GEORGIA DEPARTMENT OF EDUCATION (GDOE) Administrative Technology Division. FY 2017 CPI Data Collection Data File Layout

Transcription

1 GEORGIA DEPARTMENT OF EDUCATION (GDOE) Admiistrative Techology Divisio FY 2017 CPI Data Collectio Data File Layout

2 Documet Revisio Updates DATA ELEMENTS AFFECTED COMMENTS REVISION DATE 07/29/2016 N/A Aual Updates 07/29/2016 EMPLOYEE CODE Replaced ame for employee idetifier to EMPLOYEE CODE. 07/29/2016 EMPLOYEE CODE Chaged descriptio for employee idetifier to employee s assiged umber. 08/03/2016 ASSIGNMENT FUND CODE Add edit E6990 classified persoel must report a SECONDARY FUND CODE 08/03/2016 EMPLOYEE CODE Chage warig W805 to Error E /06/2016 ASSIGNMENT CERTIFICATE TYPE Added Certificate Types WL, DL, NL, SRL WITH 772 WL, DL, NL, SRL WITH 773 AND DL, SRL WITH /11/2016 JOB CODE Modificatio of edit E /29/2016 ASSIGNMENT FUND CODE Modified laguage of edit regardig leadership Field Codes. 09/09/2016 ASSIGNMENT SUBJECT MATTER CODE Removed E1010 ad E /26/2016 Page 2 of 29

3 CPI DATA COLLECTION DATA FILE LAYOUT AND EDITS Persoel Demographic Iformatio - A Record This record cotais basic demographic iformatio regardig employees icludig ame, date of birth, ethicity, ad geder. Edits highlighted i yellow are ew for CPI This record is reported i every CPI cycle. Persoel Demographic Iformatio A Record Elemet Record Positio Descriptio FISCAL YEAR A Curret fiscal year N 4 Certified,, REPORT PERIOD SYSTEM CODE EMPLOYEE CODE SOCIAL SECURITY NUMBER A01 5 Idetifies the CPI reportig period. A 1 Certified,, A School System code. A 3 Certified,, A Employee s Assiged Number A 9 Certified,, E010 - FISCAL YEAR must be all four digits of the curret valid fiscal year - e.g. fiscal year from July 1, 2016 to Jue 30, 2017 = "2017". E020 - REPORT PERIOD must be the curret valid CPI period: "1" = October "2" = March "3" = July E040 - SYSTEM CODE must be a active school system code i the Facilities Database. E064 - EMPLOYEE CODE SOCIAL SECURITY NUMBER must be employee's 9-digit Social security Number, right justified with expressed leadig zeros. E805 -EMPLOYEE CODE SOCIAL SECURITY NUMBER must be uique for every RECORD TYPE = "A01" i file for oe SYSTEM. E All persoel reported as active i CPI must be reported as either active or termiated i CPI E8050- EMPLOYEE CODE SOCIAL SECURITY NUMBER must be uique for every RECORD TYPE = "A01" i etire STATE where TERMINATION CODE = 09/26/2016 Page 3 of 29

4 Elemet Record Positio Descriptio Persoel Demographic Iformatio A Record zeros. (Previously W805.) W805 EMPLOYEE CODE SOCIAL SECURITY NUMBER must be uique for every RECORD TYPE = "A01" i etire STATE where TERMINATION CODE = zeros. E292 - All race idicators for employee caot equal N. RECORD TYPE A Idetifies part of the record layout. A 3 Certified, E802 - RECORD TYPE must = "A01". E803 - Every active employee where TERMINATION CODE = zero or blak must have RECORD TYPE = "C01". E Every employee with a RECORD TYPE = B01 must have a record with RECORD TYPE = A01 E Every employee with a RECORD TYPE = C01 must have a record with RECORD TYPE = A01 E Every employee with a RECORD TYPE = A01 must have a record with RECORD TYPE = B01. GENDER A01 21 Idicates employee's geder. A 1 Certified, FILLER A01 22 (formerly RACE/ ETHNICITY) See ew data elemets at ed of record. A 1 Certified, E200 - GENDER must be oe of the followig valid values: "F" = Female "M" = Male No Edits FILLER A (formerly FULL NAME) See ew data elemets at ed of record. A 30 Certified, No Edits 09/26/2016 Page 4 of 29

5 Elemet Record Positio Descriptio Persoel Demographic Iformatio A Record BIRTH DATE A Employee's date of birth. D 8 Certified, E541 - DATE OF BIRTH must be i format yyyymmdd; must ot be blak. E542 - DATE OF BIRTH must ot be i curret caledar year. E540 - DATE OF BIRTH must reflect age from 15 to 90 years old, based o September 1 of curret fiscal year. FILLER A formally Employee Number ad Persoel ID Number EMPLOYEE TYPE A The employmet category the employee falls ito based o the prescribed codes. A 18 No Edits A 1 Certified, E EMPLOYEE TYPE must be oe of the followig valid values: P = 3rd-Party Cotract L Log-Term Substitute B = SB 327 Retiree Blak/ull = regular employee. For RTC, see CPI RTC Guidelie documet E No C layout records reported for third-party employee (EMPLOYEE TYPE = P ) W Log-term substitute EMPLOYEE TYPE = L ) reported with B ad/or C records, which were igored at upload. Oly A-record layout data is loaded for this EMPLOYEE TYPE. W Third-party cotract employee (EMPLOYEE TYPE = P ) reported with B-layout record(s), which were igored at upload. Oly A-record ad C-record data are loaded for this EMPLOYEE TYPE. Cycle 3 Oly E CPI Cycle 3/Leave: Ivalid EMPLOYEE TYPE for regular employee. Log-term subs ad third-party cotracts should ot be reported this cycle. 09/26/2016 Page 5 of 29

6 Elemet Record Positio Descriptio Persoel Demographic Iformatio A Record Valid Codes for Cycle 3: B = SB 327 Retiree Blak/ull = regular employee. ETHNIC HISPANIC A Hispaic or Latio Not part of race idicators. Idetifies Hispaic ethicity. For defiitio, refer to the Data Glossary. RACE INDIAN A America Idia or Alaska Native Oe of the five race idicators that ca be set to yes or o for a studet. More tha oe ca apply. For defiitios, refer to the Data Glossary. RACE ASIAN A Asia Oe of the five race idicators that ca be set to yes or o for a studet. More tha oe ca apply. For defiitios, refer to the Data Glossary. RACE BLACK A Black or Africa America Oe of the five race idicators that ca be set to yes or o for a studet. More tha oe ca apply. For defiitios, refer to the Data Glossary. RACE PACIFIC A Native Hawaiia or Other Pacific Islader Oe of the five race idicators that ca be set to yes or o for a studet. More tha oe ca apply. For defiitios, refer to the Data Glossary. RACE WHITE A White Oe of the five race idicators that ca be set to yes or o for a studet. More tha oe ca apply. For defiitios, refer to the Data Glossary. A 1 Certified, A 1 Certified, A 1 Certified, A 1 Certified, A 1 Certified, A 1 Certified, E647 - For active employee with EMPLOYEE TYPE = blak or B, the ANNUAL CONTRACT SALARY for CLASSIFIED ad CERTIFIED caot both be zero. E284 H= Hispaic N= Not Hispaic ETHNIC HISPANIC must be H or N E285 I= America Idia or Alaska Native N= Not This race RACE INDIAN must be I or N E286 S= Asia N= Not This race RACE ASIAN must be S or N E287 B= Black or Africa America N= Not This race RACE BLACK must be B or N E288 P= Native Hawaiia or Other Pacific Islader N= Not This race RACE PACIFIC must be P or N E289 W= White N= Not This race RACE WHITE must be W or N 09/26/2016 Page 6 of 29

7 Elemet Record Positio Descriptio Persoel Demographic Iformatio A Record LAST NAME A The employee s last ame. A 30 Certified, FIRST NAME A The employee s first ame. A 30 Certified, MID INITIAL A The employee s middle iitial. A 1 Certified, FILLER A A 4 Certified, E LAST NAME ad/or FIRST NAME caot be ull. E LAST NAME must be at least two characters E LAST NAME ad/or FIRST NAME caot be ull. W FIRST NAME must be at least two characters. E MIDDLE INITIAL must be either alpha characters (A-Z) or blak. NO EDITS 09/26/2016 Page 7 of 29

8 Persoel Demographic Iformatio - B Record This record cotais further demographic iformatio regardig cotract days, salary, years of experiece, ad certificate level for classified employees. B Records are submitted to DOE for CPI Reportig Periods 1 ad 2. Edits highlighted i yellow are ew for CPI Persoel Demographic Iformatio - B Record Elemet Record Positio Descriptio FISCAL YEAR B Curret fiscal year N 4 Certified, E010 - FISCAL YEAR must be all four digits of the curret valid fiscal year - e.g. fiscal year from July 1, 2016 to Jue 30, 2017 = "2017" REPORT PERIOD B01 5 Idetifies the CPI reportig period. A 1 Certified, E020 - REPORT PERIOD must be the curret valid CPI period: "1" = October "2" = March SYSTEM CODE B School System code. A 3 Certified, E040 - SYSTEM CODE must be a active school system code i the Facilities Database. EMPLOYEE CODE SOCIAL SECURITY NUMBER B Employee s Assiged Number A 9 Certified, E064 - EMPLOYEE CODE SOCIAL SECURITY NUMBER must be employee's 9-digit Social security Number, right justified with expressed leadig zeros. E805 EMPLOYEE CODE SOCIAL SECURITY NUMBER must be uique for every RECORD TYPE = "B01" i file for oe SYSTEM. RECORD TYPE B Idetifies part of the record layout. A 3 Certified, E802 - RECORD TYPE must = "B01". CERTIFIED EMPLOYMEN B Idicates full time, part time, or overtime status. N 4 Certified E622 - CERTIFIED EMPLOYMENT BASIS must be formatted as., but trasmitted as (Employmet 09/26/2016 Page 8 of 29

9 Persoel Demographic Iformatio - B Record Elemet Record Positio Descriptio T BASIS Basis of should be trasmitted as 1000). E623 - CERTIFIED EMPLOYMENT BASIS + CLASS- IFIED EMPLOYMENT BASIS must be greater tha zero ad less tha or equal to "2.000". E624 - If CERTIFIED EMPLOYMENT BASIS is greater tha zero, there must be at least oe ASSIGNMENT TYPE CODE = "C". E CERTIFIED EMPLOYMENT BASIS for certified employee caot be zero or ull. W631 - Employee with CERTIFIED EMPLOYEE BASIS > 1, whe prorated for CERTIFIED EMPLOYMENT BASIS of 1, ANNUAL CERTIFIED SALARY is < state miimum. CLASSIFIED EMPLOYMEN T BASIS B Idicates full time, part time, or overtime status. N 4 E626 - CLASSIFIED EMPLOYMENT BASIS must be formatted as., but trasmitted as (Employmet Basis of should be trasmitted as 1000). E625 - If CLASSIFIED EMPLOYMENT BASIS is greater tha zero, there must be at least oe ASSIGNMENT TYPE CODE = "N". E623 - CERTIFIED EMPLOYMENT BASIS + CLASS- IFIED EMPLOYMENT BASIS must be greater tha zero ad less tha or equal to "2.000". E CLASSIFIED EMPLOYMENT BASIS for classified employee caot be zero or ull. PAYROLL YEARS OF EXPER-IENCE FOR B Number of payroll years of experiece approved by local superitedet. N 2 Certified E630 - If PAYROLL YEARS OF EXPERIENCE FOR CERTIFIED EMPLOYEE is greater tha zero, the at least oe ASSIGNMENT TYPE = "C" must exist. 09/26/2016 Page 9 of 29

10 Elemet Record Positio CERTIFIED EMPLOYEE Descriptio Persoel Demographic Iformatio - B Record E631 - If ASSIGNMENT TYPE = "N" oly, the PAYROLL YEARS OF EXPERIENCE FOR CERTIFIED EMPLOYEE must = zero or blak. E632 - PAYROLL YEARS OF EXPERIENCE FOR CERTIFIED EMPLOYEE must have leadig zeros if less tha "10". E633 - PAYROLL YEARS OF EXPERIENCE FOR CERTIFIED EMPLOYEE must correspod to STATE PAY STEP i the same way that "Years of Creditable Experiece" correspods to "State Salary Step" o the Departmet of Educatio Georgia Aual Salary Schedule. W633 - PAYROLL YEARS OF EXPERIENCE FOR CERTIFIED EMPLOYEE must be greater tha "2" if at least oe ASSIGNMENT JOB CODE = 400, 401, 402, 440, 441, 600, 604, 610, 615, 620, 621, 625, 640, 670, 671, 672. W634 - PAYROLL YEARS OF EXPERIENCE FOR CERTIFIED EMPLOYEE must be less tha or equal to 40. E652 - PAYROLL YEARS OF EXPERIENCE FOR CERTIFIED EMPLOYEE is less tha years reported i the previous cycle. CYCLE 1 => CYCLE 2 => W629 - PAYROLL YEARS OF EXPERIENCE FOR CERTIFIED EMPLOYEE for CPI compared to PAYROLL YEARS OF EXPERIENCE FOR CERTIFIED EMPLOYEE for CPI must be a differece of positive 1. W630 - PAYROLL YEARS OF EXPERIENCE FOR CERTIFIED EMPLOYEE for CPI compared to 09/26/2016 Page 10 of 29

11 Elemet Record Positio Descriptio Persoel Demographic Iformatio - B Record PAYROLL YEARS OF EXPERIENCE FOR CERTIFIED EMPLOYEE for CPI must be equal. CERTIFICATE LEVEL B01 31 Curret valid certificate level. A 1 Certified E640 - CERTIFICATE LEVEL is missig or ot valid: CERTIFICATE LEVEL must exist if at least oe ASSIGNMENT TYPE = "C" Ad CERTIFICATE LEVEL must be oe of the followig valid values: "1" Vocatioal "5" Masters "2" Vocatioal "6" Educatio Specialist "4" Bachelor "7" Doctorate E641 - CERTIFICATE LEVEL must be the same as Certificate Level i PSC Database. E642 - If CERTIFICATE LEVEL exists, there must be at least oe ASSIGNMENT TYPE = "C". STATE PAY STEP B Employee's pay step level that correspods to that o the Departmet of Educatio Georgia Aual Salary Schedule. A 2 Certified E643 - STATE PAY STEP must be oe of the followig values whe ASSIGNMENT CODE TYPE = 'C': "E" "5" "L2" "1" "6" "L3" "2" "7" "L4" "3" "L1" "L5" "4" "L6" Filler B01 34 Filler A 1 N/A No Edits Formerly: Natioal Board for Professioal Teachig Stadards certificatio. (NBPTS) ANNUAL CONTRACT SALARY FOR CERTIFIED EMPLOYEE B Aualized Aual Cotract Salary Amout icludig all Supplemets N 9 Certified FY2011/2017: Due to budget cuts, the Miimum Salary edits W403 - ANNUAL CONTRACT SALARY FOR CERTIFIED EMPLOYEE divided by EMPLOYMENT BASIS must be equal to or greater tha State Miimum Salary for the employee's CERTIFICATE LEVEL ad STATE PAY STEP, except where ASSIGNMENT JOB CODE = 80, 115, 155, 157, 403, 413, 415, , , 426, 427, , 439, 442, 445, 447, 455, 460, 465, 466, 470, 471, 473, 480, , or 495 or where 09/26/2016 Page 11 of 29

12 Elemet Record Positio Descriptio Persoel Demographic Iformatio - B Record have bee chaged to warigs, ad will referece a exceptio report of salaries ot meetig the ormal miimum requiremets i the State Salary Schedule. CERTIFICATE LEVEL = '2' ad ASSIGNMENT CERTIFICATE TYPE = 'BT'. W404 - Full Time Equivalet Salary, (ANNUAL CONTRACT SALARY FOR CERTIFIED EMPLOYEE + TOTAL ANNUAL SALARY FOR CLASSIFIED EMPLOYEE) / (CERTIFIED EMPLOYMENT BASIS + (CLASSIFIED EMPLOYMENT BASIS) must be equal to or greater tha State Miimum Salary for the employee's CERTIFICATE LEVEL ad STATE PAY STEP except where ASSIGNMENT JOB CODE = 80, 115, 154, 155, 157, 403, 413, 415, , , 426, 427, , 439, 442, 445, 447, 455, 460, 461, 465, 466, 470, 471, 473, 480, , or or where CERTIFICATE LEVEL = '2' ad ASSIGNMENT CERTIFICATE TYPE = 'BT'. E656 - Full Time Equivalet Salary must be less tha $300, E657 - ANNUAL CONTRACT SALARY FOR CERTIFIED EMPLOYEE must have at least oe ASSIGNMENT TYPE = "C". W646 - Full Time Equivalet Salary for certified employee must be less tha $100, TOTAL ANNUAL SALARY FOR CLASSIFIED EMPLOYEE B Aualized total aual salary. N 9 09/26/2016 Page 12 of 29 W For Years of Experiece, Certificate Level ad Professioal/Provisioal status, the Full Time Equivalet Salary, based o the reported Cotract Salary ad Employmet Basis, exceeds the State Salary Schedule's miimum salary by $20,000 or more. Please check salary accuracy. E TOTAL ANNUAL SALARY FOR CLASSIFIED EMPLOYEE must be greater tha zero if CLASSIFIED EMPLOYMENT BASIS is greater tha zero.

13 Elemet Record Positio Descriptio Persoel Demographic Iformatio - B Record E648 - Must have at least oe ASSIGNMENT TYPE = "N" ad CLASSIFIED EMPLOYMENT BASIS must be greater tha zero. E658 - Employee reported with a classified salary, TOTAL ANNUAL SALARY FOR CLASSIFIED EMPLOYEE, but all C-record assigmets are reported as certified (ASSIGNMENT TYPE CODE = C ). E TOTAL ANNUAL SALARY FOR CLASSIFIED EMPLOYEE divided by CLASSIFIED EMPLOYMENT BASIS exceeds the reasoable maximum of $200, CONTRACT DAYS FOR CERTIFIED EMPLOYEE B Total umber of days employee has cotracted to work. N 3 Certified E660 - CONTRACT DAYS FOR CERTIFIED EMPLOYEES must be greater tha zero ad less tha or equal to 260. E661 - If CONTRACT DAYS FOR CERTIFIED EMPLOYEES exists, there must be at least oe ASSIGNMENT TYPE = "C". ANNUAL WORK DAYS FOR CLASSIFIED EMPLOYEE B The total umber of days that a classified employee was employed to work. N 3 E663 - If ANNUAL WORK DAYS FOR CLASSIFIED PERSONNEL exists, there must be at least oe ASSIGNMENT TYPE = "N". W692 - ANNUAL WORK DAYS FOR CLASSIFIED PERSONNEL must be greater tha zero ad less tha 262 TERMINATIO N CODE B01 59 Idicates reaso for termiatio of employmet. A 1 Certified/ E670 - TERMINATION CODE must be oe of the followig valid values: "1" = Retiremet "2" = Death "3" = Family "4" = Advaced Study "5" = Noreewal of Cotract 09/26/2016 Page 13 of 29

14 Elemet Record Positio Descriptio Persoel Demographic Iformatio - B Record "6" = Acceptace of Positio i other Georgia School System "7" = Reductio i Force "8" = Failure to Meet Certificatio Requiremets "9" = Resigatio "0" = employees oly. E671 - If TERMINATION CODE is valid for termiatio, the there must be a TERMINATION DATE. E672 - TERMINATION CODE was reported for employee with active assigmet. If employee should be reported as termiated, remove ASSIGNMENTS; if active, remove TERMINATION CODE. E629 - If TERMINATION CODE is valid for termiatio, ad a TERMINATION DATE exists, all other o-key data elemets should be blak/ull. 09/26/2016 Page 14 of 29

15 Elemet Record Positio TERMINATIO N DATE Descriptio B Date of termiatio of employmet Persoel Demographic Iformatio - B Record D 8 Certified E673 - TERMINATION DATE must be i format yyyymmdd. E674 - TERMINATION DATE must be withi the specified date rage for the curret report period: CPI rage = 03/03/ /04/2016 CPI rage = 10/05/ /02/2017 E675 - If valid TERMINATION DATE exists for termiatio, the there must be a valid TERMINATION CODE. E706 - TERMINATION CODE ad TERMINATION DATE exist. All other B-record data elemets should be blak/ull : EMPLOYMENT BASIS. YEARS OF EXPERIENCE, CERTIFICATE LEVEL, PAY STEP, ANNUAL CONTRACT SALARY, CONTRACT DAYS, WORK DAYS, LOCAL YEARS, STATE HEALTH PLAN. Filler B Formerly LOCAL YEARS OF SERVICE A 2 STATE HEALTH PLAN B Flag to idicate if employee is participatig i the State Health Pla. A 1 Certified/ E634 - Must be oe of the followig: Y = Employee is participatig i the State Health Pla N = Employee is NOT participatig i the State Health Pla O=Other pla provided by the district O pertais to ANY health isurace provided by the district that is take by the employee ad is ot State Health (See Glossary for more details). E191 - No employees have bee reported with the STATE HEALTH PLAN of 'Y'. E192 - STATE HEALTH PLAN of 'Y' is ot valid for EMPLOYEE TYPE 'L' ad 'P'. 09/26/2016 Page 15 of 29

16 Elemet Record Positio Descriptio Persoel Demographic Iformatio - B Record (Log-term Substitute ad 3rd Party Cotract) E627 - STATE HEALTH PLAN caot be both "Y" ad "O" withi the district. Oly oe of these ca be reported for all employees offered health isurace. E628 - STATE HEALTH PLAN of "Y" or "O" has bee reported for greater tha or equal to 95% of all reported employees with B-level records. 09/26/2016 Page 16 of 29

17 Assigmet Iformatio - C Record This record cotais iformatio regardig employee s assigmet. There ca be up to six C (assigmets) records for each employee. These are deoted as C0N below, where N is for Assigmets 1, 2, 3, 4, 5, 6. C Records are submitted to DOE for CPI Reportig Periods 1 ad 2. Edits highlighted i yellow are ew for CPI Persoel Demographic Iformatio - C Record Elemet Record Positio Descriptio FISCAL YEAR C0N 1-4 Curret fiscal year N 4 Certified, E010 - FISCAL YEAR must be all four digits of the curret valid fiscal year - e.g. fiscal year from July 1, 2016 to Jue 30, 2017 = "2017" REPORT PERIOD SYSTEM CODE EMPLOYEE CODE SOCIAL SECURITY NUMBER RECORD TYPE ASSIGNMENT SCHOOL CODE C0N 5 Idetifies the CPI reportig period. A 1 Certified, C0N 6-8 School System code. A 3 Certified, C0N 9-17 Employee s Assiged Number A 9 Certified, C0N Idetifies part of the record layout. A 3 Certified, C0N Idetifies school or work locatio. A 4 Certified, E020 - REPORT PERIOD must be the curret valid CPI period: "1" = October "2" = March E040 - SYSTEM CODE must be a active school system code i the Facilities Database. E064 EMPLOYEE CODE SOCIAL SECURITY NUMBER must be employee's 9-digit Social security Number, right justified with expressed leadig zeros. E802 - RECORD TYPE must = "C0N" where "0N" = the umber of each assigmet. E680 - ASSIGNMENT SCHOOL CODE must be a valid CPI school/locatio code i the Facilities Database. E ASSIGNMENT SCHOOL CODE caot be betwee 8000 ad 8999 for JOB CODES , E ASSIGNMENT SCHOOL CODE caot be > 8000 for JOB CODE = 610 & /26/2016 Page 17 of 29

18 Elemet Record Positio Descriptio Persoel Demographic Iformatio - C Record E1019 District is reportig less tha 40% of all employees per school as teachers (Job Codes less tha 200). Please verify. E ASSIGNMENT SCHOOL CODE must be a school, ot a facility, for teachers (JOB CODEs greater tha 080 to less tha 200 ), Pricipal, Vice-Pricipal, ad Graduatio Coach (JOB CODEs 610, 615, 398 ). (Exempt: RESAs ad Virtual School teachers whe reported School Code = 8010 or 8014.) E667 - ASSIGNMENT SCHOOL CODE must have at least oe of grades whe ASSIGNMENT JOB CODE = 398, Graduatio Coach. E ASSIGNMENT SCHOOL CODE is reported with zero employees. W If SYSTEM CODE > 800, ASSIGNMENT SCHOOL CODE caot = 8010 for JOB CODES W691 - If ASSIGNMENT SCHOOL CODE is less tha 6000 ad LIFE STAGE = '4' or '7' i the Facilities Database, the ASSIGNMENT JOB CODE = "610" must exist at ASSIGNMENT SCHOOL CODE. ASSIGNMENT PERCENTAGE OF TIME C0N Percetage of the total employmet time spet o assigmet. N 4 Certified, E681 - ASSIGNMENT PERCENTAGE OF TIME must be equal to or less tha E682 - The sum of all (up to 6) ASSIGNMENT PERCENTAGES OF TIME must be greater tha ad less tha or equal to E705 - ASSIGNMENT PERCENTAGE OF TIME must be 09/26/2016 Page 18 of 29

19 Elemet Record Positio Descriptio Persoel Demographic Iformatio - C Record greater tha zero. ASSIGNMENT TYPE CODE C0N 29 Idetifies assigmet as Certified or. A 1 Certified, E683 - ASSIGNMENT TYPE CODE must be oe of the followig valid values: "C" = Certified or "N" = E685 - If ASSIGNMENT TYPE CODE = "C", ASSIGNMENT FIELD CODE must ot equal blaks or spaces. E645 - If ASSIGNMENT TYPE CODE = "C" ad ASSIGNMENT FIELD CODE does ot equal "998" (Pedig), 101, 102, 103, or 104 (Charter Waivers), the SOCIAL SECURITY NUMBER must exist i PSC Database. E646 - If ASSIGNMENT FIELD CODE = 998, Certificate Pedig Flag must = T i PSC Database. E686 - If ASSIGNMENT TYPE CODE = "C", CERTIFIED EMPLOYMENT BASIS must be greater tha zero. E689 - If ASSIGNMENT TYPE CODE = "N", CLASSIFIED EMPLOYMENT BASIS must be greater tha zero. E687 - ASSIGNMENT TYPE CODE must equal "C" if CERTIFICATE LEVEL is valid ad "Report Certificatio o CPI" = "Y" i Job Code Table. E677 - ASSIGNMENT TYPE CODE must equal "N" if "Certificatio Required" = 'N' ad "Report Certificatio o CPI" = 'N' i Job Code Table. 09/26/2016 Page 19 of 29

20 Elemet Record Positio Descriptio Persoel Demographic Iformatio - C Record E665 - If ASSIGNMENT TYPE CODE = "N", ASSIGNMENT FIELD STATUS, CERTIFICATE TYPE, AND ASSIGNMENT FIELD CODE must be blak. W628 - Charter School reported with o certified employees. (All ASSIGNMENT TYPE CODEs = "N"). Please verify data. ASSIGNMENT FIELD STATUS C0N 30 Idetifies employee as i-field or out-of-field. A 1 Certified E688 - ASSIGNMENT FIELD STATUS must be oe of the followig valid values: "I" = I-Field "O" = Out-of-Field E679 - If ASSIGNMENT FIELD STATUS = "O", ASSIGNMENT JOB CODE must = , , 600, 610, 615, 621, or 641. ASSIGNMENT CERTIFICATE TYPE C0N Type of certificate as issued by PSC A 3 Certified E690 - ASSIGNMENT CERTIFICATE TYPE must have "Curretly Issued" = "Y" i the Certificate Type Table. E691 - ASSIGNMENT CERTIFICATE TYPE must be a valid CERTIFICATE TYPE for employee i PSC Database uless CERTIFICATE FIELD CODE = 998 (Pedig), 101, 102, 103, or 104 (Charter Waivers). (Note: "Coditio" i PSC Database must be traslated to "Type".) E636 - ASSIGNMENT CERTIFICATE TYPE CODE is exclusively for charter waiver, but the ASSIGNMENT SCHOOL CODE does ot have a charter waiver. E637 - ASSIGNMENT CERTIFICATE FIELD CODE is exclusively for charter waivers, but the ASSIGNMENT CERTIFICATE TYPE CODE is ot for charter waivers. 09/26/2016 Page 20 of 29

21 Elemet Record Positio Descriptio Persoel Demographic Iformatio - C Record E615 - Where leadership uder ew rules, ASSIGNMENT CERTIFICATE TYPE CODE = L ad Effective Date > , a employee assigmet caot be reported with L for a JOB CODE that is ot classified as leadership. E616 - Where leadership uder ew rules, ASSIGNMENT CERTIFICATE TYPE CODE = L ad Effective Date > , a employee reported with L ASSIGNMENT CERTIFICATE TYPE CODE for a o-leadership JOB CODE, ad has o other certificatio, must be reported as classified. E617 - Where leadership uder ew rules, ASSIGNMENT CERTIFICATE TYPE CODE = L ad Effective Date > , the reported CERTIFICATE FIELD CODE must be 704, 705, 706, or 707. E618 - Where leadership uder ew rules, ASSIGNMENT CERTIFICATE TYPE CODE = L ad Effective Date > , the ASSIGNMENT CERTIFICATE TYPE CODE must be DL, NL, NNL, NPL, PRL,SRL, WL. (Formerly PL, NPL, L, NL, WL or WPL). C0N Geeral area of employmet. A 3 Certified, E619 - The ASSIGNMENT CERTIFICATE TYPE CODE is ot valid for the ASSIGNMENT CERTIFICATE FIELD CODE. Valid combiatios are: PRL, NPL, WL for 706 & 707; PRL, DL, NL, SRL, WL, P, NP, WP for 704; NL, WL for 705; SRL,NL,WL for 700; SRL, PRL, NPL,D L, NL, WL for 710; WL, DL, NL, SRL for 772 & 773; DL,SRL for 901. E692 - ASSIGNMENT JOB CODE missig or ot valid: ASSIGNMENT JOB CODE must exist i every 09/26/2016 Page 21 of 29

22 Elemet Record Positio Descriptio Persoel Demographic Iformatio - C Record RECORD TYPE = "C0N". ad ASSIGNMENT JOB CODE must exist i the Job Code Table. E696 - If ASSIGNMENT JOB CODE = 141, 142, 149, 153, or , the third character of ASSIGNMENT SUBJECT MATTER CODE must = "8" or 1. (Special ed teachers with special educatio or remedial subjects) E A pricipal (Job Code 610) must be reported from all FTE reportig schools < E684 - ASSIGNMENT JOB CODE = '600' must exist for each SYSTEM CODE where SYSTEM CODE is less tha "800". E693 - If ASSIGNMENT JOB CODE has "Certificate Required" = 'Y' i the Job Code Table, ad if employee has a valid CERTIFICATE FIELD CODE i PSC Database the ASSIGNMENT TYPE CODE must = 'C'. E If ASSIGNMENT JOB CODE = 153, 404, 412, 432, 439, 469 or 650 ASSIGNMENT SCHOOL CODE must be > 6300 but < 6500 (GNETS Program) or a GNETS School Code. W693 - Oly oe ASSIGNMENT JOB CODE = '600' is allowed for each SYSTEM CODE. W There was more tha oe pricipal (Job Code = 610 ) reported from this school. ASSIGNMENT SUBJECT MATTER CODE C0N Code related to the subject matter that is taught or first two digits of subject i List of State-Fuded Courses. A 3 Certified E694 - ASSIGNMENT SUBJECT MATTER CODE must be i Subject Matter Code Table. E695 - ASSIGNMENT SUBJECT MATTER CODE must ot = "930" - "958" if ASSIGNMENT JOB CODE < 09/26/2016 Page 22 of 29

23 Elemet Record Positio Descriptio Persoel Demographic Iformatio - C Record 200 E668 - ASSIGNMENT SUBJECT MATTER CODE must ot = '999' if ASSIGNMENT JOB CODE = '080', '121', or '130'-'199'. E700 - ASSIGNMENT SUBJECT MATTER CODE must ot = 808 (Spec Ed Cosultative Role Oly) if ASSIGNMENT JOB CODE ot = , 149, 152, 153, E664 - ASSIGNMENT SUBJECT MATTER CODE must be i the 950 series (High School) whe the ASSIGNMENT JOB CODE = 398, Graduatio Coach, ad the ASSIGNMENT SCHOOL CODE is a high school. E669 - ASSIGNMENT SUBJECT MATTER CODE must be i the 930 series (Middle School) whe the ASSIGNMENT JOB CODE = 398, Graduatio Coach, ad the ASSIGNMENT SCHOOL CODE is a middle school. E662 - Whe ASSIGNMENT JOB CODE is '398', Graduatio Coach, the SUBJECT MATTER CODE must be i the '930' series (Middle School) or '950' series (High School). E Whe ASSIGNMENT JOB CODE = 445, Techology Specialist, the SUBJECT MATTER CODE must = blak/ull or 999. E Whe ASSIGNMENT TYPE CODE = N, the SUBJECT MATTER CODE must = blak/ull. (Exceptios: Grad Coach, 3rd-Party Cotract, Paraprofessioals) 09/26/2016 Page 23 of 29

24 Elemet Record Positio Descriptio Persoel Demographic Iformatio - C Record E For paraprofessioals (JOB CODE 434, 435, 436 ), istructioal paras must use SUBJECT MATTER CODE No-istructioal paras should be reported with 999, i.e., ot applicable. E A valid SUBJECT MATTER CODE must be reported for Job Codes 116, 117, ad 119. (SUBJECT MATTER CODE 999 ad 28 are ot valid.) E A SUBJECT MATTER CODE of 999 is required for Job Code 673 Youth Appreticeship Coordiator. ASSIGNMENT FIELD CODE C0N Field code o curret PSC certificate as used for assigmet. A 3 Certified E697 - ASSIGNMENT FIELD CODE must be i Certificate Field Code Table. E698 - ASSIGNMENT FIELD CODE must be a valid CERTIFICATE FIELD CODE for employee i PSC Database, except where ASSIGNMENT FIELD CODE = "998" (Pedig), 101, 102, 103, or 104 (Charter Waivers). E639 - "Expiratio Date" field i PSC Database must be later tha curret date. ASSIGNMENT FUND CODE C0N Idicates source of fudig for employee's salary if other tha QBE. Whe blak, the ASSIGNMENT FUND CODE is set to 00 for State ad Local Fuds. FY2016: New Codes added for grat salaries see Secodary A 2 Certified E638 - The ASSIGNMENT CERTIFICATE TYPE CODE is for charter waiver, but the ASSIGNMENT CERTIFICATE FIELD CODE is ot for charter waiver. E699 - ASSIGNMENT FUND CODE must be i Secodary Fud Code Table. E6990- persoel must report a ASSIGNMENT FUND CODE. E ASSIGNMENT JOB CODE '116', '117', ad '119' (teachers, exteded day/year) should oly be used with a SECONDARY FUND CODE = '76' (Voc Ed - Exteded Day/Year). 09/26/2016 Page 24 of 29

25 Elemet Record Positio Descriptio Persoel Demographic Iformatio - C Record Fud Code Table. (Codes 60-66) E ASSIGNMENT JOB CODE 195' (20 day Exteded Day/Year QBE Fuded) should oly be used with a SECONDARY FUND CODE = '00' (State/Local Fuds). W994 - The sum of each ASSIGNMENT FUND CODES = 50, 51, 53, 54, 55, 56, 58, 59, or 71 must ot = 0. W995 - The sum of ASSIGNMENT FUND CODE = 81 must ot = 0. Special Ed / GNETS W632 - ASSIGNMENT JOB CODE of 080, 434, 612, 613, 646, 648, ad 649 reported with Secodary Fud Code of 00. (These are Pre-K, Federal ad Title 1 Job Codes). E ASSIGNMENT FUND CODE is ot valid for reported Special Ed/GNETS ASSIGNMENT JOB CODE. Valid combiatios: Job Codes 152 ad 158 require Fud Code 50 or 00. Job Code 153 requires Fud Code 56 or 74. Job Code 141 requires Fud Code 50, 55, or 00. Job Code 650 requires Fud Code 74. Job Codes 306, 404, 412, 469 require Fud Code 00, 74, 50, 55, or 56. W991 - The combiatio of ASSIGNMENT FUND CODE ad Special Ed/GNETS ASSIGNMENT JOB CODE will ot be eligible for T&E Fudig. E ASSIGNMENT FUND CODE 56 (IDEA GNETS Federal Grat) is ot valid for teacher Job Codes (Job Codes less tha 200). W992 - ASSIGNMENT JOB CODE = " 153" (GNETS Teacher Grat fuded) or " 306" (GNETS Couselor) or " 404" (GNETS School Psychologist) or " 412" (GNETS Social Worker) or " 439" (GNETS 09/26/2016 Page 25 of 29

26 Elemet Record Positio Descriptio Persoel Demographic Iformatio - C Record Paraprofessioal) or 469" (GNETS Specialist) or " 650" (GNETS Director) has correspodig SECONDARY FUND CODE that does ot equal 74 (GNETS STATE GRANT). E649 - Whe ASSIGNMENT FUND CODE = 55 (IDEA Preschool Grat), the ASSIGNMENT JOB CODE must be 141 (Preschool Special Educatio Teacher ) or '453' (Special Educatio Paraprofessioal - Ages 3 to 5). 09/26/2016 Page 26 of 29

27 Leave Iformatio - D Record There ca be up to five D (Leave) Records (D0N) for each employee. D Records are submitted to DOE for CPI Reportig Periods 3 ONLY. If the employee ears leave for more tha two assigmets ad the leave eared i each assigmet is idepedet of the leave eared i the other assigmet(s), the two or more leave records MUST be reported. Edits highlighted i yellow are ew for CPI Examples of assigmets where leave is eared: Certified Employee Leave: Employees where PRIMARY ASSIGNMENT JOBE CODE is such that Certificatio Required = Y i Job Code Table. Food Service Employee Leave: Employees where PRIMARY ASSIGNMENT JOB CODE = 410, 427, 449, 454, 477, 478, or, 630. Maiteace/custodial Employee Leave: where PRIMARY ASSIGNMENT JOB CODE = 422, 455,456, 457, 458, 490, 491. Bus Driver Leave: Employees where PRIMARY ASSIGNMENT JOB CODE = 461. Other Employee Leave: Employees where PRIMARY ASSIGNMENT JOB CODE is such that Certificatio Required or Report Certificatio o CPI = N i Job Code Table ad ot icluded i ay classified category above. Persoel Demographic Iformatio - D Record Elemet Record Positio Descriptio FISCAL YEAR D0N 1-4 Curret fiscal year N 4 Certified, E010 - FISCAL YEAR must be all four digits of the curret valid fiscal year - e.g. fiscal year from July 1, 2016 to Jue 30, 2017= "2017". REPORT PERIOD D0N 5 Idetifies the CPI reportig period. A 1 Certified, E020 - REPORT PERIOD must be the curret valid CPI period: "3" = July SYSTEM CODE D0N 6-8 School System code. A 3 Certified, EMPLOYEE CODE SOCIAL SECURITY NUMBER D0N 9-17 Employee s Assiged Number A 9 Certified, RECORD TYPE D0N Idetifies part of the record layout. A 3 Certified, E040 - SYSTEM CODE must be a active school system code i the Facilities Database. E064 EMPLOYEE CODE SOCIAL SECURITY NUMBER must be employee's 9-digit social security Number, right justified with expressed leadig zeros. E802 - RECORD TYPE must = D01, D02, D03, D04, or D05. 09/26/2016 Page 27 of 29

28 Elemet Record Positio Descriptio Persoel Demographic Iformatio - D Record FILLER D0N Filler A 9 Not required No edits. PRIMARY ASSIGNMENT JOB CODE D0N Primary area of employmet for leave type D0N. A 3 Certified, E692 - PRIMARY ASSIGNMENT JOB CODE must exist i the Job Code Table. SICK LEAVE D0N Total umber of days of paid sick leave used betwee July 1 ad Jue 30. Icludes persoal/ Professioal, materity, & family medical leave. N 3 Certified, E602 - SICK LEAVE must be less tha "240". Note: SICK LEAVE will be reported i whole umbers. If it is accumulated i fractios of days at the local district, the local district will roud it to the earest whole umber. STAFF DEVELOPMEN T D0N Total umber of days of paid staff developmet leave used betwee July 1 ad Jue 30. This type of leave is ot deducted from the employee's accumulated sick or persoal leave. N 3 Certified, E603 - STAFF DEVELOPMENT LEAVE must be less tha "120". Note: STAFF DEVELOPMENT LEAVE will be reported i whole umbers. If it is accumulated i fractios of days at the local district, the local district will roud it to the earest whole umber. VACATION D0N Total umber of days of paid vacatio leave used betwee July 1 ad Jue 30. OTHER LEAVE D0N Total umber of days of other paid leave icludig military leave, jury duty, court leave, etc. used betwee July 1 ad Jue 30. N 3 Certified, N 3 Certified, E604 - VACATION LEAVE must be less tha "120". Note: VACATION LEAVE will be reported i whole umbers. If it is accumulated i fractios of days at the local district, the local district will roud it to the earest whole umber. E605 - OTHER LEAVE must be less tha or equal to "240". Note: OTHER LEAVE will be reported i whole umbers. If it is accumulated i fractios of days at the local district, the local district will roud it to the earest 09/26/2016 Page 28 of 29

29 Elemet Record Positio Descriptio Persoel Demographic Iformatio - D Record whole umber. 09/26/2016 Page 29 of 29