STaff Automated Report (STAR) Manual A: The Basics of the STAR System

Transcription

1 STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System This sectin cntains an explanatin f the STAR elements and hw t cmplete the reprt. The purpse f this sectin is t assist in the cmpletin f the nline system. Minnesta Department f Educatin Educatr Licensing 1500 Highway 36 West Rseville, MN STAR Web Edit System webpage ( STAR Lgin page ( Send all STAR related cmmunicatins t Mde.star@state.mn.us STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 1 f 57

2 Table f Cntents Sectin Imprtant Licensure Infrmatin: Includes link t Cde f Ethics fr Teachers and Administratrs and a link t the Special Permissin System. General Infrmatin: What is STAR? Why is the data needed? When is it due? What d I d if I am brand new? Wh d I include in the reprt? Hw d I lad the data? Hw d I run edits? A Map f the STAR Online System: Includes an explanatin f the different web pages f the STAR Web Edit System. Licensed Staff Emplyment (LA Recrds/Files): Includes an explanatin n wh shuld be reprted n the LA Recrds, the data elements, and all the infrmatin needed t cmplete each recrd. Licensed Staff Assignment (LB Recrds/Files): Includes an explanatin n wh shuld be reprted n the LB Recrds, the data elements, and all the infrmatin needed t cmplete each recrd. Nn-Licensed Staff (NA Recrd/Files) Includes an explanatin n wh shuld be reprted n the NA Recrds, the data elements, and all the infrmatin needed t cmplete each recrd. The Licensure/Assignment Discrepancy Reprt: Includes a list f typical licensure cmpliance vilatins and pssible slutins. Included is an explanatin f the Discrepancy Clean-Up Phase. Errr Messages: Catalg f the errr messages that culd be received during an edit, what the errr message means, and pssible slutins. Warning Messages: Catalg f warning messages, what they mean, and what yu shuld check. Licensed Full-Time Equivalent: An explanatin f hw the FTE is calculated by the STAR system. Average Salary Calculatin: An explanatin f hw the average salary is calculated by the STAR system. STAR Reprt Name Change: Directins and frm allwing the district t request an fficial name change n the behalf f an educatr wh is their emplyee. Special Permissins and the Educatr: Share this dcument with educatrs fr whm the district will seek a special permissin. STAR Data Cllectin Frmat: Data needed t create a text file t uplad int the STAR system. STAR Reprting Checklist: Summarizatin f the steps t cmplete the STAR Reprt Page Page 3 Page 4 Page 8 Page 12 Page 18 Page 25 Page 30 Page 34 Page 45 Page 48 Page 50 Page 51 Page 53 Page 54 Page 56 STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 2 f 57

3 Fr Administratrs IMPORTANT LICENSURE INFORMATION return t Table f Cntents The Cde f Ethics fr Schl Administratrs ( states that a schl administratr will emply, recmmend fr emplyment, r assign persns wh are apprpriately licensed. If the persn des nt have the apprpriate license, then the schl must apply fr a Special Permissin (variance, bard waiver, r cmmunity expert) thrugh the Special Permissin System. If a persn des nt hld a license and des nt qualify fr a cmmunity expert permissin, this persn cannt be placed in the classrm as a teacher. If a teacher hlds an expired license, the teacher cannt be placed in the classrm until the license is renewed. When there is an urgent need that is nt able t be filled, please cntact the Bard f Teaching ( t determine hw t legally fill this need fr teaching psitins r the Bard f Schl Administratrs ( fr administratin psitins. Please nte that accrding t Minnesta Statutes, sectin 122A.22 ( a district r charter schl will nt cntract with a persn fr educatinal services until they have verified thrugh Educatr License Lk-up ( that the teacher has a valid Minnesta license. Use the Details buttn t cnfirm apprval f special permissins r t find infrmatin abut the issuance f the license. It is the respnsibility f the administratr t ensure all staff emplyed are crrectly licensed r the apprpriate special permissin is received befre placing the persn in the assignment. If there are questins in regards t the crrect license, please the STAR Team at mde.star@state.mn.us. Fr Teachers The Cde f Ethics fr Minnesta Teachers ( states that a teacher will nly accept psitins fr which they are licensed r hld a special permissin. Teachers applying fr a license r renewal shuld verify the status f their applicatin with the Educatr License Lk-up ( Teachers wh have signed a special permissins signature page shuld verify the permissin was received thrugh the Educatr License Lkup Details buttn (sme permissins may take up t a mnth t grant). Please give the educatr the Special Permissins and the Educatr dcument fund n page 53. Special Permissins Special Permissins (variances, waivers, and cmmunity experts) may be requested thrugh the Special Permissins System (SPS). There are tw ways t access SPS: Minnesta Department f Educatin Special Permissins System webpage ( Minnesta Bard f Teaching Special Permissins fr Classrm Teaching webpage ( Directins regarding access t the SPS nline applicatin system can be fund n the Minnesta Bard f Teaching webpage. STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 3 f 57

4 GENERAL INFORMATION return t Table f Cntents What is the STaff Autmated Reprt and why d I have t d it? STaff Autmated Reprt (STAR) is the reprting f Licensed and Nn-Licensed staff emplyment and assignment data frm all public districts and charter schls. Minnesta Statutes, sectin 125B.07, subdivisin 6 ( requires the Department f Educatin t cllect, maintain, and stre data abut licensed and nn-licensed staff frm each district and charter schl. STAR includes tw reprts: STAR and Licensure Assignment Discrepancy Reprt. The STAR reprt is the data districts and charter schls prvide n Licensed and Nn-Licensed staff and their assignments. The Licensure Assignment Discrepancy reprt prvides a list f licensed staff wh are ut f cmpliance. If the reprt is blank, all licensed staff are apprpriately licensed r hld a permissin. Why is this data needed? What is dne with it? There are many agencies and reprts which use this data t either determine educatinal needs, funding needs, cmpliance with laws, answer questins, and many ther purpses. The data cllected is cnsidered public infrmatin. Belw are sme examples f hw the data is r has been used: MDE Data Center: STAR data is psted in the MDE Data Center fr use by the public. It is als used t create many f the staff reprts psted in the Data Center and fr infrmatin psted n the Minnesta Reprt Card. United States Department f Educatin: The data cllected is used t determine cmpliance with Every Student Succeeds Act (ESSA). The data is als used t cmplete required Federal Reprts. Office fr Civil Rights (OCR): The licensed and nn-licensed assignment, race, ethnicity, and gender data is used t determine cmpliance with the Civil Rights Act f Natinal Center fr Educatin Statistics: STAR data is used as a part f a cmprehensive cllectin f educatin related data cmpleted by all states that prvide state-by-state cmparisns. American Federatin f Teachers and Natinal Educatin Assciatin: The number f classrm teachers and their salaries are used t prduce state-by-state cmparisns n selected tpics. Cuncil fr Chief State Schl Officers: The teacher data fr math and science classes is used in the Math and Science Indicatrs Reprt which cntains infrmatin frm each state and prvides state-by-state cmparisn. Others: As is requested r required, additinal staff data may be reprted t assist with plicy develpment r accuntability mandates. Sme examples f thers are graduate students wrking n capstne r dctrate prjects, districts wh want t ensure their salaries are cmparable with neighbring districts, and rganizatins that want t share infrmatin with teachers. STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 4 f 57

5 When is the reprt due? STAR data is reprted tw times each year: Fall and Spring. Refer t STAR Manual B, page 3, fr specific dates. Fall Submissin: The first submissin is a snapsht f Octber 1 (r the first week in Octber). The reprt is due the end f Nvember. Spring Submissin: The secnd submissin is a snapsht f March 1 (r the first week in March). The reprt is due the end f April. Wait. What is a Snapsht? Is this the day the reprt is due? A Snapsht is a picture f the assignments f licensed and nn-licensed staff n a particular date. Since educatin is an ever-changing rganism, many schls have altered schedules, s the snapsht yu reprt culd be Octber 1/March 1 r the first week in Octber/March. This snapsht allws MDE and the public t knw wh is wrking in yur district/schls and what they are ding. The snapsht date is NOT the day the reprt is due. I am brand new. What d I d? 1. The Identified Official with Authrity (IOWA) f yur district r charter schl must preapprve yu fr the applicatin f STAR WES (web edit system) in the rle f SWES District User. 2. Once yu have been preapprved, visit the STAR Web Edit System webpage ( Click n Enter the STAR Web Edit System t access the lgin page. Register as a user using yur MDE Accunt lgin and passwrd. Each persn wh needs access t the system shuld have their wn accunt; d NOT share MDE accunts. 3. Read STAR Manual A and STAR Manual B t intrduce yu t the system and the data yu will be cllecting. 4. Save the STAR Team address (mde.star@state.mn.us) in yur t ensure ur s d nt land in yur spam flder. Yu will likely have a lt f questins. Please , n matter hw small r big the questin. We are here fr yu. 5. Cllect the data t reprt. This can be accmplished either thrugh yur rganizatin s cllectin tl, the wrksheets prvided n the STAR Web Edit System webpage, r anther cllectin tl that yur rganizatin had prvided. 6. Uplad r manually enter the data and run an edit. 7. Clear any errrs by making changes t the data in the STAR Web Edit System r yur schl s system (remember t uplad yur changes). Run anther edit if yu have made changes. 8. Once yu have an errr-free edit reprt, check the Licensure Assignment Discrepancy Reprt. Determine if any discrepancies are errrs in reprting r if a permissin needs t be pursued. Infrm the fficials in yur rganizatin wh can fix these issues. 9. Submit the final reprt. STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 5 f 57

6 Wh d I include in the reprt? The STAR reprt cnsists f three parts: Licensed Staff Emplyment (LA Files), Licensed Staff Assignments (LB Files), and Nn-Licensed Staff (NA Files). The LA Files will cntain staff that are cntracted with yur district r charter schl AND are in an assignment that requires a license by the Minnesta Bard f Teaching r Bard f Schl Administratrs. Mre infrmatin fr the LA Files can be fund n pages The LB Files will cntain all staff, yur emplyees r nt, wh prvide services in an assignment requiring a license by the Minnesta Bard f Teaching r Bard f Schl Administratrs. Mre infrmatin fr LB Files can be fund n pages The NA Files will cntain all staff that have an assignment which des nt require a license AND are emplyees f yur district r schl. Mre infrmatin fr NA Files can be fund n pages My district has a prgram t uplad files. Hw d I d this? Lg int the STAR system and click n the Uplad Files tab. Bth the LA and LB files must be laded at the same time. This des nt mean each persn must be in bth files. If yu uplad nly ne file, the files will nt be laded. Each time an uplad is dne, it will cmpletely replace what was in the system. If yu did any manual wrk and then upladed frm yur system, all manual wrk will be lst. If yu have t d manual wrk, make sure t d this when yu will n lnger uplad, r save a screensht r print ut f the manual changes in case yu need t add the changes again. Be sure t run an edit after each uplad t ensure the data is updated. My district desn t have a prgram t uplad the files, can I manually enter them? There are a few ways t wrk manually within the STAR system. Yu can start by clicking n the Run Edits tab. The data reprted in the last submissin is still there and will be edited. Once yu have dne that, yu can then manually add any changes. T begin by creating new files click n the Change/Create Files tab. On the left hand side yu will click n the type f file yu want t create, change, r delete: LA, LB, r NA files. Then yu will click either View All Recrds, Add New Recrd, r type in an identifying factr t find a specific recrd. Make sure t save yur changes. Be sure t run an edit after yu have made all changes. Yu can create a text file, using the guidelines n pages 54-55, that yu can then lad int the STAR system. STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 6 f 57

7 Hw d I run edits? Yu can run an edit by clicking n the Run Edits tab. Yu will then chse t run either the licensed r nn-licensed files r run bth at the same time. The length f time running the edits depends n hw many districts and reprts are accessing the MDE systems and hw much data yur reprt includes. If yu wait until the last three weeks, the edit culd take a number f hurs t run. Hw d I knw when the edits are dne and if I have any errrs? When yu lg int the STAR system, click n the View STAR Reprts tab. This page hlds several different reprts. Edit Reprts: This reprt will tell yu the status f yur edit (running r the date f the last edit ran). If there are errrs, the reprt will be in red; if it is errr free the reprt will be in green. Click n the link fr a PDF f the reprt r the Excel symbl fr the reprt t pen in Excel. File Listing Reprts: These reprts can nly be pened as a PDF. This is a cpy f the infrmatin laded. Yu will want t save these reprts t yur cmputer r print a cpy fr yur files. This reprt will n lnger be available nce the next STAR submissin begins. FTE Reprts: These reprts ffer a summary f each reprted staff s assignment data and FTE (fulltime equivalency). This FTE will nt necessarily match yur district s FTE. This FTE is based n a calculatin the STAR system perfrms based n the infrmatin prvided. Please see pages fr the FTE calculatin. This reprt can be pened as a PDF r Excel dcument. STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 7 f 57

8 Hme Page A MAP OF THE STAR ONLINE SYSTEM return t Table f Cntents When yu lg int the STAR System, a page titled Welcme t the STAR Web Edit System Hme Page will pen. Acrss the tp f the page yu have the ptins f Uplad Files, Run Edits, Change/Create Files, View STAR Reprts, Cpy Files, Reprting Dcuments, and Errr Messages. Underneath thse ptins, n the left-hand side, will be yur user ID, district, and rle. On the right-hand side will be a link fr Hme, Change District (if yu have access t mre than ne district), and Lg Off. On the left-hand side f the screen, yu will find links fr the address fr the STAR Team, the Licensure Assignment Discrepancy Reprt, and the Final Submissin/Verificatin f All Data. Uplad Files When yu click n Uplad Files, yu will find a brwse buttn fr each f the file types in STAR (LA, LB, and NA). If yur district uses a system r has created a text file t lad the data, click n the brwse buttn. Once yu have all the files yu want, click n G: Uplad Files. There are tw very imprtant things t remember abut this prcess: Yu MUST uplad the LA and LB files at the same time r they will nt lad. Every time yu uplad files it cmpletely replaces what was laded previusly. This means any manual changes yu have made will be gne. Make sure t d any manual changes AFTER yu have cmpleted all uplads. STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 8 f 57

9 Run Edits Once yu have upladed r manually entered all the required data, click n the Run Edits ptin. Yu will be able t run edits n either Licensed r Nn-Licensed files r bth at the same time. The amunt f time it takes t run will depend n the amunt f data yu have entered and hw many ther districts and reprts are accessing MDE systems. Change/Create Files Click n the Change/Create Files ptin and chse, frm the left-hand side, Emplyment (LA), Assignment (LB), r Nn-Licensed (NA). If yu lk at the gray wrds underneath the file s name, yu will see # f Recrd =. If there is a number greater than 0 listed after the equal sign, then yur previusly reprted data is still in the system. If the number is 0, then there is n data in the system. Once yu have chsen LA, LB, r NA, yu will then chse: View All Recrds: This allws yu t view all the recrds in the chsen file. Yu can srt by Flder Number r Name. Click n the file flder number (link) yu want t pen, make all changes needed, and click Update This Recrd r Delete This Recrd. If the screen des nt reset t the screen with all recrds, then the file did nt save. Check t make sure all the data is prvided and in the prper frm. If yu cannt find the issue, a screen sht t the STAR Team and they will find the issue fr yu. Add New Recrd: This ptin allws yu t manually create a new recrd. Once the data is entered, make sure t click Add This Recrd. If the screen des nt reset t the screen with all recrds, then the file did nt save. Check t make sure all the data is prvided and in the prper frm. If yu cannt find the issue, a screen sht t the STAR Team and they will find the issue fr yu. Search: Yu can search fr a recrd by file flder number r name. Once yu have entered the infrmatin, click G. STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 9 f 57

10 View STAR Reprts This will be the main page yu use. The main part f the page cnsists f three sectins: Edit Reprts: This reprt will tell yu the status f yur edit (running r the date f the last edit ran). If there are errrs, the reprt will be in red; if it is errr free, the reprt will be in green. Click n the link fr a PDF f the reprt r the Excel symbl fr the reprt t pen in Excel. File Listing Reprts: These reprts can be pened nly as a PDF. This is a cpy f the infrmatin laded. Yu will want t save these reprts t yur cmputer r print a cpy fr yur files. This reprt will n lnger be available nce the next STAR submissin begins. FTE Reprts: These reprts ffer a summary f each reprted staff s assignment data and FTE (full-time equivalency). This FTE will nt necessarily match yur district s FTE. This FTE is based n a calculatin the STAR system perfrms based n the infrmatin prvided. Please see pages fr the FTE calculatin. This reprt can be pened as a PDF r Excel dcument. ON THE LEFT-HAND SIDE OF THE PAGE, YOU WILL FIND: Cntact us: This is the t cntact the STAR Team. Any questins shuld be sent via and include yur name, district number and name, and cntact infrmatin as well as yur questin. If yur questin is regarding a staff member, yu need t include the persn s file flder number. If yu wuld prefer t discuss the issue n the phne, please request a phne call. D nt call the STAR staff. Educatr license lkup: This link is cnnected t Educatr License Lkup. Yu can use this t find the name r file flder number f a teacher r cnfirm licensure infrmatin. If yu are lking fr permissin data, yu will enter the identifier infrmatin and click n the buttn titled Details. Schl lkup: This lists all the schl sites assigned t yur district and the schl number. Star MDE lkup: This allws yu t see the last five years f reprted STAR data. This can assist yu with determining the New Staff cde and the years f Experience. STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 10 f 57

11 Licensure/Assignment discrepancy reprt: This link brings yu t anther page which explains the Licensure/Assignment Discrepancy Reprt. This reprt will alert yu t any licensure r assignment nncmpliance issues. Please see pages t find ut mre infrmatin abut this reprt. Final submissin/verificatin f all data: This link brings yu t the final submissin page. Yu will check bth bxes t indicate that yu have cmpleted each f the steps: btained an errr-free edit and pened yur Licensure/Assignment Discrepancy Reprt. Once yu have checked bth bxes, click the Submit Final Data t MDE. If yu receive an errr message, the mst likely prblem is that yu have nt pened yur discrepancy reprt; this des nt mean yu have discrepancies. T fix this issue, pen yur discrepancy reprt, then return t the final submissin page and fllw the final submissin steps again. Yur reprt is nt cnsidered finished until yu cmplete this step. Yu may cmplete this step as many times as needed until STAR has been clsed. Yu may cmplete this step, even if yu have discrepancies. Yu are nt able t cmplete this step if yu d nt have a clean edit reprt. Cpy Files This sectin allws yu t save a cpy f each file nce yu have had an errr-free edit and have cmpleted the reprt. This will be saved as a text file. It is imprtant t save these files. They will nt be available nce the next submissin begins. If yu have nt yet entered yur data r d nt have an errr-free edit, there will be n files t save. Reprting Dcuments This tab will take yu t the STAR Web Edit webpage n the MDE website. On this page yu will be able t access the dcuments t assist yu in cmpleting yur reprt. Errr Messages This sectin cnnects t a dcument that explains Errrs and Warnings and hw t fix them. Nw that yu have basic infrmatin abut the STAR reprt, yu shuld be ready t start. Dn t frget, if yu have questins r need assistance, the STAR Team at mde.star@state.mn.us. STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 11 f 57

12 STAR DATA ELEMENTS Licensed Staff Emplyment: LA Files return t Table f Cntents return t Wh d I include? The LA Files ffer a snapsht f the staff wh are emplyed by yur district r charter schl and wh have an assignment that requires a license by the Bard f Teaching r Bard f Schl Administratrs n Octber 1 (fall submissin) r March 1 (spring submissin). Emplyed staff are thse yu have the authrity t hire and terminate (yur district hlds the cntract). If a licensed staff is ding a psitin that des nt require a license, this persn must be reprted in the NA files. If a staff is ding bth licensed and nn-licensed psitins, the staff will have a file in LA, LB, and NA. D NOT reprt emplyment infrmatin fr staff that are NOT emplyed by yur district. Include (reprt the fllwing): Terminated staff that were reprted by yur district in a licensed capacity n the prir submissin (include a terminatin r inactive cde). Lng-Term substitutes (a substitute teacher fulfilling ne assignment fr 15 r mre cnsecutive days). Reserve teacher: a teacher wh wrks as a day-t-day building substitute. Teachers wh were reprted n the prir submissin as n Leave f Absence r inactive shuld be reprted with the current status updated (inactive, returned t psitin, r terminated). Exclude (d nt reprt the fllwing): Staff wh prvide services t yur district, but are emplyees f anther district r rganizatin (anther district has hiring/terminating authrity). These staff WILL be reprted in the LB files. Staff whse assignment is 100 percent in a psitin that des NOT require licensure by the State Bard f Teaching r Minnesta Bard f Schl Administratrs. These individuals shuld be reprted as nn-licensed staff in the NA recrd. Staff wh are cntracted and their psitin des NOT require licensure by the State Bard f Teaching r Minnesta Bard f Schl Administratrs. If their assignment REQUIRES a license, these staff will be reprted in the LB files. Staff prviding 100 percent f their services teaching Cmmunity Educatin classes that are NOT part f the K-12 curriculum and are pen fr anyne in the cmmunity t attend. Student wrkers. Shrt-Call substitutes (a substitute teacher fulfilling ne assignment fr less than 15 cnsecutive days and is NOT the Teacher f Recrd). Reserve teachers wh hld nly a shrt-call sub license (these wuld fall under the shrt-call substitute categry). Caches. Schl Readiness and Vluntary Pre-Kindergarten staff that are nt licensed. Reprt these individuals n the NA recrds. Additinal Ntes: If yu uplad yur data t the STAR system, yu need t uplad bth the LA and LB files at the same time. There des nt need t be an LA and LB file fr each individual. If yu manually enter the infrmatin int the STAR system, yu can use the Data Wrksheet Frms fund n the STAR Web Edit System webpage ( STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 12 f 57

13 District Number LA (Emplyment) Files Data Element Descriptins The district number is the fur-digit number identifier assigned by MDE t a district r charter schl. District Type Value The district type is a tw-digit number, assigned by MDE, which identifies the type f the schl district. The definitins f types can be viewed at MDE Organizatin Reference Glssary, a sectin in MDE-ORG. ( Value File Flder Number The File Flder Number (FFN) is a six-digit number assigned by MDE t a candidate upn applicatin fr licensure r a Cmmunity Expert Permissin and used as a unique identifier. All staff with a license r permissin will have a file flder number. The existence f a file flder number des NOT guarantee a license has been prcessed and apprved. Use Educatr License Lkup ( t find an individual s file flder number r the status f a license. Yu can search by name r by File Flder Number. Yu will chse either the License buttn which will give yu a cpy f the license r the Details buttn which will shw yu the licensure infrmatin, permissin infrmatin, and the applicatin status. If a file flder number is nt available, use as the file flder number. This will generate a warning n the licensed Edit Reprt, but will nt prevent a final submissin. The persn WILL appear n the Licensure/Assignment Discrepancy Reprt. Value Scial Security Number Due t security issues, we are n lnger cllecting scial security numbers n the STAR reprt. If yu are uplading a file, please make sure the licensed staff have nine zers fr their scial security number. If yu are manually entering data, yu will ntice there is n lnger an ptin t enter a scial security number. Staff Name Reprt the name as fllws, in all capital letters with the cmma: LAST, FIRST MIDDLE If yu receive a warning n the staff name and the name is crrect, please ignre it (fund n page 46). If yu receive a name errr, yu can find instructins n hw t fix the errr n pages Gender Use an upper case letter: M Male F Female STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 13 f 57

14 Birth Date Reprt birth date in the fllwing pattern: YYYYMMDD (year mnth day). D nt use cmmas and reprt single-digit mnths and days with a preceding zer. If yu receive a birth date errr, check t ensure yur infrmatin is crrect and reprted in the crrect pattern befre ing us. Example: August 11, 1936 = Ethnic/ Race/ Ethnicity Nn-scientific racial/ethnic designatin as defined by the United States Department f Educatin. The manner f cllecting this data is left t the discretin f the district, but districts shuld make it clear t staff this data is used nly fr the purpse f cmpliance with federal and state civil rights. This must be reprted fr each persn. If a persn refuses t prvide the infrmatin, the district shuld ntify the staff that this is still required t be reprted and they will be making the ethnic and racial determinatin. ETHNIC: 01 American Indian r Alaskan Native: A persn having rigins in any f the riginal peples f Nrth American and wh maintains cultural identificatin thrugh tribal affiliatin r cmmunity recgnitin. 02 Asian r Pacific Islander: A persn having rigins in any f the riginal peples f the Far East, Sutheast Asia, the Pacific Islands r the Indian subcntinent. This area includes, fr example, China, India, Japan, Krea, the Philippine Islands, and Sama. 03 Hispanic: A persn f Mexican, Puert Rican, Cuban, Central r Suth American, r ther Spanish culture r rigin regardless f race. 04 Black, Nt f Hispanic Origin: A persn having rigin in any f the Black racial grups f Africa. 05 White, Nt f Hispanic Origin: A persn having rigins in any f the riginal peples f Eurpe, Nrth Africa, r the Middle East. ETHNICITY: Hispanic/Latin must be Y r N RACE: One r mre must be Y, regardless f Ethnicity. All bxes must have Y r N. American Indian r Alaskan Native Asian Native Hawaiian r Other Pacific Islander Black r African American White STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 14 f 57

15 New Licensed Staff This cde is used t identify the current emplyment status f all license staff. When cmpleting the Spring submissin, leave this cde the same as the Fall submissin. If yu are unsure which cde is apprpriate, use the STAR MDE Lkup n the View STAR Reprts webpage t find the last five years f STAR Reprt data. 00 Default value used fr staff returning frm the previus year. 01 Newly Licensed staff wh is a Minnesta graduate r is being reprted fr the first time since receiving a license r cmmunity expert permissin. 02 Staff returning after a break in service, was nt reprted the previus submissin, r was in a nnlicensed psitin the previus submissin. Years f experience must be reprted. 03 Transferred frm anther public Minnesta schl and was reprted n the previus submissin. 04 Transferred frm a schl in anther state, cuntry r nn-public schl and was nt reprted n the previus submissin. Years f experience must be reprted. 05 Newly licensed staff that is an ut-f-state r ut-f-cuntry graduate and reprted in STAR fr the first time in a licensed psitin. Inactive/Transfer/Terminatin This cde is used t identify why an individual became inactive since the prir STAR submissin. Returning staff, nt inactive 00 default value Inactive r Leave f Absence (emplyed but n regular assignment) Nte: Reprt an Inactive r Leave f Absence cde n each submissin that a staff persn remains in this status. Failure t d s will generate an Unreprted Staff Errr, preventing a final submissin. 21 Maternity/Paternity/Adptin 22 Illness 23 Persnal Obligatins/Other 24 Travel 25 Prfessinal Grwth 26 Military Service 28 Extended Leave/Alternative Career Explratin/Sabbatical 29 Emplyed but has n Assignment in yur District Transfer (n lnger in a licensed psitin) Nte: On the next submissin after reprting this status, yu can delete this recrd. 30 Intra-district transfer frm a licensed assignment t a nn-licensed assignment Terminatins (n lnger emplyed in yur district) Nte: On the next submissin after reprting this status, yu can delete this recrd. 46 Staff Reductin 47 Persnal Reasns 49 Retirement 50 Death 51 Educatr in anther District 52 Educatin in anther State r Outside f the United States 54 Other Educatinal Occupatin 57 Nt Offered Reemplyment fr Reasns Other than Staff Reductin 60 Unknwn/Other STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 15 f 57

16 Cntract Salary A six-digit number, right justified, preceded by zeres, runded t the nearest whle dllar, n cmmas r decimals. Example: $10, will be reprted as Reprt the salary as it is n the snapsht date (Octber 1, March 1) even if the salary changes after the snapsht date due t a cntract update. Reprt nly salary that pertains t licensed assignments, include incentives as well as payment fr ptinal/verlad perids. If an individual is wrking part time in a nn-licensed assignment, DO NOT include the prtin f the salary that is paid fr the nn-licensed assignment. Including nn-licensed assignment salary in the reprted salary will result in an inflated average salary and culd cause an errr. If an emplyee is paid hurly, estimate the annual salary. This can be dne by calculating the cntracted hurs r by assuming their current schedule will be the same all year. D nt include benefits r salary fr extracurricular activities, caching, summer schl, r advisrs. This data is used t determine average salary. Please see page 49 t understand hw average salary is calculated in the STAR system. Highest Educatin Level Reprt all staff with their actual highest level f educatin. This indicates academic degrees and credits tward a further degree. It des nt crrespnd t cntract step and lane, length f experience prgressins, r clck hurs. All numbers are based n quarter credits. T cnvert semester credits earned t quarter credits, use the fllwing frmula: # f semester credits X 1.5 = # f quarter credits. Example: 10 semester credits X 1.5 = 15 quarter credits. Chse the cde that best fits the educatin level f the emplyee. It is imprtant t reprt at least the degree level. This infrmatin is reflected in the Minnesta Reprt Card years 02 3 years 03 BA (Bachelr s degree) 04 BA credits 05 BA credits 06 BA credits 07 BA +60 r mre credits 08 MA (Master s degree) 09 MA credits 10 MA credits 11 MA credits 12 MA +60 r mre credits 13 ED Specialist 14 PhD (Dctral degree) Cntract Days Three-digit number ( ) representing the ttal number f days cntracted t reprt t wrk. Fr individuals reprted with an inactive, transfer, r terminatin cde, reprt 000. STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 16 f 57

17 Years f Experience (Superintendent, Principal, Classrm Teacher, Other) Tw-digit number (00-99) used t indicate the number f years f experience acquired by an individual serving in an assignment fr which licensure is required. D nt include the current year; this is autmatically updated upn submitting a final reprt. Reprt nly fr staff whse New Licensed Staff cde is 02 (returning frm break in service) r 04 (transferred frm ut f Minnesta r nn-public schl). It is imprtant t reprt years f experience fr staff with the status f 02 and 04 since any staff with less than three years f experience are cnsidered inexperienced. If a staff is serving in mre than ne area, reprt nly experience in ne categry per year with precedence as fllws: superintendent, principal, teacher, ther. Fr example, if yur superintendent is als an elementary principal, the year f experience will fall under superintendent. Superintendent and principal experience als includes assistant superintendent and assistant principal psitins. When determining years f experience, yu may include years f service utside f Minnesta r in a nn-public schl setting, but nly fr the years that the teacher held a license. Staff may nt receive credit fr years in which: They were cnsidered inactive, regardless f whether r nt they received a salary. They were nt cnsidered emplyees, but rather wrked fr a schl district as an independent cntractr. Out-f-District Assignment Use nly upper case N (n) r Y (yes). Staff that prvide services requiring licensure full time (100%) in the district, reprt N. D nt reprt Y fr staff that serve yur district 100 percent, even if they have an extra assignment in anther district. The ther district will reprt the assignment as an intentinal verlad assignment. Staff that prvide services requiring licensure less than 100 percent FTE in yur district AND prviding services in ther districts, reprt Y. Ttal FTE acrss the state is used t determine the average salary. See page 49 fr calculatin f average salary. Fulltime/Part-time Use nly upper case F (full time) r P (part time). Refers t part-time r fulltime assignment, des nt require year rund emplyment. Fr example: The staff serves as a teacher part time and a principal part time, use cde F. The staff serves as a licensed teacher part time and as a nn-licensed aid part time, use cde P in bth the LA Files and NA Files. The staff is hired as full time, but prvides services utside f the district part f the day, use cde F. A staff persn wh is emplyed full time, but has assignments during nly ne reprting sessin, use cde F fr bth sessins and an inactive cde f 29 fr the sessin with n assignment. District Use This field may be used by lcal districts fr linking staff recrds. It is nt required fr state reprting. STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 17 f 57

18 Licensed Staff Assignment: LB Files return t Table f Cntents return t Wh d I Include? The LB Files ffer a snapsht f the assignments prvided t schls and prgrams designated t yur district r charter schl n Octber 1 (fall submissin) r March 1 (spring submissin) which require a license by the Bard f Teaching r Bard f Schl Administratrs regardless f emplyment. Schls and prgrams designated t yur district refer t thse that have an fficial schl/site number assigned at MDE. Fr a list f all schls/sites assigned t yur district, lg int yur STAR accunt, click n View Reprts, and click n the link Schl Lkup fund in the left navigatin bar. A separate recrd fr each assignment, schl, and grade level shuld be reprted. This means that it is pssible fr a staff member t have multiple LB recrds. If a teacher s assignment, schl number, grade level f the students, and perids/length are the same, then multiple assignments can be cmbined as needed. Include (reprt the fllwing): Assignments prvided by emplyees f yur district AND by staff nt emplyed by yur district. ONLY assignments that are taking place during the snapsht f the submissin. All classes being received by yur students via ITV bradcast that are taught by staff f anther district. Early childhd and parent educatr staff in assignments requiring licensure. Any early childhd and pre-kindergarten r preschl prgrams that receive state r federal funding must be reprted. Schl Readiness and Vluntary Pre-Kindergarten staff that are licensed. Online Learning (OLL) classes prvided t students within yur district. Please see the STAR Manual: Sectin B fr mre details n reprting OLL assignments. Lng-term substitute assignments (assignments that are mre than 15 schl days cnsecutively) Cllege classes taught in the district schl by a district staff member cmmnly referred t as Cllege in the Classrm. Exclude (d NOT reprt an LB recrd fr): Assignments that have taken r will take place befre r after the submissin snapsht. Assignments that are prvided in schls r prgrams designated t anther district. The district receiving the services will reprt these assignments. Caching assignments. Student wrker assignments. Shrt-call substitute assignments (assignments that last less than 15 schl days cnsecutively). PSEO (Pstsecndary Enrllment Optins) assignments that are taught by cllege emplyees n the cllege campus r nline cllege classes that are pen t all cllege students, even if the student is ding the nline class in a study hall during the schl day. Extracurricular activities that d nt award credit. Cmmunity Educatin classes that are nt part f the K-12 curriculum and are pen fr anyne in the cmmunity t attend (classes listed in a Cmmunity Educatin brchure). Staff wh are cntracted and their psitin des NOT require licensure by the State Bard f Teaching r Minnesta Bard f Schl Administratrs. Schl Readiness and Vluntary Pre-Kindergarten staff wh d nt hld a license. STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 18 f 57

19 LB (Assignment) Files Descriptins District Number The district number is the fur-digit number identifier assigned by MDE t a district r charter schl. Value District Type The district type is a tw-digit number, assigned by MDE, which identifies the type f the schl district. The definitins f types can be viewed at MDE Organizatin Reference Glssary, a sectin in MDE-ORG. ( Value File Flder Number The File Flder Number (FFN) is a six-digit number assigned by MDE t a candidate upn applicatin fr licensure r a Cmmunity Expert Permissin and used as a unique identifier. All staff with a license r permissin will have a file flder number. The existence f a file flder number des NOT guarantee a license has been prcessed and apprved. Use Educatr License Lkup ( t find an individual s file flder number r the status f a license. Yu can search by name r by File Flder Number. Yu will chse either the License buttn which will give yu a cpy f the license r the Details buttn which will shw yu the licensure infrmatin, permissin infrmatin, and the applicatin status. If a file flder number is nt available, use as the file flder number. This will generate a warning n the licensed Edit Reprt, but will nt prevent a final submissin. The persn WILL appear n the Licensure/Assignment Discrepancy Reprt. Value STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 19 f 57

20 Schl Number The schl number is a three-digit number assigned by MDE t identify a schl r prgram site within a district. Schl number is distinct frm district number, even where the district cnsists f nly ne schl site. Value Fr staff wh are emplyed district wide (fr example, a superintendent) the schl number will be 000. Reprt nly district administratrs and ther nn-teaching staff nt assigned t a specific schl using the district wide number f 000. Schl number is reprted fr each assignment. It is pssible that ne persn may be reprted with several schl numbers. Nt reprting the apprpriate schl number (fr example, reprting staff as district wide instead f with the apprpriate schl number) will result in underrepresentatin f schl data when published in the Schl Reprt Card and ther schl-level reprts. Schl numbers and ther related infrmatin are reprted and verified by schl districts via District and Schl Site Verificatin ( Cntact MDE Schl Verify at mde.schl-verify@state.mn.us fr infrmatin regarding yur schl numbers r ther schl identificatin infrmatin. Scial Security Number Due t security issues, we are n lnger cllecting scial security numbers n the STAR reprt. If yu are uplading a file, please make sure the licensed staff have nine zers fr their scial security number. If yu are manually entering data, yu will ntice there is n lnger an ptin t enter a scial security number. Assignment Cde Six-digit number that best describes the curse r functin the staff persn is assigned t perfrm r teach. Reprt all staff wh serve yur district in a capacity fr which the Bard f Teaching r Bard f Schl Administratrs requires licensure. Reprt each assignment separately. This means there may be multiple assignments fr ne individual. T find the list f assignments requiring a license, see the STAR Manual B, pages 16-28, r g t the STAR Web Edit Website ( t find a list f STAR Assignment Cdes. Fr guidelines n reprting nline classes, refer t STAR Manual B, page 12. Only assignment cdes fr assignments requiring licensure may be used in this field. If yu use a nn-licensed classificatin cde in this field, yu will receive an errr. Fr guidelines n reprting Special Educatin classes, refer t STAR Manual B, pages Grade Level Tw-digit number that describes the grade level f students taught in the assignment. Use specific grade levels when pssible and grup grades when individual grades d nt apply. If assignments are cvering multiple grades and can be easily split int separate assignments, yu shuld reprt these assignments separately. If a teacher s license des nt cver a level in the gruped grade cde AND the teacher is nt wrking with that grade level, d nt use that cde, it will generate a discrepancy. STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 20 f 57

21 The assignment cde lists fund in STAR Manual: Sectin B may specify a grade-level cde. When this happens, yu must use that grade level r yu will receive an errr. Fr assignment cdes , , and , each grade level must be reprted separately. If yur elementary grade levels are truly cmbined, then yu have a cuple f chices fr reprting these: Reprt the grade with the mst students. Reprt each grade separately, but split the time in half. Fr example, if an elementary class has bth 5th and 6th grade fr 30 hurs a week, reprt each grade with 15 hurs. Staff serving all grades (K-12) may reprt tw recrds (18 and 19) r use grade level 37 if the assignment cde is Gifted Educatin Teacher, Hmebund Teacher, Dance, Classrm/General Music, Vcal Music, Band, Orchestra, and Special Educatin. DO NOT use grade-level 26 if the 5th and 6th grade runs n an elementary schedule; reprt these as separate elementary assignments. Please use the fllwing Grade-level Cdes and definitin: 01 1st grade 02 2nd grade 03 3rd grade 04 4th grade 05 5th grade 06 6th grade 07 7th grade 08 8th grade 09 9th grade 10 10th grade 11 11th grade 12 12th grade 15 Elementary grades 1-6 nt valid with , , , r Pre-Kindergarten nt valid with Kindergarten 18 Elementary grades K-6 nt valid with , , , r Secndary grades Junir High grades 7-9 d NOT use fr smene wh is NOT licensed fr all three grades 24 Senir High grades Middle Schl grades 5-9 d NOT use fr smene wh is NOT licensed fr all these grades 26 Middle Schl grades 5-6 d NOT use fr 5-6 classes that run n an elementary schedule 27 Middle Schl grades Adult/Parent Student 37 K-12 instructinal assignment serving all grades in assignment cdes , , , , , , r Administrative and Nn-Instructinal Staff r as designated STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 21 f 57

22 Mde f Teaching One-digit cde that describes the mde f instructin prvided. 0 Default (zer r blank) General Mde f Teaching (ne teacher in the classrm) C I L M S T X Cllege in the Classrm Reprt cde C fr classes that are taught n the high schl campus but are cnsidered cllege classes. Interactive Televisin (ITV) Reprted by the district receiving the services frm anther district via ITV. Reprt nly if the ITV instructin is being received in yur district and the teacher is nt an emplyee f yur district. ITV classes ffered as a Pstsecndary Educatinal Optin (PSEO) d nt need t be reprted. Online Learning Reprt cde L fr nline learning assignments. This shuld be reprted by the district receiving the nline services, regardless f emplyment status. This designatin will calculate the same as an X fr purpses f the FTE. Refer t STAR Manual B, page 12, fr guidelines n hw t reprt nline assignments. Online cllege classes (available t all cllege students) cmpleted by students during a study hall d nt need t be reprted. Instead, these shuld be reprted as either a study hall r a facilitating f cmputer prgrams. Immersin Prgrams Reprt cde M fr language immersin teaching prgrams. This cde allws fr reprting immersin prgrams at the secndary level r fr elementary specialists. Even when yu use the elementary immersin cde, please use the mde f teaching M. Special Educatin Multidisciplinary Team Reprt cde S when a special educatin teacher is a member f a frmal Special Educatin Multi-Disability Team whse members wrk tgether t serve a grup f students amng whm a variety f disabilities are represented. This will assist in aviding incrrect discrepancy issues. Team Teaching Reprt cde T when the teacher is ne f tw r mre teachers teaching at the same time, in the same classrm, sharing in the presentatin f the same curriculum t the same grup f students. Reprt the teacher nly with the assignment cde that is apprpriate fr their license. See the Licensure Assignment Table fund n the STAR Web Edit System webpage ( fr the crrect cde. Extra Assignment Reprt cde X fr verlad assignments r assignments that are in additin t thse that already calculate t 1.0 FTE. An individual cannt have an FTE greater than 1.05 (in ne district r cmbined districts) unless ne r mre f the assignments are reprted with an X in Mde f Teaching. STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 22 f 57

23 Perids per Week A tw-digit number representing the number f perids per week the assignment takes place. Reprt Kindergarten teachers wrking n a traditinal schedule: One half-day assignment reprt a ttal f 15 perids t calculate.5 FTE. Tw half-day assignments reprt a ttal f 30 perids t calculate t a 1.0 FTE. Full-day, every-ther-day assignment (fr example, Mnday, Wednesday, and Friday) reprt a ttal f 18 perids. Full-day, every-day assignment reprt a ttal f 30 perids t calculate a 1.0 FTE. T calculate 1.0 FTE reprt Pre-kindergarten t 6 th - grade teachers wrking n a traditinal schedule 30 perids per week Middle Schl Teachers wrking n a traditinal schedule 25 perids per week 7th t 12th grade teachers wrking n a traditinal schedule 25 perids per week Grade level 37 n a traditinal schedule 30 perids per week Grade level 30 n a traditinal schedule 30 perids per week Fr Blck Scheduling (75 r mre minutes), in any grade level 15 perids per week Administratrs and all ther nn-instructinal staff (grade level 99) 30 perids per week Fr unique schedule, please send an t the STAR Team at mde.star@state.mn.us t determine ttal perids. Length f Perid A three-digit number describing the number f minutes each perid is, nt including passing time. Right justify and precede by zeres as necessary t create a three-digit number (example, 25- minute assignment wuld be reprted as 025). Reprt administratrs and ther nn-instructinal staff (grade level 99) with 000. Reprt general elementary, kindergarten, pre-kindergarten, and ECFE assignments (cdes , , , , , and ) with 000. Length f Perids and 000 will default t 60 minutes fr purpses f calculating the FTE. Blck schedules with length f perid 75 minutes r mre must be reprted with the crrect number f minutes fr the crrect FTE calculatin t ccur. Reprt with the fllwing minutes per perid: 000 Default value, cnsidered equal t 60 minutes Shrter than typical length, reprt actual minutes Cnsidered typical length, reprt 000 r 060 r actual length Lnger than typical length, but nt lng enugh fr blck, reprt actual minutes Cnsidered Blck Length perid, reprt actual minutes STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 23 f 57

24 Ttal Number f Pupils A three-digit number used t reprt the number f pupils in each assignment ( ). Reprt the number f pupils nly fr assignment cdes , , , , and , including ITV and Online classes. These cdes include teachers f visual and perfrming arts, cmmunicatin arts and literature, freign languages and cultures, health and physical educatin, career explratin, self-management and life skills, family and cnsumer science, industrial and technlgy educatin, mathematics, natural sciences, agriculture educatin, cmputer and infrmatin technlgy, business educatin, scial sciences and scial studies, Career and Technical Educatin Prgrams (CTE), and ther instructinal assignments. Using three zers fr all ther assignment cdes are acceptable. Pupils DO NOT NEED t be reprted fr assignment cdes , , , , , , , , , r The cdes include teachers f special educatin, elementary, kindergarten, pre-kindergarten, bilingual r immersin kindergarten r elementary, schl readiness, early childhd educatin, ESL classes, adult basic educatin, and reserve teachers. DO NOT reprt pupils fr administrative, management, supervisry, supprt services, r ther nninstructinal staff. Fr Team Teaching assignments (nn-special Educatin assignments), equally divide the number f students by the number f teachers participating in the team teaching situatin. This des NOT include Special Educatin assignments. District Use This field may be used by lcal districts fr linking staff recrds. It is nt required fr state reprting. STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 24 f 57

25 Nn-Licensed Staff: NA Files return t Table f Cntents return t Wh D I Include? The NA Files ffer a snapsht f the staff emplyed by yur district (yur district has the authrity t hire r terminate) in psitins nt requiring licensure by the Bard f Teaching r the Bard f Schl Administratrs. The NA Files differ frm the LA files in the fact that the emplyee infrmatin and assignment are reprted in the same recrd. This means, if an individual has mre than ne assignment r serves in mre than ne building, the emplyee will have mre than ne recrd. Nn-licensed staff whse services are cntracted and are nt cnsidered emplyees f the district shuld nt be reprted n STAR UNLESS the Bard f Teaching r Bard f Schl Administratrs requires licensure. If a license is required, these individuals shuld be reprted n the licensed side f STAR. Fr example, the schl des nt hire janitrs, but cntracts with a cleaning cmpany fr janitrial services; these individuals shuld NOT be reprted. Anther example, the schl cntracts with a nn-prfit rganizatin fr additinal science teachers; these teachers shuld be reprted n the LB files. Nn-licensed staff emplyed full time by ne district, but serving in mre than ne district, shuld be reprted nly by the district f emplyment. Include staff wh meet ALL the fllwing criteria in the NA Files: This includes: Staff wh are serving in a capacity that des NOT require licensure, AND Staff yur schl district has the authrity t hire and terminate, AND Staff wh are emplyed as f Octber 1 (fall submissin) r March 1 (spring submissin) f the reprting year. Licensed staff wh are serving in a psitin nt requiring a license. Schl Business Officer. Technlgy Crdinatr. Directr f Federal Prgrams. Directr f Athletics. Persnnel Directr. Exclude, d nt reprt: Staff emplyed by anther district wh prvide services that d NOT require licensure by the State Bard f Teaching r Minnesta Bard f Schl Administratrs. Staff wh are cntracted and their psitin des NOT require licensure by the State Bard f Teaching r Minnesta Bard f Schl Administratrs. Student wrkers. Schl bard members. Caches. STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 25 f 57

26 NA (Nn-Licensed) Files Descriptins District Number The district number is the fur-digit number identifier assigned by MDE t a district r charter schl. District Type Value The district type is a tw-digit number, assigned by MDE, which identifies the type f the schl district. The definitins f types can be viewed at MDE Organizatin Reference Glssary, a sectin in MDE-ORG. ( Value Schl Number The schl number is a three-digit number assigned by MDE t identify a schl r prgram site within a district. Schl number is distinct frm district number, even where the district cnsists f nly ne schl site. Value Fr staff wh are emplyed district wide, the schl number will be 000. These wuld be nnlicensed staff wh wrk at the district ffice. Schl number is reprted fr each assignment. It is pssible that ne persn may be reprted with several schl numbers. Nt reprting the apprpriate schl number (fr example, reprting staff as district wide instead f with the apprpriate schl number) will result in underrepresentatin f schl data when published in the Schl Reprt Card and ther schl-level reprts. Schl numbers and ther related infrmatin are reprted and verified by schl districts via District and Schl Site Verificatin ( Cntact MDE Schl Verify at mde.schl-verify@state.mn.us fr infrmatin regarding yur schl numbers r ther schl identificatin infrmatin. STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 26 f 57

27 Unique Identifier Number Due t security issues, scial security numbers are nt t be reprted. Hwever, fr nn-licensed staff, we need a unique identifier number. Please use the same unique identifier fr the persn fr as lng as they are wrking in yur district. This is imprtant as the unique identifier will becme a link, allwing yu t pen the NA recrd. Fllw this pattern t create the unique identifier: The first fur digits use the fur-digit DISTRICT NUMBER. If yur district number is less than fur digits, precede the number with zers. Fr example, 79 wuld be The remaining five digits, assign a number unique t each individual in the fashin yu chse. This can be a numerical rder 00000, 00001, 00003, r the last five digits f an individual s emplyee r scial security number. DO NOT reprt all zers. Staff Name Reprt the name as fllws, in all capital letters with the cmma: LAST, FIRST MIDDLE Gender Use an upper case letter: M Male F Female Birth Date Reprt birth date in the fllwing pattern: YYYYMMDD (year mnth day). Ethnic/ Race/ Ethnicity Nn-scientific racial/ethnic designatin as defined by the United States Department f Educatin. The manner f cllecting this data is left t the discretin f the district, but districts shuld make it clear t staff this data is used nly fr the purpse f cmpliance with federal and state civil rights. This must be reprted fr each persn. If a persn refuses t prvide the infrmatin, the district shuld ntify the staff that this is still required t be reprted and they will be making the ethnic and racial determinatin. ETHNIC: 01 American Indian r Alaskan Native: A persn having rigins in any f the riginal peples f Nrth American and wh maintains cultural identificatin thrugh tribal affiliatin r cmmunity recgnitin. 02 Asian r Pacific Islander: A persn having rigins in any f the riginal peples f the Far East, Sutheast Asia, the Pacific Islands r the Indian subcntinent. This area includes, fr example, China, India, Japan, Krea, the Philippine Islands, and Sama. 03 Hispanic: A persn f Mexican, Puert Rican, Cuban, Central r Suth American, r ther Spanish culture r rigin regardless f race. 04 Black, Nt f Hispanic Origin: A persn having rigin in any f the Black racial grups f Africa. 05 White, Nt f Hispanic Origin: A persn having rigins in any f the riginal peples f Eurpe, Nrth Africa, r the Middle East. ETHNICITY: Hispanic/Latin must be Y r N RACE: One r mre must be Y, regardless f Ethnicity. All bxes must have Y r N. American Indian r Alaskan Native Asian Native Hawaiian r Other Pacific Islander Black r African American White STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 27 f 57

28 New Nn-Licensed Staff Tw-digit cde used t identify the emplyment status f all nn-licensed staff. 00 Default Value/Returning Staff 20 New Hire (nt emplyed by yur district in any capacity, licensed r nn-licensed, the previus submissin) Emplyee Classificatin Six-digit cde used t identify the general ccupatin f the emplyee. See the Nn-Licensed Classificatin Cdes fund in the STAR Manual B n pages Classificatin cdes may represent ccupatins r jbs that vary frm the definitins given, but shuld clearly fit the same general character r purpse. D nt use licensed assignment cdes in the NA Files. This will generate an errr. Requirements fr Qualified Paraprfessinals A paraprfessinal wh wrks in a Title I prgram must meet federal qualificatin requirements. This applies t paraprfessinals in a Targeted Assistance Title I schl wh are paid all r in part with Title I funds and t all paraprfessinals in a Schlwide Title I schl. In a schlwide prgram, this includes paraprfessinals supprting students receiving special educatin services. If nt wrking in a Title I prgram, a paraprfessinal must meet lcally develped qualificatin requirements. A paraprfessinal may wish t btain a vluntary Paraprfessinal Credential thrugh the Bard f Teaching. The fllwing are hw a district can determine the qualified status f a paraprfessinal: Tw years f study at an institutin f higher educatin. Minnesta s standard: A minimum f 60 semester credits r the amunt required t cmplete tw years f full-time enrllment as determined by the institutin attended. An Assciate s Degree. Minnesta s standard: An AA, AS, AAS, r higher degree. A demnstratin thrugh a frmal state r lcal academic assessment f: Knwledge f and the ability t assist in instructing reading, writing, and math Knwledge f and the ability t assist in instructing reading readiness, writing readiness, and mathematics readiness, as apprpriate. Minnesta s standard fr demnstrating thrugh a frmal state r lcal academic assessment can be met in ne f three ways: A passing scre n an assessment frm the state apprved list. Demnstrating all Minnesta Paraprfessinal Cre Cmpetencies (1-8) by lcal district validatin f a prtfli thrugh transferable wrk experience, cllege curses, wrkshps/cnferences, Para elink and demnstratin f skill using Para elink r a similar curriculum that fcuses n recent training addressed in Cmpetency 9 f Reading, Math, and Writing. See the Paraprfessinal webpage fr mre infrmatin ( STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 28 f 57

29 Hurs Wrked Per Week A tw-digit number (01-60) representing the typical number f hurs the nn-licensed staff persn wrks per week, nt including vertime. (1.0 FTE = 40 hurs) Reprt based n the week f Octber 1 (fall submissin) and March 1 (spring submissin). Hurs wrked per week fr staff with multiple assignments shuld be reprted separately. Fr example, an emplyee wh drives schl bus 18 hurs a week and perfrms custdial duties 16 hurs a week, wuld have tw recrds: 1) bus driver 18 hurs and 2) custdian 16 hurs. Fractins f an hur shuld be runded t the nearest hur. Fr example, 36.5 shuld be runded t 37 r 36.4 shuld be runded t 36. Full time/part time Use nly upper case F (full time) r P (part time). Refers t part-time r full-time assignment, des nt require year-rund emplyment. Fr example: A staff persn wh serves part time as a licensed teacher and part time as a nn-licensed aid, cde P in bth the LA and NA Files. A staff persn wh is hired as full time, but serves in mre than ne district, cde F. District Use This field may be used by lcal districts fr linking staff recrds. It is nt required fr state reprting. STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 29 f 57

30 THE LICENSURE/ASSIGNMENT DISCREPANCY REPORT return t Table f Cntents Once yur edit is errr free, the next imprtant step is t check yur Licensure/Assignment Discrepancy Reprt. This reprt will alert yu t anyne wh is wrking in an assignment withut the prper license r permissin. T access the Licensure/Assignment Discrepancy Reprt, g t the View STAR Reprts page and, n the left-hand side f the screen, click n the Licensure/Assignment Discrepancy Reprt link. On the Licensure/Assignment Discrepancy Reprt Page, yu have the ptin f pening the reprt as either a PDF r Excel dcument. The reprt will either have the sentence District XXXX-XX had n assignment/licensure discrepancy errrs r it will present a list f file flder numbers and names f teachers wh are ut f assignment. If the reprt is clean, then yu can clse it and cntinue t the final submissin. If yur reprt has discrepancies listed, yu will want t clean up as many as is pssible. This is called the Discrepancy Clean-Up Phase. If yu are in need f assistance in cleaning the discrepancies, feel free t the STAR Team at mde.star@state.mn.us. The discrepancy reprt will list the teachers in the rder f the schl building in which they were reprted, and will include the assignment fr which they are ut f cmpliance, the grade level, perids per week, number f students, and the vilatin. Please wrk with yur administratin and the STAR Team t clean up as many f the discrepancies as pssible. Mst discrepancies are caused by an incrrect assignment cde r grade level. If this is the case, yu will need t crrect the incrrect recrd, save it, run anther edit, and then check the discrepancy reprt again. Any discrepancies that remain nce the STAR Team finalizes the submissin sessin will be sent t the Bard f Teaching and Bard f Schl Administratrs. The discrepancies will lead t cntact frm the tw bards t the teachers and administratrs and can result in disciplinary actin. The district r charter schl superintendent r directr and charter schl authrizer will be ntified f discrepancies including n license r expired license. STaff Autmated Reprt (STAR) Manual A: The Basics f the STAR System (rev. 2017) Page 30 f 57