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The Personnel Exchange
How to Apply? -
Who Can Apply?
How Do I Apply?
How Is the Application Processed?
Who Do I Contact about the Personnel Exchange Network?
Who Can Apply?
Any state, local, or intermediate elementary/secondary education agency personnel can apply for the personnel exchange assistance. The approval of the applicant agency's chief state school officer is required to ensure that the use of the Personnel Exchange program is coordinated with the overall goals and objectives of the applicant agency and its SEA. The agency leadership of the traveling participants must formally sanction the personnel's travel and work away from their home agency.
How Do I Apply?
An application should be submitted to the Project Director of the Data Quality and Standards (DQS) Project at CCSSO. The two- to three-page application should include the following information:
A. Relevance of the Request to Agency Goals
Any request for assistance through the Personnel Exchange must pertain to one or more of the activity areas cited in the Goals of the Personnel Exchange. The Personnel Exchange Network is intended to help the agency become acquainted with similar initiatives undertaken in other districts or states (or other governmental or private organizations) as they prepare to upgrade their own data collection, maintenance, and reporting systems to achieve effectiveness and efficiency. It is not intended to be used for the purchase of equipment, training in hardware or software not directly related to the goals and activity areas cited above, or the exploration of areas of management and/or technical expertise that do not relate to these goals and activity areas.
B. Need(s) of the Agency
When soliciting assistance through the Personnel Exchange Network, the applicant agency must demonstrate that there is a need for the assistance. The knowledge that would be gained through the exchange must be related to some realistic considerations that the SEA or LEA is entertaining about the modification of current practices.
C. Qualifications of Personnel for the Exchange
When an agency requests assistance through the Personnel Exchange and has demonstrated a need, it may then choose one of the following options to identify the expert(s) that would address that need:
- Allow DQS Project staff to identify the personnel who would be most helpful in addressing that need, or
- Request to work with specific personnel that the applicant agency has already identified as being appropriate for the task at hand.
If the latter route is chosen, it is incumbent upon the applicant agency to demonstrate that the personnel selected are qualified to provide the requested assistance.
D. Initial Plan of Activities
A preliminary agenda for the visiting personnel (from either the applicant agency or the expert agency) may be included to indicate the scope, plans, and types of assistance requested. The agenda should reflect planned activities that are consistent with the stated goals and satisfy the needs of the applicant agency.
E. Follow-Up Plans
The applicant agency should also provide a description of planned follow-up that would occur after the personnel exchange is concluded. These activities should be related to the stated goals of the Personnel Exchange Network.
F. Support of the Agency Leadership
The signature of the chief administrative officer of the applicant agency, i.e., district superintendent or chief state school officer, is required. The leadership of the applicant agency should formally sanction travel and work away from the personnel's home agency.
How Is the Application Processed?
Applications for personnel exchange assistance are accepted and processed on a continuous basis.
A. Submission of a Request
Each agency interested in a personnel exchange activity must submit a written application according to the above guidelines to the DQS Project Director at CCSSO. The request may be either a specific request to work with particular personnel in another agency or it may be the expression of a certain need, allowing the DQS Project staff to identify the appropriate personnel. DQS staff will assist the applicant agency to document all the information needed to complete an application. Once the application is complete, the applicant agency will be notified in writing.
B. Evaluation of a Request
DQS Project staff will evaluate the request and make a recommendation to the NCES Project Officer for either approval or disapproval within five working days after receiving the complete documentation. The evaluation will be based on the degree to which the written request demonstrates that the proposed personnel exchange is consistent with the goals and criteria cited above.
C. Implementation of the Personnel Exchange
If an application is approved, the DQS Project staff will inform the applicant agency and immediately begin to make the arrangements necessary to execute the personnel exchange. Personnel will be identified (in cases where no personnel has been specifically requested in the application). The DQS Project staff will obtain the agreement from the applicant agency that the personnel selected are appropriate for the task. Before travel arrangements are made, both parties will be consulted to establish appropriate times. With regard to reimbursements, the following points apply:
- Personnel will be reimbursed according to the established Federal Travel Regulations for travel costs incurred.
- The Personnel Exchange Network will not provide compensation beyond the costs of travel and per diem expenses.
- Reimbursements will take place within one month after receipt of an expense voucher provided by CCSSO, accompanied by all necessary receipts and a summary report (described below).
- Consultant fees are not an allowable expense for the personnel involved.
D. Summary Report
At the conclusion of the exchange, the applicant agency will submit a brief summary report describing the exchange activities and the information gained. The report should include the dates and times of the meetings, the topics of the discussion, and a summary indicating what information was transmitted and how it was beneficial to the applicant agency. The report must be submitted within 15 workings days of the conclusion of the trip. DQS Project staff will maintain a record of these summary reports so that they may be of use to future participating agencies or as a stand-alone reference.
Who Do I Contact about the Personnel Exchange Network?
Inquiries and applications for Personnel Exchange should be directed to:
The CCSSO contact for the Personnel Exchange is:
Amanda Miller
amandam@ccsso.org
The NCES contact for the Personnel Exchange is:
Ghedam Bairu
ghedam.bairu@ed.gov
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