Staff EMIS Best Practices

1. Staff EMISBest Practices OAEP Mary Knicely Myers May 6,2013

2. Agenda • Definition of Staff Data • Staff Software Tips (USPS) • Student Software Tips • Error Correction • Reports • Questions

3. What is Staff Data? • Staff Demographics • Staff Employment • One record for each job • Contractor Staff Employment Record • One for each job per entity assigned • Course Master • Staff Course Record

4. Staff Software Tips • Key is Staff ID • State Staff ID from certificate • Assigned Z-ID • Blank ID is assigned when • USPEMS/USPEMX option • SIF collection run from Data Collector • All staff employed by the district • All staff contracted by outside agency to serve students • Includes staff from non-EMIS reporting entities where students are placed

5. Staff Records to Report • One job for each position • Includes if teach in multiple buildings • All Supplemental Contracts • Contractor Staff Employment Records • Staff assigned to/works with another EMIS-reporting entity • Other entity does not report staff demographics/employment records

6. Student Software Tips • Staff linked through • Staff Course Record • Program Code • Itinerant PS 220100 • Gifted 206xxx • Career Assessment 305003 • Key is State Staff ID • Contracted courses from another EMIS-reporting entity • Must have Provider IRN

7. Error Correction • Level 1 Errors • Missing Value for Highly Qualified Teacher • Each subject code must have HQT definition assigned • Teacher must have at least one course master • Teacher is Position Code 230 • Is this correct? • Is State Staff ID same between staff and student software?

8. Level 1 Errors (cont.) • Warnings • Staff member over 70 years old • Semester Hours low for position code and education level • If in Title I Schoolwide Building, Paraprofessional Code is Invalid • Correct, if necessary

9. Missing Staff • Fatal Error on Level 1 Validation • Missing Data • Reported previous period with no separation date/reason and position status C • Not reported this reporting period • Make sure staff record is being reported • If State Staff ID changed • Post helpdesk for ITC to post override request

10. Missing Staff (cont.) • Reported last reporting period, not now • If separation date prior to last day of last school year • need staff override file submitted to data collector • If after last day of school • enter in separation date and reason • leave job and employee Y report to EMIS

11. Excluded Records • No Corresponding LCC in the Staff Course Record • Who is employing staff member? • If ESC, does course have Provider IRN? • If district • Does State Staff ID match staff and student files? • Is staff reported to EMIS?

12. Level 2 Validations • 2.x Errors Contracted Staff • Contracted Staff Provider pointing to you, no course master pointing back • Are both using the same State Staff ID? • Is Provider IRN on the course? • Provider IRN pointing to provider, no contracted staff record pointing back • Are both using the same State Staff ID?

13. Reports • Staff Demographics • Verify all staff on the reports • Contracted staff pointing to your district will be on the report • HQT Reports • Verify all reports • Make sure all courses are marked correctly

14. Reports (cont.) • Early Childhood • Make sure all staff that should be on this report have a fund source of Z • Verify course enrollment counts by teacher • CTE • Teacher errors include invalid certification • Make sure fund source is L

15. Reports (cont.) • Invalid Certification • Generic Error • Is staff member certified in that subject code? • Does staff member have correct position code? • Is student population correct? • Look up staff certification • SAFE Account • Ohio CORE Educator Profile • Look up valid subjects • EMIS Page Certification/Licensure Search

16. Questions