Staff EMIS Overview for Beginners OAEP Conference May 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position per employee All active jobs for each employee All jobs reported active in previous reporting period but no longer active Supplemental Contracts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 , (LEP) Course Master or Contractor Staff Employment Record Special Ed Teacher of Record Position Code 230 Assignment Area (Preschool) or 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 , , 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 Must be attached to program code 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 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 , 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

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