Personnel Coding Much More Heather Young Director School

Personnel Coding & Much More! Heather Young, Director School Personnel Record

Personnel Coding 2 School Personnel Records

Superintendent Salary • Up to 40% of Superintendent’s salary can be coded to: • Principal (Job Class Code 112) • Counselor (Job Class Code 203) • Library/Media (Job Class Code 206) • Teacher (Job Class Code 210) • Only FOD as the teacher of record can be coded under teacher job code. • ALL other Superintendent’s salary must be coded to: • Superintendent (Job Class Code 115) • This includes any duties as Bus Driver, Coach, Director, etc. (Title 70 O. S. § 18 -124 E) 3 School Personnel Records

BOLD Please type this word along with your full name in the chat to receive credit for this session and be entered into the daily door prize drawing (ex. John Doe, BOLD) 4 Presentation Title

OCAS Changes FY 21 • Project Codes • 415 – CARES Act • 617 – CARES SPED • 788 – ESSERF/CARES Act • 789 – ESSERF • 792 – DOJ • Program Codes • 437 CARES ESSER • 438 CARES GEER 5 School Personnel Records

OCAS Changes FY 21 • Job Codes (ADDITIONS) • 310 – Truancy Office (B) • 316 – School Resource Officer (B) • 418 – Paraprofessional (Tier II) (Support Only) • Job Codes (CHANGES) • 308 – Attendance Officer (B) • 413 – Paraprofessional/Teacher Assistant (Support Only) • 414 – Paraprofessional (Tier I) (Support Only) 6 School Personnel Records

Which OBJECT code to use? ! • Base Salary (110/120) – Should be used for all contracted employees. There should be a defined number of days/hours to be worked to earn this compensation. • Temporary Salary (139/149) – Should be used for temporary workers completing timesheets and paid on hourly/as-needed basis. (This could also apply to regular employees working in an additional hourly role – tutor, gate, summer school, etc. ) 7 School Personnel Records

Which OBJECT code to use? ! • Extra Duty (192/193) – Additional duties outside contract day (typically paid over 12 months). • Stipend (170/180) – Paid on an individual basis for doing something outside contracted duties/day (one-time pay). • Bonus (171/181) – Nothing required of employee (one-time pay). Could be given on an individual or group basis. • Teaching During Plan – Please use object 192 – Extra Duty 8 School Personnel Records

What about my COACHES? ! • Teacher job class (210) should be used if “coach” is teacher of record. Remember… When a grade is issued, the employee is acting as a teacher, not coach. • Coach job class (201) should be used if they are not the teacher of record or the compensation is directly tied to coaching duties (extra duty is primary example). • Lay coach should be coded 201 job class 149 object code. 9 School Personnel Records

Common Errors • All statutorily required additional compensation should be coded as base. This includes SPED and Alternative Ed 5% as well as Career Tech $2200 and Ag Teacher 12 month contracted base and $2600 Career Tech compensation. • State minimum does not apply to teachers receiving OTRS benefits and working for a school district. Be sure to mark your working retirees as such in SPR (below experience). 10 School Personnel Records

Personnel Pro Tip! CODE THE POSITION NOT THE PERSON! 11 School Personnel Records

Personnel Reporting 12 School Personnel Records

School Personnel Reporting Dates • Initial Certified and Support Reports – Due Oct 15 • Local Salary Schedules – Due Nov 15 • Mid-Year Certified and Support Reports – Due Feb 1 • End-of-Year Certified and Support Reports and Certified Substitute Reporting – Due July 15 13 School Personnel Records

Reporting Checklist • Add employees hired since last reporting period. • For anyone who departed during the school year, adjust their salary/benefits, adjust the number of days worked, and give them a “Reason for Leaving” (RFL). • You can also report RFL on someone leaving at end of contract/school year. • Make any/all changes since last reporting period. • Update FBA annual amounts to include change in monthly/annual allowance. • Verify all federal salary/fringe coding. • Run ALL edit checks and correct errors. • Add certified substitute earnings/days worked. (End-of-year) • Verify that reported Superintendent salary matches exactly with OCAS data. 14 School Personnel Records

Edit Checks • All edit checks should be run/corrected before reports are certified. ü Certified FTE Checklist (Full Time Equivalency) ü Part-Time FTE Checklist (Full Time Equivalency) 15 ü Certified with no FBA (Flexible Benefit Allowance) ü Support with no FBA (Flexible Benefit Allowance) ü Underpaid Teacher Report ü Certified Expired/Expiring Reports ü Certified – No Salary ü Certified Federally Funded ü Support – No Salary ü Support Federally Funded School Personnel Records

NEW SPR REPORT! 16 School Personnel Records

What’s the big deal? • These are just a few ways your SPR data is used by SDE: • Populates the Accreditation Application for all sites • GMS Personnel salaries/codes are validated with SPR before approval • OCAS data will not be accepted until Superintendent expenditures are EXACT in SPR • State Aid verifies FBA/IL data submitted against FBA reports • Teacher service records are built using SPR data • Legislative requests • Open Records/Media Requests • On-line reports • ALL salary/fringe data will now be posted on SDE webpage 17 School Personnel Records

Personnel Compliance 18 School Personnel Records

Teacher Without Valid Certification • A district cannot go into contract with any teacher who does not hold a valid certificate (70 O. S. § 6 -101). B. Except as otherwise provided by subsections J and K of this section and any other law, no board of education shall have authority to enter into any written contract with a teacher who does not hold a valid certificate issued or recognized by the State Board of Education authorizing said teacher to teach the grades or subject matter for which the teacher is employed. Any board of education paying or authorizing the payment of the salary of any teacher not holding a certificate, as required herein, shall be adjudged to be guilty of a fraudulent expenditure of public funds and members voting for such payment shall be held jointly responsible for the return of the amount of any public monies thus expended, upon suit brought by the district attorney or by any interested citizen in the district where such funds have been expended. 19 School Personnel Records

Teacher Without Valid Certification C. It shall be the duty of the superintendent of schools under whose supervision teachers have been contracted to teach to certify to the treasurer of the contracting district the names of the teachers holding valid certificates and student teachers with whom contracts have been made and the names of substitute teachers employed in accordance with law. The treasurer shall not register any warrant issued in payment of salary to any teacher whose name is not included in such list and shall be liable on the official bond for the treasurer for the amount of any warrant registered in violation of the provisions of this section. J. A board of education shall have authority to enter into written contracts for the ensuing fiscal year prior to the beginning of the year with persons who are not certified to teach by the State Board of Education as long as the person is actively in the process of securing certification. The person shall not be allowed to teach in a classroom until the person has met or completed all of the requirements for certification as provided for in Section 6 -190 of this title. If the person has not obtained valid certification by the first day of the ensuing school year, the contract shall be terminated. 20 School Personnel Records

State Minimum Salary Schedule • State minimum schedule was not increased to include the funded pay increase for FY 20. • If district meets state minimum requirements through retirement contributions, employees must be notified. 70 O. S. § 18 -114. 14 21 School Personnel Records

Employee Worksheets • Must be distributed to all certified staff before 1 st payroll in November. • Must have someone on staff who can discuss/explain if requested. • See 70 O. S. § 6 -101. 6 for full requirements. • Support worksheet now available in SPR! 22 School Personnel Records

Paraprofessional Credentials • Effective FY 21, all TAs/Paras will be required to obtain a state issued paraprofessional credential. • Applications will be submitted to Teacher Certification. • ONLINE APPLICATION COMING SOON! • Traditional HQ criteria to obtain Tier I. • Traditional SPED para criteria to obtain Tier II. • If Tier II applicant is not available, district can hire Tier I with an allowed 120 calendar days to obtain Tier II credential. 23 School Personnel Records

New Personnel Law • HB 3398 | Education Criminal History Record Checks • Requires any employee (certified or support) who does not have an Oklahoma criminal history record check from the OSBI, as well as a national criminal history check, to obtain one. • Certified staff will be required to comply upon renewal of certificate. • Support staff must comply by July 1, 2022. • Bill also prohibits local boards of education from contracting with any teacher lacking a complete background check. • Became effective May 19, 2020. 24 School Personnel Records

Resources 25 School Personnel Records

Online Resources • Training tutorials on Personnel Reports are now available online! • Please visit our webpage (http: //ok. gov/sde/school-personnelrecords) for tutorials and other up-to-date information on School Personnel. 26 School Personnel Records • • • SPR Calendar Reporting Guide Calculating Salaries State Minimum Salary Schedule Personnel Law References Proof of Teaching Form Single Sign-On Link Shared Superintendent Application Personnel Data NEW

BOLD Please type this word along with your full name in the chat to receive credit for this session and be entered into the daily door prize drawing (ex. John Doe, BOLD) 27 School Personnel Records

OSDE Reporting Requirements • https: //sde. ok. gov/reporting-requirements-calendar • View in traditional “calendar” format. • Month/2 Week/3 Day/Day view options. • Filter by division, report name or date. • Can even download to Outlook calendar! 28 School Personnel Records

School Personnel Records Staff Heather Young, Director heather. young@sde. ok. gov | 405. 521. 3360 Ashlee Parker, Coordinator ashlee. parker@sde. ok. gov | 405. 521. 3369 29 School Personnel Records