ESPP ELEMENTARYSECONDARY PROFESSIONAL PERSONNEL

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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
Welcome to Elementary/Secondary Professional
Personnel (ESPP) data submission. Follow the
slides for visual training. This data is due at
PDE through electronic submission by November 1,
2005.

• 2005-2006
• WEB-BASED
• DATA COLLECTION
• DUE NOVEMBER 1

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Additional LEAs Required to Submit Data

• Juvenile Correction Centers
• Scotland School for Veterans Children
• Scranton State School for the Deaf

Juvenile correction centers must submit data
under their own AUN.

• Note
• SD and IU will terminate YDC professional
  personnel
• IU and SD may enter YDC data under YDC AUN
• Separate YDC ID and password needed

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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
Juvenile Correction Centers, Scotland School,
Scranton State School and new charter schools
will need to establish initial security under the
ePDE web portal.
Instructions for setting up initial security can
be found in Appendix F of the Elementary/Seconda
ry Professional Personnel Instruction Manual
2005-06
Appendix G will walk you through the process of
registering to use an ePDE application.
LEAs that have already established security but
need to register to use the ESPP application or
register an ESPP user should refer to Appendix G.
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www.pde.state.pa.us

• Download your ESPP instruction manual on the PDE
  web page.

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Links are also located at the bottom of the ESPP
status page.
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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
This training includes 2 sections.
ESSENTIAL FEATURES

• ON-LINE DATA SUBMISSION
• DATA ELEMENTS

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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
Data elements follow. For complete definitions
information refer to the ESPP Instruction Manual
2005-06 located under Spotlight on the PDE
homepage and within the ESPP application.

• DATA ELEMENTS

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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
School year 2005-2006 and 9-digit AUN assigned to
your LEA must appear on every record. Both of
these must be formatted as custom. See the
instructions for details. All other data elements
refer to each specific employee.

• School Year
• Administrative Unit Number
• Social Security Number
• Name
• Month/Year of Birth
• Gender

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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
Only these racial/ethnic codes can be used.

• Racial/Ethnic Code
• 01 American Indian/Alaskan Native
• 02 Asian/Pacific Islander
• 03 Black
• 04 Hispanic
• 05 White

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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
Assignment Code

• What does the professional do?
• Primary assignment is 1.
• Report all assignments, up to 3.
• Do not report certification codes!

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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
NEW THIS YEAR! New certificated assignment codes
must be used for Elementary, Title I Remedial
Math, Special Education, English as Second
Language Teachers and Food Service Managers.
Refer to Appendices A B.

• Retired Codes!
• Elementary 2810
• Special Education 9235
• Alternative Education 1180
• ESL, Secondary 4496
• Manager Food Service 1860
• Nutrition Specialist 1865

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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
Replace each retired code with the Certificated
Assignment Code that best reflects each
professionals assignment.
RETIRED

Special Charter School Non-Certificated
Assignment Codes
See Appendix J for a list of retired Charter
School Non-Certificated Assignment Codes and the
matching Certificated Assignment Codes.
Use the appropriate Certificated Assignment Code.
See Appendix J
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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
NEW THIS YEAR! New Certificated Assignment
Codes must be used for Elementary Classroom
Teachers. Replace assignment code 2810
(Elementary) with assignment code 2844
(Elementary Primary) for all grade 1-3 teachers.
Replace assignment code 2810 (Elementary) with
assignment code 2845 (Elementary Intermediate)
for all grade 4-6 teachers.

• New Elementary Codes!
• 2844 Primary Grades 1-3
• 2845 Intermediate Grades 4-6

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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
NEW THIS YEAR! New assignment code for Title I
Remedial Math. Note Elementary and Middle
Level Math Teachers are Highly Qualified to teach
Title I Remedial Math.
New Assignment codes! Title I Remedial
Math 6810 Food Service Manager 9970
Food Service Manager (9970) replaces Manager Food
Services (1860) and Nutrition Specialist (1865).
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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
NEW THIS YEAR! New Certificated Assignment Codes
must be used for Special Education. Choose the
Assignment Code below that best reflects the
subject and grade being taught.
New Special Education Codes!
9225 Special Education, K-12 Resource
Room 9340 Special Education, Elementary
Subjects (K-6) 9350 Special Education, Middle
Level English (7-9) 9355 Special Education,
Secondary English (10-12) 9360 Special
Education, Middle Level Math (7-9) 9365 Special
Education, Secondary Math (10-12) 9370 Special
Education, Middle Level Social Studies (7-9) 9375
Special Education, Secondary Social Studies
(10-12) 9380 Special Education, Middle Level
Science (7-9) 9385 Special Education, Secondary
Science (10-12)
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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
NEW THIS YEAR! New Certificated Assignment Codes
must be used for Alternative Education. Select
the code below that best reflects the subject and
grade being taught.
New Alternative Education Codes!
9440 Alternative Ed, K-6 9450 Alternative Ed,
Middle Level English (7-9) 9455 Alternative Ed,
Secondary English (10-12) 9460 Alternative Ed,
Middle Level Math (7-9) 9465 Alternative Ed,
Secondary Math (10-12) 9470 Alternative Ed,
Middle Level Social Studies (7-9) 9475
Alternative Ed, Secondary Social Studies
(10-12) 9480 Alternative Ed, Middle Level
Science (7-9) 9485 Alternative Ed, Secondary
Science (10-12)
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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
NEW THIS YEAR! New certificated assignment codes
must be used for English as Second Language.
Choose the code below that best reflects the
subject and grade being taught.
New English as Second Language Codes!
4498 ESL, Elementary (K-6) 4499 ESL, K-12
Take Student Out For Language Support 9550
ESL, Middle Level English (7-9) 9555 ESL,
Secondary English (10-12) 9560 ESL, Middle
Level Math (7-9) 9565 ESL, Secondary Math
(10-12) 9570 ESL, Middle Level Social Studies
(7-9) 9575 ESL, Secondary Social Studies
(10-12) 9580 ESL, Middle Level Science
(7-9) 9585 ESL, Secondary Science (10-12)
Note Assignment code 4499 is limited to
teachers taking students out of another classroom
for language support only.
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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
Middle Level Codes!!
REMEMBER! Middle level certificated assignment
codes must be used for grades 7-9, even if 9th
grade is located in a high school building.

• Middle Level English, 7-9 2850
• Middle Level Mathematics, 7-9 2860
• Middle Level Citizenship Education, 7-9 2870
• Middle Level Science, 7-9 2880

Additional Code Instructional
Support 9210
Cyber Schools where specific certificated
assignment does not apply, use code 9210
Instructional Support.
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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
A message will appear on the Exceptions page if
new codes are not used.
No Child Left Behind
Requires Use of New Codes NOW!!!!
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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
Report salary received for each full part time
employee. Charter School Leave is available for
LEAs releasing teachers to teach in charter
schools.

• Annual Contract Salary
• Employment Status
• Leave Code
• SSabbatical CCharter School Leave
• OOther WWorkers Compensation

Report full contract salary for employees on
leave. Exceptions Charter School Leave report
0 salary, Workers Compensation after 1 year
report 0 salary.
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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
Years of service should be 1 more than the prior
year. LEA years for new personnel should be 1.
Education level refers to degrees held.
Termination codes require explanation in the
exception phase of reporting.

• Total Years of Service
• LEA Years of Service
• Education Level Code
• Termination Code
• Retired Codes
• 04 State/local disciplinary action
• 05 Certificate revoked/suspended
• New Code 14 Disciplinary Action

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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
Every classroom teacher must have number of
schools school number(s) reported.

• Number of Schools
• For each of these schools, repeat items 22 to38
• For personnel not assigned to schools report 0
  and do not complete items 22 to 38
• School Number
• Must be a valid, open school for 2005-06
• All schools with enrollments must have teachers

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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
2844
If employee is reported in more than 1 school,
copy the column headings for items 22-38 in
instructions (School Pct) in the header row
include needed information in the specific
employee row. The number of schools indicates
the number of times the heading is repeated and
employees data is entered. Total must 100.
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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
Grade level applies only to those elementary and
middle level teachers listed in the instructions.
Percent of time at all schools must add up to
100

• Grade Level

• Pre K Half or Full
• K4 Half or Full
• K5 Half or Full
• Grades 1 9

• Percent of Time at School

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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
Acceptable layouts for either text or Excel
formats are included in the instructions. These
are the only 2 types of files accepted. Excel is
the preferred format and usually the easiest to
use.

• ONLINE DATA SUBMISSION
• ACCEPTABLE FORMATS
• TEXT FILE
• EXCEL FILE

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This is the screen you see when first entering
the ePDE Web Portal.

• After you are approved as an ESPP user, when you
  log on to the Web Portal the ESPP application
  link will appear.
• Click on the ESPP link to access the application.

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As you work through the process, you will use
this screen repeatedly. It will indicate your
LEA and current status.
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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
As you proceed the status on the right of the
page will change to reflect these parts of the
process. Most of these will apply during each
LEAs submission.

• STATUS CHANGES
• File Upload Process Not Started
• File Upload Process Started
• File Received and Held for Processing
• LEA in Contract Negotiations
• File Contained Format Errors
• File Contained Data Errors

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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
Data submission is not complete until the file
has been accepted by PDE. You will receive an
email to alert you when this has been
accomplished.

• STATUS CHANGES CONTINUED
• File Contained Data Exceptions
• Review Profile and Accept File
• File Accepted by LEA
• File Accepted by LEA with Exceptions
• Upload Process Restarted
• File Rejected by PDE
• File Has Been Accepted by PDE

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To begin the submission process each LEA must
complete/verify contact information.
2004-2005
2005-06
2005-2006
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Pay particular attention to the email address as
all correspondence will be sent through that
address. Click the Submit Contact Information
button when complete.
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Some LEAs may be in contract negotiations. To
alert PDE to possible late submission click the
Set Negotiations status link and follow the
information on the next slide.
2005-06
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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
Any LEA setting In Negotiation status must
contact PDE. Do not set this button unless your
LEA is negotiating at this time.

• IN NEGOTIATIONS
• CONTACT PDE
• Prior to January 15 if negotiations are complete
  submission process can begin.
• or
• January 15 if negotiations are not complete so
  that data submission can occur.

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2005-06
For ease in reporting LEAs may download a starter
file in the correct format. All prior years
personnel are included. Years of service have
already been increased by 1 on this file. This
is the preferred method of data submission.
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Follow the steps on the screen to download a
file. Data from prior years may also be obtained
from this screen.
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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
When this page appears do not turn off your
computer or close the page.
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Follow steps on this screen to save your
downloaded file. Be sure to record the file
name.You will use this throughout the submission
process.
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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
Continue to follow the screens.
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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
When complete the file can be opened and saved in
a specific folder on your desktop or disk.
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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
Your downloaded file will look like this. Do not
change column headings or row position. Work
with data in this file to make changes/additions
for 2005-2006.
2005-06 2005-06 2005-06
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At this point return to the status page.
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2005-2006
2004-2005
When your file is ready to upload click the
upload file button on the Nav bar. This can only
be done after the file status reads File upload
process started or at subsequent statuses.
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Be sure to select the file you have been working
on. Accurate file names are crucial.
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Select Continue. This will overwrite any
previous submissions.
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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
Do not close this page or turn off your computer
when this screen appears. When complete your
file status will change and you will be able to
view your error report.
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Before working on your report online print a copy
and mark on it the changes you need to make to
your file.
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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
Continue to work in your saved file to make
changes/adjustments as necessary. If you have
format errors it may be necessary to create a new
file with a proper format.
WORKING WITH ERROR REPORT

• Print Error Report
• Open File Used to Upload
• Make Corrections Line by Line in File
• or
• Follow Instructions of Software Provider

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2005-2006
2004-2005
When your properly formatted error-free file has
been created return to the status page and click
upload file.
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When the status changes to File contained data
exceptions click the View error report link on
the status page to view and work with the
exceptions. Print this report before
proceeding. Note All exceptions must have an
explanation.
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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
If the exceptions can be corrected return to your
file and make corrections. Resubmit file before
typing on exception report or checking any boxes.
A new exception report will be generated. When
no further corrections can be made to file
proceed as on this slide. Click Save/Process
at bottom of Data Exceptions Report.

• Working With Exceptions Report
• Verify That Exceptions Are Not Correctable
• Check EACH Box to the Left of Exception
• Provide Explanation

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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL

• NOTE
• ERRORS and EXCEPTIONS are not the same.
• ERRORS must be corrected before you can proceed.
• EXCEPTIONS should be corrected if they indicate a
  mistake, but may be explained on the Data
  Exception Report if your file is accurate.
• MISTAKES CANNOT BE CORRECTED ON THE DATA
  EXECPTION REPORT.

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If some data exceptions are correctable, correct
your file. Upload your file again and work with
any new exceptions that occur.
112233445 Anywhere SD
123 Main St. Anywhere, PA
12345-1111
2005-2006

2004-2005
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When status has changed to Review Profile click
to review.
112233445 Anywhere SD
123 Main St. Anywhere, PA
12345-1111
112233445 Anywhere SD
123 Main St. Anywhere, PA
12345-1111
2005-2006
2004-2005
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Print the profile. The chief school
administrator must review. It should be 2 pages
long.
2005-2006
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Verify all data carefully. Note the average
Classroom Teachers salary and the Other
Classroom Teachers in the High column. Be sure
to verify that the number of PreK, K4, K5 and
Middle Level Teachers are correct.
When you are sure the data is correct accept the
file.
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Select Print Accuracy Certification Statement.
The next screen will appear.
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Provide it to the chief school administrator with
the profile for review. After the ACS has been
signed fax or mail it to PDE for continued
processing. File has not been accepted by PDE
until this status appears on the status page.
2005-2006
2005-2006.
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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
These links are provided on most screens for your
use. They provide access to information needed
to file this report.

• Additional Features on Screen
• Go to Bottom of Page
• Print Friendly
• Show Page Instructions
• Go to Top of Page
• Schools in LEA

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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL

• Additional Features on Screen
• Instruction Manuals
• Certificated Assignment (CA) Codes
• CA by Position Code
• Charter School non-CA
• Non-CA All LEAs
• Level of Education Codes
• File Layout

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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
PDE will contact you via the data contacts email
address throughout the process. Be sure it is
accurate and current.

• E-Mail Messages During Process
• Reminder to Start Upload if Not Started
• Tentative Approval
• Rejection
• Resetting Upload Process

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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
This email gives you an access to PDE data
collection staff. Your request will be
forwarded to the appropriate staff member. For
your convenience, please contact the trainer at
your IU first when possible.
?
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QUESTIONS ra-espdata_at_state.pa.us
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?
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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
CONTACT INFORMATION ra-espdata_at_state.pa.us Debora
h Rodrigues 717-783-6761
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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
Prior years data can be retrieved by accessing
the archive data link on the LEA profile screen.
RETRIEVE DATA
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ESPP ELEMENTARY/SECONDARY PROFESSIONAL
PERSONNEL
Thank You. Your participation is appreciated.

• 2005-2006
• WEB-BASED
• DATA COLLECTION
• DUE NOVEMBER 1