1. OAEP – May 7, 2018

2. Whose Error Is It Anyway?
Mary Myers
LACA

3. Agenda
Background
Level 1
Excluded Records

4. Background Staff/Course Collection pulls data from multiple sources
Payroll/Human Resources (HR)
Staff Demographics (CI)
Staff Employment (CK)
Staff Summer Employment Separation (CL)
Contractor Staff Employment (CJ)
Contract Only Staff (CC)

5. Common Denominator Student Information System (SIS)
Course Master (CN)
Staff Course (CU)
Student Course (GN)
Career-Technical Education Correlated Class (CV)
Mapped Classroom Code (CM)
Common Denominator
State Staff ID from educator certificate/license
Links staff and course records together

6. Focus
This session will focus on Teacher errors to determine if the error is coming from Payroll/HR or the SIS
Attention will be focused on
Level 1 Validation errors, specifically the CK errors
Excluded records, specifically record type CN

7. Level 1 Both Staff/Course collections have Level 1 Errors
CI – Demographic record related errors
Payroll/Human Resources errors because they are on the person, not the position
Most common – CI.0016 ‘Staff member over 70 years old’
Verify birthdate is correct and ignore if age is accurate

8. Level 1 (cont.) Fatal – must fix Warning – must verify
Blanks are not valid
CI.0007 – Education Level cannot be blank
Most fields need either an * or 0 (zero) but cannot be blank
Warning – must verify
If accurate can ignore
Check may be crossing demographic with employment record to verify data is accurate
CI.0022 – ‘Principal Reported with 0 Years of Experience’
Crossed position code with demographic data reported
Position code indicates Principal or Assistance Principal
Can only be zero if first year in either position

9. Level 1 (cont.) CK – Staff Employment record related errors
May be Payroll/Human Resources errors or Student Information System (SIS) related errors
Evaluate each error to determine source
Blanks are not valid
CK.0026 – If in Title I Schoolwide Building, Paraprofessional Code is Invalid
Position code 415
If Title I Schoolwide Building or fund source G, Qualified Paraprofessional field must be Y or N

10. MR Whose Error?
MR.2001 – Teacher must have at least one course master
Position code 230
Position Status C
No courses attached to that State Staff ID
Questions to ask
Is employee still employed this year?
If no, enter separation date prior to first scheduled work day for fiscal year, separation reason, and change position status to ‘U’ on payroll/HR side
Is employee teacher of record for classes?
If no
If Special Education Inclusion or pull-out, position code should be 212 on payroll/HR
If Gifted Intervention Specialist or Preschool Itinerant
Students should have program codes with staff member attached on SIS side

11. MR.2001 Questions (cont.)
Is State Staff ID the same on the payroll/HR side as on the SIS side?
Who is incorrect?
If employee started the year but then left, there should be a CU Staff Course Record with that staff member attached for the time period they taught during the school year
If a Long-Term sub that took over for an employee who left, they should be attached to the course as Teacher of Record for the time period they were teaching the course
If employed by ESC, is CJ-Contractor Staff Employment Record built pointing to district where staff member is teaching (reported by ESC)

12. Excluded Records
Apply filters to spreadsheet and filter on record type of CN
GN errors are students scheduled into courses with CN errors
Once CN errors are fixed, the GN errors will disappear

13. Excluded Records - CN
One question where each scenario prompts more questions
Who employs the staff member?
If your district
Is payroll/HR reporting the employee?
Are you both using the same State Staff ID?
If an ESC
Is the Provider IRN on the course record?

14. Excluded Records (cont.)
If Contracted staff because student is placed in a non-public school
Is Payroll/HR reporting staff member with position status A?
Are you both using the same State Staff ID?
If College Credit Plus taught by College staff
Is State Staff ID on assigned teacher ?

15. Questions?