EMIS Staff Reporting with USPS

1. EMIS Staff Reporting with USPS OEDSA Fall 2007

2. Reporting Cycles • October (Cycle K) • All regular staff • Supplementals are optional, ignored by ODE if included • February (Cycle C) • CTE only needed, USPS extracts all • Year-End (Cycle N) • All regular staff • Supplementals are required

3. Reporting FieldsDemographic • Credential ID • ID assigned by ODE for certificated staff • Blank for most classified staff

4. Reporting FieldsDemographic • EMIS ID • Included on extraction file • Prior to credential ID, this was always the SSN if the EMIS ID in USPS was blank • Now there are choices • SSN • Credential ID • EMIS ID from USPS • District assigned employee ID

5. USPS ID FieldsReviewed • SSN • Employee SSN • Employee ID • District assigned employee ID • May be employee SSN • EMIS ID • May be the state assigned ID • May be blank • Credential ID • Must be the state assigned ID for certificated staff

6. Reporting FieldsDemographic • Employee Name • Last • First • Middle • Suffix

7. Reporting FieldsDemographic • Gender • Birth date • Attendance days • Absence days • Long term illness • Race • Total years experience

8. Reporting FieldsDemographic • Authorized years experience • Semester hours • Education level • Early childhood education qualification • ECE Qualif • Degree major • Early Childhood/Other credentials • Other Credentials • Optional field

9. Reporting FieldsEmployment • Local contract code • Job number • Position code • Position type • Position status • Position start date

10. Reporting FieldsEmployment • Length of work day • Hours per day • Scheduled work days • Work days

11. Reporting FieldsEmployment • Salary type • Calculated by EMIS • Hourly • “H” reported to EMIS • Daily • “D” reported to EMIS

12. Reporting FieldsEmployment • Pay amount/rate • Contract amount • EMIS Contract amount • If no contract amount and if hourly job • Pay amount = unit amount • Salary type = “H”

13. Reporting FieldsEmployment • If no contact amount and if daily job with hours in a day greater than zero • Pay amount = unit amount / hours in day • Salary type = “H” • If no contact amount and hours in a day equal zero and if daily job • Pay amount = work days x daily job • Salary type = “A”

14. Reporting FieldsEmployment • Appointment type • Low/High grade levels • Position separation date • Position separation reason • Building IRN • Assignments areas

15. Reporting FieldsEmployment • Funding source code • Code • Percentage of funding • Extended service • Position FTE • Certification application • HQPD • Qualified paraprofessional

16. Reporting FieldsEmployment • Special optional fields export to EMIS if they contain data rather than regular job fields • EMIS contract amount • EMIS hours per day • EMIS work days • EMIS FTE • Used when district wants values reported to EMIS which differ from values needed for employee’s pay

17. Special Staff ReportingCJ Record • Contract staff employment record • Reporting of data for contracted staff being utilized through an EMIS reporting agency • Contract is an agreement to provide services • Contractor is the entity the resident or educating district is contracting with • May be an ESC or another district

18. Special Staff ReportingCJ Record • Reporting cycles required • October cycle (K) • February cycle (C) • Year-end cycle (N)

19. Special Staff ReportingCJ Record • Contractor staff employment record • Nothing comes from USPS extractions for the reporting of CJ records • Entry is required in EMIS screens solely • IRN of contracting district • Employee ID • Must match course master ID • Local contract code • Must match the job number from USPS • Position code/FTE

20. Special Staff ReportingCJ Record • CJ record is an extension of the usual Staff Employment record • Required so contractor can report FTE of their staff member that is serving resident/educating district • The contractor must report the Staff Employment and Demographic record • Plus one or more CJ • FTE totals from CJ records can not exceed FTE from all employment records reported

21. Special Staff ReportingCJ Record • Appendix A of EMIS guide provides scenarios and details for reporting • Contracting entity reports nothing but the course master • Provider IRN Element is required • Employee ID Element must match employee ID reported by the contractor on staff demographic and employment

22. Special Staff ReportingCC Record • Collective reporting for contracted staff from non-EMIS reporting entity • One record per contractor, contract, position code and funding source • Bus drivers • Food service • Maintenance • No individual data is needed for CC record

23. Special Staff ReportingCC Record • Contract only staff • Nothing comes from USPS extractions for the reporting of CC records • Entry is required in EMIS screens solely • Count of ‘staff’ • Contract start/stop date • Total dollars/hours • Position code/fund source • Local contract code • Tax ID

24. Special Staff ReportingCC Record • October cycle (K) • Report only contracts in place during count week • Year-end cycle (N) • Report all contracts that were in place during the fiscal year

25. Data Validations in USPS • Credential ID • Required for certificated staff • Birth date • Less than 1986 (age 21) • Greater than 1936 and certificated jobs for employee (over 70) • Warning can be ignored • Demographic required for all employment

26. 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

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

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

29. 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

30. 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

31. 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

32. 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

33. 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)

34. 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

35. 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

36. 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

37. 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 USPEMS prompts the user for what ID to include • Other data used • Subject areas • Assignment areas • Position codes

38. 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’

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

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 areas • 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

47. Problem Areas • Answer the extended time question in PERDET according to how the jobs are set up • PERDET calculates reported work days based on how that question is answered • The question and answer applies to all jobs

48. Extractions from USPS • USPEMS/PERDET • Run report for errors only • Other selections include • IRN • Specific position codes • Only records reportable to EMIS • Appointment type • Position status • Look over information carefully

49. 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 EMSVLD

50. Extractions from USPS • Correct data in source so it is right the next reporting cycle also • Rerun USPEMS/PERDET for errors only • 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