1. School District Staff Training Helene Bettencourt & Maryann Donie
EPIMS
School District Staff Training
Helene Bettencourt & Maryann Donie
August & September 2008

2. Agenda 2008 Collection Summary Application Overview New functionality
Top 10 Questions
Changes (very very few!)
How many people are brand new to EPIMS?

3. 2008 Collection 100% Completion Rate!!!!!
- 1st year state-wide collection
- many challenges
- first due date was optimistic
- ESE & LEA staff worked together to reach 100% participation
- very high data quality

5. EPIMS Stats 139,960 MEPIDs assigned to date
60 different job classifications
943 different courses reported
Susan and John are our most popular teacher names
Most popular DOB: 1/31/77 – 102 teachers

6. Race/Ethnicity

7. Age Breakdown

8. Gender by Position

9. Subject/Age

10. Subject – Gender and Age

11. Subject - % Licensed and HQ

12. Teacher Experience
38.5% of teachers are in their first five years in the district
First year – 11.4%
Second year – 9.1%
Third year – 7.3%
Fourth year – 6.5%
Fifth year – 4.2%

13. Application Changes Basic functionality remains the same
ID Maintenance (MEPIDS)
Staff Roster (SR) transmit files in batch
SR Single Edit
Work Assignment (WA) transmit files in batch
WA Single Edit
Unable to make major changes regarding HOW files are processed
Adding WA Single Edit feature should decrease the number of files in the batch queue
So, processing time will be less but not eliminated completely
I’m going to review the application at a high level so that we can spend most of our time discussing “how to report” questions.
If you are new to EPIMS and would like to receive an EPIMS 101 training please introduce your self to your data collection liaison.
Stacy Quilty
Diane Monaco
Judy Chan Li
Eric Gray
Justin Dyer
Kerrie Anastas
Maryann Donie

14. Preparation Return EPIMS/ELAR Files to ESE
Files located in DropBox Central -EPIMS File Exchange
Complete MEPID assignment process for new hires
Assign Security Roles
EPIMS District Full
EPIMS District Limited

15. EPIMS Security Roles EPIMS District Full
Full access to assign MEPIDs, transmit and validate staff roster and work assignment data, and submit data collection; view related reports    
EPIMS District Limited
Limited access to assign MEPIDs, transmit staff roster and work assignment data but can’t validate the collection; view related reports
EPIMS Certify
Certify collection; view submission and certification history

16. EPIMS Homepage

17. Next Steps
Correct the records that were not processed because of errors.
Correct the records that were processed and found to have errors.
Combine with the error-free records from the original file and re-transmit, replacing the original file in EPIMS.

18. WA Single Edit

23. Next Steps
Correct Validation Errors in staff roster and work assignment files.
Return to Step #1 to re-transmit corrected data files and re-validate until the files are error free.
Single edit works here.

24. Data Collection > Step 3: Submit Data
Reviewing the Summary Reports is an important part of the Data Collections process.

25. Data Collection > Step 3: Submit Data
link to the summary reports will become available
Summary Reports available immediately after you submit
Review summary reports for completeness and accuracy. If changes needed, return to Step 1
ESE Staff will continue to review the summary reports and send out notification re: issues or if data o.k.

26. Reports > Summary Reports
Report 1 – EPIMS/EPIMS Comparison
This report provides a comparison of the 2008 EPIMS data to the 2007 EPIMS data.
Report 2 – Teacher and Paraprofessional: District Summary
This report provides a summary of teachers by subject and grade. It includes FTE, FTE licensed, % licensed, FTE Highly Qualified, and % Highly Qualified.
Report 3 – Teacher and Paraprofessional: School Summary
This report provides the same data as Report 2 except on the school level.
Report 4 – All Staff: District Summary
This report provides a summary of all staff working in the district and school by staffing categories.
Report 5 – All Staff: District Level and School Level Summary
This report provides a summary of all staff working in the district grouped by district level and by each school in the district.
Report 6 – All Active Staff by Individual
This report provides a listing of all staff reported as ACTIVE. They are grouped at the district level, then under each school by job classification and then by last name.
Report 7 – All on Leave and Exited Staff by Individual
This report provides a list of all staff reported as INACTIVE.

27. Data Collection > Step 4: Certify Data
If the button to certify is not visible, ESE has not enabled certify button. We are still reviewing the summary reports. You will receive an when you can certify.

28. Step 4: Certify Data District’s Superintendent reviews summary reports
Superintendent accepts data as accurate and certifies collection
No more changes can be made after Superintendent certifies collection
EPIMS data collection is complete !

29. Top 10 Questions 1. Which staff members require a license number?
teacher, guidance counselor, director, school psychologist, school adjustment counselor, school social worker, school nurse, library media specialist, school business administrator, principal, supervisor, director, assistant superintendent of school, and superintendent of schools
All staff that hold a MA Educator license should be reported with the license number in EPIMS
The certification law, M. G. L. c. 71 § 38G states as follows:
No person shall be eligible for employment as a teacher, guidance counselor, director, school psychologist, school adjustment counselor, school social worker, school nurse, library media specialist, school business administrator, principal, supervisor, director, assistant superintendent of school, and superintendent of schools by a school district unless he has been granted by the commissioner a provisional, or standard certificate with respect to the type of position for which he seeks employment....
This means that school districts are required by law to hire licensed educators for the positions listed in bold above. Section 7.04(3) of the Department's Licensure Regs. list the licenses that we issue. Basically, in accordance with 603 CMR 7.14(9), unless they get a waiver from the commissioner.
(3) Licenses Issued. The following licenses will be issued and will be valid for employment at the grade levels indicated:
(a) Teacher Licenses and Levels
1. Biology 5-8; 8-12
2. Business 5-12
3. Chemistry 5-8; 8-12
4. Dance All
5. Early Childhood: Teacher of Students With and Without Disabilities PreK-2
6. Earth Science 5-8; 8-12
7. Elementary 1-6
8. English 5-8; 8-12
9. English as a Second Language (ESL) PreK-6; 5-12
10. Foreign Language PreK-6; 5-12
11. General Science 1-6; 5-8
12. Health/Family and Consumer Sciences All
13. History 1-6; 5-8; 8-12
14. Instructional Technology All
15. Latin and Classical Humanities 5-12
16. Library All
17. Mathematics 1-6; 5-8; 8-12
18. Middle School: Humanities 5-8
19. Middle School: Mathematics/Science 5-8
20. Music: Vocal/Instrumental/General All
21. Physical Education PreK-8; 5-12
22. Physics 5-8; 8-12
23. Political Science/Political Philosophy 5-8; 8-12
24. Speech All
25. Teacher of Students with Moderate Disabilities PreK-8; 5-12
26. Teacher of Students with Severe Disabilities All
27. Teacher of the Deaf and Hard-of-Hearing All
28. Teacher of the Visually Impaired All
29. Technology/Engineering 5-12
30. Theater All
31. Visual Art PreK-8; 5-12
(b) Specialist Teacher Licenses and Levels
1. Academically Advanced PreK-8
2. Reading All
3. Speech, Language, and Hearing Disorders All
(c) Administrator Licenses and Levels
1. Superintendent/Assistant Superintendent All
2. School Principal/Assistant School Principal PreK-6; 5-8; 9-12
3. Supervisor/Director Dependent on Prerequisite License
4. Special Education Administrator All
5. School Business Administrator All
(d) Professional Support Personnel Licenses and Levels
1. School Guidance Counselor PreK-8; 5-12
2. School Nurse All
3. School Psychologist All
4. School Social Worker/School Adjustment Counselor All

30. Top 10 Questions 2. Which courses are considered CORE
A. Core academic subjects are any middle or secondary courses that contains the two-digit prefix The corresponding elementary codes are , and the “all subjects” code

31. Top 10 Questions
What teacher assignment code do I use for a special education teacher that has a class of students, but also works with each one individually during the day?
WA07 = Teacher (2305) The assignment code WA08 = use appropriate code
Individual instruction time is not reported
You do not need to account for the individual instruction time during the day.

32. Top 10 Questions
4. How do you code a teacher that does pull-out services and a teacher who works 1 on 1 with a student?
A. WA07 = Teacher Content Support (2310).

33. Top 10 Questions
5. What grade level should be used for a math class that has a mix of 9th, 10th and 11th graders? How can I avoid receiving the “Number of records with Grade (WA09) 88 or 99 exceed limit” error message?
A. If a class has students in more than one grade then you should report the grade that the class was intended. If that can not be determined then report the predominate grade. If that can not be determined then use 88 – multiple grades. However the number of records reported with 88 or 99 is limited to 20%.

34. Top 10 Questions
6. What course code do you use for middle or secondary ESL? There doesn’t seem to be a course code associated with it.
The ESL course code should be reported (01008 for secondary students. New codes will be available for Elementary and Middle school)
WA08 = appropriate ESL description

35. Top 10 Questions
7. I have a teacher that was grandfathered under HOUSSE. Are they still considered HQ?
A. Yes, a teacher that was considered HQ for a specific subject area under the HOUSSE option is still HQ for that specific subject area.

36. Top 10 Questions
8. How do you code a paraprofessional who is not assigned to one classroom but is assigned to different classrooms on an “as needed” basis?
A. Since they are not working in a specific classroom they should be reported as a “general” paraprofessional (WA08= ) with the 99 “all” grade level and “all subjects” code.
It is not required to report course information for paraprofessionals.

37. Top 10 Questions
9. a. How do I report a person that is working in more than one district?
b. How should FTE be calculated for teachers with multiple work assignments?
c. How should FTE be calculated for work part-time?
a. Report each person that is working in your district. b. Full time teacher FTE = 1.0/# of work assignment records (classes).
c. Half-time teacher FTE = .5/# of work assignment records (classes). System accepts up to .001.

38. Top 10 Questions
10. Should a person that is employed and paid by the town (nurse, PT’s, OT’s, Psychologists, etc) but work in the school be reported in EPIMS?
A. If the job title of the person falls under one of the job classifications identified in Appendix E of the EPIMS Data Handbook, the employee should be reported.

39. Changes Expire assignment code for Reading Teacher (017)
2 New Assignment Codes
215 - Non-Core Support Content General Education
012 - Core Support Content General Education
It was not possible for you to accurately report support content general education teachers. We have added 2 new assignment codes.

40. Data Collection Support
Contact your district data collection specialist:
Data Collection Hotline
(DATA)