Automated Data Exchange Documentation
2012 – 2013 Human Resource Data Elements and Definitions
Description of Data Element Fields
Personal Information
Educational Background
Employment
Position, Salary and Status Information
Administrator Criteria
Summary Job Classification Codes
Detail Job Classification Descriptions
Teaching Subject Area Assignments
Administrator/Instructional Program Area Assignments
Grant Reporting
December Human Resource File Layouts and Edit Specifications
Human Resource Data Elements
Name of Field / Type / Length / DEC / APP / EOYSchool District/BOCES Code / Numeric / 4 / X* / X / X
Personal Information
Social Security Number / Numeric / 9 / X* / X / X
EDID - Educator Identification / Numeric / 8 / X*
First Name / Char / 20 / X* / X / X
Middle Name / Char / 20 / X* / X / X
Last Name / Char / 20 / X* / X / X
Ethnicity: Hispanic or Latino / Code / 2 / X
Race: American Indian or Alaska Native / Code / 2 / X
Race: Asian / Code / 2 / X
Race: Black or African American / Code / 2 / X
Race: White / Code / 2 / X
Race: Native Hawaiian or Other Pacific Islander / Code / 2 / X
Race: Federally Reported Race Ethnicity Category Field / Code / 2 / X
Gender / Code / 2 / X
Birth Date / Date / 8 / X
School District Code of Residence / Code / 4 / X
Educational Background
Highest Level of Education Completed / Code / 2 / X
Institution Code or State Code / Code / 4 / X
Subject Area of Degree / Code / 4 / X
Passed Paraprofessional Test / Code / 2 / X
24 Semester Hours / Code / 2 / X
Passed Out of State Elementary or Early Childhood Core Content Test / Code / 2 / X
State Core Content Test Administered (outside of Colorado) / Code / 2 / X
Technology Proficiency Level / Code / 2 / X
Type of Technology Assessment / Code / 2 / X
Date of Technology Assessment / Num / 8 / X
Employment
Years of Prior Pre/K-12 Teaching Experience Instate / Numeric / 2 / X
Years of Prior Pre/K-12 Teaching Experience Out-of-State / Numeric / 2 / X
Years of Prior Pre/K-12 Education Experience Instate / Numeric / 2 / X
Years of Prior Pre/K-12 Education Experience Out-of-State / Numeric / 2 / X
Beginning (start) Date at School District / Date / 8 / X / X / X
Years Principal at This School / Numeric / 2 / X
Years Principal at Any School / Numeric / 2 / X
Teacher Probationary Status / Code / 2 / X
Teacher Overall Performance Evaluation Rating from the Prior Year / Code / 2 / X
Principal Overall Performance Evaluation Rating from the Prior Year / Code / 2 / X
Position, Salary and Status Information
School Building Code / Code / 4 / X*
Employment Status Code / Code / 2 / X / X / X
Number of Contract Days / Numeric / 3 / X / X / X
Hours Worked per Day / Numeric / 4 / X* / X / X
Hourly Rate of Pay (where applicable) / Numeric / 5 / X
Base Salary or Wage / Numeric / 6 / X
Job Classification Code / Code / 3 / X* / X / X
Teaching Subject Area / Code / 4 / X* / X / X
Administrator/Instructional Area / Code / 4 / X* / X / X
Grade Level Infant,PreK,K,1...11,12 / Code / 2 / X
Number of Classes Taught in Subject / Numeric / 2 / X
Grant Reporting
Grant/Project Funding Source / Code / 4 / X* / X / X
*These data elements are currently collected for the Special Education December Report.
Human Resource Data Element Definitions
School District/BOCES Code-- A unique code assigned to a district by CDE. Refer to School District/BOCES Code table.
Personal Information
Social Security Number--A unique number assigned to an individual.
EDID (Educator Identification)--A unique number assigned by CDE for an individual.
First Name--A name given to an individual at birth, baptism, or during another naming ceremony, or through legal change.
Middle Name--A secondary name given to an individual at birth, baptism, or during another naming ceremony, or through legal change.
Last/Surname--The name borne in common by members of a family. If possible, include title.
Ethnicity: Hispanic or Latino --a person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race. The term “Spanish origin” can be used in addition to “Hispanic/Latino or Latino.”
04 / Yes-- Hispanic or Latino00 / No-- Not Hispanic or Latino
Race: American Indian or Alaska Native --a person having origins in any of the original peoples of North and South America (including Central America), and who maintains a tribal affiliation or community attachment.
01 / Yes-- American Indian or Alaska Native00 / No-- Not American Indian or Alaska Native
Race: Asian --a person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian Subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.
02 / Yes-- Asian00 / No-- Not Asian
Race: Black or African American --a person having origins in any of the Black racial groups of Africa.
03 / Yes-- Black00 / No-- Not Black
Race: White --a person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
05 / Yes-- White00 / No-- Not White
Race: Native Hawaiian or Other Pacific Islander --a person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
06 / Yes-- Native Hawaiian or Other Pacific Islander00 / No-- Not Native Hawaiian or Other Pacific Islander
Federal Race/Ethnicity Reporting Category --the single category used to classify the student or staff member in aggregated federal or state reporting such as pupil counts, graduation rates, and assessment results. This designation is based on the race and ethnicity information provided to the reporting district by the student (or his or her parent/guardian) or staff member.
01 / American Indian or Alaska Native02 / Asian
03 / Black or African American
04 / Hispanic or Latino
05 / White
06 / Native Hawaiian or Other Pacific Islander
07 / Two or More Races
Additional Ethnicity and Race Information
Gender
01 / Female-- A woman or a girl.02 / Male-- A man or a boy.
Birth Date-- The month, day, and year on which an individual was born (mm/dd/yyyy).
School District Code of Residence-- A unique code assigned by CDE designating the school district in which the employee resides. Refer to School District/BOCES Code Table.
Educational Background-- The following data elements are required only for Administrators and Instructional Staff:
Highest Level of Education Completed-- The extent of formal instruction an individual has received (i.e., the highest grade in school or its equivalent or the highest degree received).
09 / No high school diploma10 / High school graduate--high school diploma or equivalent
11 / Post graduate (Grade 13)
12 / Formal award, certificate or diploma (less than one year)
13 / Formal award, certificate or diploma (more than or equal to one year)
14 / Some college but no degree
15 / Associate's degree or two or more years (48 semester hours or more of college with no degree)
16 / Bachelor's (Baccalaureate) degree (e.g., B.A., A.B., B.S.)
17 / First-professional degree (e.g., D.C. or D.C.M., D.D.S. or D.M.D.,M.D., O.D., D.O., D.Phar., Pod.D. or D.P.M., D.V.M., L.L.B.or J.D., M.Div., M.H.L., B.D., or Ordination)
18 / Master's degree (e.g., M.A., M.S., M.Eng, M.Ed, M.S.W., M.B.A., M.L.S.)
19 / Specialist's degree (e.g., Ed.S)
20 / Doctoral (Doctors) degree (e.g., Ph.D, Ed.D)
Institution Code or State Code-- The code assigned by CDE to Colorado institutions of higher education or the two letter state code where the highest degree was received.
Colorado Institutions of Higher EducationCode / College Name
1345 / Adams State College
1397 / Baptist Theological Seminary
1310 / Chapman University
1395 / Colorado Christian University (Rockmont)
1347 / Colorado College
1348 / Colorado School of Mines
1314 / Colorado School for Professional Psychology
1350 / Colorado State University
1377 / Colorado State University - Pueblo
1351 / Colorado Women's College
1315 / Denver Seminary
1353 / Fort Lewis College
1354 / Iliff School of Theology
1313 / Jones International University
1399 / Lesley College
1358 / Mesa State College
1360 / Metropolitan State College
1366 / Naropa University
1386 / Nazarene Bible College
1363 / Regis College
1367 / St. Thomas Seminary
1356 / Teikyo Loretto Heights University
1369 / United States Air Force Academy
1370 / University of Colorado - Boulder
1374 / University of Colorado - Colorado Springs
1375 / University of Colorado - Denver
1376 / University of Colorado - Medical Center
1371 / University of Denver
1349 / University of Northern Colorado
1333 / University of Phoenix
1365 / University of Southern Colorado
1372 / Western State College of Colorado
Colorado Community Colleges
Code / College Name
1352 / Aims Community College
1346 / Arapahoe Community College
1321 / Blair Business College
1373 / Colorado Mountain College - Alpine (Steamboat Springs)
1364 / Colorado Mountain College - Spring Valley (Carbondale, Glenwood Springs, Rifle)
1394 / Colorado Mountain College - Timberline (Aspen, Breckenridge, Chaffee County, Dillon, Eagle, Edwards, Leadville)
1359 / Colorado Northwestern Community College
1393 / Colorado Technical College - Colorado Springs
1396 / Colorado Western College
1392 / Community College of Aurora
1357 / Community College of Denver (Denver Auraria Community College)
1323 / Everest College-Aurora
1324 / Everest College-Colorado Springs
1391 / Front Range Community College
1311 / Johnson and Wales
1355 / Lamar Community College
1398 / Morgan Community College
1361 / Northeastern Community/Junior College
1362 / Otero Junior College
1322 / Parks Junior College
1390 / Pikes Peak Community College
1389 / Pueblo Community College
1388 / Red Rocks Community College
1312 / Rocky Mountain College of Art and Design
1320 / San Juan Basin Technical College
1368 / Trinidad State Junior College
1300 / Colorado College not listed above
State Codes
AL Alabama / NE Nebraska
AK Alaska / NV Nevada
AZ Arizona / NH New Hampshire
AR Arkansas / NJ New Jersey
CA California / NM New Mexico
CT Connecticut / NY New York
DE Delaware / NC North Carolina
DC District of Columbia / ND North Dakota
FL Florida / OH Ohio
GA Georgia / OK Oklahoma
HI Hawaii / OR Oregon
ID Idaho / PA Pennsylvania
IL Illinois / RI Rhode Island
IN Indiana / SC South Carolina
IA Iowa / SD South Dakota
KS Kansas / TN Tennessee
KY Kentucky / TX Texas
LA Louisiana / UT Utah
ME Maine / VT Vermont
MD Maryland / VA Virginia
MA Massachusetts / WA Washington
MI Michigan / WV West Virginia
MN Minnesota / WI Wisconsin
MS Mississippi / WY Wyoming
MO Missouri / XX Other than United States
MT Montana
Subject Area of Degree--A broad description of degree(s) a middle, junior or high school teacher has received (bachelors, masters or doctorate). This code is required for teachers teaching 7th grade or higher.
0100 / Agriculture0200 / Art
0300 / Business
0400 / Distributive/Marketing Education
0450 / Elementary Education
0500 / English Language Arts
0600 / Foreign Languages
0700 / Health Occupations Education
0800 / Physical Curriculum
0900 / Family and Consumer Education
1000 / Industrial Arts/Technology Education
1100 / Mathematics
1200 / Music
1300 / Natural Science
1400 / Office Occupations
1500 / SocialSciences
1600 / Technical Education/Computer Technology
1700 / Special Education
1800 / Co-curricular Activities I - Athletic/Sport
1900 / Co-curricular Activities- Nonathletic
2000 / Other Degree
2100 / No Degree
Passed Paraprofessional Test-- The paraprofessional (job class codes 415,416,418,419) demonstrated knowledge of reading, writing, and mathematics, as well as the ability to assist in reading, writing, and mathematics through a locally or a nationally developed academic assessment.
01 / Yes02 / No
24 Semester Hours-- Teachers (job class codes 201-206) who have 24 semester hours of content in the area in which they are teaching. For general education teachers (teaching subject area 0010-0060) this can be 01.
01 / Yes02 / No
Passed Out of State Elementary or Early Childhood Core Content Test-- Teachers (job class codes 201-206) teaching General Elementary, Middle School Self Contained Classrooms, General Pre-School Education, Integrated Education or CSAP-A only students, who have passed either a Elementary or Early Childhood Core Content Test (not within Colorado) which is listed in the approved test name table below.
01 / Yes02 / No
State Core Content Test Administered (outside of Colorado)-- The state (Colorado is not valid) in which the teachers passed the Elementary or Early Childhood Core Content Test. If Passed Elementary or Early Childhood Core Content Test field is marked with 01, yes this is required. For states with acceptable tests and test names, please refer to Approved Tests for Elementary Teachers. The appropriate 2 letter state code would be reported in this field.
Technology Proficiency Level -- The level of technology proficiency for the required instructional staff, which was assessed within three years (including the current reporting period). Required if Job Classification Code is 105, 106, 201, 204, 206, 216; as well as those staff with job class codes of 104 or 107 and assigned to a specific school (not 9980-districtwide). Not required if 07 - PTP Self Assessment is reported as Technology Assessment Type Used. If not required,zero-fill.
CDE has written the following proposed definition of personnel proficiency that LEAs may use or revise as needed.
Educators, support staff and other leaders who facilitate collaborative student learning through the selection and effective use of a wide variety of appropriate media- rich interactive and authentic learning experiences by creating learning environments conducive to creativity and innovation.
** This definition has not been finalized or endorsed by CDE and is being provided as a resource for districts that need to establish their own definition of personnel proficiency.
01 / Proficient - Staff member has been assessed and was determined to be proficient in using technology.02 / Not Proficient - Staff member has been assessed and was determined NOT to be proficient yet in using technology or staff is an EXISTING employee that has not been assessed.
03 / Not Assessed - Staff member has not been assessed on technological proficiency. (NOTE: This category is only allowed for new staff that is required to be assessed but have not yet been assessed).
Technology Assessment Type Used -- The method which most closely represents the type of assessment used in evaluating the technology proficiency of the required instructional staff member. If not required, zero- fill.
01 / Self Assessment - Any method wherein the staff member rated themselves on technological proficiency.02 / Performance-based assessment – Any test or performance-based task that the staff member completed to demonstrate their technological proficiency (e.g., an online technology test).
03 / Peer Assessment – Any survey or observation completed by a peer wherein the staff member was rated on their technological proficiency.
04 / Supervisor Assessment - Any survey, observation or evaluation completed by the supervisor wherein the staff member was rated on their technological proficiency.
05 / Multiple Methods - More than one method was used for assessing technological proficiency (e.g. both a self- assessment and supervisor assessment was used to determine proficiency).
06 / Not Assessed – Only allowed when “03” is selected for Level of Proficiency and new staff (based on their beginning date).
07 / PTP (Personnel Technology Proficiency) – State created self assessment survey based on NETS standards for Teachers and Administrators. .
Date of Technology Assessment-- The school year in which the required staff member was assessed for technology proficiency. Not required if 07 - PTP Self Assessment is reported as Technology Assessment Type Used. Zero-fill for all records if not required or an assessment has not taken place.
20092010 / Assessment completed two years ago.20102011 / Assessment completed previous school year.
20112012 / Assessment completed this school year.
Teacher Probationary Status -- The probationary status of the teacher, defined by statue 22-603-203(2)(a): ‘During the first three years school years that a teacher is employed on a full-time continuous basis by a school district, such teacher shall be considered to be a probationary teacher…’ THIS FIELD IS REQUIRED for all records of teachers.
01 / Yes - probationary teacher02 / No - non probationary teacher
03 / At-Will Teacher
Teacher Overall Performance Evaluation Ratingfrom Prior Year – The final evaluation RATING in the teacher’s written evaluation report from the prior academic SCHOOL year.
01 / Highly Effective, or the equivalent, where applicable (e.g., if the district assigns a rating of “highly than satisfactory or “exemplary”)02 / Effective, or the equivalent, if the district uses a different term (e.g., “satisfactory” or “proficient”)
03 / Partially Effective, or the equivalent, where applicable (e.g., “’progressing”, “approaching satisfactory”)
04 / Ineffective, or the equivalent, if the district uses a different term (e.g. “unsatisfactory”)
05 / Not Yet Evaluated –to use with new hired teachers that have not yet been formally evaluated
06 / Evaluation of teacher was not conducted in prior year-for a reason other than that the teacher is new
Principal Overall Performance Rating– The final evaluation RATING in the principal’s written evaluation report from the prior academic SCHOOL year.
01 / Highly Effective, or the equivalent, where applicable (e.g., if the district assigns a rating of “highly than satisfactory or “exemplary”)02 / Effective, or the equivalent, if the district uses a different term (e.g., “satisfactory” or “proficient”)
03 / Partially Effective, or the equivalent, where applicable (e.g., “’progressing”, “approaching satisfactory”)
04 / Ineffective, or the equivalent, if the district uses a different term (e.g. “unsatisfactory”)
05 / Not Yet Evaluated –to use with new hired principals that have not yet been formally evaluated
06 / Evaluation of principal was not conducted in prior year-for a reason other than that the principal is new
Employment
Years of Prior Pre/K-12 Teaching Experience Instate-- The total number of years that an individual has previously held a teaching position in Colorado. (Collected for Administrators and Instructional Staff Only.)
Years of Prior Pre/K-12 Teaching Experience Out-of-State-- The total number of years that an individual has previously held a teaching position outside of Colorado. (Collected for Administrators and Instructional Staff Only.)
Years of Prior Pre/K-12 Education Experience Instate--The total number of years that an individual has previously held an educational position in Colorado for which licensure/certification is necessary. This includes positions such as teacher, administrator, counselor, media consultant/librarian, nurse, psychologist, social worker, etc. Do not include the current year in the number provided. (Collected only for Administrators and Instructional Staff.)
Years of Prior Pre/K-12 Education Experience Out-of-State--The total number of years that an individual has previously held an educational position outside of Colorado for which licensure/certification is necessary. This includes positions such as teacher, administrator, counselor, media consultant/librarian, nurse, psychologist, social worker, etc. Do not include the current year in the number provided. (Collected only for Administrators and Instructional Staff.)
Years Principal at Any School-- The total number of years that an individual has previously held a principal position at any school in any district. Do not include assistant principal experience. Do not include the current year in the number provided. (Collected for job class code 105 Principal.) Superintendents serving as principals should include the dual years in their experience count.
Years Principal at This School-- The total number of years that an individual has previously held a principal position at the reported school code. Do not include assistant principal experience. Do not include the current year in the number provided. (Collected for job class code 105 Principal.) Superintendents serving as principals should include the dual years in their experience count.
Position, Salary and Status Information
School Building Code-- A unique number assigned by CDE to a school building. Refer to School Building Code Table.
Employment Status Code
01 / Active Employment--An individual who is employed by the school district.02 / On Leave and Not Replaced--An individual who is on short term leave (e.g. 89 days or less). This individual is reported and information will be used to compute statistical information, e.g. pupil/teacher ratios.
03 / On Leave and Replaced--An individual who is on long term leave (e.g. 90 days/semester or greater). This individual has been replaced by a long-term substitute. A separate record must be submitted for the long term substitute with active employment status.
(Code 04 is to be used, if applicable, for end-of-year report and Federal application report.)
04 / Purchased Services--An individual who is employed on the basis of a contract that is not a regular school district or BOCES contract. (Contracts must be submitted for prior approval for special education federal funds).
(Codes 05 and 06 are to be used, if applicable, for Special Education's end-of-year report and Federal application report only.)
05 / Summer Active Employment--An individual who is employed by the school district for the Summer.
06 / Summer Purchased Services--An individual who is employed on a separate contract for the summer if the contract is not used for all regular school district or BOCES summer school personnel.
08 / Intern--An individual who is employed for less than a year and/or is earning less than the standard salary for the position.
09 / Sunset Employment-- Individuals hired by the district and funded through "Bond Money" for specific projects that have a defined termination point ( e.g., architects, construction workers, etc.).
10 / Additional Pay/Additional Duties-- A district employee who has an additional contract. This includes additional pay received beyond the person's regular contract or addendum to his/her contract.
Number of Contracted/Scheduled Duty Days--The total number of days an individual is employed to perform an assignment for an employer (for contract employees, exclude holidays/vacation days). The number of contract days should never be split among multiple assignments. Use the total contract days for each assignment.