EMIS Staff Reporting FY2006 Yearend

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EMIS Staff Reporting FY2006 Yearend

• Deb Dinnen
• Tom Faulkner

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Session Goals

• Prepare Payroll and EMIS staff for N reporting
• Encourage communication for staff data between
  Payroll and EMIS
• EMIS is the source of critical staff data. E.g.
• Contractor Staff Employment Record
• High Quality Professional Development
• Highly Qualified Teacher Data

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Key Dates

• For Yearend Reporting

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EMIS FY2006 Yearend Processing Key Dates

• 5/19/2006 - First processing of EMIS Staff data
  for Period N.
• 6/09/2006 Beginning of 45-day data
  accountability corrective action cycle.
• Submission of incomplete or inaccurate data for
  Period N triggers an official out of compliance
  letter to be mailed on 6/13/2006 with guidance as
  to corrective action.
• 6/30/2006 MVECA creates EMIS 06N database
• 7/28/2006 - End of the 45-day data accountability
  corrective action cycle.
• Funds withheld from any district determined out
  of compliance for this reporting period are
  forfeited by this date if corrective action has
  not been taken.

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EMIS Staff Reporting Overview

• How It Works Beginning to End

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Process for Reporting Staff Data in EMIS at
Yearend
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Staff Data Extracted from USPS
Staff files submitted to ODE
Uniform Staff Payroll System (USPS)
Education Management Information System EMIS
Run Staff Validations
ODE processes data
Staff Validation Reports
ODE/EMIS Staff Reports
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1. Staff Data Are Entered into USPS

• Staff data are updated throughout the year in
  USPS, as staff are hired and paid.
• At yearend, the data in USPS will be used to
  update staff data in EMIS.
• Use USPEMS/PERDET to check data accuracy

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Uniform Staff Payroll System (USPS)
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Live Payroll vs. live EMIS

• Payroll is updated in real time.
• Payroll is ever-changing to correspond with what
  is happening.
• EMIS staff data are reported in snapshots.
• Snapshots cover specific periods of time.
• There is no live connection between live USPS
  and live EMIS.
• This means that changes to live payroll do not
  automatically happen in EMIS
• Staff data have to be extracted from USPS and
  loaded into EMIS for changes to appear in both
  USPS and EMIS.

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WHO TO REPORT at Yearend

• Individuals employed by the reporting entity as
  of the end of the school year.
• Individuals hired after the October Count Week
  who left before the end of the school year.
• Individuals who were employed during the current
  school year but who left prior to the October
  Count Week.
• Individuals contracted by the school district as
  of the end of the school year to perform duties
  normally performed by school district personnel
  (e.g., bus drivers, food service staff, and
  special education therapists).
• Individuals who were reported as part of the
  October staff data, even if they are no longer
  employed.
• Individuals employed through supplemental
  contracts as of the end of the school year,
  including individuals whose only position is a
  supplemental contract.

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DO NOT REPORT

• daily (as needed) substitutes
• student employees
• board of education members
• adult education teachers
• game officials, ticket takers
• part-time help
• individuals who left over the summer and reported
  as no longer employed during the October (K)
  reporting period
• volunteers serving in the district

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2. Staff Data Are Extracted from USPS and Loaded
into LIVE EMIS

• Changes can be made in USPS OR in the EMIS staff
  screens.
• Taking the snapshot means to create the
  database.
• Timing is critical
• There are three different times that staff data
  can be updated
• Before extraction
• After extraction, but before the snapshot is
  created
• After the snapshot is created

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Staff Data Extracted from USPS
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Timing is critical when making updates to staff
data

• Before extraction (before staff data are
  extracted from USPS).
• Before extracting from USPS, changes to staff
  data can be made solely in USPS.
• After extraction, but before the Yearend snapshot
  is created
• Multiple USPS extractions are acceptable
• However, once the staff data are extracted from
  USPS and loaded in to EMIS, communication is
  critical. If the EMIS Coord is making changes in
  EMIS LIVE and an extaction is loaded it will
  overwrite any changes in EMIS LIVE
• Before the snapshot is created, USPS data are
  extracted and loaded into LIVE EMIS.

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Timing is critical when making updates to staff
data (contd)

• After the Yearend snapshot is created
• WARNING If you choose to extract data from USPS
  after the snapshot has been created, be certain
  that you would really want data to be reloaded
  especially if many manual changes have been made
  in EMIS screens!
• If changes are made in EMIS after the extraction
  these need to be made in USPS so that data are
  accurate at the source for future reporting.
• EXAMPLE When a person leaves mid-year (retire
  Dec. 30) the Position status may still be C
  continuing in USPS. The EMIS coordinator
  updates Position status, Separation Reason and
  date in EMIS. In October, if corresponding
  changes are NOT made in USPS, incorrect data
  will be extracted for October K. The EMIS
  coordinator would have to correct this
  information AGAIN!

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Changes to Make Before Extraction

• USPCHG to change Job Status 8 or 9 to position
  status U for staff that left after count week
  and before year end
• USPCHG to change Report to EMIS N for jobs
  reported as on longer employed in October
• 800 position codes flagged as Y to report to
  EMIS
• Active jobs with position codes in the 800 range
  should have Yes indicated on the report to
  EMIS flag in JOBSCN.
• It is not necessary to change the flag prior to
  each reporting period.
• This is because the extraction automatically
  takes care of this.

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USPCHG
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Changes to Make Before Extraction (contd)

• Update EMIS Staff Attendance
• If staff left positions during the year, do not
  include days after the effective date of
  resignation or dismissal. - add calendar stop
  date
• Non-paid days are considered absences in EMIS.
• Include non-paid days in the attendance screen
  (ATDSCN- AD EB).
• This is done so that the EMIS absence adjustment
  is made to the EMIS staff demographic record.
• If this is not done an error would appear for
  those staff on the EMSRDET report for Yearend.

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Changes to Make Before Extraction (contd)

• Add Long Term Illness Days
• Long-term illness days must be manually added in
  BIOSCN (in USPS). The system does not do that.
• A Long-term illness includes an illness of the
  staff person, his/her spouse, child or parent, in
  accordance with the federal Family and Medical
  Leave Act of 1993 (Public Law 103-3, enacted
  February 5, 1993). A long-term illness must be 15
  consecutive work days or greater.
• There is no minimum for a workday. Staff members
  work different hours per day. Therefore, this
  element also applies to an individual who works
  part time and is absent for 15 or more
  consecutive work days.
• Long-term illness does not count against the
  staff attendance rate.
• As Payroll staff get ready for the next school
  year, it is critical to wait until the snapshot
  is final before zeroing out long-term illness
  data, just in case data need to be extracted
  again.
• You may want to check with the EMIS coordinator
  before doing this.

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Changes to Make Before Extraction (contd)

• Staff Demographic Record - DEMSCN
• Update Semester Hours element for hours earned
  during the school year.
• Update Education Level if a degree was earned
  during the school year.
• Staff Employment Record POSSCN/JOBSCN
• Update the Grade Levels Assigned element for
  new employees in the following positions
• paraprofessionals hired under DPIA funding,
• Principals
• Assistant Principals,
• Supplemental Service teachers (position code
  212).

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Changes to Make Before Extraction (contd)

• UPDATE HIGH QUALITY PROFESSIONAL DEVELOPMENT in
  EMIS
• Indicates if the teacher participated in High
  Quality Professional Development (HQPD). Run
  EMSPRS from EMIS_RPT to get the Staff HPQD
  Principals Recording Sheet. The information
  from the Recording Sheet should be entered into
  USPS (payroll)/POSSCN. Most likely, this
  information will be entered by the payroll staff
  instead of the EMIS Coordinator, but districts
  need to coordinate this. Request to mass update
  with a Y may be sent to HELPDESK_at_MVECA.ORG, and
  then exceptions must be manually changed.
• Valid Options
• - Not applicable
• Y - Yes
• N - No

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Changes to Make Before Extraction (contd)

• Position Status should reflect the status of the
  individual in a particular position as of the end
  of the school year. (Do not change position
  status N, D or O until October)
• Update the Position Separation Date and
  Position Separation Reason for individuals who
  were in a position during the current school
  year, but left that position during the year.
• Update Position FTE for individuals if there
  have been changes.

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Authorized Teaching Experience Years

• Do not change this element during Yearend
  reporting.
• Authorized Teaching Experience Years is updated
  during October K reporting.)
• If the individual was employed (i.e. reported)
  during the October K reporting period, the
  Authorized Teaching Experience Years should be
  the same for both periods.

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Extracting data from USPS

• Run USPEMS/PERDET
• Scrolling program

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Extracting data from USPS
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Extracting data from USPS
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Extracting data from USPS
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Extracting data from USPS
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Extracting data from USPS

• Extended Services
• If paid from the same job then Y
• If paid from separate job, not reportable then
  N

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Extracting data from USPS

• Run PERDET multiple times
• Errors only
• Reportable and non-reportable
• PERDET.TXT
• ODE errors listed separately
• ODE errors are based on a cross validation of
  staff data entered and acceptable responses
• Run USPEMS select USPEMX option 2
• Notify fiscal_at_mveca.org that staff is ready to
  load into EMIS.

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3. Staff Data Are Loaded into EMIS

• Once data are extracted, send a request to
  fiscal_at_mveca.org for MVECA to load your data into
  EMIS.
• Data can be extracted multiple times.
• WARNING AFTER the initial load, before
  requesting that data be loaded into LIVE EMIS, it
  is essential to inform MVECA staff IF any manual
  changes had been made to EMIS files (outside of
  USPS).
• Reason You dont want newly loaded data to
  overwrite your manual changes in EMIS!

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Education Management Information System EMIS
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Changes needed in EMIS Database

• Update Contractor Staff Employment Records
• Add Contractor Staff Employment Records (CSER)
  for any staff instructing students from another
  district
• Appendix A of EMIS Reporting Manual
• Update District/Building Records

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District and Building Information

• For Yearend Reporting

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BUILDING/DISTRICT INFORMATION - EMSGCN

• District and Building General Information
  Yearend (includes data regarding family literacy
  services, first day of school, hours per day,
  days in session etc..)

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BUILDING/DISTRICT INFORMATION - EMSGCN
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DISTRICT YEAREND INFORMATION
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BUILDING INFORMATIONSCREEN 1 OF 4
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BUILDING INFORMATIONSCREEN 1 OF 4

• Percent Bussing - The total number of students
  bused for this building divided by the total
  number of students bused in the district.
  Include the number of auxiliary service students
  bused. The annual T1 report provides helpful
  information regarding the number of students who
  ride the school bus and/or alternate sources of
  transportation to the school site.
• Percent Lunchroom - Report the total number of
  meals served for this building divided by the
  total number of meals served in the district.
  The CN-7 report prepared monthly will be helpful
  in providing the number of meals served.
• Square Footage (not required for JVSDs) square
  footage of building
• ELTP Not required for FY06 Yearend
• Violent Criminal Offense - Report only students
  who were enrolled in the school building when
  arrested. This number includes both students who
  have been found guilty of committing a violent
  criminal offense on school grounds and those
  students who have been arrested for committing a
  violent criminal offense on school grounds and
  are awaiting adjudication.
• Actual Hours Per Day - The actual number of hours
  per day in which scheduled classes, supervised
  activities or approved educational options were
  provided to students (exclusive of lunch).

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BUILDING INFORMATIONSCREEN 2 OF 4
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BUILDING INFORMATIONSCREEN 2 OF 4

• Feeder School IRN - (Not required for JVSDs) The
  primary school into which the majority of the
  students will enroll after completion of all
  grade levels in the reporting school.
• If the building into which the majority of
  students will attend the after the completion of
  all grade levels in the reporting building does
  not have any AYP tested grade levels, then report
  the IRN of the next building into which the
  majority of students will attend that has AYP
  tested grade levels.
• ELTP not required
• Actual First Day of School the actual first day
  of instruction for students
• Actual Last Day of School the actual last day
  of instruction for students

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BUILDING INFORMATIONSCREEN 3 OF 4- COMMUNITY
SCHOOLS ONLY
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BUILDING INFORMATIONSCREEN 4 OF 4
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BUILDING INFORMATIONSCREEN 4 OF 4

• Actual Parent Teacher Conference FTE - One
  full-time equivalency (FTE) is equal to one full
  work day for staff. For example, if the school
  was in session for half of the work day and the
  parent teacher conference day was held for the
  second half of the work day, the parent teacher
  conference full-time equivalence (FTE) that
  should be reported would be .5 FTE.
• Actual Professional Meetings (Teachers) FTE - The
  FTE reported should only include time when school
  was not in session. Include days before the
  opening date for students and after the closing
  date for students if staff members were required
  to be in attendance. One FTE equals one full
  work day for staff. For example, if the school
  was in session for half of the work day and the
  professional meeting day for teachers was held
  for the second half of the work day, the
  professional meeting day full-time equivalence
  (FTE) that should be reported would be .5 FTE.

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BUILDING INFORMATIONSCREEN 4 OF 4 (Contd)

• Actual Days in Session - indicate the actual
  number of days the schools were open. DO NOT
  count days the schools were closed for school
  holidays, teachers meetings, disease epidemics,
  public calamities, or other similar reasons. DO
  NOT include parent-teacher conference days.
• Kindergarten -Half-day Everyday/Days in session -
  for kindergarten programs that meet for a
  half-day everyday, indicate the actual number of
  days the schools were open for instruction. So,
  even though the students only attended half days,
  if school was in session 180 days, for example,
  180 would be the number you use.
• Note If the a.m. and p.m. number of days in
  session is one day apart, report the smaller
  number of days in session to maximize the ADM.
  If the number of days is more than one different,
  then average.
• Alternate Full-day/Days in session - for
  kindergarten programs that meet for a full day
  every other day, indicate the actual number of
  days the schools were open for instruction.
• All-day Everyday/Days in session - for
  kindergarten programs that meet all day everyday,
  indicate the actual number of days the schools
  were open for instruction.
• Please Note The Actual Days In Session Elements
  reported are not used to determine a district's
  adherence to minimum state standards. They are
  used only to calculate an accurate average daily
  membership

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BUILDING INFORMATIONSCREEN 4 OF 4 (Contd)

• Calamity Days - A day that the building was
  originally scheduled to be open for instruction
  but due to unforeseen circumstances the entire
  building had to be closed for the entire day.
• If the building was closed for over 2 hours it
  should be counted as closed for a whole day.
  Count days even if they were made up prior to the
  original instructional closing date. If an
  instructional day was rescheduled and cancelled
  again, count it as only one day.
• Calamity Days Made Up number of calamity days
  made up prior to the instructional closing date.
  Include days that were made up by extending the
  school day
• Shortened Days Due to Weather number of days
  the length of the school day was shortened for
  two hours or less due to hazardous weather
  conditions.
• Shortened Days Due to Other Reasons number of
  days the length of the school day was shortened
  to less than the state minimum for reasons other
  than hazardous weather conditions.

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BUILDING/DISTRICT INFORMATION - EMSGCN

• Run report EMSDBR
• Review for accuracy

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4. Staff Validations Are Run

• Districts can run validations at anytime.
• Select correct database
• MenugtEMSRDET
• MVECA can help, if assistance is needed.
• When validations are run, staff data are cross
  validated with student data.
• This is not done in USPS (different errors than
  PERDET) because USPS does not include course
  master data.

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Run Staff Validations
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5. Generate Staff Validation Reports

• EMSRD06N.txt is the staff validation report for
  FY2006 Yearend.
• The EMS_MSG2 is a list of error codes,
  definitions, and possible solutions for
  correcting each error on the EMSRD06N.txt report.

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Staff Validation Reports
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6. EMIS Data Submitted to ODE

• Remember to fax signed data submission form to
  MVECA AND notify us via email to HDESK_at_mveca.org
  once you are ready to begin submitting your data
  to ODE.

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Staff files submitted to ODE
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7. ODE Processes Data

• Districts may receive the HQPD data verification
  reports before the LRC Workbooks.
• LRC reports take longer to generate.

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ODE processes data
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8. ODE Generates ODE/EMIS Staff Reports

• District and Building LRC Workbooks
• Staff data are on the last worksheet with the tab
  called LRC-Staff(D), and LRC-Staff(B).
• High Quality Professional Development
• Demo_job_Cert Demo_job_Class
• Will be generated this year, similar to last
  year.
• ODE indicated that no other staff reports that
  are distributed in October will be generated at
  Yearend.

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ODE/EMISStaff Reports
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Verifying Yearend EMIS Staff Reports

• FY2006

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Verifying October Staff Data

• Whenever possible, compare the initial (or at
  least early) reports to the staff statistics on
  the LRC workbooks.
• Check the October staff statistics on the last
  few reports (generated at the end of the Yearend
  reporting period).
• This will ensure there are not any changes and/or
  surprises on the final reports.

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Staff Data on theBuilding/District LRC Workbook
Building

• The building LRC Staff worksheet includes a
  column called Your school, while the district
  LRC Staff worksheet includes a column called
  Similar District Average.

District
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Staff Data on the Building/District LRC Workbook
(contd)
Based upon Yearend data. Does not include
Long-term illness.
Verify on the October Pupil-Teacher Ratio
Report. This will be -- for Your School.
Based upon the Authorized Teaching Experience
Years element, divided by Position FTE.
Position FTE is the denominator.
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Verifying Teacher Attendance Rate

• These are the primary filters on the Attendance
  Calculation
• Includes position codes 205, 206, 207, 211, and
  212
• These are teachers in regular classrooms, special
  education, career-technical, elementary art,
  music and PE teachers, and Special Education
  Supplemental Service teachers.
• Does NOT include adult education teachers
• Does NOT include teachers with
• POSITION TYPE S-supplemental
• POSITION STATUS P-Leave of absence or U- No
  longer employed by district in this position
• TYPE OF APPOINTMENT 2 Classified.
• (See ODE documentation for other specifics.)

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Staff Data on the Building/District LRC Workbook
(contd)
These courses are those listed as core courses in
Appendix C of the FY2006 EMIS manual.
These are core courses (as defined above) for
which the teacher is appropriately
certified/Licensed according to the on-line
look-up (not including courses where teacher has
declared intent to become licensed under HB 196,
or courses For which the teacher has a temporary
certificate.)
Look at the last page of the October
Invalid_cert_course report for an estimate of
the number of courses taught by teachers
with Temporary licenses, conditional licenses, or
teachers who have declared intent to become
licensed under HB 196.
These data are reported at Yearend. This number
should be verified/checked against the HQPD
reports generated for the district.
These data are reported during October. This
number should be verified/checked against
the Qualified Paraprofessional report generated
in October.
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Staff Data on the Building/District LRC Workbook
(contd)
The designation elementary and secondary is
based upon the grade levels of the students
enrolled courses taught. (Check the LRC
District/Building Reference Guide for specifics.)
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Staff Data on the Building/District LRC Workbook
(contd)
These 3 groups should add up to the same total.
(gender, Race/ethnicity, all teachers)
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Any Questions?

• Thank you for coming!