1. 1 EPIMS 2008-2009 School District Staff Training Helene Bettencourt & Maryann Donie August & September 2008

2. 2 Agenda 2008 Collection Summary Application –Overview –New functionality Top 10 Questions Changes (very very few!)

3. 3 2008 Collection 100% Completion Rate!!!!!

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5. 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. 6 Race/Ethnicity

7. 7 Age Breakdown

8. 8 Gender by Position

9. 9 Subject/Age

10. 10 Subject – Gender and Age

11. 11 Subject - % Licensed and HQ

12. 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. 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

14. 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. 15 EPIMS Security Roles EPIMS District Limited Full access to assign MEPIDs, transmit and validate staff roster and work assignment data, and submit data collection; view related reports EPIMS District Full 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. 16 EPIMS Homepage

17. 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. 18 WA Single Edit

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23. 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.

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

25. 25 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. Data Collection > Step 3: Submit Data

26. 26 Reports > Summary Reports http://www.doe.mass.edu/infoservices/data/epims/sumreports.html# 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. 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 email when you can certify.

28. 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. 29 Top 10 Questions 1. Which staff members require a license number? 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 B.All staff that hold a MA Educator license should be reported with the license number in EPIMS

30. 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 01-06. The corresponding elementary codes are 51000-56000, 74000 and the “all subjects” code 99999.

31. 31 Top 10 Questions 3.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? A.WA07 = Teacher (2305) The assignment code WA08 = use appropriate code B.Individual instruction time is not reported

32. 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. 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. 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. A.The ESL course code should be reported (01008 for secondary students. New codes will be available for Elementary and Middle school) B.WA08 = appropriate ESL description

35. 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. 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=401-405) with the 99 “all” grade level and 99999 “all subjects” code.

37. 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.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. 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.Appendix E

39. 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

40. 40 Data Collection Support Contact your district data collection specialist: http://www.doe.mass.edu/infoservices/data/fts. html Data Collection Hotline 781-338-3282 (DATA)