Staff EMIS Overview for Beginners

1. Staff EMIS Overview for Beginners OAEP Conference May 7-8, 2012

2. Turn Off Cell Phones

3. 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

4. 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

5. What Staff Data – Staff Demographics • One demographic record per employee • All employees employed during reporting period • All employees reported active during previous reporting period

6. 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

7. 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position per employee • All active jobs for each employee • All jobs reported active in previous reporting period but no longer active • Supplemental Contracts

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. What Staff Data – Summer Employment Separation • State Staff ID • Local Contract Code (Job Number) • Position Code • Position Separation Date/Reason

17. 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

18. 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

19. What Staff Data – Contactor Staff Employment Record • Employee ID • Local Contract Code – Job Number • Position Code • Position FTE • Contracting District IRN

20. 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

21. 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

22. 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

23. Where Data is Maintained • Payroll • Staff Demographics • Staff Employment • Contractor Staff Employment Record • Contract-Only Record • Student Software • Course Master

24. 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)

25. 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

26. 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

27. 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)

28. 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

29. 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

30. Reports (cont.) • Staff Demographics • Certificated • Classified • Unit Reports • Gifted Staff • Early Childhood Unit Report • CTE Unit Report

31. 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

32. Questions?