MEPID Assignment Mandatory fields First name Middle name/initial/NMN Last name Date of birth Gender License number –Should be entered if one exists –Enter “00” if individual does not have a DOE license, “01” if not known Local employee number –Enter “0” if district does not use local employee numbers
EPIMS,MEPID_ASSIGN,03530000 Frank,NMN,Jones,02/02/1962,m,324581245,HS887 Mary,D,Allen,12/02/1954,f,567891233,HS315 June,D,Smith,11/05/1949,f,00,0 Data format FirstName,MiddleName/Initial,LastName,DOB,Gender,LicenseNumber, LocalEmployeeNumber MEPID Assignment File Header Line 3 Records of Data File TypeDistrict Code
Click “Browse” to find the file on your computer
Error in File Structure NOTE: The district code should always be the eight digit code from the district through which you have permission to access EPIMS. The first four digits of the code are specific to your district. The next four digits are all zero. Error
Returned Files Files are checked for errors User is notified via email when complete User logs in to EPIMS for results –Goes to Assign a Group of MEPIDs or –Goes to Reports and ID Maintenance Report –The file will be in the Transmitted File History box at either location
View the Results File History available in 2 places 1.Assign MEPIDs to a Group of Individuals 2.Reports > ID Maintenance
Assignment Results: MEPIDs Assigned List of MEPIDs Assigned File Name
Assignment Results: MEPIDs Assigned Option to download assigned MEPIDs is at the bottom of the “MEPIDs Assigned” box These records are ready to be downloaded and input into your local system
Occurs when trying to assign a MEPID –System suspects the individual may already be in database Decision to create a conflict case is made by the user –NOTE: SIMS creates a case automatically Resolution of conflict is made by DOE staff Assignment Results: MEPIDs Already Exist
Next box on page is for conflicts: “MEPIDs Already Exist” Choose to create a conflict case Assignment Results: MEPIDs Already Exist
There is also the option to download the conflicts. Select “continue” at the bottom of the “MEPIDs Already Exist” box to create conflict cases for all the checked records. Assignment Results: MEPIDs Already Exist
If possible conflicts exist, the procedure should be: 1.Enter additional information (e.g., middle name instead of initial, license number instead of 01 for “not known”) or clarify existing information. 2.Check that you have not already included this person in a previous file uploaded by your district. 3.If steps 1 and 2 are unsuccessful in eliminating the problem, create a conflict case.
Review Conflicts Resolved MEPID Conflict Cases –DOE staff to resolve –Resolution time is within 1–2 business days Unresolved MEPID Conflict Cases –DOE staff will contact the district if the case cannot be resolved without district assistance You will get an alert email when conflicts are resolved.
Group Lookup 2 File Types/Headers: –When Looking Up MEPIDs MEPID_LOOKUP –When Verifying MEPIDs MEPID_VERIFICATION
Look Up a Group of MEPIDs Similar to Assign a Group of MEPIDs but there are two file types...
EPIMS,MEPID_LOOKUP,03530000 Mary,D,Smith,09/01/1962,f,161231245, Hank,,West,10/06/1962,m,654325412,8897 Allie,,Green,11/11/1911,f,102333126,8789 Data format (fields in purple are optional): FirstName,MiddleName/Initial,LastName,DOB,Gender, LicenseNumber, LocalEmployeeNumber MEPID Lookup File Header LineFile TypeDistrict Code 3 Records of Data
EPIMS,MEPID_VERIFICATION,03530000 56489122,Frank,,Jones,,,, 64515871,Mary,,Baker,06/06/1966,f,, 48911125,,,,,,, Data format (fields in purple are optional): MEPID,FirstName,MiddleName/Initial,LastName,DOB,Gender,LicenseNumber, LocalEmployeeNumber MEPID Verification File Header LineFile TypeDistrict Code 3 Records of Data
Lookup Group Results 4 Results Returned for Lookup Results –MEPIDs Found –MEPIDs Not Found –Multiple MEPIDs Found –Records Contain Errors
Lookup Group Results Differ from Assign Group Results –Lookup Results are Immediate –No confirmation email –Results page is temporary, you cannot return to it through the File History or the Reports section
Who can assign MEPIDs? Districts decide –District administration –School administration The district’s Directory Administrator assigns EPIMS security roles
EPIMS Security Roles EPIMS District Limited Full access to assign MEPIDs, transmit and validate staff roster and work assignment data, and submit data collection; view related reports EPIMS District Full Limited access to assign MEPIDs, transmit staff roster and work assignment data but can’t validate the collection; view related reports EPIMS School Assign single MEPIDs only, transmit and validate work assignment records (access limited to user’s own school and school-related records); view related reports EPIMS Certify Certify collection; view submission and certification history. Supt. Or designee
DOE Security Portal Address = https://gateway.edu.state.ma.us/https://gateway.edu.state.ma.us/
Timeline May — EPIMS will open for MEPID assignment Summer/Fall — Data Collection trainings Fall — Data Collection will open December — EPIMS Data Collection will close
Contact Information Website: http://www.doe.mass.edu/infoservices/data/epims/ Available for download: Data Handbook and Appendices File Format Document Information Session Presentations by DOE and Pilot Districts Training materials such as FAQ and streaming voice and video demonstration clips Email: firstname.lastname@example.org Phone: 781-338-6810
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