(A12G) SAU , District, and School Demographics Data Contact Collection Instructions
School Year 20202024-20212025
Data Collection Location: Complete this data collection through the Education Statistics System (ESS) in the myNHDOE Single Sign-On System.
Instructions: Please carefully review and confirm or update the demographic staff information for your SAU , district(s), and school(s) and staff.
The Bureau of Educational Statistics will review any changes for the 20202024-2021 2025 school year and will update the database as necessary by mid-August. Some changes require the School Status Change form to be completed. The NH DOE will contact you when that is necessary.late-November
It is important that you save at the bottom of each tab, clicking the Save button will save the data for only that tab. the page
Due Date: September 11Nov 8, 20202024
Certified: Yes – Superintendent must certify the data.
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Getting Started
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Login to myNHDOE, select the ESS Application and then choose the General User role.
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Select the 20202024-2021 2025 Year from the drop down list at the top of the page.
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Click the white arrow to open the data collection.
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Enter your contact information and click Save.
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Home Page
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This manual can also be accessed through the Instructions/FAQ button, this will direct you to the Help Desk Knowledge Base.
Begin the data collection by clicking the Start button.
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All tabs will initially show as Not Verified. Once you have verified and completed all required data, click the Save/Verify button at the bottom left of the screen on each tab.
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This will update the status to Verified. If any required data is missing, red text will list the missed data.
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SAU and School Staff Information
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Please carefully review and confirm or update the demographic staff information for your SAU .DUNS Number: The number and the expiration date are required.
A DUNS number is a unique nine-character number used to identify your organization. The Federal government uses the DUNS number to track how federal money is allocated.
You can contact your district administrator for this information. We will need DUNS number for SAU and District on the District Tab.
Registration expiration date at SAM.gov - You can visit SAM.gov if you are unsure of the registration expiration date.
On the Sam.gov homepage, select Search Records then Enter in search criteria.
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Physical Address: To the right of the Mailing Address is the Physical Address Tab, please complete this section.
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Saving: It is important that you save at the bottom of each tab, clicking the Save/Verify button will save the data for that tab only. |
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School
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Please carefully review and confirm and/or update the demographic information for your Staff by reviewing the information included in the tab.
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/s.
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This form has significant importance, please review carefully. Assure Confirm we have the correct names for all titles. |
The below screenshot lists the titles we are collecting for the 20202022-2021 2023 school year. Those that require salary have the red label below the title.
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Greentitles = Position has an employee listed below in the staff grid.
Redtitles = Position needs to be added even if it is vacant or non-applicable.
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Title Descriptions
New title | Description |
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COVID 19 Coordinator
Senior Education Official | Previously Superintendent |
Assistant Senior Education Official | Previously Assistant Superintendent |
Senior Education Official Admin Assistant | Previously Superintendents Admin Assistant |
CTE Principal | Career and Technical Education principal |
School Resource Officers | This person is the law enforcement officer responsible for safety and crime prevention in schools. |
School Safety Administrator | This person is responsible for school safety administration, other than the superintendent. |
ELO Coordinator | This person is responsible for ELO submissions. |
Special Education |
Administrator | This person is responsible for Special Education decisions and communications. |
Technology Coordinator | This person is responsible in leading the remote learning management tool. |
Facilities Manager | This person is responsible for the maintenance and operation of the district’s school buildings. |
Federal Grants Coordinator | This person is responsible for managing federal grants |
To add new staff members, please enter required data and click the Insert New Staff button.
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Recommended Renewal Contact | This person is responsible for submitting licensure renewal recommendations for staff in the Educator Information System (EIS). Only for employers with approved Professional Development Master Plans. |
Human Resources Contact | This person is responsible for managing licensed staff hire/end dates and assignments in the Educator Information System (EIS). |
Site-Based Licensing Plan Contact | This person is the point of contact for questions from the Bureau of Credentialing about employees pursuing educator licensure through the Site-Based Licensing Plan (formerly Alt 4 and Alt 5) pathway. |
Professional Development Master Plan Contact | This person is responsible for submitting the employer’s Professional Development Master Plan to the Bureau of Credentialing. |
District SAT Test Coordinator If you do not have a designated person for the Test Coordinator positions, please use the person listed in the below example. SAT Test Coordinator – High School Principal | This person is responsible for the successful administration of the SAT School Day. The test coordinator prepares the testing space, staff, students, and materials for test day. |
District DLM Test Coordinator If you do not have a designated person for the Test Coordinator positions, please use the person listed in the below example. DLM Test Coordinator – Special Education Director | This person is responsible for coordinating the administration of the DLM alternate assessment across the district. The test coordinator communicates information regarding the alternate assessment, during the school year, to appropriate staff. |
District NHSAS Test Coordinator If you do not have a designated person for the Test Coordinator positions, please use the person listed in the below example. NHSAS Test Coordinator – Superintendent | This person is responsible for coordinating the administration of the NH SAS across the district. The test coordinator communicates information regarding NH SAS, during the school year, to appropriate staff. |
District ACCESS Test Coordinator If you do not have a designated person for the Test Coordinator positions, please use the person listed in the below example. ACCESS Test Coordinator – Superintendent | This person is responsible for coordinating the administration of the NH ACCESS and Alternate ACCESS Tests for English Learners the district. The test coordinator communicates information regarding ACCESS testing, during the school year, to appropriate staff. |
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Adding Staff Records
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NEW THIS YEAR
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To ensure we associate the title to the correct myNHDOE/SSO account, some titles will require either one or both of the below items:
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Example:
When adding a title that requires certification, you will see two additional fields.
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The myNHDOE SSO ID is the User ID in their myNHDOE account. If the user has a Educator ID it will be listed directly under the User ID.
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To start entering Staff please click the blue New Staff button To add a staff member.
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If your SAU/District/Schools titles are slightly different then the dropdown list, please use the closest fitting title available.
If one person is handling multiple titles, please insert a record for each title.
Some titles will offer additional options. Please check appropriate boxes if the position is interim and/or Full Time. If Full Time is not checked, please enter FTE percentage.
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Please note the correct process when using Non applicable or Vacant. |
If at the SAU level, School option should be none
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If at the District level, Choose the District and the School
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Saving: It is important that you save at the bottom of each tab, clicking the Save/Verify button will save the data for that tab only. |
District Information Tab
Your districts will automatically display at the bottom of the tab.
The Red Error label will display if required data is missing.
Please carefully review and update district DUNS number and SAM.gov expiration date.
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Saving: It is important that you save at the bottom of each tab, clicking the Save/Verify button will save the data for that tab only. |
School Information Tab
Please carefully review and confirm or update the demographic information for your school(s) by reviewing the information included in the tab.
To insert a new school, choose New School from the dropdown and complete all school details.
Click the Insert New School button, the new school will be added to the school grid at the bottom of the tab.
If you need to update current school information, click the Edit button to the left of the school to update data.
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Saving: It is important that you save at the bottom of each tab, clicking the Save/Verify button will save the data for that tab only. |
Superintendent Certification
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If a title is Not Applicable, select the checkbox
If a title is currently open but Vacant, select the Vacant Position checkbox
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Titles that require salary, please enter numbers only, NO commas or decimals. Example: 63000 |
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If the contact is at the SAU level:
Under Staff Type choose the Title
Under District choose SAU Staff
Under School option choose None
Enter Staff Title, First Name, Last Name, Phone Number and Email
Click the Save New Staff Button
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If the contact is at the School level:
Under Staff Type choose the Title
Under District choose the correct District
Under School Choose the the Correct School
Enter Staff Title, First Name, Last Name, Phone Number and Email and salary if required
Click the Save New Staff Button
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You will receive a message that the record has successfully been inserted
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Removing Staff Records
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To remove a staff person no longer with your SAU or School, click the Edit button to the left of their name.
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Choose the Delete button
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Enter in the Staff End Date and click the Remove button
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A Deletion Complete message will confirm the change
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After all titles are accounted for you must Save at the bottom of the page. |
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Superintendent Certification
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The Superintendent will need to login to ESS and certify the data collection.
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Once the Superintendent certifies, the green tab will change from Verified to Certified.
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The Superintendent will choose the SAU Superintendent Role
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Change the dropdown to 2024-2025 Year
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Click the white arrow
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Click the Start Button
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Click the Certify Button
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If you need assistance, please submit a help desk ticket at i4see, ESS and ESOL HELPDESK.