1. Education Personnel Information Management System (EPIMS)
October 12, 2018

2. Agenda National Perspective Project Overview EPIMS Data Elements
Overview of the EPIMS System
Best Practices — Pilot District Perspective
Statewide Implementation Schedule
Q&A
October 12, 2018

3. National Perspective
October 12, 2018

4. Massachusetts Educator Data: A National Perspective
Map is credited to EPE Research Center, 2006.
October 12, 2018

5. Massachusetts Educator Data: A National Perspective
Map is credited to EPE Research Center, 2006.
October 12, 2018

6. Massachusetts Educator Data: A National Perspective
Map is credited to EPE Research Center, 2006.
October 12, 2018

7. What is EPIMS?
A data collection of demographic and work assignment data for education personnel on an individual basis
Assigns unique identifier to education personnel
Reports a “snapshot” of active employees on October 1
October 12, 2018

8. Why this Data Collection?
Strengthen our ability to use quality data to inform policy and program improvement, e.g.:
Evaluate current education practices and programs
Anticipate district employment needs
Collect accurate data on HQ status
Meet specific reporting requests already being made by state and federal government (including NCLB requirements), the media, and the public
For too long, POLICY and PRACTICE have been driven more by ANECDOTES and ASSERTION than by DATA.
This is due in part to the INCOMPLETENESS of the DATA available to us and how DISCRETE and DISCONNECTED much of that data is.
For example, the Department has ELAR, our LICENSURE DATABASE and it collects a great deal of information regarding EDUCATIONAL PERSONNEL – but, there is NOW WAY TO CONNECT this information leaving GAPING HOLES in the information we need to drive POLICY and PRACTICE.
October 12, 2018

9. Major Challenges
To close the information gap between educator licensure and employment
To plan for a sufficient supply of highly qualified educators for each role and venue
To better understand which educator preparation and professional development programs and investments yield the best results
To ensure that ALL students are proficient or above
Also work in:
Confirming that our HIGH STANDARDS are set at the most APPROPRIATE level.
Which policies and practices help us to RETAIN effective educators.
October 12, 2018

10. Current Picture 3 Separate Data Sources:
“ELAR” — the state’s licensure database
District/School Staffing Report (DSSR) — aggregate counts of educational personnel by assignment
Schedule 13 — staff counts in EOY financial report
No ability to relate licensed educators to their work assignments in schools/districts
This disconnected approach to collecting data leaves many important questions unanswered
On to Maureen.
Ps: I used 14 pt font to make my NOTES more easily readable while presenting. You can print them out using FILE / PRINT / PRINT WHAT? / NOTES PAGES.
October 12, 2018

11. Full EPIMS Implementation Will Answer...
What is the retention rate for new and current educators?
How long do educators stay in the education field?
How does educator retention relate to educator preparation?
How many Massachusetts educator prep program completers end up working in Massachusetts as educators after completing their degree? And in what field?
What is the demographic makeup of our educator workforce? (age, race-ethnicity)
Is an educator “Highly Qualified”?
And more as EPIMS is integrated into the Data Warehouse.
Site Boston’s study which showed that 47% of educators leaving the system during the 1st 3 years at a cost of $3.2 million and lost student performance.
October 12, 2018

12. EPIMS Project Timeline
December 2004 – needs analysis
Fall 2005 – statewide survey and info sessions
January – May 2006
Meet with pilot districts (vendors at May meeting)
Determine data elements
August 2006
Pilot training
October – December 2006
Data submitted by 29 pilot districts
January 2007 – December 2007
Statewide rollout
October 12, 2018

13. Project Overview
October 12, 2018

14. Identification of EPIMS Data Elements
Goal: Identify and collect data elements that will provide necessary information for reporting and planning purposes… without overly burdening districts to collect data that is unnecessary or duplicative
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15. Process to Identify EPIMS Data Elements
EPIMS project staff researched how other states collected educator data
EPIMS project staff worked closely with pilot districts to identify what data elements were necessary and available
4 all day sessions held in January, March, and May
October 12, 2018

16. Process to Identify EPIMS Data Elements
Internal working subcommittee established representing:
Commissioner’s Office
Licensure & Certification
Special Education
Educator Preparation
Additional meetings with representatives from other offices to review data requirements
Legal Office
Finance Office
Charter Schools
Some districts wanted more data elements—hoping EPIMS would become their personnel management system.
Some staff wanted more data elements.
If data element did not prove valuable to collection, DOE did not add.
October 12, 2018

17. Scope of EPIMS Data Elements
This list of data elements will:
provide needed information for reporting and planning purposes
eliminate need for DSSR and Schedule 13 Financial Reporting
provide framework for the future linking of educator data to ELAR and Student Information Management System (SIMS)
October 12, 2018

18. Coordinated Collection of Educator Data
Modifications will be made to take advantage of ELAR’s capacity to collect information directly from educators
Proposed modifications include:
Mandatory reporting of all degree type, degree institution, and degree subject area information
Ability to link ELAR to EPIMS for reporting
Last Maureen
October 12, 2018

19. EPIMS Data Elements
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20. Scope of Collection Who will be submitting EPIMS information?
All public schools including charter schools
Collaboratives, and private schools will not be submitting EPIMS data at this time
Who will be reported?
All staff reported in the DSSR except DSSR Section B (Service, Operations, and Maintenance), coaches, and daily subs
October 12, 2018

21. Scope of Collection You should report... Academic instructional staff
District and school administration
Instructional paraprofessional staff
Career and technical education staff
Special education staff
Professional support staff
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22. Scope of Collection You should not report... Food service staff
Custodial staff
Transportation staff
Coaches
Daily subs
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23. MEPIDs What’s a MEPID? Massachusetts Education Personnel ID
Unique ID assigned to reported staff
One per person over entire MA career
Randomly assigned
8-digit number (distinct from SASIDs)
EPIMS will not use SSN or replace license number
You will get MEPIDs by uploading a batch file OR entering individual people into a web form
Explain why are not using
SSN – legal reasons
Certification # - noncertified personnel, implications for ELAR
October 12, 2018

24. MEPIDs Required information to assign a MEPID: First name
Middle name or middle initial or NMN
Last name
Date of birth
Gender
License number (when applicable)
Local employee number
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25. Data Collection Structure
Two kinds of information
Who are they?
Staff Roster Record (SRR)
One staff roster record per employee per district
Data elements relate to individual, not job
What are they doing?
Work Assignment Record (WAR)
Multiple records per individual
Data elements relate to job function, not individual
Cite example of what one per means
October 12, 2018

26. Staff Roster Record (SRR)
MEPID
Local Employee Number
License/Cert. Number
First Name
Middle Name/M.I.
Last Name
Date of Birth
Race-Ethnicity
Employment Status at Time of Data Collection
Reason for Exit
Date of Hire
Federal Salary Source (up to 3)
Percent of Federal Salary Source (up to 3)
Degree Type (up to 3)
Degree Institution (up to 3)
Degree Subject (up to 3)
October 12, 2018

27. Staff Roster (ctd)
SR01: MEPID (Massachusetts Education Personnel Identifier)
SR02: Local Employee Number
District’s local employee ID
Requested by Districts for ease of local
identification of individuals
SR03: License/Certification Number
Simplify identification of certified individuals
Primary link to ELAR
October 12, 2018

28. SR04–SR07 These Data Elements: SR04: First Name SR05: Middle Name/M.I.
Link to MEPID data
Link to Work Assignment
Easy identification for error correction
SR04: First Name
SR05: Middle Name/M.I.
SR06: Last Name
SR07: Date of Birth
format: mm/dd/yyyy
October 12, 2018

29. SR08: Race-Ethnicity
MADOE used the 62 new federal race-ethnicity categories for the October 2005 SIMS data collection
Change was made to comply with federal OMB reporting guidelines
EPIMS will use these same categories
Refer to the FAQ for detailed information:
October 12, 2018

30. SR08: Race-Ethnicity (ctd)
Ethnicity (select one):
Hispanic/Latino
Not Hispanic/Latino
Race (select one or more):
American Indian or Alaska Native
Asian
Black or African American
Native Hawaiian or Other Pacific Islander (New)
White
October 12, 2018

31. SR08: Race-Ethnicity (ctd)
Do not need to survey all students
Provide info. To parents and give them the opportunity to update

32. SR09: Employment Status at the Time of Data Collection
The two-digit code that describes an individual’s employment status at the time of the collection.
01 = Working = On Paid Leave
03 = On Unpaid Leave = Exited
Necessary to ensure data accuracy and understand employment patterns.
October 12, 2018

33. SR10: Reason for Exit 00 Not Applicable 01 Personal 02 Layoff
03 Contract Not Continued/Renewed
04 District Discharge
05 Death
06 Retirement
07 Reason Unknown/Other
08 Other employment in Pre K–12 public education
09 Other employment in education
10  Other employment outside education
October 12, 2018

34. SR11: Date of Hire
The date of the individual’s most recent hire in the district
The last date of hire resulting in continuous service to the district in any capacity
Examples:
If individual hired as a paraprofessional then as a teacher, report original date of hire
If individual hired as teacher, left the district and returned, report second hire date
October 12, 2018

35. SR12, SR14, SR16: Federal Salary Source 1–3
Specific federal grant codes funding an individual’s job position. Up to 3 different federal funding sources can be provided for an individual’s job position
Use 3-digit federal fund code
October 12, 2018

36. SR13, SR15, SR17: Percent of Federal Salary Source 1–3
For each federal funding source provided, districts will indicate what percent of the job is funded by that federal grant
Necessary for federal reporting requirements
October 12, 2018

37. SR18–SR26: Degree Type, Degree Institution, Degree Subject
Included for policy planning purposes
What:
Multiple Degree Types, Institutions, & Subject Areas
Up to three degrees per individual
Degree institution codes will be provided
Who:
Certified personnel: will be collected through ELAR
Paraprofessionals and non DOE-licensed personnel such as SPED and other administrative staff: submit through EPIMS
October 12, 2018

38. SR20, SR23, SR 26: Degree Subject 1–3
Major subject area for all degrees
Double majors represented as two degrees
Not collecting information on subject areas of minor concentration
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39. Work Assignment Record
MEPID
Local Employee Number
First Name
Middle Name/M.I.
Last Name
School ID Number
Job Classification
Assignment
Grade
Subject Area-Course
Class Section
Full Time Equivalent (FTE)
Instructional Paraprofessional Qualifications
Highly Qualified Status
Subject Matter Competency (SMC)
October 12, 2018

40. Work Assignment (ctd) Number of Work Assignment Records
One work assignment record for every work function or teaching assignment
One per section of students taught
October 12, 2018

41. WA01–WA05 WA01: MEPID WA02: Local Employee Number These Data Elements:
WA03: First Name
WA04: Middle Name/M.I.
WA05: Last Name
These Data Elements:
Link to MEPID data
Link to Staff Roster
Easy identification for error correction
October 12, 2018

42. WA06: District/School ID Number
8-digit ID
District Personnel—the last 4 digits are 0000
School Personnel—the last 4 digits identify the specific school
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43. WA07: Job Classification
A description of the specific duties and responsibilities of a position
Examples:
Superintendent
Principal
Teacher
Guidance Counselor
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44. WA08: Teacher/ Paraprofessional Assignment
The specific educational or educational support activity in which teachers and paraprofessional staff are involved and employed on a daily basis.
Examples:
Non-Secondary Level Classroom Teacher
Mild/Moderate Disabilities Sole Content Instructor in Core Academic Areas
Severe Disabilities Consultative Content Instructor
Career and Technical Education Paraprofessional
October 12, 2018

45. WA09: Grade
The predominant grade(s) that the specific assignment provides educational services for
Coding Options:
Indicate the predominant grade each assignment intends to serve
Or –
For elementary: the grade, or range (K–1, 1–2)
Multiple (school XXX teacher serves multiple grades)
All (gym teacher serves all grades in a school)
October 12, 2018

46. WA10: Subject Area-Course
A code to describe the subject area and course for which an individual has responsibility to teach or assist a teacher.
Based on NCES course codes framework
Examples:
Mathematics (code 02)
General Math (02002)
Pre-Algebra (02051)
CIP codes used for Chapter 74 Approved Pgms
October 12, 2018

47. WA11: Class Section Identifies each class taught by educator
Unique code within that school
Format not specified by DOE
Examples:
Mathematics (code 02)
General Math (02002) AAA
General Math (02002) BBB
Pre-Algebra (02051) CCC
Used to report % of classes taught by not highly qualified teachers
Be prepared to use the same code in the future when you link teachers and students.
October 12, 2018

48. WA11: Class Section (ctd)
Excerpt From NCLB Guidance:
From US D.E.’s initial rejection of Mass.’ HQ plan:
“The MA DOE does not have a comprehensive state data system to collect and analyze individual teacher information. Therefore its work to meet the requirements for HQT equitable teacher distribution and providing targeted assistance plans is severely hampered. Specifically, without accurate school/classroom level data, MA DOE cannot focus on the staffing needs or particular groups of teachers or courses taught by HQ teachers, and therefore cannot ensure that HQT and experienced teachers are being equitably assigned.”
October 12, 2018

49. WA12: Full Time Equivalent (FTE)
[as per DSSR]
The ratio between the hours expected of a full-time position and the number of actual hours being provided by an individual
i.e. the percent of a workday staff perform an assignment
1.00 is a full-time employee; a half-time employee is a .50 FTE, etc.
October 12, 2018

50. WA13: NCLB Instructional Paraprofessional Requirements
(Title I Only)
00 = Not employed as a paraprofessional
01 = Associate’s (or higher) Degree; or 2 years/48 credit hours of study at an institution of higher education
02 = Formal Standardized Tests: Parapro or WorkKeys
October 12, 2018

51. WA13: NCLB Instructional Paraprofessional Req. (ctd)
(Title I Only)
03 = Formal Local Assessment:
Individual Paraprofessional Training Plans that include end-of-year course assessments or products
Aligned with the Learning Guidelines for Title I Instructional Paraprofessionals and Guidelines for Creating Local Assessment Programs for Title I Paraprofessionals
04 = Paraprofessional, not qualified by the above categories
05 = Paraprofessional, not required to be qualified (not a Title I school)
October 12, 2018

52. WA14: Highly Qualified (HQ) Teacher Status
Why collect it: Federal Reporting Requirements
Answers if this individual is highly qualified for this position
00 = Not required to be highly qualified for this position
01 = Yes
02 = No
October 12, 2018

53. WA15: Subject Matter Competency (SMC)
How has this individual demonstrated subject matter competency for this position?
00 = Not applicable for this position
01 = Has not yet demonstrated subject matter competency
02 = Passed the Massachusetts Test for Educator Licensure (MTEL) appropriate Subject Matter Test and licensed in the area that you are teaching
October 12, 2018

54. WA15: Subject Matter Competency (ctd)
03 = Completion of an appropriate academic major
04 = Completion of an appropriate graduate degree
05 = Completion of comparable coursework equivalent to an undergraduate academic major
06 = Advanced certification or credentialing.
07 = Massachusetts High Objective Uniform State Standard of Evaluation (HOUSSE*): an approved Individual Prof. Dev. Plan (IPDP) aligned with HOUSSE requirements
Note: 03–06 valid for middle/secondary teachers only
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55. EPIMS System Components
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58. EPIMS System ComponentsID
Maintenance
Data Collection
Reports
District and DOE Review Summary Reports
Transmit
Data
Validate
Data
Submit
Data
Certify
Validate across district collection
Correct Records
View Errors / Reports
Enter Single Records
Enter Multiple Records
Certify Collection
View Certifications
Submit Collection
View status & history of submissions
October 12, 2018

59. How will EPIMS verify my data?
As files are transmitted to the DOE, an automatic error check will answer these questions:
Is the format of your file OK?
Do the values in each record make sense?
Once all files are transmitted and the answers to these questions are yes for each file, it is time to validate the collection.
The validation step will answer these questions:
Do the data across this collection look right?
Does this data set make sense compared to your previous submissions for this collection?
October 12, 2018

60. EPIMS
Data Collection
Step 1: District Transmits Single or Multiple Records (in a File) to EPIMS
EPIMS Error Check No
Errors
AND
All Records Transmitted
Yes
Errors
Step 2:
Validate Collection
Error Report
Error Check and Validation continue until Error-Free
EPIMS Validation
Yes No
Errors
District Updates Records in EPIMS
Yes Errors
Validation Report
District Corrects Records in district system and Re-Transmits Updated File
Step 3: Submit Collection No
Review Reports
Yes
Step 4:
Certify Collection (Superintendent only)
Collection Complete No
Step 1:

61. Best Practices Pilot District Perspective
October 12, 2018

62. Statewide Implementation Schedule
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63. Statewide Implementation
January 2007–March 2007
Statewide Rollout
2/2 & 3/23 — DOE, Malden
2/7 — Ayer
2/9 — Springfield
2/14 — Brockton
3/9 — Bourne
Vendor Meeting, 3/2
Data Handbook distributed and posted on website
October 12, 2018

64. Statewide Implementation
Early Spring
MEPID training
MEPID application open
Spring – Summer
Data Collection training and on-site support
Fall — Data Collection opens
October 12, 2018

65. Preparing for EPIMS
Form working group: HR, Information Services, and Curriculum
Review each data system and data quality
Gap analysis
Determine method/process to acquire new data
Modify internal procedures?
October 12, 2018

66. Preparing for EPIMS MEPID assignment Review and verify information
First name, middle name/initial, last name, DOB, gender, license number
New race-ethnicity categories
Confirm staff license numbers
DOE Educator Licensure Status Drop Box
October 12, 2018

67. Summary
You will need to submit EPIMS data instead of the DSSR in the fall of 2007
EPIMS may require you to report data from multiple data sources and may require you to report data you currently do not have
EPIMS will require a great deal of time and effort from multiple disciplines within a district
Contact your HR and student scheduling software vendors as soon as possible to find out how and when they will comply with EPIMS reporting requirements
You need to start NOW to prepare for the EPIMS data collection
October 12, 2018

68. Resources Available EPIMS Web Site
Information / FAQs will be posted at:
Licensure Web Site
HQ Web Site
Information will be posted at:
October 12, 2018

69. Contact Information
EPIMS
Melinda Coneys
John Shontell
Helene Bettencourt
Licensure Dropbox
Sabina Ahmad HQ
Maureen Rozanski
October 12, 2018

70. Questions
October 12, 2018