1. Reporting staff data in 2014-15 school year NERIC DATA WAREHOUSE TEAM Lynn Bedeaux Michele Hausmann Jeff Bittner Mary McGeoch, Manager 518-862-5409 dwhelp@neric.org Reporting staff data in 2014-15 school year1

2. 2 Who needs a COMPLETE Staff Snapshot record(s) reported for 2014-15? MINIMALLY: ALL teachers and principals who were/will be reported for Staff- Student-Course, Staff Assignment, Staff Tenure and/or Staff Evaluation purposes. STAFF SNAPSHOT RECORDS ARE THE EQUIVALENT OF A “STUDENT LITE – DEMOGRAPHIC “ RECORD FOR A STUDENT; WITHOUT A COMPLETE RECORD, NO DATA WILL MIGRATE TO THE STATE. Now that the NEW edits are in place requiring ALL fields, no additional Staff Data will migrate until COMPLETE STAFF SNAPSHOT records are pushed to Level 1. OPTIMALLY: ALL teachers and principals and ALL Non-Teaching Professionals who completed a “bubble sheet” in Fall 2014 in preparation for 15-16 reporting; however, if you do not have an HR system or won’t be able to accomplish this by the deadline, you need to get ALL data in for your teachers and principals. For 2014-15, the OFFICIAL source for the Non-Teaching Professional Personnel Master File (PMF) data was the “bubble sheets”; the OFFICIAL source for the Teaching staff PMF data was the ePMF (eservices.nysed.gov/taa).eservices.nysed.gov/taa

3. Reporting staff data in 2014-15 school year3 What are the fields required to have a COMPLETE Staff Snapshot record? R = Required C= Conditional R District Code R Staff ID (Local ID) C TEACHER TITLE (if teacher) R Primary Location Code R Gender C Original Hire Date (if teacher) C Exit Date (if exiting) R Birthdate R Active/Inactive Indicator R Yrs. Prof. Educ. Exp. In Dist. R Annual Salary C Employment Separation Reason R Alt. Staff ID (TEACH ID) R Employment Basis R First Name Long R Last Name Long R Tot. Yrs. Prof. Educ. Exp. C Principal Title C Principal Hire Date R Staff Educ. Level Code R Annual Contract Work Month R Prof. Dev. Indicator C Certification Exemption Code (blank for Districts & BOCES, Y R Snapshot Date or N for Charter Schools ONLY.) Race/Ethnicity and Hispanic Indicator are NOT required; however, if Y or N are selected for Hispanic Indicator or at least Race 1 Code is reported, the other must be too. (Dependent fields) ALL of this data will need to be in your HR system in order to extract the file for loading into Level 0. Some of the HR programs, have import capability to get some of this information in more easily; i.e. Finance Manager, nVision and Wincap. Please contact your NERIC or vendor support as applicable for support and/or documentation.

4. Reporting staff data in 2014-15 school year4 STAFF SNAPSHOT DATA IS REQUIRED FOR ALL STAFF REPORTED – OTHER STAFF DATA MUST MATCH TO EITHER THE LOCAL *STAFF ID OR *ALTERNATE STAFF ID (TEACH ID) REPORTED IN A STAFF SNAPSHOT RECORD IN LEVEL 0 AND PUSHED TO LEVEL 1. BOTH FIELDS ARE CONTAINED IN THE STAFF SNAPSHOT TEMPLATE. FIELD #2 (COLUMN B) CONTAINS *STAFF ID (aka LOCAL STAFF ID) FIELD #57 (COLUMN BE) CONTAINS *ALTERNATE STAFF ID (aka TEACH ID) YOU MUST MATCH ON THE *STAFF ID (aka LOCAL STAFF ID) FOR STAFF-STUDENT-COURSE & STAFF ASSIGNMENT. SINCE YOU ALREADY HAVE DATA FOR THOSE TEMPLATES REPORTED AND MATCHED TO THE LOCAL ID OF YOUR CURRENT STAFF RECORDS, PLEASE LEAVE THOSE ACTIVE AND DO NOT DELETE THE STAFF-STUDENT-COURSE DATA. YOU MAY MATCH ON EITHER THE *STAFF ID (aka LOCAL STAFF ID) OR THE *ALTERNATE STAFF ID (aka TEACH ID) FOR STAFF EVALUATION RATING OR STAFF TENURE. PLEASE VERIFY WHICH IS EXPORTING FROM YOUR HR SYSTEM. WE RECOMMEND YOU MATCH BASED ON *ALTERNATE STAFF ID (aka TEACH ID) FOR STAFF TENURE & STAFF EVALUATION RATING. THAT IS THE DEFAULT IN LEVEL 0 AS WELL. YOU MAY NEED TWO SETS OF STAFF IDS IN LEVEL 0, ALL ACTIVE, IN ORDER TO REPORT DATA FROM BOTH YOUR SMS & YOUR HR SYSTEM THIS YEAR. ONE MAY PULL 7 DIGIT IDS, THE OTHER 9 DIGITS, KEEP ALL ACTIVE. THE DATA WILL BE SENT TO THE STATE USING THE “TEACH ID” FROM THE STAFF SNAPSHOT RECORDS SO IT WILL COMBINE FOR THE STATE. IF YOU ARE ABLE TO REPORT ALL USING THE FIRST SET OF IDS REPORTED, THAT IS FINE. FOR 2015-16, NYSED IS ASKING ALL VENDORS TO PULL THE TEACH ID AND LEFT-ZERO PAD IT TO 9 CHARACTERS FOR BOTH *STAFF ID & *ALTERNATE STAFF ID. THIS WILL SIMPLIFY THE PROCESS MOVING FORWARD, i.e., IDs WILL MATCH ACROSS ALL STAFF TEMPLATES AND ONLY ONE STAFF RECORD WILL BE NEEDED NEXT YEAR/STAFF MEMBER. Reporting Staff Data for the 2014-15 School Year STAFF SNAPSHOT *Staff ID: Local Staff ID*Alt. Staff ID: TEACH ID Staff-Student-Course: *Staff ID Staff Assignment: *Staff ID Staff Tenure: *Alt. Staff ID Staff Evaluation Rating: *Alt. Staff ID Complete information is required in the Staff Snapshot records in order to process Staff Tenure, Staff Evaluation Rating or additional Staff Assignment records. Staff Snapshot records will error out if INCOMPLETE data is pushed to Level 1; all other files will error out if the corresponding Staff Snapshot record is in error.

5. Reporting staff data in 2014-15 school year5 What system should I use to track this information? Optimally: Your HR package, such as Finance Manager, nVision, Wincap, Infotrac or others if they have the Staff Extracts available. Backup Plan for those who don’t have an HR system or one that is not ready: If you do not have an HR or their extracts are not available yet (such as Infotrac’s Staff Assignment), you can use templates that we have provided for this purpose. This is a temporary solution to help get you through this first year. We encourage you to use your HR system if you have one since reporting for future years will be easier. Where will I find all of this information? A lot of this information has been required in past years and stored in your SMS. The new fields will NOT pull from your SMS. NYSED has provided you two files to help collect this information: 1) a file compiled from the information provided by teachers through the ePMF process (available to anyone with TAA/TSRV/ePMF entitlement through SEDDAS; available at eservices.nysed.gov/taa by scrolling to the bottom and downloading the PMF_Info file. 2) the Non-Teaching PMF file that was placed on the IRS Portal in April (a compilation of the data collected from their “Bubble Sheets” this fall.

6. Reporting staff data in 2014-15 school year6 Which fields are NEW this year, as in not previously reported via the Staff Snapshot and where can I find it in those files? PMF – Teachers; PMF_Info File (TAA) NPMF – Non-Teaching Prof.; Non-Teach PMF File: IRS Portal. Gender ( Report as M or F – available in both files) PMF-Column F; NPMF Column I Birthdate (YYYY-MM-DD format; available in Non-Teaching file only.) PMF – Collect from permanent record files; NPMF-Col. J Active/Inactive Indicator (A for Active, I for Inactive for those who left in 2014-15 school year) Yrs. Professional Educational Experience in District (Available in both files.) PMF-Col. J; NPMF- Col. N Annual Salary (HR/Payroll system is the BEST source for this data.) PMF- Col. N; NPMF- Col. M Employment Separation Reason (Why is the person leaving this year? Not in files.) Employment Basis (Available in both files. 1.0 for those working full year;.5 for half time, etc.) PMF- Col. L; NPMF- Col. Q First Name Long (Available in both files.) PMF- Col. A; NPMF- Col. H Last Name Long (Available in both files.) PMF- Col. B; NPMF- Col. G Total Years Professional Educational Experience (Available in both files.) PMF- Col. K; NPMF- Col. O Staff Education Level Code (Available in both files; use code not description.) PMF- Col. H (convert description to code found later in this PPT; NPMF- Col. R) Annual Contract Work Months (Available in both files.)PMF – Column M; NPMF – Col. P Professional Development Indicator (Y or N; PMF – Column I; not in NPMF) Certification Exemption Code (Not applicable for BOCES & District Staff; Y or N for Charter Schools.)

7. Reporting staff data in 2014-15 school year7 Which fields are required for Staff Assignment? R – Required C – Conditional R District Code – NY followed by 1 st six digits of your BEDS Code R Staff ID – Local Staff ID R Assignment Code – use the PMF Staff Assignment codes Send one record for each assignment code/location/grade level combination from the PMF code subset. To report a principal, choose a principal assignment code from that subset. (Non-Teaching PMF file, Column K) R Assignment Location Code – Building where the employee is assigned R School Year Date – Must be in YYYY-MM-DD format; for 2014-15, use 2015-06-30 R Assignment Date – Must be in YYYY-MM-DD format; Use 1 st day of school year or the 1 st date employee was assigned to this location. C Completion Date – Last date in this assignment or building or grade level, whichever comes first. Blank unless the assignment has ended. CANNOT be a future date. R Assignment Grade Level – If assignment covers all grades in building, use ALL, do NOT report separate records; otherwise report one record for each grade level.

8. Reporting staff data in 2014-15 school year8 When is this data due? No later than Wednesday, August 19 at 4:00 PM. Checklist: Collect data files from TAA & IRS Portal Get access to HR system and/or work with HR personnel to make sure they have the data and enter it into the system ASAP Enter Tenure Data into HR system if you haven’t already been doing that. The tenure date was entered into the SMS last year; you may need to look for Probation dates or approximate for now. Remember, the official source for 2014-15 is NOT the SIRS. Please provide data as accurately as possible; if needed, it can be corrected with 2015-16 reporting. ONLY one tenure/staff member so you will be able to fix the tenure information in Level 0 in the future. IF you are able to report Non-Teaching Professionals Staff Assignment records now, please enter that information into your HR system and extract. Extract Staff Snapshot complete data file; Staff Assignment (if you are able to report NPMF data; otherwise, only if you have additional principal records to report for this year); and Staff Tenure and import into Level 0. IF you pull them all from the same system, the IDs (both *Staff ID (Local) and *Alternate Staff ID (TEACH ID) should match across all templates.

9. Reporting staff data in 2014-15 school year9 Which fields are required for Staff Tenure ? All those listed below. District Code - NY followed by the 1 st six digits of your BEDS code. Staff ID – Can use Local Staff ID or Alternate Staff ID (We recommend Alternate Staff ID and that is the default in Level 0. If you want to use Local Staff ID, you must notify us so that we can change the selection for you. If using Alternate Staff ID (TEACH ID), leave this field blank. Alternate Staff ID - Can use Local Staff ID or Alternate Staff ID (We recommend Alternate Staff ID and that is the default in Level 0. If using Staff ID, leave this field blank. Tenure Area – for 2014-15, use TCH for teachers and ADT for administrative roles. For 2015-16 forward, this will change. You will need to update that information in your system before reporting for 2015-16. School Year Date – Must be in YYYY-MM-DD format; for 2014-15, use 2015-06-30 Tenure Status Code – Status of the Tenure Area reported above. Select from the following: NOTTENELIG – Not Tenure Eligible PROBATION – Probationary PROBEXT – Probation Extended TENGRANT – Tenure Granted TENDEN – Tenure Denied D – Delete (Used to remove a tenure record uploaded for a person who should not have a record.) NOTE: ONLY 1 Tenure record/employee. This record should be updated as tenure status changes. This is not a yearly record so it can be updated in future years if needed. Tenure Status Effective Date – Must be in YYYY-MM-DD format; First date of the tenure status; generally the date tenure was approved by the Board of Education. Original Probationary Period End Date – YYYY-MM-DD format; Date probation in tenure area ends. Probationary Period End Date – YYYY-MM-DD format; Date probation in tenure are ends. If not extended, this field will match the Original date; if extended, it will be later than the Original Probationary Period End Date. Probationary Period Extended Indicator – Indicate whether probation was continued beyond original end date. Y or N. See Staff Evaluation Videos on neric.org/dw Downloads page for information on reporting that data.neric.org/dw

10. Reporting staff data in 2014-15 school year10 NOTES: When you push to Level 1 and the data moves to Level 1 C, you will get errors for any Staff Snapshot records that do not have complete data. Those will not go away when you push up complete records unless you only have one set of records/staff member; however, it may be necessary for you to have 2 sets because you reported with one set and have Staff-Student-Course data tied to that id. LEAVE those records in Level 0 as active and unless you need to push Staff-Student-Course data up again, it shouldn’t be a problem. You can ignore errors for that set of IDs. You will need to open your District Folder/Warehouse Errors/Staff Errors in Excel using the Wizard and selecting Text for all fields so that you don’t lose the formatting. If the zeroes are stripped, you won’t be able to tell if the 7 digit or the 9 digit records are missing the additional data.

11. Reporting staff data in 2014-15 school year11 Level 0 for Human Resource Data Login to Level 0 Check to make sure you have access to Level 0 Express – Staff Snapshot if you need to load those records. Check to make sure you have access to Level 0 – Staff Assignment, Staff Tenure and/or Staff Evaluation Rating data (whichever you need to import and/or upload.) IF you don’t see those in your list under Manual Input, you do NOT have access. If you need access to this data, you need to submit a Level 0 Human Resource (HR) User Profile Request Form signed by your Superintendent/Charter School Chief granting you access. This is sensitive data and not a part of the Student access you may have already been granted. Staff Tenure is new so many users may not have this access. Make sure that the Level of Access is indicated/template too. Import Staff Snapshot first. Once all errors are resolved, create and save the file to Level 1.

12. Reporting staff data in 2014-15 school year12 Level 0 for Human Resource Data continued Only push Level 0 Express data ONCE a “day” (*“day” = 9:00 pm the 1st night until 8:00 PM the following night for Sun. – Wed. nights OR 9:00 pm Thurs. – 8:00 pm Sun.) IF you push Staff Snapshot more than once in a “day”, ONLY the data you submitted in the last push will move to Level 1; if you forgot a record, wait until the next “day”. Otherwise, any others sent up earlier in the day will be lost. The second file replaces the first file as in TOTALLY overwritten. The following “day” you can import associated records for those staff Staff Assignment Staff Tenure Staff Evaluation Rating data (NOT reportable until AFTER the freeze); hold off on reporting this until September/October for the October 14, 2015 deadline. IF you are reporting the Non Teaching Personnel Master File (NPMF) “PMF” Staff Assignment records, please make sure the Principal records are all present in your NEW file and then delete the old ones on import to avoid Duplicate Record Errors. Even though, the original Staff Assignment records may have been associated with a 7 digit Local Staff ID and the new Staff Assignment records may be associated with a 9 digit Local Staff ID, both have the same TEACH ID and the records sent to the state are associated with the TEACH ID (thus the duplication.) The principal records already went up for State Growth Calculations so replacing them will not have an adverse effect. *Call for clarification if needed.

13. Reporting staff data in 2014-15 school year13 Associated Level 2 Staff Reports All data pushed no later than Wednesday afternoon goes through edit checks and all data that passes those checks migrates to the state over the weekend and is available in the Level 2 reports on Monday. Please start this process ASAP, check reports weekly and correct until all is accurately reported keeping the Wednesday, August 19, 2015 freeze date in mind. SIRS-320 Staff Snapshot Verification Report SIRS-318 Staff Assignment Verification Report SIRS-322 Staff Tenure Verification Report SIRS-317 Staff Evaluation Rating Verification Report (NOT available until September once you start reporting that data.) Please review these reports to make sure all of your data migrated to the state. If you are missing data, please review the errors in your District Folder/Warehouse Errors folder for issues to resolve. (Remember, if you have two sets of staff ids, you will have errors that you can ignore for one set IF you have no additional data to report for Staff-Student-Course and you have reported the Staff Assignment NPMF data using the complete staff snapshot records.

14. Reporting staff data in 2014-15 school year14 For districts without an HR package or with one that doesn’t have the templates or data available: Instructions for using the NERIC _StaffExcelTemplatesforEntry Go to http://neric.org/dw/downloads.cfm and download the templates.http://neric.org/dw/downloads.cfm Open the templates for entry Every field is color coded: green for all required fields (cannot be blank); yellow for conditional fields (required under certain conditions); red for fields that should be left blank. There are notes on each field that let you know more about the field (The notes for the fields in red just let you know that the field is not required, should be left blank and that you should skip forward to the next required or conditional field. You do not need to read those notes or make the columns wider to see the field names. They were made narrow to try to streamline entry.) Please follow the directions for completing each template. In the case of the Staff Snapshot template, there are reminders of where you will find the data, if provided, in the PMF_Info and the NonTeaching PMF files. AFTER entering data, save the file to your hard drive “as is” in case you need to go back and edit/add data. After that, delete the header row and save the file as a csv (comma separated value) file. Repeat for each template you will be reporting. Files should now be ready for import into Level 0. DO NOT open them in Excel prior to going into Level 0 or you will lose formatting (unless you bring them through the Import Wizard and select Text for all fields.)

15. Reporting staff data in 2014-15 school year15 Questions? Please contact the DW Helpline at 518-862-5409 or email dwhelp@neric.org.dwhelp@neric.org Thanks!