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EMIS Staff Reporting with USPS. OEDSA Fall 2007. 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.
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EMIS Staff Reporting with USPS OEDSA Fall 2007
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
Reporting FieldsDemographic • Credential ID • ID assigned by ODE for certificated staff • Blank for most classified staff
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
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
Reporting FieldsDemographic • Employee Name • Last • First • Middle • Suffix
Reporting FieldsDemographic • Gender • Birth date • Attendance days • Absence days • Long term illness • Race • Total years experience
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
Reporting FieldsEmployment • Local contract code • Job number • Position code • Position type • Position status • Position start date
Reporting FieldsEmployment • Length of work day • Hours per day • Scheduled work days • Work days
Reporting FieldsEmployment • Salary type • Calculated by EMIS • Hourly • “H” reported to EMIS • Daily • “D” reported to EMIS
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”
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”
Reporting FieldsEmployment • Appointment type • Low/High grade levels • Position separation date • Position separation reason • Building IRN • Assignments areas
Reporting FieldsEmployment • Funding source code • Code • Percentage of funding • Extended service • Position FTE • Certification application • HQPD • Qualified paraprofessional
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
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
Special Staff ReportingCJ Record • Reporting cycles required • October cycle (K) • February cycle (C) • Year-end cycle (N)
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
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
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
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
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
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
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
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
Data Validations in USPS • Attendance days • Maximum of 365 • Absence days • Maximum of 365
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
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
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
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
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
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)
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
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
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
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
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’
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
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
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
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
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
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
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
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
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
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
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
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