2012 2013December Human Resource File Layouts and Edit Specifications

2012 2013December Human Resource File Layouts and Edit Specifications

Automated Data Exchange Documentation

2012 – 2013December Human Resource File Layouts and Edit Specifications

News and Updates
Header File Layouts
Detail File Layouts
Preliminary Edit Specification
Field Level Edit Specification
File Level Specification
Additional Edit Specification
Sample Detail Record Submission

Human Resource Data Elements and Definitions

December Human Resource Data collection is required by staff employed in a budgeted full time equivalent (FTE) position as of December 1. Include all district employees, licensed and non-licensed personnel, employed in the district office and in all schools, including charter schools and detention centers. Do not include employees who work on an as needed basis, e.g. people who are on call to fill in on a temporary basis. Do not include employees who have terminated prior to December 1 or who were hired after December 1. Do not include special education employees.

Boards of Cooperative Education Services are also required to report all their employees.

December Human Resource Header File Layout

The following table contains general information for the December Human Resource Header File. Included here are field names, sizes and types.

December Human Resource Header File Layout:
General Field Descriptions / Format "A"
All Fields
File Name: hd####.nna
File Type: header
Record Type: fixed ASCII
Record Size:153 bytes
Field Name / No. of
Characters / Field
Type / Start
Position / End
Position
School District/BOCES Code / 4 / Code / 1 / 4
Social Security Number / 9 / Num / 5 / 13
EDID (Educator Identification) / 8 / Num / 14 / 21
First Name / 20 / Char / 22 / 41
Middle Name / 20 / Char / 42 / 61
Last/Surname / 20 / Char / 62 / 81
Ethnicity: Hispanic or Latino / 2 / Code / 82 / 83
Race: American Indian or Alaska Native / 2 / Code / 84 / 85
Race: Asian / 2 / Code / 86 / 87
Race: Black or African American / 2 / Code / 88 / 89
Race: White / 2 / Code / 90 / 91
Race: Native Hawaiian or Other Pacific Islander / 2 / Code / 92 / 93
Federal Race/Ethnicity Reporting Category / 2 / Code / 94 / 95
Gender / 2 / Code / 96 / 97
Birth Date / 8 / Date / 98 / 105
School District Code of Residence / 4 / Code / 106 / 109
Highest Level of Education Completed / 2 / Code / 110 / 111
Institution or State Code / 4 / Code / 112 / 115
Years of Prior Pre/K-12
Teaching Experience Instate / 2 / Num / 116 / 117
Years of Prior Pre/K-12
Teaching Experience Out of State / 2 / Num / 118 / 119
Years of Prior Pre/K-12
Education Experience Instate / 2 / Num / 120 / 121
Years of Prior Pre/K-12
Education Experience Out of State / 2 / Num / 122 / 123
Beginning (start) Date at School District / 8 / Date / 124 / 131
Subject Area of Degree / 4 / Code / 132 / 135
Subject Area of Degree / 4 / Code / 136 / 139
Subject Area of Degree / 4 / Code / 140 / 143
Years Principal at any school / 2 / Numeric / 144 / 145
Passed Paraprofessional Test / 2 / Code / 146 / 147
Technology Proficiency Level / 2 / Code / 148 / 149
Type of Technology Assessment Used / 2 / Code / 150 / 151
Date of Technology Assessment / 8 / Num / 152 / 159
Teacher Probationary Status / 2 / Code / 148 / 149
Teacher Overall Performance Evaluation Ratingfrom the Prior Year / 2 / Code / 150 / 151
Principal Overall Performance Evaluation Ratingfrom the Prior Year / 2 / Code / 152 / 153

December Human Resource Detail File Layout

The following table contains general information for the December Human Resource Detail File. Included here are field names, sizes and types.

December Human Resource Detail File Layout:
General Field Descriptions / Format "B"
All Fields
File Name: hd####.nnb
File Type: detail
Record Type: fixed ASCII
Record Size: 100 bytes
Field Name / No. of
Characters / Field
Type / Start
Position / End
Position
School District/BOCES Code / 4 / Code / 1 / 4
Social Security Number / 9 / Num / 5 / 13
EDID (Educator Identification) / 8 / Num / 14 / 21
School Building Code / 4 / Code / 22 / 25
Employment Status Code / 2 / Code / 26 / 27
Number of Contract Days / 3 / Num / 28 / 30
Hours Worked per Day / 4 / Num / 31 / 34
Hourly Rate of Pay / 5 / Num / 35 / 39
Base Salary or Wage / 6 / Num / 40 / 45
Job Classification Code (Position Code) / 3 / Code / 46 / 48
Teaching Subject Area / 4 / Code / 49 / 52
Administrator/Instructional Area / 4 / Code / 53 / 56
Grant/Project Funding Source / 4 / Code / 57 / 60
Years Principal at this school / 2 / Num / 61 / 62
Grade Level - Infant / 2 / Code / 63 / 64
Grade Level – Pre-K / 2 / Code / 65 / 66
Grade Level - K / 2 / Code / 67 / 68
Grade Level - 1st / 2 / Code / 69 / 70
Grade Level - 2nd / 2 / Code / 71 / 72
Grade Level - 3rd / 2 / Code / 73 / 74
Grade Level - 4th / 2 / Code / 75 / 76
Grade Level - 5th / 2 / Code / 77 / 78
Grade Level - 6th / 2 / Code / 79 / 80
Grade Level - 7th / 2 / Code / 81 / 82
Grade Level - 8th / 2 / Code / 83 / 84
Grade Level - 9th / 2 / Code / 85 / 86
Grade Level - 10th / 2 / Code / 87 / 88
Grade Level - 11th / 2 / Code / 89 / 90
Grade Level - 12th / 2 / Code / 91 / 92
24 Semester Hours / 2 / Code / 93 / 94
Number of Classes Taught in Subject / 2 / Num / 95 / 96
Passed an Out of State Elementary or Early Childhood Core Content Test / 2 / Code / 97 / 98
State Core Content Test Administered (outside of Colorado) / 2 / Code / 99 / 100

December Human Resource Preliminary Edit Checks
(The following criteria must be met before further validation of the file will occur)

File Names

  • Header File Name - HD####.nnA
  • Detail File Name - HD####.nnB
  • HD - Indicates Human Resource December
  • #### - Is your District/BOCES code
  • .nn - Is the file revision number (01, 02, 03, 04.... 99)
  • A, B - Is the file format
Note: The file revision number for both the Header File and the Detail File must match for each submission.
Record Sizes-- All recordssubmitted should be fixed-width ASCII.
  • The record size for the Header File (HD####.nnA) should be 153 bytes. 2012
  • The record size for the Detail File (HD####.nnB) should be 100 bytes.

District Code-- Your unique 4-digit district/BOCES code must appear in bytes 1-4 of every record submitted. This should be the same code used in the file name submitted.

December Human Resource Field Level Edit Specifications

School District/BOCES Code-- Definition

  • Required.
  • Must be a valid School District/BOCES Code; refer to School District/BOCES Codes Table.
  • Must be the 4-digit code representing the school district or BOCES submitting the data.
  • Must match School District/BOCES Code used in the file name. (Preliminary Check).

Social Security Number (Header File)-- Definition

  • Required.
  • Must be numeric (9-digits, no hyphens).
  • Only one record per individual employed in this school district or BOCES is allowed. (No duplicate Social Security Numbers will be permitted in this file).

EDID (Educator Identification)-- Definition

  • Required.
  • Must be numeric (8-digits, no hyphens).
  • Only one record per individual employed in this school district or BOCES is allowed. (No duplicate EDID numbers will be permitted in this file).

First Name-- Definition

  • Required.
  • May only contain characters A-Z, blanks, apostrophes, hyphens and slashes.
  • May only contain one space between name parts (e.g., MARY ANN).

Middle Name-- Definition

  • Optional.
  • If not blank, may only contain characters A-Z, blanks, apostrophes, hyphens and slashes.
  • If not blank, may only contain one space between name parts (e.g., MARY ANN).

Last/Surname-- Definition

  • Required.
  • May only contain characters A-Z, blanks, apostrophe s, hyphens and slashes.
  • May only contain one space between name parts (e.g., VAN DYKE).

Ethnicity: Hispanic or Latino-- Definition

  • Required.
  • Must be a valid code; refer to Human Resource Data Elements and Definitions.

Race: American Indian or Alaska Native-- Definition

  • Required.
  • Must be a valid code; refer to Human Resource Data Elements and Definitions.

Race: Asian-- Definition

  • Required.
  • Must be a valid code; refer to Human Resource Data Elements and Definitions.

Race: Black or African American-- Definition

  • Required.
  • Must be a valid code; refer to Human Resource Data Elements and Definitions.

Race: White-- Definition

  • Required.
  • Must be a valid code; refer to Human Resource Data Elements and Definitions.

Race: Native Hawaiian or Other Pacific Islander-- Definition

  • Required.
  • Must be a valid code; refer to Human Resource Data Elements and Definitions.

Federal Race/Ethnicity Reporting Category-- Definition

  • Required.
  • Must be a valid code; refer to Human Resource Data Elements and Definitions.
  • If "Ethnicity: Hispanic" = 01 (yes - Hispanic), then "Federal Reporting Category" must = 04 (Hispanic).
  • If more than one of the five race fields ("Race: American Indian", “Race: Asian”, “Race: Black”, “Race: White”, and “Race: Pacific Islander”) is equal to 01 (yes), “Federal Reporting Category” must = 07 (two or more races).
  • If only one of the five race fields (“Race: American Indian”, “Race: Asian”, “Race: Black”, “Race: White”, and “Race: Pacific Islander”) is equal to 01 (yes) then the same race must be reported in the “Federal Reporting Category”.

Gender-- Definition

  • Required.
  • Must be a valid Gender code; refer to Human Resource Data Elements and Definitions.

Birth Date-- Definition

  • Required.
  • Must be a valid date in MMDDYYYY format.
  • Individual must be between the ages of 15 and 85 as of the current date.

School District Code of Residence-- Definition

  • Required for all staff.
  • Must be a valid School District Code representing the district in which the staff member resides; refer to School District/BOCES Codes Table.
  • For employees working out of state, a valid State code may be used, left justified.

Highest Level of Education Completed-- Definition

  • Required for all administrative, instructional and paraprofessional staff. (i.e., any individual with a Detail Record for a Job Classification Code in the 100 and 200 level range and 415,418,419).
  • If not blank or zero-filled, must be a valid Level of Education code; refer to Human Resource Data Elements and Definitions.

Institution Code or State Code-- Definition

  • Required for all administrative and instructional staff. (i.e., any individual with a Detail Record for a Job Classification Code in the 100 and 200 level range).
  • If not blank, must be one of the following:
  • A valid Colorado Institution code, if institution attended was a Colorado institution of higher education; refer to Human Resource Data Elements and Definitions.
  • A valid State code, if institution attended was outside of Colorado; refer to Human Resource Data Elements and Definitions.

Years of Prior Pre/K-12 Teaching Experience In-state-- Definition

  • Required for all administrative and instructional staff. (i.e., any individual with a Detail Record for a Job Classification Code in the 100 and 200 level range).
  • If not blank, must be numeric.
  • If not blank, must be right justified and zero filled - no decimal places.
  • If not blank, must be greater than or equal to zero.
  • If not blank, must be less than or equal to Years of Prior Pre/K-12 Education Experience In-state.

Years of Prior Pre/K-12 Teaching Experience Out of State-- Definition

  • Required for all administrative and instructional staff. (i.e., any individual with a Detail Record for a Job Classification Code in the 100 and 200 level range).
  • If not blank, must be numeric.
  • If not blank, must be right justified and zero filled - no decimal places.
  • If not blank, must be greater than or equal to zero.
  • If not blank, must be less than or equal to Years of Prior Pre/K-12 Education Experience Out of State.

Years of Prior Pre/K-12 Education Experience In-state-- Definition

  • Required for all administrative and instructional staff. (i.e., any individual with a Detail Record for a Job Classification Code in the 100 and 200 level range).
  • If not blank, must be numeric.
  • If not blank, must be right justified and zero filled - no decimal places.
  • If not blank, must be greater than or equal to zero.
  • If not blank, must be greater than or equal to Years of Prior Pre/K-12 Teaching Experience Instate.

Years of Prior Pre/K-12 Education Experience Out of State-- Definition

  • Required for all administrative and instructional staff. (i.e., any individual with a Detail Record for a Job Classification Code in the 100 and 200 level range).
  • If not blank, must be numeric.
  • If not blank, must be right justified and zero filled - no decimal places
  • If not blank, must be greater than or equal to zero.
  • If not blank, must be greater than or equal to Years of Prior Pre/K-12 Teaching Experience Out of State.

Beginning (start) Date at School District-- Definition

  • Required.
  • Must be a valid date in MMDDYYYY format.
  • Must be on or before December 1.
  • Must be on or before the current date.
  • Must be greater than the individual's Birth Date plus 15 years.
  • If individual has been rehired - use most current hire date.

Subject Area of Degree-- Definition

  • Required if Job Classification is 201-206 (classroom instructional staff). This field is required for teachers teaching 7th grade or higher.
  • Can enter up to 3 different Subject Area of Degrees.
  • If not blank or zero-filled must be a valid Subject Area of Degree Code; refer to Human Resource Data Elements and Definitions.
  • Required if Highest Level of Education is 16 or above.

Years Principal at any school-- Definition

  • Required if Job Classification is 105 (Principal) or 100 (Superintendent with Administrator/Instructional Area code 2410).
  • If not blank must be numeric.
  • Must be greater than or equal to Years Principal at this School.

Passed Paraprofessional Test-- Definition

  • Required if Job Classification is 415,418,419 (Paraprofessionals).
  • If not blank or zero-filled must be a valid two digit code ; refer to Human Resource Data Elements and Definitions.

Technology Proficiency Level-- Definition

  • Required if Job Classification is 105,106,201,204,206 or 216.
  • Required if Job Classification is 104,107 and school code is not 9980 (district wide).
  • If not blank or zero-filled must be a valid two digit code ; refer to Human Resource Data Elements and Definitions.

Type of Technology Assessment-- Definition

  • Required if Job Classification is 105,106,201,204,206 or 216.
  • Required if Job Classification is 104,107 and school code is not 9980 (district wide).
  • If not blank or zero-filled must be a valid two digit code ; refer to Human Resource Data Elements and Definitions.

Date of Technology Assessment-- Definition

  • Required if Job Classification is 105,106,201,204,206 or 216 and Technology Proficiency Level is not 03 (Not Assessed).
  • Required if Job Classification is 104,107 and school code is not 9980 (district wide) and Technology Proficiency Level is not 03 (Not Assessed).
  • YYYYYYYY format, no dashes allowed.
  • If not blank or zero-filled must be a valid eight digit code ; refer to Human Resource Data Elements and Definitions.

Teacher Probationary Status-- Definition

  • Required for jobclass codes 201, 206.
  • If not blank or zero-filled must be a valid two digit code ; refer to Human Resource Data Elements and Definitions.
  • May be zero-filled, blank or have a valid code.

Teacher Overall Performance Evaluation Rating from the Prior Year-- Definition

  • Required if Job Classification is 201, 206
  • If not blank or zero-filled must be a valid two digit code ; refer to Human Resource Data Elements and Definitions.

Principal Overall Performance Evaluation Rating from the Prior Year--Definition

  • Required if Job Classification is 105
  • If not blank or zero-filled must be a valid two digit code ; refer to Human Resource Data Elements and Definitions.

Social Security Number (Detail File)--Definition

  • Required.
  • Must be numeric (9-digits, no hyphens).
EDID (Educator Identification)-- Definition
  • Required.
  • Must be numeric (8-digits, no hyphens).

School Building Code-- Definition

  • Required.
  • Must be a valid School Building code representing a school within the school district (refer to School Building Code Table) or 9980 - District Wide
  • Must be a valid School Building code for BOCES (refer to School Building Code Table) or 9980 - District Wide
  • Should be at least one record indicating an individual with district wide responsibility (eg. Superintendent).

Employment Status Code-- Definition

  • Required.
  • Valid Employment Status Codes vary depending on the current collection period:
  • For December, must be 01, 02, 03, 04, 08, 09 or 10
  • Refer to Human Resource Data Elements and Definitions.

Number of Contract Days-- Definition

  • Required if Employment Status Code is 01, 02, 04, 08, or 10 (Active Employment).
  • If not blank, must be numeric.
  • If not blank, must be right justified and zero filled - no decimal places.
  • If required, must be greater than 0 and less than or equal to 261.

Hours Worked Per Day-- Definition

  • Required if Employment Status Code is 01, 02, 04, 08, or 10 (Active Employment).
  • If not blank, must be numeric.
  • If not blank, must be right justified and zero filled - 2 decimal places assumed (do not include actual decimal point).
  • If required, must be greater than or equal to .5 and less than or equal to 10.00.

Hourly Rate of Pay-- Definition

  • Required if Base Salary or Wage is blank and Employment Status Code is 01, 02, 04, 08, or 10 (Active Employment).
  • Must be blank (or zeros) if Base Salary or Wage is not blank (or zeros).
  • If not blank, must be numeric.
  • If not blank, must be right justified and zero filled - 2 decimal places assumed (do not include actual decimal point).
  • If required, must be greater than or equal to .50 and less than or equal to 300.00.

Base Salary or Wage-- Definition

  • Required if Hourly Rate of Pay is blank and Employment Status Code is 01, 02, 04, 08, or 10 (Active Employment).
  • Must be blank (or zeros) if Hourly Rate of Pay is not blank (or zeros).
  • If not blank, must be numeric.
  • If not blank, must be right justified and zero filled - no decimal places.
  • If required, must be greater than 0 and less than or equal to 250,000.

Job Classification Code(Position Code)-- Definition

  • Required.
  • Must be a valid Job Classification Code ; refer to Human Resource Data Elements and Definitions.

Teaching Subject Area-- Definition

  • Required if Job Classification Code is 201-206 or 415-419 (all classroom instructional staff or teaching assistants).
  • If not blank or zero-filled, must be a valid Teaching Subject Area Code ; refer to Human Resource Data Elements and Definitions.

Administrator/Instructional Area-- Definition

  • Required if Job Classification Code is 100-299 (all administrative and instructional staff)
  • If not blank or zero-filled, must be a valid Administrator/Instructional Area Code ; refer to Human Resource Data Elements and Definitions.

Grant/Project Funding Source-- Definition

  • Required if position is funded through a grant/project.
  • Must be a valid Funding Source Code; refer to Chart of Accounts.

Years Principal at this school-- Definition

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