School Personnel Reporting Heather Butler Director School Personnel

School Personnel Reporting Heather Butler, Director

School Personnel Records • What does School Personnel Records mean to you? • Personnel Reports • All certified and non-certified staff, salary and benefits, are reported to our office three times per year. • All certified substitute days and all compensation are due on end-of-year report. • Teacher Service Records • Our department maintains historical data on all certified teachers statewide. • SPR also verifies all out-of-state/out-ofcountry/college/private school/military experience.

School Personnel Records • What does School Personnel Records mean to you? • Salary Schedules • All district salary schedules are submitted to our office each November. • You can also find the State Minimum Salary Schedule on our homepage. • Superintendent Contracts • All Superintendent contracts are collected by SPR. • Upload signed current year contract to the Welcome Screen. • Shared Superintendent applications are also submitted to our office. (June 30 deadline) • On-line Directory • Now found within SPR Application. • Needs to always be up-to-date.

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

School Personnel Reporting • Initial Personnel Report • Add Reason For Not Returning (RFNR) to anyone not employed for current school year. • Delete unused salary and/or fringe benefit records. • Make any necessary site code adjustments. • Enter salary and fringe benefit information. • Add newly hired employees. • Add Federal Project codes and amounts. • Remember! Accreditation Reports populate from the Initial Personnel Reports. Have data uploaded and site info updated by October 1!

OCAS Coding Changes FY 19 • Project Codes • Additions • 538 – Title I, Part E, Oklahoma Striving Readers Comprehensive Literacy Initiative • 552 – Part A – Student Support and Academic Enrichment Formula Grants • Changes • 551 – Part A – Student Support and Academic Enrichment Competitive Grants • Object Codes • Additions • 194 – Employee meals paid by the district (Non-travel)

OCAS Coding Changes FY 19 • Program Codes • Additions • • • 423 – Foster Care 428 – Striving Reader 431 – Striving Reader Birth-Age 5 432 – Striving Reader Grades K-5 433 – Striving Reader Grades 6 -8 434 – Striving Reader Grades 9 -12 496 – Well Rounded Education Opportunities 497 – Safe and Healthy Students 498 – Effective Use of Technology

OCAS Coding Changes FY 19 • Subject Codes • Please refer to the OCAS manual for all subject code changes. Deletions, Additions and Changes are too extensive to include here.

OCAS Coding Changes FY 19 • Job Codes • Changes • 208 – Student Activity Advisor/Nonathletic Coach (B) • 211 – Teacher Trainer/Instructional Coach (C) – Mentor Teacher would be coded here. • 308 – Attendance/Truancy Officer (B) • 322 – Family/Community Support Coordinator (B) – Foster Care and Homeless Coordinator would be coded here. • 354 – Staff Development/Teacher Trainer (B) • 413 – Teaching/Classroom Aide (Non-HQ) (S) – For use by Non-Title I school sites. • 414 – Teaching Assistant Paraprofessional (HQ) (S)

Edit checks! • All edit checks should be run/corrected before reports are certified/submitted. ü Certified FTE Checklist (Full Time Equivalency) ü Certified with no FBA (Flexible Benefit Allowance) ü Part-Time FTE Checklist (Full Time Equivalency) ü Support with no FBA (Flexible Benefit Allowance) ü Underpaid Teacher Report ü Certified Expired/Expiring Reports ü Certified – No Salary ü Support – No Salary ü Certified Federally Funded ü Support Federally Funded • Remember! Reports refresh every hour. Changes made to data will not reflect on the edit checks until hourly update occurs. • Confused on what it means? Don’t know what to do to “fix” it? View our tutorial on Edit Checks for a quick walkthrough!

Common Errors • SPED/Alternative Education 5% must be coded as base. • Any teacher currently receiving TRS benefits and working for your district is not subject to the minimum salary schedule. Please make sure they are marked as “Retired” (below experience on header) to keep them from showing as underpaid. • A retired teacher working enough hours to qualify for FBA, must be extended the benefit. If preference is to keep insurance via TRS, IL should be paid. • Additional salary requirements for Ag/Career Tech teachers must also be coded as base. • Make sure to reflect actual days worked for anyone hired late or resigning mid-year. Days EMPloyed will be reduced while Days CONtracted will stay the full number of contracted days for position held. • Superintendent salaries

Superintendent Salaries • From July 18 -Dec 15, our office was contacted over 250 times to make adjustments to FY 17 personnel reports that were certified as accurate on July 17. • An earnings report should be run on your Supt and SPR data updated to match BEFORE final personnel reports are submitted. • Superintendent expenditures should match contract! If you pay an extra duty, temp pay, etc, it needs to be in the original contract or a board approved addendum. • The only allowable job codes to be used for a Superintendent are Principal, Counselor, Librarian or Teacher (must be teacher of record). Any other compensation received, for duties outside of these job classes (coach, bus driver, etc), must be coded to Supt job class. • We will also be verifying that at least 60% of the base salary is coded Supt. If not, you will be asked to recode part of the base to 115 job class.

Job Salary & Benefit Summary Report Wengage • The Job Salary and Benefit Summary report allows you to print and validate an employee’s Job Salary and Benefits by the specified criteria. This report can be helpful when validating information needed in your Personnel Report for the State. • Click the Options Menu, Reports, Job Salary and Benefit Summary to access the Job Salary and Benefit Summary Form.

Payroll Employee Encumbrance/Expenditure Report ADPC • Listed under payroll reports. • Allows you to select individual employee or all. • ADPC recommends running a summary. This will pick up all salary and benefit totals by code.

Updating SPR • You can make changes to SPR year-round! • Superintendent accounts have rights to “unlock” SPR during the dates noted below: Sept 1 – Initial Reports Open Oct 1 – Initial Reports Uploaded Oct 15 – Initial Reports Due Oct 16 -Oct 31 – Reports Locked Nov 1 -Dec 15 – Reports available for district access Dec 16 -Dec 31 – Reports Locked Jan 1 – Mid-Year Reports Open Feb 1 – Mid-Year Reports Due Feb 2 -Feb 14 – Reports Locked Feb 15 -May 15 – District Access May 16 -May 31 – Reports Locked June 1 – End-of-Year Reports Open July 15 – End-of-Year Report Due

School Directory • Each time the personnel reports are due, the online school directory will need to be Updated and Certified. • Please keep the contact information updated as personnel changes occur throughout the year. • This information is posted on the SDE website and used by many departments when creating notification lists.

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 • Media requests • Open Records Requests • On-line reports • ALL salary/fringe data will now be posted on SDE webpage!

SCHOOL PERSONNEL SALARY INFO • Certified and Support employee counts as well as reported salary/fringe information is now posted on the SDE website!

SCHOOL PERSONNEL SALARY INFO

Personnel Law (FY 18) • HB 1622 – Salary notification • If district paid employee contributions (TRS) is used to meet state minimum, the district must provide written notification to teacher prior to employment. • If already employed, notification must be provided within 30 days of implementation. • Becomes effective November 1, 2017 • SB 0428 – Retired Teacher Salary • Allows retired classroom teachers, who have been receiving retirement benefits for at least one year and have not been employed by any public school during that time, to return as an active classroom teacher with no limitation on earnings. (Please contact TRS with questions and/or for more details. ) • Must be placed on a temporary contract. • Becomes effective July 1, 2017

New Personnel Law (FY 19) • HB 1026 – Raise for Support Staff • Increase of $1250 to base salary for all full-time support staff. • Full-time will be calculated using the FBA definition – 6 hrs/172 days. • Prorated increase is to be paid to non full-time staff based upon total hours worked in relation to full-time standard (1032 hrs per year). • Becomes effective July 1, 2018 • HB 1023 XX – Raise for Certified Staff • New State Minimum salary schedule established. • Requires districts paying above state minimum to increase teacher salaries by increase provided between FY 18 and FY 19 minimum schedules. • All certified positions eligible for FBA/IL are eligible for the increase. • Becomes effective August 1, 2018

FY 19 State Minimum Salary Schedule

New Personnel Law • SB 980 – Lead/Master Teacher Certificates • Creates two additions certificate “types. ” • Lead Teacher • Master Teacher • Each have a minimum number of years in the classroom and evaluation rating to qualify. • Local board must recommend teacher for advanced certification and agree to contractual requirements. • Lead/Master teacher contracts shall include additional days/salary. • Becomes effective November 1, 2018

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

School Personnel Records Staff Jason Pittenger, Executive Director – Accreditation Standards and School Personnel Records Heather Butler, Director Phone: 405. 521. 3360 Brad Barker, Informational Representative Phone: 405. 521. 3369 E-mail: First. Last@sde. ok. gov Fax Number: 405. 522. 1519