OAEP – May 7, 2018

Whose Error Is It Anyway? Mary Myers LACA

Agenda Background Level 1 Excluded Records

Background Staff/Course Collection pulls data from multiple sources Payroll/Human Resources (HR) Staff Demographics (CI) Staff Employment (CK) Staff Summer Employment Separation (CL) Contractor Staff Employment (CJ) Contract Only Staff (CC)

Common Denominator Student Information System (SIS) Course Master (CN) Staff Course (CU) Student Course (GN) Career-Technical Education Correlated Class (CV) Mapped Classroom Code (CM) Common Denominator State Staff ID from educator certificate/license Links staff and course records together

Focus This session will focus on Teacher errors to determine if the error is coming from Payroll/HR or the SIS Attention will be focused on Level 1 Validation errors, specifically the CK errors Excluded records, specifically record type CN

Level 1 Both Staff/Course collections have Level 1 Errors CI – Demographic record related errors Payroll/Human Resources errors because they are on the person, not the position Most common – CI.0016 ‘Staff member over 70 years old’ Verify birthdate is correct and ignore if age is accurate

Level 1 (cont.) Fatal – must fix Warning – must verify Blanks are not valid CI.0007 – Education Level cannot be blank Most fields need either an * or 0 (zero) but cannot be blank Warning – must verify If accurate can ignore Check may be crossing demographic with employment record to verify data is accurate CI.0022 – ‘Principal Reported with 0 Years of Experience’ Crossed position code with demographic data reported Position code indicates Principal or Assistance Principal Can only be zero if first year in either position

Level 1 (cont.) CK – Staff Employment record related errors May be Payroll/Human Resources errors or Student Information System (SIS) related errors Evaluate each error to determine source Blanks are not valid CK.0026 – If in Title I Schoolwide Building, Paraprofessional Code is Invalid Position code 415 If Title I Schoolwide Building or fund source G, Qualified Paraprofessional field must be Y or N

MR.2001 - Whose Error? MR.2001 – Teacher must have at least one course master Position code 230 Position Status C No courses attached to that State Staff ID Questions to ask Is employee still employed this year? If no, enter separation date prior to first scheduled work day for fiscal year, separation reason, and change position status to ‘U’ on payroll/HR side Is employee teacher of record for classes? If no If Special Education Inclusion or pull-out, position code should be 212 on payroll/HR If Gifted Intervention Specialist or Preschool Itinerant Students should have program codes with staff member attached on SIS side

MR.2001 Questions (cont.) Is State Staff ID the same on the payroll/HR side as on the SIS side? Who is incorrect? If employee started the year but then left, there should be a CU Staff Course Record with that staff member attached for the time period they taught during the school year If a Long-Term sub that took over for an employee who left, they should be attached to the course as Teacher of Record for the time period they were teaching the course If employed by ESC, is CJ-Contractor Staff Employment Record built pointing to district where staff member is teaching (reported by ESC)

Excluded Records Apply filters to spreadsheet and filter on record type of CN GN errors are students scheduled into courses with CN errors Once CN errors are fixed, the GN errors will disappear

Excluded Records - CN One question where each scenario prompts more questions Who employs the staff member? If your district Is payroll/HR reporting the employee? Are you both using the same State Staff ID? If an ESC Is the Provider IRN on the course record?

Excluded Records (cont.) If Contracted staff because student is placed in a non-public school Is Payroll/HR reporting staff member with position status A? Are you both using the same State Staff ID? If College Credit Plus taught by College staff Is State Staff ID on assigned teacher 999999999?

Questions?