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School personnel records information booklet : accreditation standards/personnel records. :: Documents.OK.Gov
Home Documents.OK.Gov School Personnel Records pt1
School personnel records information booklet : accreditation standards/personnel records.
School Personnel Records pt1
21525.pdf
E 1800.5 S372p 2007/08 c.3
Accreditation Standards/Personnel Records
It is the policy of the Oklahoma State Department of Education (OSDE) not to discriminate on the basis of
race, color, religion, gender, national origin, age, or disability in its programs or employment practices as
required by Title VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972,
and Section 504 of the Rehabilitation Act of 1973.
Civil rights compliance inquiries related to the OSDE may be directed to the Affirmative Action Officer,
Room 111,2500 North Lincoln Boulevard, Oklahoma City, Oklahoma 73105-4599, telephone number (405)
522-4930; or, the United States Department of Education's Assistant Secretary for Civil Rights. Inquiries or
concerns regarding compliance with Title IX by local school districts should be presented to the local school
district Title IX coordinator.
This publication, printed by the State Department of Education Printing Services, is issued by the Oklahoma
State Department of Education as authorized by 70 O.S. § 3-104. Nine hundred copies have been prepared at
a cost of $1,445.50. Copies have been deposited with the Publications Clearinghouse of the Oklahoma
Department of Libraries. July 2007
This instruction manual lists the various parts that will support each function on
Purpose of the School Personnel Records Section 1
School Personnel Records - Points of Contact .2
Personnel Reports 3
School Personnel Records Web Pages 6
School District Reporting Site Logon 6
Web Site Administration 7
Welcome and Certify Screen 8
Salary Schedule 8
Certified Personnel 9
Print Reports 13
Appendix A: Specific Instructions for Completing
Certified Personnel Reports 17
Certified Personnel Report Job Codes 29
Certified Personnel Web Page Snapshots 37
Specific Instructions for Completing
Support Personnel Reports .41
Appendix B 1: Support Personnel Report Job Class Codes .45
Appendix B2: Support Personnel Web Page Snapshots 51
Appendix C: Salary Schedule 55
Appendix C1: Salary Schedule Web Page Snapshot 57
Appendix D: School Personnel Records Print Instructions 59
Appendix D1: Print Reports Web Page Snapshots 61
Appendix E: Resident Teacher Report 65
Appendix El: Resident Teacher Web Page Snapshot 67
Appendix F: Important Information For Web-based SPR
Reporting Site 69
Appendix AI:
Appendix A2:
Appendix. B:
Important Rules 77
Significant Due Dates 2007-2008 School Year.. 79
Steps for Adding a New Person to the Certified
Personnel Report 81
Appendix K: Steps for Changing a Person's Information on the Certified
Personnel Report 83
Appendix L: Steps for Adding a New Person to the Support
Personnel Report 85
Appendix M: Steps for Changing a Person's Information on the Support
Personnel Report 87
Appendix N: 2007-2008 Employee Payroll Worksheet 89
Purpose of the School Personnel Records Section
The School Personnel Records (SPR) office at the Oklahoma State Department of
Education (OSDE) is responsible for maintaining the annual certified and support
personnel reports, resident teacher reports for mentor teacher payment, administrators'
salary and benefit reports, superintendents' contracts, approved salary schedules for each
school district, and for processing criminal history background checks for employment
purposes. Additionally, the office maintains the historical employment data for all
certified and support school employees.
The office staff is responsible for reviewing and approving work experience for
school employees and updating each teacher's record for all approved teaching
The SPR office reviews the salaries reported by the school districts' on each of its
teachers to ensure that teachers are paid in accordance with state law. Notices are sent to
the school district identifying those teachers who have been underpaid so corrective
actions can be taken before a penalty in State Aid is assessed. Additionally, noncertified
teachers are monitored and this information is reported to the appropriate persons so
The SPR office reviews complaints of salary reduction without proportionate
reduction in duties per 70 O.S. § 18-114.9 and OAC 21O:25-3-4(i), and makes
recommendations to the State Board of Education for corrective actions.
The office responds to requests for information that is subject to the Oklahoma Open
Records Act for any of the above information.
School Personnel Records - Points of Contact
School Personnel Records, Room 4-29
(405) 521-3369
(405) 522-3559 or (405) 522-0682
Background Checks: (405) 522-6579
OSDE Web site:
http://www.sde.state.ok.us
spr@sde.state.ok.us
Use this to verify teaching experience
Dr. Sharon A. Lease
Sharon _Lease@sde.state.ok.us
Ms. Sharon Bennight
Sharon _Bennight@sde.state.ok.us
Ms. Tammie Hall
Tammie _Hall@sde.state.ok.us
Ms. Judy Cummings
Judy_Cummings@sde.state.ok.us
The School Personnel Records Office (SPR) at the Oklahoma State Department of
Education (OSDE) maintains the following reports. All records are subject to the Open
Records Act; however, certain information that is not subject to disclosure, such as a
social security number, is omitted prior to providing the information.
• Superintendent Contracts. The SPR office maintains contracts for all school
district superintendents in the state. Each contract must be sent to the SPR office
within 15 days of signing.
• Schedule of Salaries and Fringe Benefits Paid to Administrators. This report
includes the salary and the value and description of the benefits for any
superintendent, assistant superintendent, principal, and assistant principal. This
report is automatically completed from data entered on the Certified Personnel
• Multiple-Site Report. The local school district no longer completes this report
separately. Multiple-site information will be gathered from the Certified
Personnel Reports submitted by the local school district for certified staff
members that work at more than one school site within the school district.
• Cooperative Teacher Report. This report lists teachers that are employed by
more than one school district. Only the local educational agency that pays the
teacher will report the teacher on their Certified Personnel Report. This report is
automatically accomplished when a school district enters their personnel
information on their Personnel Reports.
• Noncertified Teachers Report. This report is a State Department of Education
internal report that identifies noncertified teachers. Penalties of state aid may be
assessed for employing a noncertified person in a position that requires the person
to hold a valid Oklahoma teaching credential. A preliminary report is provided to
the Regional Accreditation Officer after the current school year's October data is
submitted so attempts can be made to correct any discrepancies. Credentials from
another state are NOT considered valid credentials in Oklahoma. The teacher
must apply for an Oklahoma credential based upon reciprocity.
• Local School Districts' Salary Schedule. This is the approved district salary
schedule that reflects the salaries paid to certified staff based on years of
acceptable teaching experience and conferred degree level. The use of the form
provided by School Personnel Records on the OSDE Web site is required for
consistency purposes. This information is compiled and provided to the
Governor, Speaker of the House, President Pro Tempore of the Senate, and State
• Initial Certified and Support School Personnel Reports. These reports are
computer generated by the State Department of Education and are sent to the local
school district through our Web site. The OSDE Data Services Section populates
the previous year's employee information, excluding base salary and fringe
benefit amounts and federally paid information, into the Web-based School
Reporting Site. It is extremely important to ensure these reports are as accurate as
possible, as the information from these reports is used by state and federal
agencies for funding and statistical purposes. These reports MUST BE
CERTIFIED no later than October 1 of each year. The superintendent
certifies the reports as accurate on the "Welcome Screen" by selecting the
"Certify" button for each report. Until this is done, the reports are not considered
"turned-in." See Appendices A, AI, and A2 for detailed Certified Personnel
information, and B, B1, and B2 for detailed Support Personnel information.
Note: The "Certify" buttons for your Certified and Support Personnel
Reports are for the superintendent to approve the reports as an accurate
reflection of the staff in his or her school district. To access the individual
reports you must select the appropriate tab at the top of the page. If you
inadvertently select the "certify" button, then your report(s) will be locked
out from making changes. Contact the School Personnel Records office at
(405) 521-3369 to have the reports reopened.
• Final Certified and Support School Personnel Reports. These reports are
computer generated by the State Department of Education based on the
information provided by your school district on the Initial Personnel Reports in
October, and are available on the Web site approximately the first week of
January for any adjustments that may have occurred since the Initial School
Personnel Reports were filed. Corrections and changes must be made and the
reports certified back to the School Personnel Records office no later than
February 1. The reports are complete only when the superintendent certifies the
reports as accurate on the "Welcome Screen." See Appendices A, AI, and A2 for
detailed Certified Personnel information, and Appendices B, B 1, and B2 for
detailed Support Personnel information.
Note: The superintendent MUST CERTIFY the reports even if there
were no changes to the personnel reports since the October reports were
submitted. State Aid allocations may be withheld until these reports
• End-of- Year Certified and Support Personnel Reports. These reports are used
to list final changes to your Certified and Support Personnel Reports. The
information is available via the Web site around the first of May. These reports
must be recertified back to the OSDE no later than June 15. See Appendices
A, AI, and A2 for detailed Certified Personnel information, and Appendices B,
B1, and B2 for detailed Support Personnel information.
were no changes to the personnel reports since the February reports were
• Certified Substitute Teacher Report. The End-of- Year Certified Substitute
Teacher Report is used to list the substitute teachers who hold a valid Oklahoma
teaching credential and were used during the year. This information is important
because the teacher can add two partial years of substituting together to equal one
year of experience for salary step increase purposes. The days employed and
other requested information for certified substitute teachers will be collected on
the Web. This report will be due at the same time the End-of- Year report is due,
June 15,2008.
Note: Noncertified substitute teachers are NOT reported to the School
Personnel Records office.
• Resident Teacher/Mentor Teacher Report. The Mentor Teacher stipend
allocation is dependent on this report. Each year all schools will be asked to
enter, via the Web, specific information on all teachers who were employed and
were subject to the Resident Teacher Program.
• Underpaid Teacher Notification. This report identifies teachers who have been
paid less than the mandated state minimum salary for teachers. The initial report
is sent to school districts in mid-March based on the data submitted on the
February reports. Steps must be taken to correct discrepancies prior to the end of
the school year as state aid penalties may be assessed for noncompliance the
School Personnel Records Web Pages
The Web-based reporting of school personnel information replaced the paper
reporting method and was first used for the 2001-2002 school year. In 2002-2003, the
Oklahoma legislature enacted 70 O.S. § 6-101.6 requiring school districts to report
specific pay and fringe benefit information on their employees. To comply with this law,
the Web-based reporting site had to be changed in a dramatic way, thus, scraping the
simpler system that had been used in previous years and replacing it with a system that is
designed to gather much more detailed information.
Once the user has accessed the Web-based reporting site, there are several options
from which to choose. The following is a breakdown of the various Web pages and
options that the user will see. Users should become familiar with all sites on the Web-based
School District Reporting Site Logon
Access to this site is provided exclusively for Oklahoma school districts and site
personnel to submit required reports to the State Department of Education. If you are an
employee of a private school, please contact the Accreditation Office, (405) 521-3333,
for assistance with your logon access and password.
If you are an employee of an Oklahoma public school district that needs to be
assigned a usemame and password to logon, or if you already have a usemame and
password, but need access to a new reporting system, contact your school district's
superintendent or logon administrator. Each is authorized to issue usemames and
passwords to employees of their district. They are also authorized to provide access to
specific systems for those who already have a usemame and password.
From the State Department of Education's Home Page,
<http.r/www.sde.state.ok.us>, select the link entitled "School District Reporting Site."
This is a red oval button located just below the State Superintendent's opening
announcement. This will take you to the Logon Page. You will log on by entering your
usemame and password. Then select the SDE Web reporting site you desire to enter.
The Logon Page has several functions. First, it provides spaces for you to enter your
usemame and password to access the School District Reporting Sites that you are
authorized to access. Next, there are "announcements" that SDE administrators use to
pass on important information to the users of the system. Users should check for new
announcements periodically. Last, located on the left-hand side of the page, are links to
other useful pages. Two of these links are "CONTACT US" and "HELP." The
"CONTACT US" is used for sending e-mails to the State Department of Education's
Web Support when you have difficulties, questions, or comments regarding all SDE Web
reporting sites. For specific assistance with School Personnel Records issues, send your
e-mail requestto<SPRwebsupport@sde.state.ok.us>. The "HELP" link provides
specific information for logon assistance.
The superintendent's use marne and password are the equivalent of his or her
signature on all reports submitted electronically. Therefore, the usemame and password
should be protected at all times to prevent unauthorized use. For security purposes, each
user account is set to expire six months from the last password change. Users will be
prompted for a new password when they attempt to logon after the six months has
Logon administrators or superintendents should logon (if all attempts fail, select the
"Help" link to the left). After you logon, you will be taken to the Systems Menu. This
is the page where you select the program you wish to access, i.e., School Personnel
Records or Accreditation. This is also the page where the Web Site Administrator gains
access to the User Identification and Access System for assigning access to employees
within the school district. Specific instructions for assigning access are as follows:
• After logging on, select the User Identification and Access link (on the left).
• Review all user accounts on the list by clicking on each user's name to review the
user's account information and system access. Select the Help link to the left for
instructions on how to assign user account information and access to applications
(e.g., School Personnel Records and Accreditation).
• Add and/or delete user accounts, assign, or modify user access to appropriate
applications. As a security measure, you should include deleting users from
access as part of the administrative work accomplished when an employee is no
longer with your district.
• Should a user forget his or her password, the superintendent or logon
administrator must use the User Identification and Access System to RESET the
• Superintendents and logon administrators who have forgotten their passwords,
and new superintendents who need to be assigned access, may send a FAX
request to (405) 522-3271 (State Department of Education, Financial Accounting,
Attn: Sally Noakes). The fax must be on school letterhead and include:
• County and district codes
• County and district names
• Superintendent's full name
• Statement of request
• Superintendent's signature
• Superintendent's e-mail address
• Superintendent's phone and fax numbers
If you experience difficulties, please call our offices at (405) 521-3369, or e-mail us
at: <SPR websupport@sde.state.ok.us>.
Welcome and Certify Screen
The Welcome Screen's main function is for certifying your personnel reports, salary
schedule, and resident teacher report.
This screen is where the superintendent will CERTIFY the Certified Personnel
Report, Support Personnel Report, Local Salary Schedule, and Resident Teacher Report.
The CERTIFY function is the superintendent's signature stating that the reports
accurately represent the personnel in his or her district.
It is extremely important to remember that the superintendent MUST "CERTIFY"
the reports each reporting period even if no changes were made to the reports. An
open lock icon represents an uncertified report; whereas, the closed lock icon represents a
report that the superintendent has certified as accurate.
Call School Personnel Records if the CERTIFY button is inadvertently selected
before the reports are completed. If you do not get a "new" button when trying to add or
edit a repOli, check the "Welcome" page to see if the lock is closed. The closed lock will
prevent changes to your report.
A pop-up box was added to the Welcome Screen that asks if you have conducted
edit checks on your data prior to certifying the reports. This is simply a reminder and will
not prevent the superintendent from certifying the reports as complete and accurate. We
do, however, recommend you print the edit check reports located from the "Print" tab,
and review your data prior to certifying. This will aid the OSDE in preparing accurate
reports for our customers. Information for these edit checks is located on pages 13 - 14,
and in Appendix D, Print Instructions starting on page 55.
By law (70 O.S. § 5-141), every school district must report their approved local
salary schedule to the State Department of Education within 30 days of adoption by the
local school board. The information is then compiled into a book and provided to the
Governor, Speaker of the House, Senate President Pro Tempore, and State
Superintendent of Public Instruction. The information is also maintained in the School
Personnel Records office for filling Open Records requests. Appendix C provides
specific information for completing the Salary Schedule Form.
When you first access this screen, you will see that you have several options.
First, if your school district has adopted the State Minimum Salary as your local
salary schedule, you simply select this button and you are finished. Do NOT use this
option if your school district has also adopted pay steps for coursework between
completed degrees or for years of experience beyond 25 years.
The next option is for school districts that are still in negotiations. Once your school
district completes negotiations and approves a local salary schedule, you will need to
complete the form. Please let us know when this is done so we can update our records.
If your school district has a local salary schedule that is different from the State
Minimum Salary schedule, you will need to complete the form by populating each pay
The Certified Personnel Report is used to identify the employees in your district who
are required to hold a valid Oklahoma teaching credential to work. Please note that it is a
violation of 70 O.S. § 6-108 to employ a person in a certified position who does not hold
a valid credential.
Title 70 O.S. Supp. 2005 § 6-101(J): A school district may enter into a contract
with a teacher who is expected to be certified prior to the school year. For example,
student teachers and applicants awaiting the issuance of their license/certificate.
The teacher must have a valid credential prior to the first day of classroom
Adjunct, charter school, and paraprofessional teachers who have been issued a
special teacher number are included on this report. The special teacher number can be
obtained from the School Personnel Records office, however, prior to calling for a
number please ask the teacher if they have previously worked as an adjunct or at a charter
school and where they worked. This will prevent issuing more than one number to a
The Certified Personnel area is divided into three main areas: (1) Certified Personnel
List, (2) Error Messages, and (3) Edit Boxes. The Edit Boxes are subdivided into four
main parts: (1)" Employee, (2) Salary, (3) Fringe Benefits, and (4) Co-op.
Certified Personnel List. After accessing the Certified Personnel section by
selecting the "Certified Personnel" tab at the top of the page, an alphabetical list of your
current employees will be located on the left-hand side of the Web page. To select a
specific employee, click on the employee's name. This will cause the edit fields to be
populated with that person's information. The person you are currently editing will be
highlighted in gray on the list of employees.
Note: A search capability has been built into the program. You can search by the
employee's teacher number, full first and last name, or you can enter the first
letter of the last name and you will be provided with a list of all certified staff
members that have a last name beginning with the letter you typed in. For
example, "John Smith" will bring up every certified employee in your district
with that name; however, if you only enter "S" in the last name field, you will be
provided with an alphabetical list of all employees that have a last name starting
with "S." To narrow the field, you can enter "SM" and you will omit all the
persons prior to any that have a name starting with "SM." Other search options in
this area are a page turner, identified by two arrowheads in a box, and a "Next 10"
and "Last" button to move to the next or last page.
Error Message Box. The Error Message screen is hidden from view until an error is
detected when attempting to save information that has been entered in any of the edit
areas. If an error is detected, a pop-up box will alert you that there were errors and a
yellow and red message at the top of the edit screen will prompt you to refer to the Error
Message screen at the top of the page. You can select the underlined part of the error
message to highlight the error on the edit screen. All errors must be corrected before
your information can be saved and populated to your main database.
Edit Boxes. There are four edit boxes for certified personnel. The Salary and Fringe
Benefits information will be displayed with one box per entry. The "Open/Close" button
at the top left of each box allows you to open or close (maximize/minimize) each box.
Dropdown menus are available to make data entry easier; however, you may still type the
information in the box located just before the drop down menu if that is your desired
method. Refer to Appendices A, AI, and A2 for specific instructions on completing the
information required in each edit box.
Emplovee. The top edit box is the employee's demographic information which
includes: teacher number, name, social security number, race, gender, date of
birth, year certificate expires, degree, and years of teaching experience for pay
purposes. Additionally, this box contains fields for identifying the reason the
employee discontinues service at the school district. There are fields for special
information that can be checked. These fields identify teachers that are (l)
drawing retirement pay from the Teachers' Retirement System of Oklahoma, (2)
on the Residency Year Program, (3) serving as a mentor teacher, or (4) working
with a Co-op. Also, as salary, benefit, and Full-time Equivalency (FTE)
information is entered, the amounts are tallied and displayed in this section.
Salary. This edit box is for listing "Salary" information for the employee. The
employee's job site(s), job code(s), subject(s) taught, program code(s), fraction-of-
a-day, days employed, contract days, pay type and amount are required in this
area. When a person's salary is being paid partially or fully with federal funds,
the appropriate federal code(s) and salary amount(s) are entered here. Failure to
properly code the federal funds could result in a delay of payment.
Fringe Benefits. This part identifies the benefits received by the employee. The
benefits must be identified in relation to the job and dollar amount. When a
person's benefits are paid partially or fully with federal funds, the appropriate
federal code(s) and dollar amounts of the benefits are entered here. Failure to
Cooperative Teacher. If your school district is the LEA that actually pays the
teacher, you should identify these teachers by selecting the Co-op box.
Adjunct. Charter School, and Paraprofessional Teachers: Teachers, who DO NOT
possess a valid Oklahoma teaching credential, must have a special teacher number issued.
An alpha character at the beginning of the teacher number denotes these special teacher
numbers: "A" is for Adjunct Teacher and "E" is for Charter School. Paraprofessionals
are given a special "P" number. These letters should not be confused with the "L" at the
end of the teacher number.
Adjunct Teacher Numbers: All Adjunct teachers must be issued an Adjunct
teacher "A" number, and reported for that position using the Adjunct Teacher
number. The School Personnel Records Section issues the "A" number. You can
obtain a number by calling (405) 521-3369. If the teacher has previously worked
as an Adjunct, then he or she should already have a number assigned. When
calling School Personnel Records, let them know of the possibility that the person
already has a number.
Charter School Teacher Numbers: All Charter School teachers who DO NOT
have a teaching certificate issued by the Oklahoma State Department of Education
must be issued a Charter School teacher number. You can obtain a special "E"
number by calling School Personnel Records at (405) 521-3369. If the teacher
has previously worked in a Charter School, then he or she should already have a
number assigned. When calling School Personnel Records, let them know of the
possibility that the person already has a number.
Parapro{essional Teacher Numbers: Individuals who have applied for a
Paraprofessional credential through the Professional Standards office at the State
Department of Education are issued a special alphanumeric teacher number. If a
paraprofessional needs a special teacher number issued, call the Professional
Standards Office at (405) 521-3337. Paraprofessionals will be included on the
Certified Personnel Report for tracking purposes. The paraprofessional does not
have to be paid according to the Minimum Salary Schedule for teachers; nor, will
they receive credit for pay level increases. Any paraprofessionals without a
special "P" number should be entered on the Support Personnel Report using the
The Support Personnel Report is used to identify the employees in your district who
fill support positions such as administrative assistants, bus drivers, custodians, cooks,
teacher assistants, etc. These personnel DO NOT require teaching credentials to work in
The Support Staff area is divided into three main areas: (1) Support Personnel List,
(2) Error Messages, and (3) Edit Boxes. The Edit Boxes are subdivided into three main
parts: (1) Employee, (2) Salary, and (3) Fringe Benefits.
Support Personnel List. After accessing the Support Staff section by selecting the
"Support Staff' tab at the top of the page, the list of your current employees, in
alphabetical order, is located on the left-hand side of the Web page. At the beginning of
the school year, this information is populated from your previous year data. To select a
specific employee, click on the employee's name and the edit fields will be populated
with that person's information, with zeros (0) in the salary and fringe benefit fields. The
person you are currently editing will be highlighted in gray on the list of employees.
employee's full first and last name, or you can enter the first letter of the last
name and you will be provided with a list of all support staff that have a last name
beginning with the letter you typed in. For example, "John Smith" will bring up
every support employee in your district with that name; however, if you only
enter "S" in the last name field, you will be provided with an alphabetical list of
all employees that have a last name starting with "S." To narrow the field, you
can enter "SM" and you will omit all the persons prior to any that have a name
starting with "SM." Other search options in this area are a page turner, identified
by two arrowheads in a box, and a "Next 5" and "Last" button to move to the next
or last page. You can also search by social security number.
Error Message Box. The Error Message box is hidden from view until an error is
areas. If an error is detected, a pop up box will alert you that there were errors and a
Message box at the top of the page. You can select the underlined part of the error
message to highlight the error on the edit box. All errors must be corrected before your
information can be saved and populated to your main database.
Edit Boxes. There are three edit boxes for Support Staff. The Salary and Fringe
Benefits will be displayed with one box per entry. The "Open/Close" button at the top
left of each box allows you to open or close (maximize/minimize) each box. See
Appendices B, Bl, and B2 for specific instructions on completing the information
required in each edit box.
Emplovee. The top edit box is the employee's demographic information.
Additionally, this area contains fields for identifying the reason the employee
discontinues service at the school district.
Support Salary. This edit box is for listing "Salary" information for the
employee. The employee's job site, job classification, pay type, salary amount,
hours employed per day, days employed per year (see note below), and contract
days per year are entered here. When a person's salary is being paid partially or
fully with federal funds, the appropriate federal codes and salary amounts are
entered here.
Note: Support employee's data will be reported as DAYS EMPLOYED PER
YEAR instead of months per year and CONTRACTED DAYS instead of
hours per year. This is being done to improve statistical reporting and to
arrive at more accurate information.
Fringe Benefits. This part identifies the fringe benefits received by the employee.
The benefits must be identified in relation to the job with the proportionate dollar
amount entered. When a person's benefits are paid partially or fully with federal
funds, the appropriate federal codes and dollar amounts of the benefits must be
Dropdown menus are available to make the data entry easier; however, you may still
type the information in the box located just before the dropdown menu if that is your
desired method.
The "Print Reports" function allows you to print each of your various reports. See
Appendix D for specific information. There are several reports available to print. Many
of these reports are designed as "Edit Check" reports that you should print and review
prior to certifying your personnel reports. This will aid in the collection of complete and
Administrator Salarv and Fringe Benefit Report. This report is generated after
your Certified Personnel Report is completed. You can print this report for your
records; however, you do NOT need to send a copy to the State Department of
Education. A similar print job is available to print this report without social
Certified Personnel Report. This option provides you with a printed copy of your
Certified Personnel Report.
Support Personnel Report. This option provides you with a printed copy of your
Support Personnel Report and includes social security numbers.
Support Personnel Report without Social Security Numbers. This is another
version of the Support Personnel Report WITHOUT Social Security Numbers.
This report should be used anytime you get an Open Records Request for a copy
of the Support Personnel Report. Social Security Numbers are NOT public
Suooort Personnel Headcount Report. This report provides you with the FIE,
headcount, and average salary by position.
Certified Full- Time Equivalency Check List. This report is for you to check to see
if you have any persons on the Certified Personnel Report showing that they work
more than full-time. There are very few exceptions that a person would work
more than a 1.000 Full-Time Equivalency. If this report is blank then you do not
have anyone listed as working more than full-time, 1.000.
Part- Time FTE Check List. This report is for you to check to see if you have any
persons on the Certified Personnel Report showing that they work less than
fulltime. If a person is working fulltime and shows up on this report then the
person is not reported correctly on your Certified Personnel Report and should be
Salar)! Schedule Report. This report provides a copy of your approved local
salary schedule.
Underpaid [Certified! Personnel Report. When you have completed your
Certified Personnel Report, you can check this report to see if any of your
certified staff are listed as being underpaid. If entries are shown on this report,
you should go back to the Certified Personnel Report to check for errors. If you
do not find errors, then you need to verify the employee's salary to ensure that he
or she is not underpaid; otherwise, a penalty in state aid may be warranted. This
report only updates twice a day, once at 7 a.m. and again at 12 noon.
FuLl Time Teacher by Subject Report. This report reflects the Full-Time
Equivalency (FTE) for each employee that you have entered on your Certified
Personnel Report. Example: if you have an FTE of 2Yz teachers for a subject
area, but your report only shows 1Yz teachers, you need to review your
information and make corrections as needed.
FTE b)! Race, Gender, Job - Co/District Report. This report provides
demographic information regarding your employees.
FTE by Job, without Fringe Benefits Report. This report provides you with the
FTE, total salary, and average salary by position, not including fringe benefits.
FTE by Job, with Fringe Benefits Report. This report provides the FTE, total
salary, and average salary by position with fringe benefit information included.
Resident Teacher Report. This report is a list of your resident teachers, their
mentor teachers, and the number of days completed by the resident teacher while
in the residency program.
Mentor Teacher Report. This report is only available when the mentor teacher
allocation has been determined. It will provide you with the amount that will be
paid to the mentor teacher from the State Department of Education.
Others: We are working to add other edit check reports that will assist you in
verifying your data. Please check for new reports, prior to submitting your
personnel reports, each October, February, and June.
Note: Please use these edit check reports to verify the accuracy of your data.
Make necessary changes PRIOR to submitting the reports to the State Department
Note: The changes made to your reports based on the edit check reports will not
be updated on the Web for 24 hours; therefore, with the exceptions of the
Certified and Support Personnel Reports, you will not be able to view your
changed data until the next day.
Certified Personnel Reports
Certified Employee (Demographic Information)
Oklahoma Statute 70 O.S. § 6-10 1.6 requires school districts to report specific pieces
of information concerning a certified staff member's salary and benefits to the State
Department of Education. The Web-based reporting site has been designed to
accommodate this law. The following provides specific information for completing the
Annual Certified Personnel Reports that are due in October, February, and June, of each
year. Refer to the instructions located in this brochure or at the online HELP site at the
School District Reporting site for information on how to complete each item.
• Teachers who taught for your school district last year, but who are no longer
employed, and who will not teach in your district for the current school year,
even for one day, must be removed. To remove a teacher, enter a "Reason For
No Return" code in the appropriate space in the teacher information section
tab out of this box and then click on "Save All Edits" in the employee
information box. Do not input any salary, benefit, or days employed
information for these people. If the proper "Reason For No Return" code has
been entered, then these people will not be shown on a print-out of your report.
NOTE: The "Reason For Leaving" code will be disabled for the
October reports as it should NOT be used for teachers that did not return
from the previous year; however, if you had a teacher return for the
current school year, even if it was just for one day, you must enter this
teacher on your October report with the appropriate information. You will
then give this person a "Reason For Leaving" code on the February
report. (The "Reason For Leaving" button will be reactivated for the
February and June reports, and the "Reason For No Return" button will
be deactivated.)
• New teachers should be added to the report. Information should be entered for
all fields. See Appendix I for adding a new person.
• Teachers retained by the district should have current information entered for all
fields. See Appendix J for changing a person's information.
• If a teacher has changed jobs for the current year, you must delete old job and
add new job information. When you delete a job, you will also be deleting the
fringe information that is tied to the job that you are deleting.
• Each year the State Department of Education's Data Services will populate the
personnel reports with the previous year's information, excluding subject
code(s), program code(s), salary and benefit amounts and federal information.
Specific field information:
Teacher Number: This is the six-digit number from the certified employee's
Oklahoma teaching credential (lower-left comer of the large frameable certificate or top
left of the small detachable copy; NOT the red certificate control number that is in the
upper right comer of the frameable certificate). You DO NOT put the "L" at the end of
the number in this space. (Note: the "L" in the teacher number is used to identify teachers
who are subject to testing and Resident Year Teacher Program laws and is not considered
part of the teacher number for SPR reporting purposes.) DO NOT use any number not
issued by the State Department of Education. See page 11 for specific information
regarding adjunct, charter school, and paraprofessional teachers that do not hold a
LName: Type in the employee's LAST NAME.
FName: Type in the employee's FIRST NAME.
MI: Type in the employee's MIDDLE INITIAL (Note: If the employee does not
have middle initial, this area can be left blank.
SSN: The social security number is entered as a nine-digit number with or without
Race: Selected from the drop down menu or type in the appropriate number:
2 - American Indian
3 - Hispanic
4 - Asian/Pacific Islander
5 - Caucasian and others
Gender: Select from the drop down menu or type in "F" or "M."
DOB: Identify the employee's Date of Birth using the mm/dd/yyyy format. The
slashes must be a part of the date of birth.
Yr. Cert Exp: From the teacher's Oklahoma teaching credential, identify the four-digit
year that the certificate expires. (Note: If the certificate is expired, contact the
Professional Standards Section at the Oklahoma State Department of Education for an
application and/or information.)
Note: If you are using a special A, E, or P number for noncertified adjunct,
charter school, or paraprofessional teachers, then you must use four (4) asterisks
(* * * *) in the "Year Certificate Expires" box.
Degree Held: Select the conferred degree from the list or type in the appropriate
code number: 2 = less than 70 semester hours; 3 = greater than 70 semester hours, but no
Bachelor's degree conferred; 4 = Bachelor's Degree; 5 = Master's Degree; 6 = Education
Specialist or Professional Degree; and 7 = Doctorate Degree.
Note: For schools that have established pay steps between conferred degrees
(i.e., bachelor's + 15), use the highest degree that has been conferred (in this case
use the conferred bachelor's degree).
Reason for No Return: These codes are used for identifying employees who depart
after the school year ends and do not return the following year. The salary/benefit
information MUST be blank. This option is only available for the October report. It will
be deactivated for the February and June reports.
Reason for Leaving: These codes are used for identifying employees who depart the
school district prior to the end of the school year. When this situation occurs, you must
adjust the employee's Number of Days employed and Salary/Benefit information in the
Salary and Benefit edit screens and then give the person a "Reason for Leaving" code.
Remember to save the information by selecting the "Save" box. If you give a person a
"Reason for Leaving" code and then realize you need to make additional changes, you
must first blank out the "Reason for Leaving" information, save those changes, then
change your information, and select "Save All Edits." Finally, reselect the appropriate
"Reason for Leaving" code, and then "Save All Edits."
Note: The "Reason For Leaving" option will be disabled for the October reports,
but will be reactivated for the February and June reports. Remember, even if the
employee only works a minimal amount of time, he/she must be entered on your
personnel report with the appropriate information included.
Note: The Reason for Leaving and Reason for No Return Codes can be located in
Appendices A1 and B 1.
Experience: This field shows the total years of approved experience for pay
purposes. If the teacher is claiming a different amount of experience, or if your figures
do not agree with ours, please contact our office for information. You cannot edit this
information after you enter it the first time for new teachers to your district. Contact the
School Personnel Records section if you need to make changes to years of experience.
This District: This field is the number of years of credible teaching experience
the teacher has with your school district. If this is the first year the teacher works
for your district then enter the years of experience as zero.
Other OK District: This field reflects the number of years of credible teaching
experience with other Oklahoma school districts.
Out-of-State: Years of credible teaching experience with an accredited out-of-state
school district are shown here. If you attempt to enter more than five (5)
years, you will get an error message; the number will automatically be changed to
five (5).
Military: Years of credible ACTIVE duty military experience are reflected here.
Before active duty military experience can be granted, the employee must submit
a copy of his/her Form DD 214 to the School Personnel Records Section. If you
attempt to enter more than five (5) years, you will get an error message; the
number will automatically be changed to five (5).
Note: Military service as a Reservist or National Guard member is not allowed
unless the person is activated and is on official military orders. For example, the
one weekend a month and two-week service during the year are NOT allowed for
salary step increase purposes.
Important note regarding Out-of-State, Private School, University-level
teaching experience and Military Service: Before out-of-state, private school,
and/or university-level experience can be granted, the employee must submit a
copy of his/her Proof of Teaching Form and valid teaching credential from the
school in which the experience was earned to the School Personnel Records
Section. A letter from the school, on official letterhead, may be accepted in lieu
of the Proof of Teaching Form if all needed information is included. The Form
DD 214 must be submitted for military service credit. Oklahoma law limits out-of-
state and military experience to five (5) years; however, each school district
has the option to pay for additional years of out-of-state experience should they
decide too. These additional years above the maximum of five (5) granted by the
Oklahoma State Department of Education are NOT placed on the personnel
Total Experience: This field shows the total years of experience for pay purposes.
School districts are obligated by law to pay for the number of years shown. However, if
a teacher has years of experience beyond the amount approved by the State Department
of Education, the school district may choose to pay for those additional years. These
additional years will not be included in State Aid calculations and should NOT be
entered on this system.
Retired Box: This box should be checked to identify employees who are drawing
retirement pay from the Teachers' Retirement System of Oklahoma.
Note: Normally, this is $15,000 for a teacher who is under 62 years of age or that
has been retired for less than 36 months, and $30,000 for teachers who are 62 or
older and/or have been retired for over 36 months.
Note: Check with the Teachers' Retirement System (TRS) of Oklahoma offices
at (405) 521-2387 within the Oklahoma City calling area or call TRS toll-free at
1-877-738-6365 within Oklahoma, but outside the Oklahoma City calling area,
for each teacher's maximum allowable pay. The telephone number for outside of
Oklahoma is (405) 521-2387.
Residency Year: This box should be checked if the teacher is working his/her first
year as a teacher. Normally, if the teacher still has a "License," then he/she should be a
Resident Year teacher. If the teacher has out-of-state teaching experience, check with
Professional Standards at (405) 521-3337 to determine if the teacher should have been
issued a certificate instead of a license. This box needs to be checked to populate the
resident teacher report.
Note: The difference between a license and a certificate is tied to whether or not
the teacher has successfully taught for one year in an accredited K-12 school
system. If not, the teacher should hold a License and have a Resident Year
Committee assigned. If the teacher has at least one year of approved experience,
then he/she should have been issued a certificate [Provisional or Standard] and is
not subject to the Resident Year Program. Contact the Resident Teacher Program
office, at (405) 521-3607, for additional information.
Mentor: Select this box if the teacher is assigned mentor duties to a teacher in the
Resident Year Teacher Program. This box needs to be checked to receive mentor teacher
Cooperative Teacher: If the employee is working for two or more school districts,
but is only being paid by one school district, then only the school district that pays the
person will check this box. After you have selected this box, you will need to scroll to
the bottom of the page, open the co-op area, and enter the appropriate information in each
Note: Select the proper county, district, and site by either entering the
appropriate number or by using the drop down menu. Then enter the percentage
of time the teacher is teaching for that site number (use two-digit decimals, i.e.,
.71 and .29), then save this record by selecting "Add Co-op Record." Continue
this process for each district and site. The percentage for the teacher should equal
100 percent. If you need to edit any co-op information, simply make the needed
changes and then select "Save All Edits" twice. The first time you select "Save
All Edits" the changed fields will be highlighted so you can double check your
changes. The second time will actually save the information.
Totals (Salary, Fringe, Extra Duty, and Other): As data is entered in the Salary and
Benefit edit screens, the figures will automatically be added to the appropriate area.
Total State FTE: As data is entered in the fraction-of-a-day and days employed
fields the figures will automatically be added here.
Total Federal FTE: As the federal money is being entered the figures will
automatically be added here.
• New button: This button is used for adding new employees to your report.
Additionally, this button will close any information that is currently being
shown and will allow you to enter information on a new employee. If you
accidentally select this button and clear the employee, you simply need to
reselect the person from the list of your employees. See Appendix I for
adding a new person.
Save or Cancel: Select Save to save the entered data to your reports. Cancel will
delete all entered information for this individual that has not been previously saved.
1. Every person MUST have a base salary or temporary salary (temporary
salaries are not listed on any statistical reports).
2. A person may have more than one salary record.
3. Each salary record may have Federal money attached to all or part of it.
4. Job, subject codes and program codes can be found in your Oklahoma Cost
Accounting System (OCAS) Manual.
5. When selecting any pay type other than base salary, code 110, you should not
enter fraction-of-a-day, days employed, days contracted. If you do, these
fields will automatically change to zero (0).
6. If you choose a job classification for teacher, code 210, you MUST also
choose a subject code and a program code.
7. If you choose any job classification other than teacher, code 210, you MUST
NOT select a subject code.
8. If you choose Resource Teacher, code 213, you must enter a Special
Education program code of239.
9. Refer to the 2007-2008 edition of the OCAS manual to determine which job
codes can be used with Certified or Support, or for both Certified and Support
personnel. The OCAS manual identifies these codes with a "C" for Certified,
"S" for Support or "B" for either Certified or Support.
1O. Any Certified Personnel with a function code of 1000 on your payroll MUST
have a program code.
Delete box: The delete box is used to delete a record that has incorrect information
entered into it; however, you cannot delete the record without first entering the correct
information in a record for the individual. Deleting a salary record will also delete any
fringe benefit information tied to that particular salary record.
Add Fringe box: The fringe records used last year will be listed and tied to the
same salary record, just enter the new amounts. You will not see the "Delete" or "Add
Fringe" boxes until you add a salary record. By selecting the "Add Fringe" box, you will
tie the fringe benefits to that particular salary record. To add a fringe benefit, you first
select "Add Fringe," then a new screen will appear and you can add your fringe benefits
from this screen. Refer to the instructions on pages 72 and 76 for specific assistance in
entering these data for certified and support personnel, respectively.
Site/Job/Subject Fields
Employee Name: The selected employee's name will be shown on each Salary
Note: Along with the employee's name, there is a Salary Record Number that is
assigned by the State Department of Education for internal operations; you DO
NOT need to take any action with this number.
Site: Select the site where the person is working by either typing in the appropriate
three-digit code or highlighting the site from the drop down menu.
Job: Select the person's job classification by either typing in the appropriate three-digit
code or highlighting the job from the drop down menu.
Note: If you choose a teacher job classification, code 210, you MUST also
choose a subject code and program code. If you choose any job classification
other than a 21O-teacher, you MUST NOT select a subject code, however, any
job code with a function code 1000 on payroll MUST have a program code.
Note: Superintendent, job classification code 115 and Vocational Agriculture
Teachers, code 210, subject codes 2000 and 8110-8290, must have 365 days
entered in the contract period. Anything less than 365 will result in an error.
Note: Refer to the 2007-2008 edition of the OCAS manual to determine which
job codes can be used with Certified or Support, or for both Certified and Support
Subject: Select the subject the person is working by either typing in the appropriate
four-digit code or highlighting the subject from the drop down menu. Subject codes
should be used only when you have a 21O-teacher job classification.
Program: All job codes with a function code 1000 on payroll MUST have a program
code. Select the appropriate program code from the OCAS manual.
Pay Type/Salary Fields
Pay Type: Select the pay type that is for the job classification that you are working
Note: You should NOT enter Fraction-of-a-Day, Days Employed, or Days in
Contract when selecting any pay type other than Base Salary, code 110. It will
automatically change to zero (0).
(Example 1: Job classification code of 208 - Student Activity
AdvisorlNonathletic Coach, would have a pay type of 192 - extra duty for
being a class sponsor.)
(Example 2: Job classification code of 115 - Superintendent, may have
several pay types; one for base salary, one for auto/allowance/travel, one
for professional dues, etc.)
Amount: Enter the dollar amount for the pay type that you have chosen. Please use
whole dollar amounts, DO NOT use cents.
FODlDays Employed/Days Contract Fields
Federal FTE: This area will show the portion of this job that is paid by federal
dollars as shown in the information entered for this job. No entries are made by the
FOD (Fraction-of-a-Day Employed): Fraction of a day must be greater than .001
and equal to or less than 1.000. If a full-time employee has more than one base salary,
ensure that all base salary records equal a fraction of a day of 1.000; it should NOT be
greater than 1.000! The following Fraction-of-a-Day must be used for each of your
certified staff members:
Six Period School Day Seven Period School Day
= .143
Note: Use caution when entering this data to ensure the decimal point is in the
proper place. Many errors have been noted in the past because the full-time
employee was identified as working .100 instead of 1.000.
Note: At times, when a person works full-time in a day and has more than one
job class, the total Fraction of a Day may not add up to 1.000 by using the above
fractions. In these cases, change the Fraction of a Day for one of the entries so
the total will add up to ] .000. For example, if you have a person who works three
jobs, each at 2/6 (.333 each) of a day the total will add up to .999. In this instance
you would change one of the entries from .333 t-o .334, thus, resulting in a
Fraction of a Day of 1.000 to reflect the employee working a full day.
(Days) Employed: The Days Employed shows the number of school days this
teacher will work or did work in this job during the school year, including professional
(Days) Contract: Show the numbers of days in the employee's full-time contract,
but not less than 180 days or more than 365. The contract days for the Superintendent
and/or Vocational Agriculture teacher MUST be 365 days. Principals normally work a
220- or 240-day contract. At this point, you will add this salary record. When you add
this salary record, you can then input the federal codes and salary, add a fringe record to
this salary record, continue to your next salary record, or continue to the next person.
Federal Codes/Salary
Federal Code: From the dropdown menu box, select the proper Federal Program for
Federal Salary: Enter the amount of salary the employee receives from the selected
Federal Program. Round to the nearest whole dollar amount, DO NOT enter cents.
Select "Add Fed Code." If the employee has income from more than one federal
program, then repeat the data entry for the next federal code and federal salary. Then
select "Add Fed Code" again.
Add Federal Code box: This box adds the entered federal program information to
the employee's salary information.
Add Salary Record. Once you have entered data in the salary boxes, you click on
the "Add Salary Record" button to add that information to the employee's record.
Save All Edits. If you had to make changes to any part of the salary records, you
must click on "Save All Edits" twice. The first time you click on this button the edited
fields will be highlighted in yellow. The second time you click on the button will
actually save the information to the employee's record.
Cancel. Clears any information that has been entered but not saved.
This year your previous year fringe benefits record will be shown with the dollar
amount zeroed out. Either enter an amount and save all edits or delete the fringe record if
it is tied to a different salary record. If you delete a salary record, you will also be
deleting the fringes that have the same record number. Remember to check your fringe
benefit records closely. When entering the salary information for an employee, you must
attach all of the person's applicable fringe benefits to that salary record. The following
are a few guidelines for attaching fringe benefits:
1. Base salary can have any or all fringe benefit codes attached.
2. The Flexible Benefit Allowance (FBA) is always attached to a base salary.
3. Unused sick leave, salary in lieu of fringe benefits, temporary salary, stipends,
and extra-duty pay can have only retirement fringe attached to them.
4. Disability/Self insurance, Early Retirement, Teacherage, Professional Dues,
Automobile/ Allowance/Travel, and Annuity/CD CAN have Retirement
Benefits, Code 251, attached.
5. Flexible Benefit Allowance cannot be paid with any federal money. The
monies for FBA are provided by the state.
6. When a person has federal salary attached to any pay type, the fringe benefits
should have a proportionate amount attached also.
7. Flexible Benefit Allowance (FBA) (state paid health insurance and/or cash in
lieu of amount) SHOULD be entered for most of the certified personnel as a
fringe benefit attached to the base salary.
Salary Record Number/Site/Job
The employee's Salary Record Number, Site, and Job will be populated from the
Certified Salary portion of the employee's record. The Salary Record Number is
assigned by the State Department of Education for internal purposes; the school district
has no actions to take with this number.
Steps for Adding Fringe Benefits to a Salary Record
1. Choose the salary record to which you wish to apply fringe benefit.
2. Click "Add Fringe" on the record of your choice.
3. You will add all fringe benefits that you wish to attach to this salary record.
4. Click the "Select Fringe" drop down box.
5. Select the appropriate fringe code.
6. Enter the amount of the fringe in which you choose. Remember to use whole
7. Click the "Add Fringe" button.
8. If this salary record has federal money attached, you will now have the
opportunity to add federal money if the fringe is paid in whole or in part with
federal funds. You will not get this option for any Flexible Benefit Allowance
9. If there is no federal money you will see a blue line appear on the left side of
10. You can add another fringe record to this chosen salary record or click
"Finished. "
] 1. If your salary record has "federal," and the fringe should be paid with federal
money, you will click "Add Fringe." When you do this, another screen will
appear and you will then select the "Federal Code." Enter the amount of the
fringe benefit that is paid with federal money, then click "Add Federal
Code." If the fringe is not paid with federal money, just click "Finished."
This will take you to the fringe screen that you were working on. DO NOT
click "Back."
12. When you have entered all of the fringe codes to this salary record, click
"Finished." This will take you back to the certified screen. You can then
choose another salary record or review the fringe benefits that you have added
by scrolling down.
Information that needs to be changed must be done from the primary page. The
primary page is the first page that comes up when you select a person's name. To make a
change, you simply change the information that is incorrect and then select "Save All
Edits" at the bottom of the appropriate box. Your salary information will be populated
with the previous year data, except that the subject codes, program codes (NEW THIS
YEAR) and amounts will be blank. The fringe benefit records will also be populated
with the previous year information, with the exception of the amounts. If you delete a
salary record then all of the fringe records tied to that salary will be deleted.
Appendix Al
CERTIFIED PERSONNEL REPORT
Common Job Codes for Certified Personnel
Listed below are the most common Job Codes for certified staff members. Refer to
the Financial Accounting (OCAS) manual for a complete listing. Job Codes in the 100,
200, and 300 series can be used for certified staff members. With the exceptions of Job
Codes 409, 414, and 415, codes in the 400 series can not be used on the Certified
Personnel Report. If the position does not require an Oklahoma teaching credential then
the employee should be placed on the Support Personnel Roster.
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. These codes are exclusively used on the Certified Personnel Report;
they CANNOT be use on the Support reports.
101 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
105 Deputy/AssociateNice/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
106 Deputy/Associate/Assistant Superintendent or 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.
107 Executive Assistant. Performs professional activities assisting an
executive officer in directing and managing the functions of a
school or system.
108 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.
109 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
110 Noninstructional Program Director or Coordinator.
individuals), or directs activities and/or services within a
noninstructional program.
112 PrincipallHeadmaster/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
115 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 those
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. These codes can be used on either the Certified or Support Personnel
201 Athletic Coach. Instructs individuals in the fundamentals of a
competitive sport and directs team or individual strategy.
Note: An Athletic Coach is normally an extra-duty position for
after school sports functions. Coaches that work during the school
day are normally identified as teachers, code 210, with their
specific subject codes, for example, code 3300 for Health/Physical
Education, or code 1385, Competitive Athletics.
203 Counselor. Guides individuals, families, groups, and communities
by assisting them in problem-solving, decision-making,
discovering meaning, and articulating goals related to personal,
educational, and career development.
204 Curriculum Specialist. Develops or supervises curriculum and
consultant and curriculum supervisor.
205 Education Diagnostician (Psychometrist). Diagnoses students
who might need special education services and/or other
206 Librarian/Media Consultant. Develops plans for and manages
the use of teaching and learning resources, including the
maintenance of equipment, content material, services, multimedia,
and information sources.
207 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.
Note: This code is normally used for students that do not have
special needs. The Resource Teacher, job code 213, is used with
208 Student Activity Advisor/Nonathletic Coach. Instructs
individuals in the fundamentals of a nonathletic activity and
develops training and competition schedules.
210 Teacher. Teacher (PK-12, all subjects and levels.). Provides
instruction, learning experiences, and care to students during a
particular time period or in a given discipline (subject area).
Note: The only Job Class codes that can have Subject codes
assigned to them are Teacher, code 210; and Resource Teacher,
code 213. Refer to the OCAS Manual for specific subject codes.
213 Resource Teacher. Assists a classroom teacher by providing
services to enrich the instruction of the students with special
education needs.
Note: The only program code that can be assigned to this job code
is 239.
307 Athletic Trainer. Coordinates and implements training activities
for athletes to improve their athletic performance.
308 Attendance Officer. Monitors compulsory attendance laws.
309 Audiologist. Provides services including: (l) 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 conversation; (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
333 Nurse Practitioner. Performs the functions of a registered nurse
either independently or dependently with a written agreement of a
medical doctor. Enter on the Certified Personnel Report only if the
person has a certificate issued by the State Department of
Education; otherwise, enter the person's information on the
Support Personnel Report.
338 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.
347 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. Enter on the Certified
Personnel Report only if the person has a certificate issued by the
State Department of Education; otherwise, enter the person's
information on the Support Personnel Report.
353 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 providers of these services are certified,
licensed, or otherwise qualified professionals.
409 Monitor/Prefect. Monitors the conduct of students in classrooms,
detention halls, lunchrooms, playgrounds, hallways, and places
where alternatives to classroom instruction are provided (e.g., test
414 Teaching Assistant. Performs the day-to-day activrnes 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 mayor 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.
415 Tutor. Provides academic instruction (e.g., in
mathematics, and foreign language) to students
additional assistance outside of the classroom.
Note: Job Codes 409, 414, and 415 are the only 400 series codes that can
be used on the Certified Personnel Report. These codes and all
other 400 series codes may be used on the Support Personnel
Reason for No Return
Complete this box for each teacher who did not return from the last school year.
Refer to the Reason for Leaving/Reason for No Return codes listed below. This
function will only be active for the October reports.
Complete this box for each teacher who has left after school started for the current
year, but prior to the end of the school year. Remember to adjust the number of
days worked and salary for anyone who departed after school started on the
February or June reports. Refer to the Reason for Leaving/Reason for No Return
codes (listed below). This function will be inactivated for the October reports. You
will only be able to use it on the February and June Reports. Salary and benefit
information must be entered for the employee.
Reason for No Return and Reason for Leaving Codes:
Another School in State
Work Out-of-State
Maternity/Childbirth/Homemaking
Moving due to Spouse's Employment
Displaced Due to Consolidation or Annexation
Salary/Fringe Benefit Code Matrix, Certified Personnel
PAY TYPE APPLICABLE FRINGE BENEFIT CODES
110 Base Salary Any Fringe Benefit Code can be attached to this Pay Type
114 Unused Sick Leave Code 251 only
115 Salary in Lieu of Fringe Code 251 only
130 Temporary Salary Code 251 only
170 Stipends Code 251 only
191 Early Retirement Code 251 only
192 Extra-Duty Code 251 only
195 Disability/Self-Insurance Code 251 only
196 Auto/Allowance/Travel Code 251 only
197 Professional Dues Code 251 only
198 Annuities/CDs Code 251 only
199 Teacherage (housing) Code 251 only
FRINGE CODE SPECIAL NOTES
211 Cobra Insurance - CP Can be paid with state or federal funding
212 Dental Insurance - CP Can be paid with state or federal funding
213 Health and Accident Insur. - CP For Flexible Benefit Allowance, use codes 331 or 334
214 Life Insurance - CP Can be paid with state or federal funding
215 Long Term Disability lnsur. - CP Can be paid with state or federal funding
216 Cancer Insurance - CP Can be paid with state or federal funding
217 Salary Protection - CP Can be paid with state or federal funding
218 Vision Insurance - CP Can be paid with state or federal funding
219 Other Group Insurance - CP Can be paid with state or federal funding
251 Retirement - District Paid - CP Can be paid with state or federal funding
274 Other Benefits - CP Can be paid with state or federal funding
Flexible Benefit Allowance - CP
331 andNCP Cannot be paid with federal funds
Flexible Benefit Allowance --
334 Health Insurance - CP Cannot be paid with federal funds
Note: Superintendents cannot receive any pay from federal funding.
Note: Superintendents do not receive the Flexible Benefit Allowance; use code 213 for health insurance.
Note: Principals cannot have any of their base pay paid with federal funds; however, extra duty pay may be
paid with federal funds.
Note: CP stands for Certified Personnel and NCP stands for Noncertified (Support) Personnel
Certified Personnel Web Page Snapshots
Certified Personnel, Roster and Demographic Information Screen
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40i83
Title School personnel records information booklet : accreditation standards/personnel records.
Alternative title Information booklet
Authors Oklahoma. State Department of Education. School Personnel Records.
Publication Date 2007; 2008
Serial holdings Electronic holdings: 2007/08
Subject School personnel management--Oklahoma--Data processing--Handbooks, manuals, etc.
Purpose The School Personnel Records (SPR) office at the Oklahoma State Department of Education (OSDE) is responsible for maintaining the annual certified and support personnel reports, resident teacher reports for mentor teacher payment, administrators' salary and benefit reports, superintendents' contracts, approved salary schedules for each school district, and for processing criminal history background checks for employment purposes. Additionally, the office maintains the historical employment data for all certified and support school employees.; This instruction manual lists the various parts that will support each function on the Web site.
Contents Purpose of the School Personnel Records Section; School Personnel Records - Points of Contact; Personnel Reports; School Personnel Records Web pages; * School District Reporting Site Logon; * Web Site Administration; * Welcome and Certify Screen; * Salary Schedule; * Certified Personnel; * Support Staff; * Print Reports; Appendix A: Specific Instructions for Completing Certified Personnel Reports; Appendix A1: Certified Personnel Report Job Codes; Appendix A2: Certified Personnel Web Page Snapshots; Appendix B1: Support Personnel Report Job Class Codes; Appendix B2: Support Personnel Web Page Snapshots; Appendix C: Salary Schedule; Appendix C1: Salary Schedule Web Page Snapshot; Appendix D: School Personnel Records Print Instructions; Appendix D1: Print Reports Web Page Snapshots; Appendix E: Resident Teacher Report; Appendix E1: Resident Teacher Web Page Snapshot; Appendix F: Important Information for Web-based SPR Reporting Site; Appendix G: Frequently Asked Questions; Appendix H: Important Rules; Appendix I: Significant Due Dates; Appendix J: Steps for Adding a New Person to the Certified Personnel Report; Appendix K: Steps for Changing a Persons's Information on the Certified Personnel Report; Appendix L: Steps for Adding a New Person to the Support Personnel Report; Appendix M: Steps for Changing a Person's Information on the Support Personnel Report; Appendix N: Employee Payroll Worksheet
OkDocs Class# E1800.5 S372p
OCLC number 819810419
Title School Personnel Records pt1
OkDocs Class# E1800.5 S372p 2007/08
Full text 2007-2008 E 1800.5 S372p 2007/08 c.3 SANDY GARRETT State Superintendent of Public Instruction Oklahoma State Department of Education School Personnel Records Information Booklet Accreditation Standards/Personnel Records It is the policy of the Oklahoma State Department of Education (OSDE) not to discriminate on the basis of race, color, religion, gender, national origin, age, or disability in its programs or employment practices as required by Title VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, and Section 504 of the Rehabilitation Act of 1973. Civil rights compliance inquiries related to the OSDE may be directed to the Affirmative Action Officer, Room 111,2500 North Lincoln Boulevard, Oklahoma City, Oklahoma 73105-4599, telephone number (405) 522-4930; or, the United States Department of Education's Assistant Secretary for Civil Rights. Inquiries or concerns regarding compliance with Title IX by local school districts should be presented to the local school district Title IX coordinator. This publication, printed by the State Department of Education Printing Services, is issued by the Oklahoma State Department of Education as authorized by 70 O.S. § 3-104. Nine hundred copies have been prepared at a cost of $1,445.50. Copies have been deposited with the Publications Clearinghouse of the Oklahoma Department of Libraries. July 2007 11 Table of Contents This instruction manual lists the various parts that will support each function on the Web site. Purpose of the School Personnel Records Section 1 School Personnel Records - Points of Contact .2 Personnel Reports 3 School Personnel Records Web Pages 6 School District Reporting Site Logon 6 Web Site Administration 7 Welcome and Certify Screen 8 Salary Schedule 8 Certified Personnel 9 Support Staff 11 Print Reports 13 Appendix A: Specific Instructions for Completing Certified Personnel Reports 17 Certified Personnel Report Job Codes 29 Certified Personnel Web Page Snapshots 37 Specific Instructions for Completing Support Personnel Reports .41 Appendix B 1: Support Personnel Report Job Class Codes .45 Appendix B2: Support Personnel Web Page Snapshots 51 Appendix C: Salary Schedule 55 Appendix C1: Salary Schedule Web Page Snapshot 57 Appendix D: School Personnel Records Print Instructions 59 Appendix D1: Print Reports Web Page Snapshots 61 Appendix E: Resident Teacher Report 65 Appendix El: Resident Teacher Web Page Snapshot 67 Appendix F: Important Information For Web-based SPR Reporting Site 69 Appendix AI: Appendix A2: Appendix. B: 111 Frequently Asked Questions 71 Important Rules 77 Significant Due Dates 2007-2008 School Year.. 79 Steps for Adding a New Person to the Certified Personnel Report 81 Appendix K: Steps for Changing a Person's Information on the Certified Personnel Report 83 Appendix L: Steps for Adding a New Person to the Support Personnel Report 85 Appendix M: Steps for Changing a Person's Information on the Support Personnel Report 87 Appendix N: 2007-2008 Employee Payroll Worksheet 89 Appendix G: Appendix H: Appendix I: Appendix J: IV Purpose of the School Personnel Records Section The School Personnel Records (SPR) office at the Oklahoma State Department of Education (OSDE) is responsible for maintaining the annual certified and support personnel reports, resident teacher reports for mentor teacher payment, administrators' salary and benefit reports, superintendents' contracts, approved salary schedules for each school district, and for processing criminal history background checks for employment purposes. Additionally, the office maintains the historical employment data for all certified and support school employees. The office staff is responsible for reviewing and approving work experience for school employees and updating each teacher's record for all approved teaching expenence. The SPR office reviews the salaries reported by the school districts' on each of its teachers to ensure that teachers are paid in accordance with state law. Notices are sent to the school district identifying those teachers who have been underpaid so corrective actions can be taken before a penalty in State Aid is assessed. Additionally, noncertified teachers are monitored and this information is reported to the appropriate persons so corrective actions can be taken. The SPR office reviews complaints of salary reduction without proportionate reduction in duties per 70 O.S. § 18-114.9 and OAC 21O:25-3-4(i), and makes recommendations to the State Board of Education for corrective actions. The office responds to requests for information that is subject to the Oklahoma Open Records Act for any of the above information. Address: Telephone: Fax: School Personnel Records - Points of Contact School Personnel Records, Room 4-29 Oklahoma State Department of Education (OSDE) 2500 North Lincoln Boulevard Oklahoma City, OK 73105-4599 (405) 521-3369 (405) 522-3559 or (405) 522-0682 Criminal History Background Checks: (405) 522-6579 OSDE Web site: E-Mail: Personnel: Name: Title: E-Mail: Name: Title: E-Mail: Name: Title: E-Mail: Name: Title: E-Mail: http://www.sde.state.ok.us spr@sde.state.ok.us Use this to verify teaching experience Dr. Sharon A. Lease Assistant State Superintendent Accreditation Standards/Personnel Records Sharon _Lease@sde.state.ok.us Ms. Sharon Bennight Administrative Assistant Sharon _Bennight@sde.state.ok.us Ms. Tammie Hall Administrative Technician Tammie _Hall@sde.state.ok.us Ms. Judy Cummings Administrative Technician Criminal History Background Checks Judy_Cummings@sde.state.ok.us 2 Personnel Reports The School Personnel Records Office (SPR) at the Oklahoma State Department of Education (OSDE) maintains the following reports. All records are subject to the Open Records Act; however, certain information that is not subject to disclosure, such as a social security number, is omitted prior to providing the information. • Superintendent Contracts. The SPR office maintains contracts for all school district superintendents in the state. Each contract must be sent to the SPR office within 15 days of signing. • Schedule of Salaries and Fringe Benefits Paid to Administrators. This report includes the salary and the value and description of the benefits for any superintendent, assistant superintendent, principal, and assistant principal. This report is automatically completed from data entered on the Certified Personnel Report. • Multiple-Site Report. The local school district no longer completes this report separately. Multiple-site information will be gathered from the Certified Personnel Reports submitted by the local school district for certified staff members that work at more than one school site within the school district. • Cooperative Teacher Report. This report lists teachers that are employed by more than one school district. Only the local educational agency that pays the teacher will report the teacher on their Certified Personnel Report. This report is automatically accomplished when a school district enters their personnel information on their Personnel Reports. • Noncertified Teachers Report. This report is a State Department of Education internal report that identifies noncertified teachers. Penalties of state aid may be assessed for employing a noncertified person in a position that requires the person to hold a valid Oklahoma teaching credential. A preliminary report is provided to the Regional Accreditation Officer after the current school year's October data is submitted so attempts can be made to correct any discrepancies. Credentials from another state are NOT considered valid credentials in Oklahoma. The teacher must apply for an Oklahoma credential based upon reciprocity. • Local School Districts' Salary Schedule. This is the approved district salary schedule that reflects the salaries paid to certified staff based on years of acceptable teaching experience and conferred degree level. The use of the form provided by School Personnel Records on the OSDE Web site is required for consistency purposes. This information is compiled and provided to the Governor, Speaker of the House, President Pro Tempore of the Senate, and State Superintendent of Public Instruction. • Initial Certified and Support School Personnel Reports. These reports are computer generated by the State Department of Education and are sent to the local 3 school district through our Web site. The OSDE Data Services Section populates the previous year's employee information, excluding base salary and fringe benefit amounts and federally paid information, into the Web-based School Reporting Site. It is extremely important to ensure these reports are as accurate as possible, as the information from these reports is used by state and federal agencies for funding and statistical purposes. These reports MUST BE CERTIFIED no later than October 1 of each year. The superintendent certifies the reports as accurate on the "Welcome Screen" by selecting the "Certify" button for each report. Until this is done, the reports are not considered "turned-in." See Appendices A, AI, and A2 for detailed Certified Personnel information, and B, B1, and B2 for detailed Support Personnel information. Note: The "Certify" buttons for your Certified and Support Personnel Reports are for the superintendent to approve the reports as an accurate reflection of the staff in his or her school district. To access the individual reports you must select the appropriate tab at the top of the page. If you inadvertently select the "certify" button, then your report(s) will be locked out from making changes. Contact the School Personnel Records office at (405) 521-3369 to have the reports reopened. • Final Certified and Support School Personnel Reports. These reports are computer generated by the State Department of Education based on the information provided by your school district on the Initial Personnel Reports in October, and are available on the Web site approximately the first week of January for any adjustments that may have occurred since the Initial School Personnel Reports were filed. Corrections and changes must be made and the reports certified back to the School Personnel Records office no later than February 1. The reports are complete only when the superintendent certifies the reports as accurate on the "Welcome Screen." See Appendices A, AI, and A2 for detailed Certified Personnel information, and Appendices B, B 1, and B2 for detailed Support Personnel information. Note: The superintendent MUST CERTIFY the reports even if there were no changes to the personnel reports since the October reports were submitted. State Aid allocations may be withheld until these reports have been submitted. • End-of- Year Certified and Support Personnel Reports. These reports are used to list final changes to your Certified and Support Personnel Reports. The information is available via the Web site around the first of May. These reports must be recertified back to the OSDE no later than June 15. See Appendices A, AI, and A2 for detailed Certified Personnel information, and Appendices B, B1, and B2 for detailed Support Personnel information. Note: The superintendent MUST CERTIFY the reports even if there were no changes to the personnel reports since the February reports were submitted. 4 • Certified Substitute Teacher Report. The End-of- Year Certified Substitute Teacher Report is used to list the substitute teachers who hold a valid Oklahoma teaching credential and were used during the year. This information is important because the teacher can add two partial years of substituting together to equal one year of experience for salary step increase purposes. The days employed and other requested information for certified substitute teachers will be collected on the Web. This report will be due at the same time the End-of- Year report is due, June 15,2008. Note: Noncertified substitute teachers are NOT reported to the School Personnel Records office. • Resident Teacher/Mentor Teacher Report. The Mentor Teacher stipend allocation is dependent on this report. Each year all schools will be asked to enter, via the Web, specific information on all teachers who were employed and were subject to the Resident Teacher Program. • Underpaid Teacher Notification. This report identifies teachers who have been paid less than the mandated state minimum salary for teachers. The initial report is sent to school districts in mid-March based on the data submitted on the February reports. Steps must be taken to correct discrepancies prior to the end of the school year as state aid penalties may be assessed for noncompliance the following October. 5 School Personnel Records Web Pages The Web-based reporting of school personnel information replaced the paper reporting method and was first used for the 2001-2002 school year. In 2002-2003, the Oklahoma legislature enacted 70 O.S. § 6-101.6 requiring school districts to report specific pay and fringe benefit information on their employees. To comply with this law, the Web-based reporting site had to be changed in a dramatic way, thus, scraping the simpler system that had been used in previous years and replacing it with a system that is designed to gather much more detailed information. Once the user has accessed the Web-based reporting site, there are several options from which to choose. The following is a breakdown of the various Web pages and options that the user will see. Users should become familiar with all sites on the Web-based Reporting System. School District Reporting Site Logon Access to this site is provided exclusively for Oklahoma school districts and site personnel to submit required reports to the State Department of Education. If you are an employee of a private school, please contact the Accreditation Office, (405) 521-3333, for assistance with your logon access and password. If you are an employee of an Oklahoma public school district that needs to be assigned a usemame and password to logon, or if you already have a usemame and password, but need access to a new reporting system, contact your school district's superintendent or logon administrator. Each is authorized to issue usemames and passwords to employees of their district. They are also authorized to provide access to specific systems for those who already have a usemame and password. From the State Department of Education's Home Page, , select the link entitled "School District Reporting Site." This is a red oval button located just below the State Superintendent's opening announcement. This will take you to the Logon Page. You will log on by entering your usemame and password. Then select the SDE Web reporting site you desire to enter. The Logon Page has several functions. First, it provides spaces for you to enter your usemame and password to access the School District Reporting Sites that you are authorized to access. Next, there are "announcements" that SDE administrators use to pass on important information to the users of the system. Users should check for new announcements periodically. Last, located on the left-hand side of the page, are links to other useful pages. Two of these links are "CONTACT US" and "HELP." The "CONTACT US" is used for sending e-mails to the State Department of Education's Web Support when you have difficulties, questions, or comments regarding all SDE Web reporting sites. For specific assistance with School Personnel Records issues, send your e-mail requestto. The "HELP" link provides specific information for logon assistance. 6 Web Site Administration The superintendent's use marne and password are the equivalent of his or her signature on all reports submitted electronically. Therefore, the usemame and password should be protected at all times to prevent unauthorized use. For security purposes, each user account is set to expire six months from the last password change. Users will be prompted for a new password when they attempt to logon after the six months has expired. Logon administrators or superintendents should logon (if all attempts fail, select the "Help" link to the left). After you logon, you will be taken to the Systems Menu. This is the page where you select the program you wish to access, i.e., School Personnel Records or Accreditation. This is also the page where the Web Site Administrator gains access to the User Identification and Access System for assigning access to employees within the school district. Specific instructions for assigning access are as follows: • After logging on, select the User Identification and Access link (on the left). • Review all user accounts on the list by clicking on each user's name to review the user's account information and system access. Select the Help link to the left for instructions on how to assign user account information and access to applications (e.g., School Personnel Records and Accreditation). • Add and/or delete user accounts, assign, or modify user access to appropriate applications. As a security measure, you should include deleting users from access as part of the administrative work accomplished when an employee is no longer with your district. • Should a user forget his or her password, the superintendent or logon administrator must use the User Identification and Access System to RESET the user's password. • Superintendents and logon administrators who have forgotten their passwords, and new superintendents who need to be assigned access, may send a FAX request to (405) 522-3271 (State Department of Education, Financial Accounting, Attn: Sally Noakes). The fax must be on school letterhead and include: • County and district codes • County and district names • Superintendent's full name • Statement of request • Superintendent's signature • Superintendent's e-mail address • Superintendent's phone and fax numbers If you experience difficulties, please call our offices at (405) 521-3369, or e-mail us at: . 7 Welcome and Certify Screen The Welcome Screen's main function is for certifying your personnel reports, salary schedule, and resident teacher report. This screen is where the superintendent will CERTIFY the Certified Personnel Report, Support Personnel Report, Local Salary Schedule, and Resident Teacher Report. The CERTIFY function is the superintendent's signature stating that the reports accurately represent the personnel in his or her district. It is extremely important to remember that the superintendent MUST "CERTIFY" the reports each reporting period even if no changes were made to the reports. An open lock icon represents an uncertified report; whereas, the closed lock icon represents a report that the superintendent has certified as accurate. Call School Personnel Records if the CERTIFY button is inadvertently selected before the reports are completed. If you do not get a "new" button when trying to add or edit a repOli, check the "Welcome" page to see if the lock is closed. The closed lock will prevent changes to your report. A pop-up box was added to the Welcome Screen that asks if you have conducted edit checks on your data prior to certifying the reports. This is simply a reminder and will not prevent the superintendent from certifying the reports as complete and accurate. We do, however, recommend you print the edit check reports located from the "Print" tab, and review your data prior to certifying. This will aid the OSDE in preparing accurate reports for our customers. Information for these edit checks is located on pages 13 - 14, and in Appendix D, Print Instructions starting on page 55. Salary Schedule By law (70 O.S. § 5-141), every school district must report their approved local salary schedule to the State Department of Education within 30 days of adoption by the local school board. The information is then compiled into a book and provided to the Governor, Speaker of the House, Senate President Pro Tempore, and State Superintendent of Public Instruction. The information is also maintained in the School Personnel Records office for filling Open Records requests. Appendix C provides specific information for completing the Salary Schedule Form. When you first access this screen, you will see that you have several options. First, if your school district has adopted the State Minimum Salary as your local salary schedule, you simply select this button and you are finished. Do NOT use this option if your school district has also adopted pay steps for coursework between completed degrees or for years of experience beyond 25 years. 8 The next option is for school districts that are still in negotiations. Once your school district completes negotiations and approves a local salary schedule, you will need to complete the form. Please let us know when this is done so we can update our records. If your school district has a local salary schedule that is different from the State Minimum Salary schedule, you will need to complete the form by populating each pay cell. Certified Personnel The Certified Personnel Report is used to identify the employees in your district who are required to hold a valid Oklahoma teaching credential to work. Please note that it is a violation of 70 O.S. § 6-108 to employ a person in a certified position who does not hold a valid credential. Title 70 O.S. Supp. 2005 § 6-101(J): A school district may enter into a contract with a teacher who is expected to be certified prior to the school year. For example, student teachers and applicants awaiting the issuance of their license/certificate. The teacher must have a valid credential prior to the first day of classroom instruction. Adjunct, charter school, and paraprofessional teachers who have been issued a special teacher number are included on this report. The special teacher number can be obtained from the School Personnel Records office, however, prior to calling for a number please ask the teacher if they have previously worked as an adjunct or at a charter school and where they worked. This will prevent issuing more than one number to a teacher. The Certified Personnel area is divided into three main areas: (1) Certified Personnel List, (2) Error Messages, and (3) Edit Boxes. The Edit Boxes are subdivided into four main parts: (1)" Employee, (2) Salary, (3) Fringe Benefits, and (4) Co-op. Certified Personnel List. After accessing the Certified Personnel section by selecting the "Certified Personnel" tab at the top of the page, an alphabetical list of your current employees will be located on the left-hand side of the Web page. To select a specific employee, click on the employee's name. This will cause the edit fields to be populated with that person's information. The person you are currently editing will be highlighted in gray on the list of employees. Note: A search capability has been built into the program. You can search by the employee's teacher number, full first and last name, or you can enter the first letter of the last name and you will be provided with a list of all certified staff members that have a last name beginning with the letter you typed in. For example, "John Smith" will bring up every certified employee in your district with that name; however, if you only enter "S" in the last name field, you will be provided with an alphabetical list of all employees that have a last name starting with "S." To narrow the field, you can enter "SM" and you will omit all the 9 persons prior to any that have a name starting with "SM." Other search options in this area are a page turner, identified by two arrowheads in a box, and a "Next 10" and "Last" button to move to the next or last page. Error Message Box. The Error Message screen is hidden from view until an error is detected when attempting to save information that has been entered in any of the edit areas. If an error is detected, a pop-up box will alert you that there were errors and a yellow and red message at the top of the edit screen will prompt you to refer to the Error Message screen at the top of the page. You can select the underlined part of the error message to highlight the error on the edit screen. All errors must be corrected before your information can be saved and populated to your main database. Edit Boxes. There are four edit boxes for certified personnel. The Salary and Fringe Benefits information will be displayed with one box per entry. The "Open/Close" button at the top left of each box allows you to open or close (maximize/minimize) each box. Dropdown menus are available to make data entry easier; however, you may still type the information in the box located just before the drop down menu if that is your desired method. Refer to Appendices A, AI, and A2 for specific instructions on completing the information required in each edit box. Emplovee. The top edit box is the employee's demographic information which includes: teacher number, name, social security number, race, gender, date of birth, year certificate expires, degree, and years of teaching experience for pay purposes. Additionally, this box contains fields for identifying the reason the employee discontinues service at the school district. There are fields for special information that can be checked. These fields identify teachers that are (l) drawing retirement pay from the Teachers' Retirement System of Oklahoma, (2) on the Residency Year Program, (3) serving as a mentor teacher, or (4) working with a Co-op. Also, as salary, benefit, and Full-time Equivalency (FTE) information is entered, the amounts are tallied and displayed in this section. Salary. This edit box is for listing "Salary" information for the employee. The employee's job site(s), job code(s), subject(s) taught, program code(s), fraction-of- a-day, days employed, contract days, pay type and amount are required in this area. When a person's salary is being paid partially or fully with federal funds, the appropriate federal code(s) and salary amount(s) are entered here. Failure to properly code the federal funds could result in a delay of payment. Fringe Benefits. This part identifies the benefits received by the employee. The benefits must be identified in relation to the job and dollar amount. When a person's benefits are paid partially or fully with federal funds, the appropriate federal code(s) and dollar amounts of the benefits are entered here. Failure to properly code the federal funds could result in a delay of payment. Cooperative Teacher. If your school district is the LEA that actually pays the teacher, you should identify these teachers by selecting the Co-op box. 10 Adjunct. Charter School, and Paraprofessional Teachers: Teachers, who DO NOT possess a valid Oklahoma teaching credential, must have a special teacher number issued. An alpha character at the beginning of the teacher number denotes these special teacher numbers: "A" is for Adjunct Teacher and "E" is for Charter School. Paraprofessionals are given a special "P" number. These letters should not be confused with the "L" at the end of the teacher number. Adjunct Teacher Numbers: All Adjunct teachers must be issued an Adjunct teacher "A" number, and reported for that position using the Adjunct Teacher number. The School Personnel Records Section issues the "A" number. You can obtain a number by calling (405) 521-3369. If the teacher has previously worked as an Adjunct, then he or she should already have a number assigned. When calling School Personnel Records, let them know of the possibility that the person already has a number. Charter School Teacher Numbers: All Charter School teachers who DO NOT have a teaching certificate issued by the Oklahoma State Department of Education must be issued a Charter School teacher number. You can obtain a special "E" number by calling School Personnel Records at (405) 521-3369. If the teacher has previously worked in a Charter School, then he or she should already have a number assigned. When calling School Personnel Records, let them know of the possibility that the person already has a number. Parapro{essional Teacher Numbers: Individuals who have applied for a Paraprofessional credential through the Professional Standards office at the State Department of Education are issued a special alphanumeric teacher number. If a paraprofessional needs a special teacher number issued, call the Professional Standards Office at (405) 521-3337. Paraprofessionals will be included on the Certified Personnel Report for tracking purposes. The paraprofessional does not have to be paid according to the Minimum Salary Schedule for teachers; nor, will they receive credit for pay level increases. Any paraprofessionals without a special "P" number should be entered on the Support Personnel Report using the social security number. Support Staff The Support Personnel Report is used to identify the employees in your district who fill support positions such as administrative assistants, bus drivers, custodians, cooks, teacher assistants, etc. These personnel DO NOT require teaching credentials to work in the position. The Support Staff area is divided into three main areas: (1) Support Personnel List, (2) Error Messages, and (3) Edit Boxes. The Edit Boxes are subdivided into three main parts: (1) Employee, (2) Salary, and (3) Fringe Benefits. 11 Support Personnel List. After accessing the Support Staff section by selecting the "Support Staff' tab at the top of the page, the list of your current employees, in alphabetical order, is located on the left-hand side of the Web page. At the beginning of the school year, this information is populated from your previous year data. To select a specific employee, click on the employee's name and the edit fields will be populated with that person's information, with zeros (0) in the salary and fringe benefit fields. The person you are currently editing will be highlighted in gray on the list of employees. Note: A search capability has been built into the program. You can search by the employee's full first and last name, or you can enter the first letter of the last name and you will be provided with a list of all support staff that have a last name beginning with the letter you typed in. For example, "John Smith" will bring up every support employee in your district with that name; however, if you only enter "S" in the last name field, you will be provided with an alphabetical list of all employees that have a last name starting with "S." To narrow the field, you can enter "SM" and you will omit all the persons prior to any that have a name starting with "SM." Other search options in this area are a page turner, identified by two arrowheads in a box, and a "Next 5" and "Last" button to move to the next or last page. You can also search by social security number. Error Message Box. The Error Message box is hidden from view until an error is detected when attempting to save information that has been entered in any of the edit areas. If an error is detected, a pop up box will alert you that there were errors and a yellow and red message at the top of the edit screen will prompt you to refer to the Error Message box at the top of the page. You can select the underlined part of the error message to highlight the error on the edit box. All errors must be corrected before your information can be saved and populated to your main database. Edit Boxes. There are three edit boxes for Support Staff. The Salary and Fringe Benefits will be displayed with one box per entry. The "Open/Close" button at the top left of each box allows you to open or close (maximize/minimize) each box. See Appendices B, Bl, and B2 for specific instructions on completing the information required in each edit box. Emplovee. The top edit box is the employee's demographic information. Additionally, this area contains fields for identifying the reason the employee discontinues service at the school district. Support Salary. This edit box is for listing "Salary" information for the employee. The employee's job site, job classification, pay type, salary amount, hours employed per day, days employed per year (see note below), and contract days per year are entered here. When a person's salary is being paid partially or fully with federal funds, the appropriate federal codes and salary amounts are entered here. 12 Note: Support employee's data will be reported as DAYS EMPLOYED PER YEAR instead of months per year and CONTRACTED DAYS instead of hours per year. This is being done to improve statistical reporting and to arrive at more accurate information. Fringe Benefits. This part identifies the fringe benefits received by the employee. The benefits must be identified in relation to the job with the proportionate dollar amount entered. When a person's benefits are paid partially or fully with federal funds, the appropriate federal codes and dollar amounts of the benefits must be entered here. Dropdown menus are available to make the data entry easier; however, you may still type the information in the box located just before the dropdown menu if that is your desired method. Print Reports The "Print Reports" function allows you to print each of your various reports. See Appendix D for specific information. There are several reports available to print. Many of these reports are designed as "Edit Check" reports that you should print and review prior to certifying your personnel reports. This will aid in the collection of complete and accurate data. Administrator Salarv and Fringe Benefit Report. This report is generated after your Certified Personnel Report is completed. You can print this report for your records; however, you do NOT need to send a copy to the State Department of Education. A similar print job is available to print this report without social security numbers. Certified Personnel Report. This option provides you with a printed copy of your Certified Personnel Report. Support Personnel Report. This option provides you with a printed copy of your Support Personnel Report and includes social security numbers. Support Personnel Report without Social Security Numbers. This is another version of the Support Personnel Report WITHOUT Social Security Numbers. This report should be used anytime you get an Open Records Request for a copy of the Support Personnel Report. Social Security Numbers are NOT public information. Suooort Personnel Headcount Report. This report provides you with the FIE, headcount, and average salary by position. Certified Full- Time Equivalency Check List. This report is for you to check to see if you have any persons on the Certified Personnel Report showing that they work more than full-time. There are very few exceptions that a person would work more than a 1.000 Full-Time Equivalency. If this report is blank then you do not have anyone listed as working more than full-time, 1.000. 13 Part- Time FTE Check List. This report is for you to check to see if you have any persons on the Certified Personnel Report showing that they work less than fulltime. If a person is working fulltime and shows up on this report then the person is not reported correctly on your Certified Personnel Report and should be corrected. Salar)! Schedule Report. This report provides a copy of your approved local salary schedule. Underpaid [Certified! Personnel Report. When you have completed your Certified Personnel Report, you can check this report to see if any of your certified staff are listed as being underpaid. If entries are shown on this report, you should go back to the Certified Personnel Report to check for errors. If you do not find errors, then you need to verify the employee's salary to ensure that he or she is not underpaid; otherwise, a penalty in state aid may be warranted. This report only updates twice a day, once at 7 a.m. and again at 12 noon. FuLl Time Teacher by Subject Report. This report reflects the Full-Time Equivalency (FTE) for each employee that you have entered on your Certified Personnel Report. Example: if you have an FTE of 2Yz teachers for a subject area, but your report only shows 1Yz teachers, you need to review your information and make corrections as needed. FTE b)! Race, Gender, Job - Co/District Report. This report provides demographic information regarding your employees. FTE by Job, without Fringe Benefits Report. This report provides you with the FTE, total salary, and average salary by position, not including fringe benefits. FTE by Job, with Fringe Benefits Report. This report provides the FTE, total salary, and average salary by position with fringe benefit information included. Resident Teacher Report. This report is a list of your resident teachers, their mentor teachers, and the number of days completed by the resident teacher while in the residency program. Mentor Teacher Report. This report is only available when the mentor teacher allocation has been determined. It will provide you with the amount that will be paid to the mentor teacher from the State Department of Education. Others: We are working to add other edit check reports that will assist you in verifying your data. Please check for new reports, prior to submitting your personnel reports, each October, February, and June. 14 Note: Please use these edit check reports to verify the accuracy of your data. Make necessary changes PRIOR to submitting the reports to the State Department of Education. Note: The changes made to your reports based on the edit check reports will not be updated on the Web for 24 hours; therefore, with the exceptions of the Certified and Support Personnel Reports, you will not be able to view your changed data until the next day. 15 Appendix A 16 Specific Instructions for Completing Certified Personnel Reports Certified Employee (Demographic Information) Oklahoma Statute 70 O.S. § 6-10 1.6 requires school districts to report specific pieces of information concerning a certified staff member's salary and benefits to the State Department of Education. The Web-based reporting site has been designed to accommodate this law. The following provides specific information for completing the Annual Certified Personnel Reports that are due in October, February, and June, of each year. Refer to the instructions located in this brochure or at the online HELP site at the School District Reporting site for information on how to complete each item. Specific requirements: • Teachers who taught for your school district last year, but who are no longer employed, and who will not teach in your district for the current school year, even for one day, must be removed. To remove a teacher, enter a "Reason For No Return" code in the appropriate space in the teacher information section tab out of this box and then click on "Save All Edits" in the employee information box. Do not input any salary, benefit, or days employed information for these people. If the proper "Reason For No Return" code has been entered, then these people will not be shown on a print-out of your report. NOTE: The "Reason For Leaving" code will be disabled for the October reports as it should NOT be used for teachers that did not return from the previous year; however, if you had a teacher return for the current school year, even if it was just for one day, you must enter this teacher on your October report with the appropriate information. You will then give this person a "Reason For Leaving" code on the February report. (The "Reason For Leaving" button will be reactivated for the February and June reports, and the "Reason For No Return" button will be deactivated.) • New teachers should be added to the report. Information should be entered for all fields. See Appendix I for adding a new person. • Teachers retained by the district should have current information entered for all fields. See Appendix J for changing a person's information. • If a teacher has changed jobs for the current year, you must delete old job and add new job information. When you delete a job, you will also be deleting the fringe information that is tied to the job that you are deleting. • Each year the State Department of Education's Data Services will populate the personnel reports with the previous year's information, excluding subject code(s), program code(s), salary and benefit amounts and federal information. 17 18 Specific field information: Teacher Number: This is the six-digit number from the certified employee's Oklahoma teaching credential (lower-left comer of the large frameable certificate or top left of the small detachable copy; NOT the red certificate control number that is in the upper right comer of the frameable certificate). You DO NOT put the "L" at the end of the number in this space. (Note: the "L" in the teacher number is used to identify teachers who are subject to testing and Resident Year Teacher Program laws and is not considered part of the teacher number for SPR reporting purposes.) DO NOT use any number not issued by the State Department of Education. See page 11 for specific information regarding adjunct, charter school, and paraprofessional teachers that do not hold a teaching certificate. LName: Type in the employee's LAST NAME. FName: Type in the employee's FIRST NAME. MI: Type in the employee's MIDDLE INITIAL (Note: If the employee does not have middle initial, this area can be left blank. SSN: The social security number is entered as a nine-digit number with or without dashes. Race: Selected from the drop down menu or type in the appropriate number: 1 - African-American 2 - American Indian 3 - Hispanic 4 - Asian/Pacific Islander 5 - Caucasian and others Gender: Select from the drop down menu or type in "F" or "M." DOB: Identify the employee's Date of Birth using the mm/dd/yyyy format. The slashes must be a part of the date of birth. Yr. Cert Exp: From the teacher's Oklahoma teaching credential, identify the four-digit year that the certificate expires. (Note: If the certificate is expired, contact the Professional Standards Section at the Oklahoma State Department of Education for an application and/or information.) Note: If you are using a special A, E, or P number for noncertified adjunct, charter school, or paraprofessional teachers, then you must use four (4) asterisks (* * * *) in the "Year Certificate Expires" box. Degree Held: Select the conferred degree from the list or type in the appropriate code number: 2 = less than 70 semester hours; 3 = greater than 70 semester hours, but no Bachelor's degree conferred; 4 = Bachelor's Degree; 5 = Master's Degree; 6 = Education Specialist or Professional Degree; and 7 = Doctorate Degree. Note: For schools that have established pay steps between conferred degrees (i.e., bachelor's + 15), use the highest degree that has been conferred (in this case use the conferred bachelor's degree). Reason for No Return: These codes are used for identifying employees who depart after the school year ends and do not return the following year. The salary/benefit information MUST be blank. This option is only available for the October report. It will be deactivated for the February and June reports. Reason for Leaving: These codes are used for identifying employees who depart the school district prior to the end of the school year. When this situation occurs, you must adjust the employee's Number of Days employed and Salary/Benefit information in the Salary and Benefit edit screens and then give the person a "Reason for Leaving" code. Remember to save the information by selecting the "Save" box. If you give a person a "Reason for Leaving" code and then realize you need to make additional changes, you must first blank out the "Reason for Leaving" information, save those changes, then change your information, and select "Save All Edits." Finally, reselect the appropriate "Reason for Leaving" code, and then "Save All Edits." Note: The "Reason For Leaving" option will be disabled for the October reports, but will be reactivated for the February and June reports. Remember, even if the employee only works a minimal amount of time, he/she must be entered on your personnel report with the appropriate information included. Note: The Reason for Leaving and Reason for No Return Codes can be located in Appendices A1 and B 1. Experience: This field shows the total years of approved experience for pay purposes. If the teacher is claiming a different amount of experience, or if your figures do not agree with ours, please contact our office for information. You cannot edit this information after you enter it the first time for new teachers to your district. Contact the School Personnel Records section if you need to make changes to years of experience. This District: This field is the number of years of credible teaching experience the teacher has with your school district. If this is the first year the teacher works for your district then enter the years of experience as zero. Other OK District: This field reflects the number of years of credible teaching experience with other Oklahoma school districts. Out-of-State: Years of credible teaching experience with an accredited out-of-state school district are shown here. If you attempt to enter more than five (5) 19 years, you will get an error message; the number will automatically be changed to five (5). Military: Years of credible ACTIVE duty military experience are reflected here. Before active duty military experience can be granted, the employee must submit a copy of his/her Form DD 214 to the School Personnel Records Section. If you attempt to enter more than five (5) years, you will get an error message; the number will automatically be changed to five (5). Note: Military service as a Reservist or National Guard member is not allowed unless the person is activated and is on official military orders. For example, the one weekend a month and two-week service during the year are NOT allowed for salary step increase purposes. Important note regarding Out-of-State, Private School, University-level teaching experience and Military Service: Before out-of-state, private school, and/or university-level experience can be granted, the employee must submit a copy of his/her Proof of Teaching Form and valid teaching credential from the school in which the experience was earned to the School Personnel Records Section. A letter from the school, on official letterhead, may be accepted in lieu of the Proof of Teaching Form if all needed information is included. The Form DD 214 must be submitted for military service credit. Oklahoma law limits out-of- state and military experience to five (5) years; however, each school district has the option to pay for additional years of out-of-state experience should they decide too. These additional years above the maximum of five (5) granted by the Oklahoma State Department of Education are NOT placed on the personnel report. Total Experience: This field shows the total years of experience for pay purposes. School districts are obligated by law to pay for the number of years shown. However, if a teacher has years of experience beyond the amount approved by the State Department of Education, the school district may choose to pay for those additional years. These additional years will not be included in State Aid calculations and should NOT be entered on this system. Retired Box: This box should be checked to identify employees who are drawing retirement pay from the Teachers' Retirement System of Oklahoma. Note: Normally, this is $15,000 for a teacher who is under 62 years of age or that has been retired for less than 36 months, and $30,000 for teachers who are 62 or older and/or have been retired for over 36 months. Note: Check with the Teachers' Retirement System (TRS) of Oklahoma offices at (405) 521-2387 within the Oklahoma City calling area or call TRS toll-free at 1-877-738-6365 within Oklahoma, but outside the Oklahoma City calling area, for each teacher's maximum allowable pay. The telephone number for outside of Oklahoma is (405) 521-2387. 20 Residency Year: This box should be checked if the teacher is working his/her first year as a teacher. Normally, if the teacher still has a "License," then he/she should be a Resident Year teacher. If the teacher has out-of-state teaching experience, check with Professional Standards at (405) 521-3337 to determine if the teacher should have been issued a certificate instead of a license. This box needs to be checked to populate the resident teacher report. Note: The difference between a license and a certificate is tied to whether or not the teacher has successfully taught for one year in an accredited K-12 school system. If not, the teacher should hold a License and have a Resident Year Committee assigned. If the teacher has at least one year of approved experience, then he/she should have been issued a certificate [Provisional or Standard] and is not subject to the Resident Year Program. Contact the Resident Teacher Program office, at (405) 521-3607, for additional information. Mentor: Select this box if the teacher is assigned mentor duties to a teacher in the Resident Year Teacher Program. This box needs to be checked to receive mentor teacher stipend. Cooperative Teacher: If the employee is working for two or more school districts, but is only being paid by one school district, then only the school district that pays the person will check this box. After you have selected this box, you will need to scroll to the bottom of the page, open the co-op area, and enter the appropriate information in each field. Note: Select the proper county, district, and site by either entering the appropriate number or by using the drop down menu. Then enter the percentage of time the teacher is teaching for that site number (use two-digit decimals, i.e., .71 and .29), then save this record by selecting "Add Co-op Record." Continue this process for each district and site. The percentage for the teacher should equal 100 percent. If you need to edit any co-op information, simply make the needed changes and then select "Save All Edits" twice. The first time you select "Save All Edits" the changed fields will be highlighted so you can double check your changes. The second time will actually save the information. Totals (Salary, Fringe, Extra Duty, and Other): As data is entered in the Salary and Benefit edit screens, the figures will automatically be added to the appropriate area. Total State FTE: As data is entered in the fraction-of-a-day and days employed fields the figures will automatically be added here. Total Federal FTE: As the federal money is being entered the figures will automatically be added here. • New button: This button is used for adding new employees to your report. Additionally, this button will close any information that is currently being shown and will allow you to enter information on a new employee. If you accidentally select this button and clear the employee, you simply need to reselect the person from the list of your employees. See Appendix I for adding a new person. 21 Save or Cancel: Select Save to save the entered data to your reports. Cancel will delete all entered information for this individual that has not been previously saved. Certified Salary Information Important General Information: 1. Every person MUST have a base salary or temporary salary (temporary salaries are not listed on any statistical reports). 2. A person may have more than one salary record. 3. Each salary record may have Federal money attached to all or part of it. 4. Job, subject codes and program codes can be found in your Oklahoma Cost Accounting System (OCAS) Manual. 5. When selecting any pay type other than base salary, code 110, you should not enter fraction-of-a-day, days employed, days contracted. If you do, these fields will automatically change to zero (0). 6. If you choose a job classification for teacher, code 210, you MUST also choose a subject code and a program code. 7. If you choose any job classification other than teacher, code 210, you MUST NOT select a subject code. 8. If you choose Resource Teacher, code 213, you must enter a Special Education program code of239. 9. Refer to the 2007-2008 edition of the OCAS manual to determine which job codes can be used with Certified or Support, or for both Certified and Support personnel. The OCAS manual identifies these codes with a "C" for Certified, "S" for Support or "B" for either Certified or Support. 1O. Any Certified Personnel with a function code of 1000 on your payroll MUST have a program code. Delete box: The delete box is used to delete a record that has incorrect information entered into it; however, you cannot delete the record without first entering the correct information in a record for the individual. Deleting a salary record will also delete any fringe benefit information tied to that particular salary record. Add Fringe box: The fringe records used last year will be listed and tied to the same salary record, just enter the new amounts. You will not see the "Delete" or "Add Fringe" boxes until you add a salary record. By selecting the "Add Fringe" box, you will tie the fringe benefits to that particular salary record. To add a fringe benefit, you first select "Add Fringe," then a new screen will appear and you can add your fringe benefits from this screen. Refer to the instructions on pages 72 and 76 for specific assistance in entering these data for certified and support personnel, respectively. Site/Job/Subject Fields Employee Name: The selected employee's name will be shown on each Salary Report. 22 Note: Along with the employee's name, there is a Salary Record Number that is assigned by the State Department of Education for internal operations; you DO NOT need to take any action with this number. Site: Select the site where the person is working by either typing in the appropriate three-digit code or highlighting the site from the drop down menu. Job: Select the person's job classification by either typing in the appropriate three-digit code or highlighting the job from the drop down menu. Note: If you choose a teacher job classification, code 210, you MUST also choose a subject code and program code. If you choose any job classification other than a 21O-teacher, you MUST NOT select a subject code, however, any job code with a function code 1000 on payroll MUST have a program code. Note: Superintendent, job classification code 115 and Vocational Agriculture Teachers, code 210, subject codes 2000 and 8110-8290, must have 365 days entered in the contract period. Anything less than 365 will result in an error. Note: Refer to the 2007-2008 edition of the OCAS manual to determine which job codes can be used with Certified or Support, or for both Certified and Support personnel. Subject: Select the subject the person is working by either typing in the appropriate four-digit code or highlighting the subject from the drop down menu. Subject codes should be used only when you have a 21O-teacher job classification. Program: All job codes with a function code 1000 on payroll MUST have a program code. Select the appropriate program code from the OCAS manual. Pay Type/Salary Fields Pay Type: Select the pay type that is for the job classification that you are working on. Note: You should NOT enter Fraction-of-a-Day, Days Employed, or Days in Contract when selecting any pay type other than Base Salary, code 110. It will automatically change to zero (0). (Example 1: Job classification code of 208 - Student Activity AdvisorlNonathletic Coach, would have a pay type of 192 - extra duty for being a class sponsor.) (Example 2: Job classification code of 115 - Superintendent, may have several pay types; one for base salary, one for auto/allowance/travel, one for professional dues, etc.) Amount: Enter the dollar amount for the pay type that you have chosen. Please use whole dollar amounts, DO NOT use cents. 23 FODlDays Employed/Days Contract Fields Federal FTE: This area will show the portion of this job that is paid by federal dollars as shown in the information entered for this job. No entries are made by the school district. FOD (Fraction-of-a-Day Employed): Fraction of a day must be greater than .001 and equal to or less than 1.000. If a full-time employee has more than one base salary, ensure that all base salary records equal a fraction of a day of 1.000; it should NOT be greater than 1.000! The following Fraction-of-a-Day must be used for each of your certified staff members: Six Period School Day Seven Period School Day 1/6 2/6 3/6 4/6 5/6 6/6 117 217 317 417 517 617 717 .167 .333 .500 .667 .833 1.000 = .143 .286 .429 .571 .714 .857 1.000 Note: Use caution when entering this data to ensure the decimal point is in the proper place. Many errors have been noted in the past because the full-time employee was identified as working .100 instead of 1.000. Note: At times, when a person works full-time in a day and has more than one job class, the total Fraction of a Day may not add up to 1.000 by using the above fractions. In these cases, change the Fraction of a Day for one of the entries so the total will add up to ] .000. For example, if you have a person who works three jobs, each at 2/6 (.333 each) of a day the total will add up to .999. In this instance you would change one of the entries from .333 t-o .334, thus, resulting in a Fraction of a Day of 1.000 to reflect the employee working a full day. (Days) Employed: The Days Employed shows the number of school days this teacher will work or did work in this job during the school year, including professional days. (Days) Contract: Show the numbers of days in the employee's full-time contract, but not less than 180 days or more than 365. The contract days for the Superintendent and/or Vocational Agriculture teacher MUST be 365 days. Principals normally work a 220- or 240-day contract. At this point, you will add this salary record. When you add this salary record, you can then input the federal codes and salary, add a fringe record to this salary record, continue to your next salary record, or continue to the next person. 24 Federal Codes/Salary Federal Code: From the dropdown menu box, select the proper Federal Program for the employee. Federal Salary: Enter the amount of salary the employee receives from the selected Federal Program. Round to the nearest whole dollar amount, DO NOT enter cents. Select "Add Fed Code." If the employee has income from more than one federal program, then repeat the data entry for the next federal code and federal salary. Then select "Add Fed Code" again. Add Federal Code box: This box adds the entered federal program information to the employee's salary information. Action Buttons Add Salary Record. Once you have entered data in the salary boxes, you click on the "Add Salary Record" button to add that information to the employee's record. Save All Edits. If you had to make changes to any part of the salary records, you must click on "Save All Edits" twice. The first time you click on this button the edited fields will be highlighted in yellow. The second time you click on the button will actually save the information to the employee's record. Cancel. Clears any information that has been entered but not saved. Fringe Benefit Information This year your previous year fringe benefits record will be shown with the dollar amount zeroed out. Either enter an amount and save all edits or delete the fringe record if it is tied to a different salary record. If you delete a salary record, you will also be deleting the fringes that have the same record number. Remember to check your fringe benefit records closely. When entering the salary information for an employee, you must attach all of the person's applicable fringe benefits to that salary record. The following are a few guidelines for attaching fringe benefits: 1. Base salary can have any or all fringe benefit codes attached. 2. The Flexible Benefit Allowance (FBA) is always attached to a base salary. 3. Unused sick leave, salary in lieu of fringe benefits, temporary salary, stipends, and extra-duty pay can have only retirement fringe attached to them. 4. Disability/Self insurance, Early Retirement, Teacherage, Professional Dues, Automobile/ Allowance/Travel, and Annuity/CD CAN have Retirement Benefits, Code 251, attached. 5. Flexible Benefit Allowance cannot be paid with any federal money. The monies for FBA are provided by the state. 6. When a person has federal salary attached to any pay type, the fringe benefits should have a proportionate amount attached also. 25 7. Flexible Benefit Allowance (FBA) (state paid health insurance and/or cash in lieu of amount) SHOULD be entered for most of the certified personnel as a fringe benefit attached to the base salary. Salary Record Number/Site/Job The employee's Salary Record Number, Site, and Job will be populated from the Certified Salary portion of the employee's record. The Salary Record Number is assigned by the State Department of Education for internal purposes; the school district has no actions to take with this number. Steps for Adding Fringe Benefits to a Salary Record 1. Choose the salary record to which you wish to apply fringe benefit. 2. Click "Add Fringe" on the record of your choice. 3. You will add all fringe benefits that you wish to attach to this salary record. 4. Click the "Select Fringe" drop down box. 5. Select the appropriate fringe code. 6. Enter the amount of the fringe in which you choose. Remember to use whole dollars, not cents. 7. Click the "Add Fringe" button. 8. If this salary record has federal money attached, you will now have the opportunity to add federal money if the fringe is paid in whole or in part with federal funds. You will not get this option for any Flexible Benefit Allowance code. 9. If there is no federal money you will see a blue line appear on the left side of the screen. 10. You can add another fringe record to this chosen salary record or click "Finished. " ] 1. If your salary record has "federal," and the fringe should be paid with federal money, you will click "Add Fringe." When you do this, another screen will appear and you will then select the "Federal Code." Enter the amount of the fringe benefit that is paid with federal money, then click "Add Federal Code." If the fringe is not paid with federal money, just click "Finished." This will take you to the fringe screen that you were working on. DO NOT click "Back." 12. When you have entered all of the fringe codes to this salary record, click "Finished." This will take you back to the certified screen. You can then choose another salary record or review the fringe benefits that you have added by scrolling down. Edits Information that needs to be changed must be done from the primary page. The primary page is the first page that comes up when you select a person's name. To make a change, you simply change the information that is incorrect and then select "Save All Edits" at the bottom of the appropriate box. Your salary information will be populated with the previous year data, except that the subject codes, program codes (NEW THIS 26 YEAR) and amounts will be blank. The fringe benefit records will also be populated with the previous year information, with the exception of the amounts. If you delete a salary record then all of the fringe records tied to that salary will be deleted. 27 28 Appendix Al CERTIFIED PERSONNEL REPORT Job Class Codes Common Job Codes for Certified Personnel Listed below are the most common Job Codes for certified staff members. Refer to the Financial Accounting (OCAS) manual for a complete listing. Job Codes in the 100, 200, and 300 series can be used for certified staff members. With the exceptions of Job Codes 409, 414, and 415, codes in the 400 series can not be used on the Certified Personnel Report. If the position does not require an Oklahoma teaching credential then the employee should be placed on the Support Personnel Roster. 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. These codes are exclusively used on the Certified Personnel Report; they CANNOT be use on the Support reports. CODE DESCRIPTION 101 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. 105 Deputy/AssociateNice/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. 106 Deputy/Associate/Assistant Superintendent or 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. 29 107 Executive Assistant. Performs professional activities assisting an executive officer in directing and managing the functions of a school or system. 108 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. 109 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. 110 Noninstructional Program Director or Coordinator. Coordinates, manages (including supervising other certified individuals), or directs activities and/or services within a noninstructional program. 112 PrincipallHeadmaster/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. 115 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 those programs. 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. These codes can be used on either the Certified or Support Personnel Reports. CODE DESCRIPTION 201 Athletic Coach. Instructs individuals in the fundamentals of a competitive sport and directs team or individual strategy. 30 Note: An Athletic Coach is normally an extra-duty position for after school sports functions. Coaches that work during the school day are normally identified as teachers, code 210, with their specific subject codes, for example, code 3300 for Health/Physical Education, or code 1385, Competitive Athletics. 203 Counselor. Guides individuals, families, groups, and communities by assisting them in problem-solving, decision-making, discovering meaning, and articulating goals related to personal, educational, and career development. 204 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. 205 Education Diagnostician (Psychometrist). Diagnoses students who might need special education services and/or other educational interventions. 206 Librarian/Media Consultant. Develops plans for and manages the use of teaching and learning resources, including the maintenance of equipment, content material, services, multimedia, and information sources. 207 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. Note: This code is normally used for students that do not have special needs. The Resource Teacher, job code 213, is used with students with special needs. 208 Student Activity Advisor/Nonathletic Coach. Instructs individuals in the fundamentals of a nonathletic activity and develops training and competition schedules. 210 Teacher. Teacher (PK-12, all subjects and levels.). Provides instruction, learning experiences, and care to students during a particular time period or in a given discipline (subject area). Note: The only Job Class codes that can have Subject codes assigned to them are Teacher, code 210; and Resource Teacher, code 213. Refer to the OCAS Manual for specific subject codes. 31 213 Resource Teacher. Assists a classroom teacher by providing services to enrich the instruction of the students with special education needs. Note: The only program code that can be assigned to this job code is 239. 307 Athletic Trainer. Coordinates and implements training activities for athletes to improve their athletic performance. 308 Attendance Officer. Monitors compulsory attendance laws. 309 Audiologist. Provides services including: (l) 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 conversation; (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. 333 Nurse Practitioner. Performs the functions of a registered nurse either independently or dependently with a written agreement of a medical doctor. Enter on the Certified Personnel Report only if the person has a certificate issued by the State Department of Education; otherwise, enter the person's information on the Support Personnel Report. 338 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. 347 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 32 law and local policies and procedures. Enter on the Certified Personnel Report only if the person has a certificate issued by the State Department of Education; otherwise, enter the person's information on the Support Personnel Report. 353 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 providers of these services are certified, licensed, or otherwise qualified professionals. 409 Monitor/Prefect. Monitors the conduct of students in classrooms, detention halls, lunchrooms, playgrounds, hallways, and places where alternatives to classroom instruction are provided (e.g., test sites). 414 Teaching Assistant. Performs the day-to-day activrnes 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 mayor 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. 415 Tutor. Provides academic instruction (e.g., in mathematics, and foreign language) to students additional assistance outside of the classroom. English, requmng Note: Job Codes 409, 414, and 415 are the only 400 series codes that can be used on the Certified Personnel Report. These codes and all other 400 series codes may be used on the Support Personnel Report. 33 Other Codes: Reason for No Return Complete this box for each teacher who did not return from the last school year. Refer to the Reason for Leaving/Reason for No Return codes listed below. This function will only be active for the October reports. Reason for Leaving Complete this box for each teacher who has left after school started for the current year, but prior to the end of the school year. Remember to adjust the number of days worked and salary for anyone who departed after school started on the February or June reports. Refer to the Reason for Leaving/Reason for No Return codes (listed below). This function will be inactivated for the October reports. You will only be able to use it on the February and June Reports. Salary and benefit information must be entered for the employee. Reason for No Return and Reason for Leaving Codes: 01 02 03 04 05 06 07 08 09 10 11 12 13 14 00 Retiring Another School in State Work Out-of-State Other Employment Health Reasons Marriage Personal Reasons Deceased Leave of Absence Maternity/Childbirth/Homemaking Moving due to Spouse's Employment Reduction in Force Displaced Due to Consolidation or Annexation Terminated No Reason Given 34 Salary/Fringe Benefit Code Matrix, Certified Personnel PAY TYPE APPLICABLE FRINGE BENEFIT CODES 110 Base Salary Any Fringe Benefit Code can be attached to this Pay Type 114 Unused Sick Leave Code 251 only 115 Salary in Lieu of Fringe Code 251 only 130 Temporary Salary Code 251 only 170 Stipends Code 251 only 191 Early Retirement Code 251 only 192 Extra-Duty Code 251 only 195 Disability/Self-Insurance Code 251 only 196 Auto/Allowance/Travel Code 251 only 197 Professional Dues Code 251 only 198 Annuities/CDs Code 251 only 199 Teacherage (housing) Code 251 only FRINGE CODE SPECIAL NOTES 211 Cobra Insurance - CP Can be paid with state or federal funding 212 Dental Insurance - CP Can be paid with state or federal funding 213 Health and Accident Insur. - CP For Flexible Benefit Allowance, use codes 331 or 334 214 Life Insurance - CP Can be paid with state or federal funding 215 Long Term Disability lnsur. - CP Can be paid with state or federal funding 216 Cancer Insurance - CP Can be paid with state or federal funding 217 Salary Protection - CP Can be paid with state or federal funding 218 Vision Insurance - CP Can be paid with state or federal funding 219 Other Group Insurance - CP Can be paid with state or federal funding 251 Retirement - District Paid - CP Can be paid with state or federal funding 274 Other Benefits - CP Can be paid with state or federal funding Flexible Benefit Allowance - CP 331 andNCP Cannot be paid with federal funds Flexible Benefit Allowance -- 334 Health Insurance - CP Cannot be paid with federal funds Note: Superintendents cannot receive any pay from federal funding. Note: Superintendents do not receive the Flexible Benefit Allowance; use code 213 for health insurance. Note: Principals cannot have any of their base pay paid with federal funds; however, extra duty pay may be paid with federal funds. Note: CP stands for Certified Personnel and NCP stands for Noncertified (Support) Personnel 35 36 Appendix A 2 Certified Personnel Web Page Snapshots Certified Personnel, Roster and Demographic Information Screen t@l lnt.,,,,,t Flat ne-rse i..a~tH'i'1H: ".%~~,~""',"''''',.,,',,' ( Search f Thl.l DIs:tl ro- Cth4~ 01<:Oi-Jl: F Cut OFSt4lbitl rs-j'.~, Iib>"'/: r CE'rtlfjed Personnel ust " HfJQ •.• J Op~nfCl()l>ll CERllFIEO EMPLOYEE To·~ 0; ;:,>·,:!"'t i·5!i.~:'·H;f .:. I Search I SS~d 19;~9',:;;s'il'~j Ictal e,,:::1 39 ~.tlr.d0 R'S-f.dEJ'H:;y Vr 0 ~·/4i.;)t,¢(0 <:0000 Sslar-y: 545~OOO,OO Fthg\!: $665.00 Tet el f1&x:: 50,00 Ex.tr1;Cuh': 50,00 Ct'l~n S9-DO,CO 1 ADM,IS. AOA"'! A BE!lUfTT JR., JOH!lrJ¥ e BernlerT. JOHtHf¥ S BilL. JAIHq: K BQUAPARTE. ArJITAJ 80T rOr·1.S. SHERRY l BI\YAlI. BR,IAlJ a . BiJUCH. tlfLAflH Q CAONOtJIE. ADA H ? ~(w: 3·Cal,l:;.ui,,.'1~f'lQOt.,*ni v :)3:n.3: G~:ld~rt COE. ~"';-:--;-,"'''' ,W,'vY,; ~.?{,C·&rt" E,x;.;: D'i!ig-f"-';:~ jH,!:::~t z-oeeee- v: -5S66Se 000005 ~S~:544 "F:..~ ~:::(,2f! RFM",,: ------- !1"S&'i:'- z ~:26$ i~t;iJFTE: 1.000 T~t:.flFa.,! f'r;:~O.UO 1.S€'4'3~ COSHOW,UtKK[ l "A~ estes ~-!r: j!l"'C·,4.>·l ::.i!"i::r f.t~I; ri . 146 eecceds found . ~ 'Tot",l Cc'n~t 5.46,565,00 rC~~tt!tI !"E:'i:$--:,b' st v ·'t",100% .• Set I 3718$ At 7.7" 0'Ji:%.k.WL •., i""'~~ Ln 11 (QI I Engish (U.S 37 Internet ."" tl)l)% . Certified Personnel, Salary Information Screen Note: The "Delete" and "Add Fringe" buttons located to the left of the SiteIJob/Pay Type area will not be shown until you have added the salary record. Certified Personnel, Fringe Benefit Information Screen 38 » Search Favotltes Bl Mail • Q1i ~4i'Vahoo! Go ~Gan)es • » http://sdetest2.$de,$t.ate,.)K ..us!5PRlcwbCertEmpJ.aspx'ndex;3 Open/close FRINGE Top of Page Active Salary Record Number .I Site I Job SRN, 105537 Site: PEAV!NE ES JQb, COUNSELOIIRIIIIIIII~Flrlir=,g~el:1I21117I1illllllllll fringe Amount Actl"i€ Delete 0 Active: Salary Record Numbe •• I Site! Job SRN: 105572 Sit e ; PEAVlNE ES Job: COUNSELOR fringe Amount Act/v" Dele ••• 0 251 • Retiremer,t"DP-CP V Active Salary Record Numbe •. ! Site I Job SRN: 105530 Site: PEA.VTNE E$ Job: COUNSELOIIRIIIIIIIIIIF~na~~g~e~:1I215111l1l1l1lIJII Fringe Acti'Je DeJet<: 0 39 •• Certified Personnel, "Save All Edits. " C,Htified P,=rscnnel list . ~ ?_Me=10f-5m. ~6-:'66~ AOAHS, ADAt,1 A 000005 BEfillET r JR. lQH!lfIV' E 8§'tlUET"T, JOHWW S BILL 'ANK£' K BOUAPARTE, AUn A) eOTTOf·1S. SHfRRV l BRVAfi. aRIA" B BUriCH, ',!ElAflJE P CAWIOUlE. ADA n (QSHO'!.'. UIKKI l f.!!:!';,.-_-_--1--- R~tir'?dO ~>t;i<::i~(\:;y Yf 0 r.~4ntcr0 coooD SSlior-y:545,000.00 F~I"-;": 5665.00 Tot:el ;;Iu;:: 50.00 "obil FTE: 1.0(10 'Tct~!Fed FTE: 0.110 iotal C:;~n;: S46,565,()O Woticih~€t I I S.aii?eo .;!.HEdits I } Ca:"t:::""J I 40i83 40
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School Personnel Records pt2