1. STAFF PAYROLL/EMIS CONNECTION
Presented by:
Chris Antonelli
Diane McAfee

2. Turn Off Cell Phones

3. Education Management Information System EMIS
Overview:
Tool for gathering data
Basis for distribution of funds to districts
Several components: Student & Staff
Tool for comparing effectiveness of district
to other districts
Tool for informing public about each district
(District and building report cards)

4. Education Management Information System EMIS
Team Effort
Entire district is responsible for the accuracy in EMIS reporting, inclusive of payroll personnel.
EMIS reporting is no longer able to be a one-man (woman) operation.
EMIS Coordinator is vital member of the EMIS team, not the whole team.
If you remember the GLOBAL view, you then understand what an important role payroll plays in EMIS reporting.

5. Education Management Information System EMIS
Global View is very important to remember:
Public is looking at your district
Districts are being compared
Funding (money) is at stake
Needs to be most ACCURATE representation possible
of your district

6. EMIS
Reporting Responsibility The following entities are Responsible for reporting Data to EMIS.
City, local, and exempted village school districts
Community schools
Department of Youth Services
Educational Service Center
Joint Vocational School Districts
Ohio School for the Deaf and Ohio Schools for the Blind.

7. Role of EMIS Coordinator
The Role of an EMIS Coordinator
Every district must designate an EMIS Coordinator
This person is to “coordinate” the gathering and reporting of data, and distributing reports for their district.
The role differs by district and in most cases is an add on to a full time position
The EMIS coordinator is the liaison between their district and the ITC.

8. Role of EMIS Coordinator
The Role of an EMIS coordinator (continued)
Every district is different and the EMIS Coordinator has to know their district, their policies, and who’s who
Each EMIS coordinator should be designated in the Ohio Education Directory System (OEDS).

9. Role of EMIS Coordinator
The EMIS coordinator is the 1st level of support for EMIS data for your district. The EMIS coordinator should be the 1st to be consulted with any EMIS questions from their respective district personnel.
As the title makes clear, the EMIS coordinator is a coordinator, not a decision-maker. Policy decisions are left to the school board and the administrators of your district, not to the EMIS coordinator.

10. Role of EMIS Coordinator
Essential Skills
To be an effective coordinator you need to be able to:
Communicate EMIS Changes and data best practices with all levels of staff within
Have the ability to comprehend and apply data reporting rules for federal, local and state reporting.
Be able to troubleshoot data error solutions
Have the ability to work collaboratively with other staff members in the district (building personnel, payroll, treasurer and superintendent) as well as other EMIS and non-EMIS reporting agencies in Ohio to ensure accurate EMIS data reporting for all involved.

11. Role of Payroll Person Responsibilities
Payroll person can no longer ignore EMIS fields/Elements to be reported
Paychecks can be created without all the EMIS information in, but eventually all Staff EMIS information must be reported FROM the payroll file.
Lack of EMIS knowledge/input in the payroll personnel is no longer a good option for the district – the payroll job is changing.

12. Role of Administrators
Responsibilities
Make all personnel involved in EMIS reporting aware of any changes that affect the school district – this could be staff, building changes, etc.
Hiring/firing/maternity leaves/leave of absences need to be communicated to all those involved
Student placements should be communicated.
Any items on Board agenda need to be communicated.

13. Key Participants Key Participants
The following are key participants in the collection, transmission, and use of EMIS data. The participants on the list are dependent on the structure of your district.
EMIS coordinators
Building secretaries
Principals
Superintendent
Treasurer
Payroll/ Personnel

14. Items to Consider Communication of ALL district personnel is KEY
DO NOT make assumptions on personnel
Replacement of personnel has same info as
previous employee
Ask questions and seek clarification
The importance of the staff information – need a plan/procedure in place
Incorporate any viable tools available
Keep your superiors informed of missing data
Keep a copy of the most updated EMIS manual
Chapter 3 in your possession

15. Screen Shot of EMIS Manual Options on ODE:

16. Recent Changes in Staff EMIS
Data for EMIS reporting is now pulled
DIRECTLY from USPS (state software)
Non-state software users have had to update
the file they submit to the state (flat file editor)
ODE now closely looking at dates of activity…hire date, resignation date, change of position date-- Rolling period; no longer a snapshot in time
How districts are being funded has changed and increased the information that now needs to be collected and reported

17. Employee Information Sheet

18. Found in ODE EMIS Manual 3-1 Staff Records Overview
Which Staff Do I Report?
Individuals employed by the reporting entity
**If this individual leaves after last reporting period and has attendance this year – must report as a C with a separation date.
Individuals or companies contracted by the school district for duties normally performed by school district personnel (e.g., bus drivers, food service staff, and special education therapists).
Individuals who were employed during the current school year but who left prior to June 30th.
Individuals who are on leaves of absence.
Substitutes who become the “teacher of record.”
Individuals employed during the previous reporting period (June 14N)
Found in ODE EMIS Manual 3-1 Staff Records Overview

19. Found in ODE EMIS Manual 3-1 Staff Records Overview
Who is Not Reported?
Daily (as needed) substitutes
Student employees
Board of education members
Adult education teachers
Game officials, ticket takers
Employees on an “as needed” basis- no regular schedule
Individuals who were reported as no longer employed as of June 30, XXXX
Volunteers serving in the district
Found in ODE EMIS Manual 3-1 Staff Records Overview

20. Use a checklist whenever possible
EMIS Staff Checklist
Use a checklist whenever possible
_____ Review Chapter 3 of the most recent EMIS Guide to look for any changes to reporting.
_____ Enter separation reason and date for any staff you know will be leaving employment, continue to enter these dates as you are made aware of them
_____ Review Board agendas for Staff Changes:
New employees that hold a certificate/license from ODE need to have their credential ID field completed. This includes all certified staff as well as any classified staff who may hold a license from ODE.
Employees that resigned after the last reporting period and have attendance this year need to continue to be reported as a position status of C. However you must enter a separation reason and separation date.
Employees retiring or leaving the district AFTER June 30th and having NO Attendance days in this academic year should continue to be reported to EMIS and marked as a U in Position Info Status (POSSCN)
_____ For employees who have a ZID in a previous EMIS period and now have an ODE credential ID – an override is needed.
Enter the new ODE issued credential ID in either the BIOSCN or DEMSCN. They update each other.
Notify EMIS coordinator of the change. They will need to make the change on the Student Information side.
Open a ticket to fstaff to request an override. Please list the employee name, old ZID, and the new ODE issued credential ID.
_____ Review all other staff changes, position changes, etc.
_____ If an employee has had a job change and the position code has changed – remember to give the employee a new job record.

21. New position
If an employee changes jobs in the district and begins another job with a different position code you must enter a separation reason/date on the first position and create a new JOBSCN/POSSCN for the new position.
Example: A teacher (position code 230, job number 1) has taken a principal position (position code 108)
Both Jobs will be reported (dates important)

22. New position – cont. Renumber job 1 (teacher) on JOBSCN to job 2
Enter a separation reason/date
Status will be C unless separation occurred in the summer
Add the principal job as job 1
Both jobs will be reported for EMIS – dates are important

23. New position – cont.
You do not need to create a new JOBSCN if the employee is moving to another building or will be teaching a different grade level.
If an employee moves to another building, the building IRN field on JOBSCN will need updated to reflect the new building.

24. Confusing situations
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 is
in a multiple building
Report each position/building on a separate job record
Split salary, days, hours, FTE between job records
In USPS, use the EMIS contract info fields to report data
Teaching Positions
Regular Teacher
Position Code 230
Assignment area , (LEP – Limited English
Proficient
Course Master or Contractor Staff Employment Record.

25. Confusing situations (cont.)
Special Education Teacher of Record
Position Code 230
Assignment Area (Preschool) or
Course Master with Student Population D or S or Contractor
Staff Employment Record
Extended Service
Days only reported by ESC
All others
Combine with regular position
Salary
Days
Can pay on separate jobs; report on one job
Summer Separation Employment Record
USPS Treatment
No attendance days in current year on any job
Separation Date/Reason
Position Status “U”
Data collector pulls information correctly

26. Authorized Years vs Total Years Experience
Authorized = total years of authorized teaching experience as a regular or substitute in an elementary or secondary instruction for at least 120 days in a regular school year (ending June 30). Does not include teaching at a college, university, or related institution.
Total = total number of years of ALL certificated educational service (authorized & non-authorized). Maximum is 40 years. Must be greater than or equal to the authorized years of experience.

27. Rerun until all errors are corrected.
Run USPEMS>PERDET
1st Time
Run report for Employee Reportable to EMIS=Y
Exclude Supplemental = N
Check & Correct errors
2nd Time
Run report for Employee Reportable to EMIS = N
Exclude Supplemental = N
Check & Correct errors
Check these lists for anyone who should not be on the list.
Rerun until all errors are corrected.

28. Contract Only Staff Record (CC)
This record is used to report contracted staff from a non-EMIS reporting entity. These records are reported by the employing entity.
Examples include:
-Transportation (Laidlaw, First Student, Community Busing, etc.)
-Food Services (Nutrition)
-Custodial Services

29. Contractor Staff Employment
CJ Record
Contractor Staff Employment
A Contractor Staff Employment Record (CJ) is required to be reported by each contractor (district paying employee) for each staff member providing services or teaching a course.
Districts which house an ESC Unit and use their staff to teach ESC students should report a CJ record for that staff member.
Sending district would code course to reflect relationship.
The CJ record would be added in USPSWEB

30. Contracted Staff Instructional Non-Instructional ESC
Student Sent to Non-EMIS Reporting Entity
Therapists
Occupational Therapists
Physical Therapists
Speech Therapists
Non-Instructional
Bus Drivers
Food Service
Custodial

31. 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
Credential ID is the link between the district’s course master and the ESC’s staff records.

32. Contracted Staff - Instructional
Non-EMIS Reporting Entity
Staff Demographic
Staff Employment
Position Status A or I (Contracted Agency or Individual)
Course Master
Therapists

33. 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

34. Contract Only Record Table 4. Position Codes and Contract Reporting
Position Code Series
May be reported with this record
May not be reported with this record; report at individual level using other staff records
100s
None
200s
300s
301, 307, 319, 329, and 340
304, 318, 320, 323, , , and 399
400s
, and 499
415
500s
, 599
509, 510
600s
700s
800s
900s

35. USPS web

36. Employee Query

37. Employee Details

38. EMIS Entry Screen

39. Steps to add Contract Only Staff Record (CC)
Click on EMIS>Contracts (CC).
Click on ADD.
Add details & click “Accept”.

40. Steps to add CJ Record in USPSweb
1. Input name into the employee query fields.
2. Hit Search.
3. Click on the blue link for the name to open Employee Details Screen.
4. Click on EMIS>EMIS Entry Screen
5. Click on Contractor (CJ) – Add New CJ Record
6. Add details & Accept.

41. Staff Demographic
**In Modify Mode, Read Only fields will display, but cannot be changed.

42. When finished, use either Logout feature.

43. Extended service days – ESC’s ONLY
Extended service days are only required for ESC’s
Verify the correct amount of extended service days are reported in the Extended Service field on screen 2 of the JOBSCN
ODE does not count or take into consideration Extended Service field days unless you are an ESC

44. Qualified Paraprofessional
Yes or No required when
Position code ‘415’
With an assignment area of ‘999140’, and/or
Fund source of ‘G’
Position code ‘415’ in any Title I Schoolwide Building
Position code ‘415’ without Y/N and no assignment area ‘999140’ will generate Level 1 warning to verify data is accurate

45. Attendance/Absence Days
Calamity Day
USPS – counts as a workday (day earned)
EMIS – does not count as an attendance or absence day
Makeup Day (including Blizzard Bags)
USPS – does not count as workday (no earnings)
EMIS – Counts as an Attendance day

46. Determination of EMIS Attendance/Absence

47. Timing is everything….
Make sure that CHKUPD is not being processed in payroll when a Data Collection is run
USPEMX vs SIF collection? SIF pulls from live payroll files. USPEMX is a file that is created and static. Each time a collection is run it will pull the most current USPS data IF you check the SIF box on the Data Collector.

48. Run USPEMS>USPEMX
If your district is reporting a CJ or CC record, USPEMX must be run to create the file that pulls the information together for SIF (EMISr) Data Collector.
That file will need to be transferred into SIF (EMISr) as a flat file for proper reporting.

49. Run USPEMS>USPEMX USPEMX will also auto-generate
new employees ZID’s

50. Staff and Course Collection Preview/Review of files in the Data Collector
Career-Technical_Education_Correlated_Class_Record_(CV).csv
Contract_Only_Staff_Record_(CC).csv
Contractor_Staff_Employment_Record_(CJ).csv
Course_Master_Record_(CN).csv
Excluded_Records.csv
Generic_Record_Type_Package.csv
Mapped_Classroom_Code_Record_(CM).csv
Staff_Course_Record_(CU).csv
Staff_Demographic_Record_(CI).csv
Staff_Employment_Record_(CK).csv
Staff_Missing_Override_Record_(CP).csv
Staff_Missing_Report.csv
Staff_Summer_Employment_Separation_Record_(CL).csv
Student_Course_Record_(GN).csv

51. What is Staff Data? Staff Demographics Staff Employment
One record for each job
Contractor Staff Employment Record
One for each job per entity assigned
Course Master – pulled from Student Information
Staff Course Record

52. Staff Records to Report
All staff employed by the district
One job for each position
Includes if teach in multiple buildings
All staff contracted by outside agency to serve students
Includes staff from non-EMIS reporting entities where students are placed
All Supplemental Contracts
Contractor Staff Employment Records
Staff assigned to/works with another EMIS-reporting entity
Other entity does not report staff demographics/employment records
Contract Only Records
Contract staff is classified positions
Not involved with student instruction

53. Staff Software Tips Key is Staff ID
State Staff ID from certificate
Assigned ZID
Blank ID is assigned when
USPEMS/USPEMX option
SIF collection run from Data Collector
Staff Reporting is based on Fiscal Year
If reported during the first collection, must be reported during the second collection
If employee is leaving after the end of the school year and that is known before close of the fiscal year reporting
Report with separation date and reason during the Final Staff/Course Collection for the fiscal year
Leave position status ‘C’
No need to report that staff member the following fiscal year

54. Assignment Areas
An assignment area must always be reported with the following position code.
230 Teacher (999050, , , , , , , , , or only)
An assignment area is required for the following position codes only in certain situations.
108 Principal, assignment area required when individual is also teaching a class (the principal must have proper certification to teach the class)
109 Superintendent, assignment area required when individual is also teaching a class (the superintendent must have proper certification to teach the class)
110 Supervisor/Manager, assignment area required for gifted and talented, maintenance/construction/grounds, for transportation services, and food services
113 Coordinator, area assignment required for gifted and talented, career-technical education-apprenticeship program, vocational special education coordinator services, and career assessment specialist services.
115 Director, assignment area required for gifted and talented
318 Psychologist, assignment area required for preschool special education
325 Physical Therapist, assignment area required for preschool special education
326 Speech and Language Therapist, assignment area required for preschool special education
327 Occupational Therapist, assignment area required for preschool special education
328 Mobility Therapist, assignment area required for preschool special education
333 Adapted Physical Education Therapist, assignment area required for preschool special education
415 Instructional Paraprofessional, assignment area required for Title I programs

55. Student Software Tips Staff linked through Key is State Staff ID
Staff Course Record
Program Code
Itinerant PS
Gifted 206xxx
Career Assessment
Key is State Staff ID
Must be ID from certificate/license
Contracted courses from another EMIS-reporting entity – pulled from Student Information
Must have Provider IRN

56. Error Correction Level 1 Errors
Missing Value for Highly Qualified Teacher
Each subject code must have HQT definition assigned
If subject not HQT applicable, value must be ‘I’
Warnings
Staff member over 70 years old
Semester Hours low for position code and education level
If in Title I Schoolwide Building, Paraprofessional Code is Invalid
Correct, if necessary

57. Level 1 Errors (cont.) ‘Teacher must have at least one course master’
Coded as
Position code 230/assignment area
Not attached to any courses
No Contractor Staff Employment Record
Check
Could be Special Ed position code 212
May be summer separation and needs separation date/reason
Is State Staff ID same between staff and student software?

58. Missing Staff Fatal Error on Level 1 Validation Missing Data
Reported previous period with no separation date/reason and position status C
Not reported this reporting period
Make sure staff record is being reported
If State Staff ID changed
Post helpdesk for ITC to post override request
Include ‘old’ ID and ‘new’ ID

59. Missing Staff (cont.) Reported last reporting period, not now
If separation date prior to last day of last school year
need staff override file submitted to data collector
If after last day of school
enter in separation date and reason
leave job and employee Y report to EMIS
Change position status to ‘U’

60. Excluded Records
No Corresponding LCC in the Staff Course Record (Local Class Code)
Who is employing staff member?
If ESC, does course have Provider IRN?
If district
Does State Staff ID match staff and student files?
Is staff reported to EMIS?
If non-EMIS reporting entity
Is district reporting the staff demographics and employment records with position status ‘A’ or ‘I’?

61. Level 2 Reports Reports, not considered ‘errors’ HQT Report
Errors are indicated
Need to verify
If staff member is not certified, Highly Qualified definition will be changed to ‘N’ regardless what was submitted
Message will appear on report if HQT value was reported and that subject code/curriculum/delivery method/educational option/student population combination is not subject to HQT

62. Level 2 (cont.) CTE 5 Reports CTEA-000 – CTE FTE Detail
Shows student’s potential CTE FTE and actual CTE FTE
If potential does not equal actual, an error code will be assigned to indicate the type of error
Refer to error detail column as it displays what error report to check to find which error result code was triggered
Example *2* error code refers to the CTEA-002 report for error code triggered for the student
CTEA-001 – CTE Student Errors
CTEA-002 – CTE Course Errors
CTEA-004 – CTE FTE Summary by Course
CTEA-005 – CTE FTE Summary by Category

63. Other Reports Invalid Certification Generic Error
Is staff member certified in that subject code?
Does staff member have correct position code?
Is student population correct?
Look up staff certification
Teacher Information page of ODE’s Website
Educator Profile
Look up valid subjects
EMIS Page Certification/Licensure Search

64. ODE>DATA>EMIS>Certification & Licensure Search

65. Educator Profile
Search for the staff member using either their State Staff ID or name
Click on Credentials
Pay attention to Credential (License Type), Status, and Teaching Fields

66. Educator Credentials

67. Certificate Licensure Search
Subject Search
Enter subject on left side, lists valid certification/licensure

68. Educator Search ODE’s Main Page Certificate # must match between USPS & EMIS

69. Certificate Licensure Search
Certificate Search
Enter Cert/Lic Type and teaching fields on right side of screen, lists valid subjects

70. Questions Please email us if you have further questions or concerns:
– Fiscal Services
– EMIS/Student Services