EMIS OVERVIEW

EMIS Data and Staff Staff data is taken directly from the payroll database. If the data is not accurate in the live database, then inaccurate data is transmitted to ODE. Reports are generated for Staff, just like student data. Errors must be corrected in the live database. Staff data goes automatically when student data is submitted.

Staff Data reflected on the Local Report Card What data feeds into the Staff information on your district report card? Who should own that data in your district? How is it being communicated within the district?

EMIS SCREEN IN USPSWEB

REPORTS FTE Reports are generated for districts and can be used by districts to verify data accuracy and to reconcile with School Finance Payment Reports or “SFPRs” FTE reports are located in the data collector and are located in the level 2 report in the current student collection You will want to be aware of the FTE Detail and the FTE Detail Adjustment report

Items to Consider Communication of ALL district personnel is KEY DO NOT make assumptions on personnel Replacement of personnel has same info as previous employee Ask questions and seek clarification The importance of the staff information – need a plan/procedure in place Incorporate any viable tools available Keep your superiors informed of missing data Keep a copy of the most updated EMIS manual Chapter 3 in your possession

Recent Changes in Staff EMIS Data for EMIS reporting is now pulled DIRECTLY from USPS (state software and data collector) Non-state software users have had to update/load a file to the FFE (Flat File Editor) then to the Data Collector. ODE now closely looking at dates of activity…hire date, resignation date, change of position date-- Rolling period; no longer a snapshot in time How districts are being funded has changed and increased the information that now needs to be collected and reported

USING AN EMPLOYEE INFORMATION SHEET

Employee Information Sheet

EMIS/USPS Connection Responsibility Check off list

WHO TO REPORT AND NOT REPORT TO EMIS?

Found in ODE EMIS Manual 3-1 Staff Records Overview Which Staff Do I Report? Individuals employed by the reporting entity If this individual leaves after last reporting period and has attendance this year – must report as a C with a separation date. Individuals or companies contracted by the school district for duties normally performed by school district personnel (e.g., bus drivers, food service staff, and special education therapists). Individuals who were employed during the current school year but who left prior to June 30th. Individuals who are on leaves of absence. Substitutes who become the “teacher of record.” Individuals employed during the previous reporting period Individuals employed through supplemental contracts, including individuals whose only position is a supplemental contract. Found in ODE EMIS Manual 3-1 Staff Records Overview

Found in ODE EMIS Manual 3-1 Staff Records Overview Who is Not Reported? Daily (as needed) substitutes Student employees Board of education members Adult education teachers Game officials, ticket takers Employees on an “as needed” basis- no regular schedule Individuals who were reported as no longer employed as of June 30, XXXX Volunteers serving in the district Found in ODE EMIS Manual 3-1 Staff Records Overview

EMPLOYEE SITUATIONS

Reporting Staff transferred to new position in the district If an individual is hired into a new position, a new staff employment record (JOBSCN, POSSCN or USPSWEB job record) must be reported for the new position with a position start date. This will result in 2 records being reported for the individual The old position should be reported with a separation date and separation reason of 8 (employee accepted new position within district) with the position status remaining the same as it was, which typically is “C” – Active/Continuing employee in same position in district (POSSCN or USPSWEB Job record/EMIS Entry Screen). Calendar stop date (JOBSCN, POSSCN or USPSWEB Job record) should also be entered to prevent additional EMIS attendance days from being counted for year end.

In the example below, we have a bus driver that decided to switch jobs to cafeteria worker effective 11/1/2017. The current JOBSCN record (job 1) for the bus driver position (704) would need to be updated with the separation date and reason of 8. Notice separation date and calendar stop date of 10/31/2017 is entered because that is the last day worked in the bus driver position.

This is the same example only displaying what the USPSWEB screens will look like in the job record for the bus position.

A new job record (job 02) needs to be created for the cafeteria position as shown below with a position start date that reflects the first day worked.

This is the same example only displaying what the USPSWEB screens will look like in the job record for the cafeteria position.

Employee left employment

Scenario 1: Staff member was employed during first open submission for period L, but left employment prior to the last day of scheduled instruction for students in their respective building Staff member is to be reported as separated with the appropriate code and last date of work on each JOBSCN that has been reported to EMIS for the year. When June reporting is closed by ODE, the staff member’s job(s) and biographical screens should be changed to NO for EMIS reporting. They do not need to be reported in the following school year if they were properly reported in June as separating employment. If you did not report them in June, you must still change to a No to report to EMIS, but you must request a staff override by using a spreadsheet. Instructions provided in the Knowledge book, under FISCAL, USPS-EMIS. Topic 16.5

Scenario 2: Staff member worked the entire school year, up to and including the scheduled day of instruction for students in their respective building, but NOT beyond that date. Staff member should be reported as separated from employment in June, on all jobs reportable to EMIS. Their POSITION STATUS must remain a C. Position status of U is only allowed during the following year’s open reporting timeframe. 4. If you do not report the staff in June, go to Scenario 3.

Scenario 3: Staff member worked the entire school year, up to and including the scheduled day of instruction for students in their respective building, but was not reported in June as separated from employment OR didn’t notify you of their intent to resign/retire prior to June 30th (summer separation). Employee’s bio screen and job screen(s) are changed to reflect separation reason and date and their POSITION STATUS is changed to a U only if they have not come back to work for the district in any capacity. The staff’s records should be changed to N to report to EMIS After the “L” reporting period for the YEAR has been closed by ODE, not after the first reporting window has closed.

EMIS tracks attendance by person, not by job, so if they work even One day in the current fiscal year, they have attendance and cannot Have the U status in POSITION STATUS FIELD. The POSITION STATUS of U can only be used when the staff leaves prior to July 1st and does not come back and work for the district in ANY capacity after 6/30/XX. Otherwise, if they come back in another position or substitute in any Capacity, the position status MUST STAY AS A “C”. Last pay check date is NOT considered “LAST DATE OF WORK”.

USING A CHECKLIST

EMIS STAFF CHECKLIST FOR USPS DISTRICTS 1. _____ Review Chapter 3 in the current EMIS Guides for changes. 2. _____ Review Board agendas for Staff changes. Note: Change position status field on the POSSCN to U for those employees who: a. Separated/retired before the first day of school and after June 30th b. Had not previously been reported separated in previous fiscal year. c. Had no attendance or any accumulated benefits days during the new fiscal year d. Leave all other employees’ position status as C Note: If an employee separates after June 30th with attendance days: a. Enter the separation date and appropriate separation reason b. Leave the employee’s position status as C c. Do this whether the date is before, after or during count week d. Don’t hold off making changes to USPS. Do them as they happen.  

3. _____ For employees who have a ZID in a previous EMIS period and now have an ODE credential ID: Enter the new ODE issued credential ID in either the BIOSCN or DEMSCN. They update each other. b. Open a ticket and ask OMERESA to request an override. Please list the employee name, the old ZID and the new ODE issued credential ID. 4. _____ Review all other staff changes, position changes etc. 5. _____ If an employee has had a job change and the POSITION CODE has changed…Remember to give the employee a new job record. 6. _____Run CLRATD (Clear Attendance) USPS_ANN/CLRATD – clears out the Long Term illness Reporting.

7. _____ Update Authorized/Total Years for Certificated Staff: Run USPS_MNT/MASCHG/MASINC b. Make sure that you exclude new hires as they may be incremented also – In the “Exclude employees based on hire date:” field enter a date only if you wish to exclude those employees whose hire date is equal to or greater than the date entered c. Update Total Years by placing an I (INCREMENT) in the field to increment one year d. Update Authorized Years by placing an I (INCREMENT) in the field to increment one year e. Run in PROJECTION first to verify the data first f. Run in ACTUAL once you are ready to update the Total, Authorized Year and Principal years.

8. _____ USPS_MNT/USPCHG – Mass set EMIS Flag= “N” Employee’s who were reported as no longer employed in the June reporting period should be set so the Report to EMIS Flag = “N”. The program will prompt for a separation date. Make sure you only update employees who were separated before July 1st AND who were reported as such in the June Period. A USPCHG.TXT report will be generated once the USPCHG program completes. Please verify the information and print the USPCHG.TXT report and keep on file with your October information. You can run the program under various options. You can choose specific employee groups such as Salary schedule, job status or building.

9. _____ REPORTS a. EMIS Web reports – contain the ODE EMIS reports. I. Log in using your Reflections username and password http://www.omeresa.net/emisreports.aspx II. Reports are updated on the web as they are released from ODE III. The reports are listed within the applicable reporting period OPTIONAL b. CERLST – Brief Certificate Employee listing - Displays employee Certificate information and Authorized/Total Years Experience, Position Code and Funding Source c. POSSUM - Position Summary based on FTE Count - This report can be run by building to check if all employees are being reported 10. _____ Check EMIS CONTRACT INFO fields. (Screen two of JOBSCN):

10. _____ Check EMIS CONTRACT INFO fields. (Screen two of JOBSCN):

If applicable, verify that data is for this fiscal year and does not contain outdated information such from prior fiscal year b. Verify the Hours per day, Contract Amt., Work days and FTE are correct and if SPEC ED FTE needs to be updated c. OPTIONAL - MASCHG/MASEMIS can be used to verify and massively clear out the EMIS Contract Info by running in PROJECTION mode d. PLEASE NOTE - running the MASEMIS program in ACTUAL will clear out the FTE which is REQUIRED for EMIS reporting. A report is generated when the MASEMIS program is run that can be used to check if you need to manually re-enter the FTE.

11. _____ Run USPEMS/PERDET Run PERDET for Employees Reportable to EMIS Yes and exclude Supplemental contracts (8xx). b. Select only those employees with errors c. Check the report (Perdet.txt) and correct all errors 12. _____ Make any needed changes using USPS Alpha or USPSWEB. a. USPSCN/DEMSCN b. USPSCN/POSCN c. USPSCN/JOBSCN d. USPSWEB/EMIS Entry Screens 13. _____ Re-run USPEMS/PERDET until the report shows no errors.

Run USPEMS/USPEMX to create the extraction file (USPEMX_EMISR.SEQ) Screen 2: _____ When your data is clean and you have CJ (Contractor Staff) and/or (CC Contract Only) records: Run USPEMS/USPEMX to create the extraction file (USPEMX_EMISR.SEQ) b. From the Menu> type in USPEMX_FTP to ftp (file transfer) USPEMX_EMISR.SEQ to the EMIS-R server c. Upload the extracted file into the Data Collector from within the data collector when you are ready

FTE Full Time Equivalency

FULL TIME EQUIVALENCY (FTE) Ratio between the amount of time normally required to perform a part-time assignment and the time normally required to perform the same assignment full-time. The number 1.00 represents one full-time assignment 1.00 is equal to the number of hours in a regular day for a position. Teacher Position FTE A full-time teacher who instructs students for six hours a day (as defined by the district) has a 1.0 FTE reported as 1.00. In this case, a teacher who instructs students for 3 hours a day in that district would have a position FTE of .50. Cook FTE A district employs eight cooks. Three cooks work three hours per day, two work fours per day, and three work five hours per day. The district has defined that 5 hours is equal to one (1.0) FTE for a cook’s position. Therefore, the FTE for a cook who works five hours a day is 1.0. The FTE for a cook who works 4 hours a day is .80 FTE, and the FTE for a cook who works three hours a day is .60

FTE Examples (continued) Cook works 4 hours per day and district has determined that 5.00 per day for a cook position is 1.00. Divide the cooks actual hours/full time hours.

Employee in New Position

If an employee changes jobs in the district and begins another job with a different position code, you must enter a separation reason/date on the 1st position and create a new JOBSCN/POSSCN for the new position. Example: A teacher (position 230, job #1) has taken a principal position (position code 108) Both jobs will be reported (dates are important). On job #1, enter a separation reason (8 - Employee accepted a new position in the district) and the date (last date in the position). Status will be C unless separation occurred in the summer. Add the principal job #2. Enter the position start date (after separation date). Both jobs will be Reported for EMIS. If you want the new position Job #2 to be the first job, renumber Job #1 (teacher) on JOBSCN to a number higher than any of the teachers existing jobs. Once this is complete, Job #1 slot is available. Renumber Job #2 to Job #1.

You do not need to create a new JOBSCN if the employee is moving to another building or will be teaching a different grade level. If an employee moves to another building, the building IRN field on JOBSCN will need updated to reflect the new building.

Renumber the number current JOBSCN to another job # Making job #2 – job #1 (main job) Renumber the number current JOBSCN to another job # Enter a separation reason/date Status will be C unless separation occurred in the summer Add the principal job as job 1 Both jobs will be reported for EMIS Dates are important

Confusing Situations

Split Positions Option 1 - Employee has two separate jobs Report each position code on a separate job record Split salary, days, hours, FTE between job records In USPS, use the EMIS contract info fields to report data

Extended Service Days only reported by ESC All others districts can: Combine with regular position or Can pay on separate jobs Summer Separation Employment Record USPS Treatment Must have no attendance days in current year on any job Separation Date/Reason – needs to be added – last day of scheduled student instruction Position Status “U”

Authorized Years, Total Years, Principal Years

Authorized - Total – Principal Authorized = total years of authorized teaching experience as a regular or substitute in an elementary or secondary instruction for at least 120 days in a regular school year (ending June 30). Does not include teaching at a college, university, or related institution. Total = Indicates the total number of years of all certificated/licensed educational service (authorized and non-authorized) in elementary schools, secondary schools, colleges, universities, and any other public or non-public educational institutions (including the Peace Corps). Maximum is 40 years. Must be greater than or equal to the authorized years of experience. Principal Experience = Principal experience years (CI record).

PERDET Report Live demonstration

Rerun until all errors are corrected. Run USPEMS>PERDET 1st Time Run report for Employee Reportable to EMIS=Y Exclude Supplemental = N Check & Correct errors 2nd Time Run report for Employee Reportable to EMIS = N Exclude Supplemental = N Check & Correct errors Check these lists for anyone who should not be on the list. Rerun until all errors are corrected.

PERDET Errors Handout for PERDET Errors The PERDET option produces a report listing possible data errors or invalid data prior to EMIS reporting. Errors are corrected in the USPS files using USPSCN or USPSWEB. The PERDET option can be run as many times as necessary until your report is error free.

Contractor records

EMPLOYING DISTRICT (EMIS reporting district) The district that “cuts” the employees payroll check reports the employee The district will create a CJ record in the flat file editor or USPSWEB identifying The credential ID, position code, FTE and Job #. This steps tells the data collector that he/she is a contracted staff member servicing XXXXX district and to pull all necessary EMIS information from the payroll files DISTRICT WHERE EMPLOYEE IS WORKING (EMIS reporting district) District where employee works should provide, on the course master records, the employing district’s IRN so ODE can correlate the credential ID for both the EMPLOYING district and the WORKING district. District Where Employee is Working (Non EMIS reporting) District would need to create a CC record to point back to contracting district.

Some common contracting issues Virtual School (or resident/educating district) contracts with a Virtual School to teach online courses. Resident/educating district contracts with an ESC or another EMIS reporting entity for a staff member to provide the special education service. Eligible position codes for preschool contracted related service staff are listed below. No course master is required to be reported for staff members with these position codes. 304 Audiologist 318 Psychologist 325 Physical Therapist 326 Speech and Language Therapist 327 Occupational Therapist 328 Orientation and Mobility Therapist 33 Adapted Physical Education Therapist

Extended Service – ESC’s only

Extended service days are only required for ESC’s Verify the correct amount of extended service days are reported in the Extended Service field on screen 2 of the JOBSCN ODE does not count or take into consideration Extended Service field days unless you are an ESC

ATTENDANCE/ABSENCES DAYS

Makeup Day (including Blizzard Bags) Calamity Day USPS – counts as a workday (day earned) EMIS – does not count as an attendance or absence day Makeup Day (including Blizzard Bags) USPS – does not count as workday (no earnings) EMIS – Counts as an Attendance day

Determination of EMIS Attendance/Absence

Timing is everything…. Make sure that CHKUPD is not being processed in payroll when a Data Collection is run USPEMX vs SIF collection? SIF pulls from live payroll files. USPEMX is a file that is created and static. Each time a collection is run it will pull the most current USPS data IF you check the SIF box on the Data Collector.

Run USPEMS>USPEMX If your district is reporting a CC record, USPEMX must be run to create the file that pulls the information together for SIF (EMISr) Data Collector. That file will need to be transferred into SIF (EMISr) as a flat file for proper reporting.

Run USPEMS>USPEMX USPEMX will also auto-generate new employees ZID’s – if there are blanks left in the State Assigned ID field, ZID’s are added. Certified staff should have this field filled in with their State Assigned ID – you can find this on their teaching certificate.

This program also creates two files: USPEMX.SEQ – This file contains all Staff Demographic (CI) records and all staff Employment (CK) records. USPEMX_EMISR.SEQ – This file will be created ONLY if Contractor Staff Employment records (CJ) records and/or Contract Only Staff records (CC) exist.

Transfer of files to Data Collector Run the process to transfer the file(s) from USPS to the Data collector. Notify the EMIS coordinator that the USPS files have been transferred to the data collector.

Questions Please email us if you have further questions or concerns: Diane.Mcafee@omeresa.net – Fiscal Services Chris.Antonelli@omeresa.net – EMIS/Student Services