S-275 Personnel Reporting Handbook

S-275 Personnel Reporting Handbook

Instructions for the 2018?19 School Year

November 2018

Lisa Dawn-Fisher, PhD Chief Financial Officer, Financial Resources

Prepared by: Ross Bunda, Supervisor of Personnel Reporting Ross.Bunda@k12.wa.us | 360-725-6308 T.J. Kelly, Director of School Apportionment and Financial Services Thomas.Kelly@k12.wa.us | 360-725-6301

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TABLE OF CONTENTS

Section 1. The S-275 Reporting Process ......................................................................................3

A. Summary of Changes to the S-275 Personnel Reporting Process for 2018?19 ......3 B. Background..............................................................................................................................3 C. How S-275 Data Is Used .......................................................................................................4 D. Where to Go for Help............................................................................................................5 E. Definitions: Certificated Employee, Classified Employee............................................9 F. Who to Report ...................................................................................................................... 10 G. What to Report ..................................................................................................................... 18 H. When to Report .................................................................................................................... 18 I. How to Submit a Report.................................................................................................... 20 J. Documentation of Personnel Data ................................................................................. 20 K. Corrections and Updates to S-275 Data........................................................................ 25 L. Corrections to S-275 Data After Year-End Closeout .................................................. 30 M. Edits of S-275 Data ............................................................................................................. 32 N. Verification of Personnel Data ......................................................................................... 33 Section 2. Definitions of Data Items.......................................................................................... 34 A. Demographic Information ................................................................................................ 34 B. Education and Experience Information ......................................................................... 37 C. Contract Information.......................................................................................................... 80 D. Assignment Information.................................................................................................... 90

Appendices

Appendix A. Assignment Codes for School Districts and ESDs......................................... 114

I. Program Codes for School Districts ............................................................................. 115 II. Activity Codes for School Districts ............................................................................... 115 III. Program Codes for ESDs ................................................................................................. 116 IV. Activity Codes for ESDs ................................................................................................... 116 V. Duty Codes and Definitions for School Districts and ESDs.................................... 117 VI. Acceptable Assignment Code Combinations for School Districts .......................122 VII. Acceptable Assignment Code Combinations for ESDs ...........................................125 Appendix B. Personnel Reports and Edits...............................................................................126

I. Introduction .......................................................................................................................126 II. Personnel Reports.............................................................................................................127 III. Overview of the Edit Process .........................................................................................127 IV. Report S-275 Personnel Edits ........................................................................................130 Appendix C. Sample Documentation Forms ..........................................................................148

Appendix D. Reporting Education and Experience ..............................................................152

2018?19 S-275 Personnel Reporting Handbook

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Appendix E. K?12 Staff Ratio Funding......................................................................................156 Index .................................................................................................................................................164

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Section 1. The S-275 Reporting Process

Section 1.A. Summary of Changes to the S-275 Personnel Reporting Process for 2018?19

Staff mix discontinued

o The 2018 Washington Legislature made significant changes to how school districts are funded and how educators are compensated.

The Legislature discontinued "staff mix" after the 2017?18 school year and no longer provides funding to each school district for teacher salary and benefits tied to their education level (degree and credits) and years of experience.

The Legislature removed the statewide salary schedule that served as a baseline for almost every district in our state, so each district is now bargaining a unique salary schedule specific to their local community, including what may count and what may not count for compensation purposes for teacher and other certificated instructional staff.

o However, during the 2018-19 transitional year, OSPI will continue to collect degree, credits, and experience data for certificated staff, as in previous years; so S-275 reporting for 2018-19 will look much the same as for 2017-18.

Section 1.B. Background

The S-275 reporting process is an electronic personnel reporting process that provides a current year record of certificated and classified employees of the school districts and educational service districts (ESDs) of the state of Washington.

Developed during the 1970's, this report initially provided an annual staffing snapshot picture, or "census," of Washington state school districts. The snapshot concept has been retained for the most part, but actual salary and benefit information is now updated through the end of the school year, fitting a more dynamic reporting concept. This dual nature has evolved to meet expanding needs and uses for certificated and classified staff data.

All school district and ESD personnel employed as of October 1 of each school year are reported to the Office of Superintendent of Public Instruction (OSPI) on the S-275 report.

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