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ASCENDER - Teacher Service Record Checklist

Teacher service records should be created prior to updating the Years Experience fields on the Personnel > Maintenance > Employment Info tab for the next school year.

❏	Verify state leave codes Payroll > Tables > District HR Options Verify that the leave codes used by your LEA are accurate. Leave Code for State Sick (old) Leave Code for State Personal (current) Verify that each employee has the appropriate leave code assigned to create the required state personal leave for service records. If not, use the Payroll > Utilities > Mass Update > Leave tab to add the leave code to employees.
❏	Verify accuracy of employee data Payroll > Reports > User Created Report Run a user-created report with the following criteria to verify that employee data is accurate. Also, verify that all leave has been posted for the school year and that the leave balances are correct. ❏ Select Active Employees Only. By only including active employees, it is possible to overlook any employees who may have left your LEA early so be sure to individually verify information on those employees. ❏ Under Employee Demographic, review the following information and use the Personnel > Staff Demo > Demographic Information tab to make corrections as needed. Employee Nbr First Name Last Name ❏ Under Employment, review the following information and use the Personnel > Maintenance > Employment Info tab to make corrections as needed. Percent Day Employed - Verify that the percent of day employed for most employees is 100% (1.0 on the report). Identify employees who have less than 100% and verify whether or not the employees should have less than 100%. Yrs Professional in District and Yrs Non-Professional Experience - Most employees will either have professional or non-professional years. However, it is possible that an employee started as a non-professional such as an aide, and then later became a professional so the employee would have years of experience in both categories. Grades Taught Extract ID (if applicable) Run another user-created report with the following criteria to continue verifying additional employee data: ❏ Select Active Employees Only. ❏ Under Employee Demographic: Employee Nbr First Name Last Name ❏ Under Job Information, review the following information and use the Payroll > Maintenance > Staff Job/Pay Data > Job Info tab to make corrections as needed. Job Desc - If an employee has multiple jobs, all jobs should be included. However, if an employee changed jobs and the old job was removed from the Job Info tab, then you may need to manually add the old job. Contract Begin Dt Contract End Dt Payoff Date Nbr Days Employed - Verify the number of days employed for all employees. Review the report for any employees who started late or left early. Accrual Cd (if applicable) TIP: Use the Sort/Filter options on the reports to easily locate and verify data.
❏	Review and/or add service record notes Personnel > Tables > Credential > Service Record Notes Review and/or add service record notes. These notes are user-defined and intended to assist LEAs in recording information that is pertinent to specific service years. The notes on this tab can be selected in the Notes field on the Personnel > Utilities > Extract Teacher Service Record page. Some common examples might include the following: Number of Days Employed constitutes a full semester One additional year added for Career and Technology according to SOQ One additional year added for Teacher Aide experience
❏	(If necessary) Review and edit service records Personnel > Maintenance > Staff Demo > Service Record All employee service record data is now available and can be reviewed and edited for accuracy. Identify special cases that may have occurred during the year such as employees who changed jobs, had fewer days, separated from the LEA mid-year, or had second jobs (e.g., bus drivers with another primary job). ❏ Click to view additional details for a selected row (School Year). The details for the selected row are displayed below the grid. ❏ Make the necessary changes and click Save. Example 1: This employee drove a bus occasionally as a second position to her primary job as a Secondary Teacher. Her original teacher service record row reflects 187 days. An LEA could select to delete the bus driver row leaving only the teacher row on the service record. This can be done during the Service Record Extract process or at a later time on the Personnel > Maintenance > Staff Demo > Service Record tab. Example 2: This employee was a Secondary Teacher for 91 days and a principal for 117 days (from 01-03-2022 until the end of the year).
❏	Other Considerations ❏ In the Data Preview window, be sure to use the scroll bars to review the complete report and identify duplicates records. If an employee is listed more than once for the same Position Held, select the extract row to be deleted for that employee. The current extract is labeled New and the other row(s) are from a previous extract for that employee. If you do not select a row to be deleted, duplicate service records will be created if there are multiple rows for an employee. ❏ If employees were docked through the leave system, adjustments are displayed on the Payroll > Maintenance > Leave Account Transaction > Leave Adjustment tab. ASCENDER calculates the days to be included on the service record by subtracting any days listed in the Serv Rec Days Ded column from the number of days employed on the Job Info tab. ❏ If an employee changed jobs during the year and is no longer being paid for the original job, both jobs should remain on the Job Info tab. The % Assigned field requires at least 1% in the original job for it to remain available on the Job Info tab and the new job should be marked as Primary. When the extract is performed, both jobs will be extracted for the service record and you do not need to manually add any job information for the original job. ❏ Use the Personnel > Maintenance > Staff Demo > Service Record for the following: If the employee has changed jobs during the year and the original job no longer displays on the Job Info tab, you must manually add the original job. If needed, you can add service record notes to an individual employee. If notes were previously created in the Service Record Note table, press the SPACEBAR in the Notes section to select one from the list. If not, you can manually enter a note. After performing the extract, verify the accuracy of the following: Begin and End Dates for each job # Days Employed for each job State Leave amounts and balances carried over from year to year.
❏	Update leave after extracting service records If leave is taken after extracting service records, use the Personnel > Utilities > Extract Teacher Service Record to update the leave balances. Select the criteria for the employees to be updated. Select the Update Leave Only checkbox. A preview report is displayed with a list of records where leave balances will be updated. Review the report for accuracy. ❏ Click Cancel to cancel the process and make corrections as needed or click Continue and Process to update the leave balances.