1. C1 Staff Oct 2016-17 September 21, 2016 Professional Personnel & Support Personnel

2. 2 PIMS Collections How-to Guides Staff & Support Personal guides are now available:  PDE > Teachers & Administrators > PIMS  October Staff Data Set (Word)  Support Personnel

3. 3 Reporting Support Personnel vs. Professional Personnel Between the PIMS Professional Personnel collection and PIMS SupPer collection all of your staff should be reported. Only staff that are truly considered support should be included in SupPer. Appropriate reporting impacts the professional personnel summary reports PDE creates and posts, and impacts reporting to the federal government in EDFacts.

4. 4 Support Personnel vs. Professional Staff For example, if you are an administrator on the same level as an assistant principal, you should be reported in PIMS Professional Personnel collection. Professional Personnel is not limited to those whose position requires a professional certificate. You can get a PPID, it is not limited to those who have a professional certificate. If the list of Assignment Codes does not include the exact title of you position there could be something close when you consider the responsibilities of the position. Following are codes appropriate for non-certificated personnel: 1099 – Chief Administrative Officer (charter schools only) 9910 – Business Manager 9920 – Director of Management Information Systems 9930 – Director of Personnel 9940 – School Social Worker 9950 – Computer Technology Specialist 9970 – Food Service Manager 9999 – Other non-certificated personnel

5. Staff Data Collection Professional Personnel Data Collection Contact Ed Moore & Brian West Division of Data Quality RA-DDQDataCollection@pa.gov

6. 6  Staff Template  Cumulative record of all staff (terminated and non-terminated)  Required to submit Staff Assignment and Staff Snapshot templates  Staff Snapshot Template  Demographic record of all staff for a single school year as of a specific date  Staff Assignment Template  Report staff assignments for a given school year  Percent of time allocated to each assignment Staff: What Templates?

7. 7  Active Staff – Must be uploaded in Staff, Staff Snapshot, and Staff Assignment templates  A – Active  M – Military Leave  S – Sabbatical Leave  U – Suspension  O – Other  H – Charter School  W – Workers’ Compensation  Terminated Staff – Must be uploaded in Staff and Staff Snapshot templates  Terminated PA Inspired Leadership (PIL) staff members must also be reported in Staff assignment template Staff: Which Template?

8. 8  All staff data must be:  Submitted using a valid Professional Personnel ID (PPID)  Reported for open schools with student enrollments  Report long-term substitutes in the October collection only if they are filling a vacancy  Staff assignment data is used to update TIMS  All intermediate units report staff at location code 0000 Staff Collection Reminders

9. 9  Every LEA must have one (and only one) chief school administrator  School staff must be reported in all active schools where they work  LEA administrators should be reported at location 0000, not in every school  Single location LEAs such as Charter Schools and AVTSs/CTCs report all staff at the single school location, not 0000  Assignments are summed for all duties and locations  Full-time staff percent time assigned must total 100 percent  Part-time staff percent time assigned must total less than 100 percent Staff Assignment Reminder

10. 10  Charter Schools  Report Chief Administrative Officer (assignment code 1099), not Superintendent  For administrators serving multiple charter school locations  Report the administrator’s full salary from the school that issues their paycheck  Enter a zero salary for the other charter schools served by the administrator  Mark the administrator as part-time in the Staff and Staff Snapshot templates for the charter schools served by the administrator  Divide the percent time assigned in the Staff Assignment template among the charter schools served by the administrator Staff Assignment Reminder

11. 11  For each non-terminated staff you should know:  Every school where they work in your LEA  Every assignment they have  The percent of time dedicated to each assignment  Active staff duties for the year  Assignment is based on duties, not on job title or certification  Major assignments  Staff on leave are reported as if active Staff Assignment Preparation

12. 12  Most fields in the Staff Assignment Template are key fields  You cannot upload changes into key fields  If you make an error in a key field you must perform a deletion and then upload a new record  “Percent Time Assigned” and “Completion Date” are the only updateable fields in this template Staff Assignment Warning

13. 13  New Staff Assignment field introduced in 2015-16  Y/N indicator denotes which assignment best reflects the salary for that staff member  Only one assignment record per person may contain a Y in this field.  All other assignment records must contain an N  LEAs must choose one assignment when more than one could be chosen  This field is validated by the DQE  Staff reported with ID 9999999 or 8888888 exempt from DQE rules related to this field Primary Assignment Indicator

14. 14  Report staff as terminated when staff:  Are no longer employed at your LEA, for any reason  Were reported in error in prior years  Report terminations occurring between one day after the previous year’s snapshot and the current year’s snapshot  Staff Assignment Template is not required for terminated staff, unless they need to be reported for PA-Inspired Leadership (PIL) Terminated Staff

15. 15  Run Staff Snapshot & Staff Assignment Template Details Reports in Excel®  Run Staff Profile Reports > Error Reports  Professional Personnel Edits  Termination Errors – LEA – Missing Data Element(s) or Other  Termination Errors – LEA – Missing Termination for Current Year  Update LEA source system if errors are identified in the error reports  Re-upload updated files into PIMS Which Cognos Reports?

16. 16  Wait 90 minutes after the refresh at 5:30 a.m. or noon  Run the ACS after correcting errors identified by the error reports  Review the ACS for accuracy  Run error reports if you have errors in the ACS  Run and submit the signed ACS only after all errors have been corrected Run the Accuracy Certification Statement (ACS) Often

17. 17  Check EdNA: http://www.edna.ed.state.pa.us/http://www.edna.ed.state.pa.us/  Verify new school numbers edited/added in EdNA prior to collection  Staff must be reported for open schools with student enrollments School Status

18. 18  The LEA that employs a person is responsible for reporting:  Staff  Staff Snapshot  Staff Assignment  This means that in situations where an LEA subcontracts services from another LEA that reports to PIMS, only the employing LEA is responsible for reporting related staff data Which LEA Should Report This Person?

19. 19  When an LEA enters into an agreement with a private vendor or an institution of higher education, and the agreement includes the use of the vendor’s or institution of higher education’s staff in the performance of work on behalf of the LEA, the LEA retains responsibility for reporting:  Staff  Staff Snapshot  Staff Assignment  Personnel employed by private vendors or institutions of higher education may be reported with fictitious IDs as represented below:  8888888 – Institution of Higher Education  9999999 – Private Vendor Private Vendor/Institution of Higher Education

20. 20 C1 Staff Oct 2016-17 Changes: File Manager Staff Assignment - Invalid Completion Date  If Assignment Code - [Field #3] does not contain a PIL Assignment (1100, 1101, 1105, 1106, 1111, 1112, 1150, 1155, 1160, 1165, 2300)  Then Completion Date - [Field #7] must be greater then the Snapshot Date of the Collection (ex. 2016-10-03) Staff Assignment - Percent time assigned > 0  If Assignment Code - [Field #3] does not contain a PIL Assignment (1100, 1101, 1105, 1106, 1111, 1112, 1150, 1155, 1160, 1165, 2300)  Then Percent Time Assigned - [Field #18] must be greater then 0. (FTE)

21. 21 C1 Staff Oct 2016-17 Changes: Batch Manager PIMS > TIMS; DOB Check  Accurate reporting of birth date will be important for school year 2016-17. The DQE will now be comparing Birth Date - [Field #40] reported in the STAFF & STAFF SNAPSHOT files against the birth date that is currently reported in each staff members profile in TIMS. Birth dates reported in PIMS that do not match birth dates in TIMS will not pass the DQE.  If the DOB reported in TIMS is in error, the staff member must login to TIMS and update their profile.

22. 22 C1 Staff Oct 2016-17 Changes: Batch Manager Staff Assignment – Invalid Location Code Administrative positions must be reported at 0000. (Applies to IU, SD, SJCI) Classroom Teacher positions must not be reported at 0000. (Does not apply to IUs) Staff Snapshot – Verify Annual Salary ANNUAL SALARY – [Field #52] 250000

23. 23 PIMS Support Personnel Data Collection (formerly SupPer) Data Collection Contact Ed Moore & Diana Kriebel Division of Data Quality RA-DDQDataCollection@pa.gov

24. 24  SupPer Excel Reporting Tool  Can be downloaded from the PIMS page under Excel Reporting Tools (www.education.pa.gov > PDE Online Services > PIMS main page) or (www.education.pa.gov > Teachers and Administrators > PIMS)www.education.pa.gov  Completing the Excel spreadsheet will populate the PIMS input page  Convert PIMS input page to.csv format for upload How Is The PIMS Support Personnel Data Submitted?

25. 25 Support Personnel Excel Reporting Tool Report Tab

26. 26  LEAs Required to Submit:  School Districts  Intermediate Units  Career and Technical Centers  Charter Schools  State Juvenile Correctional Institutions  Federally mandated  Required for the same group of LEA type for which staff reporting is required.  Reported annually via EdFacts to the USDOE  Aggregate data collection  Formerly submitted in SupPer application PIMS Support Personnel Data Collection

27. 27 What Is Reported  LEAs must report all support personnel who are employed, on long-term leave, or subcontracted from a non-PIMS-reporting entity on October 1 st of the reporting year. Staff terminated prior to Oct 1 st or hired after October 1 st are excluded. This data set contains most positions not reported to the PIMS October Staff data set or the Safe Schools data set.  Support Personnel excludes these positions:  Positions reported in the PIMS October Staff data set  Positions filled by temporary staff (day-to-day temp workers)  Security staff PIMS Support Personnel Data Collection

28. 28 Support Personnel are LEA employees who fall into one of these categories:  Instructional Aides - Staff members assigned to assist a teacher in activities requiring minor decisions regarding students and in such activities as monitoring, conducting rote exercises, operating equipment and clerking. Includes only paid staff and excludes volunteer aides;  School Admin Support Staff - Those whose activities are concerned with support of the teaching and administrative duties of the office of the principal or department chairpersons, including clerical staff and secretaries; PIMS Support Personnel Categories

29. 29  Library/Media Support Staff - Staff members who render other library or media services, such as preparing, caring for, and making available to members of the instructional staff the equipment, films, filmstrips, transparencies, tapes, TV programs and similar materials (whether maintained separately or as part of an instructional materials center).  LEA Admin Support Staff - Staff members who provide direct support to local education agency (LEA) administrators, including secretarial and other clerical staff. PIMS Support Personnel Categories

30. 30  All Other Support Staff - All staff members not reported in other categories, such as data processing, health, plant and equipment maintenance, bus drivers, security and food service workers. PIMS Support Personnel Categories

31. 31  Full-Time - An employee who works at least 5 hours a day, 5 days a week or the equivalent of 25 hours a week.  Part-Time - A salaried employee or hourly employee who works less than 5 hours a day, 5 days a week or less than 25 hours a week. Support Personnel Employment Status Definitions

32. 32  The Data Quality Engine will reject any record that doesn’t have SupPer in Field 3 (Category 1) and COUNT in Primary Measure Type Field 6. It is important to note that all fields in this template are case sensitive.  Using the Excel Reporting Tool ensures that all records will meet this DQE requirement. Data Quality Engine (DQE) Validation

33. 33 Cognos Reports  Cognos reports for this data set can be found at the following locations:  Public Folders ‎> eScholar Framework for Cognos - Verify ‎> Validation Reports ‎> Template Verification > Support Personnel – District Fact Template  Public Folders ‎> eScholar Framework for Cognos - Production ‎> Support Personnel > Support Personnel Details PIMS Support Personnel Cognos Reports

34. 34 Support Personnel is included on the Staff ACS  Run the Staff ACS report from Cognos and verify that the SupPer information contained within is correct. If it, along with the other included staff information, is correct, sign, scan and return the ACS to PDE at the email address provided on the first page of the ACS. PIMS Support Personnel ACS

35. 35  What happens if I need to make a change after I’ve completed the Excel Reporting Tool spreadsheet and submitted the District Fact Template to PIMS?  The Excel Reporting Tool can be edited and resaved as many times as necessary. There is no need to submit delete requests for this data collection.  In the District Fact template, field 7, COUNT, is the only updatable field  Resubmit to fix errors  Must I fill in zeros in the Excel Reporting Tool for cells where there are no Support Personnel for my organization?  You may leave those cells blank  The Excel form will add the appropriate zeros where required on the PIMS Input tab  Additional Questions? Support Personnel Frequently Asked Questions

36. 36  The latest PIMS documents are available at: www.education.pa.gov>PDE Online Services > PIMS main page > PIMS Documents  PIMS Application Support  800.661.2423  Monday - Friday 8 a.m.- 4 p.m. (closed on holidays) PIMS Support Services Resources

37. 37 For more information on the Staff Data Set please visit PDE’s website at www.education.pa.gov The mission of the department is to academically prepare children and adults to succeed as productive citizens. The department seeks to ensure that the technical support, resources and opportunities are in place for all students, whether children or adults, to receive a high quality education.