(A12G) SAU, District, and School Demographics Data Collection Instructions
School Year 2020-2021
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 information for your SAU, district(s), school(s) and staff.
The Bureau of Educational Statistics will review any changes for the 2020-2021 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.
It is important that you save at the bottom of each tab, clicking the Save button will save the data for only that tab.
Due Date: September 11, 2020
Certified: Yes – Superintendent must certify the data.
Getting Started
Login to myNHDOE, select the ESS Application and then choose the General User role.
Select the 2020-2021 Year from the drop down list at the top of the page. Click the white arrow to open the data collection.
Enter your contact information and click Save.
Home Page
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.
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.
This will update the status to Verified. If any required data is missing, red text will list the missed data.
SAU Information Tab
Please carefully review and confirm or update the demographic 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.
Physical Address: To the right of the Mailing Address is the Physical Address Tab, please complete this section.
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.
SAU/School Staff Information Tab
Please carefully review and confirm and/or update the demographic information for your Staff by reviewing the information included in the tab.
This form has significant importance, please review carefully. Assure we have the correct names for all titles.
The below screenshot lists the titles we are collecting for the 2020-2021 school year. Those that require salary have the red label below the title.
Green titles = Position has an employee listed below in the staff grid.
Red titles = Position needs to be added even if it is vacant or non-applicable.
Adding New Staff Members
Title Descriptions
New title | Description |
|---|---|
COVID 19 Coordinator Do NOT use Non Applicable or Vacant for this title. Please enter the Superintendent if you do not have a specific person assigned to this role. | This person's role is to monitor guidance (which is frequently changing), coordinate facility level responses, trouble-shoot problems, and serve as a liaison with public health and other State and local partners. This person should have the ability to help facilitate obtaining necessary information in the event of a public health investigation of a person(s) with COVID-19. |
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 Contact | 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.
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.
Please note the correct process when using Non applicable or Vacant.
If at the SAU level, School option should be none
If at the District level, Choose the District and the School
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.
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.
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
When all tabs have been Verified the Superintendent will need to login to ESS and certify the data collection.
Once the Superintendent certifies, the green tab will change from Verified to Certified.
If you need assistance, please submit a help desk ticket at i4see, ESS and ESOL HELPDESK.