2011-2012 TEACHER SERVICE RECORD REPORTING INSTRUCTIONS

2011-2012 Teacher Service Record Reporting Instructions March 2012

2011-2012 TEACHER SERVICE RECORD

REPORTING INSTRUCTIONS

Fall Data Collection Period: October 16, 2011–December 15, 2011

Spring Data Collection Period: April 1, 2012–August 15, 2012

This period is for educator updates (additions and

changes since the fall data collection) and salary

submissions.

During the spring data collection period, report all full- and part-time employees who worked at

any time during the 2011-2012 school year in a position that requires a teaching, administrative,

or school service personnel certificate issued by the Illinois State Board of Education (ISBE).

I. How to Complete the Teacher Service Record on IWAS (Page 1)

This component consists of three sections that explain how to use IWAS for Teacher Service Record

reporting, including how to identify teachers paid (in part or in full) with Title I funds and how to

provide the number of classes taught for each assignment indicated.

Teacher Service Record Data Wizard

Teacher Service Record Review

Reports (the Teacher Service Record Data Report and the NCLB Highly Qualified Report)

II. How to Complete the Teacher Service Record Salary Data Submission on IWAS (Page 17)

This component explains how to use IWAS to submit salary data either electronically or manually,

including how to submit a tab-delimited file.

Submit/Update Teacher Salary

III. Guide to Teacher Service Record Reporting (25)

This component provides specific information about completing the individual data fields included in

the Teacher Service Record.

IV. Teacher Service Record–Data Entry Worksheet (Page 32)

This is a printable worksheet that can be used by district staff to record information or note changes.

(One field is not included on the worksheet: “# of Classes.”)

V. 2011-2012 Teacher Service Record–Position Codes, Assignment Codes, and Position Titles and

Required Certifications (Page 33)

This component contains information about position and assignment codes. Five sections are included:

Position Codes; Assignment Codes–Topical, Numerical, and Alphabetical Listings; and Position Titles

and Required Certifications.

VI. 2011-2012 Teacher Service Record–Quick-Coding Tables and Tips (Page 40)

This component includes Quick-Coding Tables to assist with the most common position

code/assignment code combinations. There is also a brief Tips section to address the most frequently

asked questions.

If you have questions about reporting Teacher Service Record information, contact the ISBE Data

Analysis and Progress Reporting Division at [email protected] or 217-782-3950.

mailto:[email protected]

2011-2012 Teacher Service Record Reporting Instructions March 2012 1

I. HOW TO COMPLETE THE TEACHER SERVICE RECORD ON IWAS

Once you have logged in to IWAS and selected the Teacher Service Record from the Annual

Reporting list, you will be taken to the Teacher Service Record Welcome screen, shown below.

This page has the following links:

Teacher Service Record Data Wizard, which is used for reporting your Teacher Service

Record data.

Teacher Service Record Review, which has viewable copies of all of your district’s

Teacher Service Records for previous years.

Teacher Service Record Data Report and NCLB Highly Qualified Report, which allow

you to view, print, and export your report data.

The main focus of these instructions is to describe the operation of the Teacher Service Record

Data Wizard. The Teacher Service Record Review, Teacher Service Record Data Report, and

NCLB Highly Qualified Report will be discussed later in these instructions.

Teacher Service Record Data Wizard

To begin your Teacher Service Record reporting, click on the Teacher Service Record Data

Wizard. There are eight steps in the reporting process; the Data Wizard will guide you by

providing a separate screen for each step.

There are features that appear on all screens in the Data Wizard. The Step 1 screen is a good

place to familiarize yourself with these features. The top portion of the screen is shown on the

next page and the narrative that follows the screen explains the major features.

I. How to Complete the Teacher Service Record on IWAS


In the middle of the image shown above are two links. The first of these links (on the left) has an

icon and the text “Click here for Teacher Service Record Instructions.” Clicking on this link

opens an Adobe Acrobat® version of these instructions.

The other link (on the right) has an icon and the text “Click here to contact ISBE.” Clicking on

this link opens an e-mail message to ISBE, which you may use to submit questions about

Teacher Service Record reporting. Please note, however, that if you need help with or have

problems with the operation of IWAS, you should contact the ISBE Technology Support Call

Center at 217-558-3600. Additional information on contacting the Call Center is shown at the

bottom of each Data Wizard screen.

Immediately below these two links is a panel that shows the school year for which you are

reporting, your RCDT number, and the name of your reporting entity.

At the bottom of the image above is a navigation panel. This panel has a row of buttons–one

button for each of the eight steps in the Data Wizard. By clicking on these buttons, you can

move from one step to another. As shown above, the “Step 1” button is highlighted to indicate

that you are at Step 1. You may move to another step by clicking on its corresponding button.

You may also move from step to step using the “Previous” and “Next” buttons, which are

located below the Step buttons. Please be aware that you cannot go back to a previous step in the

Data Wizard by using the “Back” button on your browser. You must click on a Previous or Step

button.

Important Note: Although the Data Wizard allows you to move through the reporting steps in

any order, you must follow the reporting steps in sequence. The Data Wizard will not allow you

to submit your data until all steps are completed; completing the steps out of sequence may

create additional errors that will need to be resolved before your data are approved for submittal.



Step 1–Confirm your district information and review the steps in the Data Wizard.

The middle section of the Step 1 screen is shown below. It welcomes you to the Teacher Service

Record Reporting System and asks you to confirm that your RCDT number and district name are

correct. If the RCDT number and district name are correct, you do not need to take any further

action. Since the RCDT number and district name are linked, your RCDT number will be

assumed to be correct if your district name is correct. If your district name is incorrect, please

discontinue your work in the Teacher Service Record Data Wizard and contact the ISBE Data

Analysis and Progress Reporting Division at [email protected] or 217-782-3950.

The bottom portion of the Step 1 screen is shown below. It presents a description of each of the

eight steps in the reporting process. Please be sure to review it carefully, as you will be

prompted to confirm that you have reviewed it before proceeding to Step 2.

To proceed to Step 2, click on the “Step 2” button (or the “Next” button that will appear on your

screen below the Step buttons).

Step 2–Remove or re-instate terminations from the prior school year.

In Step 2 of the Data Wizard, you will remove or re-instate terminations from the prior school

year. The Step 2 screen will present a list of all staff who were reported as terminated or on

leave of absence for the prior school year. Terminated staff need to be: a) deleted from the

Teacher Service Record or b) re-instated as an active educator. Delete staff who were terminated




in the prior school year and have not returned to a certificated position in your reporting entity.

To delete a record, click on the “DELETE THIS RECORD” link that appears to the left of each

record. You will be taken to a screen that asks you to confirm the deletion; clicking the “Yes”

button on this screen will delete the record.

Important Note about Substitute Teachers: Do NOT re-instate retired staff who return to

work as substitute teachers. Substitute teachers (including retirees working as substitutes) should

NOT be reported on the Teacher Service Record under any circumstances. See also the “Guide

to Teacher Service Record Reporting,” which starts on page 25.

Staff who have returned to a certificated position in your reporting entity need to have their

Status/Termination Code changed to “0–Active.” To make this change, click on the drop-down

arrow that appears at the right end of the Status/Termination Code field for that record; the drop-

down menu will appear. Click on “0–Active” at the top of the list to re-instate the person’s

record. When you re-instate a terminated person, their employment type will automatically be

changed to “F” for full-time. If full-time is NOT the correct employment type for the re-instated

person, change it when updating your active records in Step 4.

A sample of the records portion of the Step 2 page is shown below. Each record has its own

“DELETE THIS RECORD” link on the left and the Status/Termination Code field (with the

drop-down menu arrow) on the right of the field.

Note that in this step, and in all others where individual records are displayed, the records will be

presented in alphabetical order by last name. If you wish to sort the record on some other field,

click on the field at the top of the column. If the sort order direction for that field is the opposite of

what you want, click on the field name again to reverse the sort order. For example, in this step,

you could sort the records by Name, Social Security Number (SSN), or Status/Termination Code.

In addition, you can search for records on this list (and other lists in this Data Wizard) by

entering either a name or SSN in the “Search” boxes that appear above the list. After entering a

name or SSN, click on the “Search” button to retrieve the record. The “Clear” button clears the

entry. (For ALL Search and Clear boxes in the Data Wizard, you MUST click on the “Search”

or “Clear” buttons to trigger the action. If you click on “Enter,” you will be returned to the

previous step.) A sample image of the Search and Clear boxes is shown above. If you search on

only a portion of a name or SSN, all records that match that portion will be returned. If you

search for a name or SSN not on the list, no listing will be generated.



One other critical feature of this (and other screens in this Data Wizard) is the page link feature

that appears in the lower left corner of the screen. (These page links also appear in the “Search”

area of some steps.) In the example shown below, you see “1 2 3 4” etc. appearing in the blue

bar underneath the last “Delete This Record” link. These are page links that take you to

additional pages of listed records that could not be displayed on the screen due to the size of the

list. In this particular example, there are more than 10 pages of terminations to be checked.

Click on a number to be taken to its corresponding page. Keep in mind that clicking the page

link is the ONLY way to navigate through any list that appears in the Data Wizard. You

CANNOT scroll through lists that extend beyond one page.

Remember, when these page links appear on your screen you have additional pages of records

that must be addressed. Please note that the page links go up to 10 only, as shown in this

example. The ellipsis (three dots) that appear to the right of the number 10 takes you to the

pages numbered higher than 10. Since the screen displays 15 records, you should be able to

estimate the approximate number of pages that you will need to review in order to examine your

entire list of Teacher Service Record records.

Step 3–Enter termination codes for employees who have been terminated or who have gone

on leave of absence since last year’s Teacher Service Record was submitted.

In Step 3 of the Data Wizard, you assign termination or leave of absence codes to any staff who

have been terminated or gone on leave of absence since last year’s Teacher Service Record. As

you can see from the image shown on the next page, the list of records is similar to the list that

appears in the previous step. To enter a termination or leave of absence code for an employee,

click on the drop-down arrow at the end of the Status/Termination Code field to activate the

drop-down menu and click on the appropriate code.

When the drop-down list is activated, it will look like the image on the next page. You may

scroll through the list by using your keyboard cursor arrows or the scroll bar on the right side of

the window. Please keep in mind that this screen will also have page links in the lower left

corner, and you must use these page links to navigate through your entire list. Once you have

assigned termination and leave of absence codes, proceed to Step 4.

Important Note: Be sure to enter a termination code for all individuals who are no longer

employed by your district but are currently listed as active in the Teacher Service Record.



Step 4–Update and revise information for active employees, as needed.

SUGGESTION: As you update records for active employees, you may find it useful to print a

copy of your Teacher Service Record in order to note records that need to be updated. (See the

instructions under “Reports” on the Welcome screen.) For additional reporting information, see

the “Guide to Teacher Service Record Reporting,” which starts on page 25.

Each record should be checked to see if changes are needed in any of the following areas: name

(e.g., changes due to marriage), school number, location, employment type, number of months

employed, percent time employed, highest degree, advanced degree college, position,

assignment(s), and percent time administrator. The screen image shown on the next page

demonstrates how the data for active employees are displayed. (The SSNs and names in this

image have been blocked to preserve data confidentiality.)

Note that there is a scroll bar at the bottom of the screen. This scroll allows you to scroll across

the columns while having the Edit and Delete links and the School #, SSN, and Name fields

locked in place. To change the basis for how records are sorted, click on the field heading you

want to use. For example, if you want to sort the records based on school number, click on the

School # column heading. Click on the pointing finger when it appears. If you click on the

heading a second time, the sort order will be reversed.



You CANNOT make any changes to individual records on this screen. This screen is for

viewing records only. To change an individual record, click the “Edit” link to the left of the

record, which will take you to the Edit screen. The two screen images shown on the next page

display the top and bottom halves of the Edit screen.

The first image displays the District Information area (with the School Yr, RCDT, and School #

fields), the Personal Information area (with the Name, SSN – IEIN, Gender, Ethnicity, and Birth

Date fields), and the Employment Information area. In the District Information area, the only

field that may need to be updated is the School #, if the person’s school has changed. The

School Yr and RCDT fields are displayed for information only. In the Personal Information

area, you may make changes and corrections to all fields except the Name field. In order to

change a person’s name on the Teacher Service Record, the person’s teaching certificate will

have to be updated by the certificate holder at the Regional Office of Education. The

Employment Information fields should be updated, as needed.

Be sure to address the last field in the Employment Information area—This teacher paid (in

part or in full) with Title I funds—by checking the box for teachers paid with Title I funds this

school year. Please note that this field needs to be addressed for teachers only, and only for

teachers paid or compensated out of Title I funds. The screen shot at the top of the next page

shows the box checked for a teacher who was paid with Title I funds this school year.



The image below displays the Education/Service Information area. The fields in this area should

be updated, as needed. Please note that, for most fields, you update information by selecting an

item from a drop-down menu. In addition, the choices appear as narrative items, so it will not be

necessary to refer to a list of codes to make your choice.

Be sure to address # of Classes in the Education/Service Information area. For each assignment

indicated, enter the number of classes taught. The acceptable number of classes per assignment

is 1-60. However, for nonteaching assignments, e.g., Administration (200)–and for certain

teaching assignments, including assignment codes 167, 375, 404, and 600–the number of classes

will be “0.” See chart on page 30.

A “class” is defined as a group of one or more students that meets regularly for a given period of

time (quarter, semester, school year) to receive instruction in a subject from a teacher of record

responsible for assigning letter grades, or other performance indicator in lieu of grades. (An

early childhood classroom or a K-3 or K-5 self-contained classroom counts as one class.)

If an early childhood or kindergarten teacher meets with one group of students in their classroom

in the morning and another in the afternoon, two classes are being taught. In these instances, be

sure to enter two classes rather than one for the teaching assignment.



If more than one teacher of record is assigned to a class, each teacher should have a

corresponding assignment and be shown as teaching a class related to that assignment.

Once you have corrected and updated all information in a record, you must save the information

by clicking the “Save” button at the bottom of the page. (Do NOT click on “Enter” to save the

record. If you do, you will be taken back to the previous step.) After you receive the message

that the update was successful, you may return to the listing on the View screen by clicking the

“Cancel” button at the bottom of the page.

Step 5–Enter information for all new employees.

After updating the information on active employees, the next step is to enter information on new

employees. First, enter the employee’s SSN on the screen, as shown below.

The purpose of this screen is to confirm that the new employee has a record in the ISBE Teacher

Certification Information System (TCIS). If the SSN entered does not link to a record in TCIS,

you will not be able to enter the person into the Teacher Service Record. If this happens, contact

the ISBE Data Analysis and Progress Reporting Division at [email protected] or 217-782-3950.

Once you enter an SSN into the data entry box, be sure to click on the “OK” button. (If you

click on “Enter,” the Data Wizard will return you to the previous screen.) Once you have

entered a valid SSN, you will be taken to a data entry screen that looks exactly like the update

record screen in the previous step.

SUGGESTION: A printable data entry worksheet is included on page 32 of these instructions.

You may find it useful to record information for new teachers on this sheet in order to simplify

the data entry on IWAS.

Make sure each field on the screen has an entry; the exception may be salary, since you may

want to wait until after the close of the school year to enter salary. (See page 27 for more

information on the salary data field.) When entering salary data, enter numbers only and do not

include any other characters (commas, dollar signs, etc.) Be sure to provide an entry in the

“Percent Admin” box, even if the position is not administrative. Enter a “0” for positions that

have no administrative time. Remember that the Status Code for new employees is “0” (numeric

zero). As with the previous step, it will be useful to review and have available a copy of the

“Guide to Teacher Service Record Reporting” component of these instructions. As you enter the

information, you may easily move from one field to the next by using the “Tab” button.




Once you have made an entry in all fields, click on the “Save” button. (Do NOT click on

“Enter” to save the record or you will be returned to the previous step.)

If there is an error in the information entered, you will be prompted to correct it. In some cases,

you may have an error due to missing information. These errors will be indicated by a red

asterisk next to the box where information is needed. In other instances, you will receive a

message that describes the error.

Please note that the reporting of years of experience is not done in this step. Years of experience

are reported in Step 6.

Once all new employee information has been entered, proceed to Step 6.

Step 6–Update and compute years of service for all active and new employees.

In this step, you add and update years of service for all employees. The image below shows the

“Add Year of Service (+1)” button that can be used to add one year of district service and one

year of Illinois service for all employees currently entered into the system. Click on this button

and one year of district and Illinois service will be added. Note that at the end of the record there

is a field that indicates if the year of service has been added. If the field says “True,” it means

that the year of service has been added.

There is a built-in safety feature in the “Add Year of Service (+1)” button: once it has been used,

you cannot accidentally add an additional year of service to a record. This is because the system

checks to see if there is a “True” value appearing in the “Service Year Added” field. If “True”

appears in that field, clicking on the “Add Year of Service (+1)” button will not affect that

record. Clicking on the “Add Year of Service (+1)” button will affect only the new records that

have been added since the button was last activated.

If you accidentally add a year of service for all employees, you must manually remove the year

from each record. There is no (-1) year of service button.

Important Note about New Employees: After you have activated the “Add Year of Service

(+1)” button, you must enter the correct Illinois years of service for new employees. Otherwise,

the Illinois years of service will be reported as “1.0.” Please be aware that the system will check

previous years’ Teacher Service Records and an error message will be generated if the Illinois

years of service are less than or equal to the prior year.

Before closing out this step, make a quick check to be sure that the years of service have been

updated for all records. Sort the records on the “Service Year Added” field. If no records have

“False” entered in that field, proceed to the next step. (Also check to make sure no records have

“0” years experience since this will generate an unsubmittable error.)



Step 7–Confirm the accuracy of your data and correct any errors.

In this step you will confirm the accuracy of your data and correct any errors before submitting

your report.

In “Search,” there is a “View Printable Error Report” link that allows you to view and print a list

of your errors. You may find it useful to begin by printing your error list, and then use that list

as a tool to note and record corrections. Please note that you MUST use the printer icon button

in the upper left corner of the page to create a printed report; using the “Print” button on your

browser will print only a portion of the screen you are currently viewing.

For each error, there is an error description and an error message. The error description explains

what the error is, and the error message shows the data or numbers that generated the error. For

example, if the Illinois years of experience is less than or equal to what was reported in the prior

year, the error description will indicate that, and the error message will show the number of years

of Illinois experience reported in the current year and in the prior year. To the left of the record

is a “Correct Now” button. Click on this button to take you to the screen where you can make

the correction by entering a corrected value in the appropriate field. If you need to correct an

error relating to years of experience, you will be taken to Step 6, since this is the only place in

the system where years of service may be changed. For all other error corrections, you will be

taken to a screen that is identical to the Step 4 edit screen, where you may enter changes and

corrections. (You may find it helpful to isolate the years of experience errors by sorting on the

Error Description field so you can work with those separately from other errors.)

Important Note about Salary Errors: If you are not submitting your salary data until after the

close of the school year, you may ignore all salary errors. The error description for all salary-

related errors begins with the phrase “Salary Error” in order to make these errors easy to identify.

Once you have corrected all other errors, you may sort your error list on the Error Description

field—to make sure that the only errors that remain are the ones that begin with “Salary Error.”

Run the sort in ascending and descending orders to be sure that all errors have been identified.



Once you have corrected your errors, proceed to Step 8 to submit your data. Please be aware that

your district superintendent (or IWAS administrator) will be notified if there are unresolved

errors in the data.

In some cases, it will be acceptable to submit your data with errors–for example, staff coded as

middle school teachers with highest grade taught as grade 4. There are instances where this is

correct and, under such circumstances, you may submit a record with this error. You may sort

your error list on the Error Description field to make sure that only acceptable informational

errors remain. Running the sort in ascending and descending orders will help ensure that all

unsubmittable errors have been identified.

Step 8–Submit to District Superintendent for approval.

When all of your edits have been completed, and you have confirmed in Step 7 that no

unsubmittable errors remain, submit your Teacher Service Record data to your district

superintendent for approval (or to your IWAS administrator, in the case of reporting entities that

are not school districts). After hitting the submit button, you will need to hit a second button to

confirm that you wish to submit. Upon approval, your district superintendent (or IWAS

administrator) will submit the report to ISBE.

You must complete all steps in the Data Wizard before you will be able to submit your data for

approval. If you attempt to submit your data before accessing all steps, you will be prompted to

do so before you are permitted to submit your data for approval.

When your district superintendent (or IWAS administrator) approves your data for submittal,

he/she will be taken to Step 7 of the Data Wizard if there are any unresolved errors. These errors

should be reviewed and corrected, as needed. After making all necessary corrections, the district

superintendent (or IWAS administrator) must click on the Step 8 button to approve the data and

submit it to ISBE. After hitting the approval button, he/she will need to hit a second button to

confirm that they wish to approve.

As previously discussed, if you are submitting your salary data after the end of the school year,

you may ignore all error descriptions that begin with “Salary Error.” In addition, other errors

may be treated as acceptable. It is strongly suggested that you advise your district superintendent

(or IWAS administrator) of errors that are being treated as acceptable and “Salary Error”

messages (if you are deferring the reporting of salary data) before submitting your data for

approval.

Teacher Service Record Review

The Teacher Service Record Review link is a tool that allows you to view prior and current

years’ Teacher Service Records. This is a “view only” screen; you cannot generate printed

copies of previous years’ reports. However, you may search and sort the data. There is a fiscal

year search box in the upper left corner of the screen. Select the fiscal year you wish to view

from the drop-down list. You may also use the other search boxes, which operate in the same

manner as the search boxes in the Data Wizard. (Remember to use the “Search” and “Clear”



buttons; clicking on “Enter” will not work.) In addition, you may sort the data on any field in

ascending or descending order by clicking on the field name at the head of the column.

If you are working in the Data Wizard, you may move to the Teacher Service Record Review

screen by clicking on the “TSR Home” link, which is near the top of the screen and to the left of

the link for the Teacher Service Record instructions, and then click on the link for the Teacher

Service Record Review.

Reports

The Reports section offers two links that will allow you to create printable reports of your

Teacher Service Record data and/or your NCLB Highly Qualified information. The links also

allow you to generate electronic versions of your Teacher Service Record data in Microsoft

Word®, Microsoft Excel

®, and other electronic file formats.

Teacher Service Record Data Report Link

The Teacher Service Record Data Report link accesses data that have been collected by ISBE.

The report can be used by school districts for validation purposes.

Click on the Teacher Service Record Data Report link under Reports on the Teacher Service

Record Welcome page.

On the criteria selection screen, select the report fiscal year (the current fiscal year is the default

selection); use the drop-down box to select and view data for a different fiscal year.

SUGGESTION: If you try to view a report and it does not appear, check to see if the “Pop-up

Blocker” on your computer is turned on. The “Pop-up Blocker” must be turned off in order to

view a report. See the relevant TSR Tip under “News/Messages” on the Welcome screen.



Click on “View Report” to generate the data report (similar to the screen shown below), or on

“Close” to exit without generating a report.

NCLB Highly Qualified Report Link

The NCLB Highly Qualified Report provides information on each educator in a school district,

including teaching assignment from the Teacher Service Record, certificate(s) held, endorsements

on the certificate, and status of the individual for the assignment as it relates to NCLB.

Click on the NCLB Highly Qualified Report link under “Reports” on the Teacher Service Record

Welcome page.

The criteria selection screen allows you to choose the parameters for your report:

1. The report fiscal year–the current fiscal year is the default selection; use the drop-down box

to view data for a different fiscal year.

2. All schools in the district or a specific school building–all schools is the default selection; use

the drop-down box to view data for a specific school building.

3. All educators in the district or specific school or Not NCLB Highly Qualified educators

only–all educators is the default selection; use the drop-down box to view data for Not

NCLB Highly Qualified educators only.



Click on “View Report” to generate the data report (similar to the screen shown below), or on

“Close” to exit without generating a report.

Tip for NCLB Highly Qualified Report: To reduce the print time for this report, select only Not

NCLB Highly Qualified educators. If your school district is large, select individual school

buildings and Not NCLB Highly Qualified educators.

Print Teacher Service Record Data Reports and/or NCLB Highly Qualified Reports

Clicking on “View Report” will display a screen that shows your selected records in a grid

layout. You will be able to view each individual page of the report, print a report, and generate

electronic copies of your data. In order to activate these features, you must use the buttons that

appear in the upper left corner of the screen, as displayed below.



The button on the far left (an arrow pointing to an envelope) is the “Export” button. Click on this to

display a screen where you select the type of file you wish to generate and the pages to be included.

When you have chosen your file type and pages, click on “Export.” The “File Download” screen

will then offer a choice of viewing the file or saving it to your computer for later use.

To the right of the “Export” button is the “Print” button (a printer). Click on this to display a

screen that asks you which pages you want to print. Click on “Print.” An Adobe Acrobat® file

will be generated. Be sure to use the Adobe Acrobat® “Print” button, which appears in the

area below the address bar. (Do NOT use the Print function under the File menu at the top of the

page. Doing so will activate your browser printer–not the printer associated with the Adobe

Acrobat® file you are using–and only a portion of your report will print.)

The four buttons to the right of the “Print” button are Navigation buttons. The left-facing arrow

against a vertical bar takes you to the first page of the report. The left-facing arrow to the right

of this button moves your screen back one page. The right-facing arrow advances the screen to

the next page. The right-facing arrow against a vertical bar takes you to the last page of the

report. A page counter that tells you which page you are on is located between the second and

third buttons.

If you are working in the Data Wizard, you may move to the “Reports” screen by clicking on the

TSR Home link, which is near the top of the screen and to the left of the link for the Teacher

Service Record instructions. From the TSR Home screen, click on one of the links under

“Reports.”


II. HOW TO COMPLETE THE TEACHER SERVICE RECORD SALARY DATA

SUBMISSION ON IWAS

NOTE: The salary data submission deadline is August 15, 2012.

Salary data are to be submitted for not only active employees, but also for terminated employees.

If you upload your salary information using a data file, a salary will be captured automatically in

the Teacher Service Record for any employee who has a corresponding SSN in your data file and

the Teacher Service Record. If you provide your salary information by manual submission, you

will see the names of all employees in your Teacher Service Record, i.e., active and terminated

employees. If you see the names of employees who were never paid this year, skip those, but be

sure to provide a salary for everyone else, regardless of active or terminated status.

Before submitting your salary data for school year 2011-2012, please carefully read through

these instructions. There are three key points to remember:

1. Your file format MUST be tab delimited.

2. You need only the SSN and the salary.

3. Review your salaries before clicking on the “Update Salaries” button.

If you plan to load your file electronically, please follow the file preparation steps below.

If you are making manual adjustments, please proceed to Step 1.

File preparation for automatic upload

Depending on your payroll system, you should be able to export it into a tab-delimited file,

which uses tabs as delimiters to separate its values. Most programs are able to read or save data

in a delimited format. Your delimited file should contain ONLY: 1) the SSN, followed by a tab,

and 2) the salary. In notepad, it should look like one of the following two examples:

Example 1. Salary Data Information in Notepad

(with dashes in SSN)

II. How to Complete the Teacher Service Record Salary Data Submission on IWAS


Example 2. Salary Data Information in Notepad

(without dashes in SSN)

It is helpful to save the file to your desktop so that you know where your data are when requested

to upload the file. Once your file has been prepped, proceed to Step 1.

To begin the salary data update process, log in to your IWAS account and go to the Teacher

Service Record system listing. Once there, you will be able to view the Teacher Service Record

home page.

Step 1

On the Teacher Service Record home page, select the Submit/Update Teacher Salary link.

This will take you to the Salary Adjustment Options page, where you will have the option of

making a manual salary adjustment or using a data file to upload your salary information.



Manual Salary Adjustment

To make manual adjustments, select Option 1–Make Manual Salary Adjustment.

Selecting Option 1 will take you to a page that displays the employee salary information

currently in the Teacher Service Record. You can edit or update the salary that is displayed next

to the employee name.



You will receive an error message if you enter an invalid number or character into the salary

field. All errors must be corrected before you will be allowed to continue.

To return to the salary submission options, click on the “Back” button.

Once you have entered the correct salaries and want to save your changes, click on the

“Continue” button. You will then be able to verify your salary data and review any errors.



If you need to make additional changes or adjustments, click on the “Back” button to return to

the adjustment page.

If you have reviewed all error warnings and determined that the salary information is correct,

click on “Continue” to automatically save and submit your salary changes to ISBE.

To complete the Manual Salary Adjustment submission process, you MUST click on “OK” to

submit your data (as shown below). Once you click on “OK,” your data have been submitted. If

you are finished, log out of IWAS.



Automatic Salary Adjustment–Upload Instructions

If you have a prepared file to upload, select Option 2 by clicking on the “Browse” button.

This will allow you to select the file to be uploaded from your system. Once you have located

the file to be uploaded, click on “Open” to upload the appropriate file to the Teacher Service

Record.



Once the appropriate file appears in the box, click on the “Update Salaries” button.

You will be directed to a screen that will allow you to view your warnings and errors and

compare last year’s salary data with this year’s salary data. You also will be able to review any

errors or warnings present in your data. Any values flagged “NOT UPDATEABLE” will not

be uploaded into your data. You will be able to view the number of records that will be uploaded

into your file from this page.



After reviewing the warnings and errors, you have two choices:

1. Click on the “Back” button if you need to make changes to the file.

2. Click on the “Continue” button to submit all updateable salaries to the Teacher Service

Record database.

To complete the Automatic Salary Adjustment submission process and upload your file, you

MUST click on “OK” to submit your data (as shown above). Once you click on “OK,” your data

have been submitted. If you are finished, log out of IWAS.


III. GUIDE TO TEACHER SERVICE RECORD REPORTING

Introduction

This guide provides specific information about completing the individual data fields included in

the Teacher Service Record.

The following full- and part-time employees of your school district or other reporting entity (e.g.,

special education cooperative, Regional Office of Education) are to be reported this spring on the

Teacher Service Record:

Employees who worked at any time during the 2011-2012 school year in a position that

requires a teaching, administrative, or school service personnel certificate issued by the

Illinois State Board of Education (ISBE). This includes any retiree working in a

position requiring certification, performing duties other than as a substitute.

Important Note: Do not report substitutes. Substitutes (including retirees working as

substitutes) should NOT be reported on the Teacher Service Record under any circumstances.

Specific Instructions for Teacher Service Record Data Fields

Status/Termination Code–Select the “0–Active” status code for current employees who have not

been terminated, have returned after being terminated, or have returned from a leave of absence.

Also select this status code for new employees.

For all others, select the code below that best describes the reason for termination or placement

on leave of absence:

A – Employed in a Different Illinois

Public School System

B – Employed in an Illinois Nonpublic

School System

C – Employed in an Out-of-State

Educational System

D – Entered a Non-Educational, Non-

Military Vocation

E – Filling Temporary Position

F – Entered College for Further Study

G – Domestic Responsibilities

(Supervision of Home, Moved with

Spouse, etc.)

H – Death or Incapacitating Illness

I – Retired

J – Position Eliminated (Reduction in

Force)

K – Asked to Resign Position by Board

L – Child Care (Pregnancy)

M – Health

N – Military

O – Other Resignation

P – Professional Growth and Study (May

Include Sabbatical)

Q – Other Leave of Absence

X – Position Not Certificated

Social Security Number (SSN)–Self-explanatory. The SSN will be automatically entered for

new employees from the ISBE Teacher Certification Information System (TCIS).

III. Guide to Teacher Service Record Reporting


Name–Self-explanatory. The name will be automatically entered for new employees from the

ISBE Teacher Certification Information System (TCIS).

School #–Use the four-digit number for the school in your district where the employee is

assigned. (This number is the same as the last four digits of the 15-digit state-assigned RCDTS

code for the school.) The Data Wizard provides a drop-down list of school numbers for your

district. Please note that numbers for CLOSED schools should not be used for current-year

reporting. Use “0000” for employees assigned to the Central Office and “9999” for staff other

than teachers who are not assigned to any school.

Location–Location is used to identify those employees who serve in more than one school and/or

school district. Use Code A for Central Office staff. Use Code B for staff who are

headquartered at the Central Office and who serve several schools.

Code Definition

A – Staff member functions only in the school or attendance center shown

under School #.

B – Staff member functions in more than one school or attendance center in

this district only.

C – Staff member functions in only one school in this district and also

functions in another Illinois public school district.

D – Staff member functions in more than one school in this district and also

functions in another Illinois public school district.

Gender–Self-explanatory.

Race/Ethnicity–The categories are as follows:

11 – Hispanic or Latino (A person of Cuban, Mexican, Puerto Rican, South or Central

American, or other Spanish culture or origin, regardless of race.)

12 – American Indian or Alaska Native (A person having origins in any of the original

peoples o f North and South America, including Central America, and who maintains

tribal affiliation or community attachment.)

13 – Asian (A person having origins in any of the original peoples of the Far East,

Southeast Asia, or the Indian subcontinent including, for example, Cambodia, China,

India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.)

14 – Black or African American (A person having origins in any of the black racial

groups of Africa.)

15 – Native Hawaiian or Other Pacific Islander (A person having origins in any of the

original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.)



16 – White (A person having origins in any of the original peoples of Europe, the Middle

East, or North Africa.)

17 – Two or More Races (A person having origins in more than one race.)

99 – Unknown

Employment Type–Select the appropriate employment type from the following:

F – Full-Time. Employment in a certificated position four or more clock hours, five

days per week (Monday-Friday), with an employment agreement to work a

specified period of time. A position for which an annual salary rate can be

established.

H – Part-Time non-contractual (hourly or daily). Employment in a certificated position

fewer than four clock hours per day or less than five days per week and paid on an

hourly or daily basis for services performed. A position for which an annual salary

rate cannot be established, e.g., homebound teacher or tutor. Do not include

working retirees in this category.

P – Part-Time contractual. Employment in a certificated position fewer than four clock

hours per day or less than five days per week (Monday-Friday), with an

employment agreement to work a specified period of time. A position for which an

annual salary rate can be established. Do not include working retirees in this

category.

R – Retired (but working). Employment of a staff member who currently receives a

retirement annuity in a part-time certificated position.

Date of Birth–Self-explanatory. The birth date will be automatically entered for new employees

from the ISBE Teacher Certification Information System (TCIS).

Salary–Enter total earnings. Total earnings are defined to include any compensation that would

be reported to the Teachers’ Retirement System as “total creditable earnings.”

It is strongly recommended that you defer reporting salaries until after the close of the

school year, when actual total-creditable-earnings amounts are known. Regardless of when

you submit salary data, all educators listed in the Teacher Service Record MUST have a

salary reported. This applies to all individuals, even if they are retired but working or are

nonresident aliens. All individuals who worked in a position that requires a teaching,

administrative, or school service personnel certificate issued by ISBE must be reported in the

Teacher Service Record, even if they are not covered by the Teachers’ Retirement System due to

retired or nonresident alien status.

Months Employed–Enter the number of months for which the employee is under contract. If

known in advance that the employee intends to work for only a portion of the school year, enter



the actual number of months under contract. For example, a one-semester employee should be

indicated with 04 or 05 months. An individual contracted by the district on a part-time basis

from September through May should be shown as employed for 09 months.

Percent Time Employed–Enter the percentage of time an employee is expected to work during

the months employed. For part-time staff, compute percentage of time employed by dividing the

number of hours worked by the total number of hours that constitute full-time employment in a

position.

Years of Experience–Report the years of experience in the district, Illinois, and in other states.

The years to be reported are for those in elementary and secondary public schools only. Do NOT

include private school or college or university teaching.

Keep in mind that every year of experience reported in the district also counts as a year of

experience in Illinois. In addition, the current school year for which you are reporting counts as

a year, even though the year is not yet complete. For example, all new employees with no prior

experience would have one year of district experience and one year of Illinois experience

reported. All teaching experience should be included for working retirees, i.e., experience

before and after retirement.

College of Baccalaureate Degree–Select the institution that awarded the baccalaureate degree.

Since the IWAS system uses a drop-down menu sorted in alphabetical order, search the list for

the Illinois institution or name of the state where the degree was awarded. Illinois colleges and

universities are listed by name and have a three-digit code that begins with “7” next to the name.

Out-of-state institutions are designated by the state name, which has a three-digit code that

begins with “9.” See college/university codes on page 31.

Type of Highest Degree Held–Select the highest degree the person presently holds.

1 – None

2 – Registered Nurse (R.N. Certificate)

3 – C.A.S., Specialist, or Six-Year Certificate

4 – Baccalaureate

5 – Master’s

6 – Doctorate

“None” is not an appropriate selection for individuals working in a position that requires a

certificate issued by ISBE, since holding a degree is a requirement for certification.

College of Advanced Degree–Select the institution that awarded the advanced degree (Master’s,

Doctorate, C.A.S., Specialist, or Six-Year Certificate.) The drop-down menu of choices operates

the same way as the menu for the baccalaureate degree. See college/university codes on page 31.

Position–Enter a position title that best indicates the main position of each staff member. For

example, a teaching principal should be designated as principal if half-time or more in the

administrative post. If a teacher instructs a combination of grades (7-12 or K-12), list the

position code that reflects the majority of instruction time and indicate in column 21 the lowest



and highest grades served overall. The drop-down menu on IWAS lists the position titles in

alphabetical order. Position codes are provided in Component V, which begins on page 33.

New in 2011-2012, there is a position code for assistant directors of special education:

65-Assistant Director of Special Ed

Two new position codes were added last year for preschool and kindergarten teachers:

63-Prekindergarten

64-Kindergarten

Remember to use position code 63 when the high and only grade served is prekindergarten

(“0N”) and position code 64 when the highest or only grade served is kindergarten (“0K”).

Low Grade/High Grade–Enter the grade level(s) for which the individual will be responsible

during the current school year (do not merely list the grade range allowed by certification). If

more than one grade, enter the lowest and highest grades served. For example, the grades listed

for the principal of a kindergarten through grade 6 school would be 0K-06. Use 0N to denote a

prekindergarten level. Special education personnel should be listed with grade levels

corresponding to the appropriate regular elementary or high school level of instruction. For staff

working with only one grade, enter that grade as the high grade and enter “00” as the low grade.

Assignment(s)–The Teacher Service Record allows reporting of up to seven assignments per

educator. School districts should report each assignment for which an educator is responsible.

The drop-down menu lists the assignments in alphabetical order. Please keep in mind the list of

position titles and required main assignments. An educator must have at least one assignment.

Assignment codes are provided in Component V, which begins on page 33.

Percent Time Administrator–This field must be completed for all educators. Designate the

percentage of time devoted to administration–i.e., 100 (full day), 75 (¾ day), etc. Positions

having Administration (200) as the required main assignment must have at least 50 percent

administrative time entered in this field. Other staff performing administrative work on a part-

time basis may have up to 50 percent administrative time reported in this field (can be zero).

This teacher paid (in part or in full) with Title I funds–Check the box for teachers paid with Title

I funds this school year. This field needs to be addressed for teachers only, and only for teachers

paid with Title I funds.

# of Classes–For each assignment indicated, enter the number of classes taught. The acceptable

number of classes per assignment is 1-60. For nonteaching assignments and certain teaching

assignments, the number of classes will be “0.” See chart on next page.

A “class” is defined as a group of one or more students that meets regularly for a given period of

time (quarter, semester, school year) to receive instruction in a subject from a teacher of record

responsible for assigning letter grades, or other performance indicator in lieu of grades. (An

early childhood classroom or a K-3 or K-5 self-contained classroom counts as one class.)



ASSIGNMENT CODES WHERE THE NUMBER OF CLASSES WILL BE ZERO (0)

Assignment

Code Assignment Name

Number

of Classes

Assignment

Code Assignment Name

Number

of Classes

059 English as a Second Language 0 315 Bilingual–Malayalam 0

079* Speech and Language Impaired 0 316 Bilingual–Mandarin 0

167 Alternative Education 0 317 Bilingual–Polish 0

200 Administration 0 318 Bilingual–Romanian 0

220 School/Guidance Counselor 0 319 Bilingual–Russian 0

221 School Nurse 0 320 Bilingual–Serbian-Croatian-Bosnian 0

222 School Psychologist 0 321 Bilingual–Spanish 0

223 School Social Worker 0 322 Bilingual–Taiwanese 0

260 Librarian/Media Specialist 0 323 Bilingual–Ukrainian 0

301 Bilingual–Arabic 0 324 Bilingual–Urdu 0

302 Bilingual–Assyrian 0 325 Bilingual–Vietnamese 0

303 Bilingual–Bulgarian 0 368 Technology Specialist 0

304 Bilingual–Cambodian 0 375 Cooperative Education 0

305 Bilingual–Cantonese 0 376 Reading Specialist 0

306 Bilingual–Greek 0 401 Curriculum Specialist 0

307 Bilingual–Gujarati 0 404 Learning Behavior Specialist I 0

308 Bilingual–Haitian Creole 0 405 Student Dean 0

309 Bilingual–Hindi 0 560 Interpreter 0

310 Bilingual–Italian 0 600 Resource/Consultative Teacher 0

311 Bilingual–Japanese 0 601 Transition Specialist 0

312 Bilingual–Korean 0 604 Behavior Specialist 0

313 Bilingual–Lao 0 605 Curriculum Adaptation Specialist 0

314 Bilingual–Lithuanian 0

*Number of classes will be “0” for speech/language pathologists who are not teaching. For those

who have a teaching certificate and are the teacher of record for one or more classes, you will

need to enter the number of classes taught.



BACCALAUREATE AND ADVANCED DEGREE

COLLEGE/UNIVERSITY CODES

College/University Name Code College/University Name Code College/University Name Code

Alabama 901 Indiana 915 Oregon 938

Alaska 902 Iowa 916 Pennsylvania 939

American Conservatory of Music 706 Judson College (Elgin) 795 Principia College 742

Arizona 903 Kansas 917 Quincy University 743

Arkansas 904 Kentucky 918 Rhode Island 940

Augustana College 707 Knox College 727 Rockford College 744

Aurora University 708 Lake Forest College 728 Roosevelt University 745

Barat College 709 Lewis University 780 School of Art Institute 758

Benedictine University (St. Procopius) 760 Louisiana 919 Sherwood Music School (Closed) 751

Blackburn College 710 Loyola University of Chicago 729 Shimer College 752

Bradley University 711 MacMurray College 730 Shurtleff College (Closed) 759

California 905 Maine 920 South Carolina 941

Carthage College IL (Issued prior to 1964) 712 Maryknoll Seminary (Closed) 731 South Dakota 942

Chicago Conservatory (Closed) 713 Maryland 921 Southern Illinois University-Carbondale 753

Chicago Musical Roosevelt Univ. (Closed) 714 Massachusetts 922 Southern Illinois University-Edwardsville 790

Chicago State Univ.-Chicago Teachers’

College

791 McKendree College 732 Spertus College of Judaica 761

College of St. Francis 715 Michigan 923 St. Dominic College (Closed) 794

Colorado 906 Millikin University 733 St. Mary’s Seminary (Closed) 748

Columbia College 786 Minnesota 924 St. Xavier University 750

Concordia Theological Seminary (Closed) 717 Mississippi 925 Tennessee 943

Concordia University 716 Missouri 926 Texas 944

Connecticut 907 Monmouth College 734 Tolentine College (Closed) 779

Delaware 908 Montana 927 Trinity Christian College (Palos Heights) 789

De Lourdes College (Closed) 764 Mundelein College 735 Trinity College (Deerfield) 754

DePaul University 719 National-Louis University

(National College)

736 University of Chicago 755

District of Columbia 909 Nebraska 928 University of Illinois-Champaign 756

Dominican University (Rosary College) 746 Nevada 929 University of Illinois-Chicago 793

Eastern Illinois University 702 New Hampshire 930 University of Illinois-Springfield 796

Elmhurst College 720 New Jersey 931 University of St. Mary of the Lake Seminary 747

Eureka College 721 New Mexico 932 Utah 945

Florida 910 New York 933 VanderCook College of Music 781

George Williams College (Closed) 722 North Carolina 934 Vermont 946

Georgia 911 North Central College 737 Virginia 947

Governors State University 797 North Dakota 935 Washington 948

Greenville College 723 North Park University 738 West Virginia 949

Hawaii 912 Northeastern Illinois University 705 Western Illinois University 704

Idaho 913 Northern Illinois University 703 Wheaton College 757

Illinois College 724 Northwestern University 739 Wisconsin 950

Illinois Institute of Technology 725 Ohio 936 Wyoming 951

Illinois State University 701 Oklahoma 937 Y–Other Illinois College Not Listed 914

Illinois Wesleyan University 726 Olivet Nazarene University 740 Z–Outside U.S.A. 952

IV. Teacher Service Record–Data Entry Worksheet


Reg-Cty-Dist-Type (RCDT) Code: District Name: District Phone #:

Sta

tus

Co

de Social Security

Number (SSN)

Name Last – First – Middle Initial

RC

TD

S

Sch

oo

l #

Lo

cati

on

Gen

der

Rac

e/

Eth

nici

ty

Em

p T

ype

Date of Birth

Salary

Pd w/ Title I Funds

Y/N # M

on

ths

Em

p %

Time Emp

Years of Experience Bacc Coll

Code

Hig

h D

egre

e

Adv Coll

Code Po

siti

on

Low/ High

Grade

Assignment(s) %

Time Admin Dist IL

Out of

State 1 2 3 4 5 6 7


V. 2011-2012 TEACHER SERVICE RECORD:

POSITION CODES

ASSIGNMENT CODES–TOPICAL, NUMERICAL, AND ALPHABETICAL LISTINGS

POSITION TITLES AND REQUIRED CERTIFICATIONS

2011-2012 Teacher Service Record Position Codes


For positions that have a specific assignment #1, the code for assignment #1 appears in

parentheses after the position title. You are not limited to a single assignment; some positions

may have up to seven assignments.

Administrative Staff

Except for Student Deans, Administration (200) is the required main assignment; individuals

given administrative position codes must spend at least 50 percent of their work time performing

administrative duties.

Superintendents

1-Regional (200)

2-Assistant Regional (200)

3-District (200)

5-Assistant District (200)

Principals

7-Elementary (200)

8-Assistant Elementary (200)

9-Junior High/Middle School (200)

10-Assistant Junior High/Middle School (200)

11-High School (200)

12-Assistant High School (200)

Deans

53-Supervisory Dean (200)

54-Student Dean (405)

Other Administrative Staff

4-Administrative Assistant (200)

6-Business Manager (200)

61-Chief School Business Officer (200)

25-Director (200)

52-Assistant Director (200)

62-Director of Special Ed (200)

65-Assistant Director of Special Ed (200)

17-Coordinator (200)

Instructional Staff

Regular Classroom Teachers

19-Elementary School

20-Junior High/Middle School

22-High School

64-Kindergarten

Special Education Teachers

18-Teacher (all levels)

Preschool Teachers

63-Prekindergarten

Other Staff

Required main assignment codes appear after position titles, in parentheses; these codes may not

be used with any other position or assignment.

School Service Personnel

47-Interpreter (560)

23-School/Guidance Counselor (220)

33-School Nurse (221)

27-School Psychologist (222)

32-School Social Worker (223)

56-Speech/Language Pathologist (079)

Other Certified Staff

24-Librarian/Media Specialist (260)

57-Technology Specialist (368)

58-Reading Specialist (376)

59-Staff Supervisor

60-Program Supervisor

2011-2012 Teacher Service Record Assignment Codes–Topical Listing


Administration 200

Alternative Education 167

Art 033

Bilingual Education

Arabic 301

Assyrian 302

Bulgarian 303

Cambodian (Khmer) 304

Cantonese 305

Greek 306

Gujarati 307

Haitian Creole 308

Hindi 309

Italian 310

Japanese 311

Korean 312

Lao 313

Lithuanian 314

Malayalam 315

Mandarin 316

Polish 317

Romanian 318

Russian 319

Serbian-Croatian-Bosnian 320

Spanish 321

Taiwanese 322

Ukrainian 323

Urdu 324

Vietnamese 325

Computer Education/Technology

Computer Literacy/Technology 093

Computer Programming 094

Consumer Education 038

Curriculum Specialist 401

Driver Education 037

Early Childhood (Self-Contained Pre-K) 067

Elementary Self-Contained

(Grades K-3 only) 553

Elementary Self-Contained

(Grades K-5 only) 055

English

English (Grades 9-12 only) 001

Reading 002

Speech (Grades 9-12 only) 003

Journalism (Grades 9-12 only) 004

Drama/Theatre Arts 005

Language Arts (Grades 1-8 only) 058

English as a Second Language 059

Foreign Language

Chinese (Cantonese) 330

Chinese (Mandarin) 331

French 022

German 023

Greek 337

Hebrew 334

Italian 333

Japanese 068

Korean 335

Latin 024

Polish 336

Russian 069

Spanish 025

Other Foreign Language 026

School/Guidance Counselor 220

Health Education 071

Librarian/Media Specialist 260

Mathematics

Basic and/or General Math 088

Algebra 018

Geometry (Grades 9-12 only) 019

Trigonometry (Grades 9-12 only) 020

Calculus (Grades 9-12 only) 339

Music

Vocal Music 034

Instrumental Music 035

School Nurse 221

Physical Education

Physical Education 036

Dance 351

School Psychologist 222

Reading Improvement

Reading Specialist 376

Science

General Science 013

Biology (Grades 9-12 only) 014

Chemistry (Grades 9-12 only) 015

Physics (Grades 9-12 only) 016

Earth/Space Science (Grades 9-12 only) 048

Physical Science (Middle Grades only) 049

Biological Sciences (Middle Grades only) 346

Botany (Grades 9-12 only) 347

Environmental Science 348

Physiology (Grades 9-12 only) 349

Zoology (Grades 9-12 only) 350

Social Science

Applied Psychology 502

Geography (Grades 9-12 only) 008

Geography (Middle Grades only) 356

World History (Grades 9-12 only) 353

U.S. History (Grades 9-12 only) 354

History (Middle Grades only) 355

Economics (Grades 9-12 only) 010

Psychology (Grades 9-12 only) 011

Sociology (Grades 9-12 only) 357

Anthropology (Grades 9-12 only) 358

General Social Studies (Middle Grades only) 359

Political Science/Civics (Grades 9-12 only) 360

School Social Worker 223

Special Education

Adaptive P.E. 402

Behavior Intervention Specialist 604

Bilingual Education Specialist 607

Curriculum Adaptation Specialist 605

Deaf-Blind Specialist 603

Hearing Impairment 363

Interpreter 560

Learning Behavior Specialist I 404

Multiple Disabilities Specialist 606

Resource/Consultative 600

Specialized Vocational Education 165

Speech and Language Impaired 079

Technology Specialist 602

Transition Specialist 601

Visually Impaired 081

Student Dean 405

Technology

Technology Specialist 368

Title I

Title I Remedial Reading 083

Title I Remedial Math 084

Vocational Technical Programs

Agricultural Occupations

Agricultural Business & Management 101

Agricultural Mechanization 102

Agricultural Resources/Conservation 103

Agricultural Sciences 104

Horticulture Services 105

Orientation to Agriculture 100

Other Agricultural Occupations 106

Business, Marketing & Management

Occupations

Accounting/Bookkeeping 108

Business Administration & Management 111

Business Computer Programming 112

Business English 028

Business Math 027

Information Processing/Administrative

Assistant/Secretarial 369

Marketing 115

Orientation to Business Occupations

(shorthand, typing, keyboarding) 107

Other Business Occupations 118

Family and Consumer Sciences

Child Care and Guidance 129

Clothing and Apparel 130

Cosmetology 131

Custodial, Housekeeping and Home Services 132

Food Services Occupations 133

Home Furnishings 135

Occupation of Homemaking 137

Other Family and Consumer Sciences

Occupations 140

Orientation to Family and Consumer

Sciences/Food and Nutrition 128

Health Occupations

Nursing Services 370

Orientation to Health Occupations 119

Other Health Occupations 371

Industrial Occupations

Auto/Automotive Body Repair 143

Auto/Automotive Mechanic/Technician 144

Aviation Systems/Avionics Maintenance 145

Cabinet Maker/Mill Worker/Woodworking 147

Communication Systems Installer/Repairer 149

Computer Installer/Repairer 150

Construction/Building and Property

Maintenance 372

Drafting 152

Electrical and Electronics

Equipment Installer/Repairers 043

Graphic Design/Commercial Art 153

Graphic/Printing Equipment Operators 154

Heating, Air Conditioning and Refrigeration 155

Manufacturing 157

Orientation to Industrial Technology

Occupations 373

Other Industrial Occupations 164

Precision Metal Worker 374

Protective Services 160

Radio and TV Broadcasting 161

Technical Preparation/Engineering-Related

Technologies 162

Welding 163

Vocational Technical Miscellaneous

Cooperative Education 375

Specialized Vocational Education 165

2011-2012 Teacher Service Record Assignment Codes–Numerical Listing


Code Assignment Code Assignment Code Assignment

001 English (Grades 9-12 only) 112 Business Computer Programming 320 Bilingual Education-Serbian-Croatian-Bosnian

002 Reading 115 Marketing 321 Bilingual Education-Spanish 003 Speech (Grades 9-12 only) 118 Other Business Occupations 322 Bilingual Education-Taiwanese

004 Journalism (Grades 9-12 only) 119 Orientation to Health Occupations 323 Bilingual Education-Ukrainian

005 Drama/Theatre Arts 128 Orientation to Family and Consumer Sciences/Food and Nutrition

324 Bilingual Education-Urdu

008 Geography (Grades 912 only) 129 Child Care and Guidance 325 Bilingual Education-Vietnamese

010 Economics (Grades 9-12 only) 130 Clothing and Apparel 330 Chinese (Cantonese) 011 Psychology (Grades 9-12 only) 131 Cosmetology 331 Chinese (Mandarin)

013 General Science 132 Custodial, Housekeeping and Home Services 333 Italian 014 Biology (Grades 9-12 only) 133 Food Service Occupations 334 Hebrew

015 Chemistry (Grades 9-12 only) 135 Home Furnishings 335 Korean

016 Physics (Grades 9-12 only) 137 Occupation of Homemaking 336 Polish 018 Algebra (Grades 8-12 only) 140 Other Family and Consumer Sciences Occupations 337 Greek

019 Geometry (Grades 9-12 only) 143 Auto/Automotive Body Repair 339 Calculus (Grades 9-12 only)

020 Trigonometry (Grades 9-12 only) 144 Auto/Automotive Mechanic/Technician 346 Biological Sciences (Middle Grades only)

022 French 145 Aviation Systems/Avionics Maintenance 347 Botany (Grades 9-12 only)

023 German 147 Cabinet Maker/Mill Worker/Woodworking 348 Environmental Science

024 Latin 149 Communication Systems Installer/Repairer 349 Physiology (Grades 9-12 only) 025 Spanish 150 Computer Installer/Repairer 350 Zoology (Grades 9-12 only)

026 Other Foreign Language 152 Drafting 351 Dance

027 Business Math 153 Graphic Design/Commercial Art 353 World History (Grades 9-12 only) 028 Business English 154 Graphic/Printing Equipment Operations 354 U.S. History (Grades 9-12 only)

033 Art 155 Heating, Air Conditioning and Refrigeration 355 History (Middle Grades only)

034 Vocal Music 157 Manufacturing 356 Geography (Middle Grades only) 035 Instrumental Music 160 Protective Services 357 Sociology (Grades 9-12 only)

036 Physical Education 161 Radio and TV Broadcasting 358 Anthropology (Grades 9-12 only)

037 Driver Education 162 Technical Preparation/Engineering-Related Technologies

359 General Social Studies (Middle Grades only)

038 Consumer Education 163 Welding 360 Political Science/Civics (Grades 9-12 only)

043 Electrical and Electronics Equipment Installer/Repairs

164 Other Industrial Occupations 363 Hearing Impairment

048 Earth/Space Science (Grades 9-12 only) 165 Specialized Vocational Education 368 Technology Specialist

049 Physical Science (Middle Grades only) 167 Alternative Education 369 Information Processing/Administrative Assistant/Secretarial

055 Elementary Self-Contained (Grades K-5 only) 200 Administration 370 Nursing Services

058 Language Arts (Grades 1-8 only) 220 School/Guidance Counselor 371 Other Health Occupations 059 English as a Second Language 221 School Nurse 372 Construction/Building and Property

Maintenance

067 Early Childhood (Self-Contained Pre-K) 222 School Psychologist 373 Orientation to Industrial Technology Occupations

068 Japanese 223 School Social Worker 374 Precision Metal Worker

069 Russian 260 Librarian/Media Specialist 375 Cooperative Education 071 Health Education 301 Bilingual Education-Arabic 376 Reading Specialist

079 Speech and Language Impaired 302 Bilingual Education-Assyrian 401 Curriculum Specialist

081 Visually Impaired 303 Bilingual Education-Bulgarian 402 Adaptive P.E. 083 Title I Remedial Reading 304 Bilingual Education-Cambodian (Khmer) 404 Learning Behavior Specialist I

084 Title I Remedial Math 305 Bilingual Education-Cantonese 405 Student Dean

088 Basic and/or General Math 306 Bilingual Education-Greek 502 Applied Psychology

093 Computer Literacy/Technology 307 Bilingual Education-Gujarati 553 Elementary Self-Contained (Grades K-3 only)

094 Computer Programming 308 Bilingual Education-Haitian Creole 560 Interpreter

100 Orientation to Agriculture 309 Bilingual Education-Hindi 600 Resource/Consultative 101 Agricultural Business and Management 310 Bilingual Education-Italian 601 LBS II/Transition Specialist

102 Agricultural Mechanization 311 Bilingual Education-Japanese 602 LBS II/Technology Specialist (Special

Education only) 103 Agricultural Resources/Conservation 312 Bilingual Education-Korean 603 LBS II/Deaf-Blind Specialist

104 Agricultural Sciences 313 Bilingual Education-Lao 604 LBS II/Behavior Intervention Specialist

105 Horticulture Services 314 Bilingual Education-Lithuanian 605 LBS II/Curriculum Adaptation Specialist 106 Other Agricultural Occupations 315 Bilingual Education-Malayalam 606 LBS II/Multiple Disabilities Specialist

107 Orientation to Business Occupations (shorthand, typing, keyboarding)

316 Bilingual Education-Mandarin 607 LBS II/Bilingual Education Specialist

108 Accounting/Bookkeeping 317 Bilingual Education-Polish

111 Business Administration and Management 318 Bilingual Education-Romanian 319 Bilingual Education-Russian

2011-2012 Teacher Service Record Assignment Codes–Alphabetical Listing


Assignment Code Assignment Code Assignment Code

Accounting/Bookkeeping 108 Curriculum Specialist 401 Other Foreign Language 026

Adaptive P.E. 402 Custodial, Housekeeping and Home Services 132 Other Health Occupations 371 Administration 200 Dance 351 Other Industrial Occupations 164

Agricultural Business and Management 101 Drafting 152 Physical Education 036

Agricultural Mechanization 102 Drama/Theatre Arts 005 Physical Science (Middle Grades only) 049 Agricultural Resources/Conservation 103 Driver Education 037

Agricultural Sciences 104 Early Childhood (Self-Contained Pre-K) 067 Physics (Grades 9-12 only) 016

Algebra (Grades 8-12 only) 018 Earth/Space Science (Grades 9-12 only) 048 Physiology (Grades 9-12 only) 349 Alternative Education 167 Economics (Grades 9-12 only) 010 Polish 336

Anthropology (Grades 9-12 only) 358 Electrical and Electronics Equipment Installer/Repairs 043 Political Science/Civics (Grades 9-12) only 360

Applied Psychology 502 English (Grades 9-12 only) 001 Precision Metal Worker 374 Art 033 English as a Second Language 059 Protective Services 160

Environmental Science 348 School Psychologist 222

Auto/Automotive Body Repair 143 Food Service Occupations 133 Psychology (Grades 9-12 only) 011 Auto/Automotive Mechanic/Technician 144 French 022 Radio and TV Broadcasting 161

Aviation Systems/Avionics Maintenance 145 General Science 013 Reading 002

Basic and/or General Math 088 General Social Studies (Middle Grades only) 359 Reading Specialist 376 Bilingual Education-Arabic 301 Geography (Grades 9-12 only) 008 Resource/Consultative 600

Bilingual Education-Assyrian 302 Geography (Middle Grades only) 356 Russian 069

Bilingual Education-Bulgarian 303 Geometry (Grades 9-12 only) 019 Elementary Self-Contained (Grades K-3 only)

553

Bilingual Education-Cambodian (Khmer) 304 German 023 Elementary Self-Contained

(Grades K-5 only)

055

Bilingual Education-Cantonese 305 Graphic Design/Commercial Art 153 School Social Worker 223

Bilingual Education-Greek 306 Graphic/Printing Equipment Operators 154 Sociology (Grades 9-12 only) 357

Bilingual Education-Gujarati 307 Greek 337 Spanish 025 Bilingual Education-Haitian Creole 308 School/Guidance Counselor 220 Specialized Vocational Education 165

Bilingual Education-Hindi 309 Health Education 071 Speech (Grades 9-12 only) 003

Bilingual Education-Italian 310 Hearing Impairment 363 Speech and Language Impaired 079 Bilingual Education-Japanese 311 Heating, Air Conditioning and Refrigeration 155 Student Dean 405

Bilingual Education-Korean 312 Hebrew 334 Technical Preparation/Engineering-Related

Technologies

162

Bilingual Education-Lao 313 History (Middle Grades only) 355 Technology Specialist 368

Bilingual Education-Lithuanian 314 Home Furnishings 135 Title I Remedial Math 084

Bilingual Education-Malayalam 315 Horticulture Services 105 Title I Remedial Reading 083 Bilingual Education-Mandarin 316 Information Processing/Administrative

Assistant/Secretarial

369 Trigonometry (Grades 9-12 only) 020

Bilingual Education-Polish 317 Instrumental Music 035 U.S. History (Grades 9-12 only) 354 Bilingual Education-Romanian 318 Interpreter 560 Visually Impaired 081

Bilingual Education-Russian 319 Italian 333 Vocal Music 034

Bilingual Education-Serbian-Croatian-Bosnian 320 Japanese 068 Welding 163 Bilingual Education-Spanish 321 Journalism (Grades 9-12 only) 004 World History (Grades 9-12 only) 353

Bilingual Education-Taiwanese 322 Korean 335 Zoology (Grades 9-12 only) 350

Bilingual Education-Ukrainian 323 Language Arts (Grades 1-8 only) 058 Bilingual Education-Urdu 324 Latin 024

Bilingual Education-Vietnamese 325 Learning Behavior Specialist I 404

Biological Sciences (Middle Grades only) 346 LBS II/Behavior Intervention Specialist 604 Biology (Grades 9-12 only) 014 LBS II/Bilingual Education Specialist 607

Botany (Grades 9-12 only) 347 LBS II/Curriculum Adaptation Specialist 605

Business Administration & Management 111 LBS II/Deaf-Blind Specialist 603

Business Computer Programming 112 LBS II/Multiple Disabilities Specialist 606

Business English 028 LBS II/Technology Specialist (Special Education only) 602 Business Math 027 LBS II/Transition Specialist 601

Cabinet Maker/Mill Worker/Woodworking 147 Librarian/Media Specialist 260

Calculus (Grades 9-12 only) 339 Manufacturing 157 Chemistry (Grades 9-12 only) 015 Marketing 115

Child Care and Guidance 129 School Nurse 221

Chinese (Cantonese) 330 Nursing Services 370 Chinese (Mandarin) 331 Occupation of Homemaking 137

Clothing and Apparel 130

Communication Systems Installer/Repairer 149 Orientation to Agriculture 100 Computer Installer/Repairer 150 Orientation to Business Occupations (shorthand,

typing, keyboarding)

107

Computer Literacy/Technology 093 Orientation to Family consumer Sciences/Food & Nutrition

128

Computer Programming 094 Orientation to Health Occupations 119

Construction/Building and Property Maintenance 372 Orientation to Industrial Technology Occupations 373 Consumer Education 038 Other Agricultural Occupations 106

Cooperative Education 375 Other Business Occupations 118

Cosmetology 131 Other Family and Consumer Sciences Occupations 140

2011-2012 Teacher Service Record–Position Titles and Required Certifications


Position Title Required Certification (type and endorsements)

Superintendents

District Superintendent Administrative with SUPT or alternative provisional SUPT

Assistant/Associate District

Superintendent

Administrative with SUPT, GADM, GSUP

Regional Superintendent Administrative with SUPT

Assistant Regional Superintendent Administrative with SUPT, GADM

Principals/Assistant Principals Administrative with GADM

Other Administrative Staff

Chief School Business Official Administrative with CSBO

General Administrator or General

Supervisor

Administrative with SUPT, GADM, GSUP

Director of Special Education/

Assistant Director of Special

Education

GADM with a Director of Special Education endorsement

Department Chair Administrative with SUPT, GADM, GSUP or teaching certificate endorsed for supervision in the subject

Supervisor of more than one

School Service Personnel area

Administrative with GADM or SUPT

Supervisor of one School Service

Personnel area

Administrative with SUPT, GADM, GSUP, Director of Special Education, or

School Service Personnel endorsed for supervision in the field or, for Speech/Language Pathology, a

teaching certificate endorsed for SLP and for supervision

Special Education Supervisor Administrative with SUPT, GADM, GSUP, Director of Special Education or a teaching certificate

endorsed for each area to be supervised and for supervision

Area Vocational Center Director,

Director/Supervisor of more than

one technical/career field, EFEs

Administrative with SUPT, GADM, plus teaching qualifications in one of the five occupational areas and

2,000 hours of work experience outside the field of education

Supervisor Technical Education

(one field)

Administrative with SUPT, GADM, GSUP, plus teaching qualifications in one of the five occupational

areas and 2,000 hours of work experience in the specific field outside the field of education, or

a certificate with teaching qualification in the field, a supervisory endorsement, and 2,000 hours of work

experience in the specific field outside the field of education

Deans

Supervisory Dean Administrative with SUPT, GADM, GSUP, Director of Special Education endorsement

Student Dean Administrative with SUPT, GADM, GSUP, Director of Special Education or any full teaching certificate

or School Service Personnel (excluding School Nurse) endorsed for supervision, if disciplining or

suspending students

Instructional Staff*

Early Childhood Teaching certificate with appropriate endorsement/qualification and/or grade level

Elementary Teacher Teaching certificate with appropriate endorsement/qualification and/or grade level

Junior High/Middle School

Teacher

Teaching certificate with appropriate endorsement/qualification and/or grade level

High School Teacher Teaching certificate with appropriate endorsement/qualification and/or grade level

Special Education

Special Education Teacher Teaching certificate with appropriate endorsement/grade level or approval

Speech/Language Pathologist Teaching certificate with Speech/Language Pathologist endorsement (teaching)

School Service Personnel

Interpreter CUES (Approval), SGNS (Approval)

2011-2012 Teacher Service Record–Position Titles and Required Certifications (continued)


School Service Personnel (continued)

School/Guidance Counselor School Service Personnel with Guidance or School Counselor

School Nurse School Service Personnel with School Nurse

School Psychologist School Service Personnel with School Psychologist

School Social Worker School Service Personnel with School Social Work

Speech/Language Pathologist School Service Personnel with Speech/Language Pathologist endorsement (non-teaching)


Librarian/Media Specialist Early Childhood, Elementary, Secondary, or Special Certificate with Media, Library Science, or Library

Information Specialist endorsement

Technology Specialist Early Childhood, Elementary, Secondary, or Special Certificate with Technology Specialist endorsement

Reading Teacher Early Childhood, Elementary, or Secondary Certificate with Reading Teacher endorsement or Reading

Specialist endorsement

Reading Specialist Early Childhood, Elementary, Secondary, or Special Certificate with Reading Specialist endorsement

Staff Supervisor Administrative with SUPT, GADM, GSUP, or teaching certificate with appropriate subject/supervising

endorsement

Program Supervisor Administrative with SUPT, GADM, GSUP

*Secondary teaching certificates issued after July 2004 must have endorsements in the subjects for which the teacher is qualified.

Elementary and Secondary certificates issued prior to that time may or may not have endorsements, but teachers who held the

certificate and met previous requirements at a time when they were in effect are still eligible to be assigned to those subjects

without having the endorsement.

Initialisms

CSBO–Chief School Business Officer GSUP–General Supervisory

CUES–Cued Speech Interpreter Approval SGNS–Standard Sign Language Interpreter Approval

GADM–General Administration SUPT–Superintendent


VI. 2011-2012 TEACHER SERVICE RECORD

QUICK-CODING TABLES AND TIPS

QUICK-CODING TABLES

Quick-coding tables are provided to assist school districts with entering frequently occurring

assignments in the Teacher Service Record system. The tables identify position codes,

assignment codes, and, when applicable, percent administration. Use the tables as guidelines; in

most cases, the tables will be sufficient for coding these specific positions. If the tables are not

sufficient, assistance is available from the ISBE Data Analysis and Progress Reporting Division

at [email protected] or 217-782-3950.

Deans

Supervisory Dean Position =

53

Student Dean Position =

54

Assignment #1 200 405

Percent Administration 50% or more 50% or less*

*Percent administration cannot be more than 50 percent for a Student Dean.

Principals–Part I

Elementary

Position = 7

Asst. Elementary

Position = 8

Junior High/Middle School

Position = 9

Assignment #1 200 200 200

Percent Administration 50% or more 50% or more 50% or more

Principals–Part II

Asst. Junior High/Middle School

Position = 10

High School

Position = 11

Asst. High School

Position = 12


Percent Administration 50% or more 50% or more 50% or more

School Service Personnel–Part I

Interpreter

Position = 47

School/Guidance

Counselor Position = 23

School Nurse

Position = 33


Percent Administration 0% to 50% 0% to 50% 0% to 50%


VI. 2011-2012 Teacher Service Record–Quick-Coding Tables and Tips


School Service Personnel–Part II

School Psychologist

Position = 27

School Social Worker

Position = 32

Speech/Language Pathologist

Position = 56/18


Percent

Administration 0% to 50% 0% to 50% 0% to 50%


Librarian/Media

Specialist

Position = 24

Technology

Specialist

Position = 57

Reading

Specialist

Position = 58

Staff

Supervisor

Position = 59

Program

Supervisor

Position = 60

Assignment #1 260 368 376 Varies* Varies*

Percent

Administration 0% to 50% 0% to 50% 0% to 50% 0% to 50% 0% to 50%

*There is not a specific assignment associated with this position.

Special Education

Teachers of Record (these teachers assign letter grades)

Position = 18

Assignment Pre-K

Self-Contained

K-3

Self-Contained

K-5

Self-Contained

Grade 6 and

Above

#1 LBS I (404),

LBS II (601-607),

081, 363, 402

LBS I (404),

LBS II (601-607),

081, 363, 402

LBS I (404),

LBS II (601-607),

081, 363, 402

LBS I (404),

LBS II (601-607),

081, 363, 402

#2 067 553 055 Subject Taught

#3 Subject Taught

#4 Subject Taught

#5 Subject Taught

#6 Subject Taught

#7 Subject Taught

Resource/Consultative Teachers (these teachers do NOT assign letter grades)

Regular and special education teachers who are not teachers of record (they do not assign letter

grades, or other performance indicator in lieu of grades) are called resource or consultative

teachers; these teachers should be coded as indicated in the quick-coding table below.

Assignment Regular Education

Teacher

Special Education

Teacher

#1 600 404

#2 600



Bilingual Education

Position = 18, 19, 20, 22, 63, 64

Assignment Pre-K

Self-Contained

K-3

Self-Contained

K-5

Self-Contained Grade 6 and Above

#1 301-325 301-325 301-325 301-325


#3 Subject Taught

#4 Subject Taught

#5 Subject Taught

#6 Subject Taught

#7 Subject Taught

English as a Second Language

Position = 18, 19, 20, 22, 63, 64

Assignment Pre-K

Self-Contained

K-3

Self-Contained

K-5

Self-Contained Grade 6 and Above

#1 059 059 059 059


#3 Subject Taught

#4 Subject Taught

#5 Subject Taught

#6 Subject Taught

#7 Subject Taught

TIPS

Coding

Tip: Preschool and Kindergarten Teachers: The Teacher Service Record has special position

codes for when prekindergarten is the high and only grade served and kindergarten is the

highest or only grade served. See pages 29 and 34.

Tip: Gifted Program Teachers: The Teacher Service Record does not have special codes for

gifted programs; use standard assignment codes.

Tip: If you share an administrator with another school district, you must coordinate with that

school district and code the administrator as 50 percent in your school district (or

whatever the percentage is, more or less than 50 percent).

Years of Experience

Tip: Clicking on “Add Year of Service (+1)” will add a year to all names that have a “False”

value in the Service Year Added field. Clicking this will NOT add a year if the value for

a name is “True.” In this instance, the year must be added manually. For names with a

“False” value, click on the button or manually add the year.



Tip: After adding a new teacher, go to Step 6; add the teacher’s district years of experience

and update the teacher’s Illinois years of experience.

Navigating the Teacher Service Record in IWAS

Your work will be much easier if you spend some time learning how to navigate and manipulate

the various IWAS screens.

Tip: Since the Teacher Service Record in IWAS is a Web-based reporting system, it has some

features that make it different from other Windows® applications (such as Excel

®) and

the Teachers’ Retirement System Automated Reporting System. The Teacher Service

Record system does not allow a large number of records to be displayed at a time and

does not allow you to scroll through a list of records. Instead, you will click on page

links to advance through a list of records. While this may take a little more time than

scrolling, you also have the capability to: a) search for individual records and b) sort any

list on any field in ascending or descending order. These search-and-sort features can

substantially reduce the need to scroll through a list to find a given record. The search-

and-sort features are described in more detail in sections describing the individual

reporting steps.

Tip: A key feature of the Teacher Service Record system is the use of drop-down lists for data

entry. All report fields that previously had code numbers entered (such as location,

position, main assignment, etc.) will now be completed using drop-down lists. The

choices on these lists are narrative descriptions, not code numbers, which eliminates

referencing code lists during data entry.

Documents

2011-2012 TEACHER SERVICE RECORD REPORTING INSTRUCTIONS