1. Overview of CAPS-Categorical Aid Personnel System
September 2018

2. Welcome to CAPS
This application was developed for use in claiming the special education personnel portion of the state categorical aid reimbursement.
This application replaces the Personnel Web application.

3. Menu Options for CAPS Links are available for the following:
Upload files to easily enter staff and position data into the application
Form to update KSDE licensure name or address
Training videos
After selecting the Fiscal Year and Term a more complete set of menu options will appear, allowing you to maneuver throughout the application.
Calendar List and Infant Toddler Network Selection should be updated before attempting to enter staff and positions into the application.

4. Calendar
*A calendar must be created prior to entering Positions within the application. *Calendars can be created at the District level. Additional calendars can be created at the Building level if needed. *When creating a Calendar you will be able to select days school will not be in session during the school year. *After creating a calendar a list will be displayed. The list will be updated each time a calendar is added. *You can Add/Modify/Delete a calendar as needed. You will not be able to make changes to a calendar after you have assigned Staff to Positions.

5. Infant Toddler Network Selection
*If you claim staff for an Infant Toddler Program you must add the organization to your district here.
*By adding the organization, the building numbers for the program(s) selected will appear in the building dropdowns when creating positions.

6. Staff ID Search/Creation
*Each staff member MUST have an ID number as SSN’s are no longer used. CAPS will assign a number if one does not exist.
*Staff members can be manually entered into the application or uploaded utilizing the ‘Staff Blank upload.csv’.
*Required fields are: Last Name, First Name, Gender , Birth Date, Hispanic Indicator, and Race/Ethnicity.
*Searches can be performed using either the required fields OR the Staff/Teacher ID.
* If a Staff/Teacher ID is entered all other fields will be ignored.

7. Processing Staff ID
When searching for staff you will be provided with a list of individuals that are possible matches. If the correct staff is listed please select ‘Use this ID’ to continue with the existing number.
When choosing to ‘Create New ID’ the system will create a Staff Id for the individual. Please choose ‘Use this ID’ to utilize the number created for the individual.
You can also update the staff information from this screen using the ‘Update this Record’ for records that have not been added/modified by Teacher License Area.

8. Upload Staff Process Upload Process
Enter the data into the Staff ID Blank upload.csv file.
Select the Upload File button on the Staff ID Search/Creation page.
Locate and select the file in the File:/Browse section.
Click on the Upload button to upload the data into the application.
The results of the Upload will be displayed and you will have the capability to Download Results.

9. Near Match Process Processing Near Matches:
Select Process Near Matches button on the results screen after uploading.
Near Matches will be listed and can be processed one at a time.
Once list is completed a message will appear signifying ‘No near match found’.
To return to the Near Match list later simply click on Upload File then Process Near Matches.

10. Employee Page
This page will list all staff that have been added or uploaded by the District/LEA.
You will also have the ability to Add Employee or Delete an employee that was added incorrectly.

11. Add/Delete Employee
Staff that were added in error can be deleted simply by clicking the Delete link.
Staff previously added to the CAPS application can be added to the districts employee list as needed from this page by performing a ‘Search for an Existing Employee’.

12. Position Page
Positions can be entered into CAPS manually or uploaded using the Positions Blank upload.csv file.
Positions will be assigned a CAPS ID number in addition to the Local Position # upon entry.

13. Add Professional Position
When entering the Contracted FTE enter the total FTE for the Position not the FTE for an individual.
Once entered/uploaded the positions will be displayed and you will have access to View/Edit/Delete the position information.
The Export to Excel will provide a listing of the Positions you have entered/uploaded, however, this will NOT generate an UPLOAD FILE.

14. Add Para Position
When adding a Para to a Professional Position you will need to select Add Para from the Actions dropdown under the Professional/Supervisor position.
The Supervisor CAPS Position #, Low Level, High Level, and Area will automatically populate when creating the Para position.
Once uploaded, the positions will be displayed and you will have access to View/Edit/Delete the position information.
The Export to Excel will provide a listing of the Positions you have entered/uploaded, however, this will NOT generate an UPLOAD FILE.

15. Add Special Para Position
A Special Para Position should be created when the supervisor is NOT in your District.
Once entered/uploaded the positions will be displayed and you will have access to View/Edit/Delete the position information.

16. Upload Positions-1
Positions can be uploaded using the Positions Blank upload.csv file.
The following fields need to be entered on the upload: org_no, fiscal_year, local_id, ksde_tracking_no, additional_assignment, calendar_type_id, position_type_id, bldg_no, area_id, low_level_id, high_level_id, contract_fte, approved_hrs
Select the Upload Positions button on the Positions page.
Locate and select the file in the File:/Browse section.
Click on the Upload button to upload the data into the application.
Click on the Download Result button to download a spreadsheet of the data uploaded with the results included.

17. Upload Positions-2
The system will assign a number for all of the Professional positions initially.
Para Positions will need to have the supervisor_position_id entered in order to assign a ksde_tracking_no to the position.
The results of the upload need to be entered into the spreadsheet and uploaded again to assign a number to the Para Positions.

18. Download Results
The file created from the Download Results can be used to update your data and can be re- uploaded.
You can add the Staff information and upload the file in the application to add assignments to the positions.

19. Assigning Staff to a Position
This process can be completed manually or using the upload process.
Click on the Add Employee from the Action dropdown.
Click on the Employee you wish to add from the Employee Name dropdown then enter the Employee Start/End date, FTE, and Hours.
Upon saving the employee data the information will be saved and totaled within each position.
Once entered/uploaded the Employee will be displayed and you will have access to View/Edit/Delete the employee information through the position page.

20. Uploading Staff to a Position
Enter the Employee information into the upload file containing the position information.
Click on the Upload Positions button and select the file in which you wish to upload.
The results of the Upload will be displayed and you will have the capability to Download Results.
Once entered/uploaded the Employee will be displayed and you will have access to View/Edit/Delete the employee information through the position page.

21. Para Inservice
All staff assigned to Non Professional positions will appear on the list for Para Educator Inservice .
It is the District/LEA responsibility to review the list and ensure that all staff have earned the appropriate number of hours.
Click on Select to edit/modify data for a Para.
The Tier ranges from 1-3 and information required may vary based on Tier selected for the individual.
Once the information has been entered and saved the hours entered will be calculated and Hours Still Needed will be displayed for the individual.

22. Reports
Users have the ability to generate, save, and export the following reports:
Current Assignments-list of active assignments.
Directory by Area-list of all staff sorted by area of assignment, district and type.
Over 1.0 FTE-pulls all educators by Staff ID and adds up all assigned FTE. If FTE is over 1.0, they will be listed.
Para Inservice-lists all Paras and their progress with inservice training. Reflects all paras, what tier they are at, inservice that has been reported, and any inservice still required.
Payment Data Information-this report can be run at any time during the year to identify potential problems with reimbursements. Display options include Error and Discrepancy Reports.
Supervisor Current Assignments-list of active assignments assigned to each Supervisor entered on the Position Summary.
Vacancy-lists any vacant budgeted positions within a District or COOP.
View Archive Payment Report-FTE summary report that is used by fiscal to distribute funds.

23. Evelyn Alden at ealden@ksde.org or 785-296-3868
State-Wide Contact Information
For more information:
Evelyn Alden at or OR
The Kansas State Department of Education does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities and provides equal access to the Boy Scouts and other designated youth groups. The following person has been designated to handle inquiries regarding the non-discrimination policies: KSDE General Counsel, KSDE, Landon State Office Building, 900 SW Jackson, Suite 102, Topeka, KS 66612, (785)