EMIS Staff Reporting FY2011 Yearend Reporting Period N MVECA Karen Wilson Deb Dinnen 5/13/2011FY2011 Yearend N Checklist1

Session Goals Prepare District Payroll and EMIS staff for accurate N reporting Encourage communication for staff data between Payroll, EMIS - Student Understand Data Submission requirements Glimpse into the future 5/13/2011FY2011 Yearend N Checklist2

Staff Yearend 11N Checklist What’s happened to staff since October Count Week? 5/13/2011FY2011 Yearend N Checklist3

WHO TO REPORT at Yearend Individuals employed by the reporting entity as of the end of the school year. Individuals hired after the October Count Week who left before the end of the school year. Individuals who were employed during the current school year but who left prior to the October Count Week. (if not reported as separated during October) Individuals or companies contracted by the school district as of the end of the school year to perform duties normally performed by school district personnel (e.g., bus drivers, food service staff, and special education therapists). Individuals who were reported as part of the October staff data, even if they are no longer employed. Individuals employed through supplemental contracts as of the end of the school year, including individuals whose only position is a supplemental contract. 5/13/2011FY2011 Yearend N Checklist4

DO NOT REPORT daily (as needed) substitutes student employees board of education members adult education teachers game officials, ticket takers part-time help individuals who left over the summer and reported as no longer employed during the October (K) reporting period volunteers serving in the district 5/13/2011FY2011 Yearend N Checklist5

11N Checklist Changes to Make Before Extraction ◦ Supplemental jobs are reported at yearend  Verify that active 800 position codes are flagged as “Y” to report to EMIS on the BIOSCN.  Active jobs with position codes in the 800 range should have “Yes” indicated on the “report to EMIS” flag in JOBSCN.  It is not necessary to change the report to EMIS flag to “N” for reporting period K and then back to “Y” for N reporting. The staff extraction will pull needed jobs based on the reporting period selected in USPEMX Length of Work Day is not a required element for Position Type = S or T 5/13/2011FY2011 Yearend N Checklist6

11N Checklist Changes to Make Before Extraction USPCHG ◦ Option 2 use if multiple new employees added with an “*” in separation reason ◦ Option 3 to change the report to EMIS flag to N for staff reported in K as separated 5/13/2011FY2011 Yearend N Checklist7

11N Checklist Changes to Make Before Extraction Update EMIS Staff Attendance ◦ If staff left positions during the year, do not include days after the effective date of resignation or dismissal. - add calendar stop date ◦ Non-paid days are considered absences in EMIS.  Include non-paid days in the attendance screen (ATDSCN- AD EB).  This is done so that the EMIS absence adjustment is made to the EMIS staff demographic record.  Total absence days must be equal to or greater than long term illness 5/13/2011FY2011 Yearend N Checklist8

11N Checklist Changes to Make Before Extraction Add Long Term Illness Days ◦ Long-term illness days must be manually added in BIOSCN (in USPS). (You may need to run a query to see if the LTI is blank. Run CLRATD to clear values from 10N) ◦ A ”Long-term illness” includes an illness of the staff person, his/her spouse, child or parent, in accordance with the federal Family and Medical Leave Act of 1993 (Public Law 103-3, enacted February 5, 1993). A long-term illness must be 15 consecutive work days or greater. 5/13/2011FY2011 Yearend N Checklist9

11N Checklist Changes to Make Before Extraction Review salary changes made throughout the school year and update the EMIS Info in JOBSCN if needed. The EMIS Info in JOBSCN is only required if district wants to report an amount different than what is in the CONTRACT OBLIGATION and AMOUNT fields 5/13/2011FY2011 Yearend N Checklist10

11N Checklist Changes to Make Before Extraction Staff Demographic Record - DEMSCN Update Semester Hours element for hours earned during the school year. Update Education Level if a degree was earned during the school year. Staff Employment Record – POSSCN/JOBSCN Update the “Grade Levels Assigned” element for new employees in the following positions: ◦ paraprofessionals hired under DPIA funding, ◦ Principals ◦ Assistant Principals, ◦ Supplemental Service teachers (position code = 212). 5/13/2011FY2011 Yearend N Checklist11

11N Checklist Changes to Make Before Extraction UPDATE HIGH QUALITY PROFESSIONAL DEVELOPMENT in EMIS Indicates if the teacher participated in “High Quality Professional Development” (HQPD). Run EMSPRS from EMIS_RPT to get the Staff HPQD Principal’s Recording Sheet. The information from the Recording Sheet should be entered into USPS (payroll)/POSSCN. Most likely, this information will be entered by the payroll staff instead of the EMIS Coordinator, but districts need to coordinate this. Add a Unicenter request to mass update with a “Y” and then exceptions must be manually changed. Valid Options: ◦ * - Not applicable ◦ Y - Yes ◦ N - No 5/13/2011FY2011 Yearend N Checklist12

11N Checklist Changes to Make Before Extraction Run POSSUM (summary of all position codes) to review all staff FTE ◦ Make changes to FTE on Job/Employment record if needed 5/13/2011FY2011 Yearend N Checklist13

11N Checklist Changes to Make Before Extraction If an employee left the district after October count week ◦ Leave the position status as C ◦ Enter a Separation date and reason ◦ U status is only valid for K reporting 5/13/2011FY2011 Yearend N Checklist14

11N Checklist Changes to Make Before Extraction If an employee is still employed at the end of the school year, but the district knows positively the employee will not return for the following school year - i.e. – retirements - Leave the position status what it would be as of the last physical day they would be working at the district - Enter a separation date even though it could be a future date - Enter the reason for separation that will apply on the date above 5/13/2011FY2011 Yearend N Checklist15

11N Checklist Changes to Make Before Extraction Reminder ◦ USPSDAT/USPCON screen 3 of 3 is set the EMIS Reporting ID. This value must match how the staff will be extracted. How the staff will be extracted must match all staff reporting: demographic, employment and course. ODE recommends using Credential ID over SSN. 5/13/2011FY2011 Yearend N Checklist16

11N Yearend Checklist Do not change Total years of experience or Authorized years of experience. ◦ “Authorized Teaching Experience Years” is updated during October K reporting.) ◦ If the individual was employed (i.e. reported) during the October K reporting period, the “Authorized Teaching Experience Years” should be the same for both periods.  If you failed to update these fields in October you can update them for yearend. 5/13/2011FY2011 Yearend N Checklist17

11N Yearend Checklist Extracting data from USPS Run USPEMS/PERDET ◦ Scrolling program (use only to check for missing data.) ◦ Use various options to view only reportable records with errors. Then run for non- reportable records to confirm that all staff that should be reported is flagged correctly 5/13/2011FY2011 Yearend N Checklist18

11N Yearend Checklist Extracting data from USPS Run USPEMS select USPEMX option 2 Add Unicenter ticket to notify that staff is ready to load into EMIS. 5/13/2011FY2011 Yearend N Checklist19

11N Yearend Checklist Extracting data from USPS Leave the EMIS ID blank;( should not be using the EMIS ID) report the SSN, Employee ID, or Credential ID to EMIS (S,E,C)? _ ◦ MUST MATCH COURSE MASTER ◦ ODE never gets SSNs ◦ Employee ID is not an option for DASL districts 5/13/2011FY2011 Yearend N Checklist20

Staff/Building/District data in DASL only Where do I add Building and District data that are not in USPS? 5/13/2011FY2011 Yearend N Checklist21

Building and District Records Breadcrumb trail :Home » EMIS » Maintenance » District and Building InformationHomeEMISMaintenanceDistrict and Building Information 5/13/2011FY2011 Yearend N Checklist22

11N Yearend Checklist Contract Staff Entry Update Contractor Staff Employment Records ◦ Add Contractor Staff Employment Records (CJ) for any staff instructing students from another district ◦ Appendix A of EMIS Reporting Manual Add Contract Only records ◦ Now entered in USPSWEB! 5/13/2011FY2011 Yearend N Checklist23

11N Yearend checklist Run EMSRDET and review EMSRD11N.TXT for errors. Add a Comment to the Unicenter ticket when your staff data is ready to be submitted to ODE 5/13/2011FY2011 Yearend N Checklist24

Fixing Errors How do I know what data needs to be fixed? 5/13/2011FY2011 Yearend N Checklist25

Fixing Errors EMSRDET aggregates the staff demographic, employment and course data and lists any data that doesn’t meet criteria ◦ Also, checks the Building/District data for errors ◦ Produces EMSRD11N.TXT ◦ SAMPLE REPORT SAMPLE REPORT EMSAGG5 will, also, list staff errors ◦ SAMPLE REPORT SAMPLE REPORT Run EMS_MSG_2 for possible corrective action Make corrections in USPS and re-extract staff data 5/13/2011FY2011 Yearend N Checklist26

Fixing Errors EMSRDET is part of the weekly aggregation process. It’s the same procedure that creates the submission file. ◦ There will be an updated EMSRDXX.TXT available on the EMIS Reports Webpage ◦ Check this every Friday afternoon 5/13/2011FY2011 Yearend N Checklist27

Accountability When does the data need to be submitted? How will it be used to determine accuracy? 5/13/2011FY2011 Yearend N Checklist28

Accountability 5/6/11 First processing 5/27/11(Warning letter) – Data Submission Requirements begin. CI/CK must be 85% 5/27/11 NEED to have Building and District data complete in EMIS. DB/DR/DT must be 100% 6/10/11 – OUT OF COMPLIANCE 7/15/11 – Final Processing 5/13/2011FY2011 Yearend N Checklist29

Accountability Key Dates Data Submission Requirements for FY09 Yearend (N) Reporting Period--DRAFT This table shows which record types will be used to create the General Missing Data Report and the percentage of records required at various weeks during the reporting period. Warning notifications will begin on May 29th and continue through the July 10th data submission fr any district which has not met the weekly data submission requriements. Out of Compliance notifications will only be sent, as per the schedule, to those districts which have not met the same data submission requirement(s) two or more times as of that week. In addition, any district identified as not having met the July 17th data submission goals will be subject to the progressive corrective action process. Also included below is the financial penalty that will be assessed if the data submission does not meet the established goals. The  noted between the tables denotes the planned data submission which a payment will be based upon. Measure #Record TypeRecord NameRecord Code P o i n t I n T i m e 29 May - Initial Warning5-Jun19-Jun26-Jun 2 Jul - Out Of Compliance Notification10-Jul 17 Jul - Out of Compliance Notification D1Building General InformationDB100% D2District General InformationDR100% D3DistrictDistrict TestingDT100% D4Staff Demographic/ EmploymentCI / CK85% 100% D5StudentStudent StandingFS85% 99% 100% D6StudentCourseGN75% 90% 95% D7Student Early Learning AssessmentsGB/GM/GS65% 95% 100% D8Student Ohio Graduation TestsGX25%75%95% 100% D9Student Acheivement TestsGA0.10% 50%95% 100% E1StudentOTELAGF85% 95% 100% E2StudentSpecial Ed EventGE75% 85% 95% E3StudentProgramGQ75% 85% 90%    5/13/2011FY2011 Yearend N Checklist30

Accountability Data Submission Requirements have increased over last year 4 th submission Staff Data must be 85% accurate (by 5/27) 100% accurate by 6/17 “A district will only have funds withheld if they appear on the General Missing Data Report at least two times for the same measure beginning with the May 27, 2011 data submission. In addition, one of those weeks must be an Out of Compliance week. As soon as the district meets the data submission requirements the process to release the withheld funds will occur. The released withholding may occur on or after the date of the scheduled payment depending on when the district has met the data submission requirements.” 5/13/2011FY2011 Yearend N Checklist31

Accountability The following reports will list problems. If you do not have a report dated for the current submission week then you do not have missing records 2011N_STAFF_MISSING Other important reports 2011N_MISSING_DATA(very important) 2011X_ISSUES 2011X_ISSUES_DETAIL 5/13/2011FY2011 Yearend N Checklist32

ODE Reports What other reports should I review for staff? 5/13/2011FY2011 Yearend N Checklist33

ODE Reports Once data has been sent to ODE Reports are posted on the MVECA Webpage (password protected; access granted upon Treasurer/ Superintendent request) ◦ DEMO_JOB_200X - This report lists ALL employees, their position, status, salary, etc. Errors and warnings are flagged. ◦ HQPD_xxxxxxxx ◦ ALL_A and ALL_R – Review to make sure FTE is not unreasonable ◦ CONTRACT_ERRORS ◦ Review all reports each week from ODE. 5/13/2011FY2011 Yearend N Checklist34

Fixing More Errors Why do I have more errors? 5/13/2011FY2011 Yearend N Checklist35

Fixing More Errors Contractor_Errors ◦ Contact contractor to resolve reporting problems  Error is usually either your IRN is being reported on a CJ record from a contractor OR you have a contractor’s IRN on a course and they do not have a CJ record with your IRN. Staff_Missing ◦ Check the emsrd10n.txt. If there is a fatal for the staff member it will produce a missing staff entry. ◦ If you reported staff members as active in 10k and do not report them in 10n it will produce a missing staff entry.  Data_submit_date on the Staff missing report shows the last time that ODE saw the staff member. 5/13/2011FY2011 Yearend N Checklist36

Fixing More Errors NO_EMPL_REC ◦ the demographic record is part of the data set but the employment record did not. Check the EMSRDxx.TXT to see if a fatal error is listed. Teach_Records ◦ listing of staff with incomplete data set. One of 3 staff records will be missing: demographic, employment or course(exception is and Itinerant teacher, will show on the Teach_Records but ODE is not looking for a Course master.) 5/13/2011FY2011 Yearend N Checklist37

LRC How is staff reporting used? 5/13/2011FY2011 Yearend N Checklist38

LRC Staff FTE ◦ Average number of years of teaching experience ◦ Average teacher salaries Degree Type and Semester Hrs. ◦ Percent of Teachers with at least a Bachelors Degree ◦ Percent of Teachers with at least a Masters Degree HQT – Highly Qualified Teacher – element on course ◦ Percentage of core academic subject elementary and secondary classes not taught by highly qualified teachers 5/13/2011FY2011 Yearend N Checklist39

LRC Credential ID and course information ◦ Percentage of core academic subject elementary and secondary classes taught by properly certified teachers State/Local Report Cards Resources iLRC 5/13/2011FY2011 Yearend N Checklist40

Preparing for FY12 reporting NEWCNT has an option to clear EMIS Info when the new contract is purged 5/13/2011FY2011 Yearend N Checklist41

FY12 Changes What now? 5/13/2011FY2011 Yearend N Checklist42

FY12 Changes ◦ Reviewing need to report TYPE OF APPOINTMENT and POSTION TYPE ◦ Revise Building record – define what entity types must have building record ◦ SIG reporting – Consider adding elements related to instructional time outside the normal school day for districts involved in the SIG grants ◦ Reviewing Fund Sources to eliminate inactive options ◦ Review the options and instructions for the Early Childhood Education Qualification Element. 5/13/2011FY2011 Yearend N Checklist43

FY12 Changes EMIS-r ◦ EMIS Redesign  Data is pulled from the sources  Districts submit own data ◦ Plan to go LIVE for 12K?????? 5/13/2011FY2011 Yearend N Checklist44

Any Questions? Thank you for coming! 5/13/2011FY2011 Yearend N Checklist45