If a teacher has special education students in their classroom and they teach these students during the day, which classroom setting code do they use?  The teacher is a general elementary teacher with some special education students in her class.

You will use 0 (Not a special population teacher).

For submission of the CE report you have asked each teacher to be rated for column S as HQT (choices 1-4).  But teachers are rated by the subject they teach, so each teacher might be rated HQ for one subject but not HQ for another.  As it is we are left to guess which the more appropriate response is.  It would be more appropriate to have the HQT on the CP report.

If the teacher is HQ in any area please report the teacher as being HQ.

Teachers who teach at more than one building....do you want them listed in each building or only one?

Please list the teacher in each building that they teach in.

On the CP report do we still list the person if they are department heads?  That information does not seem to be on the report we have downloaded?

Department heads are still reported on the CP report.

Would the superintendent and assistant superintendent be included on each school?

No, you will only include them in the 0000 building.

CP: Since Level CG is only to be used for instrumental and vocal, what level should full time administrators use?  Should it be blank since the code connotes the level?

You will not report level codes for administrators.

CP: Is there any situation where a full time administrator would show number of students?  In the past some have been using their school enrollment number and some have been using blank.  Which is correct?

No, you should not report the number of students for administrators/non-teaching positions.

We have several employees that we hold their contract and they teach in another school corporation.  How do we report their data?

You will report their CE record and the corporation where they teach will report the CP record.  The CP record will reflect the corporation number of the corporation that holds the contract and the school number where they are physically teaching.

Would we include special education teachers?

The data layout states: "Report the data for all certified employees of the corporation."   Enter "1" in Field 19 "Special Populations Employee" for employees who teach Special Education.

We have a language arts teacher who teaches five levels of a foreign language.  Three levels are taught during the same period.  How do we show the different subject taught during the same period?

You will pick the class that has the largest amount of students and list the subject as that and then the grade level as the majority of the students in all classes and the total number of students.

We have 9 teachers that have a study hall during their regular day.   Do we need to include these on the CP Report?  I could not find a code in the Code list.

Study Hall is not included on the CP report.

We have a part time first year teacher at one of our buildings, she teachers Title One, should she be included?

If she is licensed and you have a contract with her then she should be put on the report.

Will there be or is there as in the past an excel spreadsheet on previous data sent for the CE/CP Report?  95% of our data is the same and we could upload this information into the STN sight and only make necessary changes instead of starting from scratch.

Current information is that last year's data will be available as a download in the usual Application Center formats. Excel worksheets formatted for CE/CP data will be available as an optional tool.  However; these worksheets will not be pre-loaded.

How do we go about getting EMPLOYEE ADMINISTRATION?  I have the corp. level login and password for our corporation, but when I go to data transfer and file type, I don't see a DOE CE/CP option so I can upload this report properly.  I need to help a staff member in our supt. office to do this. How do we upload this info?  It's sure not explained clearly to us.  Please help!

You must be a Corporate Maintenance User to assign Employee Administration permissions.  Under Administration > User Security > User Maintenance.  Once you have the Employee Administration assigned then you will find the CE/CP data under Administration > Retrieve Student Data > 2006-2007 > Certified Employee or Certified Position.

On the CP report, columns F, G, and H are required fields.  How should each of theses columns be filled for a principal, superintendent, guidance counselor, technology coordinators, or special education teachers, etc.?  Am I correct in assuming we put a zero in columns G and H for administrators?

Please leave the cells in these columns blank if the value is zero and the Subject Code is 0302 or lower.  We have recently identified some exceptions where fields may not need to be (or should not be) completed:
Field 5 "Level" - currently listed as Required, should not be allowed for Codes of 0302 or lower.
Field 6 "Periods per Week" - currently listed as Required, should be optional for Codes of 0302 or lower (used where a person serves in two positions such as administrator and teacher or two administrative positions).
Field 7 "Number of Pupils" - currently listed as Required, should not be allowed for Codes of 0302 or lower.  (A message regarding this was originally posted on the STN Listserv on 10/13/006 the data layout was updated to reflect these changes.)

We are pretty close to having our CE/CP file ready to send.  I don’t see where we do that on the STN site.  I have checked to make sure I have Employee Administration on the User Maintenance Screen.  Am I looking in the wrong place?

Once you have the data updated you will send it under Data Transfer > File Transfer.

What does this warning message mean?
Total number of periods from all positions for SSN XXXXXXXXX exceeded 35: 54

The total number of periods allowed is 35; the total number of periods reported for this person is 54.  Any records submitted will need to be deleted from the database.  Submitting your file that has had records removed will not remove the records from the database. Go to Data Transfer > Input Forms > Certified Positions > Filter Certified Positions to view, edit and delete the records for this employee by SSN.

I submitted the file for the DOE-CP.  I then removed some of the records that had an incorrect subject.  I uploaded the file again and got a warning that the periods exceeded.  It looks like it added the records instead of removing the records.  What is the problem?

Submitting the file again will not remove any records previously submitted.  Go to the Input Form under Data Transfer; view all the records for that person using the Filter Certified Positions by the SSN.  Remove the record with the big red X.

I have resubmitted my CE and CP reports for 2006-2007.  The only warning I get is "xxxxxxxxx: Pupils high or periods low for subject '2522'?"  Since I submitted the data exactly as is exists in the high school, I'm not sure how to resolve this issue, or whether it really needs to be resolved from my end.  Let me know what to do next?

This message is a warning only.  We ask that you verify that the data that you submitted is accurate.  If it is, you do not need to do anything else.  Please be sure to go to the Message Center > Reports > Certified Employee Summary and print a copy of the report to review and keep in your files.

I have resent both my DOE-CE and DOE-CP reports to correct some errors, and I am certain that both reports contain the correct SSN for a certain employee.  However when I download the Certified Employee Summary Report it states that this employee has a different SSN and that she has a "CE record with no CP record.  Since I just sent these corrections this morning perhaps it is simply a timing issue for the summary report to be updated.

The first CE file that was submitted on 10/02/2006 with transfer i.d. of 246304 contained the SSN in question.  You will need to go to the Input Form for the Certified Employee and delete the record from there as simply removing or changing a SSN in your file does not remove the record after it has been accepted.

I received the following error message when attempting to upload our CP data.
xxxxxxxxx: A matching certified employee record with a SSN of 'xxxxxxxxx' and a corp of '9200' was not found.  Any suggestions?

If you submitted the CP record as your school number for the corporation number and submitted the CE with the corporation number you will get this error.  Since you are a nonpublic school the CE will need to be sent with the school number in the corporation number.

Are we able to correct errors once we have submitted our reports or do we need to resubmit the entire file?  I see the input screen but I
didn't know if that would be for someone not already reported.

You may send just your correction or send the entire file.  You may also make changed via the Input Form under Data Transfer.

We met the deadline for the CP however with errors.  In trying to cleanup the errors be resubmitting.  I'm getting the following error:
     8 File line 88 does not contain the correct number of data elements. 
     9 File line 89 does not contain the correct number of data elements. 
   10 File line 90 does not contain the correct number of data elements.
   11 The uploaded file contains too many consecutive errors. Please correct the errors listed above. Correct any similar errors throughout
the remainder of your file. After correcting the errors, please upload the file again and check the results. 
I've checked and rechecked my file and it looks like all have 8 fields, 7 commas.  Would you have any ideas why I'm getting this error?

Open your file in Notepad or Word and you will see that from line 81 to 96, there are extra commas at the end of each record indicating an additional data element.

The names do not display on the CP spreadsheet, I have already edited the CE data and do not want to start over. How can I get the names to appear?

Upon beginning the entry of the CE/CP data you must follow the instructions for importing the CE data to have the names appear on the CP data. If you did not follow the instructions below is a shortcut to re-establish the connection between the tables.

Quick Fix if Names are not showing on the CP sheet.

(Process: Move the SSNs to Word for safekeeping while you clean out the cells and restore the original Text formatting. Then bring the raw SSNs back in as raw data.)

1. Go to CE sheet and unprotect it (Tools > Protection > Unprotect Sheet)
2. Select the data in the SSN column (from row 1 down to the end of your data) and copy it (Edit > Copy)
3. Open Word and paste data into Word (Edit > Paste).
4. Go back to Excel. While your data is still highlighted, clear out the cells (Edit > Clear > All)
5. Click on the "B" above your SSN column to select it.
6. Reformat Column B "SSN" as Text (Format > Cells > "Number" Tab; under "Category", select "Text" then click "OK").
7. Go back to Word and copy your data (Edit > Copy).
8. Return to Excel and paste data in as text (Edit > Paste Special > Paste [as] Text)
9. Check your CP sheet; names should be displayed.

IMPORTANT MESSAGE FOR NONPUBLIC SCHOOLS
DOE-CE/CP: If you are a nonpublic school reporting your DOE-CE data and the DOE-CP data and you did not download the 06-07 data you will need to use your school number in the corporation field on the DOE-CP. If not, you will get the error:
XXXXXXXXX: A matching certified employee record with a SSN of 'XXXXXXXXX' and a corp/school of 'XXXX' was not found.

I have a question on the CP data.  I have the downloaded file and it has numbers only.  There are no names with it.  Is there a way to put the names with it so I know who I am working on?  Or do I look up each and every social security number to see who it is?  The CE file has the teacher’s names with it and that is great!!

We have provided a spreadsheet that will add the names. The spreadsheet and various instruction documents can be found next to the data layout instructions on the STN webpage (http://www.doe.in.gov/stn/welcome.html ).

Separating CE data form CP worksheet in the DOE-provided Excel spreadsheet

We have provided a formatted (but otherwise empty) Excel file to help you update your DOE-CE and DOE-CP data. (The file contains one sheet for CE data and a second for CP data.) Once both sets of downloaded data are imported into the Excel file, a Lookup formula allows the user to view the names from the CE data on the CP spreadsheet. (The Lookup formula uses social security numbers to locate the associated names from the sheet containing the CE data in the same file.)

Some corporation offices have asked for a way to separate these two sheets in order to allow school office staff to complete the DOE-CP without giving them access to salary information but while retaining the names on the CP sheet. We have therefore prepared a set of instructions for how to limit access to CE data while still allowing names to be displayed on the CP worksheet. These instructions can be found in a document posted on the STN webpage (http://www.doe.in.gov/stn/welcome.html ) next to the DOE-CE data layout (labeled "Separating Confidential CE data from the CP worksheet in Excel file from DOE").

Please remember to remove the "NAME" and "Subject Text" columns from the CP sheet after saving in Excel but before saving as your comma-delimited (csv) file to be uploaded. These columns are for reference only.