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Sandy Sparr & Janet Snyder 11/16/16
EMIS Staff Sandy Sparr & Janet Snyder 11/16/16
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Staff Reporting 17L First/Initial Staff and Course 17L
11/16/16 Staff Reporting 17L First/Initial Staff and Course 17L Final Staff and Course 17L NEW FY17 CHANGE Resource Officer Position Code 910
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First Staff and Course Collection
11/16/16 First Staff and Course Collection Any Day Reports Invalid Cert HQT FY17 Processing – Draft Education.ohio.gov Topics > Data > EMIS > EMIS Data Collection Calendars
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Second Staff and Course Collection
Expected to Open 2/7/17 Staff Attendance Required in June
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Data Collector 17L Out of Compliance dates Staff & Course Reporting
Not Available at this time Staff & Course Reporting Level 1 Error Reports Missing Staff Report Missing staff data can = loss in funding Staff Demographic (CI).csv Filtered Worksheets & Pivot Tables Staff Employment (CK).csv
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EMIS Guide Education.ohio.gov
Topics > Data > EMIS > EMIS Manual
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EMIS Documentation Education.ohio.gov
Topics > Data > EMIS > EMIS Validation and Report Explanations HQT Invalid Cert Staff Missing Gen Issues Gen Issues Detail
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Staff EMIS Process Run PERDET Contact EMIS Coordinator Correct Errors
Repeat until error free Contact EMIS Coordinator Run Collection Sends Missing Staff & Level 1 Staff Error Reports to Treas. Office Submit to ODE State EMIS Reports (.CSV) Make Corrections Repeat above until error free
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Access EMIS Reports Weekly State Reports Available MyNCOCC > RIPE
EMIS Coordinator MyNCOCC > RIPE Weekly State Reports Invalid Cert HQT Gen Issues/Detail Request access from NCOCC MyNCOCC > EMIS-DC Data Collector Level 1 Reports Demo & Employ. CSV files Files Archives Request Access from NCOCC
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Secure Data Center Degree Position Codes Staff FTE/1000 Students
Local Report Card > District Details Reports for Analysis > Teachers & Staff Degree Position Codes Staff FTE/1000 Students Lead/Sr. Teachers Average & Median Teacher Salary Teacher Distribution File HQT HQPD Master Teacher Certification Degree Teacher Overview including Attendance/Salary/Years Salary Experience
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Data Entry USPSWeb Reflections EMIS-FFE EMIS Entry Screen Demographic
Employment Contractor Staff Reflections BIOSCN DEMSCN JOBSCN POSSCN EMIS-FFE Staff Missing Override (CP) Prior year separation date/reason
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BIOSCN
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DEMSCN
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POSSCN
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JOBSCN #1
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JOBSCN #2
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USPSWeb
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USPSWeb
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EMIS Coordinator Access to USPS
USPSWeb EMIS Entry Access ONLY Read Modify Modifications do NOT affect payroll Does NOT have the ability to add jobs
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Reportable to EMIS? Report ALL Staff per EMIS Manual
Report all current Supplementals Report in First & Final Staff and Course Reporting Periods No longer reported just at Yearend Do not require separation dates/reasons No to Report to EMIS AFTER current EMIS reporting period is completed AND Supplemental is terminated Communicate with EMIS Coordinator for timelines of each staff reporting period
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Reportable to EMIS? Report to EMIS USPS Reflections USPSWeb
Be Consistent All Y or All N JOBSCN/POSSCN or Employee (USPSWeb) May have N on OLD job or employment records reported in prior years – no longer employed in job USPS Reflections DEMSCN BIOSCN JOBSCN POSSCN USPSWeb Demographic Employment
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NOT Reportable to EMIS Daily (as needed) substitutes Student employees
Does NOT apply to Teacher of Record Verify with EMIS Coordinator Student employees Board of education members Adult education teachers Game officials, ticket takers Part-time summer help Volunteers serving in the district
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When Do I Resubmit? Contact EMIS Coordinator Staff Changes
During a reporting period Correct PERDET Corrections in State, CSV or SDC Reports Correct Level 1 errors Correct funding issues Changes to ANY EMIS field EMIS Coordinator will transfer, run collections & submit staff data to ODE
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Why do I have Missing Staff?
Report to EMIS = Y Concealed = N Do NOT Conceal FY17 No Longer Employed Personnel PERDET Errors Fatal Error on Level 1 Validation Errors in Data Collector State/Credential ID Change May require an override request to ODE via helpdesk Contract Start/Stop Dates
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Why do I have Missing Staff?
Check No Longer Employed Report Separation Date/Reason Mark “No” to report to EMIS Employee left in a prior year Separation Date/Reason NOT reported in prior year EMIS-FFE CL Record Staff Summer Employment Separation Contact EMIS Coordinator for Assistance
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State Staff/Credential ID
Required for ALL Employees Certified Staff Classified Staff Auto Assigned by Data Collector USPEMX
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State Staff/Credential ID
First and Second Staff and Course Collection SIF Agent populates staff data in the EMIS Data Collector Credential/State Staff ID’s Pre-populate EMIS-DC (Data Collector) Will load into USPS when State ID field is blank After Collection is Run USPEMX May cause a credentialed employee to appear with a ZID in USPS if credential ID field is left blank & no match is found due to employee mismatch in search
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Position Code Assignment Area
Teacher 230 Position Code Required Assignment Areas General Education Special Education Gifted and Talented Preschool Special Education Preschool General Education Career-Technical Programs/Career Pathways Art Education K-8 Music Education K-8 Physical Education K-8
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Assignment Area Required
Instructional Teacher (230) Teacher of record ONLY Principal (108) Superintendent (109) Title I Instructional Paraprofessional (415) Gifted, CTE, Preschool Special Ed. Supervisor Manager (110) Coordinator (113) Director (115) Maint-Const-Grounds, Trans, Food Service Preschool Audiologist (304) Psychologist (318) Physical Therapist (325) Speech & Language Therapist (326) Occupational Therapist (327) Mobility Therapist (328) Adapted Physical Ed. (333)
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Instructional Assignment Areas
General (K-12) & (PS) Preschool Special Ed Special Ed Art K Music K PE K Gifted Title CTE , , LEP Instructional Program
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Other Assignment Areas
Food Service Maintenance/Construction/Grounds Vocational Special Ed. Coordinator Transportation Services
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Teacher of Record Who do I report? Who is teaching the class?
Original Teacher of Record Substitute Who is teaching the class? Who is responsible for the class? Do NOT report teacher of record for employee No Longer Employed or with Position Status = P
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Teacher of Record Teacher of Record Position code 230 (Teacher)
108 (Principal Assignment) with appropriate teaching assignment area 109 (Superintendent Assignment) with the appropriate teaching assignment area 202 (Counselor Assignment) Delivery Method CC, OL or ET Educational Options (YS) Delivery Method of IM
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Permanent Sub Individuals hired as full-time (permanent) substitute teachers = position code “225” Staff assigned this position code meet the following criteria: Have a contract with the district; AND Are placed on the district salary schedule; AND Report to the district for work daily. An individual in this position is NEVER the teacher of record, but has a variety of assignments, based upon the needs of the district
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Leave of Absence Change position status = P
Guidance for Reporting – Leave of Absence Long-Term Illness – Report both absence days and absence days/long-term illness Non-medical or Unpaid Leave of Absence – Report absence days only Professional Leave – Do NOT report absence days
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Long Term Illness 17L Final Staff & Course reporting ONLY
Be sure prior year Long Term Illness has been deleted from 16L reporting Long-term illness must be 15 consecutive work days or greater Includes illness of the staff person, his/her spouse, child or parent, in accordance with the federal Family and Medical Leave Also applies to an individual who works part time and is absent for 15 or more consecutive workdays
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Employee Rehire Same or New Position
New staff employment record must be reported with a new Position start date Resulting in 2 records for the individual Break in Employment Requires separation date/reason for Job1 New Employment/JOBSCN record for Job2
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Attendance Days Reported during 17L Final Staff & Course reporting
Incorrect Attendance Days? Absence Type: ET – EMIS Attendance days
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Total Years of Experience
Certificated/licensed Only Indicates the total number of years of all certificated/licensed educational service (authorized and non-authorized) elementary schools secondary schools Colleges Universities Any other public or non-public educational institutions (including the Peace Corps). Active military service up to the maximum allowable five years.
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Authorized Years of Experience
The first year of employment an employee would have 0 years of experience Includes Total Years experience except: Teaching service in a college, a university, or a related institution, including the Peace Corps
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Semester Hours Not only for Certified staff…
According to the reporting instructions, "Report the total number of semester hours achieved by the staff member." The instructions do not explicitly refer to teachers so any staff member having semester hours would be reported. Classified Staff can have semester hours if the Degree field warrants semester hours Semester hours are linked to a degree, therefore, if they are reporting a degree, report the semester hours for that degree
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Appointment Type USPS contains 2 appointment types
USPS Appointment Type Used for determining eligibility for SERS vs STRS retirement EMIS Appointment Type Used to determine Certification These 2 fields can be different!!! Treasurer paying into SERS Certified person doing a classified position
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Building IRN Staff members under contract and assigned to nonpublic schools should use the district IRN For staff members who transfer within the district, the Building IRN should be changed to reflect the new building on the current job record
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Building IRN Reporting Teachers Assigned to Multiple Buildings
District Decision Report District IRN Requires only one Employment record Report Building IRNs Report multiple employment records for the teacher One employment record for each building IRN Non-Teachers With District wide Responsibilities or Assigned to Multiple Buildings Employees with district-wide responsibilities should use the district's IRN
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EMIS ONLY Fields JOBSCN
Employee paid in USPS with 1 Job record but needs multiple employment records for EMIS Needed ONLY when contract amount on job is different than what needs reported to EMIS Teacher in Multiple Buildings ESP Teacher HS Job & ES/MS Job EMIS Contract Amount EMIS Hours per Day EMIS Work Days EMIS FTE
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Position Status C Current position in the district
A Contracted personnel - Agency I Contracted personnel - Individual P Leave of absence U No longer employed by district in this position Summer Staff Separation ONLY With No Attendance
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Position Start Date Indicates the starting date for the specific position NOT when the employee started at the district in any position Because a staff person can have multiple employment records, the Position Start Date Element can be different on each Staff Employment Record for the individual Required for each employment record submitted
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No Longer Employed Position Separation Reason * - Not applicable
1 - Retirement 3 - Employer initiated 5 - Resigned - Took another education job in Ohio 6 - Resigned - Took another education job out of state 7 - Resigned - Other 9 - Deceased Position Separation Date
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No Longer Employed Employee Leaves after last day of school
Y Report to EMIS Position Status = C Separation Date & Reason Employee Leaves after 7/1 No Attendance Position Status = U
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Staff Closing Reminders
USPS FY16 Closing - BEWARE Building IRN’s Changes for FY17 Do NOT change until AFTER July 30th at the EARLIEST FY17 Summer Staff Separation For employees no longer employed after July 1, 2016 No Longer Employed Position Status = U No Attendance U = 0 Attendance Days Do NOT enter until after July 30th DONE
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Summer Staff Separation
No Longer Employed from a Prior school year Data Entry - EMIS-FFE Load file to EMIS-DC Fields to Report State Staff ID Local Contract Code (Job Number) Position Code Position Separation Date/Reason Credential ID Must Match Data on Missing Staff Report in from EMIS Data Collector
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Position FTE Regular jobs cannot exceed 1.00 FTE
Does not include supplemental records If a full-time teacher instructs students for six hours a day, then a teacher who instructs students for three hours a day would have a position FTE of 0.50
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Position FTE A district employs eight cooks
Three cooks work three hours per day, two work four hours per day, and three work five hours per day The FTE for the cooks who work five hours per day is 1.0 , for the four-hour-per-day cooks it is 0.8 , and for the three-hour-per-day cooks it is 0.6 A district employs an individual to drive a bus half the time and to supervise the transportation system the other half The individual should be reported as 0.5 FTE for each job
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Position Fund Source Should always total 100% for each employment record
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HQPD 17L Final Staff & Course reporting ONLY
Includes Paraprofessionals Position Code 230 unless Position Status P or U
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ESC Staff Reporting Position Status Contractor Staff
Contracted Individual Contracted Agency Contractor Staff Reported by ESC Willard & PCTC Required for Student course master reporting Program codes Preschool Gifted
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Grade Level High/Low Paraprofessionals hired under Poverty-Based Assistance (formerly DPIA) funding Principals Assistant Principals 212 - Supplemental Service Teaching Assignment
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Preschool Special Ed. Early Childhood Ed. Qualification
* - Not applicable 1 - Associate in Early Childhood Education or Child Development 2 - Bachelor in Early Childhood Education or Child Development 3 - Enrolled in an Associate Degree program in Early Childhood Education
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Preschool PS special ed. supervisor PS special ed. teachers
110 position code Assignment Area Required L fund source PS special ed. teachers 230 position code Assignment areas 999412
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Preschool PS Related Service Staff 999412 assignment area
L fund source Position Codes: 333 Adaptive PE 327 OT 325 PT 326 Speech 304 Audiologist 328 Orientation & Mobility 318 Psych.
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CTA Academic Teachers Work Force Development Teachers
230 position code General Education Work Force Development Teachers CTA Program
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Gifted Gifted Teachers Gifted Coordinator 230 position code
assignment area Gifted Coordinator 113 position code
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Title I 999140 Assignment Area G Fund Source 113 Coordinator
204 Remedial Specialist 230 Reg. Teaching Schoolwide Title I ONLY 208 Tutor/Small group instructor 505 Teaching Aide 508 Parent Coordinator
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ESP ESP Area indicates Educational Service Personnel in the following Position Assignment Codes: 202 - Counseling Assignment 203 - Librarian/Media Assignment 230 With Assignment Area "999050" ESP Teacher – Art With Assignment Area "999418" ESP Teacher – PE With Assignment Area "999570" ESP Teacher - Music 320 - Registered Nursing Assignment 323 - Social Work Assignment 330 - Visiting Teacher Assignment
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ESP ESP Teachers for grades 9-12 must be coded
230 Position Code Assignment Area ESP Teachers who teach classes to students in grades 9-12 & students in K-8 MUST have 2 job/employment records 230 record for the portion of the day spent teaching grades 9-12 grades K-8 999050, or Assignment Area
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Qualified Paraprofessional
Individuals in an assignment to provide instructional assistance in one or more of the following ways: (1) one-on-one tutoring (2) classroom management (3) instructional assistance in a computer laboratory (4) instructional support in a library or media center (5) instructional support services under the direct supervision of a teacher. This does NOT include paraprofessionals hired to assist with parent involvement activities or who act as translators.
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Qualified Paraprofessional
If the POSITION START DATE is after AND The instructional paraprofessional is employed in a Title I schoolwide program OR Employed in a Targeted Assistance (TAS) building AND paid with Title I funds [STAFF FUND SOURCE = G] The instructional paraprofessional is required to meet the definition of a qualified paraprofessional
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Qualified Paraprofessional
POSITION CODE = 505 Title I Program AND POSITION STATUS: NOT = P OR U Instructional Paraprofessional 415 Position Code Assignment Area
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Special Ed. Special Ed. FTE 999414 Assignment Area Position Codes
110 Supervisor/Manager Assignment 120 ESC Supervisor/Manager 202 Counseling Assignment 212 Supplemental Service Teaching Assignment (Serves Students With Disability Conditions Only) 230 Intervention Specialist (Special Education) 304 Audiologist Assignment 318 Psychologist Assignment
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Special Ed. Position Codes Continued…
320 Registered Nursing Assignment 323 Social Work Assignment 325 Physical Therapist Assignment 326 Speech and Language Therapist Assignment 327 Occupational Therapist Assignment 328 Mobility Therapist Assignment 329 Educational Interpreter 331 Occupational Therapy Assistant (OTA) Assignment 332 Physical Therapy Assistant (PTA) Assignment 333 Adapted Physical Education Therapist Assignment 334 Intern Psychologist Assignment 415 Instructional Paraprofessional Assignment 909 Attendant Assignment
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Special Ed. Position Codes
Teacher of Record For students with a disability condition Position code 230 Assignment area Special Ed. FTE Required Supplemental Position Code 212 Assignment area Beginning with FY09, this position code no longer requires an assignment area
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Special Ed. Special Ed. FTE
FTE of the position related to special education
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CRITICAL PIECE TO THE EMIS PUZZLE
Critical Demographic elements (doesn’t apply to JVSD or ESC) Authorized Teaching Experience Years (DEMSCN) Pay particular attention to staff listed with less than 11 years Semester Hours (DEMSCN) If educational level =2 and semester hours over 149; then staff included in 5 year degree column of state salary schedule Educational Level (DEMSCN) Combination of these three elements will determine if district salaries are above state mean Additional funds allocated on Line 13B of SF3 73
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Foundation Lines 13 A & C SF3 Line 13A
Negative adjustment for not employing the required # of teachers – 25/1 74
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EMIS Reports General Missing Report % of Staff Reported
ODE will release dates with % of reportable staff to be reported Must meet %’s by date to avoid loss in funding
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EMIS Reports Staff Invalid Certification Reports General Issues
General Issues Detail
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Errors - No Course Master
USPS or USPSWeb screens Could be wrong SSN in USPS Employee incorrectly coded with 230 position codes StudentInformation Could be wrong SSN in security >> view staff members Teacher’s courses not in the course maintenance Error in CTRM/CLISEMIS Error in transfer from SI EMIS to EMIS-DC
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Error Correction Level 1 Errors
Missing Value for Highly Qualified Teacher Each subject code must have HQT definition assigned Teacher must have at least one course master Teacher is Position Code 230 Is this correct? Is State Staff ID same between staff and student software?
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Level 1 Errors (cont.) Warnings Staff member over 70 years old
Semester Hours low for position code and education level If in Title I Schoolwide Building, Paraprofessional Code is Invalid Correct, if necessary
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Staff Yearend Reminders
Correct PERDET errors ASAP HQPD Contact NCOCC to Mass Load CJ – Contractor Staff Records USPS Contact NCOCC to transfer to Data Collector EMIS-FFE Contact NCOCC Export the file then upload into the Data Collector Data Source tab Districts Mid Ohio ESC Willard PCTC
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Staff Yearend Reminders
Attendance Blizzard bag days Attending or Non-Attending Optional District Decision Governed by Local Contracts Long Term Illness 15+ continuous absences Check closely to be sure FY16 Long Term Illness is No Longer reported SAFARI Report Check Current year Long Term Illness employee data for accuracy Run CLRATD only when no additional staff extractions for EMIS are needed Can be ran anytime prior to the entry of long term illness days for FY17 school year
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Staff Yearend Reminders
Years of Experience (Total & Authorized) Effects funding MASCHG/MASINC Position Status for No Longer Employed Attendance days = 0 Position Status = U Do NOT use on Supplemental positions Therefore, should not be any with position status = U reported during 17L 2nd Staff & Course reporting…in theory Attendance days > 0 Position Status = C
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Staff Changes AFTER FY16 USPS Close
What to do with ALL of the FY17 Changes before EMIS 16L Staff & Course Reporting Ends??? Salaries Years Experience Building IRN Work Days Separation Date/Reason AFTER July 1st Etc… Possible Scenarios – How does your district want the data to be reflected on LRC & State Reports? EMIS ONLY Fields in JOBSCN Delay changes until end of reporting period Report FY17 staff changes in FY16 data NOT recommended by NCOCC
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Staff Yearend Reminders
USPS FY16 Closing - BEWARE JOBSCN Salary Changes prior to July 30th EMIS Contract Info ONLY Fields 17L Staff & Course Data Districts using NEWCNT leave blank Hrs./Day Contract Amt. Work Days FTE Purging NEWCNT Update JOBSCN EMIS contract fields with values from old contract = Y FY17 Data MASCHG/MASEMIS after July 30th Example – Increasing Years of Experience
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Staff Yearend Reminders
NEWCNT If ALL of the EMIS Contract Info fields are blank in NEWCNT and you say Y in the “Update JOBSCN EMIS contract fields with values from old contract” field then all of the old contract values will be placed in the EMIS Contract Info field in JOBSCN when the new contract is purged. Once EMIS reporting is complete there is a MASCHG program called MASEMIS that can be ran to remove all of old EMIS Contract Info fields. This should be done before October reporting begins. If you say N in the “Update JOBSCN EMIS contract fields with values from old contract” field or if one field is populated in the EMIS Contract Info field in NEWCNT the EMIS Contract Info fields will NOT be updated with the old contract values. Here is a link to the NEWCNT chapter in the USPS Manual:
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