1. Staff Approval Matrix December Count
11/22/2018
Staff Approval Matrix December Count
November 2016

2. Purpose of the Training
The purpose of this training is to provide guidance on staff regulations and data reporting, AND to welcome a new feature in the December Count collection… SAM 2

3. Agenda General Overview SAM Staff Approval Matrix Coding Scenarios
What’s New
Licensing Information
Regulations
Timelines
General Information
Process
License Types
Job Classification Codes
Special Service Providers
Administrators
Caseload Match
Special Education Teachers
Speech-Language Pathologists 3

4. December Count Overview Statement
The Special Education December Count collection is an annual count of Eligible Students Under Part B of the Individuals with Disabilities Education Act (IDEA) as of December 1st used to determine State Level ECEA funding to provide specialized student services. Special Education December Staff Data is also required to obtain actual data on special education staff employed by administrative units on December 1st of each year so that appropriate licensure and endorsement of staff can be verified; and reports can be made to the State Legislature, Federal government, local administrative units, and the public. 4

5. What’s New this Year? 5

6. ESSA Every Student Succeeds Act
ESSA requirements are currently being determined and will be implemented for reporting.
CDE is continuing to collect data elements that might be needed for ESSA requirements. 6

7. AIA Code 0041 Administrative/Instructional Area Code 0041
Report AIA code 0041 for teachers serving students in grades K-2 identified as Developmental Delayed (disability code 11). 7

8. Interventionists Two new Job Classification Codes
Job Code 222 Reading Interventionist
Licensing requirements:
Reading Teacher (Elementary) – elementary level assignment
Reading Teacher (Secondary) – secondary level assignment
Reading Teacher (K-12) – can serve all grade levels
Reading Specialist (K-12) – can serve all grade levels
Job Code 223 Math Interventionist
Mathematics (grades 7-12) – secondary level assignment
Elementary Education (grades K-6) – elementary level assignment 8

9. Interventionist’s Role for All Students
Interventionists can provide services to all students in the general education classroom without removing students from their peers.
Interventionists can provide interventions to all students – general education and special education.
December Count - only the hours per day attributed to servicing special education students are reported. Special Education Assignment Flag = 1
Human Resources - the remaining hours per day attributed to servicing general education students are reported. Special Education Assignment Flag = 0 9

10. SAM Staff Approval Matrix
Is an automated transactional (happens live) process in the December Count.
SAM is generated at the time a Snapshot is created.
SAM determines qualified status for staff in positions requiring a CDE license. 10

11. Purpose of Staff Data
Staff data reported in the Special Education December Count allows CDE to verify personnel qualification requirements as defined in:
Federal Law - IDEA (The Individuals with Disabilities Education Act), and
State law – ECEA (Exceptional Children’s Educational Act)
Staff data populates Federal data reporting: EDFacts (US Department of Education). This reporting provides a comprehensive view of special education staff employed in Colorado.
Federal level reporting is summarized by:
Job Classification category
Age level of assignment/students served
ages 3-5
ages 6-21
Qualified and non-qualified status 11

12. Required Staff Director of Special Education
11/22/2018
Required Staff Director of Special Education
Each administrative unit is required to employ an appropriately licensed and endorsed special education director.
ECEA Rules 3.01(1)(c) Employment of a properly licensed and endorsed professional who will function at least half time as director of special education and who has the authority and responsibility to assure that all the duties and responsibilities of the AU as specified in these Rules are carried out.
Appropriate license type = ADM (administrator)
Appropriate endorsement = Director of Special Education
Job Classification Code = 102 Special Education Director 12

13. Required Staff Child Find Coordinator
Each administrative unit is required to employ an appropriately licensed and endorsed child find coordinator. ECEA Rules 4.02(2)(b) Each administrative unit and state-operated program shall have one person designated as the child find coordinator who shall be responsible for an ongoing child identification process. Appropriate license type = TCH (teacher) SSP (special service provider) ADM (administrator - Director of Special Education) Appropriate endorsement = any special education endorsement (teacher, special service provider or administrator) Job Classification Code = 330 Child Find Coordinator 13

14. Staff Report Job Class Codes 102 and 330
If no JCC 102 or 330 is reported:
You cannot pass all edit checks
You will receive an error in the Staff Error Report
Please:
Double check that your AU has staff employed in these categories
If no SPED Director or Child Find Coordinator is employed as of Dec 1st:
You must request an exception with CDE to allow you to pass edits and finalize your data 14

15. Charter School Staff
Charter school staff who provide services to students identified on an IEP are reported in the Special Education December Count. Even if the Charter school has obtained a waiver for licensing requirements, the waiver does not apply to staff who provide services in special education, per IDEA regulations. Charter school staff in special education are required to hold a CDE license with an appropriate endorsement for the assignment/student caseload. 15

16. Purchased Service Staff
Purchased Service staff are those staff employed on a contract basis.
Purchased Service staff:
Are reported in the Special Education December Count.
Are not exempt from licensing requirements.
Appropriate license and endorsement are required for the position/service, regardless of the amount of time, days or hours of the contract.
Staff is reported with Employment Status Code = 23 Purchased Services
If the “contract for services” is valid for the period covering December 1st, position is reported regardless of whether the staff is actually “working” on December 1st
Example: A School Psychologist is contracted at the beginning of the year to conduct assessments.
No assessments are required on the annual count date of December 1st.
Position is still reported with the contracted salary amount and hours per day. 16

17. Licensing Timeline
Special Education staff are qualified in the Special Education December Count by holding a valid and appropriate CDE license on the official count date of December 1st.
Licenses issued with an effective date of December 1st or prior are captured when you create a Snapshot.
If staff do not hold a valid license on December 1st:
The assignment record will fail SAM.
The position maintains non-qualified status. 17

18. Licensing Check
Verify that staff holds a valid and appropriate CDE license by:
Checking Human Resources records.
Using Educator Licensing’s online license status check.
Allow for license processing time!
Typically there is 4-6 week turnaround for the issuance of CDE licenses starting from the date an individual’s application is submitted and complete. 18

19. Staff Data What To Do Now
Administrative Units should:
Submit Staff Interchange files now and work through Interchange errors.
Create a Snapshot (available November 3rd).
Review staff data early, including any errors, general warnings and SAM Warnings.
Verify that staff holds a valid license or authorization.
Ensure that staff holds a special education endorsement appropriate for the assignment and/or student caseload. 19

20. Qualified Status IDEA/ECEA
Qualified status for special education staff (teachers, special service providers and administrators) is defined by:
Federal Law - IDEA (The Individuals with Disabilities Education Act)
Requires special education staff to be appropriately licensed and endorsed.
Identifies highly qualified status for general special education teachers.
Intersects with ESSA for special education teachers teaching core academic subjects.
State law – ECEA (Exceptional Children’s Educational Act)
Section 3.04 Personnel Qualifications - All personnel providing special education services to children with disabilities shall be qualified.
ECEA dictates the staff to student caseload match – Each special education teacher will serve, at a minimum, a majority of special education students with the same identified area of need as that teacher’s special education license endorsement. The endorsement level must be appropriate for the age being taught. 20

21. Qualified Status Staff employed are qualified by:
Holding a valid CDE license with a special education endorsement appropriate for the assignment.
Serving a majority of special education students with the same identified area of need as the staff’s special education endorsement (per ECEA). This is the 50% caseload match that joins student data with staff reported as:
JCC 202 Teacher, Special Education
JCC 238 Speech-Language Pathologist
Holding an endorsement with a level appropriate for the age served. 21

22. Staff Qualifications Resource Document
To assist in determining license and endorsement requirements, refer to the “Special Education Endorsement Qualifications by Assignment, Disability and Age of Student” guide:
This document is grouped by:
Job Classification Code
Staff Assignment
Student Disability
Qualifying Endorsement by Student Age
This reference is especially helpful in the placement of special education teachers and Speech-Language Pathologists for appropriate endorsement for the 50% caseload match. 22

23. Important Dates for Staff November/December
November 17, All Interchange files must be uploaded at least once
Staff data comes from the Staff Interchange (Profile and Assignment are joined)
Special Education Flag in the Assignment file must = 1
Start date of the Staff is December 1st or prior
End date is blank or post December 1st
December 8, Special Education December Count Snapshot must be created at least once by all Administrative Units
Staff records will make it to Snapshot only if error free in the Staff Interchange
Start working on Staff SAM Warnings in the Snapshot Staff Error Report
Staff data and IEP student data are linked for JCCs 202 and 238 when a Snapshot is created
Start working on Staff Caseload error messages (staff to student grade discrepancies) and
SAM Caseload Warnings (inappropriate staff endorsement for majority of student disability categories)
December 15, All Interchange files are error free 23

24. Important Dates for Staff January/February
January 19, All Interchange and Snapshot errors are resolved
January 19-26, Review Staff and Student reports
January 26, Validity Certification reports are due
All warnings are reviewed
Special Education Director signs off on the report
February 16, Snapshot must be finalized 24

25. Pre-2016 Staff Approval Process
11/22/2018
Pre-2016 Staff Approval Process
An internal CDE approval matrix has been in place since the school year. This matrix ran post collection (after all AUs passed edits, data submission/validity reports were signed and submitted). Opportunity for AUs to make data reporting corrections did not exist. Special Education Directors were notified post collection of non-qualified staff. Expected outcome - identified issues would be resolved in the subsequent December Count reporting collection. 25

26. Welcome to the World of…..
SAM!!!

27. SAM (Staff Approval Matrix)
A new feature in December Count 2016 impacting accurate, valid and reliable staff data reporting is SAM (Staff Approval Matrix). SAM systematically determines qualified status at the time a Snapshot is created. SAM ran post December Count 2015 at the CDE level only. CDE conducted thorough testing with the SAM process during December Count 2015. 27

28. We Need YOU
As SAM is now integrated for AU use in the 2016 collection, additional edit checks/modifications may be warranted if issues are discovered that were not identified through the CDE testing process. Please be sure to notify CDE of any discrepancies or abnormalities you find as you create your Snapshots and review SAM Warning messages. It is to all our benefit to have SAM working at maximum capacity! 28

29. Staff Approval Matrix (SAM) Process
Is generated at the CDE level once a Snapshot is created.
Pulls in data from the Staff Assignment and IEP Interchange files.
Connects staff data with the staff’s license and endorsement records.
SAM Warnings are generated in the Staff Error Report if the assignment record fails the SAM criteria.
Warnings will be grouped together as SAM Warnings. 29

30. Five Things to Know about SAM
SAM will run through the matrix process once a Snapshot is created.
SAM Warning messages are grouped together in the Staff Error Report.
SAM results change, depending on the most recent staff and student data in your Snapshot.
SAM allows opportunity for AUs to correct miscoding ensuring data validity
SAM caseload misalignments are identified (50% endorsement to student disability category match). Primary Provider data generates the caseload. 30

31. Grant Project Codes IDEA Funds
Grant Project Code 4027 – IDEA: Part B Grant Project Code 4173 – IDEA: Preschool Report Grant Project Codes 4027 and 4173 for those staff who have been approved in the IDEA Budget System through Identity Management (IdM). 31

32. Staff Who Serve Both GenEd and SPED Students
Staff who provide services to both general and special education students are required to conduct and maintain a time study analysis. Staff data is reported in two collections.
December Count - only the hours per day attributed to servicing special education students are reported. Special Education Assignment Flag = 1
Human Resources - the remaining hours per day attributed to servicing general education students are reported. Special Education Assignment Flag = 0
Examples of these positions are: Counselors, Nurses, Psychologists, Social Workers 32

33. Critical Licensing Information
Make sure the correct SSN is reported for all staff, including:
Charter school employees
Contracted staff
The “official” SSN is the SSN recorded on the staff’s CDE license.
An incorrect SSN will result in the record failing SAM if what is reported is not consistent with the SSN on the staff’s CDE license. 33

34. License Types 34

35. Teacher Licenses
Appropriate license types for qualified status for Special Education Teachers (TCH license):
Initial (3 year)
Professional (5 year)
Master certification (7 years)
Interim (1 year)
Alternative (1 year, 2 year or 3 year depending on the program) 35

36. Special Service Provider Licenses
Appropriate license types for qualified status for Special Service Providers (SSP license):
Initial (3 year)
Professional (5 year)
Master certification (7 years)
Interim (1 year)
Alternative (1 year, 2 year or 3 year depending on the program)
Educational Interpreter Authorization (5 year) – JCC 410
Speech-Language Pathology Assistant (5 year) – JCC 241
Intern Authorization (1 year) – employment status 25 only 36

37. Administrator Licenses
Appropriate license types for qualified status for Special Education Administrators reported as:
JCC 102 Special Education Director
JCC 104 Assistant Special Education Director
ADM license
Initial (3 year)
Professional (5 year)
Interim (1 year) 37

38. Temporary Educator Eligibility (TEE) Authorization
The TEE Authorization is valid for special education services, but the position may or may not be considered fully qualified.
Temporary Educator Eligibility (TEE) Authorization (1 year, renewal for up to 3 years total)
Pathway 1 – fully qualified (staff is already fully licensed in another area)
Pathway 2 – not fully qualified (staff is not licensed in any other area)
NOTE: Qualifying applicants for TEE-Pathway 2 must hold a bachelor’s degree and be enrolled in a special education licensing/endorsement program appropriate for the assignment.
Emergency Educational Interpreter Authorization (1 year) – not fully qualified 38

39. License Types Non-Qualified Status
License types that are not valid for special education services include:
Emergency Authorization (1 year)
Substitute Authorization (1 year, 3 year or *5 year)
Adjunct Authorization (3 year)
Statement of Eligibility (3 year)
Staff employed with these license types will result in non-qualified status.
*NOTE: The 5 year Substitute Authorization is only appropriate for teachers providing homebound services and who are reported with AIA Code 0032 Home/Hospital Instruction. 39

40. Make Sure to… Review all SAM Warning messages!!
Conduct research on all failed SAM staff records. Connect with your Special Education Director and/or Human Resources Department for clarification of Job Codes, assignments, student caseloads, etc.
Did you report these accurately?
Job Classification Code
Administrative/Instructional Area Code
Staff social security number
Student caseload (generated based on Primary Provider data)
Correct your staff data and create a new Snapshot. 40

41. The ultimate goal for every AU is to have ZERO Warnings related to the SAM process.41

42. Staff Coding
Miscoding a Job Code will result in the record failing SAM.
With SAM being transactional for December 2016, the AU has opportunity to correct miscoding issues during the data collection.
If a record fails SAM, the position is classified as non-qualified. Funding may be impacted.
Unsure of how to code a position?
Verify the assignment with your Human Resources Department.
Contact CDE to discuss the job responsibilities and determine the proper Job Code. 42

43. Common Miscoding 43

44. Special Service Providers
Verify staff license type and endorsement prior to coding. Verify that staff positions are classified/coded correctly in your Human Resources systems.
Occupational Therapist = JCC 234
Physical Therapist = JCC 235
** these positions are often classified as “motor services” at the AU level with Job Codes interchanged during data reporting
Counselor = JCC 211
Psychologist = JCC 236
Social Worker = JCC 237
** these positions are often classified as “mental health services” at the AU level with Job Codes interchanged during data reporting 44

45. Counselor Counselor = JCC 211
Counselors very likely work with both general and special education students. Your AU/district must conduct a time study analysis of the position (must be maintained in AU/district files for auditing purposes). December Count – only report the hours per day attributed to students on an IEP. Regular HR – report the remaining hours per day for services provided to general education students. 45

46. Instructional vs Non-Instructional
NOTE: It is very common for AUs to miscode staff in these categories.
Instructional = staff holds:
a Teacher license with an endorsement in special education, or
is a CDE licensed Speech-Language Pathologist
Non-Instructional = staff holds:
a Special Service Provider license, or
an Administrator license in Director of Special Education
Records will fail SAM if miscoded. Position will be classified as non-qualified. 46

47. Instructional Job Classifications
Staff holds a CDE license with a special education teaching or Speech-Language Pathologist endorsement appropriate for the program, caseload or service provided.
JCC 107
Instructional Program
Coordinator/Supervisor
JCC 202
Special Education
Teacher
JCC 238 Speech-Language Pathologist
JCC 215
Instructional Program Consultant 47

48. Non-Instructional Job Classifications
Staff holds a Special Service Provider or Administrator (Director of SPED) license with an appropriate endorsement for the program or service provided (e.g. School Psychologist, School Social Worker, etc.)
JCC 108
Non-Instructional Program
Coordinator/Supervisor
Special Service Providers
JCC 335
Non-Instructional Program Consultant 48

49. Coding Scenarios
Special Service Provider Special Education Administrator Educational Interpreter 49

50. Fail SAM Example Special Service Provider
Sally is an Occupational Therapist.
Position is classified as “motor services” in district source data system.
Reported in Snapshot as JCC 235 Physical Therapist (incorrect Job Code).
The license check through SAM verifies Sally is CDE licensed as an Occupational Therapist.
Staff assignment record will Fail SAM
Sally’s license/endorsement does not match the reported Job Code.
Record will appear in the Staff Error Report under the SAM Warning titled “Staff reported in this Job Class Code do not hold an appropriate endorsement for the assignment”.
Correct reporting category for Sally’s position is JCC 234 Occupational Therapist. 50

51. How to Remedy How can you remedy the SAM Warning for Sally’s position?
Correct the Job Code in your source data system to ensure that this staff will have the proper Job Code for future reporting.
Correct the Job Code to 234 in the Staff Interchange file.
Create a new Snapshot.
Review the SAM Warning section in the Staff Error Report.
Sally’s name will no longer appear as a SAM Warning since her record passed SAM criteria for Job Code 234.
Sally holds the appropriate license/endorsement for Job Class Code 234 51

52. Fail SAM Example Transition Coordinator
Beth is a Transition Coordinator.
Reported in Snapshot as JCC 350 Transition Coordinator (correct Job Code).
The license check through SAM verifies that Beth’s CDE teaching license in Special Education Generalist expired on July 1, Beth has not submitted for renewal of this license.
Staff assignment record will Fail SAM
Beth does not hold a valid license on the collection date of December 1st.
Record will appear in the Staff Error Report under the SAM Warning titled “Staff reported in this Job Class Code do not hold a valid license as of the collection date of December 1st”. 52

53. How to Remedy How can you remedy the SAM Warning for Beth’s position?
Since Beth’s license is expired, there is nothing you can do to rectify the situation for the current reporting cycle.
Her record will remain as a SAM Warning.
Position is non-qualified for December 2016.
Beth’s name will appear in the Personnel Status report for unapproved staff. 53

54. Fail SAM Example SPED Administrator
Jim is an Assistant Special Education Director.
Reported in Snapshot as JCC 104 Assistant Director of Special Education (correct Job Code).
Job Code 104 requires staff to hold an ADM license with Director of Special Education endorsement.
The license check through SAM verifies Jim is CDE licensed as a School Principal.
Jim does not hold the appropriate license/endorsement for Job Code 104.
Staff assignment record will Fail SAM
Jim’s license/endorsement does not match the reported Job Code.
Record will appear in the Staff Error Report under the SAM Warning titled “Staff reported in this Job Class Code do not hold an appropriate endorsement for the assignment”. 54

55. How to Remedy How can you remedy the SAM Warning for Jim’s position?
Verify if Jim’s position should be reported with Special Education Assignment Flag = 1 for special education.
If Jim is special education staff:
He is not appropriately licensed/endorsed for this position.
His record will remain as a SAM Warning.
Position is non-qualified for December 2016.
Jim’s name will appear in the Personnel Status report for unapproved staff. 55

56. Clarification of Job Codes 102 and 104
Job Class Code 102 Title – Assistant/Deputy/Associate Superintendent, Senior Executive, Executive Director/Special Education Director Special Education December Count, Job Class Code 102 = Special Education Director Job Class Code 104 Title – Instructional Manager, Director, Assistant Director of Special Education, Supervisor Special Education December Count, Job Class Code 104 = Assistant Director of Special Education Both JCC 102 and JCC 104 job classifications require the ADM license with Director of Special Education endorsement. NOTE: Staff who are CDE licensed as a School Principal only are not appropriately licensed and endorsed for special education services. 56

57. Fail SAM Example Educational Interpreter
Robert works as an Educational Interpreter for students identified as having a hearing impairment.
Reported in Snapshot as JCC 410 Educational Interpreter (correct Job Code).
The license check through SAM verifies that Robert does not hold the Educational Interpreter Authorization.
Staff assignment record will Fail SAM
JCC 410 requires staff to hold the Educational Interpreter Authorization.
Record will appear in the Staff Error Report under the SAM Warning titled “Staff reported in this Job Class Code do not hold a valid license”. 57

58. How to Remedy
How can you remedy the SAM Warning for Robert’s position?
You have verified that Robert does not yet qualify for the Educational Interpreter Authorization.
Robert is currently completing an associate’s level program for Sign Language Interpreting.
Robert is advised that he must submit the application for Emergency Educational Interpreter Authorization (EEIA) through Educator Licensing’s online system.
Create a new Snapshot.
Review the SAM Warning section in the Staff Error Report.
If Robert’s EEIA is issued with an effective date of December 1st or prior, his name will no longer appear as a SAM Warning.
NOTE: It is never appropriate to reclassify Job Code 410 to Job Code 416 (Teaching Assistant, Special Education) to circumvent licensing requirements. 58

59. Identity Management Reports59

60. IdM Single Sign-On 60

61. Cognos Report 61

62. December Count Report List62

63. Staff Error Reports 63

64. Report of Errors to Correct
Select SAM Warnings 64

65. Staff Error Report SAM Warnings
Select “View in Excel Option” for report to fit on one page 65

66. Staff Error Report SAM Warnings
DC208 SAM Warning - Staff reported in this Job Class Code do not hold a valid license as of the collection date of December 1st.
DC209 SAM Warning - Staff reported in this Job Class Code do not hold an appropriate endorsement for the assignment.
DC210 SAM Warning - Staff reported in this Job Class Code do not hold an appropriate endorsement for the majority (50% or more) of student disabilities in the caseload.
DC211 SAM Warning - Staff reported in this Job Class Code do not hold a valid license. 66

67. Certified Staff Report
You will only see your Administrative Unit 67

68. Not Approved Staff 68

69. Caseload Summary
You will only see your Administrative Unit 69

70. Caseload Summary Report
Displays caseload percentages
Approved Staff will display caseload data for records that passed SAM.
Not Approved Staff will display caseload data for records that failed SAM. 70

71. Data Validity Report This report is required on:
January 26, 2017, prior to the student duplicate process
February 16, 2017, after the FINAL Snapshot is created
The signature of the Director of Special Education on the Data Validity Report attests that all reported data is accurate and valid. 71

72. Caseload Criteria 72

73. Caseload Matches
There are two distinct processes for the caseload match for staff reported as Job Code 202 Teacher, Special Education and Job Code 238 Speech-Language Pathologist.
Grade Caseload Match in the Data Pipeline
Happens when a Snapshot is created.
Staff grades reported in the Staff Interchange must match the grades of students in the IEP Participation file.
Caseload Match in SAM
Staff must hold the appropriate endorsement for the majority of student disabilities in the IEP Participation file. 73

74. Grade Caseload Match (Data Pipeline)
Providers serving multiple grade levels must report all grades served.
Separate assignment records are required for Pre-K and K-12 for all staff.
If Job Code is 202 or 238, K-12 must be broken down further:
Separate assignment records are required for elementary and secondary grades.
The grade caseload match edits will run for all staff reported as Job Code 202 or 238 whose EDID is reported on student records in the Primary Provider or any one of the Secondary Provider fields in the IEP Participation file. The corresponding Staff Assignment record must have the grades of those corresponding students marked “yes”. 74

75. Grade Match Methods (Data Pipeline)
Method A - One to one grade match
most accurate (preferred method)
grades selected in the staff assignment record must exactly match the grades of the individual students on the caseload
Method B – Grade range by school building code
should be used for staff who serve a particular school building
grades selected in the staff assignment record must cover the entire grade range of the reported school building 75

76. Reporting of Primary Provider for 50% Caseload Match (SAM)
Job Code 202 Teacher, Special Education and Job Code 238 Speech-Language Pathologist generate a student caseload.
Student caseload for SAM is generated based on the staff EDID in the Primary Provider field in the IEP Participation file.
Staff EDIDs reported in any one of the four Secondary Provider fields do not generate a student caseload.
ECEA Rules dictate the 50% caseload match.
The student’s Primary Provider must hold the appropriate license and endorsement for the majority of student disability categories served. 76

77. Special Education Teachers Speech-Language Pathologists
Coding Scenarios
Special Education Teachers Speech-Language Pathologists 77

78. SAM Example Special Education Teacher
Linda is a special education teacher who works three days per week as a preschool teacher, and two days per week with 3rd and 4th grade students.
Linda is endorsed in Early Childhood Special Education and Moderate Needs.
Two assignment records are included in Snapshot:
Job Code 202/AIA Code 0035 for students in PreK grade
PreK students are identified as disability 11-Developmental Delay
Job Code 202/AIA Code 0002 for students in 4th and 5th grade
Majority of these students are identified as disability 03-Emotional Disability
The license check through SAM verifies that Linda holds a valid CDE license with ECSE and Moderate Needs endorsements. 78

79. Pass/Fail SAM Staff assignment record with AIA Code 0035 will Pass SAM
Linda holds Early Childhood Special Education endorsement which is appropriate for students identified as disability 11-Developmental Delay.
Staff assignment record with AIA Code 0002 will Fail SAM
Linda holds Moderate Needs endorsement which is not appropriate for the majority of students in 4th and 5th grade who are identified as disability 03-Emotional Disability.
Record will appear in the Staff Error Report under the SAM Warning titled ‘Staff reported in this Job Class Code do not hold an appropriate endorsement for the majority (50% or more) of student disabilities in the caseload”. 79

80. How to Remedy
How can you remedy the SAM Warning for Linda’s 4th and 5th grade assignment?
There is nothing you can do for the current reporting cycle since Linda is not properly endorsed for her 4th and 5th grade assignment.
This assignment record will remain as a SAM Warning.
Position is non-qualified for December 2016.
Linda’s name will appear in the Personnel Status report for unapproved staff.
For the coming school year, the following are options for Linda to be qualified.
She needs to complete the requirements to add the Special Education Generalist endorsement to her current license, or
She is reassigned to a position serving a majority of students who are identified in a disability category that is appropriate for the Moderate Needs endorsement. 80

81. SAM Example Deaf/Hard of Hearing Teacher
Glenn is a Deaf/Hard of Hearing Specialist who provides services to three students who are identified as disability 05 Hearing Impairment. Glenn also provides services to 20 additional students in other disability categories who have IEPs requiring supplemental services addressing each student’s deafness.
Glenn is endorsed in Deaf/Hard of Hearing Specialist.
Two assignment records are included in Snapshot:
Job Code 202/AIA Code 0002 for students in elementary grades
Job Code 202/AIA Code 0002 for students in secondary grades
The license check through SAM verifies that Glenn holds a valid CDE license with endorsement in Deaf/Hard of Hearing Specialist. 81

82. Fail SAM Staff assignment records Fail SAM
Why did this record Fail Sam?
In the IEP Interchange Glenn’s EDID is reported in the Primary Provider field for all students served.
Glenn does not hold the appropriate endorsement for the majority (the 20 additional students) of student disability categories on his caseload.
Record will appear in the Staff Error Report under the SAM Warning titled “Staff reported in this Job Class Code do not hold an appropriate endorsement for the majority (50% or more) of student disabilities in the caseload”. 82

83. How to Remedy How can you remedy the SAM Warning for Glenn’s position?
Verify Glenn’s role as Primary Provider or Secondary Provider.
Glenn will be the Primary Provider to only the students identified as disability 05.
Glenn will be a Secondary Provider to the students who receive supplemental services addressing deafness (majority of his caseload).
For these additional 20 students, correct the placement of Glenn’s EDID in the IEP Participation file from the Primary Provider field to one of the Secondary Provider fields.
Create a new Snapshot.
Review the SAM Warning section in the Staff Error Report.
Glenn’s name will no longer appear as a SAM Warning since his record passed the SAM criteria. 83

84. SAM Example Speech-Language Pathologist
Jesse is a Speech-Language Pathologist who works in three elementary schools. The majority of students she serves are identified in various disability categories who have IEPs requiring supplemental speech-language services. In elementary school A she is the Primary Provider to two students who are identified as disability 08 Speech or Language Impairment.
Jesse is endorsed as a Speech-Language Pathologist.
Three assignment records are included in Snapshot:
Job Code 202/AIA Code 0002 for students in elementary school A.
Job Code 202/AIA Code 0002 for students in elementary school B.
Job Code 202/AIA Code 0002 for students in elementary school C.
The license check through SAM verifies that Jesse holds a valid CDE license with endorsement as a Speech-Language Pathologist. 84

85. Fail SAM Staff assignment records Fail SAM
Why did this record Fail Sam?
In the IEP Interchange Jesse’s EDID is reported in the Primary Provider field for the majority of students served.
Jesse is a Speech-Language Pathologist and does not hold the appropriate endorsement for the majority of student disability categories on her caseload.
Record will appear in the Staff Error Report under the SAM Warning titled “Staff reported in this Job Class Code do not hold an appropriate endorsement for the majority (50% or more) of student disabilities in the caseload”. 85

86. How to Remedy How can you remedy the SAM Warning for Jesse’s position?
Verify Jessie’s role as Primary Provider or Secondary Provider.
Jesse will be the Primary Provider for the two students at elementary school A who are identified as disability 08.
Jesse is a Secondary Provider to the remaining students who receive supplemental speech-language services (majority of her caseload).
For these additional students, correct the placement of Jesse’s EDID in the IEP Participation file from the Primary Provider field to one of the Secondary Provider fields.
Create a new Snapshot.
Review the SAM Warning section in the Staff Error Report.
Jesse’s name will no longer appear as a SAM Warning since her record passed the SAM criteria. 86

87. District Wide Personnel
District wide personnel who are not assigned to a specific school.
Submit one assignment record with grades K-12 selected if Job Class Code is:
102, 104 (SPED Director/Assistant Director)
320, 322, 344 (Accountant, Admin/Executive Assistant, Personnel Officer)
380, 381, 382 (Computer Technology)
(Office/Administrative Support) 
Report school code as 9980 District Wide 87

88. Personnel Status Report
11/22/2018
Personnel Status Report
This report will be listed in the Cognos report menu.
The Personnel Status Report for each AU will be generated at CDE and filed in the AU’s Compliance Tab-Attachment section in the DMS. 88

89. Data Management System DMS
Special Education Directors will be contacted by Results Driven Accountability (RDA) staff to address staff issues listed in the Personnel Status Report. Clarification on how the AU will rectify not approved staff issues is required. 89

90. Assistance Needed?
We are here to help…send an or pick up the phone!
No question or concern should remain unanswered or unresolved. There may be something you uncover in your Snapshot data that missed internal CDE testing.
Please contact us to help you navigate through proper coding and with any warning messages related to the SAM process.
protocol – please include:
District # and Administrative Unit #
Phone number where you may be reached
Subject of the
NOTE: Never send files or reports via – contact us to determine best technical assistance avenue. 90

91. Contact Information
Lauren Rossini - Staff Reporting and Qualifications Exceptional Student Services Unit Phone: Kristi Gleason – Special Education December Count Custodian Data Services Office Phone: 91