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FY2006 October EMIS Staff Reporting September 21, 2005

FY2006 October EMIS Staff Reporting September 21, 2005. Deb Dinnen Tom Faulkner Angie Crandall. October Staff Data Funding & Accountability. by Angie Crandall MVECA. Staff Data & Funding. Selected EMIS staff data can effect funding in several ways: Line 10 on the SF-3 Reports

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FY2006 October EMIS Staff Reporting September 21, 2005

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  1. FY2006 October EMIS Staff ReportingSeptember 21, 2005 Deb Dinnen Tom Faulkner Angie Crandall MVECA - EMIS Staff Data

  2. October Staff DataFunding & Accountability by Angie Crandall MVECA MVECA - EMIS Staff Data

  3. Staff Data & Funding • Selected EMIS staff data can effect funding in several ways: • Line 10 on the SF-3 Reports • Line 10A – Pupil-teacher ratio • Line 10B – Teacher training & experience • Line 10C – Education Service Personnel • PS Special Education Unit-funded Staff • Gifted Unit Funded Staff MVECA - EMIS Staff Data

  4. SF-3 Line 10A - (# of Classroom Teachers) • If a district does not maintain a 25/1 pupil to teacher ratio, a deduction will appear in Line 10A of the SF-3 report. • IF this line has an amount that is NOT “0”, you will want to verify data on the Pupil-teacher Ratio (PTR) Report. • PTR reports are generated after each October K EMIS processing opportunity. • There is one line per district, that includes total teacher FTE, student ADM, and the ratio for each district. • Check this each time an SF-3 is generated for your district (each time a payment is received from the state.) *SOURCE: Ohio’s School Foundation Funding Program: SF3 Form Line-by-Line, FY2005-06. MVECA - EMIS Staff Data

  5. Verifying Data for Line 10A (SF-3) • The Pupil/teacher ratio is calculated as follows: Regular Student Population (line 25C of the SF-3) Regular Classroom Teachers (FTE) • Regular Student Population – This is the ADM of regular pupils (students without disability conditions) being educated by the district. • For details on which students are included, refer to http://www.ode.state.oh.us/school_finance/data/2004/foundation/f2004_regpop.asp • Regular Classroom Teacher - ORC 3317.023 (1) "Classroom teacher" means a licensed employee who provides direct instruction to pupils, excluding teachers funded from money paid to the district from federal sources; educational service personnel; and vocational and special education teachers.  • These are teachers reported with position code 205. *SOURCE: Ohio’s School Foundation Funding Program: SF3 Form Line-by-Line, FY2005-06. MVECA - EMIS Staff Data

  6. Verifying Data for Line 10A (SF-3) – PTR reports • If the K-12 Pupil-Teacher Ratio is greater than 25:1, check to see if the problem rests with the pupil or staff count. • The pupil count can be checked for reasonableness by comparing the regular student ADM counts in FY2006, to those from FY2005. If the ADM counts are similar, then the staff data should be checked. • If ADM counts differ unexpectedly and/or significantly, use student reports to see why there is a difference. • If the number of K-12 Teachers appears low, the problem may be an incorrect position code for a K-12 staff member. MVECA - EMIS Staff Data

  7. SF-3 Line 10B - (Teacher Training & Experience) • If regular classroom teachers in the district (as a group) are above the state average in education and experience, the district will receive additional funds. • This is determined by where all regular classroom teachers fall on the state minimum teachers salary schedule. • The following data elements are used to place teachers on the minimum salary schedule to determine whether the District Mean Salary is above the State Mean Salary. • Education level • Authorized Teaching Experience Years *SOURCE: Ohio’s School Foundation Funding Program: SF3 Form Line-by-Line, FY2005-06. MVECA - EMIS Staff Data

  8. 205 Verifying Data for SF-3 Line 10B • These data can be verified on the ODE Generated DEMO_JOB_CERT report. • It is helpful to verify the data on the Staff Demo Job report, so you know that ODE received the data, and there are no errors flagged on that report by ODE. MVECA - EMIS Staff Data

  9. SF-3 Line 10C - (Educational Service Personnel) • Districts are required to hire at least 5 Educational Service Personnel (ESP) in the following categories for each 1,000 students. • Counselors (position code 202), • Social Workers (323), • Visiting Teacher (330), • Librarian/Media Specialists (203), • Registered Nurses (320), • Art Teachers [Position code = 211, Assignment Area = "999050"], • Physical Education Teachers [Position code = 211, Assignment Area = 999418], • Music Teachers [Position code = 211, Assignment Area = 999570]. • Failure to meet this requirement means a deduction in state foundation aid. (ORC 3317.023) *SOURCE: Ohio’s School Foundation Funding Program: SF3 Form Line-by-Line, FY2005-06. MVECA - EMIS Staff Data

  10. This information can be verified on the ESP Data Verification Report produced by ODE. If FTE are not approved for one of the individuals on this report, check: The fund source reported on the Staff-Demo job report, (does not include federal sources) Whether the course (elementary art, music and PE) for that teacher appears on the Invl_K8_CRSE report, due to invalid teacher certification/licensure. Whether other ESP staff appear on the Invl_CRT_JOB report, due to invalid certification/licensure. Verifying Data for SF-3 Line 10C MVECA - EMIS Staff Data

  11. SF-3 Line 21APreschool Classroom Unit Funds • This line includes both teacher and related services unit funding. • This information can be verified on the Preschool Units EMIS Staff Report (ECE_STAFF_UNITS). • There are two sources of data on that report: • Student and staff data reported in EMIS during October K, and; • Preschool special education state-funded unit allocations made on the ODE ECE Unit Funding web application. (Which requires a SAFE account.) MVECA - EMIS Staff Data

  12. FY2006 Change to ECE Preschool Unit Funding Web Application • NOTE: Prior to applying for units, districts must have the following roles designated in the Ohio Educational Directory System (OEDS): • Help Me Grow Contact • Preschool Special ED Contact • Preschool Special ED Supervisor Contact MVECA - EMIS Staff Data

  13. Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit funding) • This ODE-generated report is called ECE_STAFF_UNITS.pdf. • This report includes a section for teacher units, and related services/adapted PD units. • To verify teacher data, look at: • Type of unit – will be either center-based (D08) or itinerant (ITR). • Make sure Position Fund Source (called “FUND Srce”) is “Z”. • Please note: elements “Education level” and “Authorized Teaching Experience Years” on the Staff Employment Record, are used to determine where teacher falls on the state minimum salary schedule that was in effect in FY2001. MVECA - EMIS Staff Data

  14. Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit funding) • The following data elements must be reported on the Staff Employment Record, in order for a preschool special education teacher unit to be funded: • Employee ID = Valid Social Security Number (converted to State ID) • Position Code = 206 • Assignment Area= • 999412 - for center-based teachers • 999413 - for itinerant teachers • Position Fund Source = Z - Preschool State Unit Funding • Fund Source Percent = 100% to receive a fully funded unit • Position Type = R - Regular • Position Status = C, D, O, R, or N (described on next slide) • Type of Appointment = 1, 3, 4, or 5 (described on next slide) • Position FTE = appropriate FTE SOURCE: Preschool Units EMIS Staff Report Explanation for FY2005 NOTE: FY2006 documentation has not yet been released. Watch for the FY2006 release on the ODE/EMIS web site to check for changes! MVECA - EMIS Staff Data

  15. Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit funding) • (Options described from previous slide) • Position Status: • C - Active/continuing in the same position in the district • D - Active/new position in district • O - Retired then rehired in same or different position w/in the district w/in a three month period • R - Returning from leave of absence, or • N - New to district • Type of Appointment • 1 Certificated/licensed • 3 Internship • 4 Six-hour lay teacher, or • 5 Veteran ORC 3319.283 SOURCE: Preschool Units EMIS Staff Report Explanation for FY2005 NOTE: FY2006 documentation has not yet been released. Watch for the FY2006 release on the ODE/EMIS web site to check for changes! MVECA - EMIS Staff Data

  16. Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit funding) • A “combination teacher” is an individual that teaches a center-based preschool special education class AND is also an itinerant teacher. • Report only ONE Staff Job/Employment record with a position code of 206 with the following assignment areas in the first two assignment area positions: • 999412 Center-based teachers • 999413 Itinerant teachers SOURCE: Preschool Units EMIS Staff Report Explanation for FY2005 NOTE: FY2006 documentation has not yet been released. Watch for the FY2006 release on the ODE/EMIS web site to check for changes! MVECA - EMIS Staff Data

  17. Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit funding) • Preschool Special Education Itinerant-ONLY Teachers • An “itinerant teacher” teacher is one who ONLY provides itinerant services AND does NOT provide any center-based services. • No course master is required for the itinerant-only teacher. • Employee ID still needs to be reported in the State ID field in the child’s program record. SOURCE: Preschool Units EMIS Staff Report Explanation for FY2005 NOTE: FY2006 documentation has not yet been released. Watch for the FY2006 release on the ODE/EMIS web site to check for changes! MVECA - EMIS Staff Data

  18. Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit funding) • Waivers – could affect whether units will appear as “approved” on the PS Sp. Ed. Units Report. • If class or caseload size exceeds limits specified in Ohio Revised Code, a unit may not be approved. Districts can apply to ODE for waivers, as per 3301-51-09(G)(2)(a) and (b). • Center-based class size waivers • Information on class size waivers can be found at http://www.ode.state.oh.us/ece/superintendent/programs/preschool_special_education/class_size_waiver_web_6_04.pdf. • Itinerant teacher caseload waiver • Information on caseload size waivers can be found at http://www.ode.state.oh.us/ece/superintendent/programs/preschool_special_education/itinerant_caseload_waiver_05.pdf. MVECA - EMIS Staff Data

  19. Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit funding) • The following EMIS data elements on the Staff Employment Record affect funding for related services and adapted PE units: • Position FTE • Position code/assignment area • Position Fund Source (must be “Z - Preschool State Unit Funding) • Position Fund Source Percent • Position Code (Determines the Type of Unit) SOURCE: Preschool Units EMIS Staff Report Explanation for FY2005 NOTE: FY2006 documentation has not yet been released. Watch for the FY2006 release on the ODE/EMIS web site to check for changes! MVECA - EMIS Staff Data

  20. Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit funding) • If Preschool Special Education Units are not approved for one of the individuals on this report, check: • Are staff data reported correctly? (e.g. Position Fund Source must be “Z - Preschool State Unit Funding) • If the teacher provides center-based services, check to see if the teacher appears on the Invl_K8_CRSE report, due to invalid certification/licensure. • For itinerant teachers and related services staff, check to see if the individual appears on the Invl_CRT_JOB report, due to invalid certification/licensure. • Is class/caseload size limit exceeded? (Is a waiver needed?) SOURCE: Preschool Units EMIS Staff Report Explanation for FY2005 NOTE: FY2006 documentation has not yet been released. Watch for the FY2006 release on the ODE/EMIS web site to check for changes! MVECA - EMIS Staff Data

  21. Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit funding) • Individuals hired to provide the following related service positions may be contracted staff: • 333 Preschool Adaptive Physical Ed • 327 Preschool Occupational Therapist • 325 Preschool Physical Therapist • 326 Preschool Speech and Language • 304 Preschool Audiologist • 328 Preschool Orientation and Mobility • 318 Preschool Psychologist SOURCE: Preschool Units EMIS Staff Report Explanation for FY2005 NOTE: FY2006 documentation has not yet been released. Watch for the FY2006 release on the ODE/EMIS web site to check for changes! MVECA - EMIS Staff Data

  22. Reporting PS Special Education Related Service & Adapted PE Staff • Employee ID = Valid social security number of the staff • Assignment Area = 999412 • Fund Source = Z • Position Status = C, D N, Oor R for district employees A or I for contracted staff • Position Type = R • Type of appointment = 1, 3, 4, or 5 • Position Code (one of the following) = • 333 Preschool Adaptive Physical Ed • 327 Preschool Occupational Therapist • 325 Preschool Physical Therapist • 326 Preschool Speech and Language • 304 Preschool Audiologist • 328 Preschool Orientation and Mobility • 318 Preschool Psychologist • 110 Preschool Special Ed Supervisor SOURCE: Preschool Units EMIS Staff Report Explanation for FY2005 NOTE: FY2006 documentation has not yet been released. Watch for the FY2006 release on the ODE/EMIS web site to check for changes! MVECA - EMIS Staff Data

  23. Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit funding) • Be sure to include both STUDENT AND STAFF data when submitting PS Special Education data. • This is because student and staff data are closely linked – and funding depends upon both. MVECA - EMIS Staff Data

  24. Gifted Aid (SF-3 Line 12) • This line reflects aid for gifted children (i.e. gifted unit funding.) • This is based upon staff data reported in EMIS during the October K reporting period. • The number of approved gifted units can be verified on the Gifted_staff report generated by ODE. MVECA - EMIS Staff Data

  25. Verifying Data for SF-3 Line 12(Gifted Aid) • The position code/assignment area combination determines the type of unit. • The disapproval reason may help in tracking down reporting errors and other issues, depending upon the reason (e.g. reporting position fund source, certification/licensure issues). MVECA - EMIS Staff Data

  26. Verifying Data for SF-3 Line 12(Gifted Aid) (cont’d) • The following elements on the Staff Employment Records can affect gifted unit funding for gifted teachers and gifted coordinators: • Education Level • Authorized Teaching Experience Years (teachers) • Position Code • Position Status • Position FTE • Position Fund Source • Assignment Area MVECA - EMIS Staff Data

  27. Verifying Data for SF-3 Line 12 (Gifted Aid) (cont’d) • Data elements on the Staff Employment Record can be verified on the ODE-generated DEMO_JOB_CERT report. • It is helpful to verify the data on the Demo_Job_Cert report, so you know that ODE received the data, and there are no errors flagged on that report by ODE. 999380 206 MVECA - EMIS Staff Data

  28. Verifying Data for SF-3 Line 12 (Gifted Aid) (cont’d) • Position Funding Source must be “U” or “L” for Gifted units. • Before 2000, there was a law making a distinction between Unit and Local funding for gifted units; but that law no longer exists. • Fund Sources "U" and "L" are treated equally for Gifted units. MVECA - EMIS Staff Data

  29. Verifying Data for SF-3 Line 12 (Gifted Aid) (cont’d) • The “Education Level” and “Authorized Teaching Experience Years” elements are used to place Gifted Intervention Specialists on the state minimum teachers salary schedule that was in effect in FY2001. • Teachers are ranked based upon where they fall on the state minimum salary schedule, from highest to lowest. The gifted units for the teachers with the higher salaries are funded first. • According to ODE, the intent is to maximize the amount of funding that the district would receive. MVECA - EMIS Staff Data

  30. Verifying Data for SF-3 Line 12 (Gifted Aid) (cont’d) • One criterion for gifted unit funding is that the Gifted Intervention Specialist (GIS) and/or the Gifted Coordinator have the appropriate credentials. • Requirements for being a Gifted Intervention Specialist OR a Gifted Coordinator are in the Ohio Administrative Code 3301-51-15 (E). • If a GIS or Gifted Coordinator appears on the INVL_CERT_JOB report, this means that the individual did not have a valid license/certificate for that position (based upon data on file in the Office of Certification and Licensure at ODE). • Specific certification/licensure codes for these positions can be identified using the ODE Certification and Licensure Search, located at http://webapp1.ode.state.oh.us/emis/certification/. MVECA - EMIS Staff Data

  31. Reporting Gifted Staff Data Gifted Intervention Specialists are reported as follows: • Position Code = 206 • Assignment Area = 999380 Gifted and Talented • Position Fund Source = • U = State Unit Funding, or; • L = Local Funds and/or State Foundation Funds Gifted Coordinators are reported as follows: • Position Code = 110, 113*, or 115 • Assignment Area = 999380 - Gifted and Talented • Position Fund Source = • U - State Unit Funding, or; • L - Local Funds and/or State Foundation Funds *Gifted coordinators reported with position code = 113 do not have to hold an administrative credential. (SOURCE: ODE.) MVECA - EMIS Staff Data

  32. Reporting Gifted Staff Data • Teacher/Coordinators and teachers who are part time gifted/part time regular ed should have multiple employment records, each with the appropriate coding and FTE. • Districts will report the Employee ID of the gifted intervention specialist on the Student Program Record for students receiving Gifted Education Services provided by a Gifted Intervention Specialist (GIS) (206XXX program codes.) • If multiple Gifted Intervention Specialists work with a particular student, the ODE Office of Exceptional Children suggests that you consider designating one gifted intervention specialist as the case manager for that student. • This can be done by using that GIS’s Employee ID number with all Program Records for that student that are reported with 206XXX program codes. • This is recommended to prevent the same student from being counted towards the student load of multiple teachers. Source: Gifted Education EMIS Data Guide for FY2005, http://www.ode.state.oh.us/exceptional_children/gifted_children/default.asp (under “Frequently Used Documents”). This is still true for FY2006, as confirmed with the EMIS program office. MVECA - EMIS Staff Data

  33. FY2006 October KKey EMIS dates • October reporting • First submission 10/14/05. • Last submission 3/3/06. • 20 submission opportunities. • NOTE: The complete FY2006 EMIS processing schedule can be found at: http://www.ode.state.oh.us/EMIS/processing_schedule/EMIS_Processing_Schedule_06.pdf. • FY2006 change • 11/11/05 – FY2006 October K data submitted used for the December #1 foundation payment • NOTE: Last year current year data were not used until the January #1 payment MVECA - EMIS Staff Data

  34. EMIS Accountability • ORC § 3301.0714 – What does the law say? • District Responsibilities • Meet deadlines for reporting (1) • Meet deadlines for correction (2) • Make good faith effort regarding condition of data (3) • ODE Responsibilities • Report district failure • Withhold 10% on first report • 10% is based on the full year foundation payment amount. • Withhold 20% on second report • Release funds on corrective action • Do not release funds after 45 days SOURCE: Ohio Department of Education, Center for School Finance, EMIS Accountability presentation, by Paolo DeMaria, found at http://www.ode.state.oh.us/school_finance/images/EMISAcctblty.PPT MVECA - EMIS Staff Data

  35. FY2006 October KKey EMIS dates for EMIS Accountability MVECA - EMIS Staff Data

  36. Verifying EMIS Compliance • Districts can verify whether or not they are in compliance with EMIS Accountability requirements on the SUBMISSION_STAT.PDF report. MVECA - EMIS Staff Data

  37. “Teacher of Record” • ODE has changed their philosophy somewhat on how to report teachers who provide supplemental instruction or assistance within the regular classroom. • This has implications for which position code to report for interventions specialists – either 206 or 212. • We will explain how to decide which code to use. MVECA - EMIS Staff Data

  38. Intervention specialist (Position code = 206) • The special education teacher should only be reported with the 206 position code (and thus, evaluated for HQT), if: • S/he is the primary teacher providing instruction to the students with disability conditions, or; • S/he is team teaching with a regular education teacher, is providing the primary instruction and is evaluating the performance of the students with disabilities in that classroom. MVECA - EMIS Staff Data

  39. Supplemental Service Teaching Assignment (Position code = 212) • The teacher should not be considered the teacher of record AND should be reported with the 212 position code (and not evaluated for HQT), IF: • The teacher is providing support and assistance to the students with disabilities within the regular classroom AND/OR, • Is providing consultative services to the regular education teacher for these students. MVECA - EMIS Staff Data

  40. Highly Qualified Teacher • The Highly Qualified Teacher Reporting Materials 2005-06 (principal packet) can be found at: • http://www.ode.state.oh.us/teaching-profession/PDF/HighlyQualifiedTeachers06.pdf • A list of resources for collecting and reporting HQT data can be found in the EMIS NEWSFLASH Week of September 10th, 2004 found at: • http://www.ode.state.oh.us/emis/news/2005/09102004.asp. MVECA - EMIS Staff Data

  41. EMIS 06K Database Creationby Deb Dinnen MVECA MVECA - EMIS Staff Data

  42. EMIS 06K Database • EMIS LIVE does not currently have staff data. • Information in USPS is extracted and loaded into EMIS LIVE • The EMIS 06K Database will be created sometime in November MVECA - EMIS Staff Data

  43. Sources EMSRX Loading Verification Reports USAS R X USPS emsrx4 Validation Aggregation Other Student R E M I S EMIS database EMSVLD EMSAGG EMSRDET Other Agents D M T I R S C Simulation / Look-a-likes Other Intermediate/Aggregation Staff, Financial Detail files Submission Manual Input ODE EMIS Screens MVECA - EMIS Staff Data Official Reports

  44. USPS Fields that become EMIS Elements • Districts will add data in USPS • BIOSCN and JOBSCN • DEMSCN and POSSCN will need to be updated • Districts will run USPEMS/PERDET to reveal errors • Districts will create sequential file using USPEMX/USPEMS • MVECA will load the file into EMIS LIVE or 06K MVECA - EMIS Staff Data

  45. BIOSCN Marked fields excluding SSN can be modified in BIOSCN or DEMSCN MVECA - EMIS Staff Data

  46. USPS Fields that become EMIS Elements JOBSCN Screen 1 of 2 Marked fields excluding Job # are modifiable in JOBSCN or POSSCN MVECA - EMIS Staff Data

  47. USPS Fields that become EMIS Elements JOBSCN Screen 2 of 2 Extended service and Salary Schedule FTE can be updated in JOBSCN or POSSCN MVECA - EMIS Staff Data

  48. USPS Fields that become EMIS Elements DEMSCN MVECA - EMIS Staff Data

  49. USPS Fields that become EMIS Elements POSSCN MVECA - EMIS Staff Data

  50. EMIS Staff 06K Checklist • Run MASCHG/MASINC to increment years of experience (total and authorized) • Run USPCHG to update position status • Run CLRATD to remove Long Term Illness days reported at yearend • Run USPEMS MVECA - EMIS Staff Data

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