Survey Checklist

Survey Checklist
APPENDIX S
Staff Survey Checklists
Purpose and Use: The checklists in this appendix are for each of the staff
surveys, and are intended for school district use in the preparation, processing,
verification and update of each DOE Information Data Base staff survey. They
have been designed to assist the district MIS and data processing staff in
determining that no important step has been omitted in the process, all data have
been submitted, errors have been corrected and the expected results for the
survey have been achieved. Some districts may have created their own
checklists. If this is the case, additional items may be found in this appendix that
can be used to update existing checklists. Other districts are urged to use these
checklists or to customize them to suit the needs of the district.
The following is an explanation of each of the major headings on the checklists:
Timeline: Appendix B of this manual lists the timelines for each staff survey.
These timelines include the survey dates, due date, state processing window,
and last day of the update window.
Record Formats: The record formats listed are the ones to be reported for the
survey. It is essential that the district staff determine that the latest version of the
format for the reporting year is being used. It is also essential that district staff
study the record formats to determine which staff members and which data
elements are to be reported for the survey. Useful information can be found on
the cover pages of each record format.
Selected Data Elements by Record Format: The district needs to pay close
attention to the data elements listed in this section. They are not listed because
they are the most important for the survey. They are listed because they have
been problematic in the past as far as quality and accuracy of reporting are
concerned. The district needs to be certain that these elements are accurate for
each staff member reported in the survey. Remember, after the close of the
state processing window for each survey, reports and files are generated to fill
requests and to create publications. Consequently, it is essential that reported
data are accurate.
Datasets Loaded to Data Base: District MIS and data processing staff must
check initial edit reports and/or the Edit Status Tables of the on-line programs to
be certain that all initial datasets submitted by the district have loaded to the data
base. Making this determination can save valuable time in the long run.
Validation/Exception Reports: These reports must be requested by the district
after appropriate datasets have been loaded to the database. They are not
automatically produced by EDS. The requests should be made as early in the
survey as possible to allow ample time for corrections to be made.
User Manual, Updated June 19, 2013
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APPENDIX S
Staff Survey Checklists
Reports Helpful for Reviewing Data Submitted: Once datasets have been
submitted, these reports will give the district a view of certain kinds of
information. They can be used to determine whether the data submitted have
produced the expected results. In some instances, these reports will point out
data problems which can be investigated and corrected prior to the close of the
processing window. Those reports that are produced by school can be shared
with school level staff for data verification.
Reports requested will run according to the published schedule.
User Manual, Updated June 19, 2013
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APPENDIX S
Staff Survey Checklists
Survey 2
Timeline: See Appendix B.
Record Formats:
___Staff Demographic Information
___Staff Experience
___Staff Multidistrict Employee
___Staff Payroll Information
___Staff Additional Job Assignments
___Staff Salary Supplements
___Staff Benefits
Note: Please review record format cover pages to determine the data to be
reported for this survey.
Selected Data Elements by Record Format:
Staff Demographic Information
___Job Code, Primary – Assign this code based on the job duties performed the
majority of time by the employee. This code is used to categorize employees
for aggregate reporting.
Staff Experience
___Experience Type – Report for all instructional personnel including,
instructional administrators.
___Experience Length – Report a length of “00” for an employee in the first year
of the experience type.
Staff Payroll Information
___Job Code, Primary – Assign this code based on the job duties performed the
majority of time by the employee. This code is used to categorize employees
for aggregate reporting.
___Pay Class – The employee’s salary pay schedule determines this code.
Staff Salary Supplements
___Salary Supplement Value – Include all supplements scheduled to be paid for
the year.
Staff Benefits
___Selected Benefits, Type – Include all types that apply to the employee.
___Selected Benefits, Value – For benefits disbursed in aggregate amounts,
prorate the amount across all employees to whom the benefit applies.
User Manual, Updated June 19, 2013
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APPENDIX S
Staff Survey Checklists
Survey 2 (Continued)
Datasets Loaded to Data Base:
___F61025 – Staff Demographic Information
___F61026 – Staff Experience
___F61027 – Staff Multidistrict Employee
___F61028 – Staff Payroll Information
___F61029 – Staff Additional Job Assignments
___F61030 – Staff Salary Supplements
___F61031 – Staff Benefits
Validation Reports (These reports must be requested by the district
because they are not automatically produced by EDS.):
___F61399 – Staff Demographic Information Validation
___F61404 – Staff Experience Validation
___F61406 – Staff Multidistrict Employee Validation
___F61401 – Staff Payroll Information Validation
___F61402 – Staff Additional Job Assignments Validation
___F61400 – Staff Salary Supplements Validation
___F61403 – Staff Benefits Validation
___F70658 – Staff Demographic Aggregate Validation
Reports Helpful for Reviewing Data Submitted:
___F07269 – Staff Survey
___F60683 – District Media Services
___F60684 – Primary Education Services
___F61205 – Primary Teachers/Aides FTE
___F61555 – District Salary Survey (Part I)
___F61556 – District Salary Survey - Payroll
___F61557 – District Salary Survey - Benefits
___F61559 – District Salary Survey - Supplements
___F61561 – Distribution of Staff in Consortia
___F62419 – Salary by EEO Line/Employee
___F63059 – Salary by School/EEO Line
___F70069 – Educational Funding Accountability Report
___F70533 – Highly Qualified Paraprofessionals by School
___F70534 – List of Highly Qualified Paraprofessionals
___F70827 – Reading Endorsement Competencies Teacher
___F70828 – Reading Endorsement Competencies Coaches
___F71291 – Reading Endorsement Reading Coaches, Adopted 2011
___F71292 – Reading Endorsement Competencies Teachers, Adopted 2011
User Manual, Updated June 19, 2013
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APPENDIX S
Staff Survey Checklists
Survey 3
Timeline: See Appendix B.
Record Formats:
___Staff Demographic Information
___Staff Experience
___Staff Payroll Information
___Staff Additional Job Assignments
___Staff Salary Supplements
___Staff Benefits
Note: Please review record format cover pages to determine the data to be
reported for this survey.
Select Data Elements by Record Format:
Staff Demographic Information
___Job Code, Primary – Assign this code based on the job duties performed the
majority of time by the employee. This code is used to categorize employees
for aggregate reporting.
Staff Experience
___Experience Type – Report for all instructional personnel including,
instructional administrators.
___Experience Length – Report a length of “00” for an employee in the first year
of the experience type.
Staff Payroll Information
___Job Code, Primary – Assign this code based on the job duties performed the
majority of time by the employee. This code is used to categorize employees
for aggregate reporting.
___Pay Class – The employee’s salary pay schedule determines this code.
Staff Salary Supplements
___Salary Supplement Value – Include all supplements scheduled to be paid for
the year.
Staff Benefits
___Selected Benefits, Type – Include all types that apply to the employee.
___Selected Benefits, Value – For benefits disbursed in aggregate amounts,
prorate the amount across all employees to whom the benefit applies.
User Manual, Updated June 19, 2013
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APPENDIX S
Staff Survey Checklists
Survey 3 (Continued)
Datasets Loaded to Data Base:
___F61025 – Staff Demographic Information
___F61026 – Staff Experience
___F61028 – Staff Payroll Information
___F61029 – Staff Additional Job Assignments
___F61030 – Staff Salary Supplements
___F61031 – Staff Benefits
Validation Reports (These reports must be requested by the district
because they are not automatically produced by EDS.):
___F61399 – Staff Demographic Information Validation
___F61404 – Staff Experience Validation
___F61401 – Staff Payroll Information Validation
___F61402 – Staff Additional Job Assignments Validation
___F61400 – Staff Salary Supplements Validation
___F61403 – Staff Benefits Validation
___F70658 – Staff Demographic Aggregate Validation
Reports Helpful for Reviewing Data Submitted:
___F07269 – Staff Survey
___F60683 – District Media Services
___F60684 – Primary Education Services
___F61205 – Primary Teachers/Aides FTE
___F61555 – District Salary Survey (Part I)
___F61556 – District Salary Survey - Payroll
___F61557 – District Salary Survey - Benefits
___F61559 – District Salary Survey - Supplements
___F62419 – Salary by EEO Line/Employee
___F63059 – Salary by School/EEO Line
___F70069 – Educational Funding Acct. Report Require
___F70533 – Highly Qualified Paraprofessionals by School
___F70534 – List of Highly Qualified Paraprofessionals
___F70827 – Reading Endorsement Competencies Teacher
___F70828 – Reading Endorsement Competencies Coaches
___F71291 – Reading Endorsement Reading Coaches, Adopted 2011
___F71292 – Reading Endorsement Competencies Teachers, Adopted 2011
User Manual, Updated June 19, 2013
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APPENDIX S
Staff Survey Checklists
Survey 5
Timeline: See Appendix B.
Record Formats:
___Staff Demographic Information
___Professional Development
___Staff Fiscal Year Salaries
___Staff Fiscal Year Benefits
___Teacher Exit Interview
Note: Please review record format cover pages to determine the data to be
reported for this survey.
Select Data Elements by Record Format:
Staff Demographic Information
___Job Code, Primary – Assign this code based on the job duties performed the
majority of time by the employee. This code is used to categorize employees
for aggregate reporting.
Staff Fiscal Year Salaries
___Job Code – Assign this code based on the job duties performed by the
employee. This code is used to categorize employees for aggregate
reporting.
___Fiscal Year Salary – Report all salary earned by the employee during the
fiscal year.
___Salary Supplement Type/Value – Include all supplements paid to the
employee for the fiscal year.
Staff Fiscal Year Benefits
___Selected Benefits, Type/Value – Include all benefits to which the school
district contributed for the employee for the fiscal year. For benefits disbursed
in aggregate amounts, prorate the amount across all employees to whom it
applies.
Teacher Exit Interview
___Classroom Teachers only – These teachers have DOE Staff Data Base Job
Codes (See Appendix E, JOB CODE ASSIGNMENTS) that place them on
Public School Staff Survey EEO-5 lines 21 through 33.
User Manual, Updated June 19, 2013
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APPENDIX S
Staff Survey Checklists
Survey 5 (Continued)
Datasets Loaded to Data Base:
___F61025 – Staff Demographic Information
___F61869 – Professional Development
___F63313 – Staff Fiscal Year Salaries
___F63318 – Staff Fiscal Year Benefits
___F70870 – Teacher Exit Interview
Validation Reports (These reports must be requested by the district
because they are not automatically produced by EDS.):
___F61399 – Staff Demographic Information Validation
___F61874 – Professional Development Validation
___F63317 – Staff Fiscal Year Salaries Validation
___F63322 – Staff Fiscal Year Benefits Validation
___F70658 – Staff Demographic Aggregate Validation
___F70848 – Teacher Exit Interview Validation
Reports Helpful for Reviewing Data Submitted:
___F60682 – Staff Terminations (Aggregate)
___F70093 – Salary Supplement Report
___F70094 – Benefit Report
___F70095 – Salary Totals Report
___F70533 – Highly Qualified Paraprofessionals by School
___F70534 – List of Highly Qualified Paraprofessionals
___F70827 – Reading Endorsement Competencies Teacher
___F70828 – Reading Endorsement Competencies Coaches
___F70888 – Teacher Exit Interview Report
___F71291 – Reading Endorsement Reading Coaches, Adopted 2011
___F71292 – Reading Endorsement Competencies Teachers, Adopted 2011
User Manual, Updated June 19, 2013
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APPENDIX S
Staff Survey Checklists
Survey 8
Timeline: See Appendix B.
Record Formats:
___Staff Demographic Information
Note: Please review record format cover page to determine the data to be
reported for this survey.
Select Data Elements by Record Format:
Staff Demographic Information
___Social Security Number – For loading to the PMRN system, this must match
to the Primary Instructor Responsible, Reading reported on the Student
Demographic format.
Datasets Loaded to Data Base:
___F61025 – Staff Demographic Information
There are no Staff Validation Reports for survey 8.
User Manual, Updated June 19, 2013
Page S-9
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