FY10 EMIS Staff Reporting

1. FY10 EMIS Staff Reporting

2. Staff Changes • Assignment Areas • Master Teacher Fields Removed • Change in Race/Ethnicity • Funding Source Changes • New Record Type CL - Optional • February Reporting Eliminated

3. District Level Changes • These district level elements may affect business/payroll department staff since they are staff related • Removed Master Teacher count per building • Removed Master Teacher count per district

4. More Details …

5. Staff Changes • Assignment Areas • Added new Assignment Area 999365 • LEP Instructional Program • Eliminate Assignment Area 999413 • Preschool Handicap Itinerant

6. Staff Changes

7. Staff Changes

8. Staff Changes • Master Teacher • Was located on Staff Demographic record • Eliminated for FY10 • Master Teacher Designation Year • Was located on Staff Demographic record • Eliminated for FY10 • Both will be linked with Teacher Certification process no longer needed from USPS

9. Staff Changes • Change of Race/Ethnicity Values • Divided previous “A” • Asian or Pacific Islander • “A” values remains • Asian • “P” is new • Native Hawaiian or Other Pacific Islander

10. Staff Changes • “B” • New definition - Black or African American • “H” • New definition - Hispanic/Latino • See EMIS Guide Chapter 3 for full details • Funding Source • Removed “H” • ELI Program was eliminated

11. Staff Changes • Credential ID/Local ZID • Implemented during FY09 processing • Field know as credential ID became State ID • May contain Credential ID for staff with a state issued certificate • May contain generated Local ZID for classified staff

12. Staff Changes This field description was changed

13. District Level Changes • Master Teacher count per building eliminated • Master Teacher count per district eliminated

14. New Record Type • Record Type CL added • Optional reporting of staff no longer employed at district • State ID • Job number (Local contract code) • Position code • Position separation date • Position separation reason • Reporting of CI and CK is still acceptable but all values on the records must pass EMIS reporting validations

15. Software Changes • EMSSCN – EMIS entry screen for staff data retired • EMIS Web application retired • All EMIS reports retired

16. Software Changes • All EMIS aggregations and detail reporting retired • All staff reporting must come from USPS as a source system and sent to ODE as part of EMIS-R reporting starting in FY10

17. Software Changes • Replacement for EMIS Web Application • EMIS Flat File Editor (EMSFFE) • Allows basic entry of data in modern spreadsheet format • Districts using USPS should not need to use EMSFFE except for entry of CJ and CC records • February Reporting cycle eliminated

18. EMIS Staff Reporting General Review

19. USPEMS • Districts can run USPEMS/PERDET before October reporting opens in EMIS and after ITC installs FY10 reporting updates • Provides a means to start verifying data • All elements are validated against EMIS options file values • Many cross validations also occur • Run for errors only and for EMIS reportable only • Note: Validations can change mid reporting period, what passed once may not the next run of the program

20. Extractions from USPS • Footnotes on PERDET report provide details of potential problem spots • ! = Indicates possible data error or invalid data in field • Value for EMIS is incorrect • ? = Indicates mismatch of data between demographic and position data • Employee is set to not report to EMIS and jobs are set to report to EMIS • # = Funding percentages error • Funding amounts do not equal 100% • $$ = Validation error that will cause an error on the EMIS side

21. Extractions from USPS • Correct data in source; USPS entry screens • Rerun USPEMS/PERDET for errors only • As many times as needed • Verify only warnings that can be ignored still exist • When PERDET error report is clear of errors • Run USPEMS/PERDET for all and verify all data

22. Extractions from USPS • Closely review special staff situations • When everything is believed accurate ask co-worker with EMIS-R LEA_Collector role to begin processing • Level 1 errors need to be reviewed • Updates made in USPS • Process starts over

23. Data Validations

24. Data Validations in USPS • Credential ID • Required for certificated staff • Birth date • Less than 1988 (age 21) • Greater than 1938 and certificated jobs for employee (over 70) • Warning can be ignored • Demographic required for all employment

25. Data Validations in USPS • Long term illness • Must be equal or less than absence days • Maximum of 375 • From USPS the long term days are a subset of absence days and tracked in USPSCN/ATDSCN • Can not be ignored

26. Data Validations in USPS • Attendance days • Maximum of 365 • Absence days • Maximum of 365

27. Data Validations in USPS • Semester hours • Minimum for employee with certificated positions • Specific requirement for paraprofessionals • Total years of experience • Must be equal or greater than authorized years • Authorized years of experience • Must be equal or less than total years • Degree type • Specific requirements for paraprofessionals

28. Data Validations in USPS • Position code • Validations based on assignment areas, position type, funding source, high/low grade level, appointment type, HQPD, paraprofessional • Warnings and errors on the position code may mean a mismatch of the position code with any of these areas • These should not be ignored

29. Data Validations in USPS • Position type • Validations based on position code • Appointment type • Validates number of semester hours for appointment type • Position code is cross validated with appointment type • Education level

30. Data Validations in USPS • Assignment area • Certain assignment areas require a specific paraprofessional value • Certain assignment areas require a specific position code • Appointment type • FTE • Must be greater than zero for any job reported

31. Data Validations in USPS • Funding source/Funding code • Certain funding sources and position code combinations require a specific low/high grade level • Sum of all funding sources must equal 100% • Length of work day • Greater than .25 days • Work days • Must be greater than 0

32. Data Validations in USPS • Separation date • Required for all staff showing as separated from district employment based on position status • Separation reason • Required if position status shows no longer employed • Can’t report a separation reason for positions showing as currently employed (active)

33. Data Validations in USPS • Position status • Active status must have an FTE greater than zero • Separation reason may be required if status indicates the position is no longer active/working

34. Data Validations in USPS • High/Low Grade level • Required for certain position codes • Required for combination of position code and funding source • HQPD • Can’t be “*” with certain position codes • Value must be equal on all reported jobs for an employee

35. Data Validations in USPS • Paraprofessional • Value reported can’t be “*” for specific position code and assignment area combinations • Degree type required element for jobs flagged as a paraprofessional

36. Staff Data Linked to Student Data • Linked based on EMIS ID • EMIS ID exported from USPS must match the ID used to identify teachers on course master • USPS export option in USPSDAT/USPCON prompts the user for what ID to include • Other data used • Subject areas • Assignment areas • Position codes

37. Staff Data Linked to Student Data • Credential ID • Only used to verify course master if credential ID is extracted as the EMIS ID • Only the credential ID or local ID is sent to ODE • Local ID is generated by EMIS software for classified staff • Can be referred to as the ‘Z-ID’

38. Reporting Supplementals • Applies to specific position codes • 8XX codes • Can be reporting in the K cycle, ODE ignores them as part of data they utilize • Required to be reported in N cycle

39. Elements of Caution

40. Problem Areas • Staff working in multiple buildings • Set up multiple jobs • Use same position code on both jobs • Assign to appropriate IRN for employment • Assignment areas, funding source and percentage of funding for each IRN • FTE on combined jobs can not exceed 2.0

41. Problem Areas • Staff with multiple funding sources • Set up one job • Enter assignment area • Split funding source, percentage of funding • District can have up to 3 on one job record

42. Problem Areas • Absence days • Reported to EMIS per employee even though the district can post them in USPS per job • Creates confusion if the job is marked to not report to EMIS and the absence is posted to that job • System counts it per employee regardless of whether the job is set to not report to EMIS • The job being set to not report to EMIS only means the employment data is not reported

43. Problem Areas • Long term illnesses/leave of absence • Special reporting requirements for absence teacher and long term sub • Teacher of record must be reported to EMIS from USPS • Chapter 3 of the EMIS Guide provides details on options for reporting

44. Problem Areas • Position codes/assignment areas • Certain position codes are required to have certain assignment areas • Assignment areas/funding source • Certain assignment areas are required to have certain funding sources

45. Problem Areas • Extended time • Reported only as true extended time by the ESC • Other districts will have staff they classify as having extended time • FTE = 1.0 • Scheduled work days reported = regular work days + extended contract days • Contract amount reported = regular contract + extra pay for extended days

46. Problem Areas • Jobs can be set up differently in USPS • One job with extended days • Two jobs, one for regular contract one for extended days contract • Must be the same for all staff with extended time within the same district • Consistency is essential