Staff Data

1. Staff Data OEDSA Conference September 13, 2012

2. Turn Off Cell Phones

3. Agenda • Confusing Situations • Contracted Staff • Instructional • Non-instructional • Correcting Report Errors

4. Confusing Situations • Split Positions • Employee has two separate jobs • Report each position code on a separate job record • Employee paid on one job but either works two ‘positions’ or in multiple buildings • Report each position/building on separate job record • Split salary, days, hours, FTE between job records • In USPS, use the EMIS Contract Info fields to report data

5. Confusing Situations (cont.) • Teaching Positions • Regular Teacher • Position Code 230 • Assignment Area 999370, 999365 (LEP) • Course Master or Contractor Staff Employment Record • Special Ed Teacher of Record • Position Code 230 • Assignment Area 999412 (Preschool) or 999414 • Course Master with Student Population D* or S* or Contractor Staff Employment Record

6. Confusing Situations (cont.) • ESP Teacher – Elementary Art, PE, Music • Position code 230 • Assignment Area 999050, 999418, 999570 • Course Master or Contractor Staff Employment Record • If teaching Health also, must report two positions with one as regular teacher and one as ESP PE • Special Ed Inclusion or Resource Room • Position code 212 • Cannot have Course Master • If Teacher of Record and also Inclusion, only need one job reported as 230

7. Confusing Situations (cont.) • Itinerant Preschool • Position code 230 • Assignment Area 999412 • Must be attached to program code 220100 on each student served • Remedial Reading • Position code 204 • Cannot have Course Master

8. Confusing Situations (cont.) • Gifted Teacher • Position Code 230 • Assignment Area 999380 • Course Master with Student Population GA or GE or • Attached to 206xxx Program Code on each student served • Permanent Sub • Position Code 225 • Cannot be attached to Course Master

9. Confusing Situations (cont.) • Extended Service • Days only Reported by ESC • All Others • Combine with Regular Position • Salary • Days • Can pay on separate jobs, Report on one job

10. Confusing Situations (cont.) • Summer Separation Employment Record • USPS Treatment • No attendance days in current year on any job • Separation Date/Reason • Position Status ‘U’ • Data Collector pulls information correctly

11. Contracted Staff • Instructional • ESC • Student Sent to Non-EMIS Reporting Entity • Therapists • Occupational Therapists • Physical Therapists • Speech Therapists • Non-Instructional • Bus Drivers • Food Service • Custodial

12. Contracted Staff - Instructional • ESC • Preschool • ESC Reports All Staff Records and Courses • School-age • ESC Reports • Staff Demographics • Staff Employment • Contractor Staff Employment Record • Resident District • Course Master with ESC Staff Attached • State Staff ID • Provider IRN of ESC

13. Contracted Staff - Instructional • Non-EMIS Reporting Entity • Staff Demographic • Staff Employment • Position Status A or I (Contracted Agency or Individual) • Course Master • Therapists • Staff Demographic • Staff Employment • Position Status A or I (Contracted Agency or Individual)

14. Contracted Staff – Non-Instructional • EMIS Reporting Entity • Contracting District • Reports Nothing • Contractor District • Staff Demographics • Staff Employment • Contractor Staff Employment Record • Non-EMIS Reporting Entity • Contract-Only Staff Record • One Record per Position Code per Contract Term

15. Contract Only RecordTable 4. Position Codes and Contract Reporting

16. Correcting Report Errors • Report Names Won’t Be The Same • Examples of some errors • Exclusion Report • ‘No Corresponding LCC in the Staff Course Record’ • Compare State Staff ID between payroll and student software • Make sure staff job record is reported to EMIS • Make sure course isn’t provided by another EMIS-reporting entity

17. Correcting Report Errors (cont.) • Level 1 Validation • ‘Teacher must have at least one course master’ • Coded as • Position code 230/assignment area • Not attached to any courses • No Contractor Staff Employment Record • Check • Could be Special Ed position code 212 • May be summer separation and needs separation date/reason

18. Correcting Report Errors (cont.) • Report Explanation on ODE’s Page • Level 2 Validation Errors, Category 2 Explanation • Level 2 Validations • Contract Teacher has no Course/Prog in Contracting Distrct • CJ record pointed to your district • Your district is not reporting that individual as teaching a course provided from another entity • Both entities are not using the same state staff ID

19. Correcting Report Errors (cont.) • Level 2 Validations • Contract Teacher has no CRSE/Prog in Contracting District • CJ record pointing to district teacher is working in • Contracting district is not reporting that teacher as attached to a course • Provided by your district • With students • Same State Staff ID

20. Correcting Report Errors (cont.) • Missing Staff • Should have been reported with separation date/reason last reporting period and wasn’t – Need Override – District submits via data collector • Did have Z-ID, now has state certificate so has a state staff ID – Need Override – ITC submits via helpdesk • Unit Reports • Gifted Staff • Verify all Staff are on report as should be • Early Childhood Unit Report • Verify all staff are on report as should be • Fund source Z • CTE Unit Report

21. Correcting Report Errors (cont.) • Invalid Certification • Compare subject code with valid subjects per certification • Job errors may be missing high/low grade levels

22. Questions?