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					Teacher Certification System
      Requirements




                 Authors:   Steven King
                   Date:    3 September 2011
                 Version:   1.6
Teacher Certification System Requirements


Change History Log

 Date         Pages         Summary of Changes                        Version   Authorized By
                            Initial Draft                             v0.1
 23-Jan-09    all           Initial Draft complete for review         v0.25     Steven King
 6-Feb-09     use cases     Update with changes from interviews       v1.0      Steven King
 10-Feb-09    Reports       Descriptions were added for each of the   V1.5      Steven King
              Section       reports, other minor edits based on
                            conversations and interviews




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Table of Contents
1    Introduction ........................................................................................................................................... 1
  1.1     Background .................................................................................................................................... 1
  1.2     Overview of the Current Systems ................................................................................................... 2
  1.3     Context ........................................................................................................................................... 2
  1.4     High Level Work Flow..................................................................................................................... 4
  1.5     Document References .................................................................................................................... 4
  1.6     Terms Used/Glossary ..................................................................................................................... 5
2    Purpose and Scope .............................................................................................................................. 5
3    Use Cases............................................................................................................................................. 5
  3.1     The primary actors and their general goals .................................................................................... 5
  3.2     Obtaining a Teaching Certificate .................................................................................................... 5
     Use Case 1: Apply for an Idaho Teaching/Administrative Credential (Applicant Side) ..................... 5
     Use Case 2: Application for Idaho Teaching/Administrative Certificate (System Side) .................... 6
     Use Case 3: Process hardcopy Application support materials ......................................................... 7
     Use Case 4: Personnel Entry and Update ........................................................................................ 7
     Use Case 5: Update Personnel Check List ....................................................................................... 8
     Use Case 6: Import/Update Praxis Results ....................................................................................... 8
     Use Case 7: Import/Update NBPTS National Certificate Information ............................................... 9
     Use Case 8: Review Professional/Technical Certificates ................................................................. 9
     Use Case 9: Applicant Access to Status/Renewal Requirements Web Page .................................. 9
     Use Case 10: District Access Status/Renewal Requirements of District Staff .................................. 10
  3.3     Employee Qualifications Review .................................................................................................. 10
     Use Case 11: HQ Teacher Review ................................................................................................... 10
     Use Case 12: HQ Paraprofessional Review ..................................................................................... 11
  3.4     Background/Criminal History Checking ........................................................................................ 11
     Use Case 13: Enter Fingerprint Information from LiveScan.............................................................. 11
     Use Case 14: Enter Fingerprint Information from physical Fingerprint card ..................................... 11
     Use Case 15: Initiate Background Check.......................................................................................... 12
     Use Case 16: Import BCI Background Check Results ...................................................................... 12
     Use Case 17: Criminal History Entry and Update ............................................................................. 12
     Use Case 18: Create Cleared Background Check Mailing File ........................................................ 13
  3.5     Revoked Certificates and investigations ...................................................................................... 13
     Use Case 19: Import/Update National Revocation Information and Generate Match List ................ 13
  3.6     Conduct investigations ................................................................................................................. 14
     Use Case 20: Update Investigation Results Information ................................................................... 14
  3.7     NBPTS Certificate School Funding Calculation Support.............................................................. 14
     Use Case 21: Generate New Year NBPTS Records ........................................................................ 14
     Use Case 22: Run NBPTS National Certificate Funding Report ...................................................... 15
  3.8     Data Movement and History Tracking .......................................................................................... 15
     Use Case 23: Link to Paperclip ......................................................................................................... 15
     Use Case 24: Update Longitudinal Data System .............................................................................. 16
4    Data Tables ......................................................................................................................................... 16
  4.1     Operational Certification Tables ................................................................................................... 17
     4.1.1             Staff Demographic Information ................................................................................... 17
     4.1.2             Staff Employment and Assignments .......................................................................... 18
     4.1.3             Staff Licenses and Qualifications ............................................................................... 19

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       4.1.4              Staff Background and Criminal History ...................................................................... 24
       4.1.5              Revoked Certificates .................................................................................................. 26
    4.2    System Tables .............................................................................................................................. 27
       4.2.1              Enterprise Directory .................................................................................................... 27
       4.2.2              Code Sets ................................................................................................................... 30
5      Reports................................................................................................................................................ 36
    5.1    Operational Reports ..................................................................................................................... 36
    5.2    Credential Reports........................................................................................................................ 37
    5.3    State Reports ................................................................................................................................ 38
    5.4    Technology Competency Reports Error! Bookmark not defined.Error! Bookmark not defined.
    5.5    Criminal History Reports .............................................................................................................. 39
    5.6    Revoked Certificates .................................................................................................................... 39
6      Common Functionality ........................................................................................................................ 39
    6.1    Access via SDE portal .................................................................................................................. 39
    6.2    Authentication ............................................................................................................................... 40
    6.3    Authorization ................................................................................................................................. 40
    6.4    Organizational Directory Information ............................................................................................ 40
7      The Technology Used ......................................................................................................................... 40
    7.1    What technology requirements are there for this system? ........................................................... 41
    7.2    To what systems will this system interface, with what requirements? ......................................... 41
8      Other Requirements ............................................................................................................................ 41
    8.1    Performance ................................................................................................................................. 41
    8.2    Operations, Security, Documentation........................................................................................... 41
    8.3    Maintenance and portability ......................................................................................................... 41
9      Human backup, Legal, Political, Organizational Issues ...................................................................... 42




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1   Introduction
           The Idaho State Department of Education (SDE) is planning to replace several data
           management applications that are written in Microsoft‘s Visual FoxPro (VFP). Rather than a
           simple function by function copy to a new development environment, SDE is interested in re-
           engineering the underlying business processes and coordinating efforts across program
           areas.
           The Teacher Certification system is an operational system of the SDE used for tracking the
           qualifications, experience, assignments, and background for all employees of Idaho School
           Districts. This information is used to protect the students in the state from unqualified
           instructors and criminals. In addition, a major component of the state‘s school funding
           mechanism relies on these data.
           The other systems to be reengineered are:
                   Idaho Basic Education Data System—IBEDS
                   Attendance and Enrollment
                   Special Education
                   Special Education Complaints
           While the specific scope of these requirements is for the teacher certification systems, the
           data from these applications are used by many program areas and other applications. Thus,
           these requirements and reengineering efforts will be developed with an eye on the larger
           long-term needs and plans of the SDE. The infrastructure put in place for this effort will
           support future agency development efforts.

1.1 Background
           The SDE published an RFP for the replacement of these applications in early 2007 (that was
           subsequently cancelled so this more thorough reengineering effort could be conducted first).
           That RFP described the need for the replacement effort as:
                   The SDE maintains a multitude of educational data for the state of Idaho and
                   department accounting records. Currently the applications used for these purposes
                   are written in VFP which is at the end of its life cycle. The last version was released
                   in 2007, and even though it will be supported through 2014, VFP is a single tier
                   system.
                   More modern software designs use multiple tiers to allow the user interface to be
                   independent of the business logic, and both business logic and user interface tiers to
                   be independent of the data storage tier. This makes modifications tier independent.
                   VFP is limited to 2GB per table, where Microsoft SQL Server 2005 has no limits on
                   maximum database size. Several of the VFP applications share tables; however,
                   manual importing and exporting of data files between applications is necessary.
                   Manipulation of data is required to meet current reporting requirements. There are
                   many instances of outdated data and several of duplicated data. There are outdated
                   functions that are not being utilized and functionality that does not exist that is
                   necessary to meet current reporting requirements.

                   The VFP applications were written and are supported by a consultant. SDE does not
                   have in-house knowledge of VFP for maintenance or support purposes. SDE does
                   not own all of the code for these applications, and has no data dictionaries or entity
                   relationship diagrams, which introduces additional risks as well as high maintenance
                   and support costs.

                   For these reasons, the SDE must update the VFP applications to an open architected
                   environment with multiple tiers, which employs more flexible tools, reduces manual


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                     data processing and manipulation, eliminates outdated and duplicated data, updates
                     functionality to meet current requirements, provides long term maintenance
                     capabilities, and allows the SDE savings in maintenance and operations costs.

                     The SDE has other applications that use Microsoft SQL Server databases with web
                     interfaces written in ASP and a couple in .NET. Therefore, the current in-house
                     knowledge is Microsoft based.

                     The SDE is currently testing a Unique Student ID System with plans to implement the
                     system statewide. A unique Staff ID system is needed. Both of these fields will
                     eventually be used within the applications to be re-engineered.

1.2 Overview of the Current Systems
             There are four major functions provided by the current Teacher certification system:
                    Teacher certification application and license management
                    Monitoring that staff in school districts are licensed and endorsed for their assigned
                     duties
                    Criminal Background checking for all school district employees
                    Tracking certificates revoked in other states against current state district employees
                     or applicants
             In addition, the Teacher Certification system provides data to the finance unit within SDE for
             purposes of calculating school funding.

1.3 Context
             The SDE is completing a high-level architecture for their Information Systems. The diagram
                                                                                        1
             below is a high level diagram of the major components of that architecture .
             The key features to note that have implications for this effort are:

                        Data Collection from schools and district goes through a cleansing effort prior to
                         storing the results in a Staging data store.

                        The Staging data store can populate either the Operational data store or go
                         directly to the Longitudinal data store.

                        While operational data can be used to validate Staging data, Reports should use
                         the Longitudinal or Reporting data store as the authoritative source for their
                         contents.




1   Complete details on the diagram can be found in the Information System Architecture document


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                              In most cases, other program offices should draw authoritative data from the
                               Longitudinal or Reporting data stores. The only exception should be when
                               current operational data is needed – for example, currently open schools. In
                               most cases, other programs are looking for historical data which should come
                               from the Longitudinal or Reporting data stores, i.e. what schools were open at
                               the time of this collection.

                              All applications share a common portal interface and directory management
                               infrastructure.

                              There is a common set of metadata (item definitions, code sets, etc.) that are
                               shared

     1.4 High Level Work Flow
               The Teacher Certification system supports the needs of SDE employees in their day-to-day
               operations. In operational systems such as this data are submitted on a regular basis – there
               is no ―collection window‖ per se. While schools and districts are one source, individual
               teacher applicants and SDE staff are another major source for providing data to the system.
               For the most part data validation is limited to a particular record or transaction and not across
               records.
               SDE data are organized in to three major data stores: operational, staging, and longitudinal.
               The teacher certification system stores its data in the operational data store.

       Collection Staging                                                             Longitudinal/Reporting Store
    Student Demographics                                                                Student Demographics
    Membership                                                                          Membership
    Attendance                                                                          Attendance
    Exiters (Dropouts, Graduates)                                                       Exiters (Dropouts, Graduates)
                                                         Validation Queries
    School District Staff                                                               School District Staff
    Teacher Assignments                                                                 Teacher Assignments
    Student Courses                                                                     Student Courses
    Special Education                                                                   Special Education
    Assessment Pre-Code Data
                                     Validation        Certification System              Assessment Pre-Code Data
                                                     Teacher Certificates               Teacher Credentials
                                                     Staff Background Checks            HQT Status
                                                     Revocations
                                                     HQT Qualifications

               The longitudinal analysis and reporting store contains both the detail data and summary
               tables from the collections. The longitudinal analysis and reporting store is the authoritative
               source for SDE data that should be used by other systems needing these data.
               Data comes to SDE in batches and is loaded into the staging data store. The data reside in
               this store only as long as necessary to process and validate the submissions. Then the data
               are extracted and loaded into the longitudinal and reporting data stores. Part of the validation
               process includes checks across all the records submitted within a collection window.
               The operational systems are concerned mainly with ―current‖ conditions. Periodic or regular
               extracts of data from these should be loaded to the Longitudinal/ Reporting data stores for
               historical tracking. The operational systems may be queried as part of the validation process
               for the collection systems, but the Longitudinal Data Store should be considered the
               ―authoritative source‖ for most SDE reporting.

     1.5 Document References
               The following documents supplement and extend the information contained in this Guide.
                         Idaho Information System Architecture
                         Idaho IS Insight diagram
                         Data Collection System Requirements


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                   IBEDS Manual
                   Idaho Code, Title 33 Chapter 10

    1.6 Terms Used/Glossary
           IBEDS Idaho Basic Education Data System. The data collection and management system
              that gathers and manages staff, school, and district data.
           RAP Sheet: Record of Arrest and Prosecution received from Bureau of Criminal investigation
              and/or the FBI following a criminal history background check



2   Purpose and Scope
           The Teacher Certification system is an operational system that supports the needs of the
           Idaho State Department of Education‘s role of ensuring that qualified persons teach and
           interact with youth of the state. The Teacher Certification system manages the process
           individuals go through to obtain an Idaho Teaching Credential.
           The system also manages the process of overseeing criminal history background checks on
           all employees and contractors of Idaho public schools that interact with students.

3   Use Cases

    3.1 The primary actors and their general goals
           Actor                               Task-Level Goal
           Teacher Certification Analyst       Enter/update applicant information
                                               Issue certificates
                                               Monitor criminal history checks
                                               Ensure staff with credentials revoked in other states are
                                               not inappropriately employed in Idaho
           Teacher Certification Director      Monitor operation of Teacher Certification system
                                               Monitor condition of teachers and other employees
                                               interacting with children
           Teacher Certification Applicant     View Status of Application
                                               See upcoming renewal date and requirements
           District HR Staff                   Review application status of District employees
                                               Verification certificates of potential hires
           Investigator                        Monitor progress of investigations
           Professional/Technical              Review/approve applications for occupational specialist
           Education Division Analyst          certificates
                                               Get reports on individuals holding PTE certificates
           Teacher Certification System        Safely and securely manage the data necessary to
                                               support its users



    3.2 Obtaining a Teaching Certificate

       Use Case 1:        Apply for an Idaho Teaching/Administrative Credential (Applicant Side)
               Primary Actor: Applicant



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               Preconditions:
               Trigger:
               Main Success Scenario:
               1) Applicant logs into the Portal and navigates to the Teacher Certification application
                   section
               2) System either creates a new application package or locates an existing package for
                   the user. If new application, System generates an application file Number
               3) If materials already exist for this applicant, the applicant is shown the status screen
                   (possible items include finger print card, Praxis results, transcripts, etc.) (see
                   Accesses the Application Status Web Page)
               4) Applicant completes the Application form on-line
               5) Applicant submits the required fees on-line ($40 for background check and $75 for
                   application, $25 for application if only adding an endorsement)
               6) Applicant logs out of web site
               7) Applicant requests transcripts
               8) Applicant requests institutional recommendation (or copy of existing certificate if
                   transferring from another state)
               9) Applicant has Praxis Results forwarded to Idaho SDE
               10) Applicant goes to Livescan site and submits fingerprints for background check
               11) If applicant is applying at a private or parochial school, or for a bus company, they
                   should submit a letter of release for the background check results with a notarized
                   signature to SDE via fax or surface mail.
               12) Applicant periodically Accesses the Application Status Web Page to monitor progress
                   and follow-up on any outstanding issues
               13) When application package is complete and all materials received, the system will e-
                   mail the applicant that analysis will begin
               14) Teacher Certification Analyst evaluates the materials
               15) If qualified, but background check results are not back yet, system will email a
                   certificate verifying eligibility for a certificate pending criminal history results to the
                   applicant
               16) When background check comes back, if there is a hit and the applicant works for
                   private or parochial school, or works for a bus company, and a release letter is not on
                   file, an email is generated to the applicant notifying them a release letter is required
                   before processing can continue.
               17) When criminal history is clear and otherwise qualified, Teacher certification Analyst
                   will issue a certificate with appropriate endorsements
               18) System will notify the applicant via e-mail
               19) System will notify the employer contact via e-mail
               Extensions:
               1a) Applicant does not have an account on the State Portal
                   1) System offers applicant opportunity to create an account
                   2) User completes the necessary information
                   3) System creates an account with permissions to the Certificate Application

       Use Case 2:     Application for Idaho Teaching/Administrative Certificate (System Side)
               Primary Actor: System
               Preconditions:
               Trigger: Receipt of materials in support of Application



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               Main Success Scenario:
               1) Materials can be added to an applicant packet in a variety of ways: Applicant logs in
                   and completes the form, fingerprint documents can come in, Praxis results can come
                   in, an Analyst can process documents received in the mail.
               2) The system will have updated the check list as each is received.
               3) When application package is complete and all materials received, the system will e-
                   mail the applicant that analysis will begin
               4) System initiates a background check (see: Initiate Background Check)
               5) System updates checklist that background check has been initiated (see Update
                   Check List)
               6) Analyst evaluates application materials
               7) If Eligible for Certificate and background check results not back yet, analyst issues
                   card verifying eligibility for certification pending criminal history results
               8) System updates checklist that analysis is complete (see Update Check List)
               9) When background check results com in, system updates checklist that background
                   history results are back and status of history check (cleared or not cleared) (see
                   Update Check List)
               10) If background check results are not cleared, determination is made whether an
                   investigation is needed or not
               11) If investigation results are cleared or determination is history does not affect eligibility
                   then checklist is updated with the status (see Update Check List)
               12) Analyst issues certificate with appropriate endorsements
               13) System notifies the applicant
               14) System notifies employer, if any

       Use Case 3:     Process hardcopy Application support materials
               Primary Actor: Teacher Certification Analyst
               Preconditions: Analyst is logged in and authenticated to the system.
               Trigger: Receipt of paper documents via mail or fax in support of an application
               Main Success Scenario:
               1) Analyst locates the applicant record from the demographic information on the
                   submission. If an application record does not yet exist, the analyst creates a record.
               2) Analyst scans the application materials into Paperclip and connects the Paperclip
                   records to the record in the Teacher Certification system (see Link to Paperclip)
               3) Analyst logs in what type of document is being received (transcript, institutional
                   recommendation, certificate from another state, letter authorizing release of back
                   ground check, etc.)
               4) System updates Checklist (see Update Check List)
               5) System emails applicants that material has been received
               Extensions:
               5a) No email address included in the application
                   1) An email address will be required on the Application cover page, when that gets
                       submitted or the email address gets completed, then an email with all the
                       received components will be generated and sent.

       Use Case 4:     Personnel Entry and Update
               Primary Actor: Teacher Certification Analyst
               Preconditions: Analyst is logged in and authenticated to the application



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               Trigger: A personnel record needs to be added or updated
               Main Success Scenario:
               1) System displays screen allowing analyst to select or search for staff member to
                   update. Screen shows list of staff. List can be sorted by first, last name, SSN, or
                   Idaho Staff ID. Corresponding fields exist for each column where the list is filtered on
                   entries that start with the characters in that field (i.e. typing ―KI‖ in the last name field
                   filters the list to those whose last name starts with the letters KI. This is a case-
                   insensitive search)
               2) Analyst selects the staff member they wish to review/edit.
               3) A screen with the basic demographics of the selected individual is shown with a
                   menu of possible actions. The menu options depend on the security rights of the
                   current user. There are menu options as necessary to edit data in all the tables in
                   the system, update the system tables, or run reports
               4) User select the desired menu option
               5) The System displays the information for the selected option
               6) If the user opts to update the data on the screen, the System saves a copy of the
                   current record to be restored if the edits are cancelled
               7) Analyst updates the staff data as needed
               8) Analyst saves the record
               9) System discards the saved copy of the record
               Extensions:
               8a) Analyst cancels the saving of the record
                   1) System reloads the data to way it was prior to starting the update

       Use Case 5:     Update Personnel Check List
               Primary Actor: System
               Preconditions:
               Trigger: Request to Update Checklist received
               Main Success Scenario:
               1) System receives request to update checklist with Staff ID of person to update, the
                   field in the check list to be updated, and the value to which the field should be
                   updated
               2) System locates staff member‘s checklist record
               3) System locates the field to be updated and sets the value accordingly
               4) System updates the last update date and last updated by fields to today‘s date and
                   with the user id of the currently logged In user, respectively.
               5) System add a record to the log file with the appropriate data
               Extensions:


       Use Case 6:     Import/Update Praxis Results
               Primary Actor:
               Preconditions:
               Trigger: Certification receives a file with Praxis results (CD-ROM)
               Main Success Scenario:
               1) Analyst imports the praxis data file into the system
               2) The system locates the matching record for the individuals whose results are being
                   reported


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               3) Praxis test results are loaded for the selected individuals
               4) Checklist is updated that Praxis results have been received (see Update Check List)
               Extensions:
               2a) No matching record is found for 1 or more records
                   1) System offers analyst opportunity to find matching record or create new record
                   2) If new record, data from the Praxis file is entered
                   3) If analyst selects match file, Praxis data are entered for the selected record


       Use Case 7:     Import/Update NBPTS National Certificate Information
               Primary Actor: Teacher Certification Analyst
               Preconditions: Analyst is logged in and authenticated to the system
               Trigger: Analyst receives notification from applicant that applicant qualifies for National
                   Certification
               Main Success Scenario:
               1) Analyst locates the staff record of the person who qualifies for national certification
               2) Analyst updates the record with the NBPTS national Certification information
               Extensions:
               1a) No matching record is found for 1 or more records
                   1) System offers analyst opportunity to find matching record or create new record
                   2) If new record, data from the Praxis file is entered
                   3) If analyst selects match file, Praxis data are entered for the selected record


       Use Case 8:     Review Professional/Technical Certificates
               Primary Actor: Professional Technical Division Analyst
               Preconditions: PTE Analyst is logged in and authenticated to the System, All app
                   materials are in and complete, supporting docs are in Paperclip
               Trigger:
               Main Success Scenario:
               1) System displays list of pending occupational specialist certificate applications
               2) PTE Analyst selects applicant to review
               3) System displays current status
               4) PTE Analyst accesses Paperclip and other files as necessary to make
                   recommendation
               5) PTE Analyst approves application
               6) System flags record as approved
               7) System updates the checklist that certificate has been approved by PTE (see Update
                   Check List)
               Extensions:


       Use Case 9:     Applicant Access to Status/Renewal Requirements Web Page
               Primary Actor: Teaching Certificate Applicant
               Preconditions: Application received and applicant notified of login credentials and
                   process



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               Trigger: Applicant logs into to status tracking page in the SDE Portal
               Main Success Scenario:
               1) Applicant logs into portal site
               2) If password expired, then applicant requested to change their password
               3) User gets tracking page showing the status of their application from the checklist and
                   the next steps to be completed.
               Extensions:


       Use Case 10: District Access Status/Renewal Requirements of District Staff
               Primary Actor: District HR staff
               Preconditions: District staff have portal account with appropriate authorization to access
                   status tracking pages. District HR staff are logged in and authenticated to the portal
               Trigger: District HR Staff Access the status tracking portion of the SDE portal
               Main Success Scenario:
               1) System displays page with summary stats and options to see:
                   ● List of staff with renewals due in the next <xx> months
                   ● List of district staff and their next renewal dates
                   ● List of staff and their next renewal dates for a selected district school
                   ● Option to see the application status for a given staff_id (used by district HR staff
                       to see the status of potential hires)
                   ● Background check summary report
               2) System generates and displays the selected report
               Extensions:



   3.3 Employee Qualifications Review

       Use Case 11: HQ Teacher Review
               Primary Actor: HQ Analyst
               Preconditions: October Staff assignment collection is submitted and certified, HQ
                   Analyst is logged in and authenticated
               Trigger: User Action
               Main Success Scenario:
               1) System locates all teaching assignments in core subjects in staging tables that have
                   not yet been flagged as highly qualified. (Allows for rerunning this review and only
                   checking new or still unresolved records)
               2) For each such record, the system checks if the teacher is endorsed in the subject
                   and
                   ● Has a degree with a major or minor in that subject, or
                   ● Has a Qualifying Praxis in that subject, or
                   ● Has an alternative Qualification in that subject
                   If so, then the system flags those assignment records as highly qualified
               Extensions:




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       Use Case 12: HQ Paraprofessional Review
               Primary Actor:
               Preconditions: User logged in and authenticated to the system, October staff collection
                   data in staging data store
               Trigger: User action
               Main Success Scenario:
               1) System locates all instructional aide assignments in staging tables that have not been
                   previously been flagged as Highly Qualified. (Allows for rerunning this review only on
                   new or still unresolved records)
               2) For each such assignment, System locates the paraprofessional qualifications record
                   for that individual.
               3) If one of the following conditions is met from the Paraprofessional Qualifications
                   table:
                         Degree is not null, or
                        Minimum Credits Date is not null, or
                        ETS Passing Date is not null

                   Then flag the assignment as Highly Qualified
               Extensions:
               2a) no Paraprofessional Qualifications record exists for the Staff ID
                   1) Create a new record in the Paraprofessional Qualifications table for this Staff ID
                   2) If a record exists in the Staff Degree table for this staff member, add the most
                       recent degree information to the Paraprofessional Qualifications table
                   3) Pick up at Step 3

   3.4 Background/Criminal History Checking

       Use Case 13: Enter Fingerprint Information from LiveScan
               Primary Actor:
               Preconditions:
               Trigger: File is received from Livescan system
               Main Success Scenario:
               1) Using the demographics off the file, the System locates the applicant record or
                   creates a new record
               2) Demographics from the file are entered into the applicant‘s record or verified
               3) A background check is initiated (see Initiate Background Check)
               Extensions:


       Use Case 14: Enter Fingerprint Information from physical Fingerprint card
               Primary Actor: Teacher Certification Analyst
               Preconditions:
               Trigger: Receipt of a fingerprint card
               Main Success Scenario:
               1) Analyst finds the applicant file or creates a new one
               2) Demographic information off the card is entered or verified
               3) Fingerprint card is scanned into FingerPrint system


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               4) Background check is initiated (see Initiate Background Check)
               Extensions:


       Use Case 15: Initiate Background Check
               Primary Actor: The system
               Preconditions:
               Trigger: Nightly
               Main Success Scenario:
               1) The system creates a file of persons whose information is in, but for whom a
                   Background check has not been initiated. The file includes the Livescan data where
                   exists
               2) File is sent to BCI
               3) Records are updated with the date the file was sent to BCI
               4) System updates the checklist that background history check is initiated (see Update
                   Check List)
               Extensions:


       Use Case 16: Import BCI Background Check Results
               Primary Actor:
               Preconditions:
               Trigger: File received from BCI with criminal history checking results
               Main Success Scenario:
               1) File from BCI is imported into the system. File contains last four digits of SSN, last
                   name, and flag whether a rap sheet exist.
               2) System matches the data from the BCI file with the person to which it applies
               3) System updates the criminal history flag from pending to status of the background
                   check (cleared, not cleared level: A, B, C, or D)
               4) System updates the checklist that background history check is complete and status
                   (see Update Check List)
               5) BCI will send hard copy of RAP sheet of non-clear persons to Department
               6) System creates mailing file of results (see Create Cleared Background Check Mailing
                   File)
               Extensions:


       Use Case 17: Criminal History Entry and Update
               Primary Actor:
               Preconditions:
               Trigger: Receipt of Rap Sheets from BCI
               Main Success Scenario:
               1) Teacher Certification Analyst locates the record the matches the individual on the
                   RAP sheet
               2) Analyst enters in the information from the RAP sheet into the system. Key data
                   includes:




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                   ●    Infraction Code (system looks up the code and displays the meaning of the
                        infraction
                   ● The Arrest Date
                   ● The Status of the prosecution
                   ● The disposition date
               3) Analyst scans the RAP sheet into Paperclip
               4) If certificate applicant, Analyst verifies the infraction was noted on the application
               5) Teacher certification reviews to determine if investigation is warranted
               6) System updates the checklist that RAP sheet has been received (see Update Check
                   List)
               Extensions:
               4a) Infraction not noted on certificate application
                   1) Application returned to applicant with request for explanation

       Use Case 18: Create Cleared Background Check Mailing File
               Primary Actor: System
               Preconditions:
               Trigger: Successful Background check file import
               Main Success Scenario:
               1) System locates records of all individual with background check results and/or release
                   letters since date of last processing
               2) System groups the individuals by district or employer
               3) For each district or employer, the System generates an email that new background
                   check results have been posted on the website
               4) For each individual that had a hit in their background check, an email is generated
                   notifying them a hit in their background check was found and the severity code (A, B,
                   C, or D) of the result.
               5) For individuals planning to work at bus companies, private or parochial schools, etc.
                   that had a hit and for which no release is on file, the email includes a notice that a
                   release is required prior to notifying their potential employer
               6) The email letters are sent
               7) The system updates the date of last mailing with today‘s date
               Extensions:



   3.5 Revoked Certificates and investigations

       Use Case 19: Import/Update National Revocation Information and Generate Match List
               Primary Actor: Authorized User
               Preconditions: User is logged in and authenticated to system
               Trigger: Authorized user uploads new revocation file
               Main Success Scenario:
               1) The system reads and parses the national revocations file
               2) The system appends these records to the Federal Revocations table
               3) The system searches the staff member table for matching SSN and birth date
               4) If found and the record did not originate in Idaho, a record is added to the Revoked
                   Certificates table with today‘s date as the effective date and a status of ―Pending‖.



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               5) A report of all such staff is generated for further follow-up
               Extensions:
               2a) If record already exists for person with matching SSN and birthdate
                   1) Skip the record
                   2) Pickup at step 3

   3.6 Conduct investigations

       Use Case 20: Update Investigation Results Information
               Primary Actor: Investigating Officer
               Preconditions:
               Trigger: Hit in background check or complaint requesting investigation from school
                   district
               Main Success Scenario:
               1) Investigator access the staff member record
               2) If this is a new investigation, a unique case number is generated and assigned
               3) Investigator either locates the appropriate investigation record or opens a new record
               4) Investigator updates the information
               5) If the investigation is complete, the system is updated and application processing
                   completes or terminates
               Extensions:



   3.7 NBPTS Certificate School Funding Calculation Support
           Staff who qualify for National Certification from the National Board of Professional Teaching
           Standards (NBPTS) generate $2,000 plus benefits in extra funding for their school district for
           five years after they receive the certification. To be eligible for the payment, the staff must
           have a teaching or instructional support (counselor, librarian, etc.) assignment for that school
           year. The system must keep track of the number of years for which the staff member
           received the payment. For example, if a teacher receives two payments and then leaves
           Idaho, they are eligible to receive three more if they later return to the state.
           The reporting system should have enough history that rerunning the report for a particular
           school year yields identical results. The report is used by the finance unit in generating the
           total foundation payment due to a school district. This calculation depends on the October
           Staff report and is included in the February 15 foundation calculation for the school district.

       Use Case 21: Generate New Year NBPTS Records
           When the October staff collection is complete, an authorized user must request the system
           generate NBPTS Certificate payment records for the current school year. This information
           generates a separate payment to the districts after the February foundation payment.
               Primary Actor: System
               Preconditions: Authorized user logged in and authenticated to system; All staff
                   assignments have been entered for the requested school year
               Trigger: Authorized user requests System update for the current school year
               Main Success Scenario:
               1) Analyst requests NBPTS Salary Enhancement update




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               2) System locates all staff with NBPTS Nation Certificates, who have teaching or
                  instructional support assignments, and for whom fewer than 5 payments have been
                  made.
               3) For each identified staff member, a record is added to the NBPTS Certificate
                  Payments table with the current school year and incrementing the total payment
                  count for that individual by one.

               Extensions:
               1a) Payment records already exist for the current school year
                   1) System deletes the records for the current school year
                      Note: This allows the process to be run at a later date within the current school
                      year as qualification data are updated

       Use Case 22: Run NBPTS National Certificate Funding Report
               Primary Actor: Authorized User
               Preconditions: User logged in and authenticated, payment records have been
                   generated for the selected school year
               Trigger: Authorized user requests report
               Main Success Scenario:
               1) System generates report grouped by District or charter school with total district
                   payment, a list of staff within the district and their remaining number of payments. If
                   the request is from a district person, only that district‘s report is returned
               2) File goes to Finance (Tim Hill) for payment
               Extensions:



   3.8 Data Movement and History Tracking

       Use Case 23: Link to Paperclip
           Paperclip is an external optical storage application for scanned documents. The Teacher
           Certification system needs to define a hot key that can be used to trigger a switch to the
           Paperclip application. When selected, the current staff ID is passed as a parameter so
           Paperclip accesses the scanned documents associated with the current staff record.
               Primary Actor: Teacher Certification Analyst
               Preconditions:
               Trigger: Hotkey selected
               Main Success Scenario:
               1) System uses Staff_ID of current record as parameter to activation of Paperclip
                   application
               2) Paperclip starts and selects the file associated with the passed in staff_id (this
                   functionality is outside the scope of the Teacher Certification application)
               3) When Paperclip closes, the Teacher Certification Application resumes operation
                   where it left off.
               Extensions:




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                 Use Case 24: Update Longitudinal Data System
                             Periodically, the longitudinal data store needs to update the certification or other qualification
                             data from the operational system. This update only occurs for the staff in the longitudinal
                             system, that is staff who are or have been employed in Idaho schools
                                        Primary Actor: System
                                        Preconditions: User is logged in and authenticated to the system
                                        Trigger: user request or periodic snapshot updates
                                        Main Success Scenario:
                                        1) System queries the certification and qualification tables for records for staff in the
                                            LDS staff member table that have been updated since the last snapshot.
                                        2) The corresponding LDS tables are updated with this information
                                        3) The last snapshot tracking date field is updated with today‘s date.
                                        Extensions:



4       Data Tables

                                                         Individual
                                                    PK   Idaho Staff ID                                                                                         Staff Member

                                                         SSN                                                                                              PK,FK1    Idaho Staff ID
                    Certificate
        PK,FK1       Idaho Staff ID
        PK           Certificate Code
        PK           Effective Date                                           Application Checklist                                                                                    ParaProfessional Qualifications
                                                                           PK,FK1    Idaho Staff ID                                                                                    PK,FK1     Idaho Staff ID
                                                                           PK        Application Date                                           Employment                             PK         School Year
                                                                                                                                         PK,FK1    Idaho Staff ID
        CertificateEndorementXRef                                                                                                        PK        District ID
                                                                                                                                         PK        School Year
    PK,FK1     Idaho Staff ID                                                                                                                                                                 Prior Experience
    PK,FK1     Certificate Code                                                      NB Certificates
    PK,FK1     Certificate Effective Date                                                                                                                                               PK,FK1     Idaho Staff ID
                                                                             PK,FK1     Idaho Staff ID
    PK         Endorsement Code                                                                                                                                                         PK         School Year
                                                                             PK         Qualification Date



                                                                                                                                                                                                NB Certificates
        Alternative Qualifications                                                         ICLC
                                                                                                                                                                                        PK,FK1     Idaho Staff ID
     PK,FK1    Idaho Staff ID                                                     PK,FK1   Idaho Staff ID                                                                               PK         Qualification Date
     PK        Subject Matter Code                                                                                                                    Assignment
                                                                                                                                       PK,FK1     Idaho Staff ID
                                                                                                                                       PK,FK1     District ID
                                                                                                                                       PK,FK1     School Year
                                                                                    Praxis Results                                     PK         School ID
              Staff Degree
                                                                           PK,FK1     Idaho Staff ID                                   PK         Period or Assignment Number
      PK,FK1     Idaho Staff ID                                            PK         Test Date                                                                                        NB Certificate Payments
      PK         Degree Code                                               PK         Test Subject Code                                           Assignment Code
                                                                                                                                                                                     PK,FK1    Idaho Staff ID
      PK         Degree Date                                                                                                                                                         PK,FK1    Qualification Date
      PK         Major                                                                                                                                                               PK        School Year


                                                                               Criminal History
                     Investigation                                           PK     File Number             Federal Revocations

               PK      Case Number                                                                          PK   SSN
                                                                             FK1    Idaho Staff ID
               FK1     Idaho Staff ID
                                                                            Revoked Certificate

                                  Offenses                                PK,FK1    Idaho Staff ID
                                                                          PK        Effective Date
                       PK,FK1      Idaho Staff ID
                       PK          Offense Code
                       PK          Arrest Date




Operational Data Store                                                                                                            Longitudinal/Reporting Data Store




                                                                                                                                                                                                         Page 16
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   4.1 Operational Certification Tables

       4.1.1       Staff Demographic Information

           4.1.1.1        Individual (ODS) and Staff Member (LDS)
           The staff member table has one record per individual. It keys on the Idaho Staff ID assigned
           in the external Staff ID system. The table in the ODS includes all individuals that are working,
           have worked, or are applying for Idaho teaching certificates. The table in the LDS only
           contains those individuals who are or have worked in Idaho schools. Those individuals
           holding or applying for Idaho teaching certificates, but that have never been employed in the
           state are not included in the Staff Member table in the LDS. The LDS table is updated from
           the October staff data collection. The table in the ODS is updated as staff apply for Idaho
           certificates or a district requests a background check. Staff listed on the October staff data
           collection should already have a record in the staff member table in the ODS.

               #    Field                       Definition
               1    Idaho Staff ID
               2    SSN
               3    Name Prefix
               4    Last Name
               5    First Name
               6    Middle Name
               7    Name Suffix
               8    Former Name
               9    Address 1
            10      Address 2
            11      City
            12      State
            13      Zip Code
            14      Zip+4
            15      Home Phone
            16      Work Phone
            17      email Address
            18      Birth Date
            19      Sex
            20      Is Hispanic
            21      Is Asian
            22      Is American Indian or
                    Alaska Native
            23      Is African American or
                    Black
            24      Is Hawaiian or Pacific
                    Islander
            25      Is White



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               #    Field                         Definition
            26      Is Citizen
            27      Is Certified
            28      Initial Certification Date
            29      Has Revoked Certificate
            30      Is Certificate Reinstated
            31      Reinstatement Date
            32      Is Guilty
            33      Notes



       4.1.2       Staff Employment and Assignments

           4.1.2.1      Employment
           There is one employment record for each staff member (certified and non-certified) for each
           school district for each school year in the Employment table. This table exists in the
           longitudinal/reporting data store. The source for this data is the October staff assignment
           collection. The longitudinal store is updated when the October staff data collection is certified
           as complete for the school year. There is a many to one relation from this table to the staff
           member table.

               #    Field                         Definition
               1    School Year
               2    Idaho Staff ID
               3    District ID
               4    Base School ID
               5    Is Certified
               6    Is Non-certified
               7    Is National Board Certified
               8    Years of Education
               9    Highest Degree
            10      Is Contract Employee
            11      In Service Credits Prior to
                    School Year

           4.1.2.2      Assignment
           There is one assignment record for each distinct assignment for each staff member for each
           school for each school year in the Assignment table. There is a many to one relation from
           this table to the employment table (foreign key: school year, staff ID, district ID). This table
           exists in the longitudinal data store and is updated when the October staff collection is
           certified.

               #    Field                         Definition
               1    School Year




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               #    Field                         Definition
               2    Idaho Staff ID
               3    District ID
               4    School ID
               5    Assignment Code
               6    School Type
               7    Period
               8    Grade
               9    Is Combination
            10      Aid Hours
            11      Is On Contract
            12      FTE
            13      Non-Cert Rate
            14      Non-Cert Hours
            15      Non-Cert Weeks
            16      Is State Qualified
            17      Is Federal Highly Qualified
            18      Qualifications Override
            19      Notes



       4.1.3       Staff Licenses and Qualifications

           4.1.3.1      Certificate
           The Certificate table contains one record for each certificate held by each staff member in the
           state. This table exists in the teacher certification operational data store. There is a parallel
           certificate table in the LDS. The LDS table includes all certificates, both active and expired,
           while the operation system only includes active certificates. Both operational and longitudinal
           tables should be updated when a certificate is created or updated. When a certificate expires
           it should be removed from the operational system and the Is_Active flag of the longitudinal
           system should be updated to False. There is a many to one relationship from this table to the
           staff member table (foreign key: Staff_ID)

               #    Field                         Definition
               1    Idaho Staff ID
               2    SSN
               3    Certificate Code
               4    Effective Date
               5    Expiration Date
               6    Is Printed
               7    Last Print Date
               8    Notes




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           4.1.3.2   CertificateEndorsementXRef
           This table tracks the endorsements associated with a particular certificate. There is one
           record for each endorsement on each certificate. Endorsements can be added to a certificate
           at a later date. There are parallel tables in the operational and longitudinal data stores. The
           operational store only includes endorsements on currently active certificates. The LDS
           includes the full history of active and expired certificates and endorsements. There is a many
           to one relationship from this table to certificates (foreign key: staff ID, certificate code,
           certificate effective date)

             #   Field                          Definition
             1   Idaho Staff ID
             2   Certificate Code
             3   Certificate Effective Date
             4   Endorsement Code
             5   Endorsement Effective
                 Date
             6   Notes



           4.1.3.3   PriorExperience
           This table includes a record for each staff member for each year of employment. The record
           holds the cumulative experience of the staff member is teaching or instructional support
           (counselor, librarian, etc.) positions prior to the beginning of the current school year. There is
           a many to one relationship from this table to the staff member table. This table is located in
           the LDS. It is updated when the October staff data collection is certified for the school year.

             #   Field                          Definition
             1   School Year
             2   Idaho Staff ID
             3   In State Years
             4   Out of State Years
             5   Non-Public Years
             6   Higher Ed In State
             7   Higher Ed Out of State

           4.1.3.4   Staff Degree
           The Staff Degree table holds one record for each degree earned by individuals in the system.
           It is located in the ODS. There is a many to one relationship from this table into the staff
           member table. It is updated when an application is submitted.

             #   Field                          Definition
             1   Idaho Staff ID
             2   Degree Date
             3   Degree Code
             4   State Code
             5   Institution Code



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             #   Field                         Definition
             6   Major
             7   Minor

           4.1.3.5   Alternative Qualifications
           It is possible for staff to be deemed qualified through means other than a traditional teacher
           education program. This table includes one record for each individual and subject so
           qualified. This table exists in the operational data store. There is a many to one relationship
           between this table and the Staff member table (Foreign Key: Idaho Staff ID)

             #   Field                         Definition
             1   Idaho Staff ID
             2   Subject Matter Code
             3   Qualification Reason Code
             4   Effective Date
             5   Expiration Date



           4.1.3.6   National Board Certificates
           This table has one record for each staff member who has qualified for a National Certificate
           from the NBPTS. It exists in the ODS and the LDS. The LDS only has records for staff who
           have worked in Idaho schools at some point in time.

             #   Field                         Definition
             1   Idaho Staff ID
             2   SSN
             3   Date Qualified



           4.1.3.7   National Board Certificate Payments
           This table has one record for each school year in which a district receives a payment on
           behalf of a teacher who qualified for a national certificate from the NBPTS. This table exists
           in the LDS. There is a many to one relation from this table to the National Board Certificates
           table (foreign key: staff ID). There should only be one record for any given school year and
           no staff member should have more than five records. The first payment should occur in the
           school year following the qualification date if the staff member holds an eligible assignment.

             #   Field                         Definition
             1   Idaho Staff ID
             2   SSN
             3   School Year
             4   District ID
             5   Payment Number




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           4.1.3.8   Praxis Results
           This table holds a record for each Praxis test taken by individuals from the state of Idaho.
           This table is loaded from a data file that comes from the Educational Testing Service (ETS).
           This table exists in the operational data store. There is a many to one relationship between
           this table and the Staff Member table (Foreign Key: Staff ID). It is possible to receive a
           Praxis test result for a person that has not yet submitted and application. Therefore, the
           import of Praxis data may trigger the assignment of a new Idaho Staff ID and creation of a
           new staff member record.

             #   Field                         Definition
             1   Idaho Staff ID
             2   Candidate ID
             3   Test Date
             4   Test Subject Code
             5   Endorsement Code
             6   Qualification Score
             7   Test Score
             8   Is Qualified
             9   Is Exempt
            10   Exemption Reason Code

           4.1.3.9   Application Checklist Events
           This application checklist table includes one record event associated with an Application. The
           application will need to review the list of events to determine if an application package is
           complete. There is a many to one relationship between this table and an application. There
           is a many to one relationship between applications and individual staff member.

             #   Field
             1   Idaho Staff ID
             2   SSN
             3   Application File Number
             4   Event Type Code
             5   Event Description
             6   Event Date

           4.1.3.10 Certification Fees Tracking
           There is one record per application. The table monitors which fees have been collected and
           processed. This table exists in the operational data store.

             #   Field
             1   Idaho Staff ID
             2   SSN
             3   Application Type Code
             4   Application Date
             5   SDE Fee



                                                                                                 Page 22
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             #   Field
             6   Certification Fee
             7   Non-cert Fee
             8   History Check Fee
             9   Amount received
            10   Did Check Clear
            11   Was Check Returned
            12   Fingerprints Received
            13   LiveScan District ID
            14   LiveScan School ID



           4.1.3.11 ICLC
           This table tracks the status of certified staff in meeting the Idaho Computer Literacy Course
           requirements. There is one record per staff member. There is a one to one relations ship
           from this table into the staff member table. This table exists in the operational data store.

             #   Field                         Definition
             1   Idaho Staff ID
             2   SSN
             3   Test I
             4   Test II
             5   Test III
             6   Waiver
             7   District 1 ID
             8   Provider 1 ID
             9   Date Completion 1
            10   Credits 1
            11   Credit Type 1 Code
            12   Is State Paid 1
            13   District 2 ID
            14   Provider 2 ID
            15   Date Completion 2
            16   Credits 2
            17   Credit Type 2 Code
            18   Is State Paid 2
            19   District 3 ID
            20   Provider 3 ID
            21   Date Completion 3
            22   Credits 3




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               #    Field                      Definition
            23      Credit Type 3 Code
            24      Is State Paid 3
            25      Total Credits



           4.1.3.12 Para professional Qualifications
           This table tracks the qualifications of instructional aides needed to meet the requirements of
           No Child Left Behind. There is one record per staff member. This table exists in the
           operational data store.

               #    Field                      Definition
               1    School Year
               2    Idaho Staff ID
               3    Degree
               4    Degree Date
               5    Degree Institution
               6    Credits
               7    Minimum Credits Date
               8    ETS Passing Date
               9    ETS Score
            10      ETS Type
            11      Competency Date
            12      Verifier Role
            13      Verifier Idaho Staff ID
            14      Notes



       4.1.4       Staff Background and Criminal History

           4.1.4.1 Criminal History
              # Field                          Definition
               1    Idaho Staff ID
               2    SSN
               3    File Number
               4    Date Opened
               5    Fingerprint Date
               6    Is Substitute Teacher
               7    Is Non Teaching
                    Substitute
               8    Date to BCI
               9    Date from BCI



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             #   Field                      Definition
            10   Cleared BCI Code
            11   Date BCI Updated
            12   Date From FBI
            13   Cleared FBI Code
            14   Date FBI Updated
            15   Have FBI Cleared Memo
            16   Can Release Form
            17   SDE Returned Reason
                 Code
            18   SDE Returned Date
            19   BCI Returned Reason
                 Code
            20   BCI/FBI Returned Date
            21   Conviction Level Code
            22   Comments



           4.1.4.2 Criminal Offenses
              # Field                       Definition
             1   Idaho Staff ID
             2   SSN
             3   Offense Code
             4   Arrest Date
             5   Conviction Status Code
             6   Conviction Date

           4.1.4.3 Investigations
              # Field                       Definition
             1   Idaho Staff ID
             2   SSN
             3   Case Number
             4   Date Opened
             5   Date Completed
             6   Is Ongoing
             7   Has Sufficient Grounds
             8   Response Action Code
             9   Suspension Length
            10   Reinstatement Date
            11   Investigative Category
                 Code



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               #    Field                   Definition
            12      Date NASDTEC Notified
            13      Date NASDTEC
                    Reinstatement
            14      Comments

           4.1.4.4 Employers to Notify
              # Field                       Definition
               1    Idaho Staff ID
               2    SSN
               3    File Number
               4    Employer ID




       4.1.5       Revoked Certificates

           4.1.5.1 Revoked Certificates
              # Field                       Definition
               1    Idaho Staff ID
               2    SSN
               3    Last Name
               4    First Name
               5    Middle Name
               6    Alternate First Name
               7    Alternate Last Name
               8    Birth Date
               9    State Code
            10      Source Code
            11      Effective Date



           4.1.5.2 Federal Revocations
              # Field                       Definition
               1    Last Name
               2    First Middle Name
               3    SSN
               4    Birth Year
               5    Birth Month
               6    Birth Day
               7    State Code




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   4.2 System Tables

       4.2.1       Enterprise Directory
           One of the issues repeatedly identified in interviews about the current Idaho data model is
           that there is no history on schools. Also each program area tends to have their own list of
           schools and organizations that they serve. The Department does not have a single
           authoritative directory of schools and organizations.
           Many programs interact with and must maintain information on organizations outside the
           traditional public schools and districts. Professional Technical Education serves community
           colleges, universities and vocational technical schools. Federal programs provide services
           for students from private and home schools. Food and nutrition has commodity programs that
           include adult and child day care facilities, summer camps, home day cares, and others. A
           true enterprise directory must include and manage information for all organizations served by
           the Department or the State Board. Filters must be easily available for programs to focus on
           their client set.
           The new applications must have a single directory of organizations (school, districts, and
           other entities) that can be referenced by all program areas and applications. This master
           directory must also keep history on the status of the organizations and their characteristics.
           We propose the creation of a master organization list with flags organization type and
           includes a hierarchal parent organization flag for tracking relationships within the list: e.g.
           districts are parent of their schools.
           The Master Organization list will keep current information about the organizations:
           administrator, address, phone, web address, grades served, etc.
           A separate school status table will keep historical records for the organization tracking status
           of various conditions. There should be at least one status record for each school or district
           for each year of operation. Additional records may be created if the conditions about the
           school/district change mid school year. The status records will include effective and
           expiration dates so systems will be able to use the make-up of any organization at any point
           in time.
           SDE will need to determine how much history will try to be recaptured for these tables.
           The tables will reside in the Longitudinal data store with read access to all.
           Views for schools and districts with the current conditions should be available to all users.

           4.2.1.1      Organization
           Any organization with which the Department interacts gets a record in this table. This
           includes Districts, Schools, and Contractor Organizations. This table reflects the current
           information about the organization. Records are updated but not deleted – closed
           organization are marked as inactive and the Closed Date field is entered.

               #    Field                      Definition
            1       OrganizationID
            2       ParentOrganizationID
            3       OrganizationName
            4       OrganizationTypeCode
            5       MailAddress
            6       MailAddressLine2
            7       MailCity



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            8    MailCountyCode
            9    MailState
            10   MailZip
            11   MailZip4
            12   PhysicalAddress
            13   PhysicalAddressline2
            14   PhysicalCity
            15   PhysicalCountyCode
            16   PhysicalState
            17   PhysicalZip
            18   PhysicalZip4
            19   Longitude
            20   Latitude
            21   AlternativeProgramParentID
            22   Status
            23   Phone
            24   Fax
            25   Email
            26   NCESLEAID
            27   NCESSchoolID
            28   DUNSNumber
            29   AdministratorNamePrefix
            30   AdministratorFirstName
            31   AdministratorLastName
            32   AdministratorNameSuffix
            33   AdministratorTitle
            34   WebURL
            35   ServesPreK
            36   ServesK
            37   ServesGrade1
            38   ServesGrade2
            39   ServesGrade3
            40   ServesGrade4
            41   ServesGrade5
            42   ServesGrade6
            43   ServesGrade7
            44   ServesGrade8
            45   ServesGrade9
            46   ServesGrade10
            47   ServesGrade11
            48   ServesGrade12
            49   ServesAdultEd
            50   ServesUngraded
            51   IsActive
            52   OpenedDate




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            53   ClosedDate



           4.2.1.2   School Status
           Every school or district gets a record in this table at least for each school year. Additional
           records may be added if changes occur mid school year that only impact a portion of the
           school year.


            #    Field                        Definition
            1    DistrictID
            2    SchoolID
            3    SchoolName
            4    SchoolYear
            5    ServesPreK
            6    ServesK
            7    ServesGrade1
            8    ServesGrade2
            9    ServesGrade3
            10   ServesGrade4
            11   ServesGrade5
            12   ServesGrade6
            13   ServesGrade7
            14   ServesGrade8
            15   ServesGrade9
            16   ServesGrade10
            17   ServesGrade11
            18   ServesGrade12
            19   ServesAdultEd
            20   ServesUngraded
            21   SchoolTypeCode
                  (Regular, Separate,
                   Contract, or Border)
            22   IsCharter
            23   IsYearRound
            24   IsDetention
            25   IsSummerDetention
            26   IsRegularAlternativeHigh
            27   IsSummerAlternativeHigh
            28   IsMagnet
            29   IsVirtual
            30   Title1EligibleType
                  (N- not eligible,
                   T- Targeted Eligible,
                   S-School wide Eligible)
            31   Title1Status
                  (N -Not Title 1,
                   T-Targeted,




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                     S-School wide)
            32      PeriodsVocEdSchool
            33      MetAYP
            34      NCLBImprovementStatus
            35      NCESLEAID
            36      NCESSchoolID
            37      LocaleCode
            38      CCDType
            39      CCDStatus
            40      USDAProvision2_3Percent
            41      PovertyPercent
            42      OctoberEnrollment
            43      EffectiveDate
            44      ExpirationDate




       4.2.2       Code Sets
           There are a set of code sets and look-up tables with which these applications will need to
           interact. These are shared amongst many application beyond the ones documented here. It
           is a requirement that program area stewards within SDE have programmed access to these
           tables as appropriate to their program area for editing and updating these lists. All other
           users will have read-only access to these tables.
           To minimize the impact on current applications, view should be provided that mirror the layout
           of the existing Visual FoxPro tables (VFPName and VFPNum columns).
           Additional system columns should be added for audit, change logging, and slowly changing
           dimension/history tracking purposes.

           4.2.2.1     ActivityCode
           VFP View name: ACTIVITY

               #    Name                        VFPNum      VFPName          Type          Size    Nulls?
               1    ActivityCode                    1       CODE             Character         2      No
               2    ActivityName                    2       DESC             Character        35      No
               3    SummaryCategoryCode             3       SMRY_CODE        Character         2      No
               4    SummaryDescription              4       SMRY_DESC        Character        25      No
               5    IsTeacher                       5       CNT_TEACH        Y/N               1      No


           4.2.2.2     ActivitySummaryCode
           VFP View name: ACTVSMRY

               #    Name                        VFPNum      VFPName          Type          Size    Nulls?
               1    ActivitySummaryCode             1       CODE             Character         2      No
               2    ActivitySummaryName             2       DESC             Character        25      No


           4.2.2.3     AssignmentCode
           VFP View name: ASSIGNMNT




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             #    Name                                  VFPNum   VFPName              Type        Size   Nulls?
             1    AssignmentCode                          1      CODE                 Character      5      No
             2    AssignementName                         2      DESC                 Character     40      No
             3    ActivityCode                            3      ACT_CODE             Character      2      No
             4    EEOJobCode                              4      EEO_CODE             Character      2      No
             5    CCDCode                                 5      CCD_CODE             Character      3      No
             6    SubjectCode                             6      SUBJ_CODE            Character      2      No
             7    AssignmentType                                                      Character     13      No
                    ( [Certified] | [Non-Certified] )
                                                          7      CERTIFIED            Y/N            1      No
                                                          8      NON_CERT             Y/N            1      No
             8    FundingIndexFlag                        9      INDX_FLAG            Character      1      No
                  (I or A for Instructional or
                  Administrative)
             9    IsMisassignmentReviewed                 10     MIS_ASSN             Y/N            1      No
             10   IsEnrollmentInfoRequired                11     REQ_ENR              Y/N            1      No
             11   IsICLCRequired                          12     ICLC_REQ             Y/N            1      No
             12   IsParaprofessional                      13     PARA_PROF            Y/N            1      No
             13   IsCoreAcademic                          14     FED_CLASS            Y/N            1      No
             14   IsSpecialEd                             15     SED_CLASS            Y/N            1      No
             15   AccreditationFactor                     16     ACRD_FCTR            Numeric      4.2      No
             16   AccreditationLimit                      17     ACRD_LIMT            Numeric      2.0      No
             17   IsEligible_PreK                                                     Y/N            1      No
             18   IsEligible_K                                                        Y/N            1      No
             19   IsEligible_1                                                        Y/N            1      No
             20   IsEligible_2                                                        Y/N            1      No
             21   IsEligible_3                                                        Y/N            1      No
             22   IsEligible_4                                                        Y/N            1      No
             23   IsEligible_5                                                        Y/N            1      No
             24   IsEligible_6                                                        Y/N            1      No
             25   IsEligible_7                                                        Y/N            1      No
             26   IsEligible_8                                                        Y/N            1      No
             27   IsEligible_9                                                        Y/N            1      No
             28   IsEligible_10                                                       Y/N            1      No
             29   IsEligible_11                                                       Y/N            1      No
             30   IsEligible_12                                                       Y/N            1      No
             31   IsEligible_Adult                                                    Y/N            1      No
             32   IsEligible_Ungraded                                                 Y/N            1      No
                                                          18     GRADES               Character     16      No
                                                                  (16 character
                                                                 string with X if
                                                                 grade eligible,
                                                                 space if not in
                                                                 position
                                                                 representing
                                                                 grade)
            33    IsActive                                                            Y/N            1      No
                                                          19     STATUS               Character      1      No
                                                                 (A or I for Active




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                                                     or Inactive)


           4.2.2.4   CertificateCode
           VFP View name: CERTIFIC

             #   Name                       VFPNum   VFPName        Type        Size   Nulls?
             1   CertificateCode              1      CODE           Character      3      No
             2   CertificateName              2      DESC           Character     30      No
             3   ShortName                    3      ABBRV_DESC     Character     12      No
             4   CertificateType                                    Character      2      No
                                              4      TYPE           Y/N            1      No
                                              5      TYPE1          Y/N            1      No
                                              6      TYPE2          Y/N            1      No
                                              7      TYPE3          Y/N            1      No
                                              8      TYPE4          Y/N            1      No
                                              9      TYPE5          Y/N            1      No
                                              10     TYPE6          Y/N            1      No
                                              11     TYPE7          Y/N            1      No
                                              12     TYPE8          Y/N            1      No
                                              13     TYPE9          Y/N            1      No
             5   HQTCertificate               14     HQT_CERT       Y/N            1      No


           4.2.2.5   CertificateType
           VFP View name: <none>

             #   Name                       VFPNum   VFPName        Type        Size   Nulls?
             1   CertificateTypeCode                                Character      2      No
             2   CertificateTypeName                                Character     30      No


           4.2.2.6   CourseCode
           VFP View name: <none>

             #   Name                       VFPNum   VFPName        Type        Size   Nulls?
             1   CourseCode                                         Character      3      No
             2   CourseTitle


           4.2.2.7   CountyCode
           VFP View name: COUNTIES

             #   Name                       VFPNum   VFPName        Type        Size   Nulls?
             1   Code                         1      CODE           Character      3      No
             2   CountyName                   3      NAME           Character     20      No
             3   AltSortOrder                 2      INDX_CODE      Character      3     Yes


           4.2.2.8    CriminalOffenseCode
           VFP View name: CRIMCODE




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             #    Name                      VFPNum   VFPName      Type         Size   Nulls?
              1   CriminalOffenseCode         1      CODE         Character       8      No
              2   CriminalOffenseName         2      DESC         Character      40      No
              3   OffenseType                 3      OFFNS_TYPE   Character       1      No
              4   IsDateRequired              4      DATE_REQ     Y/N             1      No


           4.2.2.9   EEOJobCode
           VFP View name: EEOCODES

             #    Name                      VFPNum   VFPName      Type         Size   Nulls?
              1   Code                        1      CODE         Character       2      No
              2   Description                 2      DESC         Character      30      No
              2   AltSortOrder                                    Character       2     Yes


           4.2.2.10 EndorsementCode
           VFP View name: ENDRSMNT

             #    Name                      VFPNum   VFPName         Type      Size   Nulls?
              1   EndorsementCode             1      CODE          Character      4      No
              2   EndorsementName             2      DESC          Character     30      No
              3   ShortName                   3      ABBRV_DESC    Character     12      No
                                              4      CERT01        Character      3      No
                                              5      CERT02        Character      3      No
                                              6      CERT03        Character      3      No
                                              7      CERT04        Character      3      No
                                              8      CERT05        Character      3      No
                                              9      CERT06        Character      3      No
                                              10     CERT07        Character      3      No
                                              11     CERT08        Character      3      No
                                              12     CERT09        Character      3      No
                                              13     CERT10        Character      3      No
                                              14     CERT11        Character      3      No
                                              15     CERT12        Character      3      No
                                              16     CERT13        Character      3      No
                                              17     CERT14        Character      3      No
                                              18     CERT15        Character      3      No
              4   IsPTEEndorsement            19     VOCED_ENDR         Y/N       1      No


           4.2.2.11 EndorementAssignmentXRef
           VFP View name: ENDASSN

             #    Name                      VFPNum   VFPName      Type         Size   Nulls?
             1    EndorsementCode             1      END_CODE     Character       4      No
             2    AssignmentCode              2      CERT_CODE    Character       5      No




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           4.2.2.12 EndorementCertificateXRef
           VFP View name: ENDCERT

             #    Name                       VFPNum   VFPName         Type         Size   Nulls?
             1    EndorsementCode               1     END_CODE        Character       4      No
             2    CertificateCode               2     ASSN_CODE       Character       3      No


           4.2.2.13 ExtraPayCertifiedReasonCode
           VFP View name: EXTRAPAY

             #    Name                       VFPNum   VFPName         Type         Size   Nulls?
             1    ExtraPayCode                  1     CODE            Character       1      No
             2    ExtraPayReason                2     DESC            Character      25      No
             3    IsInFundingFormula            3     FUND_FORM       Y/N             1      No


           4.2.2.14 FederalFundingCategory
           VFP View name: FEDFUNDS

             #    Name                       VFPNum   VFPName         Type         Size   Nulls?
             1    FederalFundsProgramCode       1     CODE            Character       2      No
             2    FederalFundsProgramName       2     DESC            Character      30      No


           4.2.2.15 Gender
           VFP View name: GENDER

             #    Name                       VFPNum   VFPName         Type         Size   Nulls?
              1   GenderCode                    1     CODE            Character       1      No
              2   Gender                        2     DESC            Character       6      No


           4.2.2.16 DegreeEarnedCode
           VFP View name: HIDEGREE

             #    Name                       VFPNum   VFPName            Type      Size   Nulls?
              1   DegreeCode                    1     CODE             Character      2      No
              2   DegreeName                    2     DESC             Character     35      No
              3   IsEducDetailRequired          3     REQ_DETAIL            Y/N       1      No
              4   DegreeReportingGroupCode                             Character      1      No
                                                4     MIN_CRED         Character      2      No
                                                      (Legacy fixed
                                                      ‗01‘)
                                                5     GRP_NONE              Y/N       1      No
                                                6     GRP_ASSOC             Y/N       1      No
                                                7     GRP_BA_BS             Y/N       1      No
                                                8     GRP_MA_MS             Y/N       1      No
                                                9     GRP_6YR               Y/N       1      No
                                                10    GRP_DOC               Y/N       1      No
                                                11    GRP_OTHER             Y/N       1      No




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           4.2.2.17 DegreeReportingGroupCode
           VFP View name: <none>

             #   Name                         VFPNum   VFPName     Type        Size   Nulls?
             1   DegreeReportingGroupcode                          Character      1      No
             2   DegreeReportingGroupName                          Character     15      No
             3   AltSortOrder                                      Character      2     Yes


           4.2.2.18 Institutions of Higher Education
           VFP View name: INSTITUT

             #   Name                         VFPNum   VFPName     Type        Size   Nulls?
             1   InstitutionCode                  1    CODE        Character      3      No
             2   InstitutionName                  2    DESC        Character     35


           4.2.2.19 OrganizationType
           VFP View name: <none>

             #   Name                         VFPNum   VFPName     Type        Size   Nulls?
             1   OrganizationType Code                             Character      2      No
             2   OrganizationTypeName                              Character     30      No


           4.2.2.20 Qualified Override Reasons
           VFP View name: QUALRSN

             #   Name                         VFPNum   VFPName     Type        Size   Nulls?
             1   OverrideReasonCode               1    CODE        Character      1      No
             2   OverrideReasonDescription        2    DESC        Character     40      No
             3   IsDistrictAvailable              3    DIST_CODE   Y/N            1      No
             4   IsFedHQTValid                    4    HQT_QUAL    Y/N            1      No
             5   IsPermanentFedHQT                5    HQT_STAT    Y/N            1     Yes
             6   IsStateHQTValid                  6    STATE_HQT   Y/N            1      No


           4.2.2.21 RaceEthnicityTabulationCode
           VFP View name: ETHNICITY

             #   Name                         VFPNum   VFPName     Type        Size   Nulls?
             1   RaceEthnicTabulationCode         1    CODE        Character      1      No
             2   RaceEthnicGroup                  2    DESC        Character     20      No
             3   NCESNumber                       3    NCES_NBR    Character      2      No


           4.2.2.22 StatesCode
           VFP View name: STATES

             #   Name                         VFPNum   VFPName     Type        Size   Nulls?
             1   StatePostalCode                  1    CODE        Character      2      No
             2   StateName                        2    DESC        Character     20      No




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           4.2.2.23 SubjectMatterCode
           VFP View name: SUBJMATR

             #   Name                             VFPNum      VFPName           Type           Size    Nulls?
             1   SubjectMatterCode                    1       CODE              Character          2      No
             2   SubjectMatterName                    2       DESC              Character         25      No


           4.2.2.24 TerminationReasonCode
           VFP View name: TERMCODE

             #   Name                             VFPNum      VFPName           Type           Size    Nulls?
             1   TerminationReasonCode                1       CODE              Character          2      No
             2   TerminationReasonName                2       DESC              Character         60      No


5   Reports
           The common parameter driven reports are listed below. The current user should be able to
           select a report from a menu of reports to which they have be authorized. They should have a
           screen requesting any parameters required for the selected report with pick lists to simplify
           the parameter selection process as appropriate. All reports should be generated to the
           screen initially. Once displayed, the user can select to print the report, export the report as a
           PDF, or export the report to Excel or text.

    5.1 Operational Reports
           5.1.1.1   Outstanding Credentials
           This should select and print credentials for either a specific SSN/Staff ID or for staff that have
           been flagged to have credentials printed on the personnel data entry screens.

           5.1.1.2   Daily Cash Report
           This reports fees received through the Check List, criminal History checks, and fees allocated
           during LiveScan updates for a specified date range. Any of those categories can be
           optionally included or excluded. Report can be sorted by the User that entered the fee
           information. Report should be paginated on each date included in the report.

           5.1.1.3   Credentials Printed Report
           Report of the number of credentials issued/printed during the specified date range. Grouping
           options include daily, weekly, monthly, or annual subtotals.

           5.1.1.4   Outstanding Check Lists Report
           This report includes all application packets that began processing within the specified date
           range. Optionally, the report can summarize the number of applications that have completed
           or not completed the various steps in the application process. The report can be filtered on
           certificate applications or those that are only seeking a background check.

           5.1.1.5   Check List Application in Hold Status
           Report of applications that have a hold in place prior to a specified date. The report should
           optionally be filtered on those that have a criminal history hold, or a non criminal history hold.




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           5.1.1.6   Pro/Tech Certification Audit Report
           This is a report of Professional/Technical personnel that have submitted an application to
           certification and are awaiting PTE review within a specified date range. Parameters include
           application type (Initial, Reinstated, All), school year for which employment is being checked,
           and the date range to be reported. Report should include counts of applications submitted,
           applications reviewed, applications approved, and applications denied. Records can be
           group by school and/or district. The report can be summary counts only or include a listing of
           the individuals being reported.

           5.1.1.7   Expired Certificates Report
           This reports certificates that will expire within the specified date range. Other parameters
           include whether to include all certificates or only active certificates, the certificate types to
           include or exclude, and whether the staff list should be sorted by name, SSN or Staff ID. The
           report should include enough information that when exported to excel, mailing labels can be
           generated.

           5.1.1.8   Initial Certification Report-Title II
           This report the number of initial Certificates that issued within the specified date range. This
           included those that were initially certified in Idaho. This may include those new to teaching in
           Idaho and those the transferred into the state with a credential from another state – the report
           can be grouped by these categories (and by state for the transferees).

           5.1.1.9   Title II Statistics Report
           This report aligns with the federal Title II report the state needs to complete and submit to
           USED. This reports several categories of teaching subject area (e.g. Arts, English, Math, etc)
           with counts of elementary and secondary teachers in that area. The report includes the
           number of teachers on waivers (016 – Provisional certificates) are reported by subject area.

           5.1.1.10 NBPTS Payment History List Report
           This reports the NBPTS payment history for those employees that have received payment.
           Information reported includes the Employee Name, SSN, Staff ID, District, year of Payment,
           and the date Finance was notified. Parameters include which district(s) to include in the
           report and whether the records should be grouped by district.

   5.2 Credential Reports
           5.2.1.1   State Assignment Status Report
           A report showing a staff members, their assignments, a Yes - No - Pending - N/A Certification
           status, and a Yes - No - Pending - N/A Status for HQT. The report should show assignment
           descriptions not just assignment codes. The report can be run for selected districts. The
           assignments can be grouped by school. The report can be filtered on any combination of the
           two status flags.

           5.2.1.2   Potential Mis-assignment Report
           This is a report of assignments that have ―Pending‖ and/or ―No‖ as the certification status (Is
           State Qualified). The report is grouped by staff member and shows their current certificates
           and endorsements. The report can optionally be grouped by district/school. The report can
           be filtered on subject area and/or selected assignments.




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           5.2.1.3   Potential HQT Issue Report
           This is a report of assignments that have ―Pending‖ and/or ―No‖ as the HQT status (Is Federal
           Highly Qualified). The report is grouped by staff member and shows their current HQT status
           (Praxis results, degrees, HOUSSE status). The report can optionally be grouped by
           district/school. The report can be filtered on subject area and/or selected assignments.

           5.2.1.4   Special Endorsements Report
           This is a report of staff that hold one of a specified set of endorsements or certificates.
           Parameters include for a particular school district and/or school year which can be either filter
           or grouping conditions.

           5.2.1.5   Certificate/Employment History Report
           This is a report of staff employed during specified school year (expresses as a range) holding
           specified certificates and/or endorsements. The report can be grouped and or filtered by
           school district, certificate type, or endorsement.

           5.2.1.6   Subject Matter Statistics by Certificate Report
           This is a report of the number of teachers by subject area by certificate type. The report can
           be filtered and/or grouped by certificate type, subject area, district or school, and active
           employees or all persons holding the specified certificate and endorsed in the subject.

           5.2.1.7   Certified/Active Teachers Statistical Report
           This is a report of the number of certified teachers by selected school year. The report can
           be filtered or grouped by certificate type or school district. The report can be a summary
           report with only counts or it can include a listing of the staff that make up the counts.

           5.2.1.8   Federal HQT by HOUSSE/Other Report
           This is a report of personnel that have been identified as having federal HQT status via a
           qualified override reason for a subject matter associated with a teaching assignment. The
           report can be grouped or filtered by district, school, subject area, or override reason type.

   5.3 State Reports
           5.3.1.1   First Year Teachers Report
           This is a report of teachers who were employed for the specified school year and for whom
           the prior teaching experience (in state or out of state) were specified as zero (0). The report
           can be filtered or grouped by school district, subject matter, certificate type, or preparation
           program.

           5.3.1.2   Teacher Retention Report
           This is a report of staff stability – what percent of the current teacher were also in the same
           school or district last year, year before, or some arbitrary point in the past. Report can be by
           specific assignment or just employed in any capacity. The report can be filtered or grouped
           by school, district, subject, high level function (teacher, administrator, instructional support,
           etc.), specific assignments, specific endorsements, or certificate types (e.g. occupational
           specialists).

           5.3.1.3   ICLC Statistics-Detail/Summary Report
           This is a report of staff and their status against the Idaho Computer Literacy Competency
           (ICLC) requirement. It can be a simple count of staff or a detailed report by the specific



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           component of the ICLC requirements. The report can be grouped or filtered by school
           district, or on the passed/not passed status.

    5.4 Criminal History Reports
           5.4.1.1   District Criminal History Report
           This is a report of Criminal history information that is viewed by school district staff. The
           information includes the person‘s name, certification and substitute status, the status of their
           criminal history check (in progress, forwarded, pending review, or cleared).

           5.4.1.2   SDE Criminal History Status Report
           This is a report of Criminal history information that is viewed by SDE staff. The information
           includes the person‘s name, certification and substitute status, the status of their criminal
           history check (in progress, forwarded, pending review, or cleared) for BCI and FBI, the file
           number, the district in which they have been approved, and any returned reasons. The
           reported can be grouped or filtered by school district, certified/non certified,
           substitutes/regular staff, background check status.

           5.4.1.3   Criminal History Statistics Report
           A general statistical summary report on background history results. The report can be filtered
           or grouped on certified/noncertified, felony/misdemeanor/no hit, class of felony/misdemeanor,
           offense category, race or gender of the personnel.

           5.4.1.4   Three Year Teacher Criminal History Status Report
           This reports the most current criminal history info for 3 year substitute teachers including the
           person‘s name, SSN, staff ID, certification status, open and expiration dates, BCI or FBI
           status, file # and any application return reasons.

           5.4.1.5   Rejected Reason Code Summary/Detail Report
           This is a report of information on background checks that have been rejected within a
           specified date range. It can be grouped or filtered by reason for the rejection. Summary
           information includes counts by gender within three age groups.

    5.5 Revoked Certificates
           5.5.1.1   Report Possible Revoked Personnel
           This report lists existing personnel that may have a revoked certificate. Each personnel
           record is checked by SSN first against the federal list of revoked certificates, If no match is
           found, the last name, first initial, and birth date are then compared. The report includes all
           possible matches.

6   Common Functionality

    6.1 Access via SDE portal
           Portals provide an extensive environment for managing user specific access to structured
           and unstructured content of all types such as multi-media files, text documents, web pages,
           spreadsheets, presentations, calendar events, e-mail, wikis, threaded discussions, and
           custom applications. The portal is the single landing point for state and local education
           agency users, e.g. administrators, teachers, parents, and students.




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           The portal is an integrated suite of server capabilities that can help improve SEA and LEA
           effectiveness by providing comprehensive content management and enterprise search,
           sharing business processes and data analytics, and facilitating information-sharing across
           organizational boundaries for better decision making.

    6.2 Authentication
           Authentication is the process of validating a user‘s identity. This is a fundamental aspect of
           system security. It confirms the identity of any user trying to log on to any portal‘s asset
           (application or service, or file system resource) by providing a single sign-on environment.
           Application should be built on the Windows Server security model; in particular, they should
           leverage the Security Services components which are integrated with Active Directory.
           Windows Server provides support for the following protocols:
                   Kerberos V5 authentication
                   X.509 v3/Smartcard
                   Secure Sockets Layer/Transport Layer Security (SSL/TLS) authentication
                   NTLM authentication
                   Digest authentication
                   .NET Passport authentication

    6.3 Authorization
           Authorization is the process of determining whether a digital identity is allowed to perform a
           requested action. Authorization occurs after authentication and uses attributes, or
           entitlements, associated with the digital identity to determine what resources the digital
           identity can access.
           The SDE architecture recommends a role-based access control (RBAC) model to grant
           permissions to applications and other managed resources. Access is granted according to
           the user‘s role, e.g. a principal, a teacher, guidance counselor, parent, etc. The SDE
           Architecture recommends extending Active Directory policies or roles to manage permissions
           and assignments.
           A school district creates a role called Special Education Data Manager and attaches
           permissions appropriate for that role. When a resource teacher is assigned to a school, he is
           assigned the access rights associated with that role and instantly has all required
           permissions for that position. Should that individual leave the position, he is removed from the
           Special Education Data Manager role and no longer has the access rights associated with
           the role.

    6.4 Organizational Directory Information
           There should be a single common authoritative source for information on schools, districts,
           and other entities in the state. The basic contact information for these (phone, address,
           email, web address, etc.) should be delegated to staff at the organization to maintain.
           Appropriate flags should be maintained about the organizations so the all SDE applications
           can rely on this list. That is, each application has a way of filter the list to identify their
           organizational population.
           All users should be associated with a default organization from this list.

7   The Technology Used




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    7.1 What technology requirements are there for this system?
           The teacher Certification system is to be a browser based application built using Microsoft
           .NET tools. The operational data store should be SQL Server 2008.
           SDE will be selecting the technology for the longitudinal data soon.

    7.2 To what systems will this system interface, with what requirements?
           The Teacher Certification system will need to interface with:
                  Paperclip: this is a document imaging system. A hot key should be provided to
                   switch to this system from within the application. Paperclip should receive the current
                   staff id as a parameter in the switch. Only staff within the SDE network will need this
                   access
                  October Staff Data Collection: The staff data collection system will need to connect
                   with the teacher certification system for purposes of verifying the qualifications of staff
                   being reported as working in the state
                  School Funding Finance System: Information on NBPTS National Certificate
                   recipients and other staff data is needed for the school funding formula
                  Professional/Technical Education Division: the PTE Division will need access for
                   reviewing Occupational Specialist applications and reporting on teachers of PTE
                   courses.

8   Other Requirements

    8.1 Performance
           The system screens should be responsive locating and display individual screens within a
           few seconds.
           All reports should be generated and begin display in a minute or less. District or other
           outsider users may have slower response if due to network bandwidth.
           The operational system should expect at most a couple of dozen simultaneous users.
           Most reports should execute against the longitudinal data store unless they are edit, status or
           audit reports against the operational data.

    8.2 Operations, Security, Documentation
           The system must ensure that only authorized users have access to the various screens and
           reports. Appropriate variety of roles should be available for the different user types. A user
           may be assigned multiple roles.
           The system must be sufficiently documented so that it can be extended or modified as future
           changes in laws, regulations or practices dictate. Documentation includes the data model as
           well as program function design and operation.

    8.3 Maintenance and portability
           The system should be built with future change maintenance in mind. System function should
           be modular. The application should be designed with sufficient encapsulation and isolation
           so that individual components can be updated with minimal impact on other system functions.
           The application should allow for changes in the data base, web server, and other
           infrastructure to the maximum degree possible.




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9   Human backup, Legal, Political, Organizational Issues
           The system developer should document and describe:
                  The human backup procedures in the event of a system failure
                  The training requirements and plan
                  Any assumptions or dependencies there are on the human environment




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