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EPIMS Lessons Learned Maureen Lovett Brockton Public Schools.

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Presentation on theme: "EPIMS Lessons Learned Maureen Lovett Brockton Public Schools."— Presentation transcript:

1 EPIMS Lessons Learned Maureen Lovett Brockton Public Schools

2 Brockton District 25 schools 25 schools 1 high school1 high school 4 jr. highs4 jr. highs 2 alternative2 alternative 18 elementary18 elementary 15,700 students 15,700 students 976 core academic teachers 976 core academic teachers 320 non core academic teachers 320 non core academic teachers 900+ other staff (excluding operations/maintenance and food service) 900+ other staff (excluding operations/maintenance and food service) HR/Payroll - MUNIS v1.35 HR/Payroll - MUNIS v1.35 Student System – Starbase, Century Consultants Student System – Starbase, Century Consultants

3 How we started… 2.5 HR supervisors, 1 data person

4 Needs Assessment Determine what, where and how Determine what, where and how What data elements do you have (in any form) and what data elements do not exist anywhere?What data elements do you have (in any form) and what data elements do not exist anywhere? Where is the data maintained?Where is the data maintained? How are the data elements maintained - electronically (program, spreadsheet, database) paper?How are the data elements maintained - electronically (program, spreadsheet, database) paper? Anything on paper needs to be electronic, preferably database or program Anything on paper needs to be electronic, preferably database or program

5 Vendors Determine the status of your HR/Payroll vendor The companies that attended the vendor meeting are posted to the DOE EPIMS web site. No company is required to participateThe companies that attended the vendor meeting are posted to the DOE EPIMS web site. No company is required to participate The product may or may not be ready for October submission, have a contingency planThe product may or may not be ready for October submission, have a contingency plan

6 Determine Staff Survey 1. No, not Hispanic or Latino 2. Yes, Hispanic or Latino 3. White 4. Black or African American 5. Asian 6. NH or OPI 7. AI or AN 1. Y/N Hispanic or Latino 1. Y/N White 2. Y/N Black or African American 3. Y/N Asian 4. Y/N NH or OPI 5. Y/N AI or AN At a minimum, you’ll need to survey for new race/ethnicity categories Data collection methodology: survey and data storage should be in the same order

7 Determine Staff Survey (cont.) Plan on two rounds of surveys Plan on two rounds of surveys One in late spring, follow-up in September for non-responsesOne in late spring, follow-up in September for non-responses Modify HR documentation for new hires over the summer Modify HR documentation for new hires over the summer Make sure new hire data entry is done alsoMake sure new hire data entry is done also If you are using a temporary system until your vendor is ready, set up the database or spreadsheet so that no typing is needed. Dropdown menus or validation cells are extremely helpful. If you are using a temporary system until your vendor is ready, set up the database or spreadsheet so that no typing is needed. Dropdown menus or validation cells are extremely helpful.

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9 Job Class Codes and Assignments Should be completed by HR Should be completed by HR IMPORTANT – one person can have two job classifications or assignments IMPORTANT – one person can have two job classifications or assignments When complete, run summary data: When complete, run summary data: Administrators, # teachers by school, etc.Administrators, # teachers by school, etc. Compare results to last year’s DSSRCompare results to last year’s DSSR Time consuming! Time consuming!

10 Subject Codes Geared to grades 9-12 Geared to grades 9-12 For grades 7 & 8, don’t be afraid to use “other:” For grades 7 & 8, don’t be afraid to use “other:” Literature-Other = 01099Literature-Other = Mathematics-Other = 02999Mathematics-Other = Social Sciences-Other=04299Social Sciences-Other=04299

11 Multi-Task! Survey and Results Subject Codes and Grade Level Job Class Codes and Assignments

12 Highly Qualified (HQ) ELAR Licensure Status dropbox ELAR Licensure Status dropbox All licenses held by staff, applied date, expire date, level, type, etc.All licenses held by staff, applied date, expire date, level, type, etc. DOE: DOE: ning.htmlhttp://www.doe.mass.edu/nclb/hq/plan ning.htmlhttp://www.doe.mass.edu/nclb/hq/plan ning.htmlhttp://www.doe.mass.edu/nclb/hq/plan ning.html “November 2006 Presentation -- NCLB's Teacher and Paraprofessional Requirements” “November 2006 Presentation -- NCLB's Teacher and Paraprofessional Requirements” FAQs: aq.htmlFAQs: aq.html

13 HQ (cont.) Conduct a meeting with principals: Conduct a meeting with principals: EPIMS data elementsEPIMS data elements HQ statusHQ status Materials: Materials: HQ presentation from DOEHQ presentation from DOE Teachers’ licensure statusTeachers’ licensure status HQ FAQsHQ FAQs Options for demonstrating SMC:Options for demonstrating SMC:http://www.doe.mass.edu/nclb/hq/smc.pdf

14 HQ (cont.) Applies to core academic subjects only Applies to core academic subjects only If subject codes’ first two digits start with 01-06, it is a core academic subjectIf subject codes’ first two digits start with 01-06, it is a core academic subject Assignment codes are core academic onlyAssignment codes are core academic only Therefore, you cannot have HQ status for teachers in subjects 07*** or higher nor can you have HQ status with assignments higher than 018. Therefore, you cannot have HQ status for teachers in subjects 07*** or higher nor can you have HQ status with assignments higher than 018.

15 Summary Data Once all data is collected, prepare summary data for administrators and principals Once all data is collected, prepare summary data for administrators and principals Staff should know resultsStaff should know results When you submit data and it is error-free, check DOE reports When you submit data and it is error-free, check DOE reports Know how the data is aggregated so that you can replicate the resultsKnow how the data is aggregated so that you can replicate the results Review the data before certifyingReview the data before certifying

16 Quick Review Needs Assessment Needs Assessment Vendor status Vendor status Staff Survey Staff Survey Set up data collection system in same orderSet up data collection system in same order No typingNo typing Multi-task Multi-task Know HQ materials available Know HQ materials available Review summary reports Review summary reports Don’t hold meetings on Friday afternoons Don’t hold meetings on Friday afternoons

17 How we ended…

18 Maureen Lovett, Data Warehouse Administrator


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