1. CPI Betty Rickicki Technology Management

2.  CPI Overview  Personnel to Report  T&E Funding  Employment Basis Formula  Layout Changes  New Edits for 2010  Items to Remember  Reports to Verify Data  PSC Data Download  Race/Ethnicity Survey  Final Recommendations  Portal Provisioning

4.  Certified and Classified Personnel Information (Board Rule 160-5-2-.50)  Reporting of certified and classified personnel based on their role within your district

5.  State funding for certified staff (Training and Experience – T&E)  Determine Teacher Shortage Areas  Program Reviews  State/Federal Reporting  PSC for Highly Qualified Teacher determinations for NCLB

6.  Cycle One  Tuesday, October 6, 2009 – Transmissions begin  Tuesday, October 13, 2009 - Last date initial transmissions  Monday, October 26, 2009 - Final transmission date and Deadline for Superintendent Sign-off Date range for active and terminated employees: 03/06/2009 – 10/06/2009 Fiscal Year 2010

7.  Cycle Two  Thursday, March 4, 2010 - Transmissions begin  Friday, March 12, 2010 - Last date for initial transmission  Friday, March 26, 2010 - Final transmission date and Deadline for Superintendent Sign-off Date range for active and terminated employees: 10/07/2009 – 03/04/2010  Cycle Three - LEAVE  Thursday, July 1, 2010 – Transmissions begin  Thursday, July 8, 2010 - Last date for initial transmission  Thursday, July 15, 2010 - Final transmission date for CPI Cycle 3 data and Deadline for Superintendent Sign-off

8. Personnel Demographic Information- A Record SSN:xxxxx9935Personnel ID:00000001 Full Name:BUNKER, ARCHIEBirth Date: (mm/dd/yyyy)10/17/1965 Gender:MRace:2 Employee TypeDisplaced Staff From Personnel Demographic Information- B Record Certified Emp Basis1Classified Emp Basis0 Contract Days-Certified190Annual Work Days-Classified0 Annual Contract Salary-Certified$51,740.00Total Annual Salary-Classified$0.00 Certified YRS Experience17State Pay StepL4 Certificate Level4National CertN Termination Code0Termination Date Local Years Service11Full Time Equivalent Salary$51,740.00 Assignment Information- C Record School ID School Name Percent of Time Assignment TYPE In Field Status Certificate Type Job Code Subject Matter Certificate Field Fund Code 0103Sample High School66.0 C I T 109 400 748 00 0103Sample High School34.0 C I T 112 910 748 00 Cert LevelEffective Date Provision Flag CertificateField CodeBegin DateEnd Date 407/01/1994FT74805/20/200606/30/2014 PSC Details if available ‘A01’ Record – Basic Demographics ‘B01’ Record – Contract Information ‘C01’ Records - Assignments Certification Data from PSC Calculated Amount March 2009 (CPI 2009-2)234-SAMPLE County Georgia Department of EducationCPI Employee Record Detail

10. “REGULAR” DIRECT CONTRACT EMPLOYEES LONG-TERM SUBSTITUTES 3 RD -PARTY CONTRACT EMPLOYEES

11. Regular Employee  EMPLOYEE TYPE = blank/null o Direct contract with school district o Visiting International Faculty (VIF) OR  EMPLOYEE TYPE = “B”  Direct contract with school district o Retired teachers who have come back to teach full time Certified Salary edits (E654 and E655) skipped for this population, as they are not restricted to the salary schedule minimums. Senate Bill 327 - Now OCGA 47-3-127.1

12. Long-Term Substitute  EMPLOYEE TYPE = “L”  Hired directly by the district.  Has an hourly service agreement to “fill in” for either a vacant permanent position or for a regular contract employee on leave.  Must teach in the same vacant position, or replace the same permanent employee, for at least six weeks to be considered “long term”.  Does not earn T&E dollars.

13. Third-Party Contract Employee  EMPLOYEE TYPE = “P”  Not hired directly by the district.  Independent contractors  Staff hired by and paid through another agency / private company  Does not earn T&E dollars.

14. Third-Party Contract Employee  Report teachers - Job Codes 085 to 200 (EXCLUDE 080 Lottery Pre-School Regular Ed Teacher) AND  Report special education service providers - Job Codes: Adapted PE (485, 149); Audiology (481); Counseling (301, 306, 438); Diagnostic Services (479); Occupational Therapy (483); Physical Therapy (482); Psychological Services (404, 405, 406); Interpreter (437); Speech Path (480); School Health/Nurse (486); School Social Work (300, 412); Orientation and Mobility (484); Pre-School Paraprofessional (453); School Age Paraprofessional (436).

15. EMPLOYEE TYPE Code PersonnelRecord Layouts Certified T&E $ L Long-Term Substitutes ANo P Third-Party Contracts A & CNo B SB 327 Employees (direct contract) A, B, & CYes Blank/nullOther direct contract employees and VIF A, B, & CYes

17. Certified Employees Only ALL “B” record data:  Employment Basis  Certification Level* (PSC)  Pay Step  Years of Experience* * Increase T&E dollars earned

18. Certified and Classified Employment Basis How to calculate: # of full-time hours/day * # of days/week = # of hours/week # of hours/week * # of weeks worked/year = Full-Time hours/year # of additional hours/day * # of days /week = # of hours/week # of hours/week * # of weeks worked/year = Additional hours/year + Once added together: Total of Hours DIVIDED BY Full-Time Hours = EMPLOYMENT BASIS

19. Example: Full-time teacher who works 2 additional hours 2 days a week teaching night school. Contracted days = 190 Calculation for full-time hours : 8 hours/day X5 days/week 40 hours/week X38 weeks/year 1520 hours/year Calculation for additional hours: 2 hours/day X 2 days/week 4 hours/week X 38 weeks/year 152 hours/year 1520 + 152 = 1672 1672 ÷ 1520 = 1.10 (Employment Basis) Example of Employment Basis

20. Employment Basis VS Percent of Time Employment Basis – B Record  Related to CONTRACT SALARY  Used to calculate FTE (full-time equivalent)  Used in T&E calculation for certified employees  Cannot be greater than 2.0 Percent of Time – C Record  Related to TOTAL TIME ON THE JOB  All assignments must total 100% of time  Estimate % of time spent per assignment

21. Example: Employment Basis VS Percent of Time Employment Basis – B Record  Certified CONTRACT Salary = $18,500.00  Employment Basis = 0.50  FTE calculated salary = 18500 / 0.50 = $37,000.00  Yrs Exp = 5 (Step 3), Cert Level T4 (bachelors)  Salary Schedule minimum = $36,524.00 (met minimum) Percent of Time – C Records  Certified CONTRACT Days = 95 (full-time would be 190)  Employee has 3 assignments: 15% of time worked teaching English 65% of time worked as counselor 20% of time worked teaching English remedial

23. A Record Changes  New Race and Ethnicity Changes  Breaking Out of Full Name  A-level Record Length Expanding

24. ETHNIC HISPANIC 80-80Hispanic or Latino Not part of race indicators. Identifies Hispanic ethnicity A1Certified,Classified, Active, Terminated H= Hispanic N= Not Hispanic ETHNIC HISPANIC must be ‘H’ or ‘N’ E284 RACE INDIAN81-81American Indian or Alaska Native One of the five race indicators that can be set to yes or no for a student. More than one can apply. A1Certified,Classified, Active, Terminated I= American Indian or Alaska Native N= Not This race RACE INDIAN must be ‘I’ or ‘N’ E285 RACE ASIAN82-82AsianA1Certified,Classified, Active, Terminated S= Asian N= Not This race RACE ASIAN must be ‘S’ or ‘N’ E286 RACE BLACK83-83Black or African AmericanA1Certified,Classified, Active, Terminated B= Black or African American N= Not This race RACE BLACK must be ‘B’ or ‘N’ E287 RACE PACIFIC84-84Native Hawaiian or Other Pacific Islander A1Certified,Classified, Active, Terminated P= Native Hawaiian or Other Pacific Islander N= Not This race RACE PACIFIC must be ‘P’ or ‘N’ E288 RACE WHITE85-85WhiteA1Certified,Classified, Active, Terminated W= White N= Not This race RACE WHITE must be ‘W’ or ‘N’ E289

25. FULL NAME being replaced by LAST NAME, FIRST NAME, MIDDLE INITIAL Portal Provisioning requirements need name split out LAST NAME86-115The employee’s last name.A30Certified,Classified, Active, Terminated LAST NAME and/or FIRST NAME cannot be null. LAST NAME must be at least two characters E3100 E3106 FIRST NAME116-145The employee’s first name.A30Certified,Classified, Active, Terminated LAST NAME and/or FIRST NAME cannot be null. FIRST NAME must be at least two characters. E3100 W3107 MID INITIAL146-146The employee’s middle initial.A1Certified,Classified, Active, Terminated MIDDLE INITIAL must be either alpha characters (A-Z) or blank. E3102 FILLER147-150A4No edits.

26.  Vendor Update  Districts are responsible for contacting vendors of requirement changes  Vendor deadlines must be before October 2009 so that your district has time to enter data in your local software.  CPI Extract changes must be ready for October 2009 data collection.

28. Edits to be removed  E210 - Race/Ethnicity one-character data element  Race/Ethnicity data element has been replaced  Position in A record will be filler  E600 - Full Name must have comma between first and last name  Full Name has been replaced  Positions in A record will be filler  W600 - Full Name must have space between first and last name

29. Edits to be added  E284 - Ethnic Hispanic  Edit message: ETHNIC HISPANIC must be “H” or “N”  E285 - Race Indian  Edit message: RACE INDIAN must be “I” or “N”  E286 - Race Asian  Edit message: RACE ASIAN must be “S” or “N”  E287 - Race Black  Edit message: RACE BLACK must be “B” or “N”  E288 - Race Pacific  Edit message: RACE PACIFIC must be “P” or “N”  E289 - Race White  Edit message: RACE WHITE must be “W” or “N”

30. Edits to be added  E292 – Employee can not have value of N’s for all race identifiers  Edit message: At least one race indicator must be selected  Have a code other than ‘N’  Race data elements do not include Hispanic (Ethnicity indicator)  More than one race indicator selected assumes employee is “Multiracial”

31. Edits to be added  E3100 - LAST NAME, FIRST NAME  Edit message: LAST NAME and/or FIRST NAME cannot be null, contain numbers, or selected special characters  E3106 - LAST NAME  Edit message: LAST NAME must be at least two characters  E3106 - FIRST NAME  Edit message: FIRST NAME must be at least two characters  E3102 - MIDDLE INITIAL  Edit message: MIDDLE INITIAL must be either alpha characters (A-Z) or blank

32. Edits to be tightened  E064 - SOCIAL SECURITY NUMBER  Edit message: Social Security Number not valid. Must be a 9-digit SSN. First three digits cannot begin with 9XX or contain 000. SSN cannot be all one number or an invalid sequence of numbers. Cannot have 000 as first 3 digits, Cannot have 9XX as first 3 digits Cannot be any of the following: '000000000', '111111111', '222222222', '333333333', '444444444', '555555555', '666666666', '777777777', '888888888', '999999999', '012345678', '123456789', '098765432', '876543210 '.

33. Edits to be tightened  E691 – Assignment Certificate Type  Edit message: Assignment Certificate Type not valid for employee. If employee's paperwork requesting new or renewal certificate has been sent to PSC but certificate has not yet been issued, enter '998' for pending certificate.  ‘999’ removed as a valid code for pending  E692 – Job Code  Edit message: ASSIGNMENT JOB CODE missing or not valid  999’ and blank removed as a valid code for substitute

35.  Payroll years of Experience Certified Employee Should increase by “1” from one fiscal year to the next Refer to Board Rule 160-5-2-.05 (GBA – 5) Except for SB 327 employees – years will not accrue Should be equal to Count 1 for Count 2 in the same fiscal year  Annual Contract Salary Certified Employee Must generate an FTE Salary value ≥ State Minimum Exempt: Charter Schools, Residential Facilities Classified Employee Must be a value > zero

36.  National Teacher Certification Valid values : “Y” or “N”  Table updated with PSC data in November  CP019 Report reports teacher where currently active.  Report is not used for National Certification funding

37.  Assignment Job Code  Employee may have multiple Job Codes  Assignments need to be broken out by Job Codes Examples: Superintendent also serving as a principal should have 2 assignment records with a percent of time serving as each. GNETS/psychoed counselor, Job Code 306, who is teaching should also report teacher Job Code 153  Employee may have certified as well as classified Job Codes reported Example: Teacher may also serve as bus driver

38.  Assignment Field Status  In-field (“I”)  Teacher is working in their certified content area  Out-of-field (“O”)  Teacher is certified, but is not working in the area of certification.  Assignment Certificate Type  Must match against data received from PSC

39. Job Code TitleDescriptionCert. Required Report Cert on CPI FunctionObject 435 ParaPro NY 114 Grade 9 Teacher YY 410 School Nurse NN Reporting Certificates Refer to the Job Code Table… Certification Exemptions:  Some Charter Schools and Residential Treatment Facilities  Third-Party Contract Employees

40.  Reminders:  Subject Matter codes should reflect the specialized fields of study wherever possible.  Subject codes 930-958 are no longer valid codes for Job Codes 080-199 (teachers)  These subject codes are still valid for any position above 199 (non-teacher codes)  Elementary codes can still be used (920-928) where appropriate

41.  If subject being taught is not in one of the more specific codes, personnel should be coded using the first 2-digits of the course number.  Third digit is the Type of Instruction  Combining first 2 digits with Type of Instruction: Example: English Language Arts (LA) = 23.xxxxxxx 231 = Remedial LA 232 = Gifted Education LA 233 = Distance Learning LA 238 = Special Education LA 230 = All Other LA

42. Reporting Remedial Subjects:  Remedial cannot be used for all subject areas  Board Rule 160-4-5-.01 “Remedial educational program – an instructional program designed for students in grades 6-12 who have identified deficiencies in reading, writing, or mathematics. “

43.  Professional vs. Provisional  Some certificates can be either provisional or professional (ex. NT). Please read certificate issued from PSC.  If person is considered professional for one certificate, then PSC file will have him/her flagged as professional for all certification entries in the PSC file.  Effects edit for minimum salary required.

44.  Professional vs. Provisional  Certificate Type Table (on our website) will only show a Salary Type of either “T”/Professional or “B”/Provisional, but certificate issued by PSC will state that:  “This non-renewable certificate is not a professional certificate.”  appears on non-professional Non-renewable certificates (the equivalent of the old "B" certificates.)  It does not appear on ALL Non-renewable certificates.  In this case the employee will be paid on the provisional salary scale.

45.  Professional vs. Provisional  Certificate Type Table (on our website) will only show a Salary Type of either “T”/Professional or “B”/Provisional, but certificate issued by PSC will state that:  “This non-renewable certificate is not a professional certificate.”  appears on non-professional Non-renewable certificates (the equivalent of the old "B" certificates.)  It does not appear on ALL Non-renewable certificates.  In this case the employee will be paid on the provisional salary scale.

46. Extended Day – CTAE (Voc Ed)  Job Codes 116 – Extended Day Teacher (HS) 117 – Extended Day Teacher (6-8) 119 – Extended Year Teacher (6-12) must be reported with a Secondary Fund Code of “76”  Extended day job codes should be used when a teacher works additional hours either before the normal school day starts or after the normal school day has ended.

47.  E1008 – Replaces W1107  Principal (Job Code 610) must be reported from all FTE reporting schools with school codes less than 6000  Superintendents also serving as principals need to report both assignments  E1009 – Technology Specialist should not be reported with a subject  Job Code 445 = Technology Specialist  Subject Matter Code should = ‘999’ or blank

48.  E1012– Parapros (Job Codes ‘434’, ‘435’, ‘436’) should report Subject Codes according to assignment type:  Instructional para – Subject Codes ‘920’-’958’  Non-instructional para – Subject Code ‘999’  E1010 – Classified employees (Assignment Type Code = ‘N’) should not report a subject  Subject Matter Code should = ‘999’ or blank  Exceptions: Grad Coach, 3rd-Party Contract Teachers, Instructional Parapros

49.  E1013 – EMPLOYEE TYPE must be valid  ‘L’ = Long- Term  ‘P’ = 3rd Party Contract  ‘B’ = SB327 Retiree returning to teach full time  Blank/null = All other direct contract employees.  E1011 – Replaces W647  Classified employee’s FTE salary > $200,000  Assignment Type Code = ‘N’  FTE salary = contract salary / employment basis

50.  E1014 – These Job Codes must be reported with a school code, not a facility code:  Teachers (greater than ‘080’ and less than ‘200’)  Not including ‘080’ Lottery Pre-school teacher  Principal (‘610’) and Vice-Principal (‘615’)  Graduation Coach (‘398’)  W1108 – FTE salary exceeds minimum salary in Salary Schedule by $20,000 or more.  Established to catch data errors that have occurred in the past.

51.  E696 – Special Ed teachers can now report remedial (xx1)as well as special ed subjects (xx8)  See “Remedial Education Program Guidelines 2007-2008”  W805 – Warning: This employee is currently employed in another Georgia school system.  Example: Teachers who are reported from multiple counties with a job code 154, Night School Teacher (Grades 9-12).  Requires checking with other district and entering comments in order to sign off.

52.  E2016 – All personnel reported as active in previous CPI cycle must be reported as either active or terminated in the current CPI cycle.  Error will be generated if active personnel from previous count are not reported as active or terminated in current CPI collection.  If they have terminated within one month of the current CPI count, please terminate on-line to reduce the number of edits in next CPI collection  Often caused by back-dating terminations in local system after CPI has been uploaded.

53.  Extended Day Personnel  Work extra days outside their normal contracted time and are paid through the Vocational Grant (Board Rule 160-4-3-.11)  Secondary Fund Code = “76”  20 Additional Day Personnel  Work extra days that may be spread throughout the school year  Not paid with Secondary Fund Code “76”  Can be any other code, including “00”

54.  Personnel who teach for the Georgia Virtual School Program  Personnel hired by the Georgia Virtual School are not reported in CPI  Georgia Virtual School Program now reports their teachers directly to PSC for HiQ determination

55.  Teachers/Administrators  Reported in Student Record and Class Size  Produce errors if they do not have a teaching or administrative record in CPI  Administrators must have an assignment (C-Record) with a valid Job Code.  Teachers must have at least one assignment (C-Record) with a valid Job Code.

56.  Teachers must have an assignment (C-Record) with at least one of the following Job Codes:  080-199 (Teachers)  301- 302 (Special Ed)  400-402 (Counselors)  440 (Librarian/Media Specialist)  480 (Speech Pathologist)  672 (Vocational Specialist)  673 (Youth Apprenticeship Director)  621 (Instructional Supervisor)  Student Record E909 – Long-Term Substitutes will need to be relieved – no C record with Job Codes

59.  CP018 – Terminated Employees  Listing of all employees that are being reported in current collection as being terminated  CP032 – Personnel Reported Active in Last Cycle  Listing of all employees that were reported in last collection as active  Compare this report to CP018

60. CP019 – National Board Certification Listing of employees reported with a National Certification = “Y” Should now report regardless of which district last reported to National Will not report employee if permission was not given to National to release information Is not used in funding process for National Certification

61.  CP036 – Job Codes Summary by System  Total number of employees reported by Job code.  Can be viewed down to each facility within the school system  CP020 – Assignment Job Codes Not Reported  Use as a check against what should be reported

62.  CP040 – Long-Term Substitutes  Demographics reported  CP041 – Third-Party Contract Employees  Demographics reported  Assignments reported

63. PSC GaDOE DISTRICT Refreshed DAILY, except right after cycle DOWNLOAD AS NEEDED CPI Main Menu PSC Data Request After All Signoffs Per Cycle Data temporarily frozen

65.  Guidelines are provided by the National Center for Education Statistics (NCES) http://www.gadoe.org/pea_infosys_data.aspx?PageReq=PEAISDRace

66. Race/Ethnicity Definitions  Compliance with new U.S. Department of Education Race and Ethnicity Data Reporting Standards  The race/ethnicity of an individual shall be collected in a two part format that specifies: (1) whether or not the individual is of Hispanic/Latino ethnicity (2) allows the individual to select one or more races from the five racial categories.

67. A two-part question is mandatory, with the ethnicity part asked first. 1. Ethnicity (Choose one):  Hispanic/Latino  Not Hispanic/Latino 2. Race (Choose one or more, regardless of Ethnicity):  American Indian or Alaskan Native  Asian  Native Hawaiian or Other Pacific Islander  Black or African American  White

68. Rethinking… Ethnicity versus Race for Hispanic  Example: Employee answers question #1 as Hispanic but is unsure of how to answer the race question.  Question 2 Answer for Race??  person may indicate the family is affiliated with a tribe in Mexico, therefore his/her race is American Indian (I). Or  may indicate he/she has family origins from Spain, therefore he/she is white (W). Or  he/she may have multiple origins from parents: American Indian (I) and White (W) on mother's side and Black (B) and Asian (S) on father's side.

69.  Migrating to the New Definitions CurrentFiscal Yr 2010 H - for Hispanic Latino ethnicity RACE I- American Indian / Alaskan Native S- Asian P- Native Hawaiian / Other Pacific Islander B- Black or African American W- White 2 or more races selected H-Hispanic I-American Indian Alaskan Native A-Asian/Pacific Islands B-Black (Non Hispanic) W-White M-Multi-Racial

70. Self-Identification versus Observation  Individuals must always be encouraged to identify their own race and ethnicity.  Staff members may be asked to re-identify themselves in their records.  Self-identification of racial and ethnic categories is strongly recommended, although respondents are not required to do so.  If staff member declines to select race and ethnicity, identification by observers should be used.  Observer identification is the method of last resort.

71.  DOE guidance on Self-Identification:  Ethnicity and race selections do not necessarily have anything to do with the respondent's parental heritage or DNA.  They are reporting based on how they see themselves. So for the person who is from Mexico and comes from American Indian origin, he/she can still say they are another race (i.e. black or asian). It is up to the individual.  The race definitions are more of guidance to let the respondent know what is considered in each grouping.

72. The two-part question in your survey may look like this: Part A. Is this employee (or Are you) Hispanic/Latino? (Check only one) No, not Hispanic/Latino Yes, Hispanic/Latino ( A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race.) The above part of the question is about ethnicity, not race. No matter what you selected above, please continue to answer the following by marking one or more boxes to indicate what you consider your employees (or your) race to be.” Part B. What is employee’s (or your) race? (Choose one or more) American Indian or Alaska Native (A person having origins in any of the original peoples of North and South America (including Central America), and who maintains tribal affiliation or community attachment.) Asian (A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.) Black or African American (A person having origins in any of the black racial groups of Africa.) Native Hawaiian or Other Pacific Islander (A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.) White (A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.)

73.  Other Resources – Data Collections documentation Race and Ethnicity Reporting Requirements and Resources Overview of Race and Ethnicity Requirements Suggestions to School Districts for Implementing New Requirements Presentation - Race and Ethnicity Implementation 2009-2010 FAQs - Race and Ethnicity Requirements Self-Identification or Observer-Identification NCES Forum Guidelines

75.  Errors or Omissions can cost district $$$  Budget comes from October CPI data.  Corrections after CPI count 1 will not be considered because budget processing will have been based on October data.  Make sure principals are reported  Make sure salary information is correct  Base does not include T&E dollars  Certificate Level and Creditable years affect T&E funds  Make sure certification information is current

76. Enhanced security software to use personnel data…  New extract to be created outside of CPI Effective October 2009 personnel data will be used by the GaDOE security software to assist in the provisioning of district employees’ access rights in the portal  A separate menu, not in CPI, will be provided to upload the extract. Proposed Data Elements: Employee SSN, Last Name, First Name, Middle Initial, Date of Birth, Employee Type, Termination Code, Termination Date, and per assignment Job Code with School Code  Business rules have not been finalized as to : Number of records per employee (many have more than one assignment), Cycles required for uploads Final layout and file format. More to Come

77. Please issue a dticket via email dticket@doe.k12.ga.us Or call the Help Line at 800-866-1011 Please indicate that this is a WORKSHOP QUESTION For CPI. Thank you for your kind attention!