Department of Education Personnel Information Reporting System November, 2010 www.k-12.state.tn.us/pirs

Personnel Reporting Information System (PIRS) PIRS is an on-line, web based system designed to comply with State law, which requires school systems to annually report their licensed, professional staff to the Department of Education.

Personnel Information Reporting System TCA §49-5-402, makes the Department responsible for collecting training, experience, and salary data annually for all licensed personnel to establish acceptable training and experience ratings. For salary purposes, data is collected as of December 1, and for experience purposes, this data is collected at year end.

To get started, Edit Local Salaries December 1 Report To get started, Edit Local Salaries

Next Screen: Proceed to Edit Salaries December 1 Report Next Screen: Proceed to Edit Salaries

Choose the most recent school year from the dropdown. December 1 Report Choose the most recent school year from the dropdown.

Click on Create Schedule. December 1 Report Click on Create Schedule.

Choose schedule year, effective date, increase state and local salaries as needed. You can increase state and local salaries by a % and local by a fixed $$ amount.

When finished, click Create New Schedule. Check appropriate education levels.

You will now need to make necessary corrections: December 1 Report Now that salary schedule has been created, email karen.justice@tn.gov to have your teachers rolled from the previous year. You will now need to make necessary corrections: Remove teachers who were not re-employed, make sure to reduce time to 0 months and 0 days and change their status Add new teachers Reconcile Salaries, you may need to adjust district years experience in upper right corner to match the level in which you are paying them Make necessary changes to months/days worked, school assignments, and teaching assignments Add any bonus amounts that you expect to pay them through the year

From Teacher Information, Select View/Edit Teacher Information December 1 Report To Add a new teacher: From Teacher Information, Select View/Edit Teacher Information

Adding a new Teacher Type in the six digit License Number in the License Number field at the top of the page. Click Search.

Click on the Teacher’s Name. Adding a New Teacher Click on the Teacher’s Name.

Adding a New Teacher

Adding a New Teacher 1) Use Dropdowns for: a) Assignment Code b) School c) Salary Schedule d) Status e) Regular/Federal 2) Enter Paid Months and Days 3) Enter additional pay, i.e. addl local 4) Click Save

The finished product. Any time you make changes, hit update. Adding a New Teacher The finished product. Any time you make changes, hit update.

Adding an Additional Assignment Click on New Assignment to add a teacher’s second or third teaching assignment. Select assignment from dropdown. Enter paid months and days for this assignment. Enter any additional pay. Click Save.

View Total Salary Click on the Salary tab to view total Salary. Verify the total matches your spreadsheet.

Use Prev Record and Next Record to navigate between teachers. December 1 Report Use Prev Record and Next Record to navigate between teachers.

The Finished Product From Reports dropdown: Select December 1 Report

The Finished Product Select the appropriate category Classroom has the majority of your teachers

Deadline for completion: February 1st The Finished Product Copy all data to Excel. Print. Verify Total Salaries. Deadline for completion: February 1st

Year End Report

Retired Teachers Reemployed Under TCA §8-36-821 (85% Rule) Retired teachers reemployed in accordance with TCA §8-36-821 are not reported to the Department for training, experience, or salary purposes. Reasons: Subsection (a)(6), “The retired member shall not receive automatic credit for years of experience in determining compensation…”

Retired Teachers Reemployed Under TCA §8-36-821 (85% Rule) Salary is established by the LEA at a rate no less than teachers with no experience filling similar positions nor more than 85% of the rate set by the LEA for teachers with comparable training and experience. Once the salary is set, the teacher is not entitled to supplements paid under the career ladder program.

Retired Teachers Reemployed Under TCA §8-36-821 (85% Rule) In sum, a retired teacher reemployed in accordance with TCA §8-36-821 is not reported to the State through PIRS because: the salary established is negotiated locally with the teacher; after the salary is established, it may not have any relationship to the state/local salary schedule; and the teacher does not receive credit for experience.

Retired Teachers Reemployed Under 120 Day Contracts Retired teachers reemployed in accordance with TCA §8-36-805 are not reported to the Department for salary purposes, but are reported for training and experience purposes. Reasons: TCA §8-36-805 does not specifically address training and experience while TCA §8-36-821 does. Therefore, training and experience should be reported for retired teachers working 120 day contracts, but not for salary purposes.

Retired Teachers Reemployed Under 120 Day Contracts Salary is established by the LEA at a rate no more than “an amount equal to the sum of sixty percent (60%) of the annual full-time salary received by the retired member in the year immediately prior to retirement, adjusted by five percent (5%) for each year since the member’s retirement” or other such percentage as determine by the treasurer and the commissioner of personnel. The retired teacher is entitled to supplements paid under the career ladder program, which is a part of the entire salary.

Retired Teachers Reemployed Under 120 Day Contracts In sum, a retired teacher reemployed in accordance with TCA §8-36-805 is reported to the State through PIRS for training and experience on Year End Report but not on Dec 1 Report. They are not reported for salary purposes, because: the salary established is negotiated locally with the teacher; and after the salary is established, it may not have any relationship to the state/local salary schedule.

Retired Teachers…To Report or Not to Report… In summary, 85% Rule Teachers: December 1 - No Year End - No 120 Day Contract Teachers : December 1 – No Year End - Yes

Salary Schedules When creating a new schedule, the effective date is the first day of the fiscal year. 2010-11 = 7/1/2010

Complete Salaries are Important December 1 salary data is compiled to determine average salaries paid by your district. The public and other outside groups see these average salaries and judge you by them. Include all supplements and additional pay in the December 1 report—you should get credit for everything you pay out.

Personnel on Military Leave TCA §49-5-702, LEAs “may compensate teachers the difference between their regular pay and their military pay while engaged in military service.”

Personnel on Military Leave If an LEA is paying personnel on military leave full salary, then no reporting changes are required. Personnel on military duty being paid their regular salary would be reported as being on military leave (either assignment code 014 or 095), working 10 months and 0 days, with the appropriate state and local salary reported. Regardless of pay status, personnel on military leave are eligible for career ladder.

Personnel on Military Leave If an LEA is not paying personnel while on military leave, then on the December 1 Report, military personnel should be marked “inactive” (there is no longer a need to drop employees indicating months and days paid as being zero (0), and then having to re-enter data at year end. However, make sure no salary data is reported).

Personnel on Military Leave Military personnel on leave not being paid by the LEA should be “re-activated” on the Year End Report for experience purposes indicating 10 months 0 days worked, with the appropriate military assignment code (so that experience can be added without year end paper reports).

Personnel on Military Leave Military personnel on leave being paid the difference in salary (regular salary less military salary) by the LEA should be reported on the Year End Report for experience purposes by indicating 10 months 0 days worked (so that experience can be added without year end paper reports), but should not be reported on the December 1 report for salary purposes (mark them as being “inactive” because the salary paid does not relate to the LEAs salary schedule).

Advanced Academic Training Acceptable for Purposes of Salary Rating on the License State Board of Education Rule 0520-2-4-.01 (15) states: Master’s Degree—person with a masters degree from a regionally accredited institution shall be paid at masters on the salary schedule if the coursework is functionally related to the area of endorsement on the teaching license or if public education was the primary aim of the masters degree. Master’s Plus 30—person with a masters degree who completes 30 additional graduate semester hours shall be paid at masters plus 30 on the salary schedule if the coursework is functionally related to the area of endorsement or the courses indicate that public education was the primary aim.

Advanced Academic Training Acceptable for Purposes of Salary Rating on the License Education Specialist— those who have earned Education Specialist degree from accredited institution those who have earned a terminal professional degree (e.g. Doctor of Medicine, Doctor of Jurisprudence, etc.) if the coursework was functionally related to the area of endorsement on the teaching license. Doctorate Degree—an individual who holds a Doctor of Arts, Doctor of Education, or Doctor of Philosophy from a regionally credited institution shall be paid at the doctorate level on the salary schedule if the coursework was functionally related to the area of endorsement on the teaching license.

Career Ladder Every LEA has the ultimate responsibility for properly administering the Career Ladder Program. Career ladder supplements, as well as eligibility requirements, are governed by TCA §49-5-5001, et seq., and Rules of the State Board of Education Chapter 0520-2-2.

Career Ladder Property rights do not attach to career ladder supplements, i.e., having a valid career ladder license does not entitle the license holder to the career ladder supplement; the license holder must also be working in a career ladder (instructional) position.

Career Ladder Positions that would not qualify for the career ladder supplement include, but are not limited to, directors of schools, transportation supervisors, finance directors, human resource personnel, and, especially in larger systems, assistant directors of schools. Food service supervisors were given a special exception by the General Assembly to receive the career ladder supplement. Educators who work at least ½ time in a career ladder eligible position are eligible for the career ladder supplement based on the percentage of time in the eligible position.

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