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					                                            Populating Staff Information in SchoolMax
Personnel information is needed in the SIS for three main reasons:
   1)      Major data collections submitted to the CDE (Fall CBEDS and Spring R-30 LCEN each year).
   2)      Assigning teachers to classes in the master schedules at each school.
   3)      Ability for teachers to use ICUE (online attendance and grades).

There are three screens in SchoolMax where personnel information is maintained. This document details the information needed on these
screens to meet the reporting, master scheduling, and ICUE needs.

SY230 – Staff Member
       Field              Code Table or Data              Application                                                     Notes
                                Required
District               1000                         System
Empl #                 Employee Number – 6          Master Scheduling, ICUE,   800000 series for Classified and Adult Ed Staff, 900000 for Certificated Staff See Next
                       digit number                 CSIS Reporting             Staff ID spreadsheet to obtain number.
Last Name              Last Name                    Master Scheduling, ICUE,
                                                    CSIS Reporting
First Name, Middle     First Name, Middle Name      Master Scheduling, ICUE,
Name                                                CSIS Reporting
Gender                 M or F                       CSIS Reporting             Classified and Certificated Staff
Birth Year             4 digit year                 CSIS Reporting             Certificated Staff
School                 2 digit site assignment      Master Scheduling, ICUE,   All Staff
                                                    CSIS Reporting             Note: District Office is “school” 99. Can report multiple school assignments.

                                                                               Exception: Other Classified staff Role: 24, 45, or 59 who serve at more than one school
                                                                               should be reported at the District Office school 99.
Staff Type             SY231                        Master Scheduling and      All Staff. Not all staff types are still used. This manual has most updated information on
                       See Appendix A               ICUE                       codes used.

Role                   SY282 – Job Classification   CSIS CBEDS Reporting       Leave the Role field blank for those staff assignments that should not be reported: pre
                       See Appendix B               (Fall)                     school staff and administrators who teach TA classes.
                                                                               Note: If a person has more than one role, add additional lines with each line representing a
                                                                               different role. Enter an assignment percentage amount for each role.




Populating Staff Information in SchoolMax
ITG, Beth Breedlove                                                 1                                                                        7/13/2005
Beg Assignment         XX/XX/XXXX                 Master Scheduling, ICUE,   Date that assignment began (not the same as Hire Date)
Date                                              and Fall Submission
End Assignment         XX/XX/XXXX                 Master Scheduling, ICUE,   Date that assignment ended (not necessarily same as Exit Date). This must be filled in
Date                                              and Fall Submission        when an assignment ends in addition to the Exit Date if applicable.
Type of Instruction    SY282 – Type of            CSIS Spring Submission     Fill in this field only for Teachers and Teachers in Training (Code 1 or 2 in Instructional
                       Instruction                                           Services to English Learners field on SY233.)
                       1 – Primary Language
                       Instruction                                           Report only one Type of Instruction. If a teacher or a teacher in training provides more than
                       2 – English Language                                  one type of instruction, choose the code that most closely matches what the Type of
                       Development (ELD)                                     Instruction they provide for the majority of the time. If more than one Type of Instruction
                       3 – Specially Designated                              is reported, only one will be used by the CDE.
                       Academic Instruction in
                       English (SDAIE)
                       4 – Both ELD & SDAIE
Lang of Instruction    CE230                      CSIS Spring Submission     This field only applies to those teachers or teachers in training who have a Type of
                                                                             Instruction on SY230 of 1 – Primary Language instruction.
Asgn Code              CS275 (Assign CDS)         CSIS Fall Submission       Certificated Staff who have assignments outside the master schedule assignments.
                       See CDE CBEDS                                         Examples: Resource Teachers, Support Teachers, Counselors, Administrators, etc. Refer
                       Assignment Code List                                  to the CDE CBEDS Assignment Code List for more details.
Asgn Pcnt              FTE Percentage             CSIS Fall Submission       Percentage of time for the assignment. All assignment percentages on SY230 must add up
                                                                             to FTE Percentage. Note: If a staff member is assigned to more than one location and/or
                                                                             role, enter the % that applies to each site with one having a higher percentage to represent
                                                                             the “primary” site.

                                                                             Leave this field blank for assignments that are not reported.

                                                                             Example 1: If a staff person is full time and works 50% at one site and 50% at another, then
                                                                             report one as 51% and one as 49%. Total of two lines = 100%.

                                                                             Example 2: If a staff member is ½ time and works at two sites equally. Enter 26% for one
                                                                             line and 24% for the other. Total of two lines = 50%.




Populating Staff Information in SchoolMax
ITG, Beth Breedlove                                               2                                                                          7/13/2005
Populating Staff Information in SchoolMax
ITG, Beth Breedlove                         3   7/13/2005
Screen - SY233 – Staff Additional Information
           Field                 Code Table or Data             Application                                            Notes
                                      Required
District                    1000                             System
Empl #                      6 digit Employee #               Master
                                                             Scheduling, ICUE,
                                                             Fall and Spring
                                                             Submissions
Instruct Services to        SY282 Instruction Services                           Fill out this field only for teachers, teachers in training, and bilingual
English Learners            English Learners:                                    paraprofessionals who are providing services directly to English Learners as of
                            1 – Teacher                                          March 1st, 2004.
                            2 – Teacher in Training
                            3 – Bilingual Paraprofessional
Educational Level           SY282 – Education Level          CSIS Fall           Certificated Staff only
                            1 – Doctorate                    Submission
                            2 – Masters plus 30 or more
                            3 – Master’s
                            4 – Bachelor’s plus 30 or
                            more
                            5 – Bachelor’s
                            6 – Less than Bachelor’s
Ethnicity Code              CE282 – Ethnicity                CSIS Fall           All Staff
                            1 – American Indian              Submission
                            2 – Asian
                            3 – Pacific Islanders
                            4 – Filipino
                            5 – Hispanic
                            6 – African American
                            7 – White
                            8 – Decline To State or
                            Unknown




Populating Staff Information in SchoolMax
ITG, Beth Breedlove                                                   4                                                                       7/13/2005
Ethnicity SubCode           CE282 – Ethnicity                CSIS Fall    All Staff
                            Only needed for Ethnicity        Submission
                            Code 2 or 3
                            2 - Asian Subcodes:
                            1 – Chinese
                            2 – Japanese
                            3 – Korean
                            4 – Vietnamese
                            5 – Asian Indian
                            6 – Laotian
                            7 – Cambodian
                            99 – Other
                            3 – Pacific Islander Subcodes:
                            1 – Hawaiian
                            2 – Guamanian
                            3 – Samoan
                            4 – Tahitan
                            99 – Other

Hire Date                   XX/XX/XXXX                       CSIS Fall    Most recent Hire Date for all staff.
                                                             Submission
Yrs Current Dist                                             CSIS Fall    Prior years of services in the district for all staff. These are the years in the district
                                                             Submission   prior to the most recent hire date. If there are no years of service in the district
                                                                          prior to the most recent hire date, leave blank.
Yrs Other Dist                                               CSIS Fall    If none, leave blank.
                                                             Submission
Exit Date                   XX/XX/XXXX                       CSIS Fall    All staff, if applicable.
                                                             Submission
Position Status             SY282 – Position Status          CSIS Fall    Certificated Staff only
                            1 – Tenured                      Submission
                            2 – Probation
                            3 – Long Term Sub or Temp
                            4 – Other




Populating Staff Information in SchoolMax
ITG, Beth Breedlove                                                   5                                                                     7/13/2005
Populating Staff Information in SchoolMax
ITG, Beth Breedlove                         6   7/13/2005
Screen – SY234– Staff - Credentials – TEACHERS ONLY
Field                       Code Table or Data               Application     Notes
                            Required
District                    1000                             System
Empl #                      6 digit Employee #               System
SEQ #                       Start with #1 – Accepts #s       System
                            1-99
Teaching Area               SY282 – Teaching Area            CSIS Fall and   See Appendix C for codes. Applies to Certificated Teachers only – Role ID 12
                            Also see Appendix C              Spring          (Exception: Bilingual Paraprofessionals)
                                                             Submissions
Credential Type             SY282 – Credential Type          CSIS Fall and   Applies only to Certificated Teachers.
                            1 – Full Credential              Spring
                            2 – University Leadership        Submissions
                            3 – District Internship
                            4 – Pre Intern
                            5 – Emergency Permit
                            6 – Waiver in Current
                            Assignment
                            7 – Multiple or Single Subject
                            Ryan credential with AB1059
                            EL Content or SB2042
                            credential.
Credential Number           CTC Credential Number            CSIS Fall       If new teacher has not yet received official CTC Credential number, enter
                                                             Submission      “PENDING.” If a teacher’s credential was received prior to the time CTC
                                                                             provided a credential/document number, enter “NOT-ON-CRED”




Populating Staff Information in SchoolMax
ITG, Beth Breedlove                                                   7                                                                 7/13/2005
Populating Staff Information in SchoolMax
ITG, Beth Breedlove                         8   7/13/2005
Screen – SC260 – Class Definition
Field                       Code Table or Data         Application         Notes
                            Required
District                    1000                       System
SCHL                        SY265                      Master
                                                       Scheduling, ICUE,
                                                       Fall and Spring
                                                       Submissions
VERSION                     00                         System
COURSE                      SC232                      CSIS Fall
                                                       Submission
SECTION                     SC269                      CSIS Fall
                                                       Submission
Teacher                     SY230                      CSIS Fall
                                                       Submission
Highly Qualified            H- House                   CSIS Fall           For each class taught indicate whether teacher assigned is highly qualified to teach
                            Y – Other                  Submission          that subject by House, Other, or Not Highly qualified. There is no place in
                            N – Not Highly Qualified                       SchoolMax to tag what subjects a teacher is highly qualified, however, we need to
                                                                           maintain a master list of this information for each teacher so the principals can use
                                                                           this to tag the classes a teacher teaches.




Populating Staff Information in SchoolMax
ITG, Beth Breedlove                                             9                                                                        7/13/2005
                                                     Appendix A –

Populating Staff Information in SchoolMax
ITG, Beth Breedlove                         10   7/13/2005
SY230 – Staff Type
Staff Types Currently Used

Staff Type                   Description
A                            Administrator
AP                           Assistant Principal
C                            Counselor
D                            Director
N                            Nurse
PRN                          Principal
S                            Staff
T                            Teacher
T1, T2, T2, etc.             Teacher – 2nd Assignment, 3rd Assignment, etc.




Populating Staff Information in SchoolMax
ITG, Beth Breedlove                                                   11      7/13/2005
Appendix B – Role – SY230
(Fall Submission)
Role                Description                                                                      Classification for Fall Submission
10                  Certificated K12 Administrator                                                   Certificated
11                  Certificated K12 Pupil Services                                                  Certificated
12                  Certificated K12 Teacher                                                         Certificated
19                  Classified Clerical                                                              Classified
23                  Classified Paraprofessional                                                      Classified
24                  Classified Other (includes managers below Asst. Superintendent level,            Classified
                    custodians, bus drivers, food service staff, noon duty supervisors, etc.)
25                  Non Certificated Administrators at level of Asst. Superintendent or above with   Certificated
                    board approval
40                  Title VI Administrator                                                           Certificated
41                  Title VI Teacher                                                                 Certificated
42                  Title VI Teacher Aide                                                            Classified
43                  Title VI Non Clerical Support                                                    Classified
44                  Title VI Clerical                                                                Classified
45                  Title VI Other                                                                   Classified
50                  Migrant Ed Administrator                                                         Certificated
51                  Migrant Ed Teacher                                                               Certificated
52                  Migrant Ed Teacher Aide                                                          Classified
53                  Migrant Ed Clerical                                                              Classified
54                  Migrant Ed Recruiter                                                             Classified
55                  Migrant Ed Records Transfer                                                      Classified
56                  Migrant Ed Counselor                                                             Certificated
57                  Migrant Ed Linker Advocate                                                       Classified
58                  Migrant Ed Support Services                                                      Classified
59                  Migrant Ed Other                                                                 Classified




Populating Staff Information in SchoolMax
ITG, Beth Breedlove                                                   12                                                                  7/13/2005
Appendix C – Teaching Area – SY234
(Fall and Spring Submissions)
Teaching Area       Description                                                                          Credential Req?   Fall or Spring?
01                  Elementary Self Contained Classroom                                                  Y                 Fall
02                  Special Education                                                                    Y                 Fall
03                  Reading                                                                              Y                 Fall
07                  Adult Education                                                                      Y                 Fall
08                  Special Designated Subjects (Drivers Ed, Drivers Trainign, ROTC, Basic Military      Y                 Fall
                    Drill, Aviation Flight or Ground Instruction)
10                  General Secondary                                                                    Y                 Fall
11                  Agriculture –Secondary                                                               Y                 Fall
12                  Art – Secondary                                                                      Y                 Fall
13                  Business – Secondary                                                                 Y                 Fall
14                  English – Secondary                                                                  Y                 Fall
15                  Foreign Language – Secondary                                                         Y                 Fall
16                  Health Science – Secondary                                                           Y                 Fall
17                  Home Economics – Secondary                                                           Y                 Fall
18                  Industrial & Technology – Secondary                                                  Y                 Fall
19                  Life Science – Secondary                                                             Y                 Fall
20                  Mathematics – Secondary                                                              Y                 Fall
21                  Music – Secondary                                                                    Y                 Fall
22                  Physical Education –Secondary                                                        Y                 Fall
23                  Physical Science – Secondary                                                         Y                 Fall
24                  Social Science – Secondary                                                           Y                 Fall
25                  Vocational – Secondary                                                               Y                 Fall
42                  Bilingual Paraprofessional – These aides should meet district criteria that ensure   N                 Spring
                    aides are 1) able to speak, understand, read, and write English and the primary
                    language of the EL students and are familiar with the cultural heritage of the EL
                    students.
50                  BCLAD – Bilingual Cross Cultural Language & Academic Development                     Y                 Spring
51                  BCC – Bilingual Cross Cultural Certificate of Competence                             Y                 Spring
52                  Other CTC authorization for Bilingual including Emergency BCLAD or Sojourner         Y                 Spring
53                  Teacher in Training for BCC or BCLAD                                                 Y                 Spring
54                  CLAD – Cross Cultural Language Academic Development                                  Y                 Spring
55                  Emergency Permit for CLAD                                                            Y                 Spring



Populating Staff Information in SchoolMax
ITG, Beth Breedlove                                                   13                                                                7/13/2005
56                  LDS – Language Development Specialist             Y   Spring
57                  ESL Supplementary Authorization                   Y   Spring
58                  SB 1969/395 ELD Only                              Y   Spring
59                  SB 1969/395 SDAIE Only                            Y   Spring
60                  SB 1969/395 SDAIE and ELD                         Y   Spring
61                  CDE Approved ELD Teacher (former Option 3)        Y   Spring
62                  Teacher in Training for ELD or SDAIE              Y   Spring




Populating Staff Information in SchoolMax
ITG, Beth Breedlove                                              14                7/13/2005

				
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