Staff Data

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Staff Data




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Presentations text content in Staff Data

Slide1

Staff Data

OEDSA Conference

September 13, 2012

Slide2

Turn Off Cell Phones

Slide3

Agenda

Confusing SituationsContracted StaffInstructionalNon-instructionalCorrecting Report Errors

Slide4

Confusing Situations

Split Positions

Employee has two separate jobs

Report each position code on a separate job record

Employee paid on one job but either works two ‘positions’ or in multiple buildings

Report each position/building on separate job record

Split salary, days, hours, FTE between job records

In USPS, use the EMIS Contract Info fields to report data

Slide5

Confusing Situations (cont.)

Teaching Positions

Regular Teacher

Position Code 230

Assignment Area 999370, 999365 (LEP)

Course Master or Contractor Staff Employment Record

Special Ed Teacher of Record

Position Code 230

Assignment Area 999412 (Preschool) or 999414

Course Master with Student

Population D* or S*

or Contractor Staff Employment Record

Slide6

Confusing Situations (cont.)

ESP Teacher – Elementary Art, PE, Music

Position code 230

Assignment Area 999050, 999418, 999570

Course Master or Contractor Staff Employment Record

If teaching Health also, must report two positions with one as regular teacher and one as ESP PE

Special Ed Inclusion or Resource Room

Position code 212

Cannot have Course

Master

If Teacher of Record and also Inclusion, only need one job reported as 230

Slide7

Confusing Situations (cont.)

Itinerant Preschool

Position code 230

Assignment Area 999412

Must be attached to program code 220100 on each student served

Remedial Reading

Position code 204

Cannot have Course Master

Slide8

Confusing Situations (cont.)

Gifted Teacher

Position Code 230

Assignment Area 999380

Course Master with Student Population GA or GE

or

Attached to 206xxx Program Code on each student served

Permanent Sub

Position Code 225

Cannot be attached to Course Master

Slide9

Confusing Situations (cont.)

Extended Service

Days only Reported by ESC

All Others

Combine with Regular Position

Salary

Days

Can pay on separate jobs, Report on one job

Slide10

Confusing Situations (cont.)

Summer Separation Employment Record

USPS Treatment

No attendance days in current year on any job

Separation Date/Reason

Position Status ‘U’

Data Collector pulls information correctly

Slide11

Contracted Staff

Instructional

ESC

Student Sent to Non-EMIS Reporting Entity

Therapists

Occupational Therapists

Physical Therapists

Speech Therapists

Non-Instructional

Bus Drivers

Food Service

Custodial

Slide12

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

Slide13

Contracted Staff - Instructional

Non-EMIS Reporting Entity

Staff Demographic

Staff Employment

Position Status A or I (Contracted Agency or Individual)

Course Master

Therapists

Staff Demographic

Staff Employment

Position Status A or I (Contracted Agency or Individual)

Slide14

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

Slide15

Contract Only RecordTable 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

101-199

200s

None

201-299

300s

301,

307, 319, 329, and 340

304, 318, 320, 323, 325-328,

330-334, and 399

400s

402-414, and 499

415

500s

501-508,

599

509, 510

600s

601-699

None

700s

702-799

None

800s

801-899

None

900s

901-999

None

Slide16

Correcting Report Errors

Report Names Won’t Be The Same

Examples of some errors

Exclusion Report

‘No Corresponding LCC in the Staff Course Record’

Compare State Staff ID between payroll and student software

Make sure staff job record is reported to EMIS

Make sure course isn’t provided by another EMIS-reporting entity

Slide17

Correcting Report Errors (cont.)

Level 1 Validation

‘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

Slide18

Correcting Report Errors (cont.)

Report Explanation on ODE’s Page

Level 2 Validation Errors, Category 2 Explanation

Level 2 Validations

Contract Teacher has no Course/

Prog

in Contracting

Distrct

CJ record pointed to your district

Your district is not reporting that individual as teaching a course provided from another entity

Both entities are not using the same state staff ID

Slide19

Correcting Report Errors (cont.)

Level 2 Validations

Contract Teacher has no CRSE/Prog in Contracting District

CJ record pointing to district teacher is working in

Contracting district is not reporting that teacher as attached to a course

Provided by your district

With students

Same State Staff ID

Slide20

Correcting Report Errors (cont.)

Missing Staff

Should have been reported with separation date/reason last reporting period and wasn’t – Need

Override – District submits via data collector

Did have Z-ID, now has state certificate so has a state staff ID – Need

Override – ITC submits via helpdesk

Unit Reports

Gifted Staff

Verify all Staff are on report as should be

Early Childhood Unit Report

Verify all staff are on report as should be

Fund source Z

CTE Unit Report

Slide21

Correcting Report Errors (cont.)

Invalid Certification

Compare subject code with valid subjects per certification

Job errors may be missing high/low grade levels

Slide22

Questions?

Slide23

Slide24

Slide25

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Slide27

Slide28


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