Overview of the Electronic Personnel Master File (ePMF) Staff Collection NYS Education Dept. Office of Information and Reporting Services

Personnel Master File (PMF) Data Background  PMF data is the instructional (teaching) portion of the BEDS collection.  It has been collected from teaching and non-teaching staff since the 1960s.  is the first year the data will be collected electronically from teaching staff. As such, no teacher bubble forms (green or brown) were sent to school districts, charter schools or BOCES this year.  In , non-teaching staff data (for administrators, counselors, etc.) will still be collected on pink or blue bubble forms. NYS Education Dept. Office of Information and Reporting Services

Collection of Personnel Master File (PMF) Data  The new electronic Personnel Master File (ePMF) system collects data submitted by teachers concerning the assignments they teach, grade level, their years of experience, and more. Each teacher completes an ePMF form per district.  Accessing the ePMF form is done through the TAA Teacher Authorization and Authentication (TAA) system. It is recommended that you use either Google Chrome or Mozilla Firefox to access the form.  For assistance with username and password information related to TAA, visit the following page: NYS Education Dept. Office of Information and Reporting Services

Collection of Personnel Master File (PMF) Data ePMF Timeline September 2014 Districts can begin loading Staff Snapshot data using either the or template formats. Staff Snapshot data are needed for ePMF form creation. October 2014 The online application, ePMF, will be available at: It will be available to teachers with Staff Snapshot records loaded to L2 of the Student Information Repository System (SIRS) and active TAA accounts on October 1, January 2015 The State Education Department will leave the ePMF application open to teachers until January 15, Superintendents and charter school leaders may require teachers to have their data in sooner. Superintendents will be able to review, correct and certify their teacher data until January 31, NYS Education Dept. Office of Information and Reporting Services

Collection of Personnel Master File (PMF) Data ePMF Form Dependencies – Active TAA Accounts and Staff Snapshot Data  Having an active TAA account is necessary for completing the ePMF Form. TAA is the same system/login page used for Teacher-Student Roster Verification (TSRV). The same username and password is used for TSRV and ePMF.  PINS are generated for teachers who do not have active TAA accounts after school districts, charter schools and BOCES submit Staff Snapshot data to Level 2.  When teachers without TAA accounts are identified as working in a particular district, the NYSED will send the PINs to that district.  The school district will provide teachers with their PINs.  The PINS will allow teachers to create accounts used for ePMF and TSRV purposes. NYS Education Dept. Office of Information and Reporting Services

Collection of Personnel Master File (PMF) Data The Teacher Log-in Page NYS Education Dept. Office of Information and Reporting Services

Collection of Personnel Master File (PMF) Data The TAA Landing Page Once logged in to TAA, the landing page affords teachers the ability to view their TSRV reports and complete and review their PMF data. NYS Education Dept. Office of Information and Reporting Services

Collection of Personnel Master File (PMF) Data The ePMF Form NYS Education Dept. Office of Information and Reporting Services

Adding Assignments NYS Education Dept. Office of Information and Reporting Services

Collection of Personnel Master File (PMF) Data The ePMF Form – Choosing Assignments NYS Education Dept. Office of Information and Reporting Services

Collection of Personnel Master File (PMF) Data Saving and Submitting Your ePMF Form  All ePMF forms can be saved when clicking the "Save" button at the bottom of the form. If you are uncertain about some of the information you have entered and need to return to the form, click “Save.” You will have to return to it later and choose “Save + Submit” to finalize your selections.  If the information is complete and accurate, click “Save + Submit.” You will not be able to edit the form after you submit it. Your superintendent will then be able to review and edit the data as needed before submitting it to the New York State Education Department. NYS Education Dept. Office of Information and Reporting Services

NYS Education Dept. Office of Information and Reporting Services Collection of Personnel Master File (PMF) Data Saving and Submitting Your ePMF Form

Collection of Personnel Master File (PMF) Data Administrator Review And Certification of PMF Data  On January 15th, 2015, the ePMF access for teachers will be locked down, preventing additional data entries.  The Superintendent may impose a shorter timeline, requiring teachers to enter all their data sooner.  During the ePMF collection period (beginning on BEDS Day-October 1, 2014-and ending on January 31th, 2015), superintendents and those individuals entitled by the superintendents to have access to the “Personnel Master File” through SEDDAS (State Education Department Delegated Account System) will be able to review and correct PMF data. NYS Education Dept. Office of Information and Reporting Services

Collection of Personnel Master File (PMF) Data Administrator Review and Certification of PMF Data Districts should determine who will be charged with reviewing the information collected via ePMF. To allow district administrators the ability to assist teachers in TAA account creation and TSRV and ePMF review, the TAA administrator application will provide two SEDDAS entitlements: 1.TAA/TSRV - This role allows administrators to view TAA account creation progress, view basic roster data, deactivate TAA accounts for certain users, and view the submission status of ePMF. 2.TAA/TSRV/ePMF - This role entitles users to everything in role 1 as well as the ability to review and edit ePMF data for staff they oversee. NYS Education Dept. Office of Information and Reporting Services

Collection of Personnel Master File (PMF) Data Administrator Review and Certification of PMF Data NYS Education Dept. Office of Information and Reporting Services

Collection of Personnel Master File (PMF) Data Additional Resources NYSED IRS Web page: Collection of Personnel Master File (PMF) Data:  Administration Manual. Educational Personnel Data Form & ePMF User Guide for Teachers  Administration Manual. Educational Personnel Data Form for Non- Teaching Staff;  Personal Identification Numbers (PINS) & Creating a TAA Account NYSED IRS Web page for Teacher-Student Roster Verification Report and TAA Account Information: NYSED Web page for SEDDAS - SED Delegated Account System: NYS Education Dept. Office of Information and Reporting Services