USPSEMIS

1
USPS/EMIS

• May 12, 2005

2
EMISA Year Round Job
3
Attendance
4
Job Calendars

• 5.1 Description
• Job calendars are used to indicate the work
  schedule of an employee.
• Included in the work schedule are holidays,
  calamity days and make-up days.
• Each job in the USPS system will reference a
  certain job calendar.
• 5.2 Purpose
• Job calendars used in conjunction with the
  attendance programs will
• determine
• retirement service days,
• OBES work weeks
• EMIS attendance/absence days.
• The rules used to calculate the above can be
  found in Calculating Days and Weeks
• for Reporting Purposes Chapter of the USPS
  Reference manual
• 5.6 Job Calendar and the Attendance Program
• Please note that while the job calendars and
  attendance program are used
• in conjunction, they are not directly linked.
• Using both programs together ensures that the
  appropriate service, EMIS and OBES credit is
  received by the employee

5
Calculating Days and Weeks for Reporting Purposes

• After the working calendars are built for the
  employee, the system counts
• the attendance days for the modified fiscal year
• This is the total unadjusted attendance days.
• The system then locates any adjustment
  transactions (AD) for the modified
• fiscal year for EMIS.
• Adjustment transactions entered through ATDSCN
  can be considered manual adjustments to what the
  sytem would calculate.
• Note that "manual adjustment" transactions are
  picked up based on
• the reporting period.
• Any adjustment dated within the reporting will be
  applied.
• The manual adjustment records are a bit different
  than attendance day entries because they are not
  for specific days.
• In this case, you are just adjusting the total
  attendance days for the modified fiscal year.
• The adjustments (if any) are added to or
  subtracted from the total unadjusted
  attendance/absence days.
• These are the total attendance days that will
  appear on PERDET.

6
Calculating Days and Weeks for Reporting Purposes
7
Start and Stop Dates

• used by the Job Calendar Programs to frame in the
  days which should be counted
• toward retirement service days,
• contract work days,
• OBES work weeks
• EMIS attendance/absence days.

8
EMIS Staff Reporting

• Staff data verification is an ongoing process
  throughout the year.
• EMIS staff data is to be reported for each staff
  member
• including certified/licensed and classified
  employees
• regular, contracted, supplemental
• Two reporting periods for staff data elements
• October Reporting Period K
• June (End of Year) Reporting Period N

9
USPS-USPCHG

• Process the EMIS staff data as follows
• Certain fields must be updated prior to the
  October information reporting deadline. The USPS
  Mass Change Program (USPCHG) is available to make
  these updates. Access USPCHG by typing
• RUN OECNPAYUSPCHG
• Or use the menu system by typing
• MENUUSPS
• MENUUSPCHG
• Select from the USPCHG menu those fields you wish
  to update.
• USPCHG - Mass change for EMIS fields
• 1. Increment total years experience
• 2. Increment authorized years experience
• 3. Increment experience in current
  classification
• 4. Increment salary schedule step
• 5. Modify certificate application to Not
  applicable for classified employees
• 6. Modify separation reason to Not applicable
  when job is active
• 7. Modify position status to No longer
  employed for terminated/deceased jobs
• 8. Modify position status from New to district
  to Active/continuing
• 9. Modify EMIS report flag to No for jobs
  marked as No longer employed
• 10. EXIT program

10
Screens Used for EMIS Reporting

• USPS
• POSSCN
• JOBSCN
• DEMSCN
• BIOSCN
• USPCHG
• EMIS
• EMSFDM - Maintain Staff Demographics File
  CI
• EMSFEM - Maintain Staff Employment File
  CK
• EMSHQP - Maintain Teacher HQPD Data
  CK
• EMSFCL - Maintain Class Master File
  CN
• EMSHQT - Maintain Teacher HQT Data
  CN
• EMSVEP - Maintain Vocational Ed Program File
  CV

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USPS Screens
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USPS-BIOSCN

• Find
  
• SSN/ID Last name
  First name
• 
  
• SSN 007-00-0001 Employee ID 007000001 EMIS
  ID
• Last Name Washington
  Suffix
• First Name Martha Middle JOY
  Phone/Unlist(740) 687-2690/
• Street 1794 Old Colony Dr Dist
  Phone ( ) -
• 
  Dist Exten
• City LANCASTER State OH Zip
  43130-0000 OSDI code
• Foreign Adrs Ctry Prov
  Post
• Email
  
• 
  
• Gender F Direct deposit N
  Report to EMIS N
• Marital 0 Check distrib.
  Long term ill
• Birthdate 06/08/1870 Eligible retire
  
• Hire date 02/17/2004 ODHS New hire Y
  02/17/2004
• Last paid 00/00/0000
  
• 
  
• 
  

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USPS-DEMSCNData created from BIOSCN input

• SSN/ID Last name
  First name
• ID 007000007 EMIS ID Last Name
  Washington
• First name Martha Middle JOY
  Suffix
• Address 1794 NE PLEASANT VIEW DRIVE LANCASTER
  OH 43130
• Birthdate 06/08/1870 Sex F Race W Handicap
  status Multilingual
• Length of Experience
• Report to EMIS N Total
  Accredit OH Public
• Eligible retire Authorized
  Military OH Private
• Semester hrs In Distric
  TradeSch NonOH Priv
• Education lvl Building
  Retireme NonOH Pub
• Degree major
  Purchased
• Other credent User Defined
  Fields
• Hire date 02/17/2004 Amount 1
  Amount 2
• Last eval. 00/00/0000 Code 1
  Code 2 Date / /
• Long Term Ill Text
  
• 
  
• 
  
• DEMSCN - Demographical data maintenance program
  

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USPS-JOBSCN

• SSN/ID Job Last Name
  First Name
• ID 007000001 Job 01 Name Washington Martha
• Position/Title TEACHER
  
• Check stub desc Pos. start
  02/17/2004
• Position code 206 Cont start
  00/00/0000 Pay plan B
• Position type R Cont stop
  00/00/0000 Pay group 80
• Type of appt. 1 Terminated
  00/00/0000 Calendar type
• EMIS appt type 1 Last raise
  00/00/0000 Calendar start 06/01/2003
• Contract type Retire code 450
  Calendar stop 00/00/0000
• Report to EMIS N Job status 0
  Job type
• Low/High grade /
• Separation reas 00/00/0000 Assign Area
  Code Benefit Eligibility
• Building IRN 046946 000000
  L 100 Sick N
• Building/Dept 005/000 000000
  Vacation N
• 000000
  Personal N
• 
  
• Position Code EMIS Manual App D
• Assignment Areas EMIS Manual App B

15
USPS-POSSCN

• SSN Job Last name
  First name
• ID 007000001 Job 01 Name Washington
  Martha
• Position TEACHER
• Salary Schedule Info Position
  Information
• ID Start
  02/17/2004 Status Code
• Column 0 Type FTE
  Low/High grade /
• Step 0 Paraprofessional
  
• FTE Qualified N
  
• Building IRN 046946 HQPD
  
• Appointment type Separation
  Reason Date00/00/0000
• Certificate applic. Position Funding
  
• Exper. curr. class Assign Area
  Code Percent
• Extended service 000000
  
• Report to EMIS N 000000
  
• Contract type 000000
  
• 
  
• 
  
• 
  
• POSSCN - Job/Position data maintenance program
  Screen 1 of 2

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USPS-DEMSCN

• DEMSCN allows you to find and modify employee
  demographic information.
• This screen is automatically created when a
  BIOSCN is added.
• Information contained in this screen is used for
  EMIS staff reporting purposes.

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Demographic Elements Values

• Racial/Ethnic
• W White
• B Black (non-Hispanic)
• H Hispanic
• A Asian/Pacific Islander
• I American Indian/Alaskan Native
• Gender
• M Male
• F Female
• Education Level
• 0 Non-Degree
• Associates
• Bachelors
• Masters
• Education Specialist
• Doctorate
• Other

• PS/ECE Degree Major
• Not applicable (default)
• 1 Child Development
• 2 Early Childhood Education
• Other Credential
• Not applicable (default)
• 1 Working toward a CDA (Child Development
  Associate)
• 2 CDA Completed
• 3 No CDA and NOT working toward a CDA
• 4 Working toward an Associate degree
• Position Code
• See EMIS Manual Appendix D

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USPS-DEMSCN

• DEMSCN
• OPTION Screen 1 of 1
• __________________________________________________
  __________________________
• Find _________ __________________
  ________________ _
• SSN/ID Last name First name Conceal
• ID XXXXXXXXX EMIS ID _________ Conceal _
  Last ____________________
• First name ___________ Middle ____________
  Suffix _____
• Address _____________________________________
  
• Birthdate XX/XX/XXXX Sex _ Race _ Handicap
  status _ Multilingual _
• Length of Experience
• Report to EMIS _ Total __ Accredit ____ OH
  Public ____
• Eligible retire _ Authorized __ Military
  ____ OH Private____
• Semester hrs ____ In District ____ TradeSch
  ____ NonOH Priv____
• Education lvl _ Building ____ Retireme ____
  NonOH Pub ____
• Degree major _ Purchased ____
• Other credent _ User Defined Fields
• Hire date 00/00/0000 Amount 1 __________
  Amount 2 ________

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Employment Elements Values

• Position Status
• R Returning from leave of absence
• N New to District
• C Active/continuing employee
• A Contracted personnel -Agency
• I Contracted personnel l-Individual
• P Leave of absence
• U No longer employed by district in this position
• O Retired and then rehired by the district within
  a three month period
• D Active/new position in district
• Position Fund Source
• A State Auxiliary Funds
• B State Funds Other
• F Federal Special Education Part-B (formerly
  VI-B)
• G Federal Title I Funds
• H State Head Start Program Funds

• Position Fund Source (cont)
• I State DPIA Funds
• L Local/State Foundation Funds
• N TANF/OWF (Temporary Assistance to Needy
  Families/Ohio Works First)
• O Other Federal Funds
• P Federal Preschool Special Education Part-B
  IDEA Federal Grant
• R SIRI
• S State Funds-Public Preschool Program
• T Private/Tuition
• U State Unit Funding-Use Z for state- funded
  Special Education Preschool units
• W State OhioReads Grant
• Z State Preschool Special Ed. Unit Funding
• X Federal Reading First Grant
• J Federal Head Start Program Funds

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Employment Elements Values

• Assignment Areas
• See EMIS Manual Appendix B
• Position Separation Reason
• This element must be used in conjunction with
  the separation date!!!!
• Not applicable
• 1 Retirement
• 3 Employer initiated
• 5 Resigned-Took another education job in Ohio
• 6 Resigned-Took another education job out of
  state
• 7 Resigned-Other
• Certificate Application
• Not applicable
• 1 Applied for, but has not received
  certificate/license
• 2 Intent to become licensed under HB196 (use
  only for librarty/Media Specialist at this time)

• Position Type
• R Regular
• T Temporary
• S Supplemental (eg. Coaches)
• Type of Appointment
• Certificated
• Classified
• Internship
• Six hour lay teacher
• Veteran per ORC 3319.283
• Contracted Pay Type
• H Hourly Rate
• A Annual Salary

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Employment Elements Values

• High Quality Professional Development (HQPD)
  Reported in June)
• NA (cannot be used with position codes 205,
  206, 207, 211 unless individual has position
  status of P or U or employee start date is after
  11/12/2004
• Y Yes
• N No
• Qualified Paraprofessional
• NA
• N Does not meet the definition of a HQPD
• 1 Associate degree
• (Use this option for associate, bachelor,
  masters, Education Specialist or Doctorate
  degrees)
• 2 Two years of more of study at an accredited
  institution of higher education (48 semester or
  72 quarter hours)
• 3 Achieved passing score of the local
  assessment test which was developed by the
  employees district
• 4 Achieved a passing score on the Statewide
  Parapro assessment

• Local Contract Code
• Self defined number to use if employee has more
  than position code or if employee has same
  position code and is assigned to multiple
  buildings
• Grade Levels Assigned (low to high)
• Not Applicable
• PS-12
• Field only required for
• Principals
• Assistant Principals
• Individuals with 212 position code-Supplemental
  service teaching assignment
• Paraprofessionals hired under DPIA funding

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Validating Staff Data
Choose USPS_ANN
23
Validating Staff Data
Choose USPEMS
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PERDET
25
PERDET
PERDET - Personnel Data Detail Listing Enter
sort option (SN,N,I,P,A,C,E,?)
______________
N Enter Fiscal Year
____ Enter Reporting
Period (K,N) _
N
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PERDET
27
PERDET.TXT

• Selection in progress, please wait!
• Processing report . . .
• Output file is PERDET.TXT
• Press any key to continue

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(No Transcript)
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Fixing PERDET errors

• How to find an error?
• Should the employee really be reported?
• What is missing from the employees records?
• What is incorrect on the employees records?
• Where to fix the error!
• USPS
• EMIS
• BOTH

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USPEMX
Select USPEMX when you are ready to create the
file to be sent to ODE This creates the file that
will be copied to EMIS
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Copying data from USPS to EMIS

• Once the USPEMX.SEQ file is ready to be reported
  to EMIS, send an email to emis_help_at_mecdc.org and
  your district EMIS coordinator.
• MEC will copy the file from USPS to EMIS, load
  the data into your districts EMIS database, then
  the district EMIS coordinator will continue with
  the validation instructions below.
•  
• The remainder of the transfer is usually done by
  the EMIS coordinator
•  
• From the EMIS Main Menu choose
• EMIS_ELV   EMIS Data Extraction, Loading, and
  Validation Programs
• EMSRDET    Validate and Dump Reformatted Records
•       
• This program allows you to dump reformatted
  records to detail files.  It differs from EMSR2D
  in that records are validated before being
  dumped, and only valid reformatted records are
  dumped to the detail files.
•  
• Fiscal year to use on detail records 2005
• Reporting period to select
  N                              
• Enter alternate sort codes to extract
•     
•  _________________________________________________
  _
• Continue, Re-enter, or Exit (C,R,E,?) C
•  
• This program creates your 2nd level error report
  called

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EMSRD05N

• All changes should be made in both USPS and
  EMIS. 
• You can either make the changes by hand in both
  databases
• Change in USPS, do the above process again and
  resubmit to EMIS. 
• It depends upon how many corrections need to be
  made as to which avenue to take.

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Supplementals/Extended Service

• Reported in June Only
• Position code should be 8xx
• What is a supplemental?
• How is a supplemental different from extended
  service?
• Who reports extended service?
• ESCs only

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CLRATD

• Use at the end of fiscal year after the June EMIS
  staff data has been reported
• Clears this field (Attn) for the next reporting
  year.
• Field is found on USPSCN/BIOSCN

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Long Term Illness

• Indicate the number of school days missed because
  of a long term illness
• number of days missed must be greater than three
  weeks for one continuous absence.
• If more than 1 incident, then add total number of
  days for each incident together for total

36
EMIS Screens
37
EMIS vs. USPS

• What element goes with what element?
• USPS EMIS Staff Reporting
• Chapter 1
• Pages 21-2 through 21-4

38
EMIS-EMSFDMStaff Demographics-CI

• Find
• SSN Name
• 123456789 BADGLEY, ELISABETH K.
  
• Staff Demographics
  Data
• Birthdate 09/19/1956
  Sex F
• Race/Ethnic Code W
  Education Level 0
• Days Attended
  Semester Hours
• Days Absent
  PS/ECE Major
• Days Absent/Long Term
  Other Credential
• Experience
• Total Years 2
• Authorized Years 2
• 
  
• 
  

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EMIS-EMSFEMStaff Employment CK

• Find
• 023504693
• SSN Pos Contr Name
• 023504693 415 01 BADGLEY, ELISABETH K.
• Employment Date 09/02/1999
• School IRN 136911 Indian Trail
  Elementary School
• Appointment Type 2 Assignment
  Funding
• Certificate Appl. Area
  Source Code Percent
• Position Type R 999280
  L 100
• Position Status C 000000
  
• Pay Type A 000000
  
• Pay Amount 15245.00 Extended
  Service
• Scheduled Work Days 186 Separation
  Reason Sep. Date 00/00/0000
• Length of Work Day 6.50 Low/High
  Grade Level /
• Position FTE 1.000 Qualified
  Paraprofessional 1
• High Quality
  Professional Development
• 
  
• 
  

40
EMIS-EMSHQPHQPD Quick Entry Screen

• HQPD QUICK ENTRY/UPDATE SCREEN
• Find Filter by
  IRN
• SSN Name
• School
  Pos Loc Pos
• SSN Teacher Name IRN
  Code Contr Status HQPD
• 012348765 DENNEWITZ, JENNIFER L. 145466
  205 01 C Y
• 
  
• 
  
• 
  
• EMSHQP - Maintain Teacher HQPD Data
  
• F6 Top F11 Find
  
• F7 Help F14 Modify
  
• F8 Exit F17 Lockmode
  
• F10 Next
• Other Options
• Mass Add
• Change in EMSFEM

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EMIS-EMSFCLClass Master

• Find
• Class Code SSN Name
• 0040-020-31 987654321 HEMMELGARN,
  CHAD M.
• Course Code 050014 -
  Intervention English
• Length/Scheduled Inst. 38
  Teacher Cert. Intentions
• Course Level High
  School Credit Amount 0.25
• Semester Code 5 High
  School Credit Area ENG
• Course Type R00
  Language Used E
• 
  Special Dxx Population
• 
  Highly Qualified Definition 3
• Location IRN 004770 Canal
  Winchester High School
• County Board Provider IRN
• Voc. Program Builder Code
• 
  
• 
  
• EMSFCL - Class Master File Maintenance Program
  

42
EMIS-EMSHQTMaintain Highly Qualified Teachers

• HQT QUICK ENTRY/UPDATE SCREEN
• Find Filter by IRN
• SSN/NAME 123412345 - DENNEWITZ, JENNIFER L.
• 
  Course Previous
• Local Classroom Code Course Code Course
  Description Type IRN Year HQT HQT
• 0044-314-03 110003 Mathematics K-3
  D01 145466 X 1
• 0044-414-02 110150 Mathematics 4-6
  D01 145466 4 1
• 
  
• 
  
• 
  
• 
  
• EMSHQT -- Maintain Highly Qualified Teacher
  data
• F6 Top F11 Find
  
• F7 Help F14 Modify
  
• F8 Exit F17 Lockmode
  
• F10 Next
• Reported in October

43
Reports

• 3 Levels
• USPS
• EMPLM (Employee/Personnel List Maker for Payroll
  Users)
• EMIS
• EMSRD05N.TXT
• STATE

44
State EMIS Staff ReportsOctober

• DDAS_IRN_COORD_20050320.TXT_2005K_STF_KDG_FTE
• DDAS_IRN_COORD_20050319.TXT_2005K_STU_DISABILITY
• DDAS_IRN_COORD_20050319.TXT_2005K_STU_ENROLLMENT
  
• DDAS_IRN_COORD_20050319.CSV_2005K_SID_SSID
• DDAS_IRN_COORD_20050319.TXT_2005K_STF_CM_VAL
• DDAS_IRN_COORD_20050319.TXT_2005K_STF_ECE_STAFF_UN
  ITS
• DDAS_IRN_COORD_20050319.TXT_2005K_STF_GIFTED_SUMMA
  RY
• DDAS_IRN_COORD_20050319.TXT_2005K_STF_SPEC_ED_STAF
  F
• DDAS_IRN_COORD_20050319.TXT_2005K_STF_ESP_STAFF

45
State EMIS ReportsOctober

• DDAS_IRN_COORD_20050319.CSV_2005K_STF_DEMO_JOB_CER
  T
• DDAS_IRN_COORD_20050319.TXT_2005K_STF_DEMO_JOB_CLA
  SS
• DDAS_IRN_COORD_20050319.CSV_2005K_STF_DEMO_JOB_CLA
  SS
• DDAS_IRN_COORD_20050319.TXT_2005K_STF_TEACH_RECORD
  S
• DDAS_IRN_COORD_20050319.TXT_2005K_STF_NO_EMPL_REC
• DDAS_IRN_COORD_20050319.CSV_2005K_STF_COURSE_HQT_A
  LL
• DDAS_IRN_COORD_20050319.TXT_2005K_STF_COURSE_HQT_Y
  ES
• DDAS_IRN_COORD_20050319.TXT_2005K_STF_COURSE_HQT_N
  O
• DDAS_IRN_COORD_20050319.CSV_2005K_STF_QUAL_PARA_PR
  OF
• DDAS_IRN_COORD_20050319.TXT_2005K_STF_QUAL_PARA_PR
  OF

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State Staff EMIS ReportsJune

• 2005N_STF_HQPD.TXT
• 2005N_STF_QUAL_PARA_PROF.TXT

• 2005N_STF_DEMO_JOB_CERT.CSV
• 2005N_STF_DEMO_JOB_CERT.TXT
• 2005N_STF_DEMO_JOB_CLASS.TT
• 2005N_STF_DEMO_JOB_CLASS.CSV

47
The Building iLRChttp//ilrc.ode.state.oh.us/Scho
ols/default.asp

• http//www.ode.state.oh.us/reportcard/

48
The District iLRChttp//www.ode.state.oh.us/repor
tcardfiles/2003-2004/DIST/044933.pdf

• http//www.ode.state.oh.us/reportcardfiles/2003-20
  04/DIST/044933.pdf

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Reference

• EMIS Manual
• http//www.ode.state.oh.us/emis/documentation/manu
  al/2005/Word/2005_manual_chp_3.doc
• USPS Users Manual
• http//pdf.ssdt.oecn.k12.oh.us/ssdtpdf/USPS_USER_G
  UIDE.PDF
• USPS Reference Manual
• http//pdf.ssdt.oecn.k12.oh.us/ssdtpdf/USPS_REFERE
  NCE_MANUAL.PDF
• LRC
• http//ilrc.ode.state.oh.us/districts/District_Que
  stions.asp or
• http//www.ode.state.oh.us/reportcard/
• MEC Help Address
• emis_help_at_mecdc.org