Staff EMIS Overview for BeginnersOAEP ConferenceMay 7-8, 2012
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Agenda
•What staff data is reported•When staff data is reported•Where data is maintained•How staff data relates to student data•Contracted Staff
▫Instructional▫Non-instructional
•Reports
What Staff Data is Reported
•Staff Demographics•Staff Employment•Staff Summer Employment Separation •Course Master•Contractor Staff Employment Record•Contract-only Record
▫Non-instructional positions only
What Staff Data – Staff Demographics
•One demographic record per employee•All employees employed during reporting
period•All employees reported active during
previous reporting period
What Staff Data – Staff Demographics - Elements• Employee ID - Ties all records together• Name• State Staff ID• Birth Date• Gender• Race/Ethnicity• Education Level• Semester Hours• Authorized Teaching Experience Years• Total Experience Years• Early Childhood Education Qualification• Attendance/Absence/Long-term Illness
What Staff Data – Staff Employment
•One job per unique position per employee•All active jobs for each employee•All jobs reported active in previous
reporting period but no longer active•Supplemental Contracts
What Staff Data – Staff Employment - Elements• Employee ID• Local Contract Code – Job Number• Position Code• Assignment Area• Position Type• Building IRN• Grade Levels Assigned High/Low• Pay Type• Pay Amount/Rate• Length of Work Day• Scheduled Work Days
What Staff Data – Staff Employment – Elements (cont.)• Position FTE• Position Fund Source/Percent• Position Start Date• Position Status• Special Education FTE• Appointment Type• Qualified Paraprofessional• High Quality Professional Development• Certificate/License Application• Extended Service – ESC Only• Position Separation Date/Reason
What Staff Data – Confusing Positions
•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
What Staff Data – Confusing Positions (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
What Staff Data – Confusing Positions (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
What Staff Data – Confusing Positions (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
What Staff Data – Confusing Positions (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
What Staff Data – Confusing Data•Special Ed FTE
▫Report percent of time position is related to special education
▫Includes all Position code 212 Position code 230, assignment area 999412,
999414 Any other position that works specifically
with special education students
What Staff Data – Summer Employment Separation•State Staff ID•Local Contract Code (Job Number)•Position Code•Position Separation Date/Reason
What Staff Data – Course Master• Employee ID• Local Classroom Code• Location IRN• State Subject Code• Length of Scheduled Instruction• Semester Code• Course Level• Curriculum Element• Delivery Method• Educational Option• Student Population
What Staff Data – Course Master (cont.)•Course Start/End Dates•Subject Area for Credit•High School Credit•CTE College Credit•Language Used in Teacher Course•Highly Qualified Teacher Definition•Highly Qualified Teacher IRN•Program Provider IRN
What Staff Data – Contactor Staff Employment Record•Employee ID•Local Contract Code – Job Number•Position Code•Position FTE•Contracting District IRN
What Staff Data – Contract Only Staff Record• Federal Tax ID• Name• Local Contract Code• Position Code• Contract Start/End Dates• Hours per Week• Dollar Amount of Contract for Current Year• Position Fund Source• Based on Number of People• Based on Services Performed• Based on Work Hours
When Staff Data is Reported• October
▫ Records Reported Staff Demographic Staff Employment Staff Summer Employment Separation Course Master Contractor Staff Employment Record Contract-Only Record
▫ Who is Reported Individuals Employed During October Count Week Contracted Employees Individuals Employed During Current Year but Left Before October
Count Week Individuals on Leave of Absence Subs who are Teacher of Record Individuals Reported Active in Prior Period who are No Longer
Employed
When Staff Data is Reported (cont.)
• Yearend▫ Records Reported
Staff Demographic Staff Employment Course Master Contractor Staff Employment Record Contract-Only Record
▫ Who is Reported Individuals Employed as of End of the School Year Individuals Hired After October but Left Before Yearend Contracted Employees Individuals Reported Active in October but Left Before
Yearend Supplemental Contracts
Where Data is Maintained
•Payroll▫Staff Demographics▫Staff Employment▫Contractor Staff Employment Record▫Contract-Only Record
•Student Software▫Course Master
How Staff Data Relates to Student Data•Payroll
▫State Staff ID (Credential ID)•Student Software
▫Staff Record State Staff ID (Credential ID)
•Contractor Staff Employment Record▫State Staff ID (Credential ID)
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
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
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)
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
Reports• Level 1 Validations
• Previously EMSAGG5 and EMSRDET Errors• Level 2 Validations
• Contracted Staff Errors• Missing Staff
▫Compares Current Reporting with Previous Reporting Period
• Total Staff▫FTE by Position Code▫Average Salary▫All Positions and Regular Position Type
Reports (cont.)
•Staff Demographics▫Certificated▫Classified
•Unit Reports▫Gifted Staff▫Early Childhood Unit Report▫CTE Unit Report
Reports (cont.)
•Invalid Certification▫One file with all courses listed▫Invalid courses have message
•HQT•Qualified Para-Professional•Secure Data Center
▫Reports for Analysis > Teacher & Staff▫Based on October data for most reports
Questions?