October Staff EMIS Reporting 2008

1. OctoberStaff EMIS Reporting 2008 by Deb Dinnen MVECA MVECA - EMIS Staff Data -08K

2. Session Goals • Update users on EMIS Staff changes for fy08 • Define the critical role staff reporting has on funding • Train procedures to follow for accurate submission of data • Provide forum for open discussion and questions related to staff reporting • Identify resources MVECA - EMIS Staff Data -08K

3. Agenda • Key dates • What do they mean? • EMIS Elements extracted from USPS • Cross reference for field names • FY08 changes • Elements that affect funding • 08K checklist • Reports from ODE • Future EMIS MVECA - EMIS Staff Data -08K

4. FY2008 October KKey EMIS dates • October reporting • First submission - 10/12/07. • Deadline for initial Period K - 10/26/07 • Data submitted by 11/9/07 used for Dec #1 foundation payment • Warning letter sent – 11/30/07 • Compliance deadline – 12/14/07 – initiation of 45-day data accountability corrective action cycle • Final submission 2/1/08. • 16 submission opportunities MVECA - EMIS Staff Data -08K

5. Data Submission Requirements • EMIS Newsflash 9/27/07 • Changes the way ODE determines if you are in compliance. • Data submitted should be as complete and accurate as possible • Missing Data Report • Districts will be listed on this report if the data submission requirements are not met • Spreadsheet sent to MVECA MVECA - EMIS Staff Data -08K

6. 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 • 10/1/07 Treasurer’s Newsletter – announced that ODE is seeking comment on a number of proposed changes to this code. The data rules will be presented during the afternoon of Nov. 2 at the Bethel United Methodist Church, 1220 Bethel Rd. in Columbus. 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 -08K

7. KEY DATES MVECA - EMIS Staff Data -08K

8. Verifying EMIS Compliance • Districts can verify compliance with EMIS Accountability requirements on the SUBMISSION_STAT.PDF report. • This a report from ODE available from the MVECA webpage/EMIS Reports • Reporting Period Sign Offs • Deadlines listed on ODE Processing Schedule • Form available from ODE Website • Search for keywords Reporting Period Sign Offs • Spreadsheet lists districts and forms received MVECA - EMIS Staff Data -08K

9. USPS Fields that become EMIS Elements • Staff Demographic Record (CI) • Data from BIOSCN and/or DEMSCN • Staff Employment Record (CK) • Data from JOBSCN and/or POSSCN • Contractor Staff Employment Record (CJ)\ • Maintained in EMIS only • Contract Only Record (CC) • Maintained in EMIS only MVECA - EMIS Staff Data -08K

10. BIOSCN Marked fields excluding SSN can be modified in BIOSCN or DEMSCN MVECA - EMIS Staff Data -08K

11. USPS Fields that become EMIS Elements DEMSCN MVECA - EMIS Staff Data -08K

12. USPS Fields that become EMIS Elements • EMPLOYEE ID Element • MUST Match identifier in Course Master and Contractor Staff Employment Records (CJ) • BIOSCN • SSN = Employee Social Security Number • Employee ID = District assigned (if district hasn’t implemented Employee IDs this will be the SSN) • EMIS ID = blank in most cases • Credential ID = state assigned ID for certified; for staff members that do not hold an Ohio credential use ****** MVECA - EMIS Staff Data -08K

13. USPS Fields that become EMIS Elements • Critical Demographic elements (doesn’t apply to JVSD or ESC) • Authorized Teaching Experience Years • Pay particular attention to staff listed with less than 11 years • Semester Hours • If educational level =2 and semester hours over 149; then staff included in 5 year degree column of state salary schedule • Educational Level • Combination of these three elements will determine if district salaries are above state mean • Additional funds allocated on Line 13B of SF3 MVECA - EMIS Staff Data -08K

14. USPS Fields that become EMIS Elements • SF3 Line 13A • Negative adjustment for not employing the required # of teachers – 25/1 • SF3 Line 13C • Negative adjustment for not employing the required # of Education Service Personnel (art, music, PE, counselors, librarians, social workers, nurses) – 5 ESP staff/1000 MVECA - EMIS Staff Data -08K

15. 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 -08K

16. 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 -08K

17. USPS Fields that become EMIS Elements POSSCN MVECA - EMIS Staff Data -08K

18. USPS Fields that become EMIS Elements • Position FTE change • NEW ruling on FTE • Do not report FTE >1 • From ODE: • The total salary reported should be the salary from the regular position plus the amount being paid for the extended days • The work days reported should be the work days from the regular position plus the work days from the extended days • The FTE is the FTE of the day that the staff member works compared to the “normal” day for a full time staff member in that position; the FTE is not annualized. Therefore, when the salary and work days are adjusted for the “extended service” time the FTE should NOT be adjusted. • The district should NOT create a separate employment record for the “extended time”. MVECA - EMIS Staff Data -08K

19. USPS Fields that become EMIS Elements • Multiple Building Staff • Option to report a single staff record with the district IRN or • Report Multiple Staff Employment Records • Unique Local Contract Code (Job #) • Divide FTE • Scheduled Work Days should be the same for each record • If Pay Type is Annual • Prorate Pay Amount/Rate and FTE • If Pay Type is Hourly • Report same Pay Amount/Rate on each job MVECA - EMIS Staff Data -08K

20. Contract Staff Employment Records (CJ) • MVECA will conduct county meetings with ESCs and districts that wish to attend • Exchange information • District percentages of FTE for each CJ record MVECA - EMIS Staff Data -08K

21. Contract Only Staff Record • Allowed for non-EMIS reporting entities • Examples; food service, transportation • District adds one record for all ‘staff’ working through non-EMIS reporting entity • One per position code/funding source combination • Required in K and N cycles • Record/sort type = “CC” • Entry of required data directly in EMIS maintenance screens; no USPS data entry MVECA - EMIS Staff Data -08K

22. FY2008 K Changes • District General Information • Fall (DQ) • Deleted -Prior Year Nonpublic Students Evaluated for Special Education- Ineligible (DQ230) • Deleted –Prior Year Preschool Transition Conferences Held By 3rd Birthday (DQ240) • Deleted –Prior Year Preschool Transition Conferences Held After 3rd Birthday (DQ250) • New reporting instructions for Participation Eligibility – If district does not report a value for this element, a student will be counted as eligible for extra-curricular activities if the student’s PERCENT OF TIME (G150) is greater than zero. MVECA - EMIS Staff Data -08K

23. FY2008 K Changes • Staff Employment Record • Certificate/License Application • Deleted – Option 2 – Declared intent to become licensed under HB196 MVECA - EMIS Staff Data -08K

24. EMIS Staff 08K Checklist • Run MASCHG/MASINC to increment years of experience (total and authorized) • Run USPCHG to mass update position status • Confirm BIOSCN Long Term Illness days are blank; if not, run CLRATD (LTI reported at yearend only) • Run USPEMS/PERDET • Lists ODE errors MVECA - EMIS Staff Data -08K

25. USPEMS MVECA - EMIS Staff Data -08K

26. USPEMS/PERDET • Districts should run PERDET again for non-reportable staff • Check to make sure that staff on this report should not be reported to EMIS. MVECA - EMIS Staff Data -08K

27. USPEMS/PERDET • The user will be prompted for the ID to place on the report and file for the EMIS Reported ID • If the EMIS ID in USPS is blank options will be • Report the SSN • Report the district assigned Employee ID • Report the credential ID • SIS districts must use SSN • Others use the staff identifier used on the course master or program records MVECA - EMIS Staff Data -08K

28. USPEMS/USPEMX • This procedure will create a sequential file • Email MVECA that your file is ready to load • MVECA will reply with a list of reports to check for validation errors • Cannot send data to ODE until new aggregations are released • Multiple extractions can be done MVECA - EMIS Staff Data -08K

29. Reports, Reports, Reports, Reports, Reports, Reports, Reports, Reports • ODE stressed at OEDSA that you must check the reports back from ODE. They may list errors that were not detected by any of the agg reports! • Report definitions available on ODE webpage • Invalid Cert reports • SAFE Account needed to lookup credentials MVECA - EMIS Staff Data -08K

30. ..found this…. I think it says it all! I fully realize that I have not succeeded in answering all of your questions…. Indeed, I feel I have not answered any of them completely. The answers, I found, only serve to raise a whole new set of questions, which only lead to more problems, some of which we weren’t even aware were problems. To sum it all up… in some ways I feel we are confused as ever, but I believe we are confused on a higher level, and about more important things!! MVECA - EMIS Staff Data -08K

31. ..this ain’t your Momma’s EMIS • Future plans for EMIS by Dean MVECA - EMIS Staff Data -08K