4/24/2008FY2008 Yearend N Training1 EMIS Staff Reporting – FY2008 Yearend Reporting Period N Deb Dinnen

4/24/2008FY2008 Yearend N Training2 Session Goals Prepare Payroll and EMIS staff for N reporting Understand Data Submission requirements Encourage communication for staff data between Payroll, EMIS - Student EMIS is the source of critical staff data. E.g.: Contractor Staff Employment Record High Quality Professional Development Highly Qualified Teacher Data

4/24/2008FY2008 Yearend N Training3 Key Dates When do I need to do what?

4/24/2008FY2008 Yearend N Training4 EMIS FY2008 Yearend Processing –Key Dates Measur e # Record T y p eRecord Name Record Code P o i n t I n T i m e 30 May - Initia l War ning Lette r6-Jun 13 Jun - Out Of Complia nce Letter20-Jun27-Jun3-Jul11-Jul18-Jul TBDBuildingGeneral InformationDF100% TBDDistrictGeneral InformationDQ100% TBDDistrictDistrict TestingDT100% TBDStaffDemographic/ EmploymentCI / CK75% 85%95%100%

4/24/2008FY2008 Yearend N Training5 EMIS FY2008 Yearend Processing –Key Dates 5/9/08 First processing 5/30/08 - NEED to extract data from USPS (or send data file to MVECA- for districts that do not use Fiscal software) before 5/28 5/30/08 NEED to have Building and District data complete in EMIS 6/13/08- Compliance Deadline 7/18/08 – Final Processing

4/24/2008FY2008 Yearend N Training6 Accountability How does ODE determine the accuracy of my data?

4/24/2008FY2008 Yearend N Training7 EMIS FY2008 Yearend Processing –Key Dates EMIS Newsflash – March 28, 2008 “These submission requirements and the rules used to determine the percentages for the identified requirement have changed from the FY08 October reporting period. The report explanation will be updated to reflect these new rules and ODE will announce when the report explanation is posted.”

4/24/2008FY2008 Yearend N Training8 Accountability 2008N_STAFF_MISSING ODE webpage doesn’t list N reports yet Data submission requirements indicate that there are new rules for “N” reporting 2008N_MISSING_DATA 2008X_ISSUES 2008X_ISSUES_DETAIL

4/24/2008FY2008 Yearend N Training9 USPS TO EMIS How does staff data get to EMIS?

4/24/2008FY2008 Yearend N Training10 Process for Reporting Staff Data in EMIS at Yearend Uniform Staff Payroll System (USPS) Education Management Information System EMIS Staff Data Extracted from USPS Staff files submitte d to ODE Staff Validation Reports Run Staff Validations ODE/EMI S Staff Reports ODE processes data

4/24/2008FY2008 Yearend N Training11 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. 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.

4/24/2008FY2008 Yearend N Training12 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

4/24/2008FY2008 Yearend N Training13 Changes to Make Before Extraction USPCHG (opt 4) to change Job Status 8 or 9 to position status “U” for staff that left after count week and before year end USPCHG A(opt 6) to change Report to EMIS “N” for jobs reported as on longer employed in October 800 position codes flagged as “Y” to report to EMIS 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 flag prior to each reporting period.  This is because the extraction automatically takes care of this.

4/24/2008FY2008 Yearend N Training14 USPCHG

4/24/2008FY2008 Yearend N Training15 Changes to Make Before Extraction (cont’d) 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. If this is not done an error would appear for those staff on the EMSRDET report for Yearend.

4/24/2008FY2008 Yearend N Training16 Changes to Make Before Extraction (cont’d) Add Long Term Illness Days Long-term illness days must be manually added in BIOSCN (in USPS). The system does not do that. 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.  There is no minimum for a workday. Staff members work different hours per day. Therefore, this element also applies to an individual who works part time and is absent for 15 or more consecutive work days.  Long-term illness does not count against the staff attendance rate. As Payroll staff get ready for the next school year, it is critical to wait until the snapshot is final before “zeroing out” (CLRATD) long-term illness data, just in case data need to be extracted again. You may want to check with the EMIS coordinator before doing this.

4/24/2008FY2008 Yearend N Training17 Changes to Make Before Extraction (cont’d) 08K taught us to add Credential IDs for staff even if they are not employed in a position that doesn’t require a credential! 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 NEWCNT has an option to clear these fields when the contract is purged

4/24/2008FY2008 Yearend N Training18 Changes to Make Before Extraction (cont’d) 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).

4/24/2008FY2008 Yearend N Training19 Changes to Make Before Extraction (cont’d) 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. Request to mass update with a “Y” may be sent to and then exceptions must be manually Valid Options: * - Not applicable Y - Yes N - No

4/24/2008FY2008 Yearend N Training20 Changes to Make Before Extraction (cont’d) Position Status should reflect the status of the individual in a particular position as of the end of the school year. (Do not change position status N, D or O until October) Update the “Position Separation Date” and “Position Separation Reason” for individuals who were in a position during the current school year, but left that position during the year. Update “Position FTE” for individuals if there have been changes.

4/24/2008FY2008 Yearend N Training21 Authorized Teaching Experience Years Do not change this element during Yearend reporting. “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.

4/24/2008FY2008 Yearend N Training22 Extracting data from USPS Run USPEMS/PERDET Scrolling program

4/24/2008FY2008 Yearend N Training23 Extracting data from USPS Run PERDET multiple times Errors only Reportable and non-reportable PERDET.TXT ODE errors listed separately ODE errors are based on a cross validation of staff data entered and acceptable responses Run USPEMS select USPEMX option 2 Notify that staff is ready to load into

4/24/2008FY2008 Yearend N Training24 Extracting data from USPS If the EMIS ID is blank; report the SSN, Employee ID, or Credential ID to EMIS (S,E,C)? _ MUST MATCH COURSE MASTER ODE never gets SSNs

4/24/2008FY2008 Yearend N Training25 Staff/Building/District data in EMIS only Where do I add other financial data that are not in USPS?

4/24/2008FY2008 Yearend N Training26 EMIS DATABASES Select the correct database – only required if 08N database is not yet available Example: Menu>emis_sel 08N Menu>emsgcn

4/24/2008FY2008 Yearend N Training27 Changes needed in EMIS Database Update Contractor Staff Employment Records Add Contractor Staff Employment Records (CSER) for any staff instructing students from another district Appendix A of EMIS Reporting Manual Add Contract Only records Update District/Building Records

4/24/2008FY2008 Yearend N Training28 District and Building Information For Yearend Reporting

4/24/2008FY2008 Yearend N Training29 BUILDING/DISTRICT INFORMATION - EMSGCN

4/24/2008FY2008 Yearend N Training30 DISTRICT YEAREND INFORMATION

4/24/2008FY2008 Yearend N Training31 DISTRICT YEAREND INFORMATION Central Office Square Feet: Include the square footage of the central office space and also the square footage of any other facilities directed by the central office, which are not already reported under a separate IRN. Nonpublic students evaluated for Sp Ed, Ineligible Preschool Transition Conferences Held After 3 rd birthday- no disability suspected Preschool Transition Conferences Held by 3 rd birthday – no disability suspected

4/24/2008FY2008 Yearend N Training32 BUILDING INFORMATION SCREEN 1 OF 4

4/24/2008FY2008 Yearend N Training33 BUILDING INFORMATION SCREEN 1 OF 4 Percent Bussing - The total number of students bused for this building divided by the total number of students bused in the district. Include the number of auxiliary service students bused. The annual T1 report provides helpful information regarding the number of students who ride the school bus and/or alternate sources of transportation to the school site. Percent Lunchroom - Report the total number of meals served for this building divided by the total number of meals served in the district. The CN-7 report prepared monthly will be helpful in providing the number of meals served. Square Footage – (not required for JVSDs) square footage of building Actual Hours Per Day - The actual number of hours per day in which scheduled classes, supervised activities or approved educational options were provided to students (exclusive of lunch).

4/24/2008FY2008 Yearend N Training34 BUILDING INFORMATION SCREEN 2 OF 4

4/24/2008FY2008 Yearend N Training35 BUILDING INFORMATION SCREEN 2 OF 4 Feeder School IRN - (Not required for JVSDs) The primary school into which the majority of the students will enroll after completion of all grade levels in the reporting school. The feeder school must contain one or more grade levels of 3 through 8 or 10. If the feeder school does not contain one of these grade levels, then report the next building that does contain one of these grade levels. Actual First Day of School – the actual first day of instruction for students Actual Last Day of School – the actual last day of instruction for students

4/24/2008FY2008 Yearend N Training36 BUILDING INFORMATION SCREEN 3 OF 4- COMMUNITY SCHOOLS ONLY

4/24/2008FY2008 Yearend N Training37 BUILDING INFORMATION SCREEN 4 OF 4

4/24/2008FY2008 Yearend N Training38 BUILDING INFORMATION SCREEN 4 OF 4 Actual Parent Teacher Conference FTE - One full-time equivalency (FTE) is equal to one full work day for staff. For example, if the school was in session for half of the work day and the parent teacher conference day was held for the second half of the work day, the parent teacher conference full-time equivalence (FTE) that should be reported would be.5 FTE. Actual Professional Meetings (Teachers) FTE - The FTE reported should only include time when school was not in session. Include days before the opening date for students and after the closing date for students if staff members were required to be in attendance. One FTE equals one full work day for staff. For example, if the school was in session for half of the work day and the professional meeting day for teachers was held for the second half of the work day, the professional meeting day full-time equivalence (FTE) that should be reported would be.5 FTE.

4/24/2008FY2008 Yearend N Training39 BUILDING INFORMATION SCREEN 4 OF 4 (Cont’d) Actual Days in Session - indicate the actual number of days the schools were open. DO NOT count days the schools were closed for school holidays, teacher’s meetings, disease epidemics, public calamities, or other similar reasons. DO NOT include parent-teacher conference days. Kindergarten -Half-day Everyday/Days in session - for kindergarten programs that meet for a half-day everyday, indicate the actual number of days the schools were open for instruction. So, even though the students only attended half days, if school was in session 180 days, for example, 180 would be the number you use. Note: If the a.m. and p.m. number of days in session is one day apart, report the smaller number of days in session to maximize the ADM. If the number of days is more than one different, then average. Alternate Full-day/Days in session - for kindergarten programs that meet for a full day every other day, indicate the actual number of days the schools were open for instruction. All-day Everyday/Days in session - for kindergarten programs that meet all day everyday, indicate the actual number of days the schools were open for instruction. Preschool – indicate the actual days in session for the current school year for preschool Please Note: The Actual Days In Session Elements reported are not used to determine a district's adherence to minimum state standards. They are used only to calculate an accurate average daily membership

4/24/2008FY2008 Yearend N Training40 BUILDING INFORMATION SCREEN 4 OF 4 (Cont’d) Calamity Days - A day that the building was originally scheduled to be open for instruction but due to unforeseen circumstances the entire building had to be closed for the entire day. If the building was closed for over 2 hours it should be counted as closed for a whole day. Count days even if they were made up prior to the original instructional closing date. If an instructional day was rescheduled and cancelled again, count it as only one day. Calamity Days Made Up – number of calamity days made up prior to the instructional closing date. Include days that were made up by extending the school day Shortened Days Due to Weather – number of days the length of the school day was shortened for two hours or less due to hazardous weather conditions. Shortened Days Due to Other Reasons – number of days the length of the school day was shortened to less than the state minimum for reasons other than hazardous weather conditions.

4/24/2008FY2008 Yearend N Training41 BUILDING/DISTRICT INFORMATION - EMSGCN Run report EMSDBR Review for accuracy

4/24/2008FY2008 Yearend N Training42 Verifying Yearend EMIS Staff Reports At a minimum check the following reports: MISSING_STAFF GENERAL_MISSING ISSUES CONTRACT_ERRORS NO_EMPL_RECORD TEACH_RECORDS INVL_CERT_JOB DEMO_JOB_CERT/CLASS

4/24/2008FY2008 Yearend N Training43 Verifying Yearend EMIS Staff Reports Use SAFE Account on ODE’S webpage for educator certification information Job Certificate & License Search ate.oh.us/emis/certificat ion/jobSearch.asp ate.oh.us/emis/certificat ion/jobSearch.asp

4/24/2008FY2008 Yearend N Training44 FY09 Changes What now?

4/24/2008FY2008 Yearend N Training45 FY09 Changes FY2009 EMIS Manual available on ODE webpage Several Assignment Area and Position Code changes. All changes are highlighted in green

4/24/2008FY2008 Yearend N Training46 Any Questions? Thank you for coming!