

14 Department chair

15 Extra-curricular activities

16 General additional duties
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17 Longevity

18 Mentoring

19 Special education

20 Technology responsibilities

21 Training

22 Tutoring

23 Advance skill supplement

24 Assessment

25 Certification

26 Credit/course completion supplement

27 Degree supplement

28 Education time

29 Professional affiliation supplement

30 Extended salary

31 Overtime

32 Sabbatical

33 Summer salary

99 Other

Entity Uses: Staff Member

3450 Salary for Overtime—The amount paid to an individual in either a temporary or permanent position for

services rendered that are additional to those performed in the normal work period for which he or she is

compensated under regular or temporary salary or wage rate.

Entity Uses: Staff Member

3460 Overtime Identifier—The amount of time at which an individual begins to earn overtime pay rather than

base pay.

Entity Uses: Staff Member

3470 Compensation Description—A description of the compensation (salary, supplemental pay, fringe benefits,

in-kind compensation, or other) an individual receives for the position.

Entity Uses: Staff Member

3480 Compensation Eligibility—The maximum amount of income, supplemental pay, fringe benefits, or inkind compensation an individual is eligible to receive for performance of duties within a position.

Entity Uses: Staff Member

3490 † Compensation Amount—The amount of income, supplemental pay, fringe benefits, or in-kind

compensation an individual receives for performance of duties within a position.

Entity Uses: Staff Member

Benefit Compensation—Information about the annual agree-upon benefits or other non-salary compensation

to be received by an individual for employment.

3500 Fringe Benefit Type—An indication of the type of compensation or benefit in a form other than direct

wages, provided in whole or in part by an employer to the employee.

01 Social Security old age insurance

02 Social Security survivor insurance

03 Social Security disability insurance

04 Medicare for the aged and disabled hospital insurance
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D. Current Employment

97

05 Medicare for the aged and disabled supplementary medical insurance

06 Other Social Security benefits

07 Employee Retirement Income Security Act (ERISA)

08 Defined benefit plan

09 Defined contribution plan

10 Other pension plans

11 Individual retirement account (IRA)

12 Health insurance—health maintenance organization (HMO)

13 Health insurance—preferred provider organization (PPO)

14 Other health plan

15 Dental care plan

16 Prescription drug plan

17 Vision plan

18 Mental health and substance abuse benefits

19 Retiree health insurance

20 Health promotion program

21 Consolidated Omnibus Budget Reconciliation Act (COBRA)

22 Worker's compensation

23 Non-occupational temporary disability insurance plan

24 Short-term disability plan-employment based private program—employment-based private

Program

25 Long-term disability plan- employment based private—employment-based private program

26 Sick leave

27 Annual leave

28 Leave sharing/leave bank

29 Compensatory time

30 Family and medical leave

31 Other leave

32 Uniform and laundry fees

33 Transportation subsidy

34 Parking subsidy

35 Recreation subsidies

36 Child care

37 Car

38 Housing allowances

39 Tuition for children of staff

40 Employee assistance program

41 Long-term care insurance

42 Group life insurance plan

43 Survivor benefits

44 Educational assistance benefits

45 Legal service plan

46 Dependent care

47 Stock ownership plan

48 Profit sharing plan

49 Other direct subsidies

99 Other

Entity Uses: Staff Member

3510 Eligibility Status—An appraisal as to whether an individual is or is not eligible for a given benefit plan.

01 Eligible—An individual meets all criteria necessary to participate in a plan.

02 Eligible, but coverage declined—An individual meets all criteria necessary to participate in a

plan, but has refused coverage.
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03 Not eligible—An individual does not meet all criteria necessary to participate in a plan.

Entity Uses: Employee Benefit

3520 Ineligibility Reason—A description of the reason an individual is not covered by or is not eligible to

receive an employee benefit.

Entity Uses: Employee Benefit

3530 Coverage Description—A description or title of the actual plan, program, or policy by which an individual

is provided coverage.

Entity Uses: Employee Benefit

3540 Coverage Type—The specific type of plan (e.g., family coverage, high option, low option, term, whole

life) by which an individual is covered.

Entity Uses: Employee Benefit

3550 Coverage Identifier—Information necessary to identify an individual's benefit plan (e.g., group reference,

policy number, etc.).

Entity Uses: Employee Benefit

3560 Coverage Amount—The total amount or degree to which an individual is entitled benefits.

Entity Uses: Employee Benefit

3570 Special Terms—A description of any special benefits of an individual's coverage (e.g., double indemnity

benefits).

Entity Uses: Employee Benefit

3580 Coverage Beginning Date—The month, day, and year on which an individual's benefit plan becomes

effective.

Entity Uses: Employee Benefit

3590 Coverage Ending Date—The month, day, and year on which an individual's benefit plan ends.

Entity Uses: Employee Benefit

3600 Vesting Percentage—The current percentage of a benefit plan to which a plan participant has earned a

vested interest.

Entity Uses: Employee Benefit

3610 Anticipated Use Date—The earliest possible month, day, and year on which a benefit will be paid off in a

lump-sum payment or distributed in installments to an individual.

Entity Uses: Employee Benefit

3620 Actual Use Date—The month, day, and year on which a benefit was paid off in a lump-sum payment or

distributed in installments to an individual.

Entity Uses: Employee Benefit
Chapter 4 - Data Elements and Definitions

Data Element Definitions

D. Current Employment

99

0120 Name of Institution—The full legally or popularly accepted name of an organization (e.g., a school, an

association, or a company).

Entity Uses: Employee Benefit Carrier

Employee Benefit Contributor

0570 Complete Permanent Address—The street number and name, apartment/room/suite number, city, county,

state, zip code, and country of an individual’s or organization’s permanent address (generally used when

component parts are not required or requested separately).

Entity Uses: Employee Benefit Carrier

Employee Benefit Contributor

0580 Communication Status—An indication of special circumstances which affect communication to an

individual, organization, or institution via telephone (e.g., no telephone connection, no one available to

answer the telephone during certain hours).

Entity Uses: Employee Benefit Carrier

Employee Benefit Contributor

0590 Communication Number Type—The type of communication number listed for an individual or

organization.

01 Alternate telephone number

02 Answering service

03 Beeper number

04 Telephone extension

05 Home facsimile number (not applicable to this entity)

06 Home telephone number (not applicable to this entity)

07 Night telephone number

08 Other residential facsimile number (not applicable to this entity)

09 Other residential telephone number (not applicable to this entity)

10 Appointment telephone number

11 Personal cellular number

12 Personal telephone number

13 Telex number

14 Tele-mail

15 Voice mail

16 Work cellular number

17 Work facsimile number

18 Work telephone number

99 Other

Entity Uses: Employee Benefit Carrier

Employee Benefit Contributor

0600 Communication Number—The telephone number or other communication type including the

international code, area code, and extension, if applicable.

Entity Uses: Employee Benefit Carrier

Employee Benefit Contributor

0620 Electronic Mail Address—The numbers, letters, and symbols used to identify an electronic mail (E-mail)

user within the network to which the individual or organization belongs.

Entity Uses: Employee Benefit Carrier

Employee Benefit Contributor
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Employee Benefit Contributions—Information about individuals and organizations, including but not exclusively

the staff member or employer, that contribute to a benefit plan to which a staff member belongs.

3630 Benefit Contributor Type—An indication of the category of an individual or institution that donates to an

employee's benefit plan.

01 Employer

02 State education agency/state government

03 Local education agency

04 Regional education service center

05 Community organization, business, or group

06 Other organization, business, or group

07 Individual employee

08 Individual other than employee

99 Other

Entity Uses: Employee Benefit Contributor

3640 Benefit Contribution Type—An indication of the form of donation an individual or an institution gives to

employee's benefit plan.

01 Monetary

02 In-kind

99 Other

Entity Uses: Employee Benefit Contributor

3650 Benefit Contribution Amount—The monetary amount or description of the contribution given to

employee's benefit plan.

Entity Uses: Employee Benefit Contributor

3660 Payment Required per Pay Period—The monetary amount that must be paid each pay period in order for

an individual to be covered by or participate in an employee benefit program.

Entity Uses: Employee Benefit Contributor

Beneficiary—Information about the individual(s) and/or institution(s) that the staff member has designated to be the

beneficiary of his or her benefit plan.

 0110 Name of Individual— The full, legally accepted, proper name given to an individual at birth, baptism, or

during another naming ceremony, or through legal change (generally used when component parts are not

required or requested separately).

Entity Uses: Beneficiary

3670 Relationship to Staff Member—An indication of an employee's relationship with an individual or

organization (e.g., a charity to which benefits are designated).

Entity Uses: Beneficiary

0570 Complete Permanent Address—The street number and name, apartment/room/suite number, city, county,

state, zip code and country of an individual’s or organization’s permanent address (generally used when

component parts are not required or requested separately).

Entity Uses: Beneficiary
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0580 Communication Status—An indication of special circumstances which affect communication to an

individual, organization, or institution via telephone (e.g., no telephone connection, no one available to

answer the telephone during certain hours).

Entity Uses: Beneficiary

0590 Communication Number Type—The type of communication number listed for an individual or

organization.

01 Alternate telephone number

02 Answering service

03 Beeper number

04 Telephone extension

05 Home facsimile number

06 Home telephone number

07 Night telephone number

08 Other residential facsimile number

09 Other residential telephone number

10 Appointment telephone number

11 Personal cellular number

12 Personal telephone number

13 Telex number

14 Tele-mail

15 Voice mail

16 Work cellular number

17 Work facsimile number

18 Work telephone number

99 Other

Entity Uses: Beneficiary

0600 Communication Number—The telephone number or other communication type including the

international code area code, and extension, if applicable.

Entity Uses: Beneficiary

0610 Electronic Mail Address Type—The type of electronic mail (e-mail) address listed for an individual or

organization.

01 Home/personal

02 Work

03 Other

Entity Uses: Beneficiary

0620 Electronic Mail Address—The numbers, letters, and symbols used to identify an electronic mail (E-mail)

user within the network to which the individual or organization belongs.

Entity Uses: Beneficiary

Payroll Information—Information about the agreed-upon salary, wage, or wage rate to be paid to an individual for

employment.

3680 Gross Income Amount—The amount of income and supplemental pay earned before deductions for the

specific time period.

Entity Uses: Staff Member
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3690 Adjusted Income Amount—The amount of income and supplemental pay earned after deductions for the

specific time period.

Entity Uses: Staff Member

3700 Advance Pay—The amount paid to an individual prior to services rendered (e.g., deposit).

Entity Uses: Staff Member

3710 Payroll Calculation Cycle—The time element that governs the amount calculated in payroll to an

employee.

Entity Uses: Staff Member

3720 Payroll Deduction Type—The type of money to be withheld or deducted from the employee’s paycheck.

01 Federal income tax

02 State income tax

03 Local income tax

04 Social Security FICA

05 Medicare

06 State teacher retirement system

07 State public employee retirement system

08 Industrial/professional insurance

09 Group medical insurance

10 Group dental insurance

11 Term life insurance

12 Permanent life insurance

13 Profit sharing

14 Retirement plan—401(k) or 403(b)

15 Charity

16 Annuity

17 Child/dependent care benefits reimbursement

18 Child support disbursement unit

19 Alimony payment

20 Credit union

21 Recreation fee

22 Parking fee

23 Uninsured medical expenses

24 Section 457

25 Loan repayment

99 Other

Entity Uses: Staff Member

3730 Payroll Tax Treatment Status—An indication of whether a payroll deduction is made prior to or after

taxes have been withheld, according to rules of the taxing authorities.

01 Pre-tax

02 After tax

03 Non-taxed

Entity Uses: Staff Member
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3740 Deduction Period—The length of time in which money is withheld or deducted from the employee’s

paycheck, which begins on the month, day, and year on which the deduction is first made, and ends on the

month, day, and year on which the last deduction is made.

Entity Uses: Staff Member

3750 Deduction Amount—The amount of money to be withheld or deducted from the employee’s paycheck.

Entity Uses: Staff Member

3760 Annual Maximum Payroll Deduction Allowed—The maximum allowable amount of money within a

year that would be withheld or deducted from the employee’s paycheck.

Entity Uses: Staff Member

3770 Electronic Deposit Bank Routing Number—An identification number uniquely assigned to a bank for

the purpose of conducting electronic transfers of funds.

Entity Uses: Staff Member

3780 Electronic Deposit Bank Account Number—An identification number uniquely assigned to an account

within a bank for the purpose of conducting electronic transfers of funds.

Entity Uses: Staff Member

3790 Bank Account Type—The type of bank account that is under an individual’s name.

01 Checking

02 Saving

03 Money Market

99 Other

Entity Uses: Staff Member

3800 Deposit Amount—The amount that is deposited into an individual’s bank account.

Entity Uses: Staff Member

3810 Deposit Date—The month, day, and year on which the deposit was made to an individual’s bank account.

Entity Uses: Staff Member

3820 Earned Income Credit—The amount of tax credit available to an eligible individual that he or she can use

to reduce his or her tax liability.

Entity Uses: Staff Member

Tax Withholding Information—Information about deductions by an employer from employee compensation for

the payment of federal and state income tax. It is paid in a prescribed manner to the taxing authority.

3830 Form Type—An indication of the type of form that is required to be filled out by an individual for tax

records.

01 Federal W-4 form

02 State form

99 Other
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Entity Uses: Staff Member

3840 Form Date—The month, day, and year on which the required tax form is filled out by the individual.

Entity Uses: Staff Member

0520 State Code—The code for the state (within the United States) or extra-state jurisdiction in which an

address is located.

(Note: A list of states and extra-state jurisdictions within the United States and their codes can be

found in appendix E.)

Entity Uses: Staff Member

3850 Marital Status—An indication of the marital condition of an individual for tax purposes.

01 Married

02 Single

03 Married but withholding at single rate

Entity Uses: Staff Member

3860 Number of Dependents—The number of persons (minor or adult) for whom an individual provides

primary support as defined by the taxing authority.

Entity Uses: Staff Member

3870 Allowances Number—The total number of personal allowances an individual is claiming on his or her tax

withholding form.

Entity Uses: Staff Member

Attendance Status—Information about any legitimate absence from duty assignments by an individual.

3880 † Leave Type—An indication of the class or kind of leave for which an employee is eligible to take with

approval.

01 Administrative—Leave granted an individual for special situations necessitating leave not

authorized elsewhere.

02 Annual—Leave granted an individual for use at his or her discretion (upon pre-approval in

many instances) to be taken during the work year. Some or all accumulated annual leave may be

carried forward from one year to the next, depending upon the employer’s regulations.

Organizational policy designates whether annual leave is considered to be exclusive of sick leave.

03 Bereavement—Leave granted an individual to be taken upon the death of an immediate family

member. With approval of an employer, bereavement period can last for an extended period of

time.

04 Compensatory time—Leave granted for an individual to take leave time accumulated from

overtime or other supplemental work.

05 Family—Leave granted an individual for the following reasons: 1) childbirth and care for the

child (maternity); 2) adoption or placement of a foster child; 3) care for a seriously ill child,

spouse or parent; and 4) a serious health condition making the employee unable to perform the

duties of his or her job.
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06 Government-requested—Leave granted an individual for government-requested reasons such

as jury duty, court witnessing, and voting.

07 Military—Leave granted an individual because of requirements for service in the armed forces.

08 Personal—Leave granted an individual for personal reasons, including emergency

circumstances.

09 Release time—Leave granted an individual for participating in professional development

activities.

10 Sabbatical—Leave, sometimes referred to as leave of absence, granted an individual following

a designated number of consecutive years of service, to provide members of the instructional staff

with an opportunity for self-improvement through activities such as graduate study, occupational

experience or training, travel, writing, or recuperation.

11 Sick—Leave granted an individual for treatment and recovery from a health condition.

12 Suspension—Leave mandated to an individual that prohibits him or her from attending work

or carrying out assigned duties.

99 Other

Entity Uses: Staff Member

3890 Leave Substitution Status—An indication of the type of substitution provided for an individual's job

assignment during the period of his/her absence.

01 No substitution

02 Substitution by an individual without proof of required credentials

03 Substitution by an individual with proof of required credentials

Entity Uses: Staff Member

3900 Leave Payment Status—An indication as to whether an individual receives compensation from the

employer during a period of leave.

01 With pay

02 Without pay

Entity Uses: Staff Member

3910 † Maximum Leave Allowed—The maximum number of hours of leave that an individual can accrue during

a calendar or fiscal year.

Entity Uses: Staff Member

3920 Leave Accrued—The actual number of hours of leave earned but not yet taken by an individual.

Entity Uses: Staff Member

3930 † Hours of Leave Used—The number of hours of leave an individual has taken.

Entity Uses: Staff Member

3940 Leave Beginning Date—The month, day, and year on which the individual begins his or her leave.
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Entity Uses: Staff Member

3950 Leave Ending Date—The month, day, and year on which the individual ends his or her leave.

Entity Uses: Staff Member

3960 Leave Balance—The current number of hours of leave available for use by an individual.

(Note: Constituent data elements used to compute this aggregate or derived data element can be

found in the "Notes" column of the application table in chapter 5.)

Entity Uses: Staff Member

Grievances—Information relating to any official grievances filed by, or on behalf of, the employee regarding his or

her employment.

3970 Grievance Description—Any statement or official expression submitted by an employee as a grievance

about his or her employment.

Entity Uses: Staff Member

3980 Grievance Date—The month, day, and year on which a grievance was filed by an employee.

Entity Uses: Staff Member

3990 Grievance Action—Any action taken by the employer as a result of a grievance filed by an employee.

Entity Uses: Staff Member

4000 Grievance Resolution Date—The month, day, and year on which a resolution of a grievance was

announced.

Entity Uses: Staff Member

4010 Grievance Outcome—An indication of the action(s) taken or not taken by the employer as a result of a

grievance filed by an employee.

Entity Uses: Staff Member
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E. ASSIGNMENTS

Section E, Assignments, includes information about an individual's assignment, operational unit, schedule,

workload, program area, and function.

Entity Uses: Assignment

Immediate Supervisor

Assignment Information—Information relating each job classification with other organizational elements

including the scope and timing of the assignments as well as its location, schedule, and workload.

5010 † Job Classification—A description of the specific group of duties and responsibilities of a position.

(Note: A list of options and their codes can be found in appendix K.)

Entity Uses: Assignment

5020 Assignment Description—Further description of a staff assignment that fully defines the activity, as

necessary. For example, a "teacher" assignment would be defined in terms of the grade levels taught or the

types of duties involved (e.g., lead teacher for a class of third graders).

Entity Uses: Assignment

2480 † Teaching Assignment—The teaching field taught by an individual.

01 Early childhood/pre-kindergarten

02 Kindergarten

03 Elementary

04 Accounting

05 Business and management

06 Other business

07 English or language arts

08 Journalism/communications

09 Reading

10 Speech

11 Architecture or environmental design

12 Dance

13 Drama/Theater

14 Music

15 Visual Arts

16 Chinese

17 French

18 German

19 Italian

20 Japanese

21 Latin

22 Russian

23 Spanish

24 Other languages

25 Computer Science

26 Mathematics

27 Biology or life science

28 Chemistry

29 Earth/space science/geology

30 General science

31 Health education
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32 Physical science

33 Physics

34 Other natural sciences

35 American Indian/Native American studies

36 Anthropology

37 Civics

38 Economics

39 Geography

40 History

41 Humanities

42 Law

43 Philosophy

44 Political science and government

45 Psychology

46 Religion

47 Social studies

48 Sociology

49 Other area or ethnic studies

50 Other social studies/social sciences

51 Basic skills or remedial education

52 Bilingual education

53 English as a second language

54 Gifted and talented

55 Military science

56 Physical education

57 Special education, general

58 Autism

59 Deaf and hard-of-hearing

60 Developmentally delayed

61 Early childhood special education

62 Emotionally disturbed or behavior disorders

63 Learning disabilities

64 Mentally disabled

65 Mildly/moderately disabled

66 Orthopedically impaired

67 Severely/profoundly disabled

68 Speech/language impaired

69 Traumatically brain-injured

70 Visually impaired

71 Other special education

72 Agriculture or natural resources

73 Business/office

74 Career education

75 Communications technologies

76 Cosmetology

77 Family and consumer science (home economics)

78 Food services

79 Health professions and occupations

80 Trades and industry (e.g., CADD, electronics

 repair, mechanics, precision production)

81 Other vocational/technical education

99 Other
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Entity Uses: Assignment

2490 † Instructional Level—An indication of the general nature and difficulty of instruction provided throughout

a course.

01 Remedial—A course offered for the improvement of any particular deficiency, including a

deficiency in content previously taught but not learned.

02 Special education—A course that adapts the curriculum, materials, or instruction for students

identified as needing special education. This may include instruction for students with any of the

following: autism, deaf-blindness, hearing impairment, mental retardation, multiple disabilities,

orthopedic impairment, serious emotional disturbance, specific learning disability, speech or

language impairment, traumatic brain injury, visual impairment, and other health impairments.

03 Basic—A course focusing primarily on skills development, including literacy in language,

mathematics, life and physical sciences, and social sciences and history.

04 General—A course providing instruction (in a given subject matter area) that focuses primarily

on general concepts for the appropriate grade level.

05 Honors—An advanced level course designed for students who have earned honors status

according to educational requirements.

06 Gifted and talented—An advanced level course designed for students who have qualified for

and enrolled in a school, institution, or district gifted and talented program.

07 International Baccalaureate—A program of study, sponsored and designed by the

International Baccalaureate Organization (IBO), that leads to examinations and meets the needs of

secondary school students between the ages of 16 and 19 years. Designed as a comprehensive twoyear curriculum that allows its graduates to fulfill requirements of various national education

systems, the diploma model is based on the pattern of no single country but incorporates elements

of several. The program is available in English, French and Spanish. In addition to the diploma

program mentioned above, the IBO also offers programs for students between the age of 3 and the

age of 16.

08 Advanced Placement—An advanced, college-level course designed for students who achieve a

specified level of academic performance. Upon successful completion of the course and a

standardized Advanced Placement examination, a student may receive college credit.

09 College level—A course, often taken at or in conjunction with a postsecondary institution,

which contains instruction equivalent to a college-level course and for which a student may get

college credit(s).

10 Untracked—A course that is not limited to one level of instruction so as to meet the needs of

student groups at a variety of educational levels.

11 Limited English/bilingual—A course designed for students with a language background other

than English, and whose proficiency in English is such that the probability of the individual's

academic success in an English-only environment is below that of a peer with an English language

background.

12 Accepted as a high school equivalent—A secondary-level course offered at an education

institution other than a secondary school (such as adult learning center or a community college) or

through correspondence or distance learning.

99 Other
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Entity Uses: Assignment

5030 Scope of Activity—The range or extent of an individual's current assignment.

01 Statewide—An assignment consisting of activities which extend or apply to an entire state.

02 More-than-agency wide—An assignment consisting of activities which extend or apply to

more than one school agency (e.g., regional services).

03 Agency wide—An assignment consisting of activities which extend or apply to all of the

operational units in a local agency.

04 Multi-operational unit but less-than-agency wide—An assignment consisting of activities

which extend or apply to more than a single unit (e.g., a school) but which are not agency wide in

their application.

05 Single operational unit—An assignment consisting of activities which extend or apply to only

one single unit (e.g., a school).

Entity Uses: Assignment

5040 Itinerant Teacher— An indication of whether a teacher provides instruction in more than one instructional

site.

01 Yes

02 No

Entity Uses: Assignment

5050 Essential Personnel Identifier—An indication as to whether an individual is considered by his or her

employer to have job assignments essential during an emergency situation necessitating that his or her

attendance at work is required regardless of any liberal leave or emergency administrative leave

announcement.

01 Essential

02 Non-essential

Entity Uses: Assignment

5060 Time Period Classification—An indication of the manner in which yearly time periods are accounted for.

01 Calendar year—A twelve-month period beginning January 1 and ending December 31.

02 Fiscal year—A twelve-month period, not necessarily corresponding to the calendar year, for

which an organization plans its use of funds.

Entity Uses: Assignment

5070 Time Period—A specific fiscal or calendar year.

Entity Uses: Assignment

1160 Session Type—A prescribed span of time when an education institution is open, instruction is provided,

and students are under the direction and guidance of teachers and/or education institution administration. A

session may be interrupted by one or more vacations.
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01 Full school year—A regular school term consisting of no major subdivision of time segments.

It usually begins in the late summer or early fall and ends in late spring or early summer (e.g.,

elementary school).

02 Semester—One of two equal segments into which a school year is divided.

03 Trimester—One of three equal segments into which a school year is divided.

04 Quarter—One of four equal segments into which a school year is divided.

05 Quinmester—One of five equal segments into which a school year is divided.

06 Mini-term—A school term which is shorter than a regular session.

07 Summer term—A school term which takes place in the summer between two regular school

terms.

08 Intersession—A short session which occurs between longer sessions.

09 Long session—A session that is longer than a semester but shorter than a full year.

10 Twelve month—An educational program that operates throughout the year.

99 Other

Entity Uses: Assignment

5080 Activity Beginning Date—The month, day, and year on which an activity began.

Entity Uses: Assignment

5090 Activity Ending Date—The month, day, and year,

Entity Uses: Assignment

5100 Total Days in Session—The total number of days in a given session. Also included are days on which the

education institution facility is closed and the student body as a whole is engaged in planned activities offcampus under the guidance and direction of staff members.

Entity Uses: Assignment

5110 Number of Hours in School Day—The number of hours (and portion of hours) in the day in which the

school is normally in session.

Entity Uses: Assignment

Operational Unit to Which Assigned—The specific unit to which an individual is assigned and for which funds

are allocated. Examples include a specific school (e.g., Elm Tree High School), general administration (e.g., the

central administrative office), transportation (e.g., the main bus garage), or warehousing (e.g., the main warehouse).

0120 † Name of Institution—The full legally or popularly accepted name of an organization (e.g., a school, an

association, or a company).

Entity Uses: Assignment

0140 † Identification Number—A unique number assigned to an individual, organization, or institution by a

school, a school system, a state, or other agency.

Entity Uses: Assignment

0150 † Identification System—A numbering scheme that is used for identification and record-keeping purposes

by schools, social services, or other agencies to refer to an individual, organization, or institution.

01 Driver’s license number (not applicable to this entity)

02 Health record number (not applicable this entity)

03 Medicaid number (not applicable to this entity)

04 Professional certificate or license number (not applicable to this entity)
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05 School-assigned number (not applicable to this entity)

06 District-assigned number (not applicable to this entity)

07 State-assigned number (not applicable to this entity)

08 Selective service number (not applicable to this entity)

09 Migrant number (not generally used for staff) (not applicable to this entity)

10 Social Security Administration number (not applicable to this entity)

11 US government Visa number (not applicable to this entity)

12 Personal identification number (used for access into system) (not applicable to this entity)

13 Family unit number (not generally used for staff) (not applicable to this entity)

14 College Board/ACT code set of PK-grade 12 institutions)

15 LEA number for school

16 SEA number for school

17 SEA number for LEA

18 NCES number for school

19 NCES number for a LEA

20 Other agency (e.g., Roman Catholic diocese or association member)

21 Integrated Postsecondary Education Data System (IPEDS)

22 College Testing (ACT) Program numbers

23 Federal identification

24 Dunn and Bradstreet number

99 Other

Entity Uses: Assignment

0570 Complete Permanent Address—The street number and name, apartment/room/suite number, city, county,

state, zip code and country of an individual’s or organization’s permanent address (generally used when

component parts are not required or requested separately).

Entity Uses: Assignment

Immediate Supervisor

0580 Communication Status—An indication of special circumstances which affect communication to an

individual, organization, or institution via telephone (e.g., no telephone connection, no one available to

answer the telephone during certain hours).

Entity Uses: Assignment

Immediate Supervisor

0590 Communication Number Type—The type of communication number listed for an individual or

organization.

01 Alternate telephone number

02 Answering service

03 Beeper number

04 Telephone extension

05 Home facsimile number

06 Home telephone number

07 Night telephone number

08 Other residential facsimile number

09 Other residential telephone number

10 Appointment telephone number

11 Personal cellular number

12 Personal telephone number

13 Telex number

14 Tele-mail

15 Voice mail
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16 Work cellular number

17 Work facsimile number

18 Work telephone number

99 Other

Entity Uses: Assignment

Immediate Supervisor

0600 Communication Number—The telephone number or other communication type including the

international code, area code, and extension, if applicable.

Entity Uses: Assignment

Immediate Supervisor

0610 Electronic Mail Address Type—The type of electronic mail (e-mail) address listed for an individual or

organization.

01 Home/personal

02 Work

99 Other

Entity Uses: Assignment

Immediate Supervisor

0620 Electronic Mail Address—The numbers, letters, and symbols used to identify an electronic mail (E-mail)

user within the network to which the individual or organization belongs.

Entity Uses: Assignment

Immediate Supervisor

0630 Web Site Address (URL)—Unique Resource Locator. The unique address of a Web page.

Entity Uses: Assignment

5120 Location—The description of the place where an activity takes place.

Entity Uses: Assignment

5130 Facility Type—The functional or organizational classification of a location where an activity takes place.

01 Community facility—A building or site belonging to the community and used by an education

institution.

02 Home of student—The residence of a student.

03 Hospital—A building or site belonging to or used by a hospital, sanatorium, or convalescent

home.

04 Intermediate education unit office—A building or site that houses an administrative unit

smaller than the state education agency that exists primarily to provide consultative, advisory,

administrative, or statistical services to local education agencies, or to exercise certain regulatory

functions over local education agencies. This unit may operate schools and contract schools

services, but does not exist primarily to render such services.

05 Local administrative unit/local education agency office—A building or site that houses the

administrative unit at the local level, which exists primarily to operate schools or to contract for
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educational services. These units may or may not be coextensive with county, city, or town

boundaries.

06 Religious school office—A building or site that houses an administrative unit at a religious

regional or district level (e.g., Roman Catholic Diocesan district), which exists primarily to

operate schools and related educational services.

07 Residential facility—A building or site, belonging to or used by an education institution, at

which students are boarded and lodged as well as instructed.

08 School building—A building or site that provides preschool, elementary, and/or secondary

instruction; has one or more grade groupings or is ungraded; has one or more teachers to give

instruction or care; is located in one or more buildings; and has one or more assigned

administrators.

09 Shared education facility—A building or site that belongs to either a public or private school

or system but which is used by both. This includes private schools that are used for public school

classes or programs.

10 State education agency office—A building or site that houses the organization established by

law for the primary purpose of carrying out at least a part of the educational responsibilities of the

state.

11 Support facility—A building or site, not otherwise identified, which is not necessarily used for

instructional purposes. This includes administrative offices, carpools, garages, or warehouses.

12 Vocational training center—A building or site that is used to provide vocational education and

training.

13 Prison—A place for the confinement of persons in lawful detention.

Entity Uses: Assignment

5140 School Type Code—An indication of the type of education institution as classified by its focus.

01 Regular—A school providing instruction and educational services that do not focus primarily

on special education, vocational/technical education, alternative education, or on any of the

particular themes associated with magnet/special program emphasis schools.

02 Alternative—A school that: 1) addresses needs of students which cannot typically be met in a

regular school; 2) provides nontraditional education; 3) serves as an adjunct to a regular school;

and 4) falls outside of the categories of regular, magnet/special program emphasis, special, or

vocational/technical education.

03 Magnet/special program emphasis—A school within the public education system that has

been designed: 1) to attract students of different racial/ethnic backgrounds for the purpose of

reducing, preventing, or eliminating racial isolation; and/or 2) to provide an academic or social

focus on a particular theme (e.g., science/math, performing arts, gifted/talented, or foreign

language).

04 Montessori—A school that places primary emphasis on use of the Montessori method of

educating young children. This method focuses on training of the senses and guidance rather than

rigid control of the child's activity so as to encourage self-education.

05 Special education—A school that adapts the curriculum, materials, or instruction for students

identified as needing special education. This may include instruction for students with any of the

following: autism, deaf-blindness, hearing impairment, mental retardation, multiple disabilities,
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orthopedic impairment, serious emotional disturbance, specific learning disability, speech or

language impairment, traumatic brain injury, visual impairment, and other health impairments.

06 Vocational/technical—A school that focuses primarily on providing formal preparation for

semi-skilled, skilled, technical or professional occupations for high school-aged students who have

opted to develop or expand their employment opportunities, often in lieu of preparing for college

entry.

07 Charter school—A public school that is exempted from significant state or local rules that

normally govern the operation and management of public schools. It is created by a developer as a

public school, or is adapted by a developer from an existing public school, and is operated under

public supervision and direction. It operates in pursuit of a specific set of education objectives

determined by the school's developer and agreed to by the public chartering agency and provides a

program of elementary and secondary education, or both. It meets all applicable federal, state, and

local health and safety requirements; complies with federal civil rights laws, and operates in

accordance with state law.

99 Other

Entity Uses: Assignment

0110 Name of Individual— The full, legally accepted, proper name given to an individual at birth, baptism, or

during another naming ceremony, or through legal change (generally used when component parts are not

required or requested separately).

Entity Uses: Immediate Supervisor

Schedule for Current Assignment—Information about the specific time schedule for a current assignment of an

individual.

3190 † Full-time Equivalency (FTE)—The ratio between the hours of work expected in a position and the hours

of work normally expected in a full-time position in the same setting.

Entity Uses: Assignment

3200 Full-Time Status— An indication of whether an individual is employed for a standard number of hours (as

determined by civil or organizational policies) in a week, month, or other period of time.

01 Full-time

02 Part-time

Entity Uses: Assignment

3240 Scheduled Work Time Daily— The specific hours during a day that an individual is scheduled to work for

an employer, including a starting and ending work time (e.g., 9:00 A.M. to 6:00 P.M., 1:00 P.M. to 5:00

P.M.).

Entity Uses: Assignment

3250 Scheduled Work Days Weekly— The specific day(s) of a week that an individual is scheduled to perform

for an employer (e.g., Monday, Wednesday, and Friday; Monday to Friday).

Entity Uses: Assignment

3260 Scheduled Work Months Annually— The specific month (s) of a year that an individual is scheduled to

perform for an employer (e.g., September to May; June, and August to December).
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Entity Uses: Assignment

Staff Assignment Workload—Information about factors used to measure an individual’s efforts in fulfilling an

assignment, including the type of activity, the unit of work, and time involved in the task.

5150 † Elementary Subject/Course—A classification of related subjects/courses or units of subjects/courses

provided for students of elementary school levels.

01 Computer science programming

02 Computer skills/literacy

03 Elective activities

04 English as a Second Language

05 Fine Arts—Art

06 Fine Arts—Dance

07 Fine Arts—Drama/Theater

08 Fine Arts—Music

09 Family and consumer sciences

10 Foreign language and literature

11 Geography

12 Handwriting/penmanship

13 Health

14 History

15 Industrial arts

16 Keyboarding/typing

17 Language arts

18 Library skills

19 Mathematics/arithmetic

20 Military science

21 Multi/interdisciplinary studies

22 Physical education

23 Reading

24 Religious education and theology

25 Science

26 Social studies

27 Spelling

28 Study skills

29 Test preparation

99 Other

Entity Uses: Assignment

1210 † Course Code System—A system that is used to identify the organization of subject matter and related

learning experiences provided for the instruction of students.

01 NCES Pilot Standard National Course Classification System Codes

02 NCES Classification of Secondary School Courses

03 State course code

04 LEA course code

05 School course code

06 University course code

07 Intermediate agency course code

99 Other

Entity Uses: Assignment

1220 † Course Code—The actual code that identifies the organization of subject matter and related learning

experiences provided for the instruction of students.
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Entity Uses: Assignment

1190 † Course Title—The descriptive name given to a course of study offered in a school or other institution or

organization. In departmentalized classes at the elementary, secondary, and postsecondary levels (and for

staff development activities), this refers to the name by which a course is identified (e.g., American

History, English III). For elementary and other non-departmentalized classes, it refers to any portion of the

instruction for which a grade or report is assigned (e.g., reading, composition, spelling, and language arts).

Entity Uses: Assignment

5160 Unique Course Code—A unique number that identifies the classroom, the subjects taught, and the

instructors that are assigned.

Entity Uses: Assignment

5170 State University Course Requirement—Code indicating that the course meets the state university

admission requirements for a particular area.

01 Yes

02 No

97 Unknown

Entity Uses: Assignment

1230 Principal Medium of Instruction—The principal medium by which the student receives instructional

communication from his or her teacher(s).

01 Computer-based course—Instruction facilitated by a computer using self-contained

educational software with which learners interact.

02 Correspondence course—Instruction which provides for the systematic exchange of materials

between teacher and student by mail.

03 Direct student-teacher interaction—Instruction by one or more teachers physically present,

i.e., by a single teacher or by a team of two or more teachers.

04 Directed self study— Self study, under the guidance of one or more teachers, which includes

the use of self-teaching materials.

05 Distance learning—Instruction, not necessarily interactive, transmitted from one location to

another using a communications medium (e.g., cable, satellite, phone lines) or a combination of

transmission media.

06 Interactive telecommunications—Two way voice of data exchange between an instructor and

student via phone, data lines, or video.

07 Center-based instruction—Instruction provided through a set of self-teaching materials

generally focused on a single objective completed by a student or group of students in a specified

location usually inside the classroom.

08 Independent study—Self-study, under the guidance of one or more teachers and involving a

variety of resources both inside and outside of the classroom, in which the student has a role in

selecting what is studied.

09 Internship—Instruction provided through direct supervised participation in an occupation in

which the student gains practical work-related experience.
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99 Other

Entity Uses: Assignment

5180 Language of Instruction—The language that is used for presenting the instructional materials.

Entity Uses: Assignment

5190 Number of Students in Class—The number of students for the classroom for which the individual is

responsible for providing learning experiences and care during a particular time period or in a given

discipline.

Entity Uses: Assignment

Program Information—Information about the nature of the program to which an individual is assigned.

5200 † School Grade Level Classification—An indication of the grade levels served by the school.

01 Early childhood/pre-kindergarten—A schooling level that provides care and education for

children from birth, but not including, to kindergarten (usually age 5) which is intended to foster

social, emotional, and intellectual growth and prepare them for further formal learning.

02 Kindergarten—A schooling level that provides educational experiences for children in the year

immediately preceding the first grade. A kindergarten class may be organized as a grade of an

elementary school or as part of a separate kindergarten school.

03 Elementary school—A schooling level that provides learning experiences that focus primarily

on knowledge and skills for the appropriate age or grade level from after kindergarten to the eighth

grade, as defined by applicable state laws and regulations.

04 Middle/intermediate/junior high school—A schooling level that provides learning experiences

that focus primarily on knowledge and skills for the appropriate age or grade level between the

elementary and senior high school, as defined by applicable state laws and regulations.

05 High school—A schooling level that provides learning experiences that focus primarily on

knowledge and skills for the appropriate age or grade level between the middle/intermediate/junior

high school and grade 12, as defined by applicable state laws and regulations.

06 Community/junior college—A schooling level that is separately organized to provide up to

two years of postsecondary instruction for academically qualified high school students and/or

graduates.

07 Adult school—A schooling level that is separately organized to provide instruction for adults

and youths beyond the age of compulsory school attendance.

08 System wide/agency wide school—A school that is not organized according to typical

schooling levels but is organized according to an individual system/agency (e.g., K-12 school,

district level school).

09 Ungraded—A school with mixed age classrooms where students are grouped by their skills or

abilities.

10 All grades—A schooling level that is organized to provide instruction for all students in early

childhood, kindergarten, elementary grades, intermediate grades, and high school grades.
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Entity Uses: Assignment

5210 † Program Type—The system outlining instructional or non-instructional activities and procedures designed

to accomplish a predetermined educational objective or set of objectives or to provide support services to

individuals and/or the community.

(Note: A list of options and their codes can be found in appendix L.)

Entity Uses: Assignment

1080 Program Support/Funding Source—Ultimate and intermediate providers of funds for a particular

educational program or activity or for the individual’s participation in the education program or activity.

01 Federal government

02 State government

03 Local government

04 Intermediate agency or government

05 Local education agency (LEA)

06 Institution of Higher Education (IHE)

07 Joint IHE/LEA

08 School

09 Business

10 Community

11 Self (tuition/fees)

12 Parent/teacher organization

13 Individuals (endowments)

14 Foundations and other charitable organization

15 Religious organization

16 Union

17 Fraternal organization

18 Insurance

19 Military

99 Other

Entity Uses: Assignment

5220 † Function Type—The purpose of the program activities to which an individual was assigned as related to

students.

(Note: A list of options and their codes can be found in appendix M.)

Entity Uses: Assignment

Activity Sponsorships—Information about an individual’s sponsorship of students’ cocurricular or extracurricular

activities in the school (e.g., student organizations, intramural and interscholastic athletics, publications, band,

orchestra, and service activities).

5230 Activity Title—The title that identifies a particular cocurricular or extracurricular activity.

Entity Uses: Assignment

5240 Activity Code—The code used to identify the cocurricular or extracurricular activity in which the

individual was involved.

01 Archery

02 Badminton

03 Baseball
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04 Basketball

05 Bowling

06 Boxing

07 Crew

08 Cross country

09 Diving

10 Field hockey

11 Fencing

12 Football

13 Golf

14 Gymnastics

15 Ice hockey

16 Lacrosse

17 Martial arts

18 Polo

19 Racquetball

20 Rugby

21 Sailing

22 Skiing

23 Soccer

24 Softball

25 Squash

26 Swimming

27 Synchronized swimming

28 Team handball

29 Tennis

30 Track and field

31 Volleyball

32 Water polo

33 Wrestling

34 Rodeo

35 Scuba diving

36 Team manager

37 Cheerleading

38 Other sport

39 Student body president

40 Student body officer

41 Class president

42 Class officer

43 Other student leadership and government

44 Music—Vocal

45 Music—Instrumental

46 Music—Theory and Composition

47 Band

48 Orchestra

49 Jazz ensemble

50 Chorus

51 Other music

52 Theater/Drama

53 Art and graphic design

54 Dance

55 Dance team

56 Drill team

57 Other performing arts

58 Journalism

59 Broadcasting

60 Year book
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61 Literary magazine

62 Other

63 Speech/Debate

64 Drama club

65 Language club

66 Science club

67 Art club

68 Computer club

69 Future Business Leaders of America - Phi Beta Lambda (FBLA - PBL)

70 Future Teachers of America

71 National Future Farmers of America (FFA)

72 Family, Career and Community Leaders of America

73 Health Occupations Students of America

74 Distributive Education Clubs of America (DECA)

75 Technology Student Association (TSA)

76 Vocational Industrial Clubs of America

77 Business Professionals of America

78 Peer counseling

79 Tutoring

80 Students Against Drunk Driving (SADD)

81 Key Club

82 Boy Scouts

83 Girl Scouts

84 4H

85 Chess club

86 Sorority

87 Fraternity

88 Other club or organization

89 National Forensics League

90 National Honor Society

91 State Honor Society

92 Academic Team/Knowledge Bowl

93 National Beta Club

94 Mu Alpha Theta

95 Psi Eta (Science Honorary)

96 Thespian Society

97 Other honor society

99 Other

Entity Uses: Assignment

5250 Activity Description—The description of a particular cocurricular or extracurricular activity in which the

individual was involved.

Entity Uses: Assignment

5260 Activity Involvement Beginning Date—The month, day, and year on which the individual began to

participate in the activity.

Entity Uses: Assignment

5270 Activity Involvement Ending Date—The month, day, and year on which the individual ceased to

participate in the activity.

Entity Uses: Assignment
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5280 Amount of Activity Involvement—An indication of the degree to which the individual was involved in

the activity (e.g., number of hours per week).

Entity Uses: Assignment

Other Assignment Information—Other information relating each job classification with other organizational

elements including the scope and timing of the assignment as well as its location, schedule, and workload.

5290 Unit of Work—The number of objects serviced or recipients served by an individual’s efforts. Examples

of units of work, which form the basis for establishing the measure of an individual’s efforts, include

students, groups of students, square feet (for cleaners or painters), drops or outlets (for electricians).

Entity Uses: Assignment

5300 Time Expended—The amount of time relevant to measuring the unit of work in which the individual is

engaged. Units of work may be measured in hours, days, weeks, months, or sessions. A painter employed

by the hour might be measured by the number of squares (e.g., 10 feet by 10 feet) painted per hour, while a

psychometrist’s efforts would be measured by the number of students assessed per week or per session.

Entity Uses: Assignment

5310 † Percent of Total Time—A derived number expressing the time spent fulfilling an assignment as a

percentage of the total work time possible for an individual.

Entity Uses: Assignment

5320 Number of Days in Attendance—The number of days an individual is present when school was in

session during a given reporting period.

Entity Uses: Assignment

5330 Number of Days Absent—The number of days an individual is absent when school was in session during

a given reporting period.

Entity Uses: Assignment

5340 Number of Days Tardy—The number of days an individual was late when school is in session during a

given reporting period.

Entity Uses: Assignment
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123

F. EVALUATION AND CAREER DEVELOPMENT

Section F, Evaluation and Career Development, includes information that relates to an individual's performance and

growth in his or her current employment. In addition to providing information about quality of job performance,

this section describes factors that may bear upon an individual's future career alternatives such as the need for

additional training or experience.

Entity Uses: Evaluation

Evaluator

Staff Member

Quality of Performance—Information pertaining to the degree of effectiveness in which an individual functions

relative to goals and objectives that have been mutually determined, and as evaluated by an evaluator. The choice of

which criteria and method to use in evaluating various levels is usually at the discretion of the administrator, in

accordance with an organization's board policy or state regulations.

6010 Evaluation Purpose—The reason that an appraisal of an individual’s performance is conducted.

01 End of probationary period—An appraisal of an individual’s performance marking the end of

a trial period of employment.

02 Evaluation for advancement—An appraisal of an individual’s performance in order to

determine whether it is appropriate to advance the worker in rank, compensation, grade, or

position.

03 Evaluation for licensure—An appraisal of an individual’s performance in order to determine

whether the worker is qualified to receive a license.

04 Periodic evaluation—An appraisal of an individual’s performance in accordance with rules or

policies.

05 Problem resolution—An appraisal of an individual’s performance conducted to solve difficult

work-related situations.

99 Other

Entity Uses: Evaluation

 6020 Evaluation Periodicity—The interval at which an individual's appraisal occurs.

01 Monthly—An appraisal of an individual's performance conducted once a month.

02 Quarterly—An appraisal of an individual's performance conducted at regular intervals four

times a year.

03 Semi-annually—An appraisal of an individual's performance conducted twice a year.

04 Annually—An appraisal of an individual's performance conducted once each year.

05 Post-probationary—An appraisal of an individual's performance conducted after a trial period

of employment.

06 As needed—An appraisal of an individual's performance conducted when necessary.

99 Other

Entity Uses: Evaluation
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6030 † Evaluation Date—The month, day, and year on which an individual was evaluated.

Entity Uses: Evaluation

6040 Evaluation Recommendations—The recommendations by the employer or the supervisor of the

individual after an assessment of his or her performance.

01 Eligible for promotion—An individual has performed in a manner that warrants advancement

to a higher position.

02 Merit pay—An individual has performed in a manner that merits receiving a salary increment

or bonus provided for in a compensation plan.

03 Regular salary/step increase—An individual has performed in a manner that warrants an

automatic salary increase provided for in a compensation plan.

04 Granted tenure—An individual has fulfilled specified requirements in a manner that warrants a

guarantee of the position on a permanent basis.

05 Granted license—An individual has met the predetermined, jurisdiction-imposed qualifications

necessary for being awarded a license to practice an occupation.

06 Retained in position—An individual has met the requirements of his or her job in an adequate

manner.

07 Removed from probationary status—An individual has performed in a manner that warrants

the elimination of a trial period of employment and permanent placement in the position.

08 Placed on probation—An individual has performed in a manner that warrants the initiation of

a trial period of employment that may result in possible removal from employment.

09 Reassigned for career development needs—An individual has performed in a manner that

warrants placement in a job environment that is in some way different from his or her current

situation so as to allow for the development of new skills or experiences.

10 Lateral reassignment—An individual has performed in a manner that warrants reassignment of

a lateral nature.

11 Demotion—An individual has performed in a manner that warrants placement in a lower

position.

12 Dismissal—An individual has performed in a manner that warrants removal from employment.

13 Extended probation—An individual has performed in a manner that warrants the extension of

an original trial period of employment and placement in the position.

14 Recommended for additional training—An individual has performed in a manner that

indicates additional training is needed to meet or fulfill his or her job requirements.

15 Put on administrative leave—An individual has performed in a manner that warrants grant of

administrative leave, usually pending an inquiry.

16 Lost credential—An individual has performed in a manner that warrants the removal of his or

her credential.

99 Other
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125

Entity Uses: Evaluation

6050 † Evaluation System—The instrument and/or set of procedures with which an individual's performance is

assessed.

Entity Uses: Evaluation

6060 † Evaluation Score/Rating—The actual quantitative or qualitative assessment of an individual's

performance.

Entity Uses: Evaluation

6070 † Evaluation Scale—The quantitative or qualitative range of possible scores/rating for an individual's

performance (e.g., 0 - 10; Poor, Fair, Average, Good, Excellent).

Entity Uses: Evaluation

6080 † Evaluation Outcome—The result of an assessment of an individual’s performance.

Entity Uses: Evaluation

0110 Name of Individual— The full, legally accepted, proper name given to an individual at birth, baptism, or

during another naming ceremony, or through legal change (generally used when component parts are not

required or requested separately).

Entity Uses: Evaluator

3270 Position Title— The descriptive name of an individual's position.

Entity Uses: Evaluator

0120 Name of Institution— The full legally or popularly accepted name of an organization (e.g., a school, an

association, or a company).

Entity Uses: Evaluator

0140 Identification Number—A unique number assigned to an individual, organization, or institution by a

school, a school system, a state, or other agency.

Entity Uses: Evaluator

0150 Identification System—A numbering scheme that is used for identification and record-keeping purposes

by schools, social services, or other agencies to refer to an individual, organization, or institution.

01 Driver’s license number (not applicable for this entity)

02 Health record number (not applicable for this entity)

03 Medicaid number (not applicable for this entity)

04 Professional certificate or license number

05 School-assigned number

06 District-assigned number

07 State-assigned number

08 Selective service number (not applicable for this entity)

09 Migrant number (not applicable for this entity)

10 Social Security Administration number (not applicable for this entity)

11 US government Visa number (not applicable for this entity)

12 Personal identification number (used for access into system) (not applicable for this entity)

13 Family unit number (not applicable for this entity)
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14 College Board/ACT code set of PK-grade 12 institutions (not applicable for this entity)

15 LEA number for school (not applicable for this entity)

16 SEA number for school (not applicable for this entity))

17 SEA number for LEA (not applicable for this entity)

18 NCES number for school (not applicable for this entity)

19 NCES number for a LEA (not applicable for this entity)

20 Other agency (e.g., Roman Catholic diocese or association member) (not applicable for

 this entity)

21 Integrated Postsecondary Education Data System (IPEDS) number (not applicable for

 this entity)

22 College Board Admission Testing Program (ATP) number (not applicable for this entity)

23 American College Testing (ACT) Program number (not applicable for this entity)

24 Federal identification (not applicable for this entity)

25 Dunn and Bradstreet number (not applicable for this entity)

99 Other

Entity Uses: Evaluator

0570 Complete Permanent Address—The street number and name, apartment/room/suite number, city, county,

state, zip code, and country of an individual’s or organization’s permanent address (generally used when

component parts are not required or requested separately).

Entity Uses: Evaluator

0580 Communication Status—An indication of special circumstances which affect communication to an

individual, organization, or institution via telephone (e.g., no telephone connection, no one available to

answer the telephone during certain hours).

Entity Uses: Evaluator

0590 Communication Number Type—The type of communication number listed for an individual or

organization.

01 Alternate telephone number

02 Answering service

03 Beeper number

04 Telephone extension

05 Home facsimile number

06 Home telephone number

07 Night telephone number

08 Other residential facsimile number

09 Other residential telephone number

10 Appointment telephone number

11 Personal cellular number

12 Personal telephone number

13 Telex number

14 Tele-mail

15 Voice mail

16 Work cellular number

17 Work facsimile number

18 Work telephone number

99 Other

Entity Uses: Evaluator

0600 Communication Number—The telephone number or other communication type including the

international code area code, and extension, if applicable.
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127

Entity Uses: Evaluator

0610 Electronic Mail Address Type—The type of electronic mail (e-mail) address listed for an individual or

organization.

01 Home/personal

02 Work

99 Other

Entity Uses: Evaluator

0620 Electronic Mail Address—The numbers, letters, and symbols used to identify an electronic mail (E-mail)

user within the network to which he or she belongs.

Entity Uses: Evaluator

Career Development Alternatives—An appraisal of possible future career options and developmental needs of an

individual, as they relate to his or her vocational interests, aspirations, and aptitudes.

5010 Job Classification— A description of the specific group of duties and responsibilities of a position.

(Note: A list of options and their codes can be found in appendix K.)

Entity Uses: Evaluation

5210 Program Type— The system outlining instructional or non-instructional activities and procedures designed

to accomplish a predetermined educational objective or set of objectives or to provide support services to

individuals and/or the community.

(Note: A list of options and their codes can be found in appendix L.)

Entity Uses: Evaluation

5220 Function Type—The purpose of the program activities to which an individual is assigned as related to

students.

(Note: A list of options and their codes can be found in appendix M.)

Entity Uses: Evaluation

6090 Readiness for Assignment of Greater Responsibility—The degree to which an individual's capabilities

would permit successful performance in an assignment of greater responsibility if and when such a position

becomes available.

01 Immediately eligible—Ready for greater responsibility or assignment of broader scope at the

present time.

02 In the future—Ready for greater responsibility or assignment of broader scope in the future

with more training or experience.

03 Not ready—Not ready for greater responsibility or assignment of broader scope.

Entity Uses: Evaluation

6100 Career Development Needs—A description of the exposure and preparation needed by an individual to be

ready for a specified future assignment or position.
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01 No preparation or additional experience required—No need of further preparation prior to an

individual assuming a specified future assignment.

02 Job specialization required—Exposure to a job of a specialized nature would provide

experience valuable to an individual's career development.

03 Task assignment required—Exposure to a temporary task would provide experience valuable

to an individual's career development.

04 Job rotation required—Assuming different positions and job responsibilities would provide

overall experience valuable to an individual's career development.

05 Formal preparation/credentials required—Required formalized training or coursework would

provide background or exposure valuable to an individual's career development.

99 Other

Entity Uses: Evaluation

6110 Preparation Type—A description of the kind of formal training or coursework (e.g., courses, seminars,

institutes) recommended for an individual's development.

Entity Uses: Evaluation

6120 Preparation Location—The location where the recommended training takes place (e.g., within an

organization, at an outside firm, or at an education institution).

Entity Uses: Evaluation

6130 Preparation Duration—The approximate length of time in days, weeks, months, or years that the

recommended training requires.

Entity Uses: Evaluation

6140 Preparation Funding—The source of funds used to pay for recommended training (e.g., an individual, an

employer, or some other organization).

Entity Uses: Evaluation

Complaint— Information relating to any complaints filed by another individual(s) against the employee regarding

the latter’s employment.

6150 Source of Complaint—The origin of any statement or official expression submitted by another individual

against the employee about his or her employment.

Entity Uses: Evaluation

6160 Date of Complaint—The month, day, and year on which a statement or official expression is submitted by

another individual against the employee about his or her employment.

Entity Uses: Evaluation

6170 Nature of Complaint—The nature of any statement or official expression submitted by another individual

against the employee about his or her employment.

Entity Uses: Evaluation
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6180 Resolution of Complaint—Any action taken by the employer to resolve the complaint filed by another

individual against the employee about his or her employment.

Entity Uses: Evaluation
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G. Separation from Employment

130

G. SEPARATION FROM EMPLOYMENT

Section G, Separation from Employment, includes information about the termination of an employment relationship

between an individual and his or her employer, detailing the conditions under which an individual and an

organization terminate the employment relationship.

Entity Uses: Staff Member

2440 † Employment Separation Date— The month, day, and year on which an individual ended a period of selfemployment or employment with an organization or institution.

Entity Uses: Staff Member

7010 † Employment Separation Type—A designation of the type of separation occurring between an individual

and the organization.

01 Voluntary—Separation resulting from a decision made solely by the involved employee (e.g., a

resignation

02 Involuntary—Separation resulting from a decision made solely by the employer (e.g., a layoff

or discharge).

03 Mutual agreement—Separation resulting from a decision arrived at jointly by both the

employee and the employer.

99 Other

Entity Uses: Staff Member

2460 † Employment Separation Reason—The primary reason for the termination of the employment

relationship.

01 Other employment in education—Separation resulting from an individual leaving an employer

to pursue or begin another job within the field of education.

02 Other employment outside of education—Separation resulting from an individual leaving an

employer to pursue or begin another job outside the field of education.

03 Retirement—Separation resulting from an individual leaving an employer in accordance with

the provision of a specific program allowing or requiring an individual to leave upon reaching a

certain age, a certain number of years of service, or upon sustaining a disability.

04 Family/personal relocation—Separation resulting from an individual being precluded from

continuing employment because he or she or his or her family has relocated.

05 Change of assignment—Separation resulting from the employer’s decision and/or

employer/employee agreement to relocate the individual to another assignment within the same

organization, agency, parish, or system.

06 Formal study or research—Separation resulting from an individual leaving an employer to

study or undertake research activities.

07 Illness/disability—Separation resulting from an individual leaving an employer due to sickness

or an incapacitating condition.
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131

08 Homemaking/caring for a family member—Separation resulting from an individual’s decision

to become a homemaker, or deciding to spend time rearing his or her children, or to care for his or

her parent/guardian.

09 Layoff due to budgetary reduction—Separation resulting from a decrease in the monies

available to an organization for staffing.

10 Layoff due to organizational restructuring—Separation resulting from changes in the

administrative, personnel or executive structure of an organization.

11 Layoff due to decreased workload—Separation resulting from a reduction in the amount of

work to be done.

12 Discharge due to unsuitability—Separation resulting from the incompatibility of an

individual's work style or skills with the requirements of his or her position.

13 Discharge due to misconduct—Separation resulting from serious and/or continuing acts

involving misconduct, insubordination, negligence, infraction of laws or regulations.

14 Discharge due to continued absence or tardiness—Separation resulting from not being

present or late for work on a frequent basis.

15 Discharge due to a falsified application form—Separation resulting from untrue or misleading

information provided on the employment application.

16 Discharge due to credential revoked or suspended—Separation resulting from the withdrawal

or temporary cancellation of a document stating that an individual has met specified requirements.

17 Discharge due to unsatisfactory work performance—Separation resulting from job activities

carried out below a standard of quality.

18 Death—Separation resulting from the death of an individual.

19 Personal reason—Separation resulting from an individual leaving an agency or system for

unspecified personal reasons.

20 Lay off due to lack of funding—Separation resulting from the position being eliminated due to

lack of funds.

21 Lost credential—Separation resulting from the individual losing the credential required for the

position.

97 Reason unknown—Separation resulting from an individual leaving an agency or system for an

unknown reason.

99 Other

Entity Uses: Staff Member

7020 Severance Pay—The amount of money, based on last salary, length of service and age, which an employee

may be paid when separated involuntarily from an agency, such as during a reduction-in-force. In most

cases, an employee is ineligible for severance pay if the separation results from misconduct or if he or she

is eligible to retire on an immediate annuity.

Entity Uses: Staff Member
Chapter 4 - Data Elements and Definitions

Data Element Definitions

G. Separation from Employment

132

7030 Reemployment Eligibility—The degree of satisfaction with an individual's past performance as it relates

to future consideration of his or her possible rehiring in the organization.

01 Eligible for reemployment—The organization should have no reservations about reemploying

the individual in a position for which he or she is qualified.

02 Not eligible for reemployment—The organization should not rehire the individual.

03 Eligible on a conditional basis—The organization should rehire the individual provided

specified conditions are met.

 Entity Uses: Staff Member

7040 Reason Not Eligible for Reemployment—A description of the rationale for determining that an individual

is not eligible for reemployment by the organization.

Entity Uses: Staff Member
133

CHAPTER 5

APPLICATIONS OF THE HANDBOOK

One use of this handbook can be the development of

more standardized methods of maintaining

administrative data about educators and other staff

with education-related responsibilities. More and

more schools, school districts, and state education

agencies are working together to identify essential

pieces of information that should be collected about

these individuals. These data are used for simple

record keeping and reporting as well as for

performing analytical studies for informed decision

making. Software developers may use this handbook

to assist in the development of products that will

meet the needs of the schools for a variety of

purposes.

The selection of data elements for inclusion in a data

collection activity must be done with care and

sensitivity to the confidentiality of information. Data

elements should be selected if they meet identified

needs for administrative or analytical purposes.

Because so many local, state, and federal education

agencies, both public and private, see the utility of

computerizing the collection of data on personnel,

there is much interest in developing standard formats

to promote comparability. This chapter provides one

possible design of a staff record system using the data

terms and entities from Chapter 4.

Another possible application of this handbook and

the information in this chapter is in the design of a

data collection instrument and the format for how

data will be entered into a computer format for

analysis. Researchers who use these data elements

and formats will benefit when they try to compare or

combine data sets for further analyses. Federal and

other types of data collectors may be able to ensure

greater comparability of data obtained from

administrative records systems if their data collection

requirements are consistent with how data are

maintained. For instance, if field lengths used by

data providers and data collectors are consistent with

the handbook, data collectors may be assured that

essential data will not be truncated or cut off when

transferred from administrative record systems.

Proposed Staff Data System

Application

In the table that follows, data elements are grouped

by categories and entities to look more like a data

collection scheme. Again, data elements are the

specific bits of data that can be defined and

measured. Entities are the persons, places, events,

objects, or concepts about which data can be

collected. For each data element, there is a serial (or

sequential) number within the section. For example,

the first occurrence of Communication Number,

meaning "communication number of the staff

member," has a serial number of "A57." When the

data element Communication Number occurs again,

relating to the Emergency Contact, the serial number

is "A65." Each number is unique to the occurrence

of the data element in conjunction with an entity.

In the second column, the data element has the entity

number to which it refers. Again, the data element

can occur with more than one entity. In the third

column, the data element has the sequential "data

element number", which is an indication of where the

data element and definition occur in order in Chapter

4 of the 2001 Staff Data Handbook. Each data

element has only one data element number though it

may be used in more than one instance and with

different entities. This four-digit number provides a

unique identification code for each data element in

the scheme. In a computer database, this four-digit

number could identify a "field" or discrete piece of

information. The data element number used in the

1995 Staff Data Handbook for each entity is

referenced in the fifth column.

For each data element there also is a "data element

type" listed in the sixth column and a "field length"

listed in the seventh column. Using the formats of

many federal data collections (See the List of Sources

for the list of surveys used), data element types and

field lengths were chosen. Field lengths were chosen

by identifying the longest length used in any current

federal reporting format for each data element (if

any) or the recommended length used in the Student

Data Handbook for Elementary, Secondary or Early

Childhood Education. These data element attributes

are not meant to be mandatory; they are provided as

examples. The state and local education agencies

who participated in the field tests of the handbook

were asked to provide input into the appropriateness

of these attributes. Hence, the types and field lengths

listed reflect an attempt to arrive at "best practice"

attributes.
Chapter 5 - Applications of the Handbook

134

The possible data element types are as follows:

• Identifier (ID) - This is a data element that is

defined in a code set or list of options. An

options list is provided for most of the data

elements identified as ID

• Alpha/Numeric (AN) - This is a data element

for which any value is appropriate, that is, letters

and numbers can be used in any combination.

Generally, this type is used when no standard

code list exists or where descriptive information

is desired.

• Numeric (N) - This is a data element that must

be a numeric value. These data elements can be

further broken down to indicate an implied

decimal and the number of places to the right of

the decimal.

• Floating Decimal (R) - This data element type is

a special numeric type. The decimal must be

included in the value that appears. If the decimal

does not appear, the number is assumed to be

whole and the decimal appears at the right of the

value.

• Date (DT) - This data element type is

specifically defined as a date. The format will be

given in the definition specified in the data

collection instrument. All dates in this

handbook are assumed to have eight digits, with

the first two digits being the month, the next two

digits being the day, and the last four digits being

the year.

Only a maximum suggested field length has been

included here. In designing a data collection system,

a minimum length is also generally specified. Again,

these field lengths are illustrative, not mandated. For

numeric data elements that could contain a decimal,

the number of places to the right of the decimal are

included in the field length. Thus data element “3400

Base Salary or Wage” has a field length of 8.2,

indicating that there could be a total of ten (10) digits

with eight (8) digits to the left of the decimal and two

(2) digits to the right of the decimal. If the amount

included in this data element is rounded to the nearest

dollar, then the final two digits would be zero.

Following the data element attributes in the eighth

column is the page number on which the data element

definition may be found in this handbook. At the end

of each table, there are notes about particular data

elements to assist the user.

Please note that in the table starting on page 138, data

elements in conjunction with entities are listed only

once. That is, there is only one set of fields for

information about an entity, such as an employer.

When designing a database, it is useful to allow for

possible multiple entries or information loops.

Multiple entries are those entries where a data

element occurs more than once. For instance, there

could be multiple entries possible for types of

assignment given to a staff member. In addition,

information is sometimes required for each of the

multiple entities, requiring the use of loops. Loops

can consist of one or more data elements, repeated as

necessary, to fully describe multiple entries. For

instance, if a staff member has more than one

academic degree, a data system should maintain data

about the name of the institution of higher education,

major or area of specialization, and other relevant

items about each one.

This handbook attempts to provide a comprehensive

list of entities and data elements. There are,

however, other possible entities and data elements

and many other possible combinations of entities and

data elements that might be useful in designing a staff

record system. This application is offered simply as

an example of how the handbook information could

be used in the design of a staff record system.

Users of the new Handbook version should note that the serial number may have changed because new data

elements have been added.
Chapter 5 - Applications of the Handbook

135

Serial Number—Sequential number unique to each use of the data element.

Entity Number—Numeric code representing a particular entity.

2001 Data Element Number—2001 Staff Handbook unique data element number.

 Section Title

Category

 1995 Data Element Number—1995

 Staff Handbook unique data element number

A. PERSONAL INFORMATION

Serial

Number

Entity

Number

2001

Data

Element

Number

Data Elements 1995

Data

Element

Number

Data

Element

Type

Field

Length

Page on

which

Defined

NAME

A58 01 0600 Communication Number 0480 AN 30

A59 01 0610 Electronic Mail Address

Type

AN 10

A60 01 0620 Electronic Mail Address 0500 AN 30

Data Element Name Data Element Type

Field Length

Page on which Data Element is Defined
Chapter 5 - Applications of the Handbook

A. Personal Information

A. PERSONAL INFORMATION

136

Serial

Number

Entity

Number

2001

Data

Element

Number

Data Elements 1995

Data

Element

Number

Data

Element

Type

Field

Length

Page on

which

Defined

NAME

A1 22 0010 First Name 0010 AN 12 33

A2 22 0020 Middle Name 0020 AN 12 33

A3 22 0030 Last/Surname 0030 AN 20 33

A4 22 0040 Generation Code/Suffix 0040 AN 3 33

A5 22 0050 Personal Title/Prefix 0050 AN 8 33

A6 22 0060 Alias 0060 AN 35 33

A7 22 0070 Former Legal Name 0070 AN 35 33

A8 22 0080 Last/Surname at Birth 0080 AN 20 33

A9 22 0090 Nickname 0090 AN 20 33

A10 22 0100 Tribal or Clan Name 0100 AN 20 33

BACKGROUND

INFORMATION

A11 22 0130 Social Security Number

(SSN)

AN 9 34

A12 22 0140 Identification Number10130 AN 30 34

A13 22 0150 Identification System 0140 ID 2 34

A14 22 0160 Identification Expiration Date DT 8 34

A15 22 0170 Hispanic or Latino Ethnicity ID 2 35

A16 22 0180 Race20150 ID 2 35

A17 22 0190 National/Ethnic Origin

Subgroup

0160 AN 60 35

A18 22 0200 Sex 0170 ID 2 35

A19 22 0210 Birthdate 0180 DT 8 36

A20 22 0220 Birthdate Verification 0190 ID 2 36

A21 22 0230 City of Birth 0200 AN 30 36

A22 22 0240 County of Birth 0210 AN 16 36

A23 22 0250 State of Birth Code 0220 ID 2 37

A24 22 0260 State of Birth AN 30

A25 22 0270 Country of Birth Code 0230 ID 4 37

A26 22 0280 Name of Country of Birth AN 30 37

A27 22 0290 Citizenship Status 0240 ID 2 37

A28 22 0300 Country of Citizenship Code30250 ID 4

37

A29 22 0310 Name of Country of

Citizenship

AN 30 37

A30 22 0320 First Entry Date (into the

United States)

DT 8 38

A31 22 0330 Employment Eligibility

Verification

0260 ID 2 38

A32 22 0340 Language Type40270 ID 2 38

A33 22 0350 Language Code 0280 ID 4 39

A34 22 0360 Name of Language AN 20 39

A35 22 0370 Religious Background 0290 ID 2 39
Chapter 5 - Applications of the Handbook

A. Personal Information

137

Serial

Number

Entity

Number

2001

Data

Element

Number

Data Elements 1995

Data

Element

Number

Data

Element

Type

Field

Length

Page on

which

Defined

A36 22 0380 Marital Status 0300 ID 2 39

A37 22 0390 Disability Status AN 60 40

A38 22 0400 Highest Level of Education

Completed

0310 ID 2 40

MILITARY STATUS

A39 22 0410 Military Service Type 0320 ID 2 40

A40 22 0420 Military Duty Status 0350 ID 2 41

A41 22 0430 Military Entry Date 0340 DT 8 41

A42 22 0440 Military Discharge Date 0350 DT 8 41

A43 22 0450 Military Discharge Type 0360 ID 2 41

A44 22 0460 Military Reserve Obligation

Ending Date

0370 DT 8 42

ADDRESS/CONTACT

INFORMATION5

A45 22 0470 Address Type 0380 ID 2 42

A46 22 0480 Street Number/Name 0390 AN 35 42

A47 22 0490 Apartment/Room/Suite

Number

0400 AN 10 42

A48 22 0500 City 0410 AN 30 42

A49 22 0510 County 0420 AN 16 42

A50 22 0520 State Code 0430 ID 2 42

A51 22 0530 Name of State AN 30 42

A52 22 0540 Zip Code 0440 AN 10 42

A53 22 0550 Country Code 0450 ID 4 43

A54 22 0560 Name of Country AN 30 43

A55 22 0580 Communication Status 0470 AN 60 43

A56 22 0590 Communication Number

Type

ID 2 43

A57 22 0600 Communication Number 0480 AN 25 43

A58 22 0610 Electronic Mail Address

Type

ID 2 43

A59 22 0620 Electronic Mail Address 0500 AN 80 44

A60 22 0630 Web Site Address (URL) AN 80 44

EMERGENCY CONTACT6

A61 08 0110 Name of Individual70110 AN 45 44

A62 08 0570 Complete Permanent

Address8

0460 AN 60 44

A63 08 0580 Communication Status 0470 AN 60 44

A64 08 0590 Communication Number

Type

ID 2 44

A65 08 0600 Communication Number 0480 AN 25 45
Chapter 5 - Applications of the Handbook

A. Personal Information

138

Serial

Number

Entity

Number

2001

Data

Element

Number

Data Elements 1995

Data

Element

Number

Data

Element

Type

Field

Length

Page on

which

Defined

HEATLH INFORMATION

A66 22 0640 Medical Examination Type9 0530 ID 2 45

A67 22 0650 Medical Examination Date 0540 DT 8 46

A68 22 0660 Medical Examination

Results

0550 AN 80 46

A69 22 0670 Emergency Factor ID 2 46

A70 22 0680 Other Health Data and

Medical Conditions

0560 AN 80 46

A71 22 0690 Religious Consideration AN 35 46

A72 22 0700 Special Adaptation

Requirements

0570 AN 80 46

A73 22 0710 Insurance Coverage ID 2 46

A74 22 0720 Health Care Plan AN 35 47

A75 22 0730 Hospital Preference AN 35 47

A76 22 0740 Medical Waiver AN 35 47

A77 22 0750 Other Special Health Needs,

Information, or Instructions

AN 60 47

IMMUNIZATIONS10

A78 22 0760 Immunization Type 0590 ID 6 47

A79 22 0770 Immunizations Mandated by

State Law for Participation

0600 ID 2 47

A80 22 0780 Immunization Date 0610 DT 8 47

A81 22 0790 Immunization Status Code 0620 ID 2 47

INJURY11 48

A82 22 0800 Injury Type Code 0630 ID 6 48

A83 22 0810 Injury Description 0660 AN 120 48

A84 22 0820 Injury Occurrence Date 0640 DT 8 48

A85 22 0830 Injury Occurrence Location 0650 AN 60 48

A86 22 0840 Witness to Injury AN 45 48

A87 22 0850 Physician Diagnosing Injury AN 45 48

A88 22 0860 Worker's Compensation

Claim Filed

ID 2 48

A89 22 0870 Worker’s Compensation

Claim Filing Date

0670 DT 8 49

A90 22 0880 Health Award

Amount/Benefit

AN 60 49
Chapter 5 - Applications of the Handbook

A. Personal Information

139

 

1

 Loop A12-A14 may be used for multiple entries.

2

 Multiple entries may be necessary, for Data Element 0180 (Race), the federal Office of Management and

Budget has adopted guidelines requiring that individuals be allowed to indicate their ethnicity and select any or

all of 5 racial categories. Systems adopting these new requirements may use multiple entries for Data Elements

0180 (race) or may develop a set of codes that uniquely identifies each possible race and ethnicity combination.

See appendix I for further detail.

3

 Multiple entries may be necessary.

4

 Loop A32-A34 may be used for multiple entries.

5

 Loop A45-A60 may be used for multiple entries.

6

 Loop A61-A65 may be used for multiple entries.

7

 Free form. This item may be used in lieu of Data Elements 0010, 0020, 0030, and 0040.

8

 Free form. This item may be used in lieu of Data Elements 0480, 0490, 0500, 0510, 0530, and 0540.

9

 Loop A66-A68 may be used for multiple entries.

10 Loop A78-A81 may be used for multiple entries.

11 Loop A82-A90 may be used for multiple entries.
Chapter 5 - Applications of the Handbook

B. Educational Experiences

140

B. EDUCATIONAL EXPERIENCES

Serial

Number

Entity

Number

2001

Data

Element

Number

Data Elements 1995

Data

Element

Number

Data

Element

Type

Field

Length

Page on

which

Defined

EDUCATION INSTITUTION

INFORMATION1

B1 07 0120 Name of Institution 0120 AN 60 50

B2 07 1010 Institution Type ID 2 50

3

B3 07 0140 Identification Number20130 AN 30 50

B4 07 0150 Identification System 0140 ID 2 50

B5 07 0470 Address Type 0380 DT 2 51

B6 07 0480 Street Number/Name 0390 AN 35 51

B7 07 0490 Apartment Room/Suite

Number

0400 AN 10 51

B8 07 0500 City 0410 AN 30 52

B9 07 0510 County 0420 AN 16 52

B10 07 0520 State Code 0430 AN 2 52

B11 07 0540 Zip Code 0440 AN 10 52

B12 07 0550 Country Code 0450 AN 4 52

B13 07 0580 Communication Status 0470 AN 60 52

B14 07 0590 Communication Number

Type

ID 2 52

B15 07 0600 Communication Number 0480 AN 25 53

B16 07 0610 Electronic Mail Address

Type

ID 2 53

B17 07 0620 Electronic Mail Address 0500 AN 80 53

B18 07 0630 Web Site Address (URL) AN 80 53

STAFF DEVELOPMENT

PROVIDER3

B19 21 0120 Name of Institution 0120 AN 60 50

B20 21 0110 Name of Individual4

0110 AN 45 50

B21 21 1010 Institution Type ID 2 50

B22 21 0140 Identification Number5

0130 AN 30 50

B23 21 0150 Identification System 0140 ID 2 51

B24 21 0470 Address Type 0380 ID 2 51

B25 21 0480 Street Number/Name 0390 AN 35 51

B26 21 0490 Apartment Room/Suite

Number

0400 AN 10 51

B27 21 0500 City 0410 AN 30 52

B28 21 0510 County 0420 AN 16 52

B29 21 0520 State Code 0430 AN 2 52

B30 21 0540 Zip Code 0440 AN 10 52

B31 21 0550 Country Code 0450 AN 4 52

B32 21 0580 Communication Status 0470 AN 60 52

B33 21 0590 Communication Number

Type

ID 2 52

B34 21 0600 Communication Number 0480 AN 25 53
Chapter 5 - Applications of the Handbook

B. Educational Experiences

141

Serial

Number

Entity

Number

2001

Data

Element

Number

Data Elements 1995

Data

Element

Number

Data

Element

Type

Field

Length

Page on

which

Defined

B35 21 0610 Electronic Mail Address

Type

ID 2 53

B36 21 0620 Electronic Mail Address 0500 AN 80 53

B37 21 0630 Web Site Address (URL) AN 80 53

EDUCATIONAL

PROGRAM6

B38 06 1020 Program Title 0780 AN 35 53

B39 06 1030 Program Description 0780 AN 60 53

B40 06 1040 Participation Status 0680 ID 2 53

B41 06 1050 Entry Date 0690 DT 8 54

B42 06 1060 Withdrawal Date 0700 DT 8 54

B43 06 1070 Completion Date 0790 DT 8 54

B44 06 1080 Program Support/Funding

Source

0980 ID 2 54

B45 06 1110 Educational Program/Staff

Development Activity

Purpose

0870 ID 2 55

B46 06 1130 Educational Program/Staff

Development Activity

Relevance

0850 ID 2 57

STAFF DEVELOPMENT

ACTIVITY7

B47 20 1020 Program Title 0780 AN 35 53

B48 20 1030 Program Description 0780 AN 60 53

B49 20 1040 Participation Status 0680 ID 2 53

B50 20 1050 Entry Date 0690 DT 8 54

B51 20 1060 Withdrawal Date 0700 DT 8 54

B52 20 1070 Completion Date 0790 DT 8 54

B53 20 1080 Program Support/Funding

Source

0980 ID 2 54

B54 20 1110 Educational Program/Staff

Development Activity

Purpose

0870 ID 2 55

B55 20 1130 Educational Program/Staff

Development Activity

Relevance

0850 ID 2 57

PROGRAM SUPPORT

B56 22 1090 Educational Program/Staff

Development Activity

Compensation

1000 ID 2 55

B57 22 1100 Educational Program/Staff

Development Activity

Arrangement

0990 ID 2 55

B58 22 1120 Educational Program/Staff

Development Activity

Anticipated Outcome

0860 ID 2 56
Chapter 5 - Applications of the Handbook

B. Educational Experiences

142

Serial

Number

Entity

Number

2001

Data

Element

Number

Data Elements

1995

Data

Element

Number

Data

Element

Type

Field

Length

Page on

which

Defined

SUBJECT MATTER AREA

OF STUDY8

B59 22 1140 Level of Specialization 0710 ID 2 57

B60 22 1150 Postsecondary Subject

Matter Area

0720 ID 2 57

COURSE WORK TAKEN9

B61 03 1160 Session Type ID 2 58

B62 03 1170 Session Beginning Date DT 8 59

B63 03 1180 Session Ending Date DT 8 59

B64 03 1190 Course Title10 0730 AN 60 59

B65 03 1200 Course Description 0730 AN 80 59

B66 03 1210 Course Code System ID 2 59

B67 03 1220 Course Code AN 30 60

B68 03 1230 Principal Medium of

Instruction

ID 2 60

B69 03 1240 Grade Earned in Course AN 35 60

B70 03 1250 Credit Type Earned ID 2 60

B71 03 1260 Credits Earned in Course 0750 AN 4 62

B72 22 1270 Grade Point Average (GPA):

Cumulative

R 5 62

OTHER NON-COURSE

EDUCATIONAL

PROGRAM11

B73 06 1280 Educational Program/Staff

Development Activity

Participant's Role

0880 ID 2 62

B74 06 1290 Educational Program/Staff

Development Activity Format

0890 ID 2 62

B75 06 1300 Educational Program/Staff

Development Activity

Involvement

0900 AN 45 64

B76 06 1310 Educational Program/Staff

Development Activity

Intensity

0930 N 4 64

B77 06 1320 Educational Program/Staff

Development Activity

Frequency

0940 N 4 64

B78 06 1330 Educational Program/Staff

Development Activity

Contact Hours

0950 N 5 64

B79 06 1340 Educational Program/Staff

Development Activity

Duration

0960 N 5.2 64

B80 06 1350 Educational Program/Staff

Development Activity

Location

0970 AN 60 64

B81 06 1240 Grade Earned in Course 0740 AN 15 64

B82 06 1250 Credit Type Earned 0745 ID 2 64
Chapter 5 - Applications of the Handbook

B. Educational Experiences

143

Serial

Number

Entity

Number

2001

Data

Element

Number

Data Elements

1995

Data

Element

Number

Data

Element

Type

Field

Length

Page on

which

Defined

B83 06 1260 Credits Earned in

Course/Staff Development

Activity

0750 N 4 66

B84 06 1410 Educational Program/Staff

Development Activity

Outcomes

1020 AN 60 67

STAFF DEVELOPMENT

ACTIVITY12

B85 20 1280 Educational Program/Staff

Development Activity

Participant's Role

0880 ID 2 62

B86 20 1290 Educational Program/Staff

Development Activity Format

0890 ID 2 62

B87 20 1300 Educational Program/Staff

Development Activity

Involvement

0900 AN 45 64

B88 20 1310 Educational Program/Staff

Development Activity

Intensity

0930 N 4 64

B89 20 1320 Educational Program/Staff

Development Activity

Frequency

0940 N 4 64

B90 20 1330 Educational Program/Staff

Development Activity

Contact Hours

0950 N 5 64

B91 20 1340 Educational Program/Staff

Development Activity

Duration

0960 N 5.2 64

B92 20 1350 Educational Program/Staff

Development Activity

Location

0970 AN 60 64

B93 20 1240 Grade Earned in Course 0740 AN 15 64

B94 20 1250 Credit Type Earned 0745 ID 2 64

B95 20 1260 Credits Earned in

Course/Staff Development

Activity

0750 N 4 66

B96 20 1410 Educational Program/Staff

Development Activity

Outcomes

1020 AN 60 67

RECOGNITION EARNED13

B97 22 1360 Degree/Certificate Title 0800 AN 60 66

B98 22 1370 Degree/Certificate Type ID 2 66

B99 22 1380 Degree/Certificate

Distinctions

0810 AN 45 66

B100 22 1390 Degree/Certificate

Conferring Date

0820 DT 8 66

B101 22 1400 Honor or Award14 0830 AN 45 66
Chapter 5 - Applications of the Handbook

B. Educational Experiences

144

 

1

 Loop B1-B18 may be used for multiple entries.

2

 Loop B3-B4 may be used for multiple entries.

3

 Loop B19-B37 may be used for multiple entries.

4

 Free form. This item may be used in lieu of Data Elements 0010, 0020, 0030, and 0040.

5

 Loop B22-B23 may be used for multiple entries.

6

 Loop B38-B46 may be used for multiple entries.

7

 Loop B47-B55 may be used for multiple entries.

8

 Loop B59-B60 may be used for multiple entries.

9

 Loop B61-B72 may be used for multiple entries.

10 Loop B64-B71 may be used for multiple entries.

11 Loop B73-B84 may be used for multiple entries.

12 Loop B85-B96 may be used for multiple entries.

13 Loop B97-B101 may be used for multiple entries.

14 Multiple entries may be necessary.
Chapter 5 - Applications of the Handbook

C. Qualification Information

145

C. QUALIFICATION INFORMATION

Serial

Number

Entity

Number

2001

Data

Element

Number

Data Elements 1995

Data

Element

Number

Data

Element

Type

Field

Length

Page on

which

Defined

CREDENTIAL

INFORMATION1

C1 04 2010 Credential Type 1050 ID 2 68

C2 04 2020 Non-Educator Credential

Type

1060 ID 4 68

C3 04 2030 Non-Teaching Educator

Credential Type

AN 60 68

C4 04 2040 Teaching Credential Type 1070 ID 2 69

C5 04 2050 Teaching Credential Basis 1080 ID 2 69

C6 04 2060 Credential Description 1090 AN 60 69

C7 04 0140 Identification Number20130 AN 30 70

C8 04 0150 Identification System 0140 ID 2 70

C9 04 2070 Date Credential

Requirement Met

DT 8 70

C10 04 2080 Credential Issuance Date 1100 DT 8 70

C11 04 2090 Credential Expiration Date 1110 DT 8 70

C12 04 2100 Initial Credential Issuance

Requirements

1120 ID 2 70

C13 04 2110 Background Check Type ID 2 71

C14 04 2120 Background Check

Description

AN 60 71

C15 04 2130 Background Check

Completion Date

DT 8 71

C16 04 2140 Induction Program Mentor AN 45 71

C17 04 2150 Credential Renewal

Requirement

1120 ID 2 71

C18 04 2160 Number of Units Required

for Credential Renewal

N 3 72

C19 04 2170 Credential Renewal Units

Attempted

N 3 72

C20 04 2180 Credential Renewal Units

Earned

N 3 72

C21 04 2190 Staff Advisor for Credential

Renewal

AN 45 72

C22 04 2200 Credential Renewal Date DT 8 72

C23 04 2210 Program Sponsor31210 ID 2 72

C24 05 0120 Name of Institution 0120 AN 60 73

C25 05 0570 Complete Permanent

Address4

0460 AN 60 73

C26 05 0580 Communication Status 0470 AN 60 73

C27 05 0590 Communication Number

Type

ID 2 73

C28 05 0600 Communication Number 0480 AN 80 73

C29 05 0620 Electronic Mail Address 0500 AN 80 73

C30 05 0630 Web Site Address (URL) AN 60 74
Chapter 5 - Applications of the Handbook

C. Qualification Information

146

Serial

Number

Entity

Number

2001

Data

Element

Number

Data Elements 1995

Data

Element

Number

Data

Element

Type

Field

Length

Page on

which

Defined

ASSESSMENT

INFORMATION5

C31 04 2220 Assessment Purpose61220 ID 2 74

C32 04 2230 Assessment

Title/Description

1230 AN 60 74

C33 04 2240 Assessment Code AN 30 74

C34 04 2250 Assessment Standard

Indicator

1240 ID 2 74

C35 04 2260 Assessment Type 1250 ID 2 74

C36 04 2270 Assessment Content 1260 ID 2 15

C37 04 2280 Assessment Content Level 1270 AN 30 15

C38 04 2290 Assessment Date 1280 DT 8 15

C39 04 2300 Assessment Score/Results 1290 AN 80 15

CREDENTIAL

CHARACTERISTICS

15

C40 04 2310 Credential Authorized

Function7

1140 AN 45 15

C41 04 2320 Authorized Instructional

Level

1150 ID 2 15

C42 04 2330 Teaching Field or Area

Authorized

1170 ID 2 76

C43 04 2340 Fee Amount 1340 N 10.2 77

C44 04 2350 Fee Payment Status 1350 N 10.2 77

C45 04 2360 Fee Payment Date 1360 DT 8 77

CREDENTIAL

REVOCATION

INFORMATION

78

C46 04 2370 Credential Revocation Date DT 8 78

C47 04 2380 Credential Revocation

Reason

AN 60 78

PUBLICATIONS8 78

C48 22 2390 Publication Type 1370 ID 2 78

C49 22 2400 Publication Description 1380 AN 60 78

PRIOR EXPERIENCE978

C50 12 0120 Name of Institution 0120 AN 60 78

C51 12 0570 Complete Permanent

Address10

0460 AN 60 78

C52 15 0110 Name of Individual 0110 AN 45 78

C53 12 0580 Communication Status 0470 AN 60 78

C54 12 0590 Communication Number

Type

ID 2 79

C55 12 0600 Communication Number 0480 AN 25 79

C56 12 0620 Electronic Mail Address 0500 AN 80 79

C57 12 2410 Business Type 1390 ID 2 79

C58 22 2420 Employment Status 1400 ID 2 80
Chapter 5 - Applications of the Handbook

C. Qualification Information

147

Serial

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Entity

Number

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Data

Element

Number

Data Elements 1995

Data

Element

Number

Data

Element

Type

Field

Length

Page on

which

Defined

C59 22 2430 Employment Start Date 1410 DT 8 80

C60 22 2440 Employment End Date 1420 DT 8 80

C61 22 2450 Condition of Employment AN 60 80

C62 22 2460 Employment Separation

Reason

1430 ID 2 80

C63 22 2470 Nature of Prior Employment 1440 AN 80 82

C64 01 2480 Teaching Assignment11 1450 ID 2 82

C65 01 2490 Instructional Level12 1460 AN 45 83

IMMEDIATE SUPERVISOR

C66 15 0110 Name of Individual 0110 AN 45 78

C66 15 0580 Communication Status 0470 AN 60 78

C67 15 0590 Communication Number

Type

ID 2 79

C68 15 0600 Communication Number 0480 AN 25 79

C69 15 0620 Electronic Mail Address 0500 AN 80 79

MENTOR

C70 16 0110 Name of Individual 0110 AN 45 78

C71 16 0570 Complete Permanent

Address13 0460 AN 60 73

C72 16 0580 Communication Status 0470 ID 60 78

C73 16 0590 Communication Number

Type

AN 2 79

C74 16 0600 Communication Number 0480 AN 25 79

YEARS OF EMPLOYMENT

EXPERIENCE

C75 22 2500 Years of Prior Teaching

Experience

1470 N 4.1 84

C76 22 2510 Years of Prior Education

Experience

1480 N 4.1 85

C77 22 2520 Years of Prior Related

Experience

1490 N 4.1 85

C78 22 2530 Total Number of Years of

Prior Experience

1500 N 4.1 85

INTERNSHIP/

APPRENTICESHIP14

C79 22 2540 Internship/Apprenticeship

Description

1510 AN 80 85

C80 22 2550 Internship/Apprenticeship

Beginning Date

1520 DT 8 85
Chapter 5 - Applications of the Handbook

C. Qualification Information

148

Serial

Number

Entity

Number

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Data

Element

Number

Data Elements 1995

Data

Element

Number

Data

Element

Type

Field

Length

Page on

which

Defined

C81 22 2560 Internship/Apprenticeship

Ending Date

1530 DT 8 85

C82 22 2570 Internship/Apprenticeship

Results

AN 60 85

RELATED TRAVEL

ACTIVITIES15

C83 22 2580 Travel Location16 1540 AN 45 85

C84 22 2590 Travel Purpose 1550 AN 80 85

C85 22 2600 Travel Beginning Date 1560 DT 8 85

C86 22 2610 Travel Ending Date 1570 DT 8 85

OTHER INTERESTS 86

C87 22 2620 Avocational Interests and

Skills

1580 AN 80 86

C88 22 2630 Other Areas of Informal

Qualification

1590 AN 80 86

C89 22 2640 Special Contact Group

Empathies

1600 AN 60 86

Public Service17

C90 18 0120 Name of Institution 0120 AN 60 73

C91 18 2650 Years of Participation 1610 N 4.2 86

C92 18 2660 Office Held 1620 AN 30 86

C93 18 2670 Office Term Beginning Date 1630 DT 8 86

C94 18 2680 Office Term Ending Date 1640 DT 8 86

C95 22 1400 Honor or Award18 0830 AN 45 86

ORGANIZATIONAL

MEMBERSHIP19

C96 17 0120 Name of Institution 0121 AN 60 73

C97 17 2650 Years of Participation 1610 N 4.2 86

C98 17 2660 Office Held 1620 AN 30 86

C99 17 2670 Office Term Beginning Date 1630 DT 8 86

C100 17 2680 Office Term Ending Date 1640 DT 8 86

C101 22 1400 Honor or Award20 0830 AN 45 86

 

1

 Loop C1-C47 may be used for multiple entries.

2

 Loop C7-C8 may be used for multiple entries.

3

 Multiple entries may be necessary.

4

 Free form. This item may be used in lieu of Data Elements 0480, 0490, 0500, 0510, 0530, and 0540.

5

 Loop C31-C39 may be used for multiple entries.

6

 Loop C40-C42 may be used for multiple entries.

7

 Multiple entries may be necessary.

8

 Loop C48-C49 may be used for multiple entries.

9

 Loop C50-C69 may be used for multiple entries.

10 Free form. This item may be used in lieu of Data Elements 0480, 0490, 0500, 0510, 0530, and 0540.

11 Multiple entries may be necessary

12 Multiple entries may be necessary
Chapter 5 - Applications of the Handbook

C. Qualification Information

149

 

13 Free form. This item may be used in lieu of Data Elements 0480, 0490, 0500, 0510, 0530, and 0540.

14 Loop C79-C82 may be used for multiple entries.

15 Loop C83-C86 may be used for multiple entries.

16 Multiple entries may be necessary.

17 Loop C90-C95 may be used for multiple entries.

18 Multiple entries may be necessary.

19 Loop C96-C101 may be used for multiple entries.

20 Multiple entries may be necessary.
Chapter 5 - Applications of the Handbook

D. Current Employment

150

D. CURRENT EMPLOYMENT

Serial

Number

Entity

Number

2001

Data

Element

Number

Data Elements 1995

Data

Element

Number

Data

Element

Type

Field

Length

Page on

which

Defined

ENTRY INTO

EMPLOYMENT

D1 22 3010 Means of Introduction for

Employment

1650 ID 2 87

D2 19 0110 Name of Individual10110 AN 45 88

D3 19 0120 Name of Institution 0120 AN 60 88

D4 19 0570 Complete Permanent

Address2

0460 AN 60 88

D5 19 0580 Communication Status 0470 AN 60 88

D6 19 0590 Communication Number

Type

ID 2 88

D7 19 0600 Communication Number 0480 AN 25 88

D8 19 0610 Electronic Mail Address

Type

ID 2 89

D9 19 0620 Electronic Mail Address 0500 AN 80 89

D10 19 0630 Web Site Address (URL) AN 80 89

D11 22 3020 Application Date DT 8 89

D12 22 3030 Application Status ID 2 89

D13 22 2110 Background Check Type3ID 2 89

D14 22 2120 Background Check

Description

AN 60 89

D15 22 2130 Background Check

Completion Date

DT 8 89

D16 22 3040 Position Assessment Type4 AN 60 89

D17 22 3050 Position Assessment Date DT 8 90

D18 22 3060 Position Assessment

Results

AN 60 90

D19 22 3070 Software Application Type5 AN 60 90

D20 22 3080 Software Application Title AN 30 90

D21 22 3090 Software Application

Experience Level

AN 30 90

D22 22 3100 Prior Year Status ID 2 90

EMPLOYMENT

CONDITIONS6

D23 22 3110 Hire Date 1410 DT 8 90

D24 22 2420 Employment Status 1400 ID 2 90

D25 22 3120 Contractual Term 1660 ID 2 91

D26 22 3130 Contract Beginning Date 1670 DT 8 91

D27 22 3140 Contract Ending Date 1680 DT 8 92

D28 22 3150 Seniority Date DT 8 92

D29 22 3160 Tenure Date DT 8 92

D30 22 3170 Contract Days of Service

Per Year

N 5.2 92

D31 22 3180 Employment Time Annually 1690 AN 16 92
Chapter 5 - Applications of the Handbook

D. Current Employment

151

Serial

Number

Entity

Number

2001

Data

Element

Number

Data Elements 1995

Data

Element

Number

Data

Element

Type

Field

Length

Page on

which

Defined

D32 22 3190 Full-time Equivalency (FTE)

7 1700 N 5.2 92

D33 22 3200 Full-time Status 1710 ID 2 92

D34 22 3210 Hours of Service per Day 1720 N 5.2 92

D35 22 3220 Days of Service per Week 1730 N 4.1 92

D36 22 3230 Hours of Service per Week 1740 N 6.2 92

D37 22 3240 Scheduled Work Time Daily 1750 AN 24 92

D38 22 3250 Scheduled Work Days

Weekly

1760 AN 80 93

D39 22 3260 Scheduled Work Months

Annually

1770 AN 80 93

D40 22 3270 Position Title8 1780 AN 45 93

D41 22 3280 Position or Classification

Number

1790 AN 30 93

D42 22 3290 Unique Position Number AN 30 93

D43 22 3300 Fair Labor Standards Act

Coverage

1800 ID 2 93

D44 22 3310 Substitute Status 1810 ID 2 93

D45 22 3320 Vehicle Driver's License9

Type

ID 2 93

D46 22 3330 Vehicle Driver's License

Expiration Date

DT 8 94

D47 22 3340 Authorized/Insured to Use

Organization Vehicles

ID 2 94

D48 22 3350 Authorized/Insured to Use

Own Vehicles

ID 2 94

D49 22 3360 Union Membership/Name AN 45 94

SALARY

COMPENSATION10

D50 22 3370 Pay Grade 1820 AN 60 94

D51 22 3380 Pay Step AN 60 94

D52 22 3390 Pay Range 1830 AN 60 94

D53 22 3400 Base Salary or Wage 1840 N 10.2 94

D54 22 3410 Earning Rates of Pay 1850 AN 60 94

D55 22 3420 Unit of Basis for

Measurement

ID 2 95

D56 22 3430 Other Compensation Type ID 2 95

D57 22 3440 Supplemental Pay Type ID 2 95

D58 22 3450 Salary for Overtime 1890 N 10.2 96

D59 22 3460 Overtime Identifier 1900 N 10.2 96

D60 22 3470 Compensation Description AN 60 96

D61 22 3480 Compensation Eligibility AN 60 96

D62 22 3490 Compensation Amount 1930 N 10.2 96

BENEFIT

COMPENSATION11

D63 09 3500 Fringe Benefit Type 2010 ID 2 96

D64 09 3510 Eligibility Status 2020 ID 2 97
Chapter 5 - Applications of the Handbook

D. Current Employment

152

Serial

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Number

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Data

Element

Number

Data Elements 1995

Data

Element

Number

Data

Element

Type

Field

Length

Page on

which

Defined

D65 09 3520 Ineligibility Reason 2030 AN 60 98

D66 09 3530 Coverage Description 2040 AN 80 98

D67 09 3540 Coverage Type 2050 AN 60 98

D68 09 3550 Coverage Identifier 2060 AN 45 98

D69 09 3560 Coverage Amount 2070 N 10.2 98

D70 09 3570 Special Terms 2080 AN 80 98

D71 09 3580 Coverage Beginning Date 2090 DT 8 98

D72 09 3590 Coverage Ending Date 2100 DT 8 98

D73 09 3600 Vesting Percentage 2110 N 5.2 98

D74 09 3610 Anticipated Use Date 2120 DT 8 98

D75 09 3620 Actual Use Date 2130 DT 8 98

D76 10 0120 Name of Institution 0120 AN 60 99

D77 10 0570 Complete Permanent

Address12

0460 AN 60 99

D78 10 0580 Communication Status 0470 AN 60 99

D79 10 0590 Communication Number

Type

ID 2 99

D80 10 0600 Communication Number 0480 AN 25 99

D81 10 0620 Electronic Mail Address 0500 AN 80 99

EMPLOYEE BENEFIT

CONTRIBUTOR13

D82 11 0120 Name of Institution 0120 AN 60 99

D83 11 0570 Complete Permanent

Address14

0460 AN 60 99

D84 11 0580 Communication Status 0470 AN 60 99

D85 11 0590 Communication Number

Type

ID 2 99

D86 11 0600 Communication Number 0480 AN 25 99

D87 11 0620 Electronic Mail Address 0500 AN 80 99

EMPLOYEE BENEFIT

CONTRIBUTION15

D88 09 3630 Benefit Contributor Type 2140 ID 2 100

D89 09 3640 Benefit Contribution Type 2150 ID 2 100

D90 09 3650 Benefit Contribution Amount 2160 AN 60 100

D91 09 3660 Payment Required per Pay

Period

2170 N 10.2 100

BENFICIARY16

D92 02 0110 Name of Individual17 0110 AN 45 100

D93 02 3670 Relationship to Staff

Member

2180 AN 60 100

D94 02 0570 Complete Permanent

Address18

0460 AN 60 100

D95 02 0580 Communication Status 0470 AN 60 101

D96 02 0590 Communication Number

Type

ID 2 101
Chapter 5 - Applications of the Handbook

D. Current Employment

153

Serial

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Entity

Number

2001

Data

Element

Number

Data Elements 1995

Data

Element

Number

Data

Element

Type

Field

Length

Page on

which

Defined

D97 02 0600 Communication Number 0480 AN 25 101

D98 02 0610 Electronic Mail Address

Type

ID 2 101

D99 02 0620 Electronic Mail Address 0500 AN 80 101

PAYROLL INFORMATION

D100 22 3680 Gross Income Amount N 10.2 101

D101 22 3690 Adjusted Income Amount N 10.2 102

D102 22 3700 Advance Pay N 10.2 102

D103 22 3710 Payroll Calculation Cycle AN 45 102

D104 22 3720 Payroll Deduction Type ID 2 102

D105 22 3730 Payroll Tax Treatment

Status

ID 2 102

D106 22 3740 Deduction Period AN 45 103

D107 22 3750 Deduction Amount 2000 N 10.2 103

D108 22 3760 Annual Maximum Payroll

Deduction Allowed

N 10.2 103

D109 22 3770 Electronic Deposit Bank

Routing Number

AN 20 103

D110 22 3780 Electronic Deposit Bank

Account Number

AN 20 103

D111 22 3790 Bank Account Type ID 2 103

D112 22 3800 Deposit Amount N 10.2 103

D113 22 3810 Deposit Date DT 8 103

D114 22 3820 Earned Income Credit N 10.2 103

TAX WITHHOLDING

INFORMATION

D115 22 3830 Form Type ID 2 103

D116 22 3840 Form Date DT 8 104

D117 22 0520 State Code ID 2 104

D118 22 3850 Marital Status ID 2 104

D119 22 3860 Number of Dependents N 2 104

D120 22 3870 Allowances Number N 4 104

ATTENDANCE STATUS19

D121 22 3880 Leave Type 2190 ID 2 104

D122 22 3890 Leave Substitution Status 2200 ID 2 105

D123 22 3900 Leave Payment Status 2210 ID 2 105

D124 22 3910 Maximum Leave Allowed 2220 N 5.2 105

D125 22 3920 Leave Accrued 2230 N 5.2 105

D126 22 3930 Hours of Leave Used 2240 N 5.2 105

D127 22 3940 Leave Beginning Date 2250 DT 8 105

D128 22 3950 Leave Ending Date DT 8 106

D129 22 3960 Leave Balance 2260 N 5.2 106

GRIEVANCES20

D130 22 3970 Grievance Description 2270 AN 80 106

D131 22 3980 Grievance Date 2280 DT 8 106
Chapter 5 - Applications of the Handbook

D. Current Employment

154

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Number

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Data

Element

Number

Data Elements 1995

Data

Element

Number

Data

Element

Type

Field

Length

Page on

which

Defined

D132 22 3990 Grievance Action 2290 AN 80 106

D133 22 4000 Grievance Resolution Date DT 8 106

D134 22 4010 Grievance Action/Outcome AN 80 106

 

1

 Free form. This item may be used in lieu of Data Elements 0010, 0020, 0030, and 0040.

2

 Free form. This item may be used in lieu of Data Elements 0480, 0490, 0500, 0510, 0530, and 0540.

3

 Loop D13-D15 may be used for multiple entries.

4

 Loop D16-D18 may be used for multiple entries.

5

 Loop D19-D21 may be used for multiple entries.

6

 Loop D23-D49 may be used for multiple entries.

7

 Derived from constituent data elements: 3180 Employment Time Annually.

8

 Loop D40-D42 may be used for multiple entries.

9

 Loop D45-D46 may be used for multiple entries.

10 Loop D50-D62 may be used for multiple entries.

11 Loop D63-D81 may be used for multiple entries.

12 Free form. This item may be used in lieu of 0480, 0490, 0500, 0510, 0530, 0540.

13 Loop D82-D87 may be used for multiple entries.

14 Free form. This item may be used in lieu of 0480, 0490, 0500, 0510, 0530, 0540.

15 Loop D88-D91 may be used for multiple entries.

16 Loop D92-D99 may be used for multiple entries.

17 Free form. This item may be used in lieu of 0010, 0020, 0030, 0040.

18 Free form. This item may be used in lieu of 0480, 0490, 0500, 0510, 0530, 0540.

19 Loop D121-D129 may be used for multiple entries.

20 Loop D130-D134 may be used for multiple entries.
Chapter 5 - Applications of the Handbook

E. Assignments

155

E. ASSIGNMENTS

Serial

Number

Entity

Number

2001

Data

Element

Number

Data Elements 1995

Data

Element

Number

Data

Element

Type

Field

Length

Page on

which

Defined

ASSIGNMENT

INFORMATION1

E1 01 5010 Job Classification 2300 ID 4 107

E2 01 5020 Assignment Description 2310 AN 80 107

E3 01 2480 Teaching Assignment 1450 ID 2 107

E4 01 2490 Instructional Level 1460 ID 2 109

E5 01 5030 Scope of Activity 2320 ID 2 110

E6 01 5040 Itinerant Teacher ID 2 110

E7 01 5050 Essential Personnel

Identifier

2330 ID 2 110

E8 01 5060 Time Period Classification 2340 ID 2 110

E9 01 5070 Time Period 2350 AN 15 110

E10 01 1160 Session Type 2360 ID 2 110

E11 01 5080 Activity Beginning Date 2370 DT 8 111

E12 01 5090 Activity Ending Date 2380 DT 8 111

E13 01 5100 Total Days in Session N 4.2 111

E14 01 5110 Number of Hours in School

Day

N 4.2 111

OPERATIONAL UNIT TO

WHICH ASSIGNED2

E15 01 0120 Name of Institution 0120 AN 60 111

E16 01 0140 Identification Number30130 AN 30 111

E17 01 0150 Identification System 0140 ID 2 111

E18 01 0570 Complete Permanent

Address4

0460 AN 60 112

E19 01 0580 Communication Status 0470 AN 60 112

E20 01 0590 Communication Number

Type

ID 2 112

E21 01 0600 Communication Number 0480 AN 25 113

E22 01 0610 Electronic Mail Address

Type

ID 2 113

E23 01 0620 Electronic Mail Address 0500 AN 30 113

E24 01 0630 Web Site Address (URL) AN 60 113

E25 01 5120 Location 2390 AN 45 113

E26 01 5130 Facility Type 2400 ID 2 113

E27 01 5140 School Type Code ID 2 114

IMMEDIATE SUPERVISOR

E28 15 0110 Name of Individual 0110 AN 45

E29 15 0570 Complete Permanent Address50460 AN 60 112

E30 15 0580 Communication Status 0470 AN 60 112

E31 15 0590 Communication Number

Type

ID 2 112

E32 15 0600 Communication Number 0480 AN 25 113

E33 15 0610 Electronic Mail Address

Type

ID 2 113
Chapter 5 - Applications of the Handbook

E. Assignments

156

Serial

Number

Entity

Number

2001

Data

Element

Number

Data Elements 1995

Data

Element

Number

Data

Element

Type

Field

Length

Page on

which

Defined

E34 15 0620 Electronic Mail Address 0500 AN 80 113

SCHEDULE FOR

CURRENT ASSIGNMENT6

E35 01 3190 Full-time Equivalency

(FTE)

7

1700 N 5.2 115

E36 01 3200 Full-time Status 1710 ID 2 115

E37 01 3240 Scheduled Work Time Daily 1750 AN 24 115

E38 01 3250 Scheduled Work Days

Weekly

1760 AN 80 115

E39 01 3260 Scheduled Work Months

Annually

1770 AN 80 115

STAFF ASSIGNMENT

WORKLOAD8

E40 01 5150 Elementary Subject/Course ID 2 116

E41 01 1210 Course Code System9ID 2 117

E42 01 1220 Course Code AN 30 117

E43 01 1190 Course Title AN 60 117

E44 01 5160 Unique Course Code AN 45 117

E45 01 5170 State University Course

Requirement

ID 2 117

E46 01 1230 Principal Medium of

Instruction

ID 2 117

E47 01 5180 Language of Instruction AN 45 118

E48 01 5190 Number of Students in

Class

N 3 118

PROGRAM INFORMATION

E49 01 5200 School Grade Level

Classification

2450 ID 2 118

E50 01 5210 Program Type 2460 ID 4 119

E51 01 1080 Program Support/Funding

Source10

0980 ID 2 119

E52 01 5220 Function Type 2470 ID 4 119

ACTIVITY

SPONSORSHIPS11

E53 01 5230 Activity Title AN 35 119

E54 01 5240 Activity Code ID 3 119

E55 01 5250 Activity Description AN 60 121

E56 01 5260 Activity Involvement

Beginning Date

DT 8 121

E57 01 5270 Activity Involvement Ending

Date

DT 8 121

E58 01 5280 Amount of Activity

Involvement

AN 45 122

OTHER ASSIGNMENT

INFORMATION

E59 01 5290 Unit of Work 2420 AN 45 122

E60 01 5300 Time Expended 2430 AN 45 122
Chapter 5 - Applications of the Handbook

E. Assignments

157

Serial

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Entity

Number

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Data

Element

Number

Data Elements 1995

Data

Element

Number

Data

Element

Type

Field

Length

Page on

which

Defined

E61 01 5310 Percent of Total Time12 2440 N 5.2 122

E62 01 5320 Number of Days in

Attendance

N 4.1 122

E63 01 5330 Number of Days Absent N 4.1 122

E64 01 5340 Number of Days Tardy N 3 122

 

1

 Loop E1-E14 may be used for multiple entries.

2

 Loop E15-E27 may be used for multiple entries.

3

 Loop E16-E17 may be used for multiple entries.

4

 Free form. This item may be used in lieu of 0480, 0490, 0500, 0510, 0530, 0540.

5

 Free form. This item may be used in lieu of 0480, 0490, 0500, 0510, 0530, 0540.

6

 Loop E35-E39 may be used for multiple entries.

7

 Derived from constituent data element: 3180, Employment Time Annually.

8

 Loop E40-E48 may be used for multiple entries.

9

 Loop E41-E42 may be used for multiple entries.

10 Multiple entries may be necessary.

11 Loop E53-E58 may be used for multiple entries.

12 Derived from constituent data elements: 3180 Employment Time Annually, 3190 Full-time Equivalency (FTE),

 3240 Scheduled Work Time Daily, 3250 Scheduled Work Days Weekly, 3260 Scheduled Work Months

 Annually.
Chapter 5 - Applications of the Handbook

F. Evaluation and Career Development

158

F. EVALUATION AND CAREER DEVELOPMENT

Serial

Number

Entity

Number

2001

Data

Element

Number

Data Elements 1995

Data

Element

Number

Data

Element

Type

Field

Length

Page on

which

Defined

QUALITY OF

PERFORMANCE1

F1 13 6010 Evaluation Purpose 2480 ID 2 123

F2 13 6020 Evaluation Periodicity 2490 ID 2 123

F3 13 6030 Evaluation Date 2500 DT 8 124

F4 13 6040 Evaluation

Recommendation2

ID 2 124

F5 13 6050 Evaluation System 2520 AN 45 125

F6 13 6060 Evaluation Score/Rating 2530 AN 45 125

F7 13 6070 Evaluation Scale 2540 AN 80 125

F8 13 6080 Evaluation Outcome 2510 AN 80 125

F9 14 0110 Name of Individual30110 AN 45 125

F10 14 3270 Position Title 1780 AN 45 125

F11 14 0120 Name of Institution 0120 AN 60 125

F12 14 0140 Identification Number40130 AN 30 125

F13 14 0150 Identification System 0140 ID 2 125

F14 14 0570 Complete Permanent

Address5

0460 AN 60 126

F15 14 0580 Communication Status 0470 AN 60 126

F16 14 0590 Communication Number

Type

ID 2 126

F17 14 0600 Communication Number 0480 AN 25 126

F18 14 0610 Electronic Mail Address

Type

ID 2 127

F19 14 0620 Electronic Mail Address 0500 AN 80 127

CAREER DEVELOPMENT

ALTERNATIVES6

F21 13 5010 Job Classification 2300 ID 4 127

F22 13 5210 Program Type 2460 ID 4 127

F23 13 5220 Function Type 2470 ID 4 127

F24 13 6090 Readiness for Assignment of

Greater Responsibility

2550 ID 2 127

F25 13 6100 Career Development Needs72560 ID 2 127

F26 13 6110 Preparation Type 2570 AN 45 128

F27 13 6120 Preparation Location 2580 AN 45 128

F28 13 6130 Preparation Duration 2590 AN 30 128

F29 13 6140 Preparation Funding 2600 AN 30 128

COMPLAINT8

F30 13 6150 Source of Complaint AN 22 128

F31 13 6160 Date of Complaint DT 22 128

F32 13 6170 Nature of Complaint AN 22 128

F33 13 6180 Resolution of Complaint AN 22 129

 

1

 Loop F1-F29 may be used for multiple entries.
Chapter 5 - Applications of the Handbook

F. Evaluation and Career Development

159

 

2

 Multiple entries may be necessary.

3

 Free form. This item may be used in lieu of Data Elements 0010, 0020, 0030, and 0040.

4

 Loop F12-F13 may be used for multiple entries.

5

 Free form. This item may be used in lieu of Data Elements 0480, 0490, 0500, 0510, 0530, and 0540.

6

 Loop F21-F29 may be used for multiple entries.

7

 Loop F25-F29 may be used for multiple entries.

8

 Loop F30-F33 may be used for multiple entries.
Chapter 5 - Applications of the Handbook

G. Separation from Employment

160

G. SEPARATION FROM EMPLOYMENT

Serial

Number

Entity

Number

2001

Data

Element

Number

Data Elements 1995

Data

Element

Number

Data

Element

Type

Field

Length

Page on

which

Defined

G1 22 2420 Employment Separation

Date

1420 DT 8 130

G2 22 7010 Employment Separation

Type

2610 ID 2 130

G3 22 2460 Employment Separation

Reason1

1430 ID 2 130

G4 22 7020 Severance Pay 2620 N 10.2 131

G5 22 7030 Reemployment Eligibility 2630 ID 2 132

G6 22 7040 Reason Not Eligible for

Reemployment

2640 AN 45 132

 

1

 Multiple entries may be necessary.
Sources

161

LIST OF SOURCES

The following documents served as sources when investigating possible data elements, option lists, glossary terms,

definitions, field lengths, and appendices for this handbook.

American Medical Association. Physician's Current Procedural Terminology. Rev. 4th ed. Chicago, IL: American

Medical Association, 1999.

American National Standards Institute. Codes for the Representation of Names of Countries and Their Subdivisions

(ISO 3166-1). Switzerland: International Organization for Standardization (ISO), October 1, 1999.

American National Standards Institute. Codes for the Representation of Names of Languages—Part 2: Alpha-3

Code (ISO 639). Switzerland: International Organization for Standardization (ISO), 1998.

Beller-Simms, N. & O'Reilly, F.E. A Comparison of Federal and State Data Elements and Definitions for Special

Education Personnel. Rockville, M.D.: Westat, Inc., May 1992.

Boe, E.E. & Gilford, D.M., ed. Teacher Supply, Demand, and Quality: Policy Issues, Models, and Data Bases.

Washington, D.C.: National Academy Press, 1992.

Craig, R.L., ed. Training and Development Handbook: A Guide to Human Resources Development. 3d ed. New

York, NY: McGraw-Hill Book Company, 1987.

Commission on Professional and Hospital Activities. International Classification of Diseases—9

th Revision

Clinical Modification (ICD-9-1994). 5th ed. Baltimore, MD: HCIA Inc., April 1994.

Committee on the Standardization of Postsecondary Education Electronic Data Exchange (SPEEDE) and Technical

Advisory Group on the Exchange of Permanent Records Electronically for Students and Schools (ExPRESS). A

Guide to the Implementation of the SPEEDE/ExPRESS Electronic Transcript. Washington, D.C.: American

Association of Collegiate Registrars and Admissions Officers (AACRAO), National Center of Education Statistics

(NCES), and Council of Chief State School Officers (CCSSO), May 1994.

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Francis, S., Hirsh, S. & Rowland, E. "Improving School Culture Through Study Groups." Journal of Staff

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Frantzreb, R.B., ed. Training and Development Handbook, 1993-1994 Edition. Englewood Cliffs, NJ: Prentice

Hall, 1993.

Gilford, D.M. & Tenenbaum, E., ed. Precollege Science and Mathematics Teachers: Monitoring Supply, Demand

and Quality. Washington, D.C.: National Academy Press, 1990.

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 National Association of State Directors of Teacher Education and Certification (NASDTEC). Manual on

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National Center for Education Information. Alternative Teacher Certification: A State-by-State Analysis.

Washington, D.C.: National Center for Education Information, 1991.

National Center for Education Information. Profile of Teachers in the U.S.-1990. Washington, D.C.: National

Center for Education Information, 1990.

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U.S. Government Printing Office, August 1991.

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(Handbook 2R2). Washington, D.C.: U.S. Government Printing Office, July 1990.

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National Center for Higher Education Management Systems (NCHEMS). A Handbook on Human Resources

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National Staff Development Council, D. Sparks. A Paradigm Shift in Staff Development. Unpublished paper, no

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Office of Special Education Programs (OSEP). OSEP Data Dictionary. Washington, D.C.: U.S. Department of

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SURVEYS:

The American Freshman, 1993

Higher Education Research Institute

Graduate School of Education

University of California

405 Hilgard Avenue

Los Angeles, CA 90024-1521

Common Core of Data (CCD) 1998-99

National Center for Education Statistics

Elementary and Secondary Education Statistics Division

1990 K Street, N.W.

Washington, D.C. 20006

Current Population Survey, March 1993

March 1992 Income Supplement

October 1991 School Enrollment Supplement

Current Population Survey Branch

Demographic Surveys Division

Bureau of the Census

Washington, D.C. 20233

Equal Employment Opportunity Commission

 EEOC-5 Survey, 1998

EEOC-Surveys

1801 L Street, N.W.

Washington, DC 20507

High School and Beyond (HS&B), 1982 & 1984

National Center for Education Statistics

Postsecondary Education Statistics Division

1990 K Street, N.W.

Washington, D.C. 20208
Sources

164

Integrated Postsecondary Education Data System (IPEDS), Fall 1991

National Center for Education Statistics

Postsecondary Education Statistics Division

1990 K Street, N.W.

Washington, D.C. 20006

Longitudinal Study of American Youth

Science Teacher Questionnaire

Mathematics Teacher Questionnaire

Chicago Academy of Science

2001 North Clark Street

Chicago, Illinois 60614

National Education Longitudinal Study of 1988/2000

National Center for Education Statistics

Elementary and Secondary Education Statistics Division

1990 K Street, N.W.

Washington, D.C. 20006

Private School Survey (PSS), 1999-2000

National Center for Education Statistics

Elementary and Secondary Education Statistics Division

1990 K Street, N.W.

Washington, D.C. 20006

Schools and Staffing Survey (SASS), 1999-2000

National Center for Education Statistics

Elementary and Secondary Education Statistics Division

1990 K Street, N.W.

Washington, D.C. 20006
Glossary

165

GLOSSARY OF SELECTED STAFF-RELATED TERMS

This section contains definitions of terms and concepts used in this handbook or otherwise related to staff

information.

A

Accountability: The capability and the responsibility to account for the expenditure of money and the commitment

of other resources in terms of the results achieved. This involves both the management of money, staff and other

resources, and the evaluation of achievement in relation to specific goals.

Accounting: The procedure of maintaining systematic records of happenings, occurrences, and events relating to

persons, objects, or money and summarizing, analyzing, and interpreting the results of such records. See

ACCOUNTING SYSTEM.

Accounting System: The structure and procedures used to record, retrieve, and report information on the operations

of an organizational unit, or any classifying of its funds, balanced account groups, and organizational components.

See ACCOUNTING.

Accrediting Agencies: Agencies that establish operating standards for professional or institutions or programs,

determine the extent to which the standards are met, and publicly announce their findings.

Acting: Temporary assignment of an employee to a position while the position is vacant, or while the incumbent is

on authorized leave or special assignment. Acting assignments normally do not exceed beyond one year unless

approved by the chief executive officer.

Active Class: A group of positions or a single position that are/is sufficiently similar as to kind or subject matter of

work, level of difficulty and responsibility, qualifications, and requirements to: 1) warrant the use of the same title;

2) be defined by the same specification; 3) be assigned the same position code; and 4) be assigned to the same salary

schedule group, e.g., teacher scale, S-scale, etc.

Additional Duty: An extra duty assigned to an employee for which he or she receives additional pay.

Additional Position: An employee changes the percent of his present position to accept an additional position - total

percent does not change.

Administrative Action: Any action which results in the general regulation, direction, or control of the affairs of an

organizational unit.

Administrative Unit: A geographic area which is under the control of a board of education and/or is supervised by

one or more administrative offices.

Adult High School: A separately organized school providing instruction for adults and youth beyond the age of

compulsory school attendance.

Age: Age at last birthday on or prior to a specified date. Age may also be recorded and reported by years and

months as of a specific date, or by birth date. Age may be verified by a document such as a birth certificate, parent's

affidavit, hospital certificate, age certificate, entry in family Bible, baptismal certificate, passport, or previously

verified school record.

Americans With Disabilities Act (ADA): Public Law 101-336 which prohibits discrimination against individuals

with disabilities as regards to employment, public accommodations and certain public services.

Annual Increment (Step Increase): A merit increment (one step) established in the compensation plan which may

be granted to an employee by the department head after the completion of the appropriate year(s) of service that

meet or exceed(s) the standards established for satisfactory performance. See STEP.
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166

Annual Salary Scale Adjustment: A salary scale adjustment (normally referred to as a cost-of-living adjustment or

COLA) provided to eligible employees annually to attempt to offset inflationary increases in the economy.

Applicant: A person seeking employment with an organization. Applicants may be external (not currently

employed by the institution) or internal (currently employed by the institution and seeking another position).

Appointing Authority: An individual or board having the responsibilities of employment, assignment, and

placement of personnel in positions. See APPOINTMENT.

Appointment: An offer to, and acceptance by, a candidate of a specific position. Categories of appointments are

Regular Appointment, Career Ladder Appointment, and Special Appointment.

Apprentice: An individual who is learning a recognized occupation in accordance with a written apprentice-training

contract between the worker and his or her employer or employers which provides for a given period of planned

work experience through employment on-the-job, supplemented by appropriate related instruction, and with other

specified provisions of the arrangement.

Assignment: A specific group of activities for which a staff member has been given responsibility.

Assistive Technology Device: Any item, piece of equipment, product or system, whether acquired commercially off

the shelf, modified, or customized, that is used to increase, maintain, or improve functional capabilities of

individuals with disabilities.

Associate's Degree: A degree commonly conferred upon the successful completion of a two year postsecondary

program of studies.

Associate in Applied Science Degree: A degree commonly conferred upon the successful completion of a two year

postsecondary program of studies composed of general education, electives, and a major concentration in a chosen

technical, semiprofessional, or professional area of study.

Associate in Arts Degree: A degree commonly conferred upon the successful completion of a two year

postsecondary program of studies composed essentially of courses in the liberal arts.

Associate in Science Degree: A degree commonly conferred upon the successful completion of a two year

postsecondary program of studies composed of courses in the liberal arts and sciences.

Attendance: A term referring to a staff member being present where he or she is assigned.

Audio Materials: Materials on which sounds (only) are stored (recorded) and can be reproduced (played back)

mechanically, electronically, or both. These materials include audiocassettes, audio cartridges, audio discs, audio

reels, talking books, and other sound recordings.

Audiovisual Materials: Materials displayed by visual projection or magnification or through sound reproduction, or

both, including graphic materials, audio materials, motion pictures, video materials, and special visual materials

such as cartographic and three-dimensional materials.

Avocational Programs: Instructional programs in personal interest and leisure categories whose expressed intent is

not to produce postsecondary credits, nor lead to a formal award or an academic degree, nor result in occupationally

specific skills.

B

Bachelor's Degree: An award that normally requires at least four, but not more than six years of full-time

equivalent college-level work. This includes all bachelor's degrees conferred in a five year Cooperative

(Work-Study Plan) Program. Also includes bachelor's degrees in which the normal four years of work are

completed in three years.
Glossary

167

Beneficiary: An individual identified to receive the income or inheritance from an insurance policy, trust or will.

Biweekly Paid Employee: Employees paid on a biweekly basis.

Boarding School: See RESIDENTIAL SCHOOL.

Board of Education: The elected or appointed body which has been vested with responsibilities for authorizing,

financing, and evaluating the educational activities in a given school system, school, or geographic area. Such

bodies sometimes are known by terms such as school boards, governing boards, boards of directors, school

committees, and school trustees. This definition relates to the general term and encompasses the boards of both

public and non-public institutions and school systems. See Public Board of Education.

Business Day: Calendar days exclusive of Saturdays, Sundays, and legal holidays.

C

Candidate: An applicant who is eligible for placement if appointed to a position.

Career Ladder: Progress through a non-competitive system allowing for movement from one grade-level to a

higher one based on predetermined requirements which an employee must satisfy to achieve the higher/next higher

level.

Case History: The information that has been recorded about an individual, family, group, or community. The term

is most often used in social work agencies, and in sociological, medical, and psychiatric studies.

Case Load: The number of students for whom a professional staff member is responsible for providing special

educational services.

Chapter 1 Program: See TITLE I PROGRAM.

Certificate: A written or printed statement by which a fact is formally or officially certified or attested.

Church-Related School: A school associated with a religious or church organization. Also referred to as private,

religiously affiliated school. See PRIVATE RELIGIOUSLY AFFILIATED SCHOOL.

Civic Activities: School-related activities such as parent-teacher association meetings and non-school-related civic

activities such as public forums, lectures, and civic defense planning usually connected with school services.

Class: A group of students assigned to one or more teachers or other staff members (or otherwise organized for

instruction via a different medium) for a given period of time for instruction or other activity. This includes

cross-age groupings. Classes that share space should be counted as separate classes if they function as separate units

for more than 50 percent of the time.

Class Size: The membership of a class as of a given date.

Clock-hour: The designation given approximately 60 minutes of class work or instruction. This may include time

for passing from one class to another. See CONTACT HOUR.

Cocurricular Activity: An activity that is related to the current curriculum in which a student is enrolled. This may

be any type of school-sponsored activity designed to provide opportunities to participate in experiences on an

individual or group basis (at school or public events) for the improvement of skills. The following characteristics

apply to cocurricular activities: 1) participation is necessary for meeting class requirements, for credit, or for

graduation; 2) sessions are conducted at regular and uniform times during school hours, or may be conducted during

authorized non-school hours; 3) programs are directed or supervised by instructional staff in a learning environment
Glossary

168

similar to that found in classes offered for credit; and 4) services are primarily or totally funded by school-operating

funds for general instructional purposes under the direction and control of local education authorities.

COLA: See COST-OF LIVING ADJUSTMENT or SALARY SCALE ADJUSTMENT.

Community/Junior College: An institution of higher education which usually offers the first two years of college

instruction and career education, grants an associate's degree, and does not grant a bachelor's degree. It is either a

separately organized institution (public or non-public) or an institution which is part of a public school system or a

system of junior colleges. Offerings include transfer, occupational, and/or general studies programs at the

postsecondary instructional level and may also include adult education programs.

Community School: An elementary, secondary, and/or adult/continuing education organizational arrangement (or

institution), operated by a local board of public education, in which instruction and other activities are intended to be

relevant and applicable to the needs of all or most segments of the total population of the community served.

Community Service Education: A term frequently used synonymously with the term "Adult/Continuing

Education." This term reflects the efforts of community colleges and other institutions or agencies to extend their

resources (e.g., facilities, personnel, and expertise) into the community through programs of non-credit, educational,

avocational, or recreational courses, seminars, conferences, workshops, and other events utilizing any applicable

facility or locale.

Community Services: Services, other than public school and adult education functions, provided by a school or

system for purposes relating to the community as a whole or some segment of the community. These include such

services as community recreation programs, civic activities, public libraries, programs of custody and care of

children, community welfare activities, and services for non-public school pupils provided by the public schools on

a continuing basis.

Compensation: The standard rates of pay that have been established for the respective class of work, as set forth in

the compensation plan.

Compensation Plan: The plan or scale that defines the salaries to be paid to a specific group of employees.

Competitive Promotion: A promotion based on a competitive examination or evaluation leading to an appointment

to a position based on the highest ratings.

Comprehensive High School: A secondary school with a number of departments (e.g., academic, industrial,

business, and vocational) offering a diversified program which meets the needs of students with varying interests

and abilities.

Contact Hour: A unit of measure that represents an hour of scheduled instruction given to students. See

CLOCK-HOUR.

Continuing Professional Education: Programs and courses designed specifically for individuals who have

completed a professional degree (such as law, medicine, dentistry, or social work) to obtain additional training in

their particular field of study.

Contract Days: The number of workdays authorized for a position during the fiscal year.

Contracted Services: Services rendered by personnel who are not on the payroll of a school or system, and are

contracted to perform specific duties or to complete specific projects.

Cooperative Program (Work-Study Plan): Provides for alternate class attendance and employment in business,

industry, or government; thus, it allows students to combine actual work experience with their studies.

Corrective Institution: An institution to which children and/or youth are committed for the correction of

inappropriate patterns of social behavior. See INSTITUTION FOR DELIQUENT CHILDREN.
Glossary

169

Cost-of-Living Adjustment (COLA): The commonly used term for a School Board approved salary scale

adjustment.

Course: The organization of subject matter and related learning experiences provided for the instruction of students

on a regular or systematic basis, usually for a predetermined period of time (e.g., a semester or two-week workshop).

Credential: The document issued to a staff member by the state (or agency or organization authorized by the state)

authorizing the holder to perform services for the school or system. "Certificate," "license," or "permit" are

examples of terms frequently used interchangeably with "credential."

Credentialing Organization: An institution, organization, federation, or other such group that is responsible for

accrediting or endorsing an individual's preparation, skills, or performance.

Credit: A unit of value, awarded for the successful completion of certain courses, intended to indicate the quantity

of course instruction in relation to the total requirements for a diploma, certificate, or degree. Credits are frequently

expressed in terms such as "Carnegie Units," "credits," "semester credit hours," and "quarter credit hours."

Credit Course: A course that, if successfully completed, can be applied toward the number of courses required for

achieving a degree, diploma, certificate, or other formal award. See CREDIT.

Credit Hour: A unit of measure representing an hour (or 50 minutes) of instruction over a 15-week period in a

semester or trimester system or a 10-week period in a quarter system. It is applied toward the total number of hours

needed for completing the requirements of a degree, diploma, certificate, or other formal award. See CREDIT.

Crosswalk: In data processing, a procedure by which codes used for data in one data base are translated into the

codes of another data base making it possible to relate information between or among data bases.

Curriculum: The planned interaction of students with instructional content, instructional resources, and

instructional processes for the attainment of educational objectives.

Curtailed Session: A school session with less than the number of hours of instruction recommended by the state

education agency.

D

Day Care: See EARLY CHILDHOOD CARE AND EDUCATION.

Day School: A school attended by students during a part of the day, as distinguished from a residential school where

students are boarded and lodged as well as taught.

Day in Session: A day on which the school is open and students are under the guidance and direction of teachers in

the teaching process. On some days the school plant itself may be closed and the student body as a whole engaged

in school activities outside the school plant under the guidance and direction of teachers. Such days should be

considered as days in session. Days on which the school is closed for reasons such as holidays, teachers' institutes,

and inclement weather should not be considered as days in session.

Definition of Duties: The work requirements of a position in terms of activities, complexity, and extent of

supervision and responsibility attaching thereto. (Also referred to as tasks, position description, standards and

guidelines.)

Degree: A title conferred by a college or university as official recognition for the completion of a program of studies

or for other attainment.

Demotion: Changing the grade level of an employee to a lower grade as a result of disciplinary action.

Department: An administrative organizational unit that is headed by an area or assistant director.
Glossary

170

Department of Defense Dependents School: An elementary or secondary school operated in the United States or

overseas for dependents of active duty military and civilian personnel of the U.S. Department of Defense.

De-staff: The movement of an employee from one position or work-site to another due to budget or staffing

restraints.

Developmental Delay: States may use this term to report children ages three through nine. The category includes a

child 1) who is experiencing developmental delays, as defined by the State and as measured by appropriate

diagnostic instruments and procedures, in one or more of the following areas: physical development, cognitive

development, communication development, social or emotional development, and adaptive development; and 2)

who, by reason thereof, needs special education and related services.

Dialect: Variations within a spoken language that maintain mutual understanding and show some degree of

correlation with the social and geographic structure of a society.

Diploma: A formal document certifying the successful completion of a prescribed program of studies.

Disabled Person: Any individual who: 1) has a physical or mental impairment that substantially limits one or more

of the major life activities; 2) has a record of such an impairment; or 3) is regarded as having such an impairment.

(as defined by Americans with Disabilities Act.)

Disadvantaged Person: Unless defined differently for specific educational programs (e.g., vocational education,

consumer, and homemaking programs), individuals who have academic, socioeconomic, cultural, or other

disabilities that prevent them from succeeding in educational programs designed for individuals without such

disabilities; and who, for that reason, require specially designed educational programs and related services. The term

includes individuals whose needs for such programs or services result from poverty, neglect, delinquency, or

cultural, racial, or linguistic isolation from the community at large. The term does not include physically or mentally

disabled individuals except where such persons also are subject to the other disabilities and conditions referred to in

this paragraph.

Dismissal: Generic term used to describe termination of employment for cause.

Displaced Laterally: The placement of an employee in a position with no change in paygrade, job group, or salary

lane with or without a reduction in the length of the work year or number of work hours.

Displaced Redline: The placement of an employee in a lower job group, paygrade, or salary line with or without a

reduction in the length of the work year or number of work hours with rights to retain the salary held prior to the

displacement.

Displacement: Removal of an employee from an active class assignment or position due to reduction-in-force.

Doctoral Degree: The highest award a student can earn for graduate study. The doctoral degree classification

includes such degrees as Doctor of Education, Doctor of Juridical Science, Doctor of Public Health, and Doctor of

Philosophy degree in any field such as agronomy, food technology, engineering, public administration,

ophthalmology, or radiology. For the Doctor of Public Health degree, the prior degree is generally earned in the

closely related professional field of medicine or in sanitary engineering.

Donated (Contributed) Services: Services provided by volunteers, members of religious orders, or by the Central

or System office of an institution for which their is no charge to the school or system but that would otherwise be

provided by employees paid by the school or system.

Double Session Class: Two groups of children per day with one teacher. Each session is counted as a separate

class; for example, if a program had 5 classes that operated mornings and 5 that operated afternoons with the same 5

teachers, that would count as 10 classes.

Duties: Tasks assigned to an employee by responsible management authority.
Glossary

171

Dyslexia: A brain-based type of learning disability that specifically impairs a person’s ability to read. These

individuals typically read at levels significantly lower than expected despite having normal intelligence.

E

Early Childhood Care and Education: Child care and education from birth to enrollment in kindergarten (or first

grade if kindergarten is not available), as provided by a child's parent/guardian. Programs include care and

education provided by a parent/guardian; by a relative other than a parent/guardian; by a non-relative in the child's

home, in family day care; or in centers (settings other than homes) such as schools, churches, or places of

parent/guardian employment.

Education Agency: An administrative agency (e.g., state or local education agency) responsible for providing or

administering early childhood, elementary- and/or secondary-level instruction or educational support services.

Education Institution: A public or private institution, organization, or agency that provides instructional or support

services to students or staff at any level.

Educational Media: Any device, content material, method, or experience used for teaching and learning purposes.

These include printed and non-printed sensory materials. See AUDIO MATERIALS, AUDIOVISUAL

MATERIALS, AND GRAPHIC MATERIALS.

Educationally Disadvantaged Children: As defined for Federal compensatory education programs, those children

who have need for specific assistance so that their level of educational attainment may be raised to that which is

appropriate for children of their age. The term includes children who are disabled and/or whose needs for such

special educational assistance result from poverty, neglect, delinquency, or cultural or linguistic isolation from the

community at large.

EEO: See EQUAL EMPLOYMENT OPPORTUNITY.

Eligible: A person who has successfully met required qualifications necessary to hold a particular position, class of

positions, receive a service, or participate in a program.

Eligible List: A listing of individuals qualified to fill a position.

Emergency Administrative Leave, Full-Day: When full-day emergency leave is announced, schools and offices

will be closed. No pre-arranged leave (sick, annual, personal, etc.) will be charged. Under certain conditions and

for some groups of employees, the time may have to be made up. If the full day emergency administrative leave is

announced so late that some employees have already arrived at their job sites, they will be sent home and

compensated in accordance with the Fair Labor Standards Act.

Emergency Administrative Leave, Less-Than-Full-Day (Delayed Opening and Early Closing): If emergency

conditions exist at the beginning of the workday or develop after the workday has begun, employees may be granted

less-than-full-day administrative leave. All prearranged leave (sick, annual, personal, etc.) will be charged in its

entirety, regardless of the unexpectedly shortened day. No makeup time is required of any employee(s) for

less-than-full-day administrative leave under emergency conditions.

Emergency Contact: An individual who is to be notified in the event of an emergency involving a staff member.

Employee Benefit: Any type of compensation: 1) provided in a form other than direct wages; and 2) paid for in part,

in kind, or in whole by the employer, even if provided by a third party (e.g., the government, a labor union, an

insurance company, or a health maintenance organization). Benefits may or may not be required by law. These

include employer contributions to Social Security, Medicare, unemployment insurance, worker's compensation

insurance, and retirement funds.
Glossary

172

Employee Benefit Carrier: An organization or institution that administers benefit plans or services to a staff

member.

Employee Benefit Contributor: An individual or organization that donates monetary, in-kind, or other types of

contributions to an employee's benefit plan.

Employer: A business, firm, institution, or other organization for whom an individual works (including

self-employment) in return for financial or other compensation.

Employment Permit: A type of legal certificate sometimes called a "work permit," authorizing youths to engage in

certain types of work before they have reached the age of unrestricted employment.

Equal Employment Opportunity: Title VII of the 1964 Civil Rights Act provides that all employment decisions

should be made without regard to race, national origin, age, sex, religion or handicapping condition(s).

Equipment: Any instrument, machine, apparatus, or set of articles which: 1) retains its original shape and

appearance with use; and 2) is non-expendable (i.e., if the article is damaged or some of its parts are lost or worn

out, it is usually more feasible to repair it than to replace it with an entirely new unit.)

Essential Function: A term used in the Americans with Disabilities Act (ADA) which the Equal Employment

Opportunity Commission (EEOC) defines as the fundamental job duties of the employment position the individual

with a disability holds or desires. This term does not include the marginal functions of a position.

Evaluator: An individual responsible for performing a systematic evaluation of specified aspects, conditions, or

progress of an individual including his or her professional, credential, physical, emotional, psychological, and

economic status. Results may include recommendations for providing or not providing specific treatment or support

to the individual.

Evaluation: The process of ascertaining or judging the quality, value, or amount of an activity or an outcome by

systematic appraisal of previously specified data in light of the particular circumstance and established goals and

objectives.

Expenditures: Charges incurred, whether paid or unpaid, which are presumed to benefit the current fiscal year.

Extended-day Session: A school day with separate times for different groups of pupils to start and end their

sessions in the same school plant; e.g., high schools juniors and seniors begin their session at 7:30 a.m. and the

freshmen and sophomores begin their session at 8:30 a.m., the session for the juniors and seniors ending one hour

prior to the time when the session ends for the freshmen and sophomores.

Extended School Day: The part of the calendar day, following the daily session, when school-related activities and

recreation are provided to students by the school.

Extended Sick Leave: Employment status in which the employee is placed in an extended sick leave code to allow

a temporary replacement to be hired and charged to the position.

Extension Work: Instructional activities other than those connected with the instruction of students on the campus.

Extension work includes correspondence study, classes for part-time students off the campus or at unusual hours on

the campus, and similar instructional arrangements.

External Applicant: An applicant for a position who is not currently employed with an organization or has never

been employed by the institution.

Extra-state Jurisdictions: Areas under the jurisdiction of the United States including American Samoa, Guam,

Puerto Rico, the Northern Mariana Islands, the Virgin Islands, and other areas.
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F

Facility: A piece of land, a building site, a building, or part of a building owned by and/or used for activities of an

organizational unit such as a school or system.

Fact Finding: A formal step in the grievance or appeal process usually carried out by a neutral party which involves

the identification, analysis, and evaluation of issues in dispute and a recommended plan for settlement.

Fair Labor Standards Act (FLSA): Legislation originally enacted by Congress in 1938 which establishes

requirements with respect to minimum wage, overtime compensation, and record keeping.

Field Length: In data processing, the units of space allowed on a disk, drum, tape, tabulating card, or other device

used to record data for a particular item of information.

Financial Accounting: The recording and reporting of activities and events affecting the money resources of an

administrative unit and its program. Specifically, it is concerned with 1) determining what accounting records are to

be maintained, how they will be maintained, and the procedures, methods, and forms to be used; 2) recording,

classifying, and summarizing activities or events; 3) analyzing and interpreting recorded data; and 4) preparing

statements which reflect conditions as of a given date, the results of operations for a specific period, and the

evaluation of status and results of operations in terms of established objectives.

First-Professional Degree: A degree that signifies completion of the academic requirements for beginning practice

in a given profession, and is based on a program requiring at least two years of college work prior to entrance and a

total of at least six academic years of college work to complete the degree program, including both prior-required

college work and the professional program itself. First-professional degrees are awarded in fields such as dentistry

(D.D.S. or D.M.D.), medicine (M.D.), optometry (O.D.), osteopathic medicine (D.O.), podiatry (Pod.D. or D.P.) or

podiatric medicine (D.P.M.),veterinary medicine (D.V.M.), general law (LL.B. or J.D.), and general theological

professions (B.D., M.Div., Rabbi, or other first-professional degree).

Fiscal Period: Any period at the end of which an agency determines its financial condition, the results of its

operations, and closes its books. It is usually a year, although not necessarily a calendar year. The most common

fiscal period for schools and systems is from July 1 through June 30.

Fiscal Services: Activities involved with managing and conducting the fiscal operation of an organization. This

includes budgeting, receiving and disbursing, financial accounting, payroll, internal auditing, and purchasing.

Fixed Assets: Land, buildings, machinery, furniture, and other equipment that the school or system intends to hold

or continue to use over a long period of time. "Fixed" denotes probability or intent to continue use or possession,

and does not indicate immobility of an asset.

FLSA: See FAIR LABOR STANDARDS ACT.

Food Services: Activities involved with the food services program of the school or system. This includes preparing

and serving regular and incidental meals, lunches, or snacks in connection with school activities, and delivery of

food.

Fringe Benefits Expenditures: Cash contributions in the form of supplementary or deferred compensation, other

than salary. This term excludes the employee's contribution.

Full-day Session: A school session which contains at least the minimum number of hours recommended by the state

education agency for a full day of attendance in a given elementary or secondary grade other than kindergarten or

pre-kindergarten.

Full-time Employee: An employee who works an established number of contract/work days per year for a full day

(100 percent of the time required for the position).
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174

G

General Educational Development (GED) Test: A battery of tests taken by an individual who has attained a

state-approved age and who did not graduate from high school which measures the extent to which their past

experiences (in-school and out-of-school) have contributed to the knowledge, skills, and understandings ordinarily

acquired through a high school education. Certificates of high school equivalency or diplomas are issued by most

state departments of education for the successful completion of the Tests of General Educational Development. See

HIGH SCHOOL EQUIVALENCY EXAMINATION..

Graduate: An individual who has received formal recognition for the successful completion of a prescribed

program of studies.

Grandfathered: A benefit plan by which an individual maintains the right to receive benefits, income, or other

treatment by an employer that was appropriate when he/she was hired, but which has subsequently been changed for

more recently hired employees.

Graphic Materials: Materials for viewing without sound. The materials may or may not be projected or magnified.

They include art originals, art prints, art reproductions, slides, transparencies, filmstrips, photographs, pictures,

postcards, posters, and study prints.

Grievance: A difference or dispute between an employee and the school board or its supervisory representatives

with respect to the applications of the school board's policies, rules, and regulations as they affect the work activity

of such employees. The grievance shall not refer to any matter on which the school board is without authority to act.

H

Half-day Session: A school session which contains the minimum number of hours recommended by many state

education agencies for kindergarten or pre-kindergarten instruction, when the length of this session approximates

half the number of hours recommended for a full-day session in other elementary grades. Kindergarten and prekindergarten students attending a half-day session are in membership for the full day. However, for purposes of

obtaining statistical comparability only, ratios involving these students are computed as though they were in

membership for a half-day. See FULL-DAY SESSION.

High School Diploma: A formal document certifying the successful completion of a prescribed secondary school

program of studies. In some states or communities, high school diplomas are differentiated by type such as an

academic diploma, a general diploma, or a vocational diploma.

High School Equivalency Examination: An examination, approved by a state department of education or other

authorized agency, intended to provide an appraisal of the student's achievement or performance in the broad

subject-matter areas usually required for high school graduation. The Tests of General Educational Development

(GED) are the most widely recognized high school equivalency examination. See Tests of General Educational

Development (GED).

High School Post Graduate: A student who, after graduating from high school (grade 12) or completing a high

school equivalency credential, enters or continues attending a secondary school for additional school work or

preparation. Also known as Grade 13.

Hold on Step: Placing a hold on an employee's step increase so that it will not be automatically increased.

Home Study: A method of instruction designed for students who live at a distance from the teaching institution.

Instructional materials, in structured units of information, are provided to the student through various media.

Students are assigned exercises for practice, and examinations to measure achievement, which are to be submitted to

the teaching institution for evaluation, grade assignment, and the earning of credit.

Homebound Student: A student who is unable to attend classes and for whom instruction is provided at home by a

teacher.
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175

Homeroom: The room or other space where a school staff member meets with a group of students during their

homeroom period. See HOMEROOM PERIOD.

Homeroom Period: A portion of a daily session, in a departmentalized or semi-departmentalized instructional

organization, during which a teacher and a group of students meet primarily for purposes of checking attendance,

making announcements, and attending to other administrative details. See HOMEROOM.

Hospital Instruction: Formal instruction provided in a hospital, sanatorium, or convalescent home.

Hourly Paid Employee: Those employees hired with no specific number of contracted work days. These

employees are hired to work on an "as needed" basis and receive no employee benefits.

Hourly Rate of Pay: The rate of hourly payment stipulated in the salary scale from which the employee is paid.

Hours Change: Change in the number of hours an employee works each day/week with no change in employment

status.

I

IDEA: Individuals with Disabilities Education Act. Public Law (P.L.) 105-17. (Formerly called Education of the

Handicapped Act P.L. 91-230.)

Immediate Family: An individual's family unit including his or her son, daughter, mother, father, brother, sister,

and other close relatives by blood, adoption, or marriage.

Immediate Supervisor: An individual who occupies the first level of responsible supervision over a position, and

who ordinarily assigns tasks, gives instructions, and reviews finished work of the position.

Incomplete High School: A secondary school which offers less than four full years of work beyond grade eight in a

school system that is organized in such a manner that grades kindergarten and first through eighth constitute the

elementary grades. This is sometimes called a "truncated high school."

Increments, Annual: An annual salary (step) increase for qualified individuals who have met job and time in grade

requirements.

Increments, Longevity: An increase in compensation established in the compensation plan as a reward for length of

service.

Incumbent: An individual who currently occupies a position.

Independent American Overseas School: An elementary or secondary school located outside the United States

and its outlying areas which: 1) follows basically a U.S.-type curriculum, 2) uses English as the primary language of

instruction, and 3) has a large proportion of U.S. citizens in its student body and staff.

Individualized Education Program (IEP): A written statement for each child with a disability that is developed,

reviewed, and revised in accordance with this section and that includes: 1) a statement of the child’s present levels

of educational performance 2) a statement of measurable annual goals, including benchmarks or short-term

objectives 3) a statement of the special education and related services and supplementary aids and services to be

provided to the child, or on behalf of the child, and a statement of the program modifications or supports for school

personnel that will be provided for the child 4) an explanation of the extent, if any, to which the child will not

participate with nondisabled children in the regular class and in the activities described in the clause 5) a statement

of any individual modification in the administration of State of districtwide assessments of student achievement that

are needed in order for the child to participate in such assessment 6) the projected date for the beginning of the

services and modifications, and the anticipated frequency, location and duration of those services and modifications
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176

7) a statement of how the child’s progress toward the annual goals will be measured and how the child’s parents will

be regularly informed.

Individualized Family Service Plan (IFSP): A written plan for providing early intervention services to a child (and

his or her family) eligible under the Individuals With Disabilities Act (IDEA-Part C). The plan must include 1)

information about the child’s status 2) family information 3) outcomes 4) early intervention services and other

services 5) dates and duration of services.

Individualized Learning Program (ILP): An instructional plan tailored for an individual student that serves as a

framework for achieving both instructional requirements and personal objectives.

Infants and Toddlers with Disabilities: Individuals from birth through age two who need early intervention

services because they: 1) are experiencing developmental delays as measured by appropriate diagnostic instruments

and procedures in one or more of the following areas: cognitive development, physical development including

vision and hearing, communication development, social or emotional development, or adaptive development; 2) are

diagnosed physical or mental condition that has a high probability of resulting in developmental delay. This term

may also include, at a state's discretion, children from birth through age two who are at risk of having substantial

developmental delays if early intervention services are not provided. (as defined by Individuals with Disabilities

Education Act.)

Institution for Delinquent Children: As defined for Federal compensatory education programs, a public or private

non-profit residential facility which is operated primarily for the care of children and/or youth who have been

adjudicated to be delinquent for an indefinite period of time or for a period of time other than one of short duration.

This term also includes adult correctional institutions in which children are placed.

Institution for Neglected Children: As defined for Federal compensatory education programs, a public or private

non-profit residential facility (other than a foster home) which is operated primarily for the care of at least ten

children and/or youth who have been committed to the institution, or voluntarily placed in the institution, and for

whom the institution has assumed or been granted custodial responsibility pursuant to applicable state law, because

of the abandonment or neglect by, or death of, parents or individuals acting in the place of parents.

Instruction: The activities dealing directly with students and/or with improving the quality of student learning.

Instruction may be provided for pupils in a school classroom, in another location such as a home or hospital, and

other learning situations such as those involving cocurricular activities; it may also be provided through some other

approved medium such as television, radio, telephone, and correspondence.

Instruction by Correspondence: Approved instruction, usually received by the student outside the school plant,

which provides for the systematic exchange between teacher and student of materials sent by mail.

Instructional Level: An indication of the general nature and difficulty of instruction provided throughout a course.

Insurance: A system of protecting loss in which a number of individuals agree to pay certain sums periodically for a

guarantee that they will be compensated under stipulated conditions for any specified loss by fire, accident, death,

illness, etc.

Intermediate Administrative Unit: An administrative unit smaller than the state which exists primarily to provide

consultative, advisory, administrative, or statistical services to local education agencies, or to exercise certain

regulatory functions over local education agencies. An intermediate unit may operate schools and contract for school

services, but it does not exist primarily to render such services. Such units may or may not have taxing and bonding

authority. Where there is a supervisory union board, the union is included as an intermediate unit.

Internal Applicant: A current employee who is are seeking, through the application process, a change in position

within an organization.
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J-K

Job-Entry Level of Employment: A level of employment in which an individual may be placed on the basis of his

education and training, without previous related work experience.

Junior College: A postsecondary institution which offers the first two years of college instruction, frequently

confers an associate's degree, and does not confer a bachelor's degree. The term "junior college" is often used

interchangeably with the term "community college." See COMMUNITY/JUNIOR COLLEGE.

L

Laboratory: A learning environment where students work in an individual manner or as part of a group study in a

particular subject-matter area, often in the sciences, involving the practical application of theory through

observation, experimentation, and research. In the case of foreign language instruction, learning occurs through

demonstration, drill, and practice. This applies also to the study of art and music, though such activities may be

conducted in a studio.

Laboratory, Model, or Practice School: An elementary or secondary school run by an institution of higher

education. Its primary purpose is provide clinical experience in a controlled setting to prospective teachers attending

the college or university.

Layoff: Separation of an employee from a position to which he or she was appointed as a result of abolition of a

position, lack of work, or lack of funds; the employee may have recall rights for a certain period of time under

certain conditions.

Least Restricted Element (Service Setting): The location where a special education program is provided. This

location is one of the following: regular class placement, resource room placement, separate class placement, public

separate school placement, private separate school placement, public residential placement, private residential

placement, or home/hospital placement

Leave of Absence (LOA): A pre-approved absence for an extended length of time allowed by policy and regulation.

Library: An organized collection of printed, microform, and audiovisual materials which: 1) is administered as one

or more units; 2) is located in one or more designated places; and 3) makes printed, microform, and audiovisual

materials as well as necessary equipment and services of a staff accessible to students and faculty. This includes

units meeting the above definition which are part of a learning resource center.

Limited English Proficient (LEP) Student: An individual who has a language background other than English, and

whose proficiency in English is such that the probability of his or her success in an English-only environment is

below that of a successful peer with an English language background.

LOA: See LEAVE OF ABSENCE.

Local Education Agency (LEA): A public board of education or other public authority legally constituted within a

state for either administrative control or direction of, or to perform service functions for public elementary or

secondary schools in 1) a city, county, township, school district, or other political subdivision of a state; 2) such

combination of school districts or counties a state recognizes as an administrative agency for its public elementary or

secondary schools; 3) any other public institution or agency that has administrative control and direction of a public

elementary or secondary school; and 4) any other public institution or agency that has administrative control and

direction of a vocational education program.

Longevity Increments: An increase in compensation established in the compensation plan as a reward for length of

service.
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178

M

Major: A concentration of semester hours of college credit representing major specialization in a field of study.

The number of college credits constituting a major is usually specified in state certification requirements.

Major Duty: Any duty or responsibility, or group of closely related duties or responsibilities, of a position which: 1)

occupies a significant amount of the employee's time (15 percent or more); 2) is a distinguishing characteristic; and

3) is considered essential to the position and includes fundamental tasks of the position.

Marginal Function: Any duty or task of a job position not considered fundamental, i.e., not essential.

Master's Degree: An award that requires the successful completion of a program of study of at least the full-time

equivalent of one, but not more than two academic years of work after a bachelor's degree.

Matai Name: In Samoa, the name of the head of the household or family which is different from the name of the

father. This name is assumed when an individual takes over responsibility for a family upon the death or disability

of the father (or other provider).

Maximum Class Size: The maximum number of students allowed in class before another staff member must be

hired.

Measure: A unit of measurement to which reference may be made for purposes of description, comparison, and

evaluation. Many measures are obtained by computation involving one or more items of information.

Membership: The period of time a student's name is on the current roll of a class or school, regardless of his or her

being present or absent. The membership of a class or school is the number of students on the current roll as of a

given date. This may be obtained by a simple count or by adding the total number present and the total number

absent.

Mentor: An individual possessing expert knowledge, skill, or experience who is assigned to provide practical

support and advice to an individual seeking to develop his or her own abilities in a field or profession.

Migrant Education Program: A program of instruction and service for those students who move periodically with

their families from one school district to another in order that the student and/or a parent/guardian or other member

of the immediate family may secure seasonal employment.

Migratory Worker: An individual whose primary employment is on a seasonal or other temporary basis, for

agricultural or fishery work, and who establishes a temporary residence, with or without his or her family, for the

purpose of such employment.

Minimum Permissible Class Size: The smallest number of students to be assigned to a class of a given type, below

which the class may be canceled.

Minimum Wage: The minimum hourly wage to be paid to employees as designated by the U.S. Department of

Labor.

Minor: A concentration of semester hours or quarter hours of college credit representing a specialization (but not

major specialization) in a field of study. The number of college credits constituting a minor is usually specified in

state certification requirements.

Minor Duty: Any duty or responsibility, or group of closely related duties or responsibilities of a position which

occupies less than 15 percent of an employee's time, but is considered essential to the position unless otherwise

indicated on a position description.

Monitoring System: A set of procedures and programs for a computerized information system that are designed to

check recorded or transmitted signals in the process of imputing or retrieving information from data files.
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179

Monthly Paid Employee: Any designated employee who is paid once a month.

N

Negative Time and Attendance: A method of collecting time and attendance information that requires reporting

only the time that an employee is absent from work.

Non-credit Course: A course or activity having no credit applicable toward a degree, diploma, certificate, or other

formal award. See CREDIT.

Non-educational Institution: A hospital, sanatorium, convalescent home, mental health clinic, orphanage,

corrective institution, or other institution whose primary function is other than that of a school.

Non-district School or Facility: A public or private school or facility that provides instruction or services which are

not provided by the local education agency. This includes regional service agencies that provide administrative or

special services to local education agency students.

Non-graded Class: See UNGRADED CLASS.

Non-renewal: Action by an employer in which a contract for the succeeding year is not offered to an employee

currently in a probationary status.

No Year Level: In college, a designation for the status of a student who has previously earned a degree or who is

not enrolled in a degree program.

O

Occupational Program: An instructional program or course of study consisting of a sequence of related courses

designed to provide a student with sufficient knowledge and skills to perform in a specific occupation.

Occupationally-specific Program: An instructional program or course of study, below the bachelor's level,

designed to prepare individuals with skills and training required for employment in a specific trade, occupation, or

occupational area in a related occupational field.

Operational Unit: A separately budgeted subdivision of an organization established to carry out a major objective

or group of objectives, such as a school, a transportation unit, or an athletic department.

Organizational Chart: A two-dimensional graphic display showing the interrelationships of positions and functions

within an organization.

Organization Membership: An honorary, cultural, professional, or civic institution, organization, or group in

which an individual holds membership or participates.

Outlying Areas: See EXTRA-STATE JURISDICTIONS.

Overfill: The appointment or assignment of an individual to a position at a grade level higher than that authorized

for the position.

Overstaff: A condition, which exists when the number of full-time employees and/or full-time equivalent

employees in an organizational unit exceeds the number of, authorized positions; an employee is assigned to an

unauthorized position by exception.

Overtime Eligibility Change: An indication of an employee who was eligible for overtime compensation in a

position, and is moved to one in which he/she is not eligible for overtime, or vice versa.
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180

Overtime Pay: Compensation paid to an eligible employee for work performed in excess of the established number

of hours an employee is expected to work over a given period of time (e.g., 35 or 40 hours per week). One of the

most common ways to compute overtime pay rate is 1 and 1/2 times the regular rate of pay for eligible employees.

P

Part-time Employee: An employee who works an established number of contract/work days per year for less than a

full day.

Pension System: A free retirement plan whereby persons leaving service in an organizational unit such as a school

or system because of age, disability, or length of service receive payments from funds to which they have not

contributed. Payments may be either in a lump sum or in the form of an annuity.

Performance Evaluation System: An evaluation procedure which provides for systematic communication (both

oral and written) between the supervisor and employee outlining expectations and training to fulfill job

responsibilities as they relate to established written standards for the employee's position, as prescribed by the

regulation.

Permanent Position: A position authorized by the school board without intent of limitation unless so stipulated by

the school board.

Personal Record: A record of an employee (computerized or paper) which contains personal information (i.e.,

address, birthday, etc.) provided by the employee for use by the employer for personnel or payroll determinations.

Position Description (PD): An official written statement of the major duties, responsibilities, and supervisory

relationships of a position.

Positive Time and Attendance: A method of collecting time and attendance information which requires reporting

either absence or attendance for each workday for each employee.

Post-Baccalaureate Certificate: An award that requires completion of an organized program of study requiring 18

semester credit hours beyond the bachelor's; designed for person's who have completed a baccalaureate degree, but

do not meet the requirements of academic degrees carrying the title of master.

Post-Master's Certificate: An award that requires completion of an organized program of study of 24 semester

credit hours beyond the master's degree, but does not meet the requirements of academic degrees at the doctor's

level.

Postsecondary Award, Certificate, or Diploma (At least one, but less than two academic years): Requires

completion of an organized program of study at the postsecondary level in at least one year, but less than two

full-time equivalent academic years, or designed for completion in at least 30, but less than 60 credit hours, or in at

least 900, but less than 1,800 contact hours.

Postsecondary Award, Certificate, or Diploma (At least two, but less than four academic years): Requires

completion of an organized program of study at the postsecondary level in at least two, but less than four full-time

equivalent academic years, or designed for completion in at least 60, but less than 120 credit hours, or in at least

1,800, but not more than 3,600 contact hours.

Postsecondary Award, Certificate, or Diploma (Less than one academic year): Requires completion of an

organized program of study at the postsecondary level in less than one academic year (two semesters or three

quarters) or in less than 900 contact hours by a student enrolled full time.

Postsecondary Education: The provision of a formal instructional program whose curriculum is designed primarily

for students who are beyond the compulsory age for high school. This includes programs whose purpose is

academic, vocational, and continuing professional education, and excludes avocational and adult basic education

programs.
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181

Private, Non-Religiously-Affiliated School: An institution that is operated by a non-governmental, non-religious

group or organization.

Private, Religiously–Affiliated School: An institution that is affiliated with and operated by a non-governmental,

religious group or organization.

Probationary Period: A period of time in which one's ability to meet requirements is tested in a particular position

until it is certain that the employee is capable of performing job activities and assignments.

Professional Development Activity: A planned structural process through which an individual improves his or her

job-related knowledge, skills, or attitude. The process enables an employee to grow within a profession or

organization or to attain an initial or additional credential.

Professional Position: A position involving work that is based on established principles of a profession or science

and that requires professional, scientific, or technical training or experience equivalent to that represented by

graduation from a college or university.

Program: A combination of courses and/or related activities organized for the attainment of broad objectives as

described by an institution.

Project Area: As defined for federal educational programs, a school attendance area, or combination of school

attendance areas which, because of a high concentration of children or families of specified characteristics, is

thereby designated as an area from which selected children may be served by a particular program.

Promotion: Movement of an employee from a position in one class or job group to another in which the pay grade

and salary are higher for reasons other than length of contract work year, or work days assigned to the position.

Psychometric Data: Assessment data about a student analyzed by the application of mathematical and statistical

methods.

Public Board of Education: The elected or appointed body which has been created according to state law and

vested with responsibilities for educational activities in a given geographic area. Such bodies are sometimes known

as school boards, governing boards, boards of directors, school committees, and school trustees. This definition

includes state boards of education and the boards of intermediate and local basic administrative units and individual

public institutions. See BOARD OF EDUCATION.

Public Institution: An institution whose programs and activities are operated by publicly elected or appointed

school officials and which is supported primarily by public funds.

Public Record: A record which by law, regulation, or custom is generally available to the public at large, or to

segments of the public having a legitimate reason for reviewing the record.

Q

Qualifications: The minimum educational, experience, and personal requirements which must be fulfilled by a

person preliminary to appointment or promotion.

R

Recall: The process of reinstating an employee or a former employee who has been displaced or laid-off.

Recall Rights: The rights and procedures pertaining to rehiring a former employee delineated in regulations

applicable to each occupational group of employees who have been laid off or displaced.
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182

Reclassification: An allocation of a position from its current active class to a different active class.

Recruiter: An individual or organization responsible for identifying and/or selecting prospective employees to fill

vacant positions in a company.

Redline: A procedure that allows an eligible full-time employee, who is moved to a position of shorter length

contract year, and/or a position at a lower pay level for reasons other than voluntary demotion or transfer, question

of competence, or as a disciplinary procedure, to be compensated at the level of pay applicable to the position held

prior to the redline action.

Reduction-in-Force: An administrative action taken to reduce the number of staff or positions in an organization.

Re-employment: Hiring a person who has previously held, but does not currently hold, a position in an

organization.

Register of Eligible Candidates: A list of candidates for a position who were interviewed and found to be eligible

for a general vacancy position.

Regrade: Changing the grade level to increase compensation or adjust misalignment for an active class without a

significant change in duties or responsibilities. This is normally done to competitively recruit specific types of

employees.

Regular Rate of Pay: The rate of pay to be utilized for the calculation of overtime pay in accordance with FLSA

requirements. The regular rate is derived by dividing the total amount of eligible pay for the work period (including

the hourly rate and shift differential) by the number of hours expected to be worked during the work period.

Rehire: Reappointment of a former employee who had regular status and was separated in good standing, but did

not retire, after a break in service of more than one calendar year to the position or class formerly held.

Reinstatement: Reappointment of a former employee who had regular status and was separated in good standing,

but did not retire, after a break in service of less than one calendar year to the position or class formerly held.

Related Services: Transportation and such developmental, corrective, and other supportive services as are required

to assist a child with disabilities to benefit from special education, including speech pathology and audiology,

psychological services, physical and occupational therapy, recreation, early identification and assessment of

disabilities in children, counseling services including rehabilitation counseling, orientation, and mobility services,

and medical services for diagnostic or evaluation purposes. The term also includes school health services, social

work services in schools, and parent counseling and training.

Reorganization/Restructuring: The planned elimination, addition, or redistribution of functions and duties and/or

redesign of positions within an organization.

Report: A collection of information that is prepared by a person, unit, or organization for the use of some other

person, unit, or organization.

Researcher: An individual who is responsible for evaluating programs or conducting research activities to describe

the status of schools and staff; or others with analytical responsibilities regardless by whom the activities are

sponsored.

Residential School: An institution in which students are boarded and lodged as well as taught.

Residential School for Special Education: A residential school providing a program of education for disabled

students.

Resignation: Formal action taken by an employee by which the employee submits, in writing, to a predetermined

authority, his/her notification of discontinuance of services to an organization.
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183

Responsibility: A classification factor reflecting the extent of supervision received, supervision exercised, and

authority of a particular position.

Restoration: A return to a position in a class in which status was formerly held and where there has been no break

in service.

Retirement: Formal action taken by an employee by which the employee submits, in writing, to the proper

authority, his/her notification of discontinuance of service to an organization after becoming vested in a retirement

system.

RIF: See REDUCTION-IN-FORCE.

Roll: A list of names for checking attendance.

S

Sabbatical/Study: Leave authorized for a specified period of time for which an employee receives a partial salary

payment.

Salary: The total amount regularly paid or stipulated to be paid to an individual, before deductions, for personal

services rendered while on the payroll an organization.

Salary Change: A generic term used to describe any change in an employee's pay status.

Salary Scale Adjustment: Modification in the dollar amounts in a salary scale approved by the organization.

Scale: A compensation plan that defines salaries to be paid to a particular group of employees.

Scheduled Hours: The number of hours that an employee is scheduled to work each pay period for the position

occupied.

School: An institution that provides preschool, elementary, and/or secondary instruction; has one or more grade

groupings or is ungraded; has one or more teachers to give instruction and care; is located in one or more buildings;

and has an assigned administrator(s).

School Board: See BOARD OF EDUCATION.

School Bus: A passenger motor vehicle which is designed or used to carry more than ten passengers in addition to

the driver and is likely to be primarily used for transporting students to and from school.

School Day: That part of a calendar day when school is in session.

School District: A term used synonymously with the term "local basic administrative unit." See Local Education

Agency (LEA).

School Fiscal Year: See SCHOOL YEAR.

School Holiday: A day on which school is not conducted either because of legal provisions or because of

designation by the board of education as a holiday. Since such days are not considered as days in session, students

and staff are considered as being neither present nor absent on school holidays.

School Plant: The site, buildings, and equipment constituting the physical facilities used by a single school or by

two or more schools sharing the use of common facilities.

School Site: The land and all improvements to the site, other than structures, such as grading, drainage, drives,

parking areas, walks, plantings, play-courts, and play-fields.
Glossary

184

School System: The representation of the education system as a whole, including schools, school districts and other

local administrative units (such as dioceses), intermediate agencies (such as regional service centers), state education

agencies, and the United States Department of Education. Included in the system are both public and private

schools and administrative agencies.

School Year: The 12-month period of time denoting the beginning and ending dates for school accounting purposes,

usually from July 1 through June 30. This sometimes is referred to as the "school fiscal year."

SEDCAR (Standards for Education Data Collection and Reporting): A report, published by NCES in 1991, that

sets forth principles that represent the best practice in the collection, processing, analysis, and reporting of education

statistics.

Separation: A generic term for leaving employment.

Service-Learning: A learning activity: 1) under which students learn and develop through active participation in

thoughtfully organized service experiences that meet actual community needs and that are coordinated in

collaboration with the school and community; 2) that is integrated into the students' academic curriculum or

provides structured time for a student to think, talk, or write about what the student did and saw during the actual

service activity; 3) which provides students with opportunities to use newly acquired skills and knowledge in

real-life situations in their own communities; and 4) that enhances what is taught in school by extending student

learning beyond the classroom and into the community and helps to foster the development of a sense of caring for

others.

Service Seniority: A ranked order of employees based on the length of time (discounting leave) that an individual

has held a position or number of positions within an organization.

Shift Differential: An additional hourly pay rate based on the morning, evening or night shift worked.

Sick Leave Bank: A system which records employee-donated days of sick leave for use by employees to continue

salary payments during extended periods of illness or other approved circumstances.

Sick Leave Bank (Hours Only): An employee who has qualified for sick leave bank payments for a specified

number of hours.

Significant Other: An important individual who plays a major role in the life of a subject in addition to the subject's

spouse or close relatives or in lieu of a spouse or close relative.

Special Education Program: Specially designed programs, at no cost to the parent/guardian, that meet the needs of

a child with disabilities including classroom instruction, instruction in physical education, home instruction, and

instruction in hospitals and institutions. The term also includes speech pathology, or any other related service, if the

service consists of specially designed instruction at no cost to the parent/guardian and meets the unique needs of a

child with disabilities, and is considered "special education" rather than a "related service" under state standards.

The term also includes vocational education if it consists of specially designed instruction, at no cost to the

parent/guardian, which meets the unique needs of the child.

Staff Accounting System: A system for collecting, computing, and reporting information about staff of an

organization.

Staff Development: The temporary assignment of an employee to a position, course, or experience for purposes of

professional growth.

Staff Member: An individual who performs specified activities for any public or private education institution or

agency that provides instructional and/or support services to students or staff at the early childhood level through

high school completion. For example, this includes: 1) an "employee" who performs services under the direction of

the employing institution or agency, is compensated for such services by the employer, and is eligible for employee

benefits and wage or salary tax withholdings; 2) a "contractor" or "consultant" who performs services for an
Glossary

185

agreed-upon fee, or an employee of management service contracted to work on site; 3) a "volunteer" who performs

services on a voluntary and uncompensated basis; 4) an in-kind service provider; or 5) a businessperson or

independent contractor working at a school site.

Standard: Something established for use as a rule or basis of comparison in measuring or judging capacity,

quantity, content, extent, value, quality, etc.

Standard Operating Procedure (SOP): A set of detailed instructions to be followed when performing a task.

State Education Agency: The organization established by law for the primary purpose of carrying out at least a part

of the educational responsibilities of the state. It is characterized as having statewide jurisdiction and may be

composed of a state board, chief executive officer, and staff. Some state education agencies may lack one, two, or

three of these elements, but in any case there must be either a board or a chief executive officer. The term

"commission" is sometimes used synonymously with "board."

Step: A series of incremental levels in a pay grade, job group, salary lane, or salary schedule.

Step Decreased - Experience Verified: An employee's pay step is decreased due to the receipt of previous

experience verification that shows the actual years of experience lower than originally stated on their application.

Step For Study: An employee is granted an additional step on the salary scale for completing requirements while on

study leave.

Step Increased - Experience Verified: An employee's pay step is increased due to the receipt of previous

experience verification that show the actual years of experience higher than originally stated on their application.

Subordinate: A designation for those employees or positions supervised.

Supervision Exercised: A classification factor indicating: 1) the kind and extent of a position's supervisory and

personnel management authority, the manner in which it is exercised, and the degree of its completeness and

finality; and 2) the volume of supervisory and management responsibility as indicated by the total number of

subordinates under control of the position.

Supervision Received: A classification factor indicating the nature and degree of administrative and/or technical

supervision or lead direction exercised by higher authority over an employee in a position.

T

Taxonomy: The hierarchy of an organization.

Technical Institute: An institution, or a division of an institution, offering instruction primarily in one or more of

the technologies.

Temporary Personnel: An employee paid on an hourly basis and who works on an "as needed" basis.

Termination: Generic term for an action taken by an organization to remove an employee from employment.

Tests of General Educational Development (GED): See GENERAL EDUCATIONAL DEVELOPMENT (GED)

TEST.

Title 1 Program: Instructional and support services offered to children who are: 1) educationally disadvantaged; 2)

neglected or delinquent; 3) migrant; or 4) participating in a school-wide chapter 1 project. Chapter 1 services must

supplement, not supplant, those services normally provided with state and local education agency funds.

Trainee: An individual performing assigned tasks under the close guidance and instruction of an expert or

experienced practitioner.
Glossary

186

Transcript: An official record of student performance showing all schoolwork completed at a given school and the

final mark or other evaluation received in each portion of the instruction. Transcripts often include an explanation of

the marking scale used by the school.

Transfer: An employee transferring from one group of personnel to another group without a change in grade.

U

Underfill: The appointment or assignment of an individual to a position at a pay grade lowers than authorized for

the position.

Ungraded Class: A class that is not organized on the basis of grade grouping and has no standard grade designation.

This includes regular classes that have no grade designations, special classes for exceptional students which have no

grade designations, and many adult/continuing educational classes. Such a class is likely to contain students of

different ages who, frequently, are identified according to level of performance in one or more areas of instruction

rather than according to grade level or age level. Ungraded classes sometimes are referred to as "non-graded."

Universal Birth Number: An identification number assigned to an individual by the Bureau of Vital Statistics of a

state, using a combination of digits representing area code, birth registration number, and year of birth.

V

Vacancy: A position that has no incumbent. It can be the result of a newly established position or been rendered

vacant by separation of the previous incumbent from the position.

Vaccine: A preparation introduced into the body to produce immunity and protection from a disease.

Vested Retirement Plan: One in which the full amount of the contribution by an organization and by the state and

local government, with accumulations thereon, will be made available as a benefit in case of death while in service

or retirement, and with no forfeiture in case of resignation or dismissal from the institution.

Veteran: An individual who served on active duty as a member of the active Armed Forces of the United States and

was discharged or released therefrom under conditions other than dishonorable. (National Guard personnel and

reservists called to active duty for civil disturbances, disasters, or training for a limited period are not considered

veterans under these guidelines.)

Video Materials: Materials on which both pictures and sound are recorded. Electronic playback reproduces both

pictures and sounds using a television receiver or monitor.

W-X-Y-Z

Wage Continuation: A benefit plan by which an eligible employee receives supplemental payments in order to

guarantee that he/she does not lose income during a prolonged period of work absence caused by injury, sickness, or

other circumstance.

Withholding: The processes of deducting from a salary or wage an amount, specified by law or regulation,

representing the estimated federal or state income tax of the individual that the employer pays to the taxing

authority.

Workday: Scheduled number of hours an employee is required to work per day.

Workload: Production output, in terms of physical items to be accomplished, within a given period of time, to meet

requirements imposed or assumed.
Glossary

187

Work Order: A written order authorizing and directing the performance of a certain task, issued to the person who

is to direct the work. Among the types of information shown on the order are the nature and location of the job,

specifications of the work to be performed, and a job number which is referred to when reporting the amount of

labor, materials, and equipment used.

Work Period: The period during which an employee is scheduled to work.

Work-Study Plan: See COOPERATIVE PROGRAM.

Work week: The seven consecutive day period (e.g., beginning at 12 a.m. Saturday and ending the following Friday

at 11:59 p.m.) during which an employee is scheduled to work.

Work Year: The number of days an employee is expected to work during one fiscal year. The length of the work

year is related to the requirements of the specific position to which the employee is assigned.
188
Index

189

INDEX

This index includes data elements and other terms found in the preceding chapters and glossary, but does not contain

terms found only in the appendices.

A

Academic Team/Knowledge Bowl, 121

Accountability, 165

Accountant, K3

Accounting, viii, x, 7, 12, 14, 16, 165, 173, 184

services, financial, M7

services, property, M7

system, 165

Accreditation officer, K3

Accrediting agencies, 165

Accuracy, 2, 15, 19

Active, 30, 41, 68, 76, 170, 182, 184, 186

duty, 41, 186

Activity

beginning date, 28, 111, 155

cocurricular, 167

code, 28, 119, 156

collaborative, 62

description, 28, 121, 156

ending date, 28, 111, 155

 extra-curricular activities, 95, 108

extra-curricular activity aide, K8

involvement amount, 28, 122, 156

involvement beginning date, 28, 121, 156

involvement ending date, 28, 121, 156

scope of, x, 5, 28, 110, 155

title, 28, 119, 156

Adaptation requirements, special, 24, 46, 138

Address

complete, 26, 29, 146, 150, 155

contact information, 24, 42

electronic mail, 24, 25, 26, 27, 28, 29, 43, 44, 45,

53, 74, 79, 89, 99, 101, 134, 127, 137, 140, 141,

145, 146, 147, 150, 152, 153, 155, 156, 158

permanent, 24, 26, 27, 28, 43, 44, 73, 78, 88, 99,

100, 112, 126, 137, 145, 152, 158

type, 24, 25, 27, 28, 29, 42, 43, 45, 51, 53, 89, 101,

113, 127, 137, 140, 141, 150, 153, 155, 158

Administrative

action, 165

intern, K3

leave, 110, , 124, 171

official, K1

support, K10

supervisory/ancillary services officer, K1

unit, 10, 13, 114, 173, 176, 183

Administrator

knowledge, 75

performance, 75

Admissions officer, 161, K3

Adult

basic education, L6

basic education programs, 180, L6

continuing education, 168, L5

education credit, 61, 65

English as a Second Language, L6

school, 118

Advanced placement, 84, 109

Advertisement, 87

Advisor/Mentor approval, 72

After tax, 102

Age, 84, 131, 165, 167, 170, 171, 172, 174, 176, 180,

186

Agreement, mutual, 130

Agriculture, L3

Alias, 24, 33, 136

Alimony payment, 102

Allergy

aspirin, 46

insect bite, 46

iodine, 46

multiple, 46

penicillin, 46

sulpha, 46

Allowances number, 28, 104, 153

Alpha/Numeric (AN), 134

American

College Testing, 32, 34, 51, 70, 112, 126, 173

Indian or Alaska Native, 11, 35

Americans With Disabilities Act (ADA), 165

Amish, 39

Analyst, K4

Annuity, 131, 180

Answering service, 43, 44, 52, 73, 79, 88, 99, 101,

112, 126

Apartment/Room/Suite number, 24, 25, 42, 51, 137

Applicant, 166

external, 172

internal, 176

Application

date, 27, 89, 150

status, 27, 89, 150

support specialist, functional, K5

Appointment, 43, 44, 52, 73, 79, 88, 99, 101, 112,

126, 166

Appraisal services, M2

Apprentice, 166

Archery, 120

Architecture, K4

engineering services, M13

Area

of emphasis/concentration, 57

of interest, 57
Index

190

Art

and graphic design, 120

club, 121

Asian, 11, 35

Assembly of God, 39

Assessment

code, 26, 74, 146

content, 26, 75, 146

content level, 26, 75, 146

date, 26, 75, 146

information, 26, 74, 146

purpose, 26, 74, 146

score/results, 26, 75, 146

standard indicator, 26, 74, 146

title/description, 26, 74, 146

type, 26, 74, 146

Assignment, vii, 17, 107, 28, 29, 30, 84, 87, 107, 109,

110, 111, 112, 113, 114, 115, 116, 117, 118, 119,

121, 122, 127, 155, 158, 166

appointment, 87

change of, 81, 130

description, 28, 107, 155

information, 28, 107, 155

readiness for greater responsibility, 29, 127, 158

Associate

in applied science degree, 166

in arts degree, 166

in science degree, 166

Associate's degree, 40, 66

Asthma, 46

Athletic

coach, K2

trainer, K4

Athletics, L5

Attendance

and social work, M1, M2

and social work, supervision, M1

negative time, 179

number of days absent, 28, 122, 157

number of days in, 28, 122, 157

officer, K4

positive time, 180

services, M1

status, 28, 104

Audiological services, M4

Audiologist, K4

Audio materials, 166, 171

Audiometrist, K9

Audiovisual

materials, 166, 171

services, M5

Auditing services, internal, M7

Auditor, K4

internal, K5

Authority, appointing, 166

Authorized, field or area, 26

Autism, services for individuals, L1

Automobile, 93

Avocational

interests and skills, 26, 86, 148

programs, 166

B

Baccalaureate

certificate, post, 180

degree, 40, 66

international, 66, 109, L8

Bachelor's degree, 40, 66, 166

Background

check completion date, 26, 27, 71, 89, 145, 150

check description, 26, 27, 71, 89, 145, 150

check type, 26, 27, 71, 89, 145, 150

information, 11, 12, 21, 24, 26, 34, 40, 136, 138

security verification, 71, 72

Badminton, 130

Band, 120

Bank

account type, 28, 103, 153

electronic bank account number, 28, 103, 153

electronic deposit routing number, 28, 103, 153

Baptismal or church certificate, 36

Baptist, 39

Baseball, 120

Basketball, 120

Beeper number, 43, 44, 52, 73, 79, 88, 99, 101, 112,

126

Behavioral management specialist, K2

Beneficiary, 27, 30, 87, 100, 101, 167

Benefit

compensation, 27, 96

contribution, 27, 100, 152

contribution type, 27, 100, 152

contributor type, 32, 113, 167

fringe type, 27, 96, 151

plan, 30, 97, 98, 100, 172, 174, 186

Benefits specialist, K4

Bereavement, 104

Bilingual

aide, K8

education, developmental, L5

education program, L5

special education aide, K8

two-way education, L5

work, 95

Birth certificate, 36, 68, 165

Birthdate, 11, 21, 24, 36, 136

verification, 24, 36, 136

Black or African American, 11, 35

Board of Education, 167, 181

public, 167, 170

secretary/clerk services, M6

services, other, M6

services, supervision, M5
Index

191

treasurer services, M6

trustees member, K1

Boarding School, 167

Bookkeeping accounting/Auditing clerk, K10

Bowling, 120

Boxing, 120

Boy Scouts, 121

Brain injury, traumatic, services for individuals, L3

Brick mason, K11

Broadcasting, 121

Buddhist, 39

Budgeting services, M7

Building

acquisition and construction services, M13

improvement services, M13

services operating, M8

Bus

driver, 10, K12

monitor/crossing guard, K12

type, 30, 90, 157

Business, 26, 50, 54, 79, 119, 121, 146, 167, L4

day, 167

Professionals of America, 121

support services, M6, M8

type, 26, 79, 146

C

Calendar year, 93, 110, 173, 182

Calvinist, 39

Campus

address, 42, 51

minister/chaplain, K4

Candidate, 166

Car, 97

Care and upkeep

of equipment services, M8

of grounds services, M8

Career

aide, K8

development alternatives, 29, 127

development needs, 29, 127, 158

ladder, 166, 167

Carnegie Unit, 169

Carpenter, K11

Case

history, 167

load, 167

Casework coordination, L7

Caseworker, K4

Cashier, K10

Catholic, 34, 39, 51, 70, 112, 114, 126

Cellular number

personal, 43, 44, 53, 73, 79, 88, 99, 101, 112, 126

work, 101, 113, 126

Cement mason, K11

Central support services, M9

Certificate

graduate, 40, 66

of completion, 66

post-master's, 180

Charity, 100

Charter school, 115

Cheerleading, 120

Chess club, 121

Chest x-ray, 45

Child

care giver, K8

care services/extended day, M12

care services (Program)/extended day, L7

care worker, K13

dependent care benefits reimbursement, 102,

support disbursement unit, 102

Chorus, 120

Christian

denominations, 39

scientist, 39

Church-related school, 167

Citizenship

country code, 24, 37, 136

status, 24, 37, 136

City, 24, 25, 36, 42, 52, 136, 137, 140

of birth, 24, 36, 136

Civic activities, 167, M12

Class, 167

active, 165

double session, 170

maximum size, 178

minimum permissible size, 178

number of students in, 28, 118, 156

officer, 120

president, 120

size, 167

Clerk records, K11

Clock-hour, 167, 168

Coaching supplement, 95

COBRA, 97

Cocurricular programs, L5

COLA, 166, 168, 169

Collaborator/peer, 62

College

Board Admission Testing Program (ATP) number,

34, 51, 70, 126

preparatory, L8

Commandant of cadets, K1

Committee, 16, 62, 64

Communication

number, 24, 25, 26, 27, 28, 29, 43, 44, 45, 52,53,

74, 79, 88, 99, 101, 126, 133, 137, 140, 145,

146, 147, 150, 152, 153, 155, 158

number type, 73

status, 24, 25, 26, 27, 28, 29, 43, 44, 52, 73, 78, 88,

99, 101, 112, 126, 137, 140, 145, 146, 147, 150,

152, 155, 158
Index

192

Communications technologies, 58

Community, 7, 50, 54, 100, 113, 118, 119, 121, 168,

177

college, 84, 95, 109, 124, 177, 181

college, junior college educational program, L6

facility, 113

junior college, 7, 118

recreation, 168, L7

recreation services, M12

relations services, M6

school, 168

service education, 168

services, 168

services, operation, M11

services, other, L7, M12

supervision of activities, M12

Compensation

amount, 27, 96, 151

description, 27, 96, 151

eligibility, 27, 96, 151

in-kind, 95

no, 55

type, 27, 95, 151

Compensatory

services for disadvantaged students, L4

time, 97, 104

Complaint

date of, 128

nature of, 128

resolution of, 29, 129, 158

source of, 128

Completion date, 25, 54, 141

Computation, 178

Computer, 74

aide, K8

assisted instruction services, M5

based course, 60, 72

club, 121

operator, K10

programmer, K4

science programming, 116

skills/literacy, 116

systems analyst, K4

technician, K9

Conference, 62

Consultant, 5, 31, 184

Construction laborer, K12

Consumer/learner, 62

Consumer and home-making, L3

Contact

hours, 25, 64, 42, 143

lenses worn, 46

special group empathies, 26, 86, 148

Continuing

education unit (CEU), 32, 61

professional education, 65

Contract

beginning date, 27, 91, 150

days, 27, 92, 150, 168

days of service per year, , 27, 92, 150

ending date, 27, 92, 150

Contracted services, 168,

Contractor, 5, 31, 184

Contractual term, 27, 91, 150

Contribution plan, defined, 97

Cooperative (Work-Study Plan) program, 166

Corrective institution, 168

Correspondence

course, 60, 63

credit, 61, 65

language, 38

Cost savings, 15

Counseling services, 182, M2, L7

Counselor, K3

assistant, K8

rehabilitation, K7

Country

code, 24, 25, 43, 52, 137, 140

name of, 24, 37, 43, 136, 137

of birth code, 24, 37, 136

of birth name, 24, 37, 136

of citizenship, 24

County, 24, 25, 36, 42, 52, 136, 137, 140

of birth, 24, 36, 136

Course, 8, 25, 28, 30, 50, 58, 59, 60, 62, 66, 116, 117,

142, 143, 156, 161, 162, 169

code, 25, 28, 59, 60, 116, 117, 142, 156

code system, 25, 28, 59, 116, 142, 156

computer-based, 117

correspondence, 117

description, 25, 59, 142

instructor provided, 63

title, 25, 28, 59, 117, 142, 156

work taken, 25, 58

Coverage

amount, 27, 98, 152

beginning date, 27, 98, 152

description, 27, 98, 152

ending date, 27, 98, 152

identifier, 27, 98, 152

type, 27, 98, 152

Crafts and trades, K11

Credential, 30

advanced level, 56

assessment date, 27, 90, 150

assessment type, 27, 90, 150

authorized function, 26, 75

authorized instructional level, 75

date requirement met, 26, 70, 145

description, 26, 69, 145

expiration date, 26, 70, 145

information, 26, 68, 145

initial, 56

initial issuance requirements, 26, 145
Index

193

issuance date, 26, 70, 145

issuance requirements, initial, 70

lost, 82, 124, 134

non-teaching educator, 68, 145

non-teaching educator, type, 26

number of units required for renewal, 126, 145

renewal, 56

renewal date, 26, 72, 145

renewal requirement, 26, 71, 145

renewal units attempted, 26, 72

renewal units earned, 26, 72, 145

renewal units required, 72

revocation date, 78

revocation information, 26, 78

revocation reason, 26, 78, 146

staff advisor for renewal, 26, 72, 145

teaching basis, 26

teaching, type, 26

type, 26, 68, 145

Credentialing organization, 11, 30, 68, 73, 74, 169

Credentials, 13, 68, 72, 105, 128

based on reciprocation with another state, 69

Credit, 169

by examination, 61, 65

course, 169

hour, 169

no, 61

twelve month hour, 61, 65

type earned, 25, 60, 64, 142, 143

union, 102

Credit/Course completion supplement, 96

Credits earned in course/Staff development activity,

25, 62, 66, 143

Crew, 134

Criminal records, 71, 89

Criteria for including items in the handbook, 9

Cross categorical, L3

Cross country, 120

Crosswalk, 169

Curator and archivist, K4

Curriculum, 169

content in native languages, L5

specialist, K3

work, 95

Custodian, 10, K13

Custody

and care of children, 168, M12

and child care services, L7

D

Dance, 116, 120

team, 120

Data

accessing and processing, 18

collection scheme, 133

element, v, viii, ix, 8, 9, 11, 12, 17, 18, 21, 22, 24,

35, 38, 106, 133, 134, 157

element number, 136, 137, 138, 140, 141, 142,

143, 145, 146, 147, 148, 150, 151, 152, 153,

154, 155, 156, 157, 158, 160

element type, 136, 137, 138, 140, 141, 142, 143,

145, 146, 147, 148, 150, 151, 152, 153, 154,

155, 156, 157, 158, 160

entry clerk, K10

processing services, M10, M11

processing services, supervision of, M10

Day

care, 169

care extended provider, K13

in session, 169

school, 169

Deaf-blindness, services for individuals, L1

Dean, K1

Death, 81, 104, 131, 176, 178, 186

Deduction

amount, 28, 103, 153

period, 38, 103, 153

Definitions, sources of, 9

Degree

completed, 71

supplement, 96

Degree/Certificate

conferring date, 26, 66, 143

distinction, 143

title, 25, 66, 143

type, 25, 66, 143

Demotion, 124, 169

Dental

care plan, 97

hygienist, K4

services, M3

Dentist, K4

Department

chair, 95

of Defense dependents school, 170

of Education, x, 32

Dependent care, 97

Dependents, number of, 28, 104, 153

Deposit

amount, 28, 103, 153

date, 28, 103, 153

De-staff, 170

Developmental

delay, 83, 176, L1

delay, services, L3, M9

Diabetes, 46

Dialect, 170

Dietary technician, K13

Dietician/Nutritionist, K4

Diploma, 40, 56, 63, 66, 84, 109, 169, 174, 179

Disability status, 21, 24, 40, 137

Disabilities, multiple, service for, L3
Index

194

Disabled

person, 170

Disadvantaged person, 170

Discharge

due to a falsified application form, 81, 131

due to continued absence or tardiness, 81, 131

due to credential revoked or suspended, 81, 131

due to misconduct, 81, 131

due to unsatisfactory work performance, 81, 131

due to unsuitability, 81, 131

Dismissal, 124, 170

Dispatcher, K10

Displaced

laterally, 170

redline, 170

Displacement, 170

Distance learning, 60, 63, 117

Distributive Education Clubs of America (DECA),

121

District-assigned number, 34, 51, 70, 112, 125

Diving, 120

Doctoral degree, 69, 170

Donated (Contributed) services, 170

Dormitory supervisor, K13

Drafter, K9

Drama club, 121

Drill team, 120

Driver training services, M9

Driver’s license, 34, 36, 51, 70, 111, 125

number, 34, 51, 70, 111, 125

Drug

dependency, 46

testing, 71, 72

Dual national, 37

Dunn and Bradstreet number, 34, 51, 70, 112, 126

Duties

definition of, 169

general additional, 95

Duty

additional, 165

major, 178

Dyslexia, 171

E

Early Childhood

pre-kindergarten, 118

care and education, 171

Education

alternative, L8

diagnostician, K3

highest level completed, 24, 40, 137

institution, 11, 25, 30, 50, 51, 52, 53, 171

institution information, 25, 50

regular, L1

remedial, L8

shared facility, 114

Educational

program, 25, 26, 30, 50, 53, 54, 55, 56, 57, 62, 63,

64, 65, 66, 67, 141, 142, 143

specification development services, M13

Election services, M6

Elective activities, 116

Electrical and electronic repairers, K10

Electrician, K11

Electronic data interchange, 8, 32

Elevator operator, K13

Eligibility status, 27, 97, 151

Eligible on a conditional basis, 132

Emergency

contact, 13, 22, 24, 30, 33, 44, 45, 133, 171

factor, 24, 46, 138

Emotional disturbance, services for individuals with,

L2

Employee

benefit, 27, 30, 87, 98, 99, 100, 161, 171, 172

monthly paid, 179

Employer, 11, 30, 42, 51, 68, 78, 79, 80, 100, 172

Employment, 42, 51

agency, 87

condition of, 26, 80, 147

conditions, 27, 90

 current, vii, 87

eligibility verification, 24, 38, 136

end date, 26, 80, 147

entry into, 27, 87

means of introduction, 27, 87, 150

nature of prior, 26, 82, 147

 separation from, vii, 130

separation reason, 26, 29, 80, 130, 147, 160

start date, 26, 80, 147

status, 26, 27, 80, 90, 146, 150

Endorsement, 68

Engineer, K5

Engineering aide, K9

English as a Second Language, 116

content, L5

program, L5

Enrolled

currently, 54

previously, 54

Enterprise operations, M11

Entry

date, 24, 25, 38, 41, 54, 136, 137, 141

date first (into the U.S.), 24

Epilepsy, 46

Episcopal, 39

Equal Employment Opportunity, 6, 163, 172

Equipment, 8, 18, 41, 93, 166, 173, 177, 183, 187

Evaluation, vii, 8, 17, 29, 30, 123, 124, 125, 127,

128, 129, 158, 172, 180

date, 29, 124, 158

for advancement, 123,

for licensure, 123
Index

195

outcome, 29, 125, 158

periodic, 29, 123, 158

periodicity, 29, 123, 158

purpose, 29, 123, 158

recommendation, 29, 158

scale, 29, 125, 158

score/rating, 29, 125, 158

services, M9

system, 29, 125, 158, 180

Evaluator, 30, 68, 123, 125, 126, 127, 172,

K5

Even Start, L4

Executive, K10

administration services, M6

assistant, K2

Exempt, 91, 93

Expenditures, 172, 173

Experience

practical, 71, 72

prior, 26, 78, 85, 147

prior, education, 26, 85, 147

prior, related, 26, 85, 147

prior, teaching, 26, 147

relevant, 79

Extension work, 172

F

Facility

support, 14

type, 28, 113, 155

Facilities

acquisition and construction services, other, M13

maintenance worker, K13

Facsimile number

home, 43, 44, 52, 73, 79, 88, 99, 101, 112, 126

work, 101, 113, 126

Fact finding, 173

Fair Labor Standards Act (FLSA), 173

coverage, 27, 93, 151

Family

and consumer sciences, 116

and medical leave, 97

Career and Community Leaders of America, 121

caring for member, 81, 131

community support coordinator, K5

entry bible, 36

immediate, 175

unit number, 34, 51, 70, 112, 125

Family/Personal relocation, 81, 130

Federal W-4 form, 103

Fee

amount, 26, 77, 146

payment, 26, 146

payment date, 77

payment status, 26, 77

Female, 11, 22, 35

Fencing, 120,

Field

hockey, 120

length, ix, 12, 133, 134

File clerk, K12

Financial aid

officer, K5

specialist, K8

Fine Arts

art, 116

drama/theater, 116

music, 116

performance (e.g., play, dance, multi-media

 event, art show, musical performance), 78

Fingerprinting, 71

Fiscal

period, 173

services, 173, M7

supervision of, M7

year, 183

Fixed assets, 173

Floating decimal, 134

FLSA, 173, 182

Food

delivery services, M11

preparation and dispensing services, M11

server, K13

services, 173

services operations, M11

services, other, M11

services, supervision of, M11

Football, 120

Foreign language and literature, 116

Form

date, 28, 104, 153

type, 28, 103, 153

Foundation and other charitable organization, 119

Fraternal organization, 50, 54, 119

Freedom of Information Act, 6, 15, 32

Freight, stock, and materials handlers, K12

Full-time

Equivalency (FTE), 27, 28

equivalent, 27, 28, 32, 92, 151, 156, 157

status, 27, 28, 115

Function

authorized, 146

type, 28, 29, 119, 127, 156, 158, M1

Funds services, receiving and disbursing, M7

Funding, contingent upon, 80, 91

Future

Business Leaders of America - Phi Beta Lambda

(FBLA - PBL), 121

Teachers of America, 121

G

Garbage collector, K12
Index

196

Gardener, K12

General Educational Development (GED) Test, 166,

174, L6

Generation code/Suffix, 24, 33, 136

Geography, 116,

German, 47,

Gifted and talented, 84, 109, L5

Girl Scouts, 121

Golf, 120

Government

federal, 54, 119

intermediate agency, 54, 119

local, 54, 119

state, 54, 119

Government-requested, 105

Grade

earned in course, 25, 60, 64, 142, 143

Point Average (GPA): Cumulative, 25, 142

Grades, all, 119

Grandfathered, 174

Grant developer, K5

Graphic

artist, K9

materials, 166

Greek Orthodox, 39

Grievance

action, 28, 106, 154

date, 28, 106, 153

description, 28, 106, 153

outcome, 106

resolution date, 28, 106, 154

Grievances, 153

Groundskeeper, K12

Guidance

services, M2

services, supervision, M2

Gymnastics, 120

H

Handwriting/penmanship, 116

Hawaiian native or Other Pacific Islander, 11, 35

Hazard pay, 95

Head Start, L4

Health, L3

award amount/benefit, 49, 138

care plan, 24, 47, 138

data, 24, 46, 138

information, 24, 25

insurance—health maintenance organization

(HMO), 97

insurance—preferred provider organization, 97

Occupations Students of America, 121

plan, 97

promotion program, 97

record number, 34, 51, 70, 11,, 125

services, L8, M2, M10

services, other, M3

services, supervision, M3

special needs, information, or instructions, other,

24

Hearing impairment services, services for individuals

with, L2

Hemophilia, 46

High School

comprehensive, 168

diploma, 66

equivalency examination, 174

incomplete, 175

post graduate, 1784

Hindu, 39

Hire date, 27, 90, 150

Hispanic or Latino ethnicity, 24, 35, 136

Historian, K5

History, 11, 48, 59, 84, 109, 116, 117

Home

language, 38

of student, 113

study, 174

telephone number, 43, 44, 52, 73, 79, 88, 101, 112,

126

Homebound student, 174

Homeroom period, 175

Honor

or award, 26, 27, 66, 86, 143, 148

society, 121

Honors, 66, 67, 84, 86, 109,

Hospital

certificate, 36, 165

instruction, 175

preference, 24, 47, 138

Hourly

paid employee, 175

rate of pay, 175

Housing

allowances, 97

services, residential, M12, M13

services, supervision, M13

HVAC mechanic, K11

I

Ice hockey, 120

IDEA, 175, 176

Identification

early, L1

expiration date, 24, 34, 136

federal, 34, 51, 70, 112, 126

number, 24, 25, 26, 28, 29, 34, 50, 70, 111, 125,

136, 140, 145, 155, 158

system, 24, 25, 26, 28, 29, 34, 51, 70, 111, 125,

136, 140, 145, 155, 158

Identification number, personal, 125

Identifier, 27, 28, 96, 110, 134, 151, 155
Index

197

Illness/disability, 81, 130

Immigrant education, L8

Immigration

and Naturalization Service, 32, 38

document, 36

Immunization

date, 25, 47, 138

status code, 25, 47, 138

type, 25, 47, 138

Immunizations, 27, 47, 138

mandated by state law for participation, 25, 47,

138

Income

adjusted amount, 27, 153

earned credit, 28, 103, 153

gross amount, 27, 101, 102

Increments

annual, 175

longevity, 175

Incumbent, 175

Independent

American Overseas School, 175

study, 60, 117

Indian education, L4

Individual retirement account, 97

Individualized

Education Program (IEP), 175

Family Service Plan (IFSP), 176

Learning Program (ILP), 176

Individuals (endowments), 119

Induction program

completion of, 71, 72

mentor, 71, 145

Industrial arts, 116

Ineligibility reason, 27, 98, 152

Infants and toddlers with disabilities, 176

Information

qualification, vii, 68

services, M2, M10

services, internal, M10

services, management, M10

public, M10

supervision of, M10

Injury, 25, 48, 138

description, 25, 48, 138

occurrence date, 48, 138

occurrence location, 25, 48, 138

type code, 25, 48, 138

Inservice training services, M10

Inspector, K9

Institution

for Neglected Children, 176

of Higher Education, 50, 54, 119

of Higher Learning, 32, 50, 54, 72, 119

name, 12, 26, 28, 30, 31, 32, 33, 34, 40, 58, 83, 89,

97, 100, 111, 125, 140, 145, 155, 157, 160, 162,

166, 171, 176

non-educational institution, 179

type, 25, 50, 140

Instruction

and curriculum development services, M4

by correspondence, 176

center-based, 60, 117

principal medium of, 25, 28, 60, 117, 142, 156

services, other improvement, M4

services, supervision of improvement, M4

Instructional

level, 26, 28, 83, 109, 146, 147, 155, 176

program director coordinator/consultant, K2

services improvement, M4

Instructor, 60, 63, 117

Insurance, 24, 46, 54, 97, 119, 138, 176

coverage, 24, 46, 138

group dental, 102

group life, 97

group medical, 102

industrial/professional, 102

long-term care, 97

permanent life, 102

retiree, health, 97

term life, 102

Insured, authorized to use organization vehicles, 151

Integrated Postsecondary Education Data System, 32,

34, 51, 70, 112, 126, 164

Interactive telecommunications, 60, 63

Interests, 26, 68, 86, 168

Intermediate

administrative unit, 176

agency course code, 59, 116

education agency, 73, 79

education unit office, 113

Intern, 69

Internet, 2, 61, 65, 87, 90

Internship, 60, 63, 85, 118, 147, 148

Internship/Apprenticeship, 26

beginning date, 85, 147

description, 85, 147

ending date, 85, 148

results, 85, 148

Intersession, 59, 61, 65, 111

hour credit, 61

Interpreter, K5

Intervention, early, L1

Involuntary, 130

Islamic, 39

J

Jazz ensemble, 120

Jehovah’s Witnesses, 39

Jewish, 39

Job

advancement within the current, 57

classification, 28, 29, 107, 127, 155, 158, K1
Index

198

entry level of employment, 177

per occasion or completion, 95

rotation required, 128

specialization required, 128

Joint IHE/LEA, 50, 54, 72, 119

Journalism, 121

Junior college, 177

Jurisdictions, extra-state, 37, 42, 52, 107

K

Key Club, 121

Keyboarding/Typing, 116

Kindergarten, 40, 75, 118, 174

L

Laborer, K12

Laboratory, 177

model, 177

Lacrosse, 120

Language

arts, 59, 75, 76, 117

club, 121

code, 22, 24, 39, 136

dominant, 38

impairment, services for individuals with, L2

name, 24, 39, 136

language, native, 39

support, native, L5

of instruction, 28, 118, 156

proficiency, 17, 39

type, 24, 38, 136

Latter Day Saints, 39

Lawyer, K5

Layoff

due to budgetary reduction, 131

due to decreased workload, 81, 131

due to lack of funding, 81, 131

due to organizational restructuring, 81, 131

Learning disabilities, services for individuals with,

L2

Leave

accrued, 28, 105, 153

annual, 97

balance, 28, 106, 153

beginning date, 28, 105, 153

ending date, 28, 106, 153

hours used, 28, 105, 153

maximum allowed, 28, 105, 153

of Absence (LOA), 177

payment status, 28, 105, 153

sharing/leave bank, 97

substitution status, 28, 105, 153

type, 28, 153

Legal service plan, 97

Legally separated, 40

Legislative liaison, K5

Level

all, 1, 5, 6

of specialization, 25, 57, 142

Librarian/media consultant, K3

Library, 177

aide, K9

media services, L8

public services, L12

skills, 116

Licensure, viii, 2, 10, 11, 13, 15, 16, 56

Life enrichment, L6

Limited English Proficient (LEP) Student, 177

LOA, 177

Loan repayment, 102

Local

Education Agency (LEA), 177, 183

Education Agency (school district), 32, 34, 50, 51,

54, 59, 70, 72, 112, 116, 119, 126

Locality supplement, 95

Locksmith, K11

Longevity Increments, 177

Loops, 134

Lutheran, 39

M

Magazine, literary, 121

Magnet/special program emphasis, 114, L8

Mail clerk, K10

Mailing address, 42, 51

Maintenance repairers/general utility, K11

Major, 11, 19, 40, 57, 59, 76, 134, 166, 170, 178,

179, 180, 184

Male, 11, 22, 35

Manager, 120, K2

Marginal function, 178

Marital status, 21, 24, 28, 39, 104, 137, 153

Marketing, L3

Married, but withholding at single rate, 104

Martial arts, 120

Master, 178

Master’s degree, 40, 66, 69, 180

Matai name, 33

Maternity, 104

Mathematics, 116, 161, 164

Measure, 45, 62, 168, 169, 174

Mechanic, vehicle, K12

Media

center aide, K9

services, educational, M5

supervision of services, educational, M5

technologist, K10

Mediator/intervention specialist, K8

Medicaid number, 34, 51, 70, 111, 125

Medical

examination date, 24, 46, 138
Index

199

examination results, 24, 46, 138

examination type, 24, 45, 138

services, M3

uninsured expenses, 102

waiver, 24, 47, 138

Medicare, 30, 96, 97, 102, 171

for the aged and disabled, 96, 97

for the aged and disabled hospital insurance, 96

Membership, 30, 68, 86, 94, 151, 178, 179

Mennonite, 39

Mental

health and substance abuse benefits, 97

retardation, services for individuals with, L1

Mentor, 30, 68, 72, 73, 74, 178

 induction program, 26

Mentoring, 71

Merit

bonus, 95

pay, 124

Messenger, K11

Methodist, 39

Middle/Intermediate/Junior high school, 76, 118

Migrant

number, 125

education program, 178, L4

Migratory worker, 178

Military, 24, 40, 41, 42, 50, 54, 61, 65, 79, 87, 90,

105, 116, 119, 137

credit, 61, 65

discharge date, 24, 41, 137

discharge type, 24, 41, 137

duty status, 24, 41, 137

entry date, 24

reserve obligation ending date, 24, 42, 137

science, 116

service type, 24, 40, 137

status, 24, 40

Minimum wage, 93, 173

Minor duty, 178

Money market, 103

Monitor/Prefect, K9

Monitoring services, M8

Montessori, 114

Motorcycle, 94

Mu Alpha Theta, 121

Multi/interdisciplinary studies, 116

Multi-operational unit but less-than-agency wide, 110

Multiple entries, 35, 134, 139, 144, 148, 149, 154,

157, 158, 159

Multiyear, 91

Music

instrumental, 120

theory and composition, 120

vocal, 120

N

Name, 11, 21, 22, 24, 25, 26, 27, 28, 29, 33, 34, 37,

39, 42, 43, 44, 50, 51, 73, 78, 86, 88, 94, 99,

100, 111, 115, 125, 136, 137, 140, 145, 146,

148, 150, 152, 155, 158, 178

former legal, 24, 33, 136

last/surname, 24, 33, 136

last/surname at birth, 24, 33, 136

middle, 24, 33, 136

of individual, 21, 22, 24, 25, 26, 27, 28, 29, 34, 44,

50, 73, 78, 88, 100, 115, 125, 137, 140, 146,

150, 152, 155, 158

National

Beta Club, 121

Board for Professional Teaching Standards, 32, 74

Center for Education Statistics, i, ii, iii, v, vii, viii,

2, 3, 6, 7, 8, 9, 19, 32, 34, 51, 59, 70, 112, 116,

126, 161, 162, 163, 164, 184

Forensics League, 121

Future Farmers of America (FFA), 121

Honor Society, 121

National/Ethnic Origin Subgroup, 24, 35, 136

Nazarene, 39

Negotiator, K5

Network administrator, K5

Networking with professionals in the field, 63

Newspaper article, 78

Nickname, 24, 33, 136

Non-credit course, 179

Non-district school or facility, 179

Nonexempt, 93

Non-graded class, 179

Non-instructional services operations, M11

Non-occupational temporary disability insurance

plan, 97

Non-renewal, 179

Non-resident alien, 37

Non-taxed, 102

Not married (never married, legally divorced,

widowed, or marriage annulled), 40

Notes, 106

Numeric (N), 134

Nurse

licensed practical, K9

practitioner, K5

registered, K7

Nursing services, M3

Nursery school, 40

O

Oath of allegiance, 71, 72

Occupation

current upgrading, L6

new training, L6

Occupational
Index

200

converted experience credit, 61, 65

home economics, L4

program, 179

therapist, K5

Occupationally-specific program, 179

Office

clerk, general, K10

held, 26, 86, 148

manager, K11

of Management and Budget, 11, 12, 32, 35, 139

term beginning date, 26, 86, 148

term ending date, 26, 86, 148

Off-the-job, 55

Ombudsperson, K2

Operations services, M12

Operational

single unit, 110

unit, 107, 110

unit to which assigned, 28, 111

Operative, K12

Option, 11, 35, 58, 98, 161

Optometrist, K6

Optomologist, K6

Orchestra, 119, 120

Organization, 42, 51

Organizational chart, 179

Orthopedic impairment, services for individuals with,

L2

Outlying areas, ix, 12, 175

Overfill, 179

Overstaff, 179

Overtime

eligibility change, 179

identifier, 96

pay, 180

P

Painter and paperhanger, K11

Paraprofessionals, K8

Parent/teacher organization, 50, 54, 119

Parent's affidavit, 36, 165

Parking

fee, 102

lot attendant, K12

subsidy, 97

Participation

status, 25, 53, 141

years of, 26, 86, 148

Part-time Employee, 180

Passport, 36

Pay

advance, 27, 102, 153

current period, 95

grade, 27, 94, 151

range, 27, 94, 151

regular rate of, 182

severance, 160

step, 27, 91, 151

supplemental type, 27, 95, 151

Payment required per pay period, ,100, 152

Payroll

calculation cycle, 27, 102, 153

deduction type, 27, 153

maximum deduction allowed, 28, 103, 153

services, M2

tax treatment status, 28, 102, 153

Peace Corps/Overseas Military, 87

Peer counseling, 121

Pension

plan, 97

system, 180

Pentecostal, 39

Performance evaluation system, 180

Performing arts, 67, 129, 135

Personnel

essential identifier,155

officer specialist, K6

Philosophy, 170

Photocopying/duplicating assistant, K10

Photographer, K10

Physical

education, 45, 76, 116, 184

examination for sports participation, 45

routine examination/screening, 45

science, 67

special examination, 45

therapist, K6

Physician, K6

assistant, K6

diagnosing injury, 25, 48, 138

Physician's certificate, 36

Placement services, M2

Planning

specialist, K6

research, development, and evaluation services,

M9

research, development, and evaluation, supervision

of, M9

services, M9

Plant services

operation and maintenance, M8

supervision of operation and maintenance, M8

research, development, and evaluation, supervision

of, M8

Plasterer, K12

Plumber, K12

Police officer, K13

Polo, 120

Portfolio completed successfully, 71

Position

additional, 165

assessment date, 90

assessment results, 90
Index

201

assessment type, 89

bonus, 95

description (PD), 180

number, unique, 27, 93, 151

or classification number, 27, 93, 151

permanent, 180

retained in, 124

shortage supplement, 95

title, 27, 29, 93, 125, 151, 158

Post

degree study, 57

graduate (Grade 13), 40, 66

professional degree, 40, 66

Postsecondary

award, certificate, or diploma (at least one), 180

award, certificate, or diploma (at least two), 180

award, certificate, or diploma (less than one

academic year), 180

education, 8, 34, 51, 70, 112, 126, 161, 163, 164,

180

subject matter area, 25, 57, 142

Pre-kindergarten, 5, 173, 141

Preparation

duration, 29, 128, 158

funding, 29, 128, 158

location, 29, 128, 158

type, 29, 128, 158

Presbyterian, 39

Prescription drug plan, 97

Pre-tax, 102

Principal

headmaster/headmistress/head of school, K2

services, office of, M6

Printer, K12

Printing, publishing, and duplicating services, M7

Prison, 114

Private

elementary/secondary school, 50

non-religiously-affiliated school, 181

religiously–affiliated school, 181

Private/for-profit group, 73

Probation

extended, 124

placed on, 124

Probationary

end of period, 123

period, 181

post, 123

removed from status, 124

Problem resolution, 123

Professional

affiliation supplement, 96

certificate or license number, 34, 51, 70, 111, 125

collaborative, 63

degree (e.g., D.C. or D.C.M., D.D.S. or D.M.D.),

40, 66

development activity, 180

development/in-service credits, 71, 72

education, 185

organization, 63

position, 181

Profit sharing plan, 97

Program

description, 25, 53, 141

director coordinator/consultant, non

instructional, K2

information, 28, 118

sponsor, 26, 72, 145

support, 25, 28, 54, 119, 141, 156

support/Funding source, 25, 28, 54, 119, 141, 156

title, 25, 53, 141

type, xi, 28, 29, 119, 127, 156, 158, L1

Programming services, M11

Psychological

counseling services, M3

service, L3

services, supervision, M3

testing services, M3

Psychologist, 68, K6

assistant, K9

Psychometrist, 122, K10

Psychotherapy services, M3

Psychiatrist, K6

Public

institution, 177

relations informational services officer, K6

service, 30, 86, 148

Publication

description, 26, 78, 146

type, 26, 78, 146

Publications, 26, 78

Purchasing

agent, K10

services, M7

Q

Qualifications, vii, 1, 5, 8, 9, 68, 85, 165, 171

Quarter, 59, 61, 65, 95, 111

hour credit, 61

Quarterly, 123

Quinmester, 59, 61, 65, 111

R

Race, 11, 21, 24, 35, 136, 139

Racquetball, 120

Reading, 59, 75, 116, 117

Ready Reserve

Inactive National Guard (ING), 41

Individual Ready Reserve (IRR), 41

selected reserve, 41

Reassigned for career development needs, 124

Reassignment, 124
Index

202

lateral, 124

Recall rights, 177

Receptionist, K11

Recertification points received, 72

Reclassification, 182

Recognition earned, 25, 66

Record maintenance services, M2

Recreation

fee, 102

subsidies, 97

worker, K6

Recruiter, 31, 87, 88, 89, 182

Recruitment

and placement services, M10

effort, 87

Redline, 182

Reduction-in-force, 131

Reemployment

eligibility, 29, 132, 160

eligible for, 29, 132

not eligible for, 132

reason not eligible, 132, 160

reason not eligible for, 160

References, viii, 71, 72

Regional

group, 73

intermediate governmental agency, 50

standard, 74

Register of eligible candidates, 182

Registrar, 68, K3

Registration, 35, 38, 186

Regrade, 182

Regulations, 1, 6, 9, 11, 13, 16, 17, 19, 81, 104, 118,

123, 131, 174, 181

Rehire, 132

Reinstatement, 182

Relationship to staff member, 27, 100, 152

Release time, 105

Religious, 24, 39, 136

consideration, 24, 39, 136

education and theology, 116

organization, 50, 54, 119

school office, 114

Remedial, 83

specialist, K7

Remediation of skills or knowledge, 56

Renewable, 57

Reorganization/Restructuring, 182

Report, 161, 182

Research

and development specialist, K8

and/or publication, 63

or formal study, 81, 161

services, 161, M9

Researcher, 182

Reserve standby, 41

Residence services

administrative, M12

staff, M12

student, M12

Resident alien, 37

Residential

facility, 114

school, 182

school for special education, 182

Resignation, 182

Resource teacher, K3

Response, quicker, 15

Responsibility, 2, 10, 17, 19, 21, 30, 63, 127, 165,

166, 169, 176, 178, 185

Restoration, 183

Results, 27, 30, 85, 148, 150, 172

Retired

from another job, 90

reserve, 41

Retirement, 13, 81, 97, 102, 130, 183, 186

plan, 102

Retirement system

state public employee, 102

state teacher, 102

Rheumatic fever, 46

RIF, 183

Rodeo, 120

Roll, 183

Rugby, 120

Russian, 107

S

Sabbatical, 96, 105, 183

Sailing, 120

Salary, 183

annual scale adjustment, 166

change, 183

compensation, 27, 94

extended, 96

or wage, base, 27, 94, 134, 151

overtime, 27, 96, 151

regular step increase, 124

scale adjustment, 183

Saving bonus, 95

Scale, 166, 183

Schedule for current assignment, 28

Scheduled

hours, 183

time, 55

work days weekly, 27, 28, 93, 115, 151, 156, 157

work months annually, 151

work time daily, 27, 28, 92, 115, 151, 156, 157

School, i, ii, iii, v, 1, 2, 7, 8, 21, 28, 34, 51, 54, 59,

70, 74, 93, 111, 112, 114, 116, 118, 119, 125, 155,

156, 161, 162, 163, 164, 165, 167, 169, 172, 174,

177, 179, 183, 184

administration support services, M6, M7
Index

203

board, 169, 183

building, 114

bus, 183

course code, 59, 116

day, 111, 155, 172, 183

district, 1, 5, 9, 12, 13, 14, 16, 21, 177, 178

elementary or secondary, public, 177

fiscal year, 183

grade level classification, 28, 118, 156

holiday, 183

library services, M5

plant, 183

president, K2

records, previously verified, 36

site, 183

site council member, K2

system, vii, viii, 10, 12, 13, 34, 50, 70, 90, 111,

125, 167, 168, 175

system wide/Agency wide, 118

to work opportunities, L8

type code, 28, 155

year, 184

Science, 116, 121, 161, 164, 166, 170

club, 121

Scuba diving, 120

Secretary, ii, 162

Section 457, 102

Security

guard, K13

services, M8

SEDCAR (Standards for Education Data Collection

and Reporting), 162, 184

Selective service number, 34, 51, 70, 112, 125

Self-employed, 79

Self-instruction, 63

Self-study, directed, 60, 117

Semester, 59, 61, 64, 111

hour credit, 61

Senior high school, 76

Seniority date, 27, 92, 150

Separation, xi, 29, 160

Serial (or sequential) number, 133

Service

days per week, 27, 92, 151

hours per day, 27, 92, 151

hours per week, 27, 92, 151

learning, K9, L8

seniority, 184

work, K12

Session

beginning date, 25, 59, 142

curtailed, 169

ending date, 25, 59, 142

long, 59

total days, 28, 155

total days in, 111

type, 25, 28, 58, 110, 142, 155

Seventh Day Adventist, 39

Severance pay, 29, 131

Sex, 11, 18, 22, 24, 35, 136

Shift differential, 182

Sick leave

bank, 184

bank (hours only), 184

Significant other, 184

Site

acquisition services, M13

improvement services, M13

Skiing, 120

Skill advance supplement, 96

Skills, acquisition of, 55

Soccer, 120

Social

worker, K7

work services, M1

Security Social Security

Administration number, 34, 51, 70, 112, 125

disability insurance, 96

FICA, 102

number, 11, 17, 24, 34, 136

old age insurance, 96

survivor insurance, 96

Social

studies, 116

work services, 182

Softball, 120

Software application

experience level, 27, 90, 150

title, 27, 90, 150

type, 27, 90, 150

Sorority, 121

Spanish, 35, 84, 109

Special

education, 5, 75, 83, 96, 109, 114, 170, 176, 177,

182, 184

education services, L1

interest, L6

terms, 27, 98, 152

Specialist, 48

Specialist's degree (e.g., Ed.S), 70, 66

Speech

and language evaluation, 45

impaired, 46

language technician, K10

pathology and audiology, 182

pathology and audiology services, M3, M4

pathology and audiology services, supervision, M4

pathology therapist, K7

services, M4

support services, instructional, M4

Speech/Debate, 121

Speech/Language impaired, , 108

SPEEDE/ExPRESS, 7, 8, 32, 161

Spelling, 59, 75, 89, 116, 117
Index

204

Sport, 120

Squash, 120

Staff

accounting services, M10

accounting system, 184

assignment workload, 28, 116

developer teacher trainer, K7

development, 25, 26, 50, 51, 52, 53, 54, 55, 56, 57,

62, 63, 64, 66, 67, 141, 142, 143, 161, 162, 163,

184

development activity, 31

development provider, 31

instructional training services, M4

member, 31, 33, 34, 35, 36, 37, 38, 39, 40, 41, 42,

43, 44, 46, 47, 48, 49, 50, 55, 57, 58, 62, 65, 66,

68, 78, 80, 82, 83, 84, 85, 86, 87, 88, 89, 90, 91,

92, 93, 94, 95, 96, 97, 101, 102, 103, 104, 105,

106, 123, 130, 131, 132, 184

recommendation, 87

record, viii, 6, 12, 13, 14, 15, 16, 17, 18, 133, 134

relations and negotiations services, M6

services, M10

services, supervision of, M10

support services, instructional, M4

Standards for education data collection and reporting,

x, 15, 16, 18, 19, 32, 162, 184

State

and federal relations services, M6

assigned number, 34, 51, 70, 112, 125

code, 24, 25, 28, 42, 52, 104, 137, 140, 153

course code, 59, 116

Education Agency, 32, 34, 51, 70, 72, 79, 100,

112, 114, 126

form, 103

Honor Society, 121

issued ID, 36

name of, 24, 37, 42, 137

of birth, 24, 37, 136

University Course Requirement, 28, 117, 156

Statewide, 2, 185

Statistician, K7

Status prior year, 27, 90, 150

Stenographer, K11

Step, 16, 17, 18, 19, 165, 174, 185

decreased - experience verified, 185

for study, 185

increased - experience verified, 185

Stipend, 55

Stock ownership plan, 97

Storage media, 17

Street number/name, 24, 25, 42, 51, 137, 140

Student

accounting services, M1

activity advisor, non-athletic coach, K3

body officer, 120

body president, 120

college or university, 90

leadership and government, 120

personnel officer, K7

retention, L7

support services, M1, M4

teacher, K3

teacher-interaction, direct, 60, 117

teaching or internship, 87

transportation services, M8

transportation, supervision of, M8

Students Against Drunk Driving (SADD), 121

Study skills, 116

Subject

matter of study, 25, 57, 142

Subject/course elementary, 28, 116, 156

Subordinate, 185

Substance abuse education/prevention, L7

Substitute, 69, 80, 91

status, 27, 93, 151

Summer

salary, 96

term, 59, 61, 65, 95, 111

Superintendent, 2, 68, 75

assistant/deputy/associate, K1

commissioner, K2

services office, M6

Supervision

exercised, 185

received, 185

Supervisor, 14, 68, K10

immediate, 30, 68, 147, 155, 175

Supplied handler/Stores, K11

Support services, 5, 9, 30, 31, 119, 127, 171, 184,

185, M1, M11

Survivor benefits, 97

Suspension, 105

Switchboard/PBX operator, K11

Swimming, 120

Synchronized swimming, 120

Systems analysis operator, M11

T

Tao, 39

Tardy, number of days, 28, 122, 157

Task assignment required, 128

Tax

assessor/collector, K8

assessment and collection services, M6

federal income, 102

local income, 102

state income, 102, 103, 186

withholding information, 33, 117

Taxonomy, 185

Teacher, K3

assistant, 69

itinerant, 28, 110, 155

trainer, K3
Index

205

Teaching

assignment, 26, 28, 82, 107, 147, 155

assistant, K9

classroom aide, K9

college or university, 90

credential basis, 69, 145

credential type, 69, 145

elementary or secondary school in this school

system, 90

field or area authorized, 76, 146

intern, K3

performance, 75

preschool, 90

prior years of experience, 84

private elementary or secondary school, 90

public elementary or secondary school in a

different school system, 90

public elementary or secondary school in another

state, 90

school, 90

Team

handball, 120

manager, 120

Technical, K9, L4

preparatory, L4

Technology

assistive service, 166

industrial arts, L4

responsibilities, 96

Student Association (TSA), 121

Telecommunications, interactive, 117

Tele-mail, 43, 44, 53, 73, 79, 88, 99, 101, 112, 126

Telephone

alternate number, 43, 44, 52, 73, 79, 88, 99, 101,

112, 126

extension, 43, 44, 52, 73, 79, 88, 99, 101, 112, 126

home number, 99

night number, 43, 44, 52, 73, 79, 88, 112, 126

personal number, 43, 44, 53, 73, 79, 88, 99, 101,

112, 126

residential number, 43, 44, 52, 73, 79, 88, 99, 101,

112, 126

Telephone number work, 101, 113, 126

Television services, educational, M5

Telex number, 43, 44, 53, 73, 79, 88, 99, 101, 112,

126

Tennis, 120

Tenure date, 27, 92, 150

Tenured or permanent, 80, 91

Termination, 80, 130, 170

Test preparation, 116

Test/assessment, 71, 72

Therapist

recreational, K6

respiratory, K7

Thespian Society, 121

Time

expended, 28, 122, 156

on the job, 72

paid, 55

percent of total, 122, 157

period, 28, 110, 155

period classification, 28, 110, 155

Title personal/prefix, 24, 33, 136

Track and field, 120

Trade and industrial, L4

Trainee, 185

Training course, 63

Transcript, 75, 161, 186

Translator, K8

Transportation subsidy, 97

Travel

activities, 26, 85

beginning date, 26, 85, 148

ending date, 26, 85, 148

location, 26, 85, 148

purpose, 148

Travel/expense reimbursement, 55

Tribal or clan name, 24, 33, 136

Trimester, 59, 61, 64, 111

Tuberculosis, 45

Tuition

and/or fees, 55

for children of staff, 97

Tutor, K9

Tutoring, 96, 121

Typist and wordprocessor, K11

U

Underfill, 186

Unemployment insurance, 30, 171

Ungraded, 118, 179, 186

class, 179, 186

Uniform and laundry fees, 97

Union, 50, 54, 94, 119, 151

membership/name, 151

Unit

of basis for measurement, 27, 95, 151

of work, 122, 156

Unitarian Universalist, 39

United States citizen, 37

Universal birth number, 186

URL, 24, 25, 26, 27, 28, 32, 44, 53, 74, 89, 113, 137,

140, 141, 145, 150, 155

US government Visa number, 34, 51, 70, 112, 125

Use

actual date, 27, 98, 152

anticipated date, 27, 98, 152

V

Vacancy, 186

Vaccine, 186
Index

206

Vehicle

driver's license expiration date, 27, 94, 151

driver's license type, 27, 93

Vehicles

authorized/insured to use, 27, 94, 151

operation services, M8

operator, other, K12

organization authorized/insured to use, 27, 94

servicing and maintenance services, M8, M9

washer/equipment cleaner, K12

Vesting percentage, 27, 98, 152

Veteran, 186

Video materials, 186

Vision impaired, 46

Visual impairment, services for individuals with, L2

Visit, 63

Vocational

certificate, 40, 66

credit, 61, 65

education, 61, 65, 69, 75, 85, 114, 170, 177, 184,

L3, L4

Industrial Clubs of America, 121

school, 50

training center, 114

Vocational/technical, 114, 115

Volleyball, 120

Voluntary, 130

transfer, 95

Volunteer/no contract, 80, 91

Volunteer coordinator, K8

W

Wage continuation, 186

Warehousing and distributing services, M7

Water polo, 120

Web site address (URL), 24, 25, 26, 27, 28, 44, 53,

74, 89, 113, 137, 140, 141, 145, 150, 155

Welfare activities, 168, L7, M12

White, 11, 35

Withdrawal date, 25, 54, 141

Withholding, 13, 104

Witness to injury, 25, 48, 138

Work year, 104, 170, 181, 187

Work

cellular number, 43, 44, 53, 73, 79, 88, 99

facsimile number, 43, 44, 53, 73, 79, 88, 99

order, 187

period, 197

telephone number, 43, 44, 53, 73, 79, 88, 99

unit of, 28

Workday, 186

Worker's Compensation, 25, 48, 49, 97, 138

Working

field of education, but not as a teacher, 90

occupation outside the field of education, 90

Workload, 107, 122

Work-related organization recommendation, 87

Work-study

coordinator, K8

plan, 166, 168, 187

Workweek, 91

Wrestling, 120

Writer/editor, K8

Z

Zip Code, 24, 25, 42, 52, 137, 140, 163
A-1

Appendix A

MEMBERS OF THE HANDBOOK REVIEW GROUP

There were two main review groups formed for the revision of the Handbook—the Staff Data Handbook

Working Group and the Federal Review Group. The Staff Data Handbook Working Group members consisted

of local, state and federal education staff. The Federal Review Group members consisted of federal Department

of Education program and research staff. In addition, there were multiple reviewers who volunteered to make

suggestions for change.

Staff Data Handbook Working Group Members

Peter Abeyta

New Mexico Department of Education

Santa Fe, NM

John Allmaier

Equal Employment Opportunity Commission

Washington, DC

Rick Battaile

Texas State Board for Educator Certification

Austin, TX

Terry Bergner

Rhode Island Department of Education

Providence, RI

Barbara Canzonetti

Connecticut State Department of Education

Hartford, CT

Oona Cheung

Council of Chief State School Officers

Washington, DC

Barbara Clements

Evaluation Software Publishing, Inc.

Alexandria, VA

Jason Dennison

Council of Chief State School Officers

Washington, DC

Lee Hoffman

National Center for Education Statistics

U.S. Department of Education

Washington, DC

Ruth Jones

Florida Department of Education

Tallahassee, FL

M. Engin Konanc

North Carolina Department of Public Instruction

Raleigh, NC

Noreen Michael

U.S. Virgin Islands Department of Education

Charlotte Amalie, VI

Kathleen Paliokas

Council of Chief State School Officers

Washington, DC

Rosa Schutt

Equal Employment Opportunity Commission

Washington, DC

Mike Seal

Caddo Parish School Board

Shreveport, LA

John Tai

Council of Chief State School Officers

Washington, DC

David Uhlig

Charlottesville City Public Schools

Charlottesville, VA

Dawn Williams

Oklahoma Department of Education

Oklahoma City, OK

Lonnie Yingst

Great Falls Public Schools

Great Falls, MT

Beth Young

National Center for Education Statistics

U.S. Department of Education

Washington, DC
A-2

Federal Review Group Members

Scott Brown

Office of Special Education and

 Rehabilitative Services

U.S. Department of Education

Washington, DC

Pam Frugoli

Bureau of Labor Statistics

U.S. Department of Labor

Washington, DC

Kerry Gruber

National Center for Education Statistics

U.S. Department of Education

Washington, DC

Lee Hoffman

National Center for Education Statistics

U.S. Department of Education

Washington, DC

Frank Johnson

National Center for Education Statistics

U.S. Department of Education

Washington, DC

Mary Schifferli

Office of Civil Rights

U.S. Department of Education

Washington, DC

John Sietsema

National Center for Education Statistics

U.S. Department of Education

Washington, DC

Doris Werwie

Office of the Undersecretary

U.S. Department of Education

Washington, DC

Beth Young

National Center for Education Statistics

U.S. Department of Education

Washington, DC

Other Handbook Reviewers

National Education Statistics Agenda

 Sub-Committee (NESAC)

National Forum on Education Statistics

General Statistics Sub-Committee

Education Advisory Information

 Committee

Assessment Sub-Committee

Education Advisory Information

 Committee

Finance Data Task Force

National Forum on Education Statistics
B-1

Appendix B

DERIVED INFORMATION

 RELATED TO GROUPS OF STAFF

Included in this appendix are examples of terms that are derived and computed by using data elements in staff

records. These terms can be used to describe groups of staff members, not individuals. They are especially useful

for policy analyses (e.g., to assess school performance or planning special programs).

Administrator/Student Ratio: A fraction attained by dividing the number of students in membership by the total

full-time equivalency of administrators involved in any particular activity or group of activities as of a particular

date.

Administrator/Teacher Ratio: A fraction attained by dividing the number of full-time equivalency teachers by the

total full-time equivalency of administrators involved in any particular activity or group of activities as of a

particular date.

Average Actual Salaries: For each staff type, the total salary is divided by the total FTE count of staff who receive

that salary. The total actual salary amount is pay for regular duties only (base pay) and does not include any

supplements. For example, career ladder supplements are not included.

Average Class Size: The total membership of classes of a given type, as of a given date, divided by the number of

such classes.

Average Experience of Teachers: Weighted averages are obtained by multiplying each teacher's FTE count by

years of experience. These amounts, when summed for all teachers and divided by the total teacher count, result in

average experience.

Average Teacher Salary: Total base pay for teachers divided by the total teacher FTE. Total teacher base pay is

the actual salary amount earned for regular duties, and can be affected by an individual's years of teaching

experience, level of education attained, and number of graduate credits earned. Salary supplement amounts are not

included.

Full-Time Equivalent (FTE) Staff: The equivalent number of full-time staff in a school or system as of a given

date, determined by adding the FTE for all staff members.

Median Age of Staff: For a given group of staff members, the age that evenly divides the distribution of staff

members when classified by age (i.e., the age so selected that 50 percent of the staff are that age or older and 50

percent are that age or younger).

Membership: A non-duplicated count of students on the current rolls of a school as of a given date. This is obtained

by: 1) adding the total number of original entries and the total number of re-entries and subtracting the total number

of withdrawals; or 2) adding the total number of students in attendance and the total number of students in absence.

Percentage of Absence: The average days of absence during a given reporting period divided by the average days

of employment for this period, expressed as a percentage; or, the aggregate days of absence divided by the aggregate

days of employment, expressed as a percentage.

Percentage of Attendance: The average days of attendance during a given reporting period divided by the average

days of employment for this period, expressed as a percentage; or, the aggregate days of attendance divided by the

aggregate days of employment, expressed as a percentage.
B-2

Percentage of Out-of Field Teaching: The average number of FTE teachers, expressed as a percentage, that are

assigned to teach in a field in which they do not hold a particular qualification.

Staff Retention Rate: The rate, expressed as a percentage, at which the employees of a school or system remain

employed from one period of time to the next, such as from year to year.

Staff Separation Rate: The rate, expressed as a percentage, at which employees leave the employment of a school

or system during a period of time, usually a year.

Staff/Student Ratio: A fraction attained by dividing the number of students in membership by the total full-time

equivalency of staff members involved in any particular activity or group of activities as of a particular date.

Student/Teacher Ratio: A fraction attained by dividing the number of students in membership by the total teacher

FTE count.

Total Staff by Ethnicity and Sex: These are counts of total staff FTEs by combination of major ethnic groups and

sex. Counts are expressed as percentages of the total staff FTE.

Turnover Rate for Teachers: This shows the total FTE count of teachers not employed in the district as of a

specific date (e.g., Fall 1999-2000) who were employed by the district at another specified point in time (e.g., Spring

1998-1999), divided by the total teacher FTE count for the first period of time (e.g., Spring 1998-1999).
C-1

Appendix C

DATA ELEMENTS COMMON TO THE

STUDENT AND STAFF DATA HANDBOOKS

The data elements listed below are data elements that appear in the Staff Data Handbook: 2001 Edition and the

Student Data Handbook: 2000 Edition or they are proposed for inclusion in the 2001 annual updates of the Student

Data Handbook. They are listed here to serve as a reference for crosswalks between the two systems. There are two

types of proposed changes to the Student Data Handbook. Data elements with a single asterisk (*) are already in the

Student Data Handbook, and slight modifications are proposed that will make them identical to the data elements in

the Staff Data Handbook. Data elements with two asterisks (**) are not currently in the Student Data Handbook,

but are being proposed for inclusion in the 2001 updates.

Data Element Name Staff Handbook Number Student Handbook Number

First Name 0010 0010

Middle Name 0020 0020

Last/Surname 0030 0030

Generation Code/Suffix 0040 0040

Personal Title/Prefix 0050 0050

Alias 0060 0060

Former Legal Name 0070 0070

Last/Surname at Birth 0080 0080

Nickname 0090 0090

Tribal or Clan Name 0100 0100

Name of Individual 0110 0110

Name of Institution 0120 0120

Identification Number 0140 0130

Identification System 0150 0140

Hispanic or Latino Ethnicity 0170 0149

Race 0180 0150

National/Ethnic Origin Subgroup 0190 0160

Sex 0200 0170

Birthdate 0210 0180

Birthdate Verification 0220 0190

City of Birth 0230 0200

County of Birth 0240 0210
C-2

Data Element Name Staff Handbook Number Student Handbook Number

State of Birth Code 0250 0220

Name of State of Birth 0260 0221

Country of Birth Code 0270 0230

Name of Country of Birth 0280 0231

Citizenship Status 0290 0250

Country of Citizenship Code 0300 0260

Name of Country of Citizenship 0310 0261

First Entry Date (Into the U.S.) 0320 0240

Language Type 0340 0280

Language Code 0350 0290

Name of Language 0360 0291

Religious Background 0370 0300

Marital Status 0380 0600

Highest Level of Education Completed 0400 0720

Address Type 0470 0369

Street Number/Name 0480 0370

Apartment/Room/Suite Number 0490 0380

City 0500 0390

County 0510 0400

State Code 0520 0410

Name of State 0530 0411

Zip Code 0540 0420

Country Code 0550 0430

Name of Country 0560 0431

Complete Permanent Address 0570 0440

Communication Status 0580 0460

Communication Number Type 0590 0461

Communication Number 0600 0470

Electronic Mail Address Type 0610 0489
C-3

Data Element Name Staff Handbook Number Student Handbook Number

Electronic Mail Address 0620 0490

Website Address (URL) 0630 0491

Medical Examination Type 0640 2540

Medical Examination Date 0650 2560

Emergency Factor 0670 2940

Religious Consideration 0690 3000

Insurance Coverage 0710 2960

Health Care Plan 0720 2970

Hospital Preference 0730 2980

Medical Waiver 0740 2990

Other Special Health Needs, Information, or

Instructions 0750 3010

Immunization Type 0760 2760

Immunizations Mandated by State Law for

Participation 0770 2770

Immunization Date 0780 2780

Immunization Status Code 0790 2790

Entry Date 1050 0800

Program Support/Funding Source 1080 3200

Session Type 1160 1170

Session Beginning Date 1170 1180

Session Ending Date 1180 1190

Course Title 1190 1240

Course Description 1200 1241

Course Code System 1210 1220

Course Code 1220 1221

Principal Medium of Instruction 1230 1270

Credit Type Earned 1250 1300

Number of Credits Received 1260 1330

Grade Point Average (GPA): Cumulative 1270 1560
C-4

Data Element Name Staff Handbook Number Student Handbook Number

Degree/Diploma/Certificate Type 1370 1621

Degree/Diploma/Certificate Conferring Date 1390 1622

Honor or Award 1400 1591

Assessment Title/Description 2230 1900

Employment Start Date 2430 1760

Employment End Date 2440 1770

Instructional Level 2490 1230

Position Title 3270 2030

Total Days in Session 5100 1200

Number of House in School Day 5110 1201

School Type Code 5140 0770

Elementary Subject/Course 5150 1222

Unique Course Code 5160 1223

State University Course Requirement 5170 1231

Language of Instruction 5180 1271

Number of Days in Attendance 5320 1011

Number of Days Absent 5330 1012

Activity Title 5230 1600

Activity Code 5240 1601

Activity Description 5250 1602

Activity Involvement Beginning Date 5260 1612

Activity Involvement Ending Date 5270 1613

Amount of Activity Involvement 5280 1614
D-1

Appendix D

REVISIONS TO THE STANDARDS FOR THE CLASSIFICATION

OF FEDERAL DATA ON RACE AND ETHNICITY1

Appendix D provides further descriptions of racial categories for Data Element 0180 “Race.” The information

provided below describes the reasoning for the change in the Race and Ethnicity Data Elements between the

1995 and 2001 Editions of the Staff Data Handbook. The Office of Management and Budget (OMB) adopted,

in 1997, new standards for classifying race and ethnicity and provided guidelines in 2000. Tabulation

guidelines may allow some of the 63 possible combinations of race and ethnicity to be collapsed into broader

categories. The Department of Education intends to allow education organizations three years to implement the

guidelines for aggregating and reporting data, once these are established. Data for individuals, however, will be

reported by the Department following the schedule set by OMB (January 2003). However, the USED has not

endorsed a set of guidelines for tabulating these data in aggregated reports.

Pending final adoption of tabulation standards, many Departmental Programs have not yet adopted the new

standards, but continue to use the older standards set in Directive 15. A description of both is provided here for

easy reference.

Directive 15: Presented in the 1995 Edition of the Staff Data Handbook

The Standards for the Classification of Federal Data on Race and Ethnicity (Statistical Policy Directive No. 15)

was issued by the Office of Management and Budget (OMB) in 1977. They were designed to provide standard

classification for record keeping, collection, and presentation of data on race and ethnicity in Federal program

administrative reporting and statistical activities. As such, these are standards to which all federal agencies and

programs must adhere.

Directive 15 required a minimum of five acceptable racial and ethnic categories be included in all federal data

collection instruments. The categories and their definitions are as follow:

• American Indian or Alaskan Native: A person having origins in any of the original peoples of North

America, and who maintains cultural identification through tribal affiliation or community recognition.

• Asian or 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.

• Black: A person having origins in any of the black racial groups of Africa.

• Hispanic: A person of Mexican, Puerto Rican, Cuban, Central or South American or other Spanish culture

or origin, regardless of race.

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

 

1

 The Recommendations from the Interagency Committee for the Review of the Racial and Ethnic Standards is

available from the OMB at the federal register web site at http://www.whitehouse.gov/omb/fedreg/directive_15.html. The

Revisions to the Standards for the Classification of Federal Data on Race and Ethnicity are also available from

the OMB web site at http://www.whitehouse.gov/omb/fedreg/ombdir15.html. The Draft Provisional Guidance on the

Implementation of the 1997 Standards for the Collection of Federal Data on Race and Ethnicity is available

from the OMB web site at http://www.whitehouse.gov/omb/inforeg/race.pdf.
D-2

1997 Standards for the Collection of Federal Data on Race and Ethnicity: Presented in the 2001 Edition of the

Staff Data Handbook

In 1994, in response to the need to reflect the increasing diversity of the population of the United States, OMB

began a comprehensive review of the current categories in collaboration with the Interagency Committee for the

Review of the Racial and Ethnic Standards. In 1997, OMB accepted the recommendations of the Interagency

Committee. The revised standards have five minimum categories for data on race and two categories for data

on ethnicity (“Hispanic or Latino” and “Not Hispanic or Latino). The new categories and their definitions are

as follow:

Racial Categories

• American Indian or Alaska Native: 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.

• Asian: A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian

subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the

Philippine Islands, Thailand, and Vietnam.

• Black or African American: 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.”

• Native Hawaiian or Other Pacific Islander: A person having origins in any of the original peoples of

Hawaii, Guam, Samoa, or other Pacific Islands.

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

Ethnic Categories (“Hispanic or Latino” and “Not Hispanic or Latino”)

• Hispanic or Latino: A person of Cuban, Mexican, Puerto Rican, Cuban, 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.”

Under the 1997 standards, individuals may select any and all racial and ethnic categories to characterize

themselves. There are 63 possible combinations of race/ethnicity.

For further information, please contact Suzann Evinger, Statistical Policy Office, Office of Information and

Regulatory Affairs, Office of Management and Budget, NEOB, Room 10201, 725 17th Street, N.W.,

Washington, D.C. 20503. Telephone: 202-395-3093.
E-1

Appendix E

LIST OF U.S. STATES, OUTLYING AREAS,

MILITARY POSTAL DESIGNATIONS, AND CODES1

 

1

 These codes are derived from the Official USPS Abbreviations, U.S. Postal Service, 1999. Washington, D.C.

http://www.usps.gov/ncsc/lookups/usps_abbreviations.htm

Appendix E provides information in reference to Data Element 0250 “State of Birth Code” and Data Element

0520 “State Code.”

AL Alabama

AK Alaska

AS American Samoa

AZ Arizona

AR Arkansas

CA California

CO Colorado

CT Connecticut

DE Delaware

DC District of

 Columbia

FM Federated States of

 Micronesia

FL Florida

GA Georgia

GU Guam

HI Hawaii

ID Idaho

IL Illinois

IN Indiana

IA Iowa

KS Kansas

KY Kentucky

LA Louisiana

ME Maine

MH Marshall Islands

MD Maryland

MA Massachusetts

MI Michigan

MN Minnesota

MS Mississippi

MO Missouri

MT Montana

NE Nebraska

NV Nevada

NH New Hampshire

NJ New Jersey

NM New Mexico

NY New York

NC North Carolina

ND North Dakota

MP Northern Mariana

 Islands

OH Ohio

OK Oklahoma

OR Oregon

PW Palau

PA Pennsylvania

PR Puerto Rico

RI Rhode Island

SC South Carolina

SD South Dakota

TN Tennessee

TX Texas

UT Utah

VT Vermont

VI Virgin Islands

VA Virginia

WA Washington

WV West Virginia

WI Wisconsin

WY Wyoming

AE Armed Forces

 Africa

AA Armed Forces

 Americas

AE Armed Forces

 Canada

AE Armed Forces

 Europe

AE Armed Forces

 Middle East

AP Armed Forces

 Pacific

Appendix F

LIST OF COUNTRIES AND CODES1

Appendix F provides information in reference to Data Elements 0270 “Country of Birth Code,” Data Element

0300 “Country of Citizenship Code,” and Data Element 0550 “Country Code.”

*Denotes former countries.

 

1The primary source for this list is information from ISO 3166-1 (Codes for the representation of names of countries and

their subdivisions – Part 1: Country codes), which is maintained and updated by the Deutsches Institut für Normung e.V.

(DIN). http://www.din.de/gremien/nas/nabd/iso3166ma/codlstp1.html For the ISO letter codes corresponding to these

countries, please refer to the above web site or through the American National Standards Institute (ANSI), located at 11

West 42nd Street, New York, New York 10036. ANSI can be reached at Tel.: 212-642-4900, Fax: 212-398-0023, or

through the ANSI web site http://www.ansi.org. This list is updated whenever the ISO 3166 Maintenance Agency effects a

change to the official code list in ISO 3166-1. This list is complete and up-to-date as of October 1, 1999. ISO 3166-2 (Part

2: Country subdivision code, published in 1998) and ISO 3166-3 (Part 3: Code for formerly used names of countries,

published in 1999) can also be purchased from Global Engineering Documents, located at 15 Inverness Way East,

Englewood, CO 80112. http://global.ihs.com

0010 Afghanistan

0020 Albania 

0030 Algeria

0040 American Samoa

0050 Andorra

0060 Angola

0070 Anguilla

0080 Antarctica

0090 Antigua and Barbuda

0100 Argentina

0110 Armenia

0120 Aruba

0130 Australia

0140 Austria

0150 Azerbaijan

0160 Bahamas

0170 Bahrain

0180 Bangladesh

0190 Barbados

0200 Belarus

0210 Belgium

0220 Belize

0230 Benin

0240 Bermuda

0250 Bhutan

0260 Bolivia

0270 Bosnia and Herzegovina

0280 Botswana

0290 Bouvet Island

0300 Brazil

0310 British Indian Ocean Territory

0320 Brunei Darussalam

0330 Bulgaria

0340 Burkina Faso

0350 Burundi

0360 Byelorussian SSR*

0370 Cambodia

0380 Cameroon

0390 Canada

0400 Cape Verde

0410 Cayman Islands

0420 Central African Republic

0430 Chad

0440 Chile

0450 China

0460 Christmas Island

0470 Cocos (Keeling) Islands

0480 Colombia

0490 Comoros

0500 Congo

0510 Congo, The Democratic Republic of the

0520 Cook Islands

0530 Costa Rica

0540 Cote D’Ivoire (Ivory Coast)

0550 Croatia

0560 Cuba

0570 Cyprus

0580 Czech Republic

0590 Czechoslovakia*

0600 Democratic Yemen

0610 Denmark

0620 Djibouti

0630 Dominica

0640 Dominican Republic

0650 East Timor

0660 Ecuador

0670 Egypt

0680 El Salvador
F-2

0690 Equatorial Guinea

0700 Eritrea

0710 Estonia

0720 Ethiopia

0730 Falkland Islands (Malvinas)

0740 Faroe Islands

0750 Fiji

0760 Finland

0770 France

0780 France, Metropolitan*

0790 French Guiana

0800 French Polynesia

0810 French Southern Territories

0820 Gabon

0830 Gambia

0840 Georgia

0850 German Democratic Republic*

0860 Germany

0870 Ghana

0880 Gibraltar

0890 Greece

0900 Greenland

0910 Grenada

0920 Guadeloupe

0930 Guam

0940 Guatemala

0950 Guinea

0960 Guinea-Bissau

0970 Guyana

0980 Haiti

0990 Heard Island and McDonald Islands

1000 Holy See (Vatican City State)

1010 Honduras

1020 Hong Kong

1030 Hungary

1040 Iceland

1050 India

1060 Indonesia

1070 Iran, Islamic Republic of

1080 Iraq

1090 Ireland

1100 Israel

1110 Italy

1120 Jamaica

1130 Japan

1140 Jordan

1150 Kazakastan

1160 Kenya

1170 Kiribati

1180 Korea, Democratic People's Republic of

1190 Korea, Republic of

1200 Kuwait

1210 Kyrgyzstan

1220 Lao People's Democratic Republic

1230 Latvia

1240 Lebanon

1250 Lesotho

1260 Liberia

1270 Libyan Arab Jamahiriya

1280 Liechtenstein

1290 Lithuania

1300 Luxembourg

1310 Macau

1320 Macedonia,

The Former Yugoslav Republic of 

1330 Madagascar

1340 Malawi

1350 Malaysia

1360 Maldives

1370 Mali

1380 Malta

1390 Marshall Islands

1400 Martinique

1410 Mauritania

1420 Mauritius

1430 Mayotte

1440 Mexico

1450 Indonesia, Federated States of 

1460 Moldova, Republic of

1470 Monaco

1480 Mongolia

1490 Montserrat

1500 Morocco

1510 Mozambique

1520 Myanmar (Burma)

1530 Namibia

1540 Nauru

1550 Nepal

1560 Netherlands

1570 Netherlands Antilles

1580 New Caledonia

1590 New Zealand

1600 Nicaragua

1610 Niger

1620 Nigeria

1630 Niue

1640 Norfolk Island

1650 Northern Mariana Islands

1660 Norway

1670 Oman

1680 Pakistan

1690 Palau

1700 Palestinian Territory, Occupied

1710 Panama

1720 Papua New Guinea

1730 Paraguay

1740 Peru

1750 Philippines

1760 Pitcairn

1770 Poland

1780 Portugal

1790 Puerto Rico
F-3

1800 Qatar

1810 Reunion

1820 Romania

1830 Russian Federation

1840 Rwanda

1850 Saint Helena

1860 Saint Kitts and Nevis

1870 Saint Lucia

1880 Saint Pierre and Miquelon

1890 Saint Vincent and the Grenadines

1900 Samoa

1910 San Marino

1920 Sao Tome and Principe

1930 Saudi Arabia

1940 Senegal

1950 Seychelles

1960 Sierra Leone

1970 Singapore

1980 Slovakia

1990 Slovenia

2000 Solomon Islands

2010 Somalia

2020 South Africa

2030 South Georgia and the

South Sandwich Islands

2040 Spain

2050 Sri Lanka

2060 Sudan

2070 Suriname

2080 Svalbard and Jan Mayen

2090 Swaziland

2100 Sweden

2110 Switzerland

2120 Syrian Arab Republic

2130 Taiwan, Province of China

2140 Tajikistan

2150 Tanzania, United Republic of

2160 Thailand

2170 Togo

2180 Tokelau

2190 Tonga

2200 Trinidad and Tobago

2210 Tunisia

2220 Turkey

2230 Turkmenistan

2240 Turks and Caicos Islands

2250 Tuvalu

2260 Uganda

2270 Ukraine

2280 Union of Soviet Socialist Republics

2290 United Arab Emirates

2300 United Kingdom (Great Britain)

2310 United States

2320 United States Minor Outlying Islands

2330 Uruguay

2340 Uzbekistan

2350 Vanuatu

1000 Vatican City State, see Holy See

2360 Venezuela

2370 Vietnam

2380 Virgin Islands, British

2390 Virgin Islands, U.S.

2400 Wallis and Futuna

2410 Western Sahara

2420 Yemen

2430 Yugoslavia

0510 Zaire, see Congo,

The Democratic Republic of the

2440 Zambia

2450 Zimbabwe

G-1

Appendix G

LIST OF LANGUAGES AND CODES1

Appendix G provides information in reference to Data Element 0350 “Language Code.”

 

1

 The primary sources for the list are information from the Code for the representation of names of languages

(ISO 639), published by the International Organization for Standardization (ISO), and the Ethnologue:

Languages of the World, Thirteenth Edition, edited by Barbara Grimes and published in 1996 by the Summer

Institute of Linguistics, 7500 W. Camp Wisdom Road, Dallas, TX 75236-5699. http://www.sil.org/ethnologue

The ISO list is also available as data element 819 in Part 8 (Appendix B) of the Guide to the Implementation of

Electronic Transcripts and Student Records. To obtain the ISO codes for the languages, the American National

Standards Institute (ANSI), located at 11 West 42nd Street, New York, New York 10036, can be reached at

Tel.: 212-642-4900, Fax: 212-398-0023, or through the ANSI web site http://www.ansi.org. The document

can also be ordered from Global Engineering Documents, located at 15 Inverness Way East, Englewood, CO

80112. http://global.ihs.com To obtain the Ethnologue codes, please refer to the above SIL web site.

0010 Abkhazian

0020 Afar

0030 Afrikaans

0040 Akan 

0050 Albanian

0060 Amahric 

0070 American Sign Language

0080 Arabic

0090 Armenian

0100 Assamese 

0110 Awadhi

0120 Azerbaijani

0130 Bashkir

0140 Basque

0150 Belarusan 

0160 Bengali

0170 Bhojpuri 

0180 Bihari

0190 Bislama

0200 Bulgarian 

0210 Burmese 

0220 Breton

0230 Cambodian (Khmer)

0240 Carolinian

0250 Catalan

0260 Cebuano 

0270 Chhattisgarhi

0280 Chamorro

0290 Chinese, Hakka

0300 Chinese, Mandarin

0310 Chinese, Min Nan

(Fukienese or Fujianese)

0320 Chinese, Yue (Cantonese) 

0330 Chittagonian

0340 Chuukese/trukese

0350 Creole

0360 Czech 

0370 Danish

0380 Deccan

0390 Dutch

0400 English

0410 Esperanto

0420 Estonian

0430 Farsi

0440 Fiji

0450 Finnish

0460 French

0470 Frisian

0480 Fulfulde, Nigerian

0490 Galican

0500 Georgian

0510 German

0520 Greek 

0530 Greenlandic

0540 Guamanian

0550 Guarani

0560 Guatemalan

0570 Gujarati

0580 Haitian, Creole French

0590 Haryanvi 

0600 Hausa 

0610 Hebrew

0620 Hiligaynon 

0630 Hindi 

0640 Hmong

0650 Hungarian 

0660 Icelandic

0670 Igbo 

0680 Ilocano

0690 Indian
G-2

0700 Indonesian 

0710 Island Carib

0720 Italian

0730 Japanese 

0740 Javanese 

0750 Kannada 

0760 Kashmiri

0770 Kazakh

0780 Kinyarwanda

0790 Kirundi

0800 Korean

0810 Kosraen

0820 Kurdish

0830 Kurmanji 

0840 Kyrgyz; Kirghiz

0850 Latin 

0860 Lingala

0870 Laothian 

0880 Latvian

0890 Lithuanian 

0900 Lombard 

0910 Madura

0920 Magahi

0930 Maithili

0940 Malagasy 

0950 Malay

0960 Malayalam 

0970 Maltese

0980 Marathi

0990 Marshallese

1000 Marwari 

1010 Myanmasa; Burmese

1020 Napoletano-Calabrese

1030 Nauru

1040 Nepali

1050 Norwegian 

1060 Occitan

1070 Oriya 

1080 Oromo, West-Central

1090 Palau

1100 Panjabi, Eastern

1110 Panjabi, Western

1120 Pashto, Northern

1130 Pashto, Southern

1140 Pohnpeians

1150 Polish

1160 Portuguese 

1170 Quechua 

1180 Raeto-Romance

1190 Romanian 

1200 Russian

1210 Rwanda

1220 Samoan

1230 Sangho

1240 Sanskrit

1250 Saraiki

1260 Serbian

1270 Serbo-Croatian

1280 Sesotho

1290 Setswana 

1300 Shona

1310 Sindhi

1320 Singhalese

1330 Sinhala

1340 Siswati

1350 Slovak

1360 Slovenian 

1370 Somali

1380 Spanish

1390 Sunda

1400 Swahili

1410 Swedish 

1420 Tagalog

1430 Tamil 

1440 Tatar 

1450 Telugu

1460 Thai 

1470 Tonga

1480 Tsonga

1490 Turkish

1500 Turkmen

1510 Twi 

1520 Ukrainian 

1530 Urdu 

1540 Uyghur

1550 Uzbek 

1560 Vietnamese 

1570 Volapuk 

1580 Yapese

1590 Yoruba

1600 Xhosa

1610 Zhuan, Northern

1620 Zulu 

The following are North American/Latin American Indian languages:

1630 Abnaki

1640 Achimawi

1650 Ahtena

1660 Alabama

1670 Aleut

1680 Algonquin

1690 Apache

1700 Arapaho

1710 Araucanian

1720 Arikara

1730 Athapascan

1740 Atsina
G-3

1750 Atsugewi

1760 Aucanian

1770 Aymara

1780 Aztec

1790 Blackfoot

1800 Caddo

1810 Cahuilla

1820 Cakchiquel, Central

1830 Cakchiquel, Eastern

1840 Cakchiquel, Mam

1850 Cakchiquel, Northern

1860 Cakchiquel, Santa Maria de Jesus

1870 Cakchiquel, Santo Domingo

1880 Cakchiquel, Southern

1890 Cakchiquel, Southwestern

1900 Cakchiquel, Western

1910 Cayuga

1920 Chasta Costa

1930 Chemeheuvi (dialogue of Ute)

1940 Cherokee 

1950 Chetemacha

1960 Cheyenne

1970 Chinook Jargon

1980 Chiricahua

1990 Chiwere

2000 Choctaw

2010 Chumash

2020 Clallam

2030 Cocomaricopa

2040 Coeur d’Alene

2050 Columbia

2060 Comanche

2070 Cowlitz

2080 Cree

2090 Crow

2100 Cuna

2110 Cupeno

2120 Dakota

2130 Delaware

2140 Delta River Yuman

2150 Diegueno

2160 Eskimo

2170 Eyak

2180 Foothill North Yokuts

2190 Fox

2200 French Cree

2210 Guarani

2220 Guaymi

2230 Haida

2240 Han

2250 Havasupai

2260 Hichita

2270 Hidatsa

2280 Hopi

2290 Hupa

2300 Ingalit

2310 Inupik

2320 Iroquois

2330 Jicarilla

2340 Kalispel

2350 Kansa

2360 Karok

2370 Kawaiisu

2380 Keres, Eastern

2390 Keres, Western

2400 Kickapoo

2410 Kiowa

2420 Kiowa-Apache

2430 Klamath

2440 Koasati

2450 Koyukon

2460 Kuchin

2470 Kutenai

2480 Kwakiutl

2490 Lower Chehalis

2500 Luiseno

2510 Maidu, Northeast 

2520 Maidu, Northwest

2530 Maidu, Valley

2540 Makah

2550 Mam

2560 Mandan

2570 Maya

2580 Menomini

2590 Miami

2600 Micmac

2610 Mikasuki

2620 Miwok, Southern Sierra

2630 Miwok, Central Sierra

2640 Miwok, Coast

2650 Miwok, Lake

2660 Miwok, Northern Sierra

2670 Miwok, Plains

2680 Mixteco, San Juan Mixtepec

2690 Mohawk

2700 Mono

2710 Mountain Maidu

2720 Muskogee

2730 Navaho

2740 Nez Perce

2750 Nomlaki

2760 Nootka

2770 Nootsack

2780 Northern Paiute

2790 Ojibwa, Eastern

2800 Ojibwa, Northern

2810 Ojibwa, Western

2820 Okanagan

2830 Omaha

2840 Oneida

2850 Onondaga

2860 Osage
G-4

2870 Other Athapascan-Eyak

2880 Ottawa

2900 Pacific Gulf Yupik

2910 Panamint (dialect of Shoshone)

2920 Passamaquoddy

2930 Patwin

2940 Pawnee

2950 Penobscot

2960 Picuris

2970 Pima

2980 Pomo (alt. for POL) 

2990 Pomo, Central 

3000 Pomo, Eastern

3010 Pomo, Northeastern

3020 Pomo, Northern

3030 Pomo, Southeastern

3040 Pomo, Southern

3050 Ponca (dialect of Omaha)

3060 Potawatomi

3070 Quapaw

3080 Quechua, Ancash, Chiquian

3090 Quechua, Ancash, Conchucos, Northern

3100 Quechua, Ancash, Conchucos, Southern

3110 Quechua, Ancash, Corongo

3120 Quechua, Ancash, Huaylas

3130 Quechua, Ancash, Sihuas

3140 Quechua, Apurimac

3150 Quechua, Ayacucho

3160 Quechua, Boliviano

3170 Quechua, Cajamarca

3180 Quechua, Chachapoyas

3190 Quechua, Chilean

3200 Quechua, Classical

3210 Quechua, Cotahuasi

3220 Quechua, Cuzco

3230 Quechua, Huanca, Huaylla

3240 Quechua, Huanca, Jauja

3250 Quechua, Huanuco, Huaylla

3260 Quechua, Huanuco,

Huamalies-Northern Dos De Mayo

3270 Quechua, Huanuco, Maranon

3280 Quechua, Huanuco, Panao

3290 Quechua, Huanuco,

Southern Dos De Mayo-Margos Chaulan

3300 Quechua, Lambayeque

3310 Quechua, North Bolivian

3320 Quechua, North Junin

3330 Quechua, North Lima Cajatambo

3340 Quechua, Northwest Jujuy

3350 Quechua, Pacaroas

3360 Quechua, Pasco, Santa Ana De Tusi

3370 Quechua, Pasco-Yanahuanca

3380 Quechua, Pastaza, Southern

3390 Quechua, Puno

3400 Quechua, San Martin

3410 Quechua, San Rafael-Huariaca

3420 Quechua, South Bolivian

3430 Quechua, Yauyos

3440 Quekchi

3450 Quiche, Central 

3460 Quiche, Cunen

3470 Quiche, Eastern

3480 Quiche, Joyabaj

3490 Quiche, San Andres

3500 Quiche, West Central

3510 Quinault

3520 Sahaptian

3530 Saint Lawrence Island Yupik

3540 Salish, Southern Puget Sound

3550 Salish, Straits

3560 San Carlos

3570 Sandia

3580 Santiam

3590 Seneca

3600 Serrano

3610 Shastan

3620 Shawnee

3630 Shoshone

3640 Siuslaw

3650 Southern Maidu

3660 Southern Paiute

3670 Spokane

3680 Tachi

3690 Tanacross

3700 Tanaina

3710 Tanana

3720 Tarahumara Baja

3730 Central

3740 Northern

3750 Southeastern

3760 Southwestern

3770 Tarascan

3780 Tewa

3790 Tillamook

3800 Tiwa, Northern

3810 Tiwa, Southern

3820 Tlingit

3830 Tonkawa

3840 Towa

3850 Tsimshian

3860 Tubatulabal

3870 Tupi

3880 Tuscarora

3890 Twana

3900 Upland Yuman

3910 Upper Chehalis

3920 Upper Chinook

3930 Upper Kuskokwim

3940 Upper Tanana

3950 Upriver Yuman

3960 Ute

3970 Walapai
G-5

3980 Wappo

3990 Washo

4000 Wichita

4010 Winnebago

4020 Wintun

4030 Wiyot

4040 Wyandot

4050 Yaqui

4060 Yavapai

4070 Yuchi

9999 Other languages

4080 Yuki

4090 Yuma

4100 Yupik, Central

4110 Yupik, Central Siberian

4120 Yupik, Pacific Gulf

4130 Yurok

4140 Zapoteco, Yalalag

4150 Zapoteco, Yatzachi

4160 Zuni

H-1

Appendix H

MEDICAL CONDITION TYPES AND CODES

Appendix H provides information in reference to Data Element 0800 “Injury Type Code.”

International Classification of Diseases1

 

1

 The full listing of the Fifth Edition of the Ninth Revision of the International Classification of Diseases (ICD9-1994) is available at the U.S. Department of Energy's Comprehensive Epidemiologic Data Resource (CEDR)

web site. The Tenth Revision of the publication (ICD-10) is now available for ordering from the World Health

Organization (WHO). http://www.who.org

000 Unspecified Health Problem

007.1 Giardiasis

034.0 Strep Sore Throat

042.044 Human Immuno Deficiency Virus (HIV)

Infection

052 Chicken Pox

052.9 Varicella Uncomplicated

078.1 Viral Warts

079.9 Viral Infection Nos

110.4 Dermatophytosis of Foot

110.9 Dermatophytosis Site Nos

127.4 Enterobiasis

129 Intestine Parasitism Nos

130 Toxoplasmosis

130.0 Toxoplasma Meningoenceph

132.0 Pediculus Capitis

133.0 Scabies

278.0 Obesity

280.9 Iron Defic Anemia Nos

281.9 Deficiency Anemia Nos

285.9 Anemia Nos

314.9 Hyperkinetic Synd Nos

343.9 Cerebral Palsy Nos

345.9 Epilepsy Nos

367 Disorders of Refraction

367.0 Hypermetropia

367.1 Myopia

367.2 Astigmatism

367.20 Astigmatism Nos

367.9 Refraction Disorder Nos

368 Visual Disturbances

368.0 Amblyopia Ex Anopsia

368.00 Amblyopia Nos

368.59 Color Deficiency Nec

368.9 Visual Disturbance Nos

372.0 Acute Conjuctivitis

372.30 Conjunctivitis Nos

378.0 Esotropia

378.9 Eye Movement Disorder Nos

380.1 Infective Otitis Externa

380.4 Impacted Cerumen

381 Nonsuppur Otitis Media

381.0 AC Nonsup Otitis Media

381.01 AC Serous Otitis Media

381.3 CHR Nonsup OM Nos/Nec

381.4 Nonsupp Otitis Media Nos

382 Otitis Media Suppur/Nos

382.0 AC Suppur Otitis Media

382.4 Suppur Otitis Media

382.9 Otitis Media Nos

384.2 Perforation Tympan Memb

389 Hearing Loss

389.1 Sensorineural Hear Loss

389.9 Hearing Loss Nos

401.9 Hypertension Nos

460 Acute Nasopharyngitis

461.9 Acute Sinusitis Nos

462 Acute Pharyngitis

463 Acute Tonsillitis

465.9 Acute URI Nos

466.0 Acute Bronchitis

472.0 Chronic Rhinitis

474.0 Chronic Tonsils

474.1 T A Hypertrophy

474.10 Hypertrophy T and A

474.11 Hypertrophy Tonsils

477 Allergic Rhinitis

477.9 Allergic Rhinitis Nos

486 Pneumonia, Organism Nos

487.1 Flu W Resp Manifest Nec

490 Bronchitis Nos

493.9 Asthma Nos

520.6 Tooth Eruption Disturb

521 Hard Tissue Dis of Teeth

521.0 Dental Caries

522.2 Periapical Abcess

523.0 Acute Gingivitis

523.6 Accretions on Teeth

524.3 Tooth Position Anomoly

524.4 Malocclusion Nos

525.1 Loss of Teeth, Acquired

525.9 Dental Disorder Nos
H-2

558.9 Nonif Gastroenteric Nec

573.3 Hepatitis Nos

599.0 Urin Tract Infection Nos

599.7 Hematuria

684 Impetigo

692.9 Dermatitis Nos

693.1 Dermat D/T Food Ingest

706.1 Acne Nec

729.5 Pain in Limb

737.30 Idiopathic Scoliosis

752.5 Undescended Testicle

780.3 Convolutions

780.6 Pyrexia Unknown Origin

783.4 Lack Normal Physiol Devel

784.0 Headache

784.5 Speech Disturbance Nec

784.7 Epistaxis

785.2 Cardiac Murmurs Nec

785.6 Enlargement Lymph Nodes

788.3 Incontinence of Urine

789 Oth Abdomen/Pelvis Symp

789.0 Abdominal Pain

791 Abnormal Urine Findings

791.0 Proteinuria

795.5 Tuberculin Test Reaction

799.9 Unkn Cause Morb/Mort Nec

813 Radius Ulna Fracture

911.0 Abrasion Trunk

984.9 Tox Eff Lead Compnd Nos

989.5 Toxic Effect Venom

995.2 Adv Eff Med/Biol Sub Nos

995.3 Allergy, unspecified

V03.1 Vaccine-Typhoid-Parathyroid

V03.2 Vaccine forTuberculosis

V03.6 Vaccine for Pertussis

V03.7 Tetanus Toxoid Inoculant

V03.8 Vaccine for Bact Dis Nec

V04.01 Polio Oral

V04.02 Polio Immunization

V04.1 Vaccine for Smallpox

V04.2 Vaccine for Measles

V04.3 Vaccine for Rubella

V04.6 Vaccine for Mumps

V04.8 Vaccine for Influenza

V06.1 Vaccine for DTP

V06.12 TD

V06.3 Vaccine for DTP + Polio

V06.4 Vac-Measle-Mumps-Rubella

V06.8 Vac-Dis Combinations Nec

V10 HX of Malignant Neoplasm

V12 HX of Disease Nec

V12.0 HX-Infect/Parasitic Dis

V12.01 Measles

V12.02 Rubella

V12.03 Mumps

V12.04 Chicken Pox

V12.05 Whooping Cough

V12.06 TB

V12.21 Diabetes

V12.3 HX-Blood Diseases

V12.4 HX-Nerv Sys/Sens Org Dis

V12.41 Epilepsy

V12.5 HX-Circulatory Sys Dis

V12.51 Rheumatic Fever

V12.6 HX-Respiratory Sys Dis

V12.7 HX of GI Disease

V13 HX of Other Diseases

V13.0 HX-Urinary System Disord

V14 HX of Drug Allergy

V14.0 HX-Penicillin Allergy

V15 Oth HX of Health Hazards

V15.0 HX of Allergy Nec

V15.2 HX-Major Organ Surg Nec

V15.5 HX of Injury

V15.8 HX-Other Health Hazards

V16 Family HX-Malignancy

V17 Family HX-Chr Disabling Dis

V17.1 Family HX-Stroke

V17.2 Family HX-Neurolog Dis Nec

V17.21 Epilepsy

V17.3 Fam HX-Ischem Heart Dis

V17.4 Fam HX-Cardiovas Dis Nec

V17.41 Hypertension

V17.5 Family HX-Asthma

V17.6 Fam HX-Chr Resp Cond Nec

V17.7 Family HX-Arthritis

V18.0 Family HX-Diabetes Mellitus

V18.3 Family HX-Anemia

V18.4 Family HX-Mental Retardant

V18.5 Family HX-GI Disorders

V18.6 Family HX-Kidney Disease

V18.8 Family HX-Infect/Parasit Dis

V19.0 Family HX-Blindnes

V19.2 Family HX-Deafness

V19.4 Family HX-Skin Condition

V19.5 Fam HX-Congen Anomalies

V19.6 Family HX-Allergic Dis

V20 Health Supervision Child

V20.2 Routine Child Health Exam

V20.3 Med Exam Nec-Admin Purp

V22.2 Pregnant State

V70.5 Health Exam-Group Survey

V71 Observation-Suspect Cond

V71.2 Observ-Suspect TB

V72 Special Examinations

V72.0 Eye Vision Examination

V72.1 Ear Hearing Exam

V72.2 Dental Examination

V72.8 Examination Nec

V72.80 Height

V72.81 Weight

V74.1 Screening-Pulmonary TB
H-3

V75.8 Screen-Parasitic Dis Nec

V78.0 Screen-Iron Defic Anemia

V78.2 Screen-Sickle Cell Dis

V79.3 Screen-Development Prob

V81.1 Screen for Hypertension

V81.51 Urinalysis (Dipstick)

V82.0 Screen for Skin Cond

V82.5 Screen-Contamination Nec

V82.81 Scoliosis

Current Procedural Terminology1

 

1

 Information contained in the above list is derived from the 1999 version (Revised 4th edition) of the

Physician's Current Procedural Terminology. For information on how to purchase the entire document, please

contact the American Medical Association (AMA). http://www.ama-assn.org/med-sci/cpt/coding.htm

00120 Anesthesia for Ear Surgery

01230 Anesthesia, Surgery of Femur

10060 Drainage of Skin Abscess

12001 Repair Superficial Wound(s)

22899 Spine Surgery Procedures

29065 Application of Long Arm Cast

29075 Application of Forearm Cast

29405 Apply Short Leg Cast

36430 Blood Transfusion Service

50760 Fusion of Ureters

69210 Remove Impacted Ear Wax

69420 Incision of Eardrum

69436 Create Eardrum Openings

70250 X-ray Exam of Skull

70470 Contrast CAT Scans of Head

71010 X-ray Exam of Chest

72110 X-ray Exam of Lower Spine

73000 X-ray Exam of Collarbone

73060 X-ray Exam of Humerus

73090 X-ray Exam of Forearm

73100 X-ray Exam of Wrist

73120 X-ray Exam of Hand

73140 X-ray Exam of Finger(s)

73560 X-ray Exam of Lower Leg

73600 X-ray Exam of Ankle

73620 X-ray Exam of Foot

81000 Urinalysis with Microscopy

81002 Routine Urine Analysis

81005 Urinalysis

82465 Assay Serum Cholesterol

82784 Assay Gammaglobulin A/D/G/M

82947 Assay Body Fluid, Glucose

82948 Stick Assay of Blood Glucose

83018 Chromatograph Screen, Metals

83020 Assay Hemoglobin

83634 Test Blood for Lead

85014 Hematocrit

85018 Hemoglobin, Calorimetric

85022 Automated Hemogram

85031 Manual Hemogram, Complete CBC

86580 TB Patch or Intradermal Test

86585 TB Tine Test

87060 Nose/Throat Culture, Bacteria

87070 Culture Specimen, Bacteria

87072 Culture Specimen by Kit

87086 Urine Culture, Colony Count

87177 Ova and Parasites Smears

90585 BCG Immunization (TB) Percutaneous

90586 BCG Immunization (bladder) Intravesical

90701 DTP Immunization

90702 DT Immunization

90703 Tetanus Immunization

90704 Mumps Immunization

90705 Measles Immunization

90706 Rubella Immunization

90707 MMR Virus Immunization

90708 Measles-Rubella Immunization

90712 Oral Poliovirus Immunization

90718 TD Immunization

90749 Immunization Procedure

90782 Injection of Medication

90788 Injection of Antibiotic

90801 Diagnostic Interview

90865 Special Interview

90887 Consultation with Family

92002 New Eye Exam & Treatment

92004 New Eye Exam & Treatment

92012 Eye Exam & Treatment

92014 Eye Exam & Treatment

92020 Special Eye Evaluation

92081 Visual Field Examination(s)

92265 Eye Muscle Evaluation

92283 Color Vision Examination

92340 Fitting of Spectacles

92370 Repair & Adjust Spectacles

92390 Supply of Spectacles

92395 Supply of Spectacles

92502 Ear and Throat Examination

92504 Ear Microscopy Examination

92506 Speech & Hearing Evaluation

92507 Speech/Hearing Therapy

92551 Pure Tone Hearing Test, Air

92552 Pure Tone Audiometry, Air

92553 Audiometry, Air & Bone

92556 Speech Audiometry, Complete

92557 Comprehensive Audiometry
H-4

92565 Stenger Test, Pure Tone

92567 Tympanometry

92591 Hearing Aid Exam, Both Ears

93000 Electrocardiogram, Complete

93799 Cardiovascular Procedures

95819 Electroencephalogram (EEG)

96110 Developmental Test, Limited

96111 Developmental Test, Extended

96408 Intravenous Chemotherapy

99025 Initial Surgical Evaluation

99056 Non-Office Medical Services

99058 Office Emergency Care

99070 Special Supplies

99075 Medical Testimony

99078 Group Health Education

99080 Special Reports or Forms

99090 Computer Data Analysis

99199 Special Service or Report

99201 Office Visit, New, Brief

99202 Office Visit, New, Limited

99203 Office Visit, New, Intermediate

99204 Office Visit, New, Extended

99205 Office Visit, New, Comprehensive

99211 Office Visit, Brief

99212 Office Visit, Limited

99213 Office Visit, Intermediate

99214 Office Visit, Extended

99215 Office Visit, Comprehensive

99221 Hospital Care, New, Brief

99222 Hospital Care, New, Intermediate

99223 Hospital Care, New, Comprehensive

99231 Hospital Visit, Limited

99232 Hospital Visit, Intermediate

99233 Hospital Visit, Extended

99241 Limited Consultation

99281 Emergency Care, Minor, Straightforward

99282 Emergency Care, Moderate, Low

99283 Emergency Care, Moderate, Moderate

99284 Emergency Care, Detailed, Moderate

99285 Emergency Care, High, High

99321 Care Facility Visit

99341 Home Visit, New, Brief

99342 Home Visit, New, Limited

99343 Home Visit, New, Intermediate

99347 Home Visit, Minimal

99348 Home Visit, Brief

99349 Home Visit, Limited

99350 Home Visit, Intermediate

99381 Initial Preventive Medicine, Infant

99382 Initial Preventive Medicine, 1-4

99383 Initial Preventive Medicine, 5-11

99384 Initial Preventive Medicine, 12-17

99385 Initial Preventive Medicine, 18-39

99386 Initial Preventive Medicine, 40-64

99387 Initial Preventive Medicine, 65 and over

99391 Periodic Preventive Medicine, Infant

99392 Periodic Preventive Medicine, 1-4

99393 Periodic Preventive Medicine, 5-11

99394 Periodic Preventive Medicine, 12-17

99395 Periodic Preventive Medicine, 18-39

99396 Periodic Preventive Medicine, 40-64

99397 Periodic Prev. Medicine, 65 and over

99499 General Medical Service

D0110 Initial Dental Exam

D0120 Periodic Dental Exam

D0130 Emergency Dental Exam

D0210 Complete Radiology Series

D0220 1 Periapical

D0230 Addition Films

D0270 Bitewing - Single Film

D0272 2 Bitewings

D0274 4 Bitewings

D0330 Panoramic

D0471 Dental - Diagnostic Photos

D1110 Adult Prophy

D1120 Child Prophy

D1220 Stann. Flu 1 Treat Exc Phoph

D1230 Fluoride Treatment

D1330 Oral Hygiene Instr.

D1340 Training-Prevent-Dental Care

D1350 Enamel Sealants

D2110 Amal. Prim. 1 Surf

D2120 Amal. Prim. 2 Surf

D2130 Amal. Prim. 3 Surf

D2131 Amalgam Deciduous 4 Surfaces

D2140 Amal. Perm. 1 Surf

D2150 Amal. Perm. 2 Surf

D2160 Amal. Perm. 3 Surf

D2161 Amalgam Perm. 4 or More Surf

D2310 Acrylic or Plastic

D2330 Composite 1 Surf

D2331 Composite 2 Surf

D2332 Composite Resin. 3 Surfaces

D2335 Composite Resin

D2750 Crown Porc./Metal

D2830 Stainless Steel

D2940 Sedative Treatment

D3110 Pulp Cap Direct

D3120 Pulp Cap Indirect

D3200 Pulpotomy Exc. Final Restor.

D3220 Vital Pulpotomy

D3310 Root Canal 1

D3330 Root Canal 3

D4220 Subging. Curet./Quad

D4340 Perio Scale, Comp

D4341 Perio S. P.

D6750 Porcelain/Metal

D7110 Extraction

D7120 Add. Extr.

D9210 Local Anesthesia

D9230 N202-02 Sedation

D9310 Dental Consultation
I-1

Appendix I

CLASSIFICATION OF INSTRUCTIONAL PROGRAMS1

Appendix I provides information in reference to Data Element 1150 “Postsecondary Subject Matter Area.” This

appendix provides an exhaustive classification of Series 13, Education Programs, as found in the Classification

of Instructional Programs, published by NCES. Each entry is followed by either a definition or a referral to

another series number (instructional programs other than Education) in the Classification.

13. EDUCATION—A summary of groups of instructional programs that describes the theory and practice of

learning and teaching and related research administrative and support services.

—Psychology (refer to 42. Series)2

—Social Sciences and History (refer to 45. Series)2

13.01 Education General—A group of instructional programs that generally describes the theory and

practice of learning and teaching; the basic principles of educational psychology; the art of teaching;

the planning and administration of educational activities; and the social foundations of education.

13.0101 Education, General—An instructional program that generally describes the theory and

practice of learning and teaching; the basic principles of educational psychology; the art of teaching;

the planning and administration of educational activities; and the social foundations of education.

13.02 Bilingual/Bicultural Education—A group of instructional programs that describes the design

and provision of teaching and other educational services to bilingual/bicultural children or adults,

and/or the design and implementation of educational programs having the goal of producing

bilingual/bicultural individuals. Includes preparation to serve as teachers and administrators in

bilingual/bicultural education programs.

13.0201 Bilingual/Bicultural Education—An instructional program that describes the design and

provision of teaching and other educational services to bilingual/bicultural children or adults, and/or

the design and implementation of educational programs having the goal of producing

bilingual/bicultural individuals. Includes preparation to serve as teachers and administrators in

bilingual/bicultural education programs.

— Bilingual Education Assisting (included under 13.0201) 2

— Teaching English as a Second Language/Foreign Language (refer to 13.1401) 2

— Bilingual/Crosscultural Education, Other (included under 13.0201) 2

13.03 Curriculum and Instruction—A group of instructional programs that describes the study of the

curriculum and related instructional processes and tools, and that may prepare individuals to serve as

professional curriculum specialists. Includes instruction in curriculum theory, curriculum design and

planning, instructional material design and evaluation, curriculum evaluation, and applications to

specific subject-matter, programs or educational levels.

 

1

 Source: Classifcation of Instructional Programs. National Center for Education Statistics, United States

Department of Education, 1991.

2

 For descriptions of programs other than those included in Series 13, please refer to the Classification of

Instructional Programs, National Center for Education Statistics, United States Department of Education, 1991.
I-2

13.0301 Curriculum and Instruction—An instructional program that describes the study of the

curriculum and related instructional processes and tools, and that may prepare individuals to serve as

professional curriculum specialists. Includes instruction in curriculum theory, curriculum design and

planning, instructional material design and evaluation, curriculum evaluation, and applications to

specific subject-matter, programs or educational levels.

13.04 Education Administration and Supervision—A group of instructional programs that generally

describes the study of the principles and techniques of administering a wide variety of schools and

other educational organizations and facilities, supervising educational personnel at the school or staff

level, and that may prepare individuals as general administrators and supervisors.

13.0401 Education Administration and Supervision, General—An instructional program that generally

describes the study of the principles and techniques of administering a wide variety of schools and

other educational organizations and facilities, supervising educational personnel at the school or staff

level, and that may prepare individuals as general administrators and supervisors.

13.0402 Administration of Special Education—An instructional program that describes the principles

and techniques of administering educational facilities and programs provided for children or adults

with special learning needs, and that prepares individuals to serve as administrators of such programs.

Includes instruction in special education principles, program and facilities planning, personnel

management, community and client relations, budgeting and administration, professional standards,

and applicable laws and policies.

13.0403 Adult and Continuing Education Administration—An instructional program that describes the

principles and techniques of administering programs and facilities designed to serve the basic

education needs of undereducated adults, or the continuing education needs of adults seeking further or

specialized instruction, and that prepares individuals to serve as administrators of such programs.

Includes instruction in adult education principles, program and facilities planning, personnel

management, community and client relations, budgeting and administration, professional standards,

and applicable laws and policies.

13.0404 Educational Supervision—An instructional program that prepares individuals to supervise

instructional and support personnel at the school building, facility or staff level. Includes instruction in

the principles of staffing and organization, the supervision of learning activities, personnel relations,

administrative duties related to departmental or unit management, and specific applications to various

educational settings and curricula.

13.0405 Elementary, Middle and Secondary Education Administration—An instructional program that

describes the principles and techniques of elementary, middle or secondary school principalship, and

that prepares individuals to serve as principals and other administrative personnel for elementary-,

middle- or secondary-level education programs and facilities. Includes instruction in elementary-,

middle- or secondary-level education, program and facilities planning, personnel management,

community and client relations, budgeting and administration, professional standards, and applicable

laws and policies.

13.0406 Higher Education Administration—An instructional program that describes the principles and

practice of administration in four-year colleges, universities and higher education systems, the study of

higher education as an object of applied research, and which may prepare individuals to function as

administrators in such settings. Includes instruction in higher education economics and finance; policy

and planning studies; curriculum; faculty and labor relations; higher education law; college student

services; research on higher education; institutional research; marketing and promotion; and issues of

evaluation, accountability and philosophy.

13.0407 Community and Junior College Administration—An instructional program that describes the

principles and techniques of administering community and junior colleges and related postsecondary
I-3

systems, the study of community and junior colleges as objects of applied research, and that may

prepare individuals to function as administrators in such settings. Includes instruction in community

and junior college finance; policy and planning studies; curriculum; faculty and labor relations; higher

education law; student services; research on community and junior colleges; institutional research;

marketing and promotion; and issues of evaluation, accountability and philosophy.

13.0499 Education Administration and Supervision, Other—Any instructional program in education

administration and supervision not described above.

13.05 Educational/Instructional Media Design—A group of instructional programs that describes the

principles and techniques of creating instructional materials and related educational resources in

various media or combinations, such as film, video, recording, text, art, software, and

three-dimensional objects, and that prepares individuals to function as instructional media designers.

Includes instruction in the techniques specific to creating in various media; the behavioral principles

applicable to using various media in learning and teaching; the design, testing and production of

instructional materials; and the management of educational/instructional media facilities and programs.

13.0501Educational/Instructional Media Design—An instructional program that describes the

principles and techniques of creating instructional materials and related educational resources in

various media or combinations, such as film, video, recording, text, art, software, and

three-dimensional objects, and that prepares individuals to function as instructional media designers.

Includes instruction in the techniques specific to creating in various media; the behavioral principles

applicable to using various media in learning and teaching; the design, testing and production of

instructional materials; and the management of educational/instructional media facilities and programs.

— Educational/Instructional Media Technology/Technician (refer to 10.0101)

13.06 Educational Evaluation, Research and Statistics—A group of instructional programs that

describes the application of analytical and evaluation methodologies to educational problems and

settings.

13.0601 Educational Evaluation and Research—An instructional program that describes the

principles and procedures for generating information about educational programs, personnel and

methods, and the analysis of such information for planning purposes. Includes instruction in

evaluation theory, evaluation research design and planning, administering evaluations and related

data collection activities, data reporting requirements, data analysis and interpretation, and related

economic and policy issues.

13.0603 Educational Statistics and Research Methods—An instructional program that describes the

application of statistics to the analysis and solution of educational research problems, and the

development of technical designs for research studies. Includes instruction in mathematical

statistics, research design, computer applications, instrument design, research methodologies, and

applications to research problems in specific education subjects.

— Mathematical Statistics (refer to 27.0501)

13.0604 Educational Assessment, Testing and Measurement—An instructional program that

describes the principles and procedures for designing, developing, implementing and evaluating tests

and other mechanisms used to measure learning, evaluate student progress, and assess the

performance of specific teaching tools, strategies and curricula. Includes instruction in psychometric

measurement, instrument design, test implementation techniques, research evaluation, data reporting

requirements, and data analysis and interpretation.

— Elementary and Secondary Research (included under 13.0601)

— Higher Education Research (included under 13.0601)
I-4

13.0699 Educational Evaluation, Research and Statistics, Other—Any instructional program in

educational evaluation, research and statistics not described above.

13.07 International and Comparative Education—A group of instructional programs that describes

the study of educational phenomena, practices and institutions within different societies and states in

comparative perspective, and the study of international educational issues. Includes instruction in

comparative research methods, country- or area-specific studies, cross-national studies of learning and

teaching styles, international educational policy and development, and analyses of educational

migration patterns and experiences.

13.0701 International and Comparative Education—An instructional program that describes the study

of educational phenomena, practices and institutions within different societies and states in

comparative perspective, and the study of international educational issues. Includes instruction in

comparative research methods, country- or area-specific studies, cross-national studies of learning and

teaching styles, international educational policy and development, and analyses of educational

migration patterns and experiences.

13.08 Educational Psychology—A group of instructional programs that describes the application of

psychology to the study of the behavior of individuals in the roles of teacher and learner, the nature

and effects of learning environments, and the psychological effects of methods, resources, organization

and non-school experience on the educational process. Includes instruction in learning theory, human

growth and development, research methods, and psychological evaluation.

— School Psychology (refer to 42.1701)

13.0802 Educational Psychology—An instructional program that describes the application of

psychology to the study of the behavior of individuals in the roles of teacher and learner, the nature

and effects of learning environments, and the psychological effects of methods, resources, organization

and non-school experience on the educational process. Includes instruction in learning theory, human

growth and development, research methods, and psychological evaluation.

13.09 Social and Philosophical Foundations of Education—A group of instructional programs that

describes the systematic study of education as a social and cultural institution, and the educational

process as an object of humanistic inquiry. Includes instruction in such subjects as the philosophy of

education, history of education, educational literature, educational anthropology, sociology of

education, economics and politics of education, educational policy studies, and studies of education in

relation to specific populations, issues, social phenomena, and types of work.

13.0901 Social and Philosophical Foundations of Education—An instructional program that describes

the systematic study of education as a social and cultural institution, and the educational process as an

object of humanistic inquiry. Includes instruction in such subjects as the philosophy of education,

history of education, educational literature, educational anthropology, sociology of education,

economics and politics of education, educational policy studies, and studies of education in relation to

specific populations, issues, social phenomena, and types of work.

13.10 Special Education—A group of instructional programs that generally describes the design and

provision of teaching and other educational services to children or adults with special learning needs or

disabilities, and that may prepare individuals to function as special education teachers. Includes

instruction in diagnosing learning disabilities, developing individual education plans, teaching and

supervising special education students, special education counseling, and applicable laws and policies.

— Psychology (refer to 42. Series)

— Health and Physical Education/Fitness (refer to 31.05 Series)
I-5

— Communication Disorder Sciences and Services (refer to 51.02 Series)

— Rehabilitation/Therapeutic Services (refer to 51.23 Series)

13.1001 Special Education, General—An instructional program that generally describes the design and

provision of teaching and other educational services to children or adults with special learning needs or

disabilities, and that may prepare individuals to function as special education teachers. Includes

instruction in diagnosing learning disabilities, developing individual education plans, teaching and

supervising special education students, special education counseling, and applicable laws and policies.

— Adapted Physical Education/Therapeutic Recreation (refer to 31.0502)

— Education of Culturally Disadvantaged (included under 13.1099)

13.1003 Education of the Deaf and Hearing Impaired—An instructional program that describes the

study and design of educational services for children or adults with hearing impairments which

adversely affect their educational performance, and that may prepare individuals to teach such

students. Includes instruction in identifying hearing-impaired students, developing individual

education plans, teaching and supervising hearing-impaired students, counseling, and applicable laws

and policies.

— Audiology/Hearing Sciences (refer to 51.0202)

— Sign Language Interpreting (refer to 51.0205)

13.1004 Education of Gifted and Talented—An instructional program that describes the study and

design of educational services for children or adults exhibiting exceptional intellectual, psychomotor or

artistic talent or potential, or who exhibit exceptional maturity or social leadership talents, and that

may prepare individuals to teach such students. Includes instruction in identifying gifted and talented

students, developing individual education plans, teaching and supervising gifted and talented students,

counseling, and applicable laws and policies.

13.1005 Education of Students with Emotional Disturbance—An instructional program that describes

the study and design of educational services for children or adults with emotional conditions which

adversely affect their educational performance, and that may prepare individuals to teach such

students. Includes instruction in identifying emotionally disturbed students, developing individual

education plans, teaching and supervising emotionally disturbed students, counseling, and applicable

laws and policies.

— Clinical Psychology (refer to 42.0201)

13.1006 Education of Students with Mental Impairments—An instructional program that describes the

study and design of educational services for children or adults with mental disabilities which adversely

affect their educational performance, and that may prepare individuals to teach such students. Includes

instruction in identifying students with mental impairments, developing individual education plans,

teaching and supervising students with mental impairments, counseling, and applicable laws and

policies.

— School Psychology (refer to 42.1701)

13.1007 Education of Students with Multiple Impairments—An instructional program that describes

the study and design of educational services for children or adults with multiple disabilities which

adversely affect their educational performance, and that may prepare individuals to teach such

students. Includes instruction in identifying students with multiple impairments, developing individual

education plans, teaching and supervising students with multiple impairments, counseling, and

applicable laws and policies.
I-6

13.1008 Education of Students with Orthopedic Impairments—An instructional program that

describes the study and design of educational services for children or adults with physical disabilities

which adversely affect their educational performance, and that may prepare individuals to teach such

students. Includes instruction in identifying physically disabled students, developing individual

education plans, teaching and supervising physically disabled students, counseling, and applicable laws

and policies.

13.1009 Education of Students with Visual Impairments—An instructional program that describes the

study and design of educational services for children or adults with visual disabilities which adversely

affect their educational performance, and that may prepare individuals to teach such students. Includes

instruction in identifying visually handicapped students, developing individual education plans,

teaching and supervising blind or visually handicapped students, counseling, and applicable laws and

policies.

— Remedial Education (included under 13.1099)

13.1011 Education of the Specific Learning Disabled—An instructional program that describes the

study and design of educational services for children or adults with specific learning disabilities which

adversely affect their educational performance, and that may prepare individuals to teach such

students. Includes instruction in identifying specific learning disabled students, developing individual

education plans, teaching and supervising students with specific learning disabilities, counseling, and

applicable laws and policies.

— School Psychology (refer to 42.1701)

13.1012 Education of the Speech Impaired—An instructional program that describes the study and

design of educational services for children or adults with speech impairments which adversely affect

their educational performance, and that may prepare individuals to teach such students. Includes

instruction in identifying speech-impaired students, developing individual education plans, teaching

and supervising students with speech disabilities, counseling, and applicable laws and policies.

— Speech-Language Pathology (refer to 51.0203)

13.1013 Education of the Autistic—An instructional program that describes the study and design of

educational services for children or adults that are autistic, and that prepares individuals to teach such

students. Includes instruction in identifying students with autism, developing individual education

plans, teaching and supervising autistic students, counseling, and applicable laws and policies.

— Clinical Psychology (refer to 42.0201)

13.1099 Special Education, Other—Any instructional program in special education not described

above.

13.11 Student Counseling and Personnel Services—A group of instructional programs that prepares

individuals to apply the theory and principles of guidance and counseling to the provision of support

for the personal, social, educational, and vocational development of students, and the organizing of

guidance services within elementary, middle and secondary educational institutions. Includes

instruction in legal and professional requirements, therapeutic counselor intervention, vocational

counseling, and related socio-psychological foundations.

13.1101 Counselor Education/Student Counseling and Guidance Services—An instructional program

that prepares individuals to apply the theory and principles of guidance and counseling to the provision

of support for the personal, social, educational, and vocational development of students, and the

organizing of guidance services within elementary, middle and secondary educational institutions.
I-7

Includes instruction in legal and professional requirements, therapeutic counselor intervention,

vocational counseling, and related socio-psychological foundations.

— School Psychology (refer to 42.1701)

13.1102 College/Postsecondary Student Counseling and Personnel Services—An instructional

program that describes the organization and provision of counseling, referral, assistance and

administrative services to students in postsecondary educational institutions and adult education

facilities, and that may prepare individuals to function as professional counselors in such settings.

Includes instruction in applicable laws and policies, residential counseling and services, vocational

counseling and placement services, remedial skills counseling, and therapeutic counselor intervention.

13.12 General Teacher Education—A group of instructional programs that prepares individuals to

teach at various educational levels.

13.1201 Adult and Continuing Teacher Education—An instructional program that prepares individuals

to teach adult students in various settings, including basic and remedial education programs,

continuing education programs, and programs designed to develop or upgrade specific

employment-related knowledge and skills.

13.1202 Elementary Teacher Education—An instructional program that prepares individuals to teach

students in the elementary grades, which may include kindergarten through grade eight, depending on

the school system or state regulations. Includes preparation to teach all elementary education subject

matter.

13.1203 Junior High/Intermediate/Middle School Teacher Education—An instructional program that

prepares individuals to teach students in the middle, intermediate or junior high grades, which may

include grades four through nine, depending on the school system or state regulations. May include

preparation to teach a comprehensive curriculum or specific subject matter.

13.1204 Pre-Elementary/Early Childhood/Kindergarten Teacher Education—An instructional program

that prepares individuals to teach students ranging in age from infancy through eight years (grade

three), depending on the school system or state regulations. Includes preparation to teach all relevant

subject matter.

13.1205 Secondary Teacher Education—An instructional program that prepares individuals to teach

students in the secondary grades, which may include grades seven through twelve, depending on the

school system or state regulations. May include preparation to teach a comprehensive curriculum or

specific subject matter.

13.1206 Teacher Education, Multiple Levels—An instructional program that prepares individuals to

teach students at more than one educational level, such as a combined program in

elementary/secondary, early childhood/elementary, elementary/middle school, or junior high/high

school teacher education.

13.1299 General Teacher Education, Other—Any instructional program in general teacher education

not described above.

13.13 Teacher Education, Specific Academic or Vocational Programs—A group of instructional

programs that prepares individuals to teach subject matter in specific academic and vocational

programs at various educational levels.

— Health and Physical Education/Fitness (refer 31.05 Series)

13.1301 Agricultural Teacher Education (Vocational)—An instructional program that prepares

individuals to teach vocational agricultural programs at various educational levels.
I-8

— Agriculture/Agriculture Sciences, General (refer to 02.0101)

— Agricultural Extension (refer to 02.0102)

13.1302 Art Teacher Education—An instructional program that prepares individuals to teach art and

art appreciation programs at various educational levels.

— Art, General (refer to 50.0701)

13.1303 Business Teacher Education (Vocational)—An instructional program that prepares

individuals to teach vocational business programs at various educational levels.

— Business, General (refer to 52.0101)

13.1304 Driver and Safety Teacher Education—An instructional program that prepares individuals to

teach driver and safety education programs at various educational levels.

13.1305 English Teacher Education—An instructional program that prepares individuals to teach

English grammar, composition and literature programs at various educational levels.

— English Language and Literature, General (refer to 23.0101)

13.1306 Foreign Languages Teacher Education—An instructional program that prepares individuals to

teach foreign languages programs at various educational levels.

— Foreign Languages and Literatures, General (refer to 16.0101)

13.1307 Health Teacher Education—An instructional program that prepares individuals to teach health

education programs at various educational levels.

— Health and Physical Education, General (refer to 31.0501)

13.1308 Home Economics Teacher Education (Vocational)—An instructional program that prepares

individuals to teach vocational home economics programs at various educational levels.

— Personal and Miscellaneous Services (refer to 12. Series)

— Home Economics, General (refer to 19.0101)

— Vocational Home Economics (refer to entire 20. Series)

13.1309 Technology Teacher Education/Industrial Arts Teacher Education—An instructional program

that prepares individuals to teach technology education/industrial arts programs at various educational

levels.

— Technology Education/Industrial Arts (refer to 21.0101)

13.1310 Marketing Operations Teacher Education/Marketing and Distributive Teacher Education

(Vocational)—An instructional program that prepares individuals to teach vocational marketing

operations/marketing and distributive education programs at various educational levels.

— Marketing Operations/Marketing and Distribution (refer to 08. Series)

13.1311 Mathematics Teacher Education—An instructional program that prepares individuals to teach

mathematics programs at various educational levels.
I-9

— Mathematics (refer to 27.0101)

13.1312 Music Teacher Education—An instructional program that prepares individuals to teach music

and music appreciation programs at various educational levels.

— Music, General (refer to 50.0901)

— Nutritional Education (included under 13.1399)

13.1314 Physical Education Teaching and Coaching—An instructional program that prepares

individuals to teach physical education programs and/or to coach sports at various educational levels.

— Health and Physical Education, General (refer to 31.0501)

13.1315 Reading Teacher Education—An instructional program that prepares individuals to diagnose

reading difficulties and to teach reading programs at various educational levels.

13.1316 Science Teacher Education, General—An instructional program that prepares individuals to

teach general science programs, or a combination of the biological and physical science subject matter

areas, at various educational levels.

— Biological and Physical Sciences (refer to 30.0101)

13.1317 Social Science Teacher Education—An instructional program that prepares individuals to

teach specific social sciences subjects and programs at various educational levels.

— Psychology, General (refer to 42.0101)

— Anthropology (refer to 45.0201)

— Archaeology (refer to 45.0301)

— Economics, General (refer to 45.0601)

— Geography (refer to 45.0701)

— Political Science, General (refer to 45.1001)

— Sociology (refer to 45.1101)

13.1318 Social Studies Teacher Education—An instructional program that prepares individuals to

teach general social studies programs at various educational levels.

— Social Sciences, General (refer to 45.0101)

13.1319 Technical Teacher Education (Vocational)—An instructional program that prepares

individuals to teach specific vocational technical education programs at various educational levels.

— Forest Production and Processing (refer to 03.04 Series)

— Engineering-Related Technologies (refer to 15. Series)

— Science Technologies (refer to 41. Series)
I-10

13.1320 Trade and Industrial Teacher Education (Vocational)—An instructional program that prepares

individuals to teach specific vocational trades and industries programs at various educational levels.

— Personal and Miscellaneous Services (refer to 12. Series)

— Protective Services (refer to 43. Series)

— Construction Trades (refer to 46. Series)

— Mechanics and Repairers (refer to 47. Series)

— Precision Production and Manufacturing (refer to 48. Series)

— Transportation and Material Moving (refer to 49. Series)

— Visual and Performing Arts (refer to 50. Series)

13.1321 Computer Teacher Education—An instructional program that prepares individuals to teach

computer education programs at various educational levels.

— Computer and Information Sciences, General (refer to 11.0101)

13.1322 Biology Teacher Education—An instructional program that prepares individuals to teach

biology programs at various educational levels.

— Biology, General (refer to 26.0101)

13.1323 Chemistry Teacher Education—An instructional program that prepares individuals to teach

chemistry programs at various educational levels.

— Chemistry, General (refer to 40.0501)

13.1324 Drama and Dance Teacher Education—An instructional program that prepares individuals to

teach drama and/or dance programs at various educational levels.

— Dance (refer to 50.0301)

— Drama/Theater Arts, General (refer to 50.0501)

13.1325 French Language Teacher Education—An instructional program that prepares individuals to

teach French language programs at various educational levels.

— French Language and Literature (refer to 16.0901)

13.1326 German Language Teacher Education—An instructional program that prepares individuals to

teach German language programs at various educational levels.

— German Language and Literature (refer to 16.0501)

13.1327 Health Occupations Teacher Education (Vocational)—An instructional program that prepares

individuals to teach specific vocational health occupations programs at various educational levels.

— Community Health Services (refer to 51.03 Series)

— Dental Services (refer to 51.06 Series)
I-11

— Health and Medical Administrative Services (refer to 51.07 Series)

— Health and Medical Assistants (refer to 51.08 Series)

— Health and Medical Diagnostic and Treatment Services (refer to 51.09 Series)

— Health and Medical Laboratory Technologies/Technicians (refer to 51.10 Series)

— Mental Health Services (refer to 51.15 Series)

— Nursing (refer to 51.16 Series)

— Ophthalmic/Optometric Services (refer to 51.18 Series)

— Miscellaneous Health Aides (refer to 51.26)

13.1328 History Teacher Education—An instructional program that prepares individuals to teach

history programs at various educational levels.

— History, General (refer to 45.0801)

13.1329 Physics Teacher Education—An instructional program that prepares individuals to teach

physics programs at various educational levels.

— Physics, General (refer to 40.0801)

13.1330 Spanish Language Teacher Education—An instructional program that prepares individuals to

teach Spanish language programs at various educational levels.

— Spanish Language and Literature (refer to 16.0905)

13.1331 Speech Teacher Education—An instructional program that prepares individuals to teach

speech and language arts programs at various educational levels.

— Speech and Rhetorical Studies (refer to 23.1001)

13.1399 Teacher Education, Specific Academic and Vocational Programs, Other—Any instructional

program in teacher education, specific academic and vocational programs not described above.

13.14 Teaching English as a Second Language/Foreign Language—A group of instructional

programs that describes the principles and practice of teaching English to students who are not

proficient in it or who do not speak, read or write English, and that may prepare individuals to function

as teachers and administrators in such programs.

13.1401 Teaching English as a Second Language/Foreign Language—An instructional program that

describes the principles and practice of teaching English to students who are not proficient in it or who

do not speak, read or write English, and that may prepare individuals to function as teachers and

administrators in such programs.

— Bilingual/Bicultural Education (refer to 13.0201 )

13.15 Teacher Assistant/Aide—A group of instructional programs that prepares individuals to assist a

teacher in regular classroom settings or in providing instruction and supervision to special student

populations, such as bilingual/bicultural students, special education students, adult learners, and

students learning English. Includes instruction in techniques of general classroom supervision,

maintaining order, assisting with lessons and carrying out related assignments.
I-12

13.1501 Teacher Assistant/Aide—An instructional program that prepares individuals to assist a teacher

in regular classroom settings or in providing instruction and supervision to special student populations,

such as bilingual/bicultural students, special education students, adult learners, and students learning

English. Includes instruction in techniques of general classroom supervision, maintaining order,

assisting with lessons and carrying out related assignments.

13.99 Education, Other—A group of instructional programs in education not described above.

13.9999 Education, Other—Any instructional program in education not described above.
J-1

Appendix J

LIST OF REGULATED OCCUPATIONS AND PROFESSIONS

EXCEPT SCHOOL TEACHERS1

Appendix J provides information in reference to Data Element 2020 “Non-Educator Credential Type.”

 

1

 Source: Council on Licensure, Enforcement and Regulation website www.clearhq.org/boards.htm, P.O. Box

11910, Iron Works Pike, Lexington, KY 40578.

0010 Abstractor

0020 Accountant, Certified Public

0030 Accountant, Chartered

0040 Accountant, General

0050 Accountant, Management

0060 Accountant, Public

0070 Accounting Practitioner

0080 Acupuncture Assistant

0090 Acupuncturist

0100 Adult Care Home, Manager

0110 Agrologist

0120 Alligator Parts Dealer

0130 Ambulance Attendant

0140 Ambulance Driver

0150 Applied Science Technician

0160 Applied Science Technologist

0170 Appraiser, Public

0180 Arborist

0190 Architect

0200 Architecture Student

0210 Armored Car Personnel

0220 Art Therapist

0230 Artificial Inseminator of Animals

0240 Asbestos Abatement Air Monitor

0250 Asbestos Abatement Consultant

0260 Asbestos Abatement Field Technician

0270 Asbestos Abatement Inspector

0280 Asbestos Abatement Management Planner

0290 Asbestos Abatement Project Designer

0300 Asbestos Abatement Project Manager

0310 Asbestos Abatement Project Monitor

0320 Asbestos Abatement Supervisor

0330 Asbestos Abatement Training Provider

0340 Asbestos Abatement Worker

0350 Assayer

0360 Assessor

0370 Athlete Agent

0380 Athletic Trainer

0390 Athletic Trainer, Apprentice

0400 Attorney

0410 Auction Clerk

0420 Auction House Operator

0430 Auctioneer

0440 Auctioneer Apprentice

0450 Audiologist

0460 Bail Bond Agent

0470 Bail Bond Runner

0480 Bail Bond Permittee

0490 Bail Solicitor

0500 Bait Dealer

0510 Barber

0520 Barber Apprentice

0530 Barber Instructor

0540 Barber Student

0550 Barber Technician

0560 Beekeeper

0570 Blaster

0580 Boiler Engineer

0590 Boiler Inspector

0600 Boiler Installer

0610 Boiler Maker

0620 Boiler Operator

0630 Boiler Repairer

0640 Boiler Welder

0650 Boxer

0660 Boxing Announcer

0670 Boxing Judge

0680 Boxing Manager

0690 Boxing Matchmaker

0700 Boxing Physician

0710 Boxing Promoter

0720 Boxing Referee

0730 Boxing Second

0740 Boxing Timekeeper

0750 Boxing Trainer

0760 Breath Analyzer Operator

0770 Breeder, Fur Bearing Animals

0780 Breeder, Game

0790 Breeder, Game Birds

0800 Breeder, Game Fish

0810 Breeder, Wild Animals & Birds

0820 Building Code Officer

0830 Building Inspector

0840 Butter Grader

0850 Buttermaker

0860 Cemetery Real Estate Broker/Salesperson

0870 Cesspool Cleaner

0880 Cheese Grader
J-2

0890 Cheesemaker

0900 Chemist

0910 Chick Dealer

0920 Child Care Center Administrator

0930 Child Care Provider

0940 Child Health Associate

0950 Chiropodist

0960 Chiropractic Assistant

0970 Chiropractic Trainee

0980 Chiropractor

0990 Clinical Laboratory Assistant

1000 Clinical Laboratory Director

1010 Clinical Laboratory Specialist

1020 Clinical Laboratory Supervisor

1030 Clinical Laboratory Technician

1040 Clinical Laboratory Technologist

1050 Clinical Laboratory Trainee

1060 Collection Agency Manager

1070 Collection Agency Solicitor

1080 Collection Agent

1090 Communications Pathologist

1100 Compost Operator

1110 Compressed Natural Gas Technician

1120 Concrete Technician

1130 Constable

1140 Construction Supervisor

1150 Contractor, Aerial Pesticide Applicator

1160 Contractor, Air Conditioning

1170 Contractor, Asbestos Abatement

1180 Contractor, Boiler

1190 Contractor, Building Moving/Demolition

1200 Contractor, Cabinet & Mill Work

1210 Contractor, Carpentry

1220 Contractor, Chimney Cleaning

1230 Contractor, Communications

1240 Contractor, Concrete

1250 Contractor, Dewatering Well

1260 Contractor, Drywall

1270 Contractor, Earthwork & Paving

1280 Contractor, Electrical

1290 Contractor, Elevator

1300 Contractor, Engineering

1310 Contractor, Excavation

1320 Contractor, Fencing

1330 Contractor, Fire Protection System

1340 Contractor, Flooring

1350 Contractor, General

1360 Contractor, Glass & Glazing

1370 Contractor, Hazardous Materials

1380 Contractor, Heavy

1390 Contractor, Institutional

1400 Contractor, Insulation and Acoustical

1410 Contractor, Lathing

1420 Contractor, Lead Abatement

1430 Contractor, Limited Specialty

1440 Contractor, Liquefied Petroleum Gas

1450 Contractor, Low Voltage

1460 Contractor, Manufactured housing

1470 Contractor, Masonry

1480 Contractor, Mechanical

1490 Contractor, Metal Roofing

1500 Contractor, Oilburner

1510 Contractor, Ornamental Metal

1520 Contractor, Painting & Decorating

1530 Contractor, Pest Control (Structural)

1540 Contractor, Pesticide

1550 Contractor, Pipefitter

1560 Contractor, Pipeline

1570 Contractor, Plastering

1580 Contractor, Plastering, Drywall &

Acoustical

1590 Contractor, Plumbing

1600 Contractor, Plumbing & Heating

1610 Contractor, Plumbing, Heating & AC

1620 Contractor, Pollutant Storage Systems

1630 Contractor, Public Works

1640 Contractor, Pump Installation

1650 Contractor, Refrigeration

1660 Contractor, Residential

1670 Contractor, Roofing

1680 Contractor, Roofing, Siding & Sheet Metal

1690 Contractor, Sanitary System

1700 Contractor, Security Alarm

1710 Contractor, Sheet Metal

1720 Contractor, Sign

1730 Contractor, Solar

1740 Contractor, Specialty

1750 Contractor, Specialty Electrical

1760 Contractor, Specialty Structure

1770 Contractor, Sprinklerfitter

1780 Contractor, Steel

1790 Contractor, Swimming Pool

1800 Contractor, Terrazzo & Marble

1810 Contractor, Tile

1820 Contractor, Tile, Marble & Mosaic

1830 Contractor, Tree Services

1840 Contractor, Utility

1850 Contractor, Water Conditioning

1860 Contractor, Welding

1870 Contractor, Well Drilling

1880 Contractor, Wrecking

1890 Cosmetologist

1900 Cosmetology Apprentice

1910 Cosmetology Instructor

1920 Cosmetology Student

1930 Cosmetology Technician

1940 Cosmetology: Braider

1950 Cosmetology: Cosmetician

1960 Cosmetology: Esthetician

1970 Cosmetology: Esthetician Instructor

1980 Cosmetology: Facialist

1990 Cosmetology: Make-up Artist
J-3

2000 Cosmetology: Manicurist

2010 Cosmetology: Manicurist Instructor

2020 Cosmetology: Shampooist

2030 Cosmetology: Wig Specialist

2040 Cotton Buyer

2050 Counselor Supervisor

2060 Counselor, Associate

2070 Counselor, Clinical

2080 Counselor, Pastoral

2090 Counselor, Professional

2100 Counselor, Registered Substance Abuse

2110 Counselor, Substance Abuse

2120 Court/Shorthand Reporter

2130 Crane operator

2140 Cytotechnologist

2150 Dental Assistant

2160 Dental Hygienist

2170 Dental Laboratory Technician

2180 Dental Specialist

2190 Dental Technician

2200 Dental Therapist

2210 Dentist

2220 Denturist

2230 Dietetic Technician

2240 Dietician

2250 Drafter

2260 Egg Dealer

2270 Egg Grader

2280 Egg Handler

2290 Egg Processor

2300 Electrical Administrator

2310 Electrical Inspector

2320 Electrical Sign Installer, Journeyman

2330 Electrical Sign Installer, Master

2340 Electrician

2350 Electrician, Apprentice

2360 Electrician, Elevator

2370 Electrician Helper

2380 Electrician, Industrial Maintenance

2390 Electrician, Journeyman

2400 Electrician, Limited

2410 Electrician, Lineman

2420 Electrician, Maintenance

2430 Electrician, Master

2440 Electrician, Residential

2450 Electrician, Specialty

2460 Electrician, Supervising

2470 Electrician, Supervising Specialty

2480 Electrologist

2490 Electrology Instructor

2500 Electroneuromyographer

2510 Elevator Constructor

2520 Elevator Inspector

2530 Elevator Mechanic

2540 Elevator Mechanic, Apprentice

2550 Elevator Operator

2560 Embalmer

2570 Embalmer Apprentice

2580 Embryo Transfer Technician (cattle)

2590 Emergency Medical Services Instructor

2600 Emergency Medical Technician (EMT)

2610 EMT: Ambulance

2620 EMT: Cardiac

2630 EMT: Defibrillator

2640 EMT: Intermediate

2650 EMT: IV

2660 EMT Shock Trauma

2670 Employment Agency Manager

2680 Employment Agent

2690 Employment Counselor

2700 Engineer Technologist

2710 Engineer, Acoustical

2720 Engineer, Aeronautic/Aerospace

2730 Engineer, Agricultural

2740 Engineer, Architectural

2750 Engineer, Architectural Marine

2760 Engineer, Astronautical

2770 Engineer, Ceramic

2780 Engineer, Chemical

2790 Engineer, Civil

2800 Engineer, Construction

2810 Engineer, Consulting

2820 Engineer, Control Systems

2830 Engineer, Corrosion

2840 Engineer, Electrical

2850 Engineer, Electronic

2860 Engineer, Engineering Plastics

2870 Engineer, Environmental

2880 Engineer, Fire Protection

2890 Engineer, Geodetic

2900 Engineer, Geological

2910 Engineer, Geotechnical

2920 Engineer, Highway

2930 Engineer, Hoisting

2940 Engineer, HVAC

2950 Engineer, Hydraulic

2960 Engineer, Industrial

2970 Engineer, Instrumental

2980 Engineer, Manufacturing

2990 Engineer, Marine

3000 Engineer, Materials

3010 Engineer, Mechanical

3020 Engineer, Metallurgical

3030 Engineer, Mining

3040 Engineer, Naval Architecture

3050 Engineer, Nuclear

3060 Engineer, Petroleum

3070 Engineer, Plastics

3080 Engineer, Plumbing

3090 Engineer, Professional

3100 Engineer, Quality

3110 Engineer, Railroad
J-4

3120 Engineer, Refrigeration

3130 Engineer, Safety

3140 Engineer, Sanitary

3150 Engineer, Structural

3160 Engineer, Systems

3170 Engineer, Textile

3180 Engineer, Traffic

3190 Engineer, Transportation

3200 Engineer-in-Training

3210 Engineer/Surveyor

3220 Explosives Dealer

3230 Explosives Handler

3240 Feed Dealer

3250 Fertilizer Dealer

3260 Fire Inspector

3270 Fire Investigator

3280 Fire Protection Company Manager

3290 Fire Protection System Inspector

3300 Fire Protection System Installer

3310 Fire Protection Systems Seller

3320 Firefighter

3330 Firefighter Training Instructor

3340 Fireworks Handler

3350 First Responder

3360 First Responder: Defibrillation

3370 Fish Dealer

3380 Fish Farmer

3390 Fisher, Commercial

3400 Forest Engineer

3410 Forest Product Operator

3420 Forester

3430 Franchise Broker/Dealer

3440 Frog Dealer

3450 Fund Raiser, Professional

3460 Funeral Arranger, Pre-need

3470 Funeral Attendant

3480 Funeral Direct Disposer

3490 Funeral Director

3500 Funeral Director Apprentice

3510 Funeral Director, Assistant

3520 Funeral Director/Embalmer

3530 Funeral Director/Embalmer Apprentice

3540 Funeral Service Intern

3550 Funeral Service Practitioner

3560 Fur Buyer

3570 Fur Dealer

3580 Fur Processor

3590 Fur Trapper

3600 Gaming Employee

3610 Gaming Equipment Distributor

3620 Gaming Establishment Owner

3630 Gaming Manager

3640 Gaming Operator

3650 Gas Fitter

3660 Geochemist

3670 Geologist

3680 Geologist, Engineering

3690 Geophysicists

3700 Ginner, Public

3710 Ginseng Dealer

3720 Ginseng Grower

3730 Grain Dealer

3740 Grain Sampler/Grader

3750 Grain Tester

3760 Grain Warehouse Operator

3770 Greyhound Racing Employee

3780 Groundwater Professional

3790 Guard Dog Handler

3800 Guide/Outfitter

3810 Hairdresser

3820 Hairdresser Instructor

3830 Harness Racing Driver

3840 Harness Racing Employee

3850 Hazardous Material Management

Consultant

3860 Hazardous Waste Management Specialist

3870 Hazardous Waste Transporter

3880 Health Facility Administrator

3890 Health Officer, Public

3900 Health Physics Services Vendor

3910 Hearing Aid Dealer/Fitter

3920 Hearing Aid Dealer/Fitter Trainee

3930 Hemodialysis Technician

3940 Hoisting Machinery Operator

3950 Home Health Aide

3960 Home Improvement Salesperson

3970 Home Management Provider

3980 Homeopath

3990 Horse Racing Employee

4000 Horse Racing Jockey

4010 Horticulturist

4020 Hunter Education Instructor

4030 Hypnotherapist

4040 Incinerator Operator

4050 Infra-Red Analyzer Repair Technician

4060 Instructor, Guide Dogs for the Blind

4070 Insurance Adjuster

4080 Insurance Adjuster/Appraiser

4090 Insurance Administrator

4100 Insurance Agent

4110 Insurance Broker

4120 Insurance Consultant

4130 Insurance Escrow Officer

4140 Insurance Representative

4150 Insurance Solicitor

4160 Insurance: Financial Planner

4170 Insurance: Reinsurance Intermediary

4180 Insurance: Stock Agent

4190 Insurance: Surplus Lines Agent

4200 Insurance: Surplus Lines Broker/Agent

4210 Insurance: Third Party Administrator

4220 Interior Designer
J-5

4230 Irrigator

4240 Kickboxer

4250 Kinesiological Electromyographer

4260 Labor Contractor

4270 Land Surveyor

4280 Land Surveyor-in-Training

4290 Landfarming Operator

4300 Landfill Operator

4310 Landscape Architect

4320 Landscape Contractor

4330 Law Enforcement Officer

4340 Law Enforcement Training Instructor

4350 Lead Abatement Supervisor

4360 Lead Abatement Training Provider

4370 Lead Abatement Worker

4380 Lead Inspector, Environmental

4390 Lead Inspector-Technician, Environmental

4400 Lead Technician, Environmental

4410 Librarian

4420 Liquefied Petroleum Gas Dealer

4430 Liquefied Petroleum Gas Installer/Repairer

4440 Liquefied Petroleum Gas Safety Supervisor

4450 Liquefied Petroleum Gas Truck Driver

4460 Livestock Agent

4470 Livestock Auction Operator

4480 Livestock Auctioneer

4490 Livestock Buyer/Broker

4500 Livestock Dealer

4510 Livestock Dealer Representative

4520 Livestock Hauler

4530 Lobbyist

4540 Manufactured Home Broker

4550 Manufactured Home Dealer/Salesperson

4560 Manufactured Home Inspector

4570 Manufactured Home Installer

4580 Manufactured Home Mechanic

4590 Marital Mediator

4600 Marriage and Family Therapist

4610 Marriage and Family Therapist Intern

4620 Massage Therapist

4630 Mechanical Inspector

4640 Mechanical Journeyman

4650 Mechanical Master

4660 Medical Assistant

4670 Medical Physicist

4680 Medication Aide

4690 Microbiologist, Public Health

4700 Midwife, Direct Entry

4710 Milk Dealer

4720 Milk Distributor

4730 Milk Equipment Installer

4740 Milk Gathering Plant Manager

4750 Milk Grader/Sampler/Hauler

4760 Milk Inspector

4770 Milk Laboratory Technician

4780 Milk Pasteurizer

4790 Milk Processing Plant Operator

4800 Milk Tank Calibrator

4810 Milk Tester

4820 Mine Belt Examiner

4830 Mine Blaster

4840 Mine Electrician

4850 Mine Examiner

4860 Mine Fire Boss

4870 Mine Foreman

4880 Mine Hoisting Engineer

4890 Mine Inspector

4900 Mine Manager

4910 Mine Operator

4920 Mine Shot Firer

4930 Mine Superintendent

4940 Mine Supervisor

4950 Mine Surface Blaster

4960 Mine Surveyor

4970 Miner

4980 Mobile Home Park Manager

4990 Mobile Home Park Owner

5000 Money Broker

5010 Mortgage Banker

5020 Mortgage Lender/Broker

5030 Motor Vehicle Brake Mechanic

5040 Motor Vehicle Emissions Inspector

5050 Motor Vehicle Emissions Mechanic

5060 Motor Vehicle Inspector

5070 Motor Vehicle Lamp Mechanic

5080 Motor Vehicle Mechanic

5090 Motor Vehicle Representative

5100 Motor Vehicle Salesperson, New

5110 Motor Vehicle Salesperson, Used

5120 Municipal Auditor

5130 Mussel Dealer

5140 Mussel Sheller

5150 Naprapath

5160 Naturopath

5170 Notary Public

5180 Nuclear Medicine Technician

5190 Nuclear Medicine Technologist

5200 Nuclear Power Operator

5210 Nurse Anesthetist

5220 Nurse Midwife

5230 Nurse Practitioner

5240 Nurse Specialist, Clinical

5250 Nurse, Licensed Practical

5260 Nurse, Psychiatric

5270 Nurse, Public Health

5280 Nurse, Registered

5290 Nursery Agent

5300 Nursery Dealer

5310 Nursery Grower

5320 Nursing Assistant

5330 Nursing Home Administrator

5340 Nutrition Counselor
J-6

5350 Nutritionist

5360 Occupational Therapist

5370 Occupational Therapy Assistant

5380 Oculist

5390 Off-Track Betting Employee

5400 Oil Burner Technician

5410 Oil Burner Technician Apprentice

5420 Optician

5430 Optician Apprentice

5440 Optician, Technician

5450 Optometrist

5460 Osteopath

5470 Osteopath Assistant

5480 Paramedic

5490 Pawnbroker

5500 Pest Control Applicator, Structural

5510 Pest Control Operator, Structural

5520 Pesticide Applicator

5530 Pesticide Applicator, Aerial

5540 Pesticide Dealer

5550 Pesticide Operator

5560 Pharmaceutical Clerk

5570 Pharmacist

5580 Pharmacy Assistant

5590 Pharmacy Intern

5600 Physical Therapist

5610 Physical Therapy Assistant

5620 Physician

5630 Physician Assistant

5640 Pilot, Marine

5650 Pipe Layer

5660 Pipe Mechanic

5670 Pipefitter, Apprentice

5680 Pipefitter, Journeyman

5690 Pipefitter, Master

5700 Plumber

5710 Plumber, Apprentice

5720 Plumber, Journeyman

5730 Plumber, Master

5740 Plumbing, Inspector

5750 Podiatrist

5760 Polygraph Examiner

5770 Polygraph Intern

5780 Pre-School Program Director

5790 Private Investigator

5800 Private Investigator Agency Owner

5810 Private Investigator Trainee

5820 Produce Dealer

5830 Produce Dealers Agent

5840 Produce Packer

5850 Property Tax Agent

5860 Prosthetist

5870 Psychiatric Aide

5880 Psychological Examiner

5890 Psychologist

5900 Psychologist Assistant

5910 Psychologist Associate

5920 Psychologist Intern

5930 Psychologist, Clinical

5940 Psychologist, Consulting

5950 Pump Installer

5960 Radiation Machine Inspector

5970 Radiation Therapist

5980 Radiographer, Industrial

5990 Radiologic Technician

6000 Radiologic Technologist

6010 Radiology Practical Technologist

6020 Radon Measurement Specialist

6030 Radon Mitigation Specialist

6040 Real Estate Appraiser

6050 Real Estate Appraiser Intern

6060 Real Estate Appraiser, Certified

6070 Real Estate Appraiser, General

6080 Real Estate Appraiser, Registered

6090 Real Estate Appraiser, Residential

6100 Real Estate Associate Broker

6110 Real Estate Auctioneer

6120 Real Estate Broker

6130 Real Estate Escrow Officer

6140 Real Estate Inspector

6150 Real Estate Instructor

6160 Real Estate Property Manager

6170 Real Estate Salesperson

6180 Real Estate Timeshare Salesperson

6190 Recreational Therapist

6200 Reflexology Therapist

6210 Refrigeration & Air Condition Technician

6220 Refrigeration Journeyman

6230 Refrigeration Technician

6240 Refrigeration Trainee

6250 Rehabilitation Counselor

6260 Repossessor Employee

6270 Repossessor Qualified Manager

6280 Reptile/Amphibian Collector

6290 Research Animal Dealer

6300 Residential Care Administrator

6310 Residential Designer

6320 Respiratory Care Technician

6330 Respiratory Care Trainee

6340 Respiratory Therapist

6350 Sanitarian

6360 Sanitarian Intern

6370 School Administrator

6380 School Audiologist

6390 School Business Official

6400 School Counselor

6410 School Dance Therapist

6420 School Guidance Counselor

6430 School Librarian

6440 School Music Therapist

6450 School Nurse

6460 School Occupational Therapist
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6470 School Physical Therapist

6480 School Principal

6490 School Psychologist

6500 School Social Worker

6510 School Speech Pathologist

6520 School Superintendent

6530 School Supervisor

6540 Seafood Dealer

6550 Securities Agent

6560 Securities Broker/Dealer

6570 Securities: Agent of Issuer

6580 Securities: Investment Advisor

6590 Securities: Investment Advisor

Representative

6600 Security Alarm Company Manager

6610 Security Alarm Employee/Installer

6620 Security Alarm Salesperson

6630 Security Guard

6640 Security Guard Agency Operator

6650 Security Guard Agency Owner

6660 Seed Broker

6670 Seed Dealer

6680 Seed Labeler

6690 Seed Processor

6700 Seed Seller

6710 Septic Tank Installer

6720 Septic Tank Pumper

6730 Septic Tank Site Technician

6740 Sewage Disposal System Installer

6750 Sewage Hauler

6760 Sewer/Water Apprentice

6770 Sewer/Water Installer

6780 Shell Fisher

6790 Shooting Preserve Operator

6800 Social Service Aide

6810 Social Service Worker

6820 Social Work Associate

6830 Social Work Technician

6840 Social Worker

6850 Social Worker, Clinical

6860 Social Worker, Independent

6870 Soil Classifier

6880 Soil Classifier-in-Training

6890 Soil Scientist

6900 Soil Tester

6910 Solid Fuel Burner Technician, Apprentice

6920 Solid Fuel Burner Technician, Master

6930 Speech Pathologist

6940 Speech Pathology Aide

6950 Sprinklerfitter, Journeyman

6960 Sprinklerfitter, Apprentice

6970 Steam Engineer

6980 Storage Tank Inspector

6990 Storage Tank Installer

7000 Storage Tank Installer/Remover

7010 Subcontractor

7020 Sweet Potato Dealer

7030 Tattoo Artist

7040 Tax Consultant

7050 Tax Preparer

7060 Taxidermist

7070 Travel Agent

7080 Tree Injector

7090 Tree Surgeon

7100 TV/Radio Antenna Installer

7110 TV/Radio Service Dealer

7120 TV/Radio Service Technician

7130 TV/Radio Service Technician Apprentice

7140 Underground Storage Tank Cathodic

Protector

7150 Underground Storage Tank Consultant

7160 Underground Storage Tank Inspector

7170 Underground Storage Tank

Installer/Remover

7180 Underground Storage Tank Reliner

7190 Underground Storage Tank Repairer

7200 Underground Storage Tank Site Assessor

7210 Underground Storage Tank Subsurface

Evaluator

7220 Underground Storage Tank Supervisor

7230 Underground Storage Tank Tester

7240 Underground Storage Tank Upgrader

7250 Underground Storage Tank: Soil Sampler

7260 Uniform Dwelling Code Inspector

7270 Urban Planner

7280 Veterinarian

7290 Veterinary Euthanasia Technician

7300 Veterinary Technician

7310 Voice Stress Analyst

7320 Warehouser

7330 Waste Disposal Inspector

7340 Waste Disposal Operator

7350 Wastewater Collection Operator

7360 Wastewater Treatment Operator

7370 Water Conditioning Installer

7380 Water Distribution Operator

7390 Water Rights Surveyor

7400 Water Treatment Installer

7410 Water Treatment Operator

7420 Weatherization Inspector

7430 Weighmaster

7440 Weights and Measures Mechanic

7450 Welder

7460 Well Driller

7470 Well Drilling Operator

7480 Well Monitoring Supervisor

7490 Well Operator

7500 Wireman, Residential

7510 Workers Compensation Adjuster

7520 Wrestler

7530 Wrestling Judge

7540 Wrestling Manager
J-8

7550 Wrestling Matchmaker

7560 Wrestling Promoter

7570 Wrestling Referee

7580 Wrestling Second

7590 Wrestling Timekeeper

7600 X-Ray Machine Servicer

7610 X-Ray Machine Operator

7620 X-Ray Technician

7630 X-Ray Technologist
K-1

Appendix K

JOB CLASSIFICATION

Appendix K provides information in reference to Data Element 5010 “Job Classification.” Included in

this appendix are terms that are used to describe the duties and responsibilities of a staff position. This

data element has two or more levels of options that are coded with four-digit numbers to better clarify

the logical hierarchy of the options.

5010 Job Classification—A description of the specific group of duties and responsibilities of a

position.

0100 Official-administrative—Performs management activities that require developing broad 

policies and executing those policies through direction of individuals at all levels. This includes 

high-level administrative activities performed directly for policy makers.

0101 Administrative/supervisory/ancillary services officer—Performs professional

management, administrative, research, analytical, supervisory, and/or ancillary services

for a senior executive. This includes personnel responsible for services such as

evaluation, teacher development, dissemination, curriculum development, admissions and

recruitment, marketing and development.

0102 Board of education/school board/board of trustees member—Performs activities as

a member of a legally constituted body which has been created and vested with

responsibilities for educational policy- and decision-making as specified in education

codes and regulations in a given geographical area.

0103 Commandant of cadets—Performs executive management functions of the cadet

corps, and is responsible for cadet promotions, leadership training, and the system

utilized by the institution to maintain and administer disciplinary measures to promote

order and decorum.

0104 Dean/dean of instructions/dean of students/dean of boys/dean of girls/dean of

student activities—Oversees either academic/curriculum activities, or, student body

activities and behaviors such as student government, school club, rally and assembly.

0105 Deputy/associate/vice-/assistant principal—Performs high-level executive

management functions in an individual school, group of schools, or units of a school

system. Primary duties include but are not limited to: 1) supervising student behavior; 2)

handling specific assigned duties related to school management; 3) continuing curriculum

and staff development; 4) working cooperatively with professional staff; 5) providing

leadership in the instructional program; and 6) coordinating and/or arranging class

schedule.

0106 Deputy/associate/assistant superintendent/ commissioner—Performs high-level

executive management functions for a superintendent in the areas of personnel,

instruction, and/or administration such as business, transportation, food services,

maintenance, operation, facility management/planning, and others. Such an assignment

also includes performing the duties of the superintendent in his or her absence as assigned

or designated.
K-2

0107 Executive assistant-Performs professional activities assisting an executive officer in

directing and managing the functions of a school or system.

0108 Instructional program director/coordinator/consultant—Coordinates, manages

(including supervising other certified individuals), or directs activities and/or services

(e.g., vocational education and special education) within an instructional program or area

of instruction.

0109 Manager—Directs individuals and manages functional supporting services (e.g.,

financial aid) under the direction of a senior staff member. This includes

directors/managers of purchasing agents, physical plant maintenance, management

information and technology services, business managers, budget managers, and

psychological services.

0110 Non-instructional program director/coordinator/consultant—Coordinates, manages

(including supervising other certified individuals), or directs activities and/or services

within a non-instructional program.

0111 Ombudsperson—Receives and investigates complaints made by individuals against

alleged abuses resulting from capricious acts by administrative officials. The ombudsman

usually works for the board of education in a quasi-official status.

0112 Principal/headmaster/headmistress/head of school—Performs the highest level of

executive management functions in an individual school, a group of schools, or units of a

school system. Responsibilities include the administration of instructional programs,

extracurricular programs, community relations, operation of the school plant, selection

and evaluation of professional and support staff, and the coordination of staff and student

activities.

0113 School president—Implements short and long-range plans; performs recruitment,

community relations, fund-raising, and other external functions; in some cases,

supervises principal and establishes institutional operation philosophy to follow Board

policy.

0114 School site council member—Performs activities as a member of an advisory body

which has been created by state legislation to provide for an individual school

advice/support on various school activities such as fund spending on a particular

program.

0115 Superintendent/commissioner—Serves as the chief executive officer and primary

advisor to the board of education. Responsibilities include overseeing the development

of educational programs and all other activities which impact on those programs.

0200 Professional-educational—Performs duties requiring a high degree of knowledge and skills

generally acquired through at least a baccalaureate degree (or its equivalent obtained

through special study and/or experience) including skills in the field of education,

educational psychology, educational social work, or an education therapy field.

0201 Athletic coach—Instructs individuals in the fundamentals of a competitive sport and

direct team or individual strategy.

0202 Behavioral management specialist—Performs analysis of students' inappropriate

behaviors, devises interventions to change such behaviors, and monitors behavior

improvement progress overtime.
K-3

0203 Counselor—Guides individuals, families, groups, and ommunities by assisting them

in problem-solving, decision-making, discovering meaning, and articulating goals related

to personal, educational, and career development.

0204 Curriculum specialist—Develops or supervises curriculum and instructional

development activities. This assignment requires expertise in a specialized field and

includes the curriculum consultant and curriculum supervisor.

0205 Education diagnostician—Diagnoses students who might need special education

services and/or other educational interventions.

0206 Librarian/media consultant—Develops plans for and manage the use of teaching

and learning resources, including the maintenance of equipment, content material,

services, multi-media, and information sources.

0207 Remedial specialist—Performs activities concerned with developing specific

cognitive skills, usually in language arts or mathematics, from a deficient level to one that

is appropriate to the educational abilities and aspirations of the student.

0208 Student activity advisor/non-athletic coach—Instructs individuals in the

fundamentals of a non-athletic activity and develops training and competition schedules.

0209 Student teacher—Provides learning experiences and care to students under the

supervision of a certified teacher as part of a formalized higher education program of

teacher preparation.

0210 Teacher—Provides instruction, learning experiences, and care to students during a

particular time period or in a given discipline.

0211 Teacher trainer—Provides instruction, learning experiences, and/or professional

development activities to teachers during a particular time period or in a given discipline.

0212 Teaching intern—Provides instruction, learning experiences, and care to students

while obtaining the necessary knowledge and skills in education and/or educational

psychology.

0213 Resource teacher—Assists a classroom teacher by providing services to enrich the

instruction of the students with special education needs.

0300 Professional-other—Performs assignments requiring a high degree of knowledge and skills

usually acquired through at least a baccalaureate degree (or its equivalent obtained

through special study and/or experience) but not necessarily requiring skills in the field

of education.

0301 Accountant—Designs and maintains financial, staff, student, program, or property

records; summarizes, analyzes, audits, or verifies such records; and/or controls and

certifies expenditures and receipts.

0302 Accreditation officer—Reviews and evaluates an organizational unit to certify the

observation of legal requirements or prescribed standards for the operation of such units.

0303 Administrative intern—Performs administrative activities as part of a formal

training program requiring supervision and periodic evaluation.

0304 Admissions officer—Examines academic records of students to determine eligibility

for graduation or for entrance to school.
K-4

0305 Analyst—Examines, evaluates, and makes recommendations in such areas as cost,

systems, curriculum, educational sectors, or other areas including management, research

and assessment, policy, budget, and personnel.

0306 Architect—Performs activities such as designing and preparing plans and

specifications for the construction, remodeling, or repair of buildings and facilities,

modification of site, and overseeing the construction to ensure compliance with plans and

specifications.

0307 Athletic trainer—Coordinates and implements training activities for athletes to

improve their athletic performance.

0308 Attendance officer—Monitors compulsory attendance laws.

0309 Audiologist—Provides services including: 1) identification of individuals with

hearing loss; 2) determination of the range, nature, and degree of hearing loss, including

referral for medical or other professional attention; 3) provision of habilitating activities

such as language habilitation, auditory training, speech reading (lip-reading), hearing

evaluation, and speech conservation; 4) creation and administration of programs for

prevention of hearing loss; 5) counseling and guidance of students, parent/guardians, and

teachers regarding hearing loss; and 6) determination of an individual's need for group

and individual amplification, selecting and fitting an appropriate aid, and evaluating the

effectiveness of amplification.

0310 Auditor—Performs activities concerned with examining, verifying, and reporting on

accounting records.

0311 Benefits specialist—Organizes and provides information to employees about

organizational fringe benefits.

0312 Campus minister/chaplain (clergy or layperson)—Performs religious functions in a

school.

0313 Caseworker—Counsels and aids individuals and families requiring assistance of

social service agencies and secures information on factors contributing to a clients

situation. Counsels clients regarding plans for meeting needs and aids clients in

mobilizing capacities and environmental resources to improve social functioning.

0314 Computer programmer—Prepares sets of instructions for a computer, based on

project specifications, in order to solve problems.

0315 Computer systems analyst—Analyzes user requirements, procedures, and problems

in processing or to improve and/or modify an existing computer system.

0316 Curator and archivist—Collects, classifies, preserves, and exhibits objects of

interest in such fields as science, literature, history and art.

0317 Dental hygienist—Performs dental prophylactic treatments and instructs patients in

the care of the teeth and mouth.

0318 Dentist—Diagnoses and treats diseases, injuries, and malformations of the teeth and

gums.

0319 Dietitian/nutritionist—Plans and directs food service menu preparation including

determining the nutritional value of food for meals.
K-5

0320 Engineer—Applies scientific and mathematical principles to practical ends such as

the design, construction, and operation of efficient and economical structures, equipment,

and systems.

0321 Evaluator—Determines the value or effect of plans, programs, and activities by

appraisal of data and activities in light of specified goals and objectives (e.g. personnel

evaluator).

0322 Family/community support coordinator—Fosters ties between the school, the

family, and/or community by conducting services such as family education, the

integration of community services, and/or direct intervention as needed.

0323 Financial aid officer—Reviews and assesses student applications for financial aid

programs such as loans, grants-in-aid, or scholarships, in order to make determinations

concerning assistance.

0324 Functional application support specialist—Assists individual computer users in a

mini- or micro-computer [e.g., personal computer (PC)] environment to resolve hardware

and software issues.

0325 Grant developer—Expands opportunities to obtain funds from outside parties in

exchange for completion of a task.

0326 Historian—Prepares a chronological account or record of past or current events

dealing with some phase of human activity, either in terms of individuals, social, ethnic,

political, or geographic groupings.

0327 Internal auditor—Verifies account records, including evaluating the adequacy of

the internal control system, verifying and safeguarding assets, reviewing the reliability of

the accounting and reporting systems, and ascertaining compliance with established

policies and procedures.

0328 Interpreter—Translates consecutively or instantaneously from one language into

another language using spoken and/or manual words (e.g., sign language interpreter).

0329 Lawyer—Practices law and performs such activities as conducting lawsuits,

drawing up legal documents, and advising on legal rights.

0330 Legislative liaison—Coordinates with the legislature in the preparation of

legislation, provides information to legislative committees and members, and testifies

before such bodies.

0331 Negotiator—Performs such activities as resolving labor/management problems and

helping to settle disputes and effect compromises. This includes representatives of either

management or labor (e.g., shop stewards).

0332 Network administrator—Coordinates the inputs, outputs, and use of computer

networks (e.g., local area networks (LAN) and wide area networks (WAN)).

0333 Nurse Practitioner—Performs the functions of a registered nurse either

independently, or dependently with a written agreement of a medical doctor.

0334 Occupational therapist—Provides services that address the functional needs of an

individual related to the following: 1) improving developing or restoring functions

impaired or lost through illness, injury, or deprivation; 2) improving ability to perform
K-6

tasks for independent functioning when functions are impaired or lost; 3) preventing

through early intervention, initial or further impairment or loss of function. The provider

of these services is a certified, licensed, or otherwise qualified individual.

0335 Ophthalmologist—Provides specialized services in the care of the eye and its

related structures.

0336 Optometrist—Treats optical and muscle defects of the eye without the use of drugs

or surgery.

0337 Personnel officer/specialist—Performs activities concerned with staff recruitment,

selection, training, and assignment. This includes maintaining staff records, working with

administrators in developing pension and insurance plans, and maintaining

employer-employee harmony and efficiency through negotiations and internal public

relations efforts.

0338 Physical therapist—Facilitates remediation and compensation for deficits in

foundation skills necessary for classroom and/or basic job performance, particular areas

of emphasis include gross motor skills, functional mobility and gait, musculoskeletal

alignment, strength, endurance, and positioning. Typical responsibilities include:

screening, evaluation, and assessment of children to identify movement dysfunction;

obtaining, interpreting, and integrating information appropriate to program planning, to

prevent or alleviate movement dysfunction and related functional problems; and

providing individual and group services to treatment to prevent, alleviate, or compensate

for movement dysfunction and related functional problems. The provider of these

services is a licensed, certified, or otherwise qualified professional.

0339 Physician—Diagnoses and treats diseases and disorders of the human body.

0340 Physician assistant—Provides health care services to patients under the direction

and responsibility of a physician.

0341 Planning specialist—Performs activities concerned with selecting or identifying the

goals, priorities, objectives, and projected trends of an organization and formulating the

courses of action necessary to fulfill these objectives.

0342 Psychiatrist—Diagnoses and treats diseases and disorders of the mind.

0343 Psychologist—Evaluates and analyzes students' behavior by measuring and

interpreting their intellectual, emotional, and social development, and diagnosing their

educational and personal problems.

0344 Public relations/informational services officer—Attempts to foster good relations

between an organization and the public as a whole, by planning and conducting programs

to disseminate accurate information through such media as newspapers, radio and

television, public forums, and civic activities, and by reviewing material for and directing

preparation of publications.

0345 Recreational therapist—Plans, organizes, and directs medically-approved

recreation programs for patients. Activities include sports, trips, dramatics, social

activities, and arts and crafts.

0346 Recreation worker—Conducts group recreation activities; organizes and promotes

activities such as arts and crafts, sports, games, music, dramatics, social recreation,

camping, and hobbies, taking into account the needs and interests of individual members.
K-7

0347 Registered nurse—Conducts a health service program at a school or system for the

evaluation, improvement and protection of the health of students and school personnel in

accordance with state law and local policies and procedures.

0348 Registrar—Coordinates and directs registration activities, including the compilation

and analysis of registration data for administrative use.

0349 Rehabilitation counselor—Provides services in individual or group sessions that

focus specifically on career development, employment preparation, achieving

independence, and integration in the workplace and community of a student with a

disability. The provider of these services is a certified, license, or otherwise qualified

professional. The term also includes vocational rehabilitation services provided to

students with disabilities by vocational rehabilitation programs funded under the

Rehabilitation Act of 1973, as amended.

0350 Research and development specialist—Performs activities concerned with

systematic study and investigation using the products of research and judgement to

improve programs.

0351 Respiratory therapist—Administers respiratory therapy care and life support to

patients with deficiencies and abnormalities of the cardiopulmonary system, under the

direction and responsibility of a physician.

0352 Social worker—Provides social services for clients who may be individuals,

families, groups, communities, organizations, or society in general. Typical

responsibilities include: 1) preparing a social or developmental history on a student with

disabilities; 2) group and individual counseling with a student and his or her family; 3)

working with those problems in a student’s living situation (home, school, and

community) that affect adjustment in school; 4) mobilizing school and community

resources in order to enable the student to receive maximum benefit from his or her

educational program; and 5) other related services as necessary. The provider of these

services are certified, licensed, or otherwise qualified professionals.

0353 Speech pathologist/therapist—Diagnoses communicative disorders, plans, directs

and participates in individual or group therapy sessions which focus on the remediation

of specific articulation problems including: 1) identification of children with speech or

language impairments; 2) diagnosis and appraisal of specific speech or language

impairments; 3) referral for medical or other professional attention necessary for the

habilitation of speech or language impairments; 4) provision of speech and language

services for the habilitation or prevention of communicative impairments; and 5)

counseling and guidance of parents, children, and teachers regarding speech and language

requirements. The provider of these services are certified, licensed, or otherwise

qualified professionals.

0354 Staff developer/teacher trainer—Plans, coordinates, and implements inservice

training activities that help individuals to identify future career options and improve skills

necessary to achieve them.

0355 Statistician—Plans surveys and collects, summarizes, and interprets numerical data,

applying statistical theory and methods to provide usable information.

0356 Student personnel officer—Works with the family, school, and community to

determine the cause of and provide solutions for students who are experiencing serious

attendance, academic and/or discipline problems in order to promote positive educational

development.
K-8

0357 Tax assessor/collector—Provides services in the assessment of real and personal

property for tax computation purposes and in the collection of taxes for the school or

system.

0358 Transition coordinator—Provides services that: 1) strengthen and coordinate

special programs and related services for individuals with special needs, including

students with disabilities, who are currently in school or have recently left school and

may benefit from assistance during the transition to postsecondary education, vocational

training, competitive employment (including supported employment), continuing

education or adult services; 2) stimulate the improvement and development of programs

for secondary special education; and/or 3) stimulate the improvement of vocational and

life skills to enable students with special needs to be better prepared for transition to adult

life and services.

0359 Translator—Expresses in another language systematically to retain the original

sense, primarily of written works.

0360 Volunteer coordinator—Oversees and coordinates the activity of individuals who

enter into positions without the promise of compensation.

0361 Work study coordinator—Plans and conducts special education work-study

programs. He or she confers with school and community personnel to impart information

about program and to coordinate program functions with related activities.

0362 Writer/editor—Writes original prose materials and reviews manuscripts for

distribution and/or publication.

0363 Mediator/intervention specialist—Specializes in serving as a third party to help

resolve disputes between individuals and/or organizations.

0400 Paraprofessionals—Works alongside and assists professional individuals.

0401 Assistant counselor—Assists students, parents, teachers, or other staff, under the

supervision or direction of a counselor, by helping individuals make plans and decisions

in relation to education, career, or personal development.

0402 Bilingual aide—Assists in the instruction of students using more than one language

for teaching content.

0403 Bilingual special education aide—Assists in the instruction of students in a special

education program using more than one language for teaching content

0404 Career aide—Assists students in the process of choosing a profession or

occupation.

0405 Child care giver—Assists in organizing and leading prekindergarten children in

activities such as reading, drawing, and games.

0406 Computer aide—Assists and provides direction to computer users.

0407 Extra-curricular activity aide—Supervises school-sponsored activities that are not

related to curriculum (e.g., sports), including all direct and personal services that are

planned for student enjoyment.

0408 Financial aid specialist—Interviews students applying for financial aid, including

loans, grants-in-aid, or scholarships, to determine eligibility for assistance.
K-9

0409 Monitor/prefect—Monitors the conduct of students in classrooms, detention halls,

lunch rooms, playground, hallways, and places where alternatives to classroom

instruction are provided (e.g., test sites).

0410 Library aide—Assists in the maintenance and operation of a library by aiding in the

selection, ordering, cataloging, processing, and circulation of all media.

0411 Media center aide—Assists in the maintenance and operation of a media center by

serving as a specialist in the organization and use of all teaching and learning resources,

including hardware, content material and services.

0412 Psychologist assistant—Assists a psychologist with routine activities associated

with providing psychological services.

0413 Teaching/classroom aide—Assists a teacher with routine activities associated with

teaching (i.e., those activities requiring minor decisions regarding students, such as

conducting rote exercises, operating equipment, and clerking).

0414 Teaching assistant—Performs the day-to-day activities of teaching students while

under the supervision of a teacher. The teaching assistant does not make diagnostic or

long-range evaluative decisions regarding students. This includes individuals who may or

may not be certified but must have completed at least two years of formal education

preparation for teaching or the equivalent in experience or training.

0415 Tutor—Provides academic instruction (e.g., in English, mathematics, and foreign

language) to students requiring additional assistance outside of the classroom.

0500 Technical—Performs tasks requiring a combination of basic scientific knowledge and

manual skills which can be obtained through approximately two years of postsecondary education

such as that which is offered in community/junior colleges and technical institutes, or through

equivalent special study and/or on-the-job training.

0501 Audiometrist—Administers audiometric (hearing acuity) screening tests while

under the direction and responsibility of an audiologist or physician.

0502 Computer technician—Installs and maintains computer hard- and software

equipment.

0503 Drafter—Drafts detailed drawings, such as writing diagrams, layout drawings,

mechanical detail drawings, and drawings of intermediate and final assemblies, used to

manufacture, assemble, install, and repair electronic components, printed circuit boards,

and other equipment.

0504 Engineering aide—Assists in planning and directing operations in a technical field.

0505 Graphic artist—Plans and arranges art layouts which illustrate programs or

processes for publication, demonstration, and more effective communication.

0506 Inspector—Examines the condition of equipment and buildings as they relate to

safety and health the condition of new construction as it relates to specifications and

codes.

0507 Licensed practical nurse—Performs auxiliary medical services, such as taking and

recording temperature, pulse, and respiration rate, and giving medication under the

direction and responsibility of a physician or a registered nurse.
K-10

0508 Media technologist—Maintains and programs audio, video, and other media

equipment.

0509 Photographer—Uses cameras and flashbulb equipment to photograph individuals

and may take exposed film to a darkroom for processing and developing.

0510 Psychometrist—Measures the intellectual, social, and emotional development of

individuals through the administration and interpretation of psychological tests. These

activities are usually carried out under the direction or supervision of a psychologist or a

related professional.

0511 Purchasing agent—Buys supplies, equipment, and materials used in the operation

of an organization.

0512 Speech language technician—Assists with the provision of speech and language

services in collaboration with a speech pathologist.

0513 Supervisor—Supervises the day-to-day operations of a group of skilled,

semiskilled, or unskilled workers (e.g., warehouse or garage workers). Frequently called

a foreman or crew leader.

0600 Office/clerical/administrative support—Performs the activities of preparing, transferring,

transcribing, systematizing, or preserving communications, records, and transactions.

0601 Bookkeeping/accounting/auditing clerk—Keeps a systematic record of accounts or

transactions and prepares statements reflecting those activities.

0602 Cashier—Collects and records payments received for items purchased.

0603 Computer operator—Operates computer and peripheral equipment to process data

by entering commands using a keyboard or computer terminal.

0604 Data entry clerk—Enters information into a data processing format using data

processing equipment.

0605 Dispatcher—Assigns vehicles and drivers to perform specific services and to record

such information concerning vehicle movement as a school or system may require.

0606 Duplicating/photocopying assistant—Operates duplicating machines to print

typewritten or handwritten documents directly from a master copy.

0607 Electrical and electronic repairers—Installs and repairs electric and electronics

equipment.

0608 File clerk—Classifies records in alphabetical or numerical order or according to

subject matter or other system.

0609 General office clerk—Performs such activities as preparing, transcribing,

systematizing or preserving written communication and reports or operating mechanical

equipment (e.g., computers, fax machines, typewriters, calculators, and word-processing

equipment).

0610 Mail clerk—Routes mail, prepares outgoing materials for mailing, and maintains

internal written communication systems.
K-11

0611 Messenger—Delivers messages, documents, packages, and other items to offices or

departments within or outside of an organization.

0612 Office manager—Coordinates office services such as personnel, budget preparation

and control, housekeeping, records control, and special management activities.

0613 Receptionist—Receives callers or visitors at the establishment, determine the nature

of business, and directs callers or visitors to destinations.

0614 Records clerk—Establishes and maintains an adequate and efficient system for

controlling records (e.g., registration, admission, attendance) of an organization.

0615 Secretary—Schedules appointments, gives information to callers, takes dictation,

and otherwise relieves officials of clerical work and minor administrative and business

detail.

0616 Stenographer—Takes dictation of correspondence, reports, and other materials in

shorthand and operates a typewriter, wordprocessor, or computer to transcribe the

dictated material.

0617 Stores/supplies handler—Receives, stores, and dispenses supplies, materials, and

equipment.

0618 Switchboard/PBX operator—Operates a telephone switchboard and relays

incoming, outgoing, and interoffice calls.

0619 Typist and wordprocessor—Operates a typewriter, computer or a wordprocessor to

compile, type, revise, combine, edit, print, and/or store documents.

0700 Crafts and trades—Performs tasks requiring high manual skill level which is acquired

through on-the-job training and experience or through apprenticeship or other formal training

programs. This assignment requires considerable judgement and a thorough and comprehensive

knowledge of the processes involved in the work.

0701 Brick mason—Works with brick and similar materials in the construction, erection,

and reparation of structures and fixtures.

0702 Carpenter—Constructs, erects, installs, and repairs wooden structures and fixtures.

0703 Cement mason—Works with cement and similar materials in the construction,

erection, and reparation of structures and fixtures.

0704 Electrician—Plans, layouts, installs, and repairs wiring, electrical fixtures,

apparatus, and control equipment.

0705 HVAC mechanic—Services heating units, ventilation systems and air conditioners

in buildings.

0706 Locksmith—Installs, repairs, rebuilds, and services mechanical or electrical locking

devices using hand tools and specialized equipment.

0707 Maintenance repairers/general utility—Repairs and maintains buildings,

machinery, electrical and mechanical equipment.

0708 Painter and paperhanger—Paints, varnishes, and stains or wallpaper the interior

and/or exterior of buildings and fixtures.
K-12

0709 Plasterer—Applies and repairs plaster in the interior and/or exterior of buildings.

0710 Plumber—Assembles, installs, and repairs pipes, fittings, and fixtures of heating,

water, and drainage systems.

0711 Printer—Makes copies by chemical or photographic means.

0712 Vehicle mechanic—Inspects, repairs, and maintains functional parts of mechanical

equipment and machinery.

0800 Operative—Performs tasks requiring an intermediate level manual skills which can be

mastered in a few weeks through limited training to operate machines. This includes bus drivers

and vehicle operators.

0801 Bus driver—Drives a bus used in the service of a school or system.

0802 Other vehicle operator—Drives a vehicle such as a truck or automobile used in the

service of a school or system.

0900 Laborer—Performs tasks requiring some manual skills which can be conducted with no

special training. This includes individuals performing lifting, digging, mixing, loading, and pulling

operations.

0901 Construction laborer—Performs any combination of duties on construction

projects, usually working in utility capacity, by transferring from one task to another.

Duties include measuring distances from grade stakes, signaling operators of construction

equipment, and mixing concrete.

0902 Freight, stock, and materials handlers—Loads, unloads, and moves freight, stock,

and other materials manually or with equipment that does not require technical skill to

operate (e.g., wheel barrows, conveyor belts, etc).

0903 Garbage collector—Collects refuse in designated areas. May drive a truck and

operate hoisting device that raises refuse bin into the opening of the truck body.

0904 Gardener—Works a plot of ground where herbs, fruits, flowers, or vegetables are

cultivated.

0905 Groundskeeper—Maintains grounds that are owned, rented, or leased and used by a

school or system. This does not include the operation of machinery requiring semi-skilled

training or experience.

0906 Garage/parking-lot attendant—Patrols and monitors parking areas to prevent thefts

of and from parked automobiles and collects parking fees from drivers.

0907 Vehicle washer/equipment cleaner—Washes vehicles and equipment with washing

and rinsing solutions to remove debris. May manually dislodge debris from objects being

washed and dry objects using a cloth or airhose.

1000 Service work—Performs tasks regardless of level of difficulty which relates to both

protective and nonprotective supportive services.

1001 Bus monitor/crossing guard—Helps keep order on buses or other school or system

modes of transportation. This includes traffic guards for loading buses, crossing guards

for monitoring pedestrian traffic.
K-13

1002 Child care worker—Assists in implementing child care activities, including

custodial functions.

1003 Cook/food preparer—Prepares and cooks foodstuffs in quantities according to

menu and number of persons to be served.

1004 Custodian—Performs plant housekeeping and servicing activities consisting of the

cleaning; operation of the heating, ventilating, and air-conditioning systems; and the

servicing of building equipment.

1005 Dietary technician—Advises and assists personnel in public and private

establishments in food services systems by making recommendations for foods that will

constitute nutritionally adequate meals.

1006 Elevator operator—Transports passengers and freight between floors of a building

via an elevator.

1007 Facilities maintenance worker—Inspects buildings and office areas to evaluate

suitability for occupancy considering such factors as air circulation, lighting, location,

and size.

1008 Food server—Serves sandwiches, salads, beverages, desserts and other kinds of

food. May order items to replace stocks and collect money for purchases.

1009 Police officer—Maintains order, enforces the law, prevents and investigates crime

in a school building and its surrounding areas.

1010 Resident/dormitory supervisor—Supervises a dormitory or building in which

students reside.

1011 Security guard—Provides protection to individuals and safeguard the school

facility.

1012 Extended day-care provider—Provides professional day-care services, whether at

home or in a center, and who has satisfied any state requirement regarding those services.

9999 Other

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Appendix L

PROGRAM TYPE

Appendix L provides information in reference to Data Element 5210 “Program Type.” Included in this

appendix are examples of the educational programs in which staff members are involved. They are

especially useful for policy analyses (e.g., to assess school performance or planning special programs). This

data element has two or more levels of options that are coded with four-digit numbers to better clarify the

logical hierarchy of the options.

5220 Program Type—The system outlining instructional or non-instructional activities and procedures

designed to accomplish a predetermined educational objective or set of objectives or to provide support

services to individuals and/or the community.

0100 Regular education—A program that provides students from the prekindergarten level to

grade 12 with learning experiences that focus primarily on knowledge and skills for the

appropriate age or grade level of students. This contrasts with that designed to improve or

overcome physical, mental, social, and/or emotional disabilities.

0200 Special Education Services—A service, specially designed and at no cost to the

parent/guardian, that adapts the curriculum, materials, or instruction for students identified as

needing special education. This may include specially designed instruction for students with any

of the following: autism, deaf-blindness, developmental delay (to age 9), hearing impairment,

mental retardation, multiple disabilities, orthopedic impairment, serious emotional disturbance,

specific learning disability, speech or language impairment, traumatic brain injury, visual

impairment, and other health information.

0201 Early identification—A service that develops and implements a formal plan for

identifying a disability as early as possible in a child's life.

0202 Early intervention—A service that: 1) is designed to meet the developmental needs

of each child eligible under Part C of the Individuals with Disabilities Education Act

(IDEA) of 1997 and the needs of the family related to enhancing the child’s development;

2) is selected in collaboration with the parents; 3) is provided under public supervision by

qualified personnel; 4) is in conformity with an individualized family service plan; and 5)

is offered at no cost, unless federal or state law provides for a system of payments by

families, including a schedule of sliding fees; and 6) meets the standards of the state.

0203 Service for individuals with autism—A service of instruction or services for

students with a developmental disability significantly affecting verbal and non-verbal

communication and social interaction, generally evident before age three, which

adversely affects educational performance. Characteristics of autism include

irregularities and impairments in communication, engagement in repetitive activities and

stereotyped movements, resistance to environmental change or change in daily routines,

and unusual responses to sensory experiences. This does not include services for children

with characteristics of the disability "serious emotional disturbance."

0204 Service for individuals with deaf-blindness—A service of instruction or services for

students with concomitant hearing and visual impairments which cause such severe

communication and other developmental and educational problems that an individual

with deaf-blindness cannot be accommodated in special education services solely for deaf

or blind individuals.
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0205 Service for individuals with mental retardation—A service of instruction or

services for students with significantly subaverage general intellectual functioning

existing concurrently with deficits in adaptive behavior that is manifested during the

developmental period, which adversely affects an individual's educational performance.

0206 Service for individuals with hearing impairment—A service of instruction or services

for students with either: 1) a hearing impairment which is so severe that an individual is

impaired in processing linguistic information through hearing with or without amplification

(which would be considered to be a state of deafness), and which adversely affects his or her

educational performance; or 2) a hearing impairment whether permanent or fluctuating (which

would not be considered to be a state of deafness) that adversely affects an individual's

educational performance.

0207 Service for individuals with visual impairment—A service of instruction or services for

students with a visual impairment which, even with correction, adversely affects an

individual's educational performance. This includes service for both partially seeing and

blind individuals.

0208 Service for individuals with orthopedic impairment—A service of instruction or services

for students who have a severe orthopedic impairment which adversely affects an individual's

educational performance. The term includes impairments caused by congenital anomaly (e.g.,

clubfoot or absence of some member), impairments caused by some disease (e.g.,

poliomyelitis or bone tuberculosis), and impairments from other causes (e.g., cerebral palsy,

amputations, and fractures or burns which cause contractures).

0209 Service for individuals with speech or language impairment—A service of instruction or

services for those students who have a communication disorder such as stuttering, impaired

articulation, and language or voice impairments which adversely affect an individual's

educational performance.

0210 Service for individuals with serious emotional disturbance—A service of instruction or

services for: 1) those individuals exhibiting one or more of the following characteristics over

a long period of time and to a marked degree, which adversely affects an individual's

performance:

a. An inability to learn that cannot be explained by intellectual, sensory, or health

factors;

b. An inability to build or maintain satisfactory interpersonal relationships with

peers and teachers;

c. Inappropriate types of behavior or feelings under normal circumstances;

d. A general pervasive mood of unhappiness or depression; or

e. A tendency to develop physical symptoms or fears associated with personal or

work problems.

or 2) schizophrenic individuals. This does not include services for those individuals who are

socially maladjusted unless it is determined that they are seriously emotionally disturbed.

0211 Service for individuals with specific learning disabilities—A service of instruction or

services for those students who have a disorder in one or more of the basic psychological

processes involved in understanding or in using language whether spoken or written, which

may manifest itself as an imperfect ability to listen, think, read, write, spell, or perform

mathematical calculations. This includes services for individuals with such conditions as

perceptual impairments, brain injury, minimal brain dysfunction, dyslexia, and developmental

aphasia; but does not include individuals who have learning problems which are primarily the

result of visual, hearing, or motor impairments, mental retardation, emotional disturbance or

environmental, cultural, or economic disadvantage.
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0212 Service for individuals with multiple disabilities—A service of instruction or services

for those students who have concomitant impairments (e.g., mental retardation-blind or

mental retardation-orthopedic impairments) which cause such severe educational problems

that an individual with multiple disabilities cannot be accommodated in special education

services solely for one of the impairments. This does not include deaf-blindness.

0213 Service for individuals with traumatic brain injury—A service of instruction or services

for those individuals that acquired injury to the brain caused by an external physical force,

resulting in total or partial functional disability or psychosocial impairment, or both, that

adversely affects a child's educational performance. The term applies to open or closed head

injuries resulting in impairments in one or more areas, such as cognition; language; memory;

attention; reasoning; abstract thinking; judgment; problem-solving; sensory, perceptual, and

motor abilities; psychosocial behavior; physical functions; information processing; and

speech. The term does not apply to brain injuries that are congenital or degenerative, or to

brain injuries induced by birth trauma.

0214 Psychological service—A service that includes 1) administering psychological and

educational tests, and other assessment procedures; 2) interpreting assessment results; 3)

obtaining, integrating, and interpreting information about child behavior and conditions

relating to learning; 4) consulting with other staff members in planning school programs to

meet the special needs of children as indicated by psychological tests, interviews, and

behavioral evaluations; 5) planning and managing a program of psychological services,

including psychological counseling for children and parents; and 6) assisting in developing

positive behavioral intervention strategies.

0215 Cross categorical—A service of instruction or services that focuses on more than one

specific type of disability and in which individuals with different types of disabilities are

served.

0216 Service for individuals with developmental delay—A service of instruction or services

for students who are experiencing developmental delays in one or more of the following

areas: physical development, cognitive development, communication development, social or

emotional development, or adaptive development.

0299 Other—Other special education service which cannot be classified above.

0300 Vocational education—Organized educational programs offering a sequence of courses that are

directly related to the preparation of individuals for paid or unpaid employment in current or emerging

occupations requiring other than a baccalaureate or advanced degree.

0301 Agriculture—A vocational program that prepares students with the knowledge, skills,

and understanding necessary to enter a wide range of agriculturally related occupations.

0302 Consumer and home-making—A vocational program that prepares students with the

knowledge, skills, and understanding relevant to personal, home and family life.

0303 Marketing—A vocational program that teaches about the promotion and distribution of

goods and services from the producer to the consumer including appropriate utilization.

0304 Health—A vocational program that prepares students with the knowledge, skills, and

understanding necessary to enter a wide range of occupations that support health

professionals.

0305 Technology/industrial arts—A vocational program that prepares students with the

understanding about all aspects of industry and technology. These activities include
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experimenting, designing, constructing, and evaluating; using tools, machines, materials; and

using processes which may help individuals make informed and meaningful occupational

choices, or may prepare them to enter advanced trade, industrial or technical education

programs.

0306 Occupational home economics—A vocational program that prepares students with the

knowledge, skills, and understanding relevant to occupational home economics.

0307 Business—A vocational program that prepares, upgrades, or retrains students for

selected business occupations.

0308 Technical—A vocational program that prepares students for job opportunities in a

specialized field of technology.

0309 Trade and industrial—A vocational program that prepares students for initial

employment in a wide range of trade and industrial occupations.

0399 Other vocational education—Other vocational education activities that cannot be

classified by the categories above.

0400 Technical preparatory—A program that offers four-year planned sequence of

vocational-technical instruction beginning in the eleventh year of high school. The sequence extends

through two years of postsecondary occupational education or an apprenticeship program of at least

two years following secondary instruction, and culminates in a certificate or associate degree.

0500 Head Start—A federally funded child development program that provides health, educational,

nutritional, social, and other services primarily to economically disadvantaged preschool children,

including Indian children on federally recognized reservations, and children of migratory workers and

their families; and involves parents in activities with their children so that the children will attain

overall social competence. Examples of Head Start demonstration projects include Comprehensive

Child Development Program, Family Service Centers, and Head Start/Public School Early Childhood

Transition Projects.

0600 Even Start—A program that provides family-centered education projects which help parents

become full partners in the education of their children, assists children in reaching their full potential

as learners, and provides literacy training for their parents. The purpose of this program is to integrate

early childhood education and adult education for parents into a program that builds on existing

community resources.

0700 Migrant education—A program of instruction and services for those children who move

periodically with their families from one school to another in a different geographical area in order that

a parent or other member of the immediate family may secure seasonal employment.

0800 Indian education—A program of instruction and services for those children who are American

Indian or Alaskan natives.

0900 Compensatory services for disadvantaged students—A program of instruction and/or services

which is designed for economically disadvantaged and/or academically challenged children. Services

primarily consist of educational support services, counseling, and other supplemental non-instructional

support.

1000 Bilingual education program—A program of instruction and services that uses more than one

language to teach a content area. Students served by this program may or may not be proficient in

English.
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1001 Curriculum content in native language—A program in which instruction and academic

content are taught in a student's native, non-English language.

1002 Developmental bilingual education—A program in which students with the same

non-English language background receive language arts and content area instruction in both

the student's native language and English.

1003 Native language support—A program in which reading is initially taught in both the

students' non-English home language and their second language (English) until their English

is proficient enough for them to participate successfully in a regular classroom. Use of the

non-English home language is phased out as regular English instruction is gradually phased

in. This is also known as transitional bilingual education.

1004 Two-way bilingual education—A program in which native English-speaking and

non-native-English speaking students are placed together to receive language arts and content

area instruction in English and another non-English language.

1100 English as a second language (ESL) program—A program of instruction and services in which

students identified as limited English proficient are placed in regular immersion instruction for most of

the school day but receive extra instruction in English for part of the day. This extra help is based on a

special curriculum designed to teach English as a second language and to develop the student's ability

to use the English language in an academic setting. The non-English home language may or may not

be used in conjunction with ESL instruction.

1101 Content ESL—A program of language development that goes beyond the teaching of

basic vocabulary and grammar skills, and is designed to parallel English language instruction

for native speakers in content and approach; English vocabulary and mechanics are often

embedded in engaging content and/or literature.

1200 Gifted and talented—Programs that provide special educational opportunities including

accelerated promotion through grades and classes and an enriched curriculum for students who are

endowed with a high degree of mental ability or who demonstrate unusual physical coordination,

creativity, interest, or talent (often in the visual or performing arts).

1300 Cocurricular programs—A program of activities that are related to the current curriculum in

which a student is enrolled. This may be any type of school-sponsored activity designed to provide

opportunities to participate in experiences on an individual or group basis (at school or public events)

for the improvement of skills. The following characteristics apply to cocurricular activities: 1)

participation is necessary for meeting class requirements, for credit, or for graduation; 2) sessions are

conducted at regular and uniform times during school hours, or may be conducted during authorized

non-school hours; 3) programs are directed or supervised by instructional staff in a learning

environment similar to that found in classes offered for credit; and 4) services are primarily or totally

funded by school-operating funds for general instructional purposes under the direction and control of

local education authorities.

1400 Athletics—School-sponsored activities, under the guidance and supervision of school staff, that

provide opportunities for students to pursue various aspects of physical education.

1500 Adult/continuing education—A program of instruction provided by an adult/continuing

education instructional organization for adults and youth beyond the age of compulsory school

attendance.

1501 Adult basic education—A program which provides learning experiences concerned with

providing the fundamentals to adults who have never attended school or who have not

completed formal schooling. These individuals need knowledge and skills to raise their level
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of education to increase self confidence and/or self determination, to prepare for an

occupation, and to function more responsibly as citizens in a democracy.

1502 Adult English as a second language—A program which provides learning experiences

for adults with a non-English background to develop the English language skills necessary to

successfully participate in an English-speaking environment.

1503 Advanced adult basic education—A program which provides learning experiences

designed to develop the knowledge, skills, understanding, attitudes, and behavioral

characteristics considered to be needed by adults who may or may not have completed formal

schooling. These individuals have accepted adult roles and responsibilities and are preparing

for postsecondary careers and/or postsecondary education programs.

1504 Life enrichment—A program which provides learning experiences offering skills,

knowledge, and understanding designed primarily for enjoyment without regard to a vocation.

1505 Occupational—A program which provides learning experiences offering the knowledge,

skills, and understanding required to prepare learners for immediate employment in an

occupation or cluster of occupations.

1506 Retraining for new occupation—A program which provides learning experiences

offering skills, knowledge, and understanding required for preparation for employment in a

new and different occupation.

1507 Special interest—A program which provides learning experiences offering the skills,

knowledge, and understanding required to prepare adults for a subordinate occupation in

addition to their vocation. Such programs also are referred to as avocational programs.

1508 Upgrading in current occupation—A program which provides learning experiences

offering the skills, knowledge, and understanding designed primarily to extend or update

workers' competencies for occupations in which they are employed.

1509 General Educational Development (GED) preparation—A program which provides

learning experiences designed to develop the knowledge, skills, and understanding required

for the successful completion of the Test of General Educational Development (GED).

1599 Other adult/continuing education—Other adult/continuing education program which

cannot be classified in any of the categories above

1600 Community/junior college education program—Postsecondary education institutions,

commonly organized into two-year programs, which offer instruction that has usually been adapted in

content, level and schedule to meet the needs of the community in which they are located. Community

or junior colleges generally offer a comprehensive curriculum which includes basic liberal arts,

science, occupational, general education and adult education components. The program awards an

Associate of Arts (A.A.) certificate to those who successfully complete the requirements.

1700 Community services program—A program of activities which are not directly related to the

provision of educational services in a school system. These include services provided to the

community as a whole or some segment of the community.

1701 Civic services—A program of activities concerned with providing services to civic

affairs or organizations. This includes services to parent-teacher association meetings, public

forums, lectures, and civil defense planning.
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1702 Community recreation—A program of activities concerned with providing recreation for

the community as a whole, or for some segment of the community. This includes such staff

activities as organizing and supervising playgrounds, swimming pools, and similar programs.

1703 Coordination of casework—A program of activities designed to manage the counsel and

aid given to individuals and families requiring assistance of social service agencies.

1704 Custody and child care services—A program of activities pertaining to the provision of

programs for the custodial care of children in residential day schools, or child care centers

which are not part of, or directly related to, the instructional program, and where the

attendance of the children is not included in the attendance figures for the school or school

system.

1705 Public library services—A program of activities pertaining to the operation of public

libraries by a school or school system, or the provision of library services to the general public

through the school library. This includes such activities as budgeting, planning and

augmenting the library's collection in relation to the community, and informing the

community of public library resources and services.

1706 Welfare activities—A program of activities pertaining to the provision of personal needs

of individuals who have been designated as needy by an appropriate governmental entity.

These needs include stipends for school attendance, salaries paid to students for work

performed (whether for the school, school system, or for an outside source), and for clothing,

food, or other personal needs.

1799 Other community services—Other community services program provided to the

community which cannot be classified above.

1800 Substance abuse education/prevention—A program that provides a variety of services

including: 1) individual, group, and/or family counseling; 2) knowledge and skill-enhancing activities;

and 3) structured groups that focus on family dynamics, problem solving, self-esteem, and/or similar

issues. These programs care for students who are at risk of drug abuse, for example, those who are

currently in an experimental stage (light use), who have family members or peer groups who use

alcohol or drugs, or who have behavioral, emotional, or other problems at home, in school, in the

community, or with the criminal justice system. Substance abuse education programs also offer

presentations about the risks of substance use to students at their schools as well as in various other

community settings.

1900 Student retention—A program that develops and implements educational strategies and practices

including special instructional methods and materials to encourage students to remain in school and

complete their elementary and secondary education.

2000 Extended day/child care services—A program that provides custodial care of students enrolled

in a school or system before school day starts and/or after a school day ends.

2100 Counseling services—A program that helps a student to better identify his or her perceived

educational, personal, or occupational potential; relate his or her abilities, emotions, and aptitudes to

educational and career opportunities; use his or her abilities in formulating realistic plans; and achieve

satisfying personal and social development.

2200 Immigrant education—A program of instruction and services designed and implemented

especially for those children who have immigrated to the United States.

2300 College preparatory—A program that provides learning experiences that focus primarily on

knowledge and skills considered to be needed by students desiring further education in postsecondary

education. These experiences are usually achieved in secondary education.
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2400 International Baccalaureate—A program established to provides an internationally recognized,

interdisciplinary, pre-collegiate course of study. Its curriculum is designed to qualify students,

especially those who are internationally mobile, for college admission. Upon completion of this

program, a student may receive an International Baccalaureate diploma.

2500 Magnet/Special Program Emphasis—A school within the public education system that has been

designed: 1)to attract students of different racial/ethnic backgrounds for the purpose of reducing,

preventing, or eliminating racial isolation; and /or 2)to provide an academic or social focus on a

particular theme (e.g., science/math, performing arts, gifted/talented, or foreign language).

2600 Alternative education—An instructional program that: 1) addresses needs of students which

cannot typically be met in a regular school/program; 2) provides nontraditional education; 3) serves as

an adjunct to a regular school; and 4) falls outside of the categories of regular, magnet/special program

emphasis, special, or vocational/technical education.

2700 Library/media services—A program that provides library and media services to students and

school staffs. Services include selecting, acquiring, cataloging, classifying, circulating, and

maintaining library materials; furnishing reference and bibliographical services; selecting music, films,

or other audio-visual materials for programs.

2800 Health services—A program that provides physical and mental health services which are not

direct instruction, including medical, dental, and nursing services provided for students.

2900 Remedial education—A program that is designed to develop specific cognitive skills, usually in

language arts or mathematics, from a deficient level to one that is appropriate to the educational

abilities and aspirations of the student.

3000 School-To-Work Opportunities—A program that meets the system components which: 1)

integrates work-based and school-based learning; 2) integrates occupational and academic learning; 3)

provides linkages between secondary education and postsecondary education/job opportunity; and 4) is

a partnership involving participation of educators, employers, governments, local communities, and

other public or private organizations. The purpose of this program is to assist youths in making

effective transitions from school to career-oriented work. Program examples include tech-prep

education, career academies, youth apprenticeships, cooperative education, school-to-apprenticeship,

business-education compacts, and school-sponsored enterprises.

3100 Service learning—A program that is designed to help students develop a deeper understanding of

academic subjects through participation in meaningful service to their school or community.

9999 Other—Other programs which cannot be classified above.
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Appendix M

FUNCTION TYPE

Appendix M provides information in reference to Data Element 5220 “Function Type.” Included in this

appendix are examples of the educational activities purposes in which staff members are involved. This

data element has two or more levels of options that are coded with four-digit numbers to better clarify the

logical hierarchy of the options. The code numbers for this option list correspond to those used in

Financial Accounting for Local and State School Systems (1990) (often referred to as Handbook 2R2, July

1990, available from the National Center for Education Statistics).

5260 Function Type—The purpose of the program activities to which an individual is assigned as

related to students.

1000 Instruction—Activities which involve direct interaction between teachers and students.

Instruction may be provided for students in a school classroom, in another location such as a home

or hospital, and in other learning situations such as those involving cocurricular activities. It may

also be provided through some other approved medium such as television, radio, telephone,

computer and correspondence. This includes aides and classroom assistants of any type (e.g.,

clerks or graders) who assist in the instructional process.

2000 Support services—Services to provide administrative, technical, personal (e.g., guidance and

health), and logistical support to facilitate and enhance instruction. These services exist as

adjuncts for fulfilling the objectives of instruction, community services and enterprise programs,

rather than as entities within themselves.

2100 Student support services—Activities to assess and improve the well-being of

students and to supplement the instructional process.

2110 Attendance and social work—Activities to improve student attendance at

school and which attempt to prevent or solve student problems involving the

home, school, and community. They also include registration activities for adult

education programs.

2111 Supervision of attendance and social work—Activities to direct,

manage, and supervise attendance and social work services.

2112 Attendance services—Activities to promptly identify

non-attendance patterns, promote improved attitudes toward

attendance, analyze causes of non-attendance, act on non-attendance

problems, and enforce compulsory attendance laws.

2113 Social work services—Activities to investigate and diagnose

student problems arising out of the home, school, or community;

provide casework and group work services for the child, parent, or

both; interpret the problems of students for other staff members; and

promote modification of the circumstances surrounding the individual

student which are related to his or her problem.

2114 Student accounting services—Activities to acquire and maintain

records of school attendance, location of home, family characteristics,

and other census data. Portions of these records become a part of the

cumulative record which is sorted and stored for teacher and guidance
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information. These include the preparation of pertinent statistical

reports.

2119 Other attendance and social work services—Other attendance

and social work services which cannot be classified above.

2120 Guidance services—Activities to counsel with students and parents;

consult with other staff members on learning problems; evaluate the abilities of

students; assist students as they make their own educational and career plans and

choices; assist students in personal and social development; provide referral

assistance; and work with other staff members in planning and conducting

guidance programs for students.

2121 Supervision of guidance services—Activities to direct, manage,

and supervise guidance services.

2122 Counseling services—Activities to help a student to better

identify his or her perceived educational, personal, or occupational

potential; relate his or her abilities, emotions, and aptitudes to

educational and career opportunities; utilize his or her abilities in

formulating realistic plans; and achieve satisfying personal and social

development. These activities take place between one or more

counselors and one or more students as counselees, between students

and students, and between counselors and other staff members.

2123 Appraisal services—Activities to assess student characteristics

which are used in administration, instruction, and guidance; and assist

the student in assessing his or her purposes and progress in personality

and career development.

2124 Information services—Activities to disseminate educational,

occupational, and personal/social information to help acquaint students

with the curriculum and also with educational and vocational

opportunities and requirements. Such information might be provided

directly to students through group activities or it might be provided

indirectly to students through other staff members or parents.

2125 Record maintenance services—Activities to compile, maintain,

and interpret cumulative records for individual students, including

systematic consideration of such factors as home and family

background, physical and medical status, standardized test results,

personal and social development and school performance.

2126 Placement services—Activities to help place students in

appropriate situations. These could be educational situations, part-time

employment while in school, and appropriate educational and

occupational situations after they leave school. These activities also

help ease the students' transition from one educational experience to

another. The transition may include, for example, admissions

counseling, referral services, assistance with records, and follow-up

communications with employers.

2129 Other guidance services—Other guidance services which cannot

be classified above.
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2130 Health services—Activities to provide physical and mental health services

which are not direct instruction. They include activities that provide students

with appropriate medical, dental, and nursing services.

2131 Supervision of health services—Activities to direct, engage, and

supervise health services.

2132 Medical services—Activities to improve the physical and mental

health of students such as health appraisal, including screening for

vision, hearing deficiencies and communicable diseases; screening for

psychiatric services; periodic health examinations; emergency injury

and illness care; and communications with parents and medical

officials.

2133 Dental services—Activities to perform dental screening, dental

care, and orthodontic activities.

2134 Nursing services—Activities to perform nursing such as health

inspection, treatment of minor injuries, and referrals for other health

services.

2139 Other health services—Other health services which cannot be

classified above.

2140 Psychological services—Activities concerned with administering

psychological tests and interpreting the results; gathering and interpreting

information about student behavior; and working with other staff members in

planning school programs to meet the special needs of students as indicated by

psychological tests and behavioral evaluation. They also include planning and

managing a program of psychological services encompassing psychological

counseling for students, staff, and parents.

2141 Supervision of psychological services—Activities to direct,

manage, and supervise psychological services.

2142 Psychological testing services—Activities to administer

psychological tests, standardized tests, and inventory assessments.

These tests measure ability, aptitude, achievement, interests, and

personality. These activities also include interpretation of these

measurements for students, other staff members, and parents.

2143 Psychological counseling services—Activities to help students

perceive, clarify, and solve problems of adjustment and interpersonal

relationships. These activities take place between a school

psychologist or other qualified individual as counselor, and one or more

students as counselees.

2144 Psychotherapy services—Activities to help students to perceive,

clarify, and work through emotional problems or disorders. These

activities involve a therapeutic relationship between a qualified mental

health professional and one or more students.

2149 Other psychological services—Other psychological services

which cannot be classified above.
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2150 Speech pathology and audiology services—Activities to identify, assess,

and treat students with speech, hearing, and language impairments.

2151 Supervision of speech pathology and audiology services—

Activities to direct, manage, and supervise speech pathology and

audiology services.

2152 Speech pathology services—Activities to identify students with

speech and language disorders; diagnose and appraise specific speech

and language disorders; refer problems for medical or other

professional attention necessary to treat speech and language disorders;

provide required speech treatment services; and counsel and guide

students, parents, and teachers.

2153 Audiological services—Activities to: 1) identify individuals with

hearing loss; 2) determine the range, nature, and degree of hearing loss,

including referral for medical or other professional attention; 3) provide

habilitating activities such as language habilitation, auditory training,

speech reading (lipreading), hearing evaluation, and speech

conservation; 4) create and administer programs for prevention of

hearing loss; 5) counsel and guide students, parent/guardians, and

teachers regarding hearing loss; and 6) determine an individual's need

for group and individual amplification, select and fit an appropriate aid,

and evaluate the effectiveness of amplification.

2159 Other speech pathology and audiology services—Other speech

pathology and audiology services which cannot be classified above.

2190 Other student support services—Other student support services which

cannot be classified above.

2200 Instructional staff support services—Activities to assist the instructional staff with

content and process of providing learning experiences for students.

2210 Improvement of instructional services—Activities to primarily assist the

instructional staff in planning, developing, and evaluating the process of

providing learning experiences for students. These include curriculum

development, techniques of instruction, child development, and staff training.

2211 Supervision of improvement of instruction services—Activities to

direct, manage, and supervise the improvement of instructional

services.

2212 Instruction and curriculum development services—Activities to

assist teachers in developing the curriculum, preparing and utilizing

special curriculum materials, and becoming acquainted with the various

techniques which stimulate and motivate students.

2213 Instructional staff training services—Activities to promote the

professional or occupational growth and competence of members of the

instructional staff during the time of their service to the school or

school system. These include workshops, demonstrations, school

visits, courses for college credit, sabbatical leaves, and travel leaves.

2219 Other improvement of instruction services—Other improvement

of instruction services which cannot be classified above.
M-5

2220 Educational media services—Activities to coordinate the use of hardware,

devices, content materials (including printed and non-printed sensory materials),

methods, or experiences for teaching and learning purposes.

2221 Supervision of educational media services—Activities to direct,

manage, and supervise educational media services.

2222 School library services—Activities to select, acquire, prepare,

catalog, and circulate books and other printed materials; plan the use of

the library by students, teachers and other members of the instructional

staff; and guide individuals in their use of library books and materials

whether maintained separately or as a part of an instructional materials

center and/or related work study area.

2223 Audiovisual services—Activities to select, prepare, care for, and

make available to the instructional staff: equipment, films, filmstrips,

transparencies, tapes, television programs, and other similar materials,

whether maintained separately or as a part of an instructional materials

center. These activities include an audiovisual center, television studio,

related work-study areas, and the services provided by audiovisual

personnel.

2224 Educational television services—Activities to plan, program,

write, and present educational programs or segments of programs by

closed circuit or broadcast television.

2225 Computer-assisted instruction services—Activities to plan,

program, write, and present educational lessons which have been

especially programmed for a computer to be used as the principal

medium of instruction.

2229 Other educational media services—Other educational media

services which cannot be classified above.

2290 Other instructional staff support services—Other instructional staff

support services which cannot be classified above.

2300 General administration support services—Activities to establish and administer

policy for operating a school system.

2310 Board of education services—Activities to perform the duties of an elected

body which has been created according to state law and vested with

responsibilities for educational activities in a given administrative unit.

2311 Supervision of board of education services—Activities to direct,

manage, and supervise the general operation of the board of education.

These include the activities of the members of the board of education,

but do not include any special activities defined in other areas of

responsibility described below. They also include any activities of the

district performed in support of the school district meeting. These may

include legal activities such as interpreting the laws and statutes and

general liability situations, and the activities of external auditors.

2312 Board secretary/clerk services—Activities to perform the duties

of the secretary or clerk of the board of education.
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2313 Board treasurer services—Activities to perform the duties of the

treasurer of the board of education

2314 Election services—Activities to perform duties involved with any

school system election, including the election of officers and bond

elections.

2315 Tax assessment and collection services—Activities to perform

duties involved with tax assessment and collection.

2316 Staff relations and negotiations services—Activities to perform

duties involved with staff relations systemwide and contractual

negotiations with both instructional and non-instructional personnel.

2319 Other board of education services—Other board of education

services which cannot be classified above.

2320 Executive administration services—Activities to perform the overall

general administration or executive duties of the entire school system.

2321 Office of the superintendent services—Activities to direct and

manage all affairs of the school system. These are performed by the

superintendent and such assistants as deputy, associate, and assistant

superintendents. These include activities of all personnel and materials

in the office of the chief executive officer.

2322 Community relations services—Activities to develop and operate

systemwide programs for the bettering of school/community relations.

2323 State and federal relations services—Activities to develop and

maintain good relations with state and federal officials. These include

grant procurement activities.

2329 Other executive administration services—Other executive

administration services which cannot be classified above.

2400 School administration support services—Activities to perform the overall

administrative duties for a school.

2410 Office of the principal services—Activities to direct and manage the

operation of a particular school. These include activities performed by the

principal, assistant principals, and other assistants when they supervise all

operations of the school, evaluate individuals of the school, assign duties to

individuals, supervise and maintain the school records, and coordinate school

instructional activities with those of the school or school system. These

activities also include the work of clerical staff in support of teaching and

administrative duties.

2419 Other school administration support services—Other school

administration services which cannot be classified above.

2500 Business support services—Activities to pay, transport, exchange, and maintain

goods and services for a school or school system. They include fiscal and internal

services necessary for operating the school or school system. These include the activity

of the chief business official.
M-7

2510 Fiscal services—Activities to perform the fiscal operations of a school or

school system. These include budgeting, receiving and disbursing, financial and

property accounting, payroll, inventory control, internal auditing and managing

funds.

2511 Supervision of fiscal services—Activities to direct, manage, and

supervise the fiscal service area. These include the activities of the

assistant superintendent, director, or school business official who

directs and manages fiscal activities.

2512 Budgeting services—Activities to supervise budget planning,

formulation, control, and analysis of finances.

2513 Receiving and disbursing funds services—Activities to take in

and pay out money. These include the current audit of receipts; the

pre-audit of requisitions and purchase orders to determine whether the

amounts are within the budgetary allowances, and determining that

disbursements are lawful expenditures of a school or school system;

and the management of school funds.

2514 Payroll services—Activities to periodically pay individuals

entitled to remuneration for services rendered. Payments are also made

for such payroll associated costs as federal income tax withholding,

retirement, and social security.

2515 Financial accounting services—Activities to maintain the

financial records and transactions of a school or school system. These

include accounting and interpreting financial transactions and account

records.

2516 Internal auditing services—Activities to verify account records

including evaluating the adequacy of the internal control system,

verifying and safeguarding assets, reviewing the reliability of the

accounting and reporting systems, and ascertaining compliance with

established policies and procedures.

2517 Property accounting services—Activities to prepare and maintain

current inventory records of land, buildings, and equipment. These

records are to be used in equipment control and facilities planning.

2519 Other fiscal services—Other fiscal services which cannot be

classified above.

2520 Purchasing services—Activities to purchase supplies, furniture,

equipment, and materials used in a school or school system.

2530 Warehousing and distributing services—Activities to receive, store, and

distribute supplies, furniture, equipment, materials, and mail. These include

cash collection and transportation from school facilities to the central

administration office or bank for control and/or deposit.

2540 Printing, publishing, and duplicating services—Activities to print and

publish administrative publications such as annual reports, school directories,

and manuals. These include centralized services for duplicating school

materials and instruments such as school bulletins, newsletters, and notices.
M-8

2590 Other business support services—Other business support services which

cannot be classified above.

2600 Operation and maintenance of plant services—Activities to keep the physical plant

open, comfortable, and safe for use, and keep the grounds, buildings, and equipment in

effective working condition and state of repair. These include maintaining safety in

school buildings, grounds, and in the vicinity of schools.

2610 Supervision of operation and maintenance of plant services—Activities to

direct, manage, and supervise the operation and maintenance of the school plant

facilities.

2620 Operating buildings services—Activities to keep the physical plant clean

and ready for daily use. These include operating the heat, light, and ventilation

systems and repairing and replacing facilities and equipment.

2630 Care and upkeep of grounds services—Activities to maintain and improve

the land. These include snow removal, landscaping, ground maintenance, and

similar activities.

2640 Care and upkeep of equipment services—Activities to maintain equipment

owned or used by the school or school system. These include servicing and

repairing furniture, machines, and movable equipment.

2650 Vehicle servicing and maintenance services—Activities to maintain

general purpose vehicles other than student transportation vehicles such as

trucks, tractors, graders, and staff vehicles. These include repairing vehicles,

replacing vehicle parts, preventative maintenance servicing, cleaning, painting,

greasing, fueling, and inspecting vehicles for safety.

2660 Security services—Activities to maintain order and safety in school

buildings, grounds, and in the vicinity at all times. These include police

activities for school functions, traffic control on the grounds and in the vicinity,

building alarm systems, and hall monitoring services.

2690 Other operation and maintenance of plant services—Other operation and

maintenance of plant services which cannot be classified above.

2700 Student transportation services—Activities to convey students to and from school,

as provided by state and federal law. These include trips between home and school, and

trips to school activities. They also include specialized equipment (such as special or

adapted buses, lifts, and ramps), if required to provide special transportation for a child

with a disability.

2710 Supervision of student transportation—Activities to direct, manage, and

supervise student transportation services.

2720 Vehicle operation services—Activities to operate vehicles for student

transportation from the time the vehicles leave the point of storage until they

return to storage. These include driving buses or other student transportation

vehicles.

2730 Monitoring services—Activities to supervise students in the process of

being transported between home and school or between school and school

activities. Such supervision can occur while students are in transit, while they
M-9

are being loaded and unloaded, and in directing traffic at the loading and

unloading stations.

2740 Vehicle servicing and maintenance services—Activities to maintain

student transportation vehicles. These include repairing vehicles, replacing

vehicle parts, cleaning, painting, fueling, and inspecting vehicles for safety.

2750 Driver training services—Activities to ensure and maintain safety

standards of driver's skills to operate student transportation vehicles. These

include training and testing of school bus drivers.

2790 Other student transportation services—Other student transportation

services which cannot be classified above.

2800 Central support services—Activities, other than general administration, to support

each of the other instructional and support services programs. These include planning,

research and development, evaluation, information, staff, statistical, and data processing

services.

2810 Planning, research, development, and evaluation services—Activities to

conduct and manage programs of planning, research, development, and

evaluation for a school system on a systemwide basis.

2811 Supervision of managing, planning, research, development, and

evaluation services—Activities associated with the direction,

management, and supervision of planning, research, development, and

evaluation services.1

2812 Planning services—Activities to select or identify overall,

long-range goals, priorities and objectives of an organization or

program; and formulate various courses of action needed to achieve

those goals. This is done by identifying needs and relative costs and

benefits of each course of action.*

2813 Research services—Activities to perform systematic study and

investigation of various aspects of education undertaken to establish

facts and principles.*

2814 Development services—Activities to deliberate evolving process

of improving educational programs.*

2815 Evaluation services—Activities to ascertain or judge the value or

amount of an action or an outcome. This is done through careful

appraisal of previously specified data in light of a particular situation

and the goals and objectives previously established.*

2819 Other planning, research, development, and evaluation

services—Other planning, research, development, and evaluation

services which can not be classified above.*

 

1

 Entry has been added in this volume and cannot be found in Financial Accounting for Local and State

School Systems 1990 (often referred to as Handbook 2R2), July 1990, available from the National Center

for Education Statistics.
M-10

2820 Information services—Activities to write, edit, and prepare materials for

disseminating educational and administrative information to students, staff

members, managers, or the general public through direct mailing, the various

news media, or personal contact.

2821 Supervision of information services—Activities to direct, manage,

and supervise information services.

2822 Internal information services—Activities to write, edit, and

provide administrative information to students and staff members.

2823 Public information services—Activities to write, edit, and prepare

materials for disseminating educational and administrative information

to the public through various news media or personal contact.

2824 Management information services—Activities to write, edit, and

prepare materials for disseminating to management the needed

information about the operation of the school or school system, and the

community, state, and nation, in order to make logical decisions.

2829 Other information services—Other information services which

cannot be classified above.

2830 Staff services—Activities to maintain an efficient staff for a school or

school system. These include recruiting and placement, staff transfers, inservice

training, health services, and staff accounting.

2831 Supervision of staff services—Activities to direct, manage, and

supervise staff services.

2832 Recruitment and placement services—Activities to employ and

assign personnel for a school or school system.

2833 Staff accounting services—Activities to maintain the systematic

recording and summarization of information relating to individuals

employed by a school or school system.

2834 Inservice training services (for non-instructional staff)—

Activities to train non-instructional personnel in all classifications.

These activities are developed by the school or school system.

2835 Health services—Activities to provide medical, dental, and nurse

services for the school or school system employees. These include

physical examinations, referrals, and emergency care.

2839 Other staff services—Other staff services which cannot be

classified above.

2840 Data processing services—Activities to prepare data for storage, storage

of data, and retrieval of them for reproduction as information for management

and reporting.

2841 Supervision of data processing services—Activities to direct,

manage, and supervise data processing services.
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2842 Systems analysis services—Activities to identify and evaluate

alternatives for achieving defined objectives, based on judgment and,

wherever possible, on quantitative methods. These activities pertain to

the development of data processing procedures or application to

electronic data processing equipment.

2843 Programming services—Activities to prepare a logical sequence

of operations to be performed, either manually or electronically, in

solving problems or processing data. These also involve preparing

coded instructions and data for such sequences.

2844 Operations services—Activities to schedule, maintain, and

produce data. These include operating business machines, data

preparation services, and data processing machines.

2849 Other data processing services—Other data processing services

which cannot be classified above.

2890 Other central support services—Other central support services which

cannot be classified above.*

2900 Other support services—Other support services which cannot be classified above.

3000 Operation of Non-Instructional Services—Activities to provide non-instructional services

to students, staff members, or the community.

3100 Food services operations—Activities to provide food to students and staff members

in a school or school system. These include preparing and serving regular and incidental

meals, lunches, or snacks in connection with school activities, and food delivery.

3110 Supervision of food services—Activities to direct, manage, and supervise

food services operations.*

3120 Food preparation and dispensing services—Activities to prepare and serve

regular and incidental meals, lunches, or snacks to students and staff members in

a school or school system. These include cooking, operating kitchen equipment,

preparing food, serving food, cleaning dishes, and storing dishes and kitchen

equipment.*

3130 Food delivery services—Activities to deliver food to the school or school

system.*

3190 Other food services—Other food services which cannot be classified

above.*

3200 Enterprise operations—Activities that are financed and operated in a manner

similar to private business enterprises with the stated intent that costs are financed or

recovered primarily through use charges (e.g., a bookstore in a school or system).

3300 Community services operation—Activities to provide community services to

students, staff or other community participants. These include community recreation

programs, civic activities, public libraries, programs of custody and care of children, and

community welfare activities. These are provided by the school or school system for the

community as a whole or for some segment of the community.
M-12

3310 Supervision of community services activities—Activities to direct, manage, and

supervise community services activities.*

3320 Community recreation services—Activities to provide recreation for the

community as a whole, or for some segment of the community. These include

organizing and supervising playgrounds and swimming pools, as well as other

recreation programs for the community.*

3330 Civic activities—Activities to provide services to civic affairs or

organizations. These include services to parent-teacher association meetings,

public forums, lectures, and civil defense planning.*

3340 Public library services—Activities to operate public libraries by a school

or school system, or provide library services to the general public through the

school library. These include planning the library's collection in light of

community needs and informing the community of public library resources and

services.*

3350 Custody and care of children—Activities to provide programs for the

custodial care of children in residential day schools or in child care centers

which are not part of, nor directly related to, the instructional program, and

where the attendance of the children is not included in the attendance figures for

the school or system.*

3360 Extended day/child care services—Activities to provide programs for the

custodial care of students enrolled in a school or system before the school day

starts and/or after the school day ends.*

3370 Welfare activities—Activities to provide for the personal needs of

individuals who have been designated as needy by an appropriate governmental

entity. These include payment of stipends for school attendance; payment of

salaries to students for work performed (whether for the school system or for an

outside concern); or the provision of clothing, food, or other personal needs.*

3390 Other community services—Other community services which cannot be

classified above.*

3400 Residential housing services—Activities to provide living accommodations for

students and individuals in facilities either owned or leased by the school or school

system.*

3410 Supervision of residential housing services— Activities to direct, manage,

and supervise residential housing services.*

3420 Student residence services—Activities to provide living accommodations

for students in facilities either owned or leased by the school or school system.

This category may be subdivided into residences for single students and

residences for married students.*

3430 Staff residence services (other than administrative staff)—Activities to

provide living accommodations for individuals other than administrative staff in

facilities either owned or leased by the school or system.*

3440 Administrative staff residence services—Activities to provide living

accommodations for administrative staff in facilities either owned or leased by

the school or system.*
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3490 Other residential housing services—Other residential housing

services which cannot be classified above.*

4000 Facilities acquisition and construction services—Activities to acquire land and buildings;

remodel buildings and construct additions to buildings; install and extend service systems and

other built-in equipment; and improve sites.

4100 Site acquisition services—Activities to initially acquire and improve new sites.

4200 Site improvement services—Activities to improve sites, and maintain existing site

improvements.

4300 Architecture and engineering services—Activities to acquire and improve sites and

buildings performed by architects and engineers.

4400 Educational specifications development services—Activities to prepare and

interpret specific space requirements for the various learning experiences of students to

be accommodated in a building. These specifications are interpreted by architects and

engineers in the early stages of blueprint development.

4500 Building acquisition and construction services—Activities to buy or construct

buildings.

4600 Building improvement services—Activities to build additions to buildings and

install or extend service systems and other built-in equipment.

4900 Other facilities acquisition and construction services—Other facilities acquisition

and construction activities which cannot be classified above.

9999 Other—Other type of function which cannot be classified above.*

N-1

Appendix N

CROSSWALK OF FIELD OF STUDY CODES FOR THE

SCHOOLS AND STAFFING SURVEY

AND THE CLASSIFICATION OF INSTRUCTIONAL PROGRAMS

Included in this appendix is a crosswalk of the codes included in the Classification of Instructional

Programs (CIP), published by the National Center for Education Statistics (NCES), and those used in the

NCES Schools and Staffing Survey for major and minor field of study. In this handbook, Data Element

1150, Postsecondary Subject Matter Area, uses the CIP Codes as options. Appendix I in this document

contains a detailed listing of the Education Programs. The listing below indicates equivalent codes from

the two NCES listings. The CIP Codes are under revision at the time this is being published, and there will

be additional relevant codes available in the revised version.

SASS Major and Minor

Field of Study Codes CIP Codes

Education Fields

 General Education

01 Early childhood education or pre-elementary 13.1204 Pre-elementary/Early childhood/

education Kindergarten teacher education

02 Prekindergarten

03 Kindergarten

04 Elementary education 13.1202 Elementary teacher education

05 Secondary education 13.1205 Secondary teacher education

 Education-Subject Areas

06 Agricultural education 13.1301 Agricultural teacher education (vocational)

07 Art education 13.1302 Art teacher education

08 Bilingual education 13.02 Bilingual/Bicultural Education

09 Business education 13.1303 Business teacher education (vocational)

10 Cross-cultural education

11 English as a Second Language education 13.14 Teaching English as a second

language/foreign language

12 English/language arts education 13.1305 English teacher education

13 Family and consumer science education 13.1308 Home economics teacher education

(vocational)

14 Foreign languages education 13.1306 Foreign languages teacher education

15 Health education 13.1307 Health teacher education

16 Indian education (Native American)

17 Mathematics education 13.1311 Mathematics teacher education

18 Music education 13.1312 Music teacher education

19 Physical education 13.1314 Physical education teaching and

coaching

20 Reading education 13.1315 Reading teacher education

21 Religious education

22 Science education 13.1316 Science teacher education, general

23 Social studies/social science education 13.1317 Social science teacher education

13.1318 Social studies teacher education

24 Trades and industry/industrial arts education 13.1320 Trades and industrial teacher education

(vocational)
N-2

Special Education

25 Special education, general 13.1001 Special education, general

26 Autism 13.1013 Education for the autistic

27 Deaf and heard-of-hearing 13.1003 Education of the deaf and hearing

 impaired

28 Developmentally delayed

29 Early childhood special education

30 Emotionally disturbed or behavior disorders 13.1005 Education of emotionally handicapped

31 Learning disabilities 13.1011 Education of the specific learning disabled

32 Mentally retarded 13.1006 Education of mentally handicapped

33 Mildly or moderately disabled

34 Orthopedically impaired 13.1008 Education of the physically handicapped

35 Severely or profoundly disabled

36 Speech or language impaired 13.1012 Education of the speech impaired

37 Traumatically brain injured

38 Visually impaired 13.1009 Education of the blind and visually

 handicapped

39 Other special education 13.1099 Special education, other

 Other Education

40 Counseling and guidance 13.1101 Counselor education/Student counseling

 and guidance services

41 Curriculum and instruction 13.03 Curriculum and instruction

42 Educational administration 13.04 Education administration and supervision

43 Educational psychology 42.18 Educational psychology

44 Other education 13.1399 Education, other

General Fields

 Arts

45 Art, fine and applied 50.07 Fine arts and art studies

50.04 Design and applied arts

46 Drama or theater 50.05 Dramatic/Theater arts and stagecraft

47 Music 50.08 Music

48 Other visual/performing arts 50.99 Visual and performing arts, other

 English

49 English literature or composition 23.01 English and literature, general

50 Communications or journalism 09.01 Communications, general

09.04 Journalism and mass communications

 Foreign Languages

51 French 16.0901 French language and literature

52 German 16.0501 German language and literature

53 Latin 16.1203 Latin language and literature

54 Russian 16.0402 Russian language and literature

55 Spanish 16.0905 Spanish language and literature

56 Other languages 16.99 Foreign languages and literature, other

 Mathematics

57 Mathematics 27.01 Mathematics

58 Statistics 27.06 Mathematical statistics
N-3

Natural Sciences

59 Biology/Life science 26.01 Biology, general

60 Chemistry 40.05 Chemistry

61 Geology/Earth science 40.06 Geological and related science

62 Physics 40.08 Physics

63 Other natural sciences 40.99 Physical sciences, other

26.99 Biological sciences/Life sciences, other

 Other Areas

64 Agriculture and natural resources 01 Agriculture business

02 Agriculture sciences

03 Conservation and renewable natural

 resources

65 American Indian/Native American studies 05.0202 American Indian/Native American studies

66 Architecture, environmental design 04.02 Architecture

04.04 Architectural environment design

67 Business and management 52 Business management and administrative

 services

68 Computer science 11.01 Computer and information systems,

 general

69 Engineering 14 Engineering

70 Family and consumer science (home economics) 19 Home economics

20 Vocational home economics

71 General studies 24 Liberal Arts and Sciences, and general

 studies

72 Health professions and occupations 51 Health professions and related services

73 Humanities

74 Law 22 Law and legal studies

75 Library and information science 25 Library science

76 Military science 29 Military technologies

77 Multi- or interdisciplinary studies 30 Multi/InterDisciplinary studies

78 Philosophy 38.01 Philosophy

79 Public administration or service 44 Public administration and services

80 Religion or theology 38 Theological studies and religious

 vocations

81 Other area or ethnic studies 05 Area, ethnic, and cultural studies

 Social Sciences

82 Economics 45.06 Economics

83 History 45.08 History

84 Political science and government 45.10 Political science and government

85 Psychology 42 Psychology (except for 42.15)

86 Sociology 45.11 Sociology

87 Other social sciences 45.99 Social sciences and history, other