1. Staff EMIS Beginning Staff
OAEP
Mary Myers
May 2-3, 2016

2. Turn Off Cell Phones

3. Agenda Definition of Staff Data Staff Software Tips (USPS)
Student Software Tips
Contracted Staff
Error Correction
Reports
Questions

4. Staff and Course Collection
Career-Technical_Education_Correlated_Class_Record_(CV).csv
Contract_Only_Staff_Record_(CC).csv
Contractor_Staff_Employment_Record_(CJ).csv
Course_Master_Record_(CN).csv
Excluded_Records.csv
Generic_Record_Type_Package.csv
Mapped_Classroom_Code_Record_(CM).csv
Staff_Course_Record_(CU).csv
Staff_Demographic_Record_(CI).csv
Staff_Employment_Record_(CK).csv
Staff_Missing_Override_Record_(CP).csv
Staff_Missing_Report.csv
Staff_Summer_Employment_Separation_Record_(CL).csv
Student_Course_Record_(GN).csv

5. What is Staff Data? Staff Demographics Staff Employment
One record for each job
Contractor Staff Employment Record
One for each job per entity assigned
Course Master
Staff Course Record

6. Staff Records to Report
All staff employed by the district
One job for each position
Includes if teach in multiple buildings
All staff contracted by outside agency to serve students
Includes staff from non-EMIS reporting entities where students are placed
All Supplemental Contracts
Contractor Staff Employment Records
Staff assigned to/works with another EMIS-reporting entity
Other entity does not report staff demographics/employment records
Contract Only Records
Contract staff is classified positions
Not involved with student instruction

7. Staff Software Tips Key is Staff ID
State Staff ID from certificate
Assigned Z-ID
Blank ID is assigned when
USPEMS/USPEMX option
SIF collection run from Data Collector
Staff Reporting is based on Fiscal Year
If reported during the first collection, must be reported during the second collection
If employee is leaving after the end of the school year and that is known before close of the fiscal year reporting
Report with separation date and reason during the Final Staff/Course Collection for the fiscal year
Leave position status ‘C’
No need to report that staff member the following fiscal year

8. Assignment Areas
An assignment area must always be reported with the following position code.
230 Teacher (999050, , , , , , , , , or only)
An assignment area is required for the following position codes only in certain situations.
108 Principal, assignment area required when individual is also teaching a class (the principal must have proper certification to teach the class)
109 Superintendent, assignment area required when individual is also teaching a class (the superintendent must have proper certification to teach the class)
110 Supervisor/Manager, assignment area required for gifted and talented, maintenance/construction/grounds, for transportation services, and food services
113 Coordinator, area assignment required for gifted and talented, career-technical education-apprenticeship program, vocational special education coordinator services, and career assessment specialist services.
115 Director, assignment area required for gifted and talented
318 Psychologist, assignment area required for preschool special education
325 Physical Therapist, assignment area required for preschool special education
326 Speech and Language Therapist, assignment area required for preschool special education
327 Occupational Therapist, assignment area required for preschool special education
328 Mobility Therapist, assignment area required for preschool special education
333 Adapted Physical Education Therapist, assignment area required for preschool special education
415 Instructional Paraprofessional, assignment area required for Title I programs

9. Qualified Paraprofessional
Yes or No required when
Position code ‘415’
With an assignment area of ‘999140’, and/or
Fund source of ‘G’
Position code ‘415’ in any Title I Schoolwide Building
Position code ‘415’ without Y/N and no assignment area ‘999140’ will generate Level 1 warning to verify data is accurate

10. Student Software Tips Staff linked through Key is State Staff ID
Staff Course Record
Program Code
Itinerant PS
Gifted 206xxx
Career Assessment
Key is State Staff ID
Must be ID from certificate/license
Contracted courses from another EMIS-reporting entity
Must have Provider IRN

11. Contracted Staff Instructional Non-Instructional ESC
Student Sent to Non-EMIS Reporting Entity
Therapists
Occupational Therapists
Physical Therapists
Speech Therapists
Non-Instructional
Bus Drivers
Food Service
Custodial

12. Contracted Staff - Instructional
ESC
Preschool
ESC Reports All Staff Records and Courses
School-age
ESC Reports
Staff Demographics
Staff Employment
Contractor Staff Employment Record
Resident District
Course Master with ESC Staff Attached
State Staff ID
Provider IRN of ESC
Credential ID is the link between the district’s course master and the ESC’s staff records.

13. Contracted Staff - Instructional
Non-EMIS Reporting Entity
Staff Demographic
Staff Employment
Position Status A or I (Contracted Agency or Individual)
Course Master
Therapists

14. Contracted Staff – Non-Instructional
EMIS Reporting Entity
Contracting District
Reports Nothing
Contractor District
Staff Demographics
Staff Employment
Contractor Staff Employment Record
Non-EMIS Reporting Entity
Contract-Only Staff Record
One Record per Position Code per Contract Term

15. Contract Only Record Table 4. Position Codes and Contract Reporting
Position Code Series
May be reported with this record
May not be reported with this record; report at individual level using other staff records
100s
None
200s
300s
301, 307, 319, 329, and 340
304, 318, 320, 323, , , and 399
400s
, and 499
415
500s
, 599
509, 510
600s
700s
800s
900s

16. Error Correction Level 1 Errors
Missing Value for Highly Qualified Teacher
Each subject code must have HQT definition assigned
If subject not HQT applicable, value must be ‘I’
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

17. Level 1 Errors (cont.) ‘Teacher must have at least one course master’
Coded as
Position code 230/assignment area
Not attached to any courses
No Contractor Staff Employment Record
Check
Could be Special Ed position code 212
May be summer separation and needs separation date/reason
Is State Staff ID same between staff and student software?

18. Missing Staff Fatal Error on Level 1 Validation Missing Data
Reported previous period with no separation date/reason and position status C
Not reported this reporting period
Make sure staff record is being reported
If State Staff ID changed
Post helpdesk for ITC to post override request
Include ‘old’ ID and ‘new’ ID

19. Missing Staff (cont.) Reported last reporting period, not now
If separation date prior to last day of last school year
need staff override file submitted to data collector
If after last day of school
enter in separation date and reason
leave job and employee Y report to EMIS
Change position status to ‘U’

20. Excluded Records
No Corresponding LCC in the Staff Course Record (Local Class Code)
Who is employing staff member?
If ESC, does course have Provider IRN?
If district
Does State Staff ID match staff and student files?
Is staff reported to EMIS?
If non-EMIS reporting entity
Is district reporting the staff demographics and employment records with position status ‘A’ or ‘I’?

21. Level 2 Reports Reports, not considered ‘errors’ HQT Report
Errors are indicated
Need to verify
If staff member is not certified, Highly Qualified definition will be changed to ‘N’ regardless what was submitted
Message will appear on report if HQT value was reported and that subject code/curriculum/delivery method/educational option/student population combination is not subject to HQT

22. Level 2 (cont.) CTE 4 Reports CTE-000 – CTE FTEs by Student Enrollment
Shows student’s potential CTE FTE and actual CTE FTE
If potential does not equal actual, an error code will be assigned to indicate the type of error
*** is no issues, first spot is Student, second is Course, third is Staff (ex. 1**, *2*, **3, etc.)
CTE-001 – CTE Student Issues
CTE-002 – CTE Course Issues
CTE-003 – CTE Staff Issues

23. Other Reports Invalid Certification Generic Error
Is staff member certified in that subject code?
Does staff member have correct position code?
Is student population correct?
Look up staff certification
Teacher Information page of ODE’s Website
Educator Profile
Look up valid subjects
EMIS Page Certification/Licensure Search

24. Educator Profile
Search for the staff member using either their State Staff ID or name
Click on Credentials
Pay attention to Credential (License Type), Status, and Teaching Fields

25. Certificate Licensure Search
Subject Search
Enter subject on left side, lists valid certification/licensure

26. Certificate Licensure Search
Certificate Search
Enter Cert/Lic Type and teaching fields on right side of screen, lists valid subjects

27. Questions