What's New in the Ohio Educational Directory (OEDS-R) system

3/31/06 Removing access from the OEDS-R organization administrator to update the political district relationships

OEDS-R has been updated to prevent the OEDS-R organization administrator's from updating the political districts that they are assigned to. These relationships include:

• State Senate District
• State House District
• US House District
• State School Board District

Recently these relationships were updated for all organizations using a geocoding method based on the physical address an organization holds. Because these relationships are now more accurate, the organizations no longer need access to update this information.

To address this issue, ODE will only allow the ODE data custodians and the ODE system administrator access to update or add these relationships.
 

3/16/06 Removing access from the OEDS-R organization administrator to update a person's name

OEDS-R has been updated to prevent the OEDS-R organization administrator's from updating a person's first, middle, and last name. This is due to the fact that role were being incorrectly updating, thus creating invalid data in OEDS-R. Please refer to the "Updating OEDS-R" link under the left hand menu for directions on how to update roles. If a person's name needs to be updated, please email the OEDS-R System administrator at the Ohio Department of Education.

10/27/05 Disallowing duplicate person's to be added to OEDS-R

OEDS-R has been updated to prevent its users from creating duplicate person records. If a user chooses to create a new person that matches an existing person, a list displays with possible duplicates. The user will no longer be allowed to continue to create a new person if duplicate records are found. The only person who can override the duplicate issue is the OEDS-R System Administrator at the Ohio Department of Education.

The SAFE Account flag has also been added to the existing persons list. This will help the user’s verify which record should be assigned a role, since most require SAFE accounts.

5/25/05 Allowing multiple persons for the same role

OEDS-R currently supports more than two hundred roles for its users. Most of these roles allow multiple persons to hold the same role for an organization. However, there are ten roles that allow only one person to hold the role for an organization. Two examples of these roles are Superintendent and Treasurer. Due to this restriction, when an organization replaces its current  Superintendent or Treasurer, it will not be able to add the new Superintendent or Treasurer to OEDS-R until the current person is no longer there.

To address this issue, ODE decided to allow multiple persons to hold the same role for these ten roles as well. However, these ten roles will be treated differently from the other roles that currently allow multiple persons. Some of the restrictions are:

• Active status for restricted roles can be held by only one person at any given point of time. Inactive status for restricted roles can be held by multiple people as long no tenures (dates) overlap.
• Any person holding these roles will have specific start date and end date.  If no date is selected, the current date will be selected for the start date and 12/31/2500 will be used as the end date.
• There will always be one person with active status. If the current person's status is set to inactive, without a new person designated to take his/her place, then the current person's status will automatically change to active.
• If the tenure of one person expires, the system will automatically delete that person’s role information from the system, indicating that this person no longer holds the role. In addition, the system will change the status of next person from inactive to active.  Note: This only applies to the ten restricted roles.

New procedures for updating district and school personnel that have restricted roles in OEDS-R

1. To add or change personnel, click on the Personnel tab. Next, click on the pencil next to the words “Associated Personnel.”
2. The end date of the person listed in an existing role needs to be changed to reflect when he/she will be leaving the organization. Scroll down to that position and click on the pencil next to the words "Associate different person to this role or change role status/start date/end date."
3. Change the Start Date and/or End Date by typing in a valid date, or by using the Calendar feature to select the dates. By clicking on the Today link in the Calendar feature, you will automatically select the current date.
   
4. Click the Update button. The date changes should be reflected for the active role.
5. Click on the Add New Role button at the top of the page.
6. Now, search for the name of the employee. The system requires this search to determine if the person is already in the system. This prevents the same person from being entered in the system multiple times. After entering the name, click on the Search button.
   Note: Typing too much information will limit the results of the search, possibly resulting in not finding the desired person, even if that person is in the system.
7. If the person is already in the system, the name will be in the Existing Person drop-down box. Click on the word “Select” next to the words “Existing Person.”
8. If the correct name is listed, select the name and continue.
9. If the correct name is not listed, click on the Establish New Person button. This will bring up the Establish Person screen. Enter the correct name, last four digits of the social security number and birth date. Click on the Add Person button.
10. This will take you back to the search screen. If the name was entered manually, it will now be in the Established Person drop-down box. Click on the word “Select” and highlight the name.
11. Select the appropriate title from the “Role” drop-down list. The positions listed are the only roles available. You must choose from this list.
12. Next, select the Role Status.  If the role that is being assigned is one of the restricted roles, this new role must have a Role Status of Inactive.
13. Change the Start Date and/or End Date by typing in a valid date, or by using the Calendar feature to select the dates. The start date for the Inactive (new) role must start after the expected end date of the Active (existing) role.
14. Finally, click on the Update or Add Role button.

Ten Roles that only allow one active role

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