2014 K Payroll/EMIS Connection Meeting

Transcription

1 2014 K Payroll/EMIS Connection Meeting Presented by ACCESS October 17, 2013 Special Thanks go out to The Mahoning Co Career & Technical Center for the use of the room!!

2 Agenda EMIS Connection Live files & Flat files Matching fields Data processing within the Data Collector Staff Staff Reporting Detailed USPSweb EMIS Reports Staff Demographics CJ & CC records Level 1 Validation Reports Level 2 Validation Reports EMIS Reports on the Web Search tools Fiscal EMIS Query ODE Educator Search Certification & Licensure Search and Dictionary

3 Staff Records + Student Records EMIS Connection Staff Records Live USPS/USPSweb (CI,CK,CN,CU) CJ & CC Flat + Student Records Flat Teacher of Record Credential ID IRN EMIS Records Compiled in the Data Collector (aka SIF, EMIS-r) Level 1 Validation Reports generated during Prepare Review records in Preview Level 2 Validation Reports returned from ODE EMIS Reports on the Web

4 EMIS Reporting Period Flag Check to see how the EMIS Reporting Period Flag is set for Staff. Staff (in Reflections) & Student (In DASL) must both be looking at the same RP 1. Log into Reflections 2. Menu>USPSDAT 3. Press Any Key to Continue 4. Select USPCON 5. Page Down to Screen 3 6. Locate the following on the right side of the screen:

5 Which Staff Do I Report? Individuals employed by the reporting entity as of the district s October count week. **If an employee leaves after count week report them in June with a Separation Date Individuals or companies contracted by the school district as of the October count week for duties normally performed by school district personnel (e.g., bus drivers, food service staff, and special education therapists). Individuals who were employed during the current school year but who left prior to the October count week. Individuals who are on leaves of absence. Substitutes who become the teacher of record. (Have course record) Individuals employed during the previous reporting period, who are no longer employed, including individuals who have resigned over the summer. Per ODE EMIS Manual Section 3.1

6 Do Not Report the following: Individuals employed through supplemental contracts * Daily (as needed) substitutes Student Employees Board of Education Members Adult Education teachers Game officials, ticket takers Part-time help Volunteers serving in the district *Reported in June Per ODE EMIS Manual Section 3.1

7 Run UPSESM>PERDET Run PERDET twice 1 ST TIME Run report for Employee Reportable to EMIS = Y Exclude Supplementals = Y Check & Correct errors 2 ND TIME Run report for Employee Reportable to EMIS = N Exclude Supplementals = Y Check & Correct errors Check these lists for anyone who should not be on the list. Rerun until all errors are corrected.

8 Correcting Separated Employees USPS>USPS_MNT>USPCHG The following requirements need to be met before the EMIS Flag can be changed to N : 1. The Employee left the district AND 2. Was reported with a separation date & reason during June Rpt. **No need to report in October ** Set EMIS report flag to N.

9 To Check for June Separation Reporting EMIS-r Application>Submissions tab>manage Archives 1. Log into the Data Collector (aka SIF, EMIS-r) 2. Click on the Submission Tab 3. Click on Manage Archives (to the right) 4. Select the Yearend (N) FY1x Reporting Period 5. Click on List Archives 6. Select the most recent submission by Date Archived. 7. Open 8. Select the CK_Staff_Employment file. 9. Verify the Separation Reason & Separation Date.

10 Setting EMIS flag to N in USPCHG USPS>USPS_MNT>USPCHG OR

11 Summer Separation Those who were reported as Active employees during June, but left before the new school year started. Only separation dates after the last day of school will be counted as summer separation. A separation date & separation reason must be reported on ALL jobs for that staff member even non reportable jobs. There can be NO attendance days in the current year. Position status on POSSCN screen set to U. Leave Report to EMIS flag set to Y. **After October reporting has closed, set the EMIS flag to N on the BIOSCN & JOBSCN. This will not need to be reported in June.

12 C (Current) vs U (Summer Separation) U - No longer employed by district in this position should only be reported if a staff member has not been employed by the district this year and will have no attendance information to be reported during yearend reporting. If a staff member starts the year and later leaves the district, leave the Position Status element value set to the value that represents the last status in the position and complete the Position Separation Reason and Position Separation Date for this staff member. C - Current position in the district. * *NOTE: If staff starts the year & leaves, report separation date & reason AND report at Yearend. Do not change status & do not turn off EMIS reportable flag

13 Clear EMIS Contract Info Fields USPS>USPS_MNT>MASCHG>MASEMIS Does contract info from last year appear in the EMIS Contract Info fields on JOBSCN 2? Clear those fields using: USPS_MNT>MASCHG>MASEMIS Run as a PROJECTION first! **If left, this information will be reported instead of current info!!

14 USPS>USPS_ANN>CLRATD Clear Long Term Illness This will clear the Long Term Illness field found on USPSweb EMIS>EMIS Entry Screen>Staff Demographics

15 UPDATE AUTHORIZE/TOTAL YEARS USPS>USPS_MNT>MASCHG>MASINC Authorized Years vs Total Years Experience Authorized = total years of authorized teaching experience as a regular or substitute in an elementary or secondary instruction for at least 120 days in a regular school year (ending June 30). Does not include teaching at a college, university, or related institution. Total = total number of years of ALL certificated educational service (authorized & non-authorized). Maximum is 40 years. Must be greater than or equal to the authorized years of experience.

16 USPSweb

17 Employee Query

18 Employee Details

19 EMIS Entry Screen

20 Staff Demographic **In Modify Mode: Read Only fields will display, but cannot be changed.

21 CJ Record Contractor Staff Employment A Contractor Staff Employment Record (CJ) is required to be reported by each contractor for each staff member providing services or teaching a course. (Usually an ESC) Districts which house an ESC unit and use their district staff to teach ESC students which are mainstreamed should report a CJ record for that staff member. Sending district would code the course to reflect relationship. The CJ record would be added in USPSweb.

22 Steps to add CJ record in USPSweb 1. Input name into the employee query fields. 2. Hit Search. 3. Click on the blue link for the name to open Employee Details Screen. 4. Click on EMIS>EMIS Entry Screen 5. Click on Contractor (CJ) Add New CJ Record 6. Add details & Accept.

23 Contract Only Staff Record (CC) This record is used to report contracted staff from a non-emis reporting entity. These records are reported by the employing entity. Examples include: -Transportation (Laidlaw, Community Busing, etc) -Food Services (Nutrition) -Custodial Services

24 Steps to add Contract Only Staff Record (CC) 1. Click on EMIS>Contracts (CC) 2. Click on ADD. 3. Add details & click Accept

25 Log out When finished, Log out. Either feature can be used.

26 Run USPEMS>USPEMX USPS>USPS_ANN>USPEMS>USPEMX or Menu>USPEMS>USPEMX If your district is reporting a CJ or CC record, USPEMX must be run to create the file that pulls the information together for the Data Collector (aka SIF, EMIS-r). 2 files may be created: USPEMX.SEQ & USPEMX_EMISR.SEQ If the USPEMX_EMISR.SEQ file is created, then your district has CJ or CC records to report. The file must be moved to the Data Collector for the submission. USPS>USPS_LCL>USPEMX_R Transfer to Data Collector (CJ & CC) **USPEMX (or a SIF submission) will also create ZID s if there are blanks left in the State Assigned ID field. Certified staff should have this field filled in with their State Assigned ID prior to running USPEMX or a ZID will be created. (Possible Missing Staff error Step 5 of checklist)

27 Level 1 Validations Data Collector Level 1 Validation Reports Staff Missing Missing Data Position Status EMIS Flag = N State Staff ID Separation Dates/Reasons Missing Course Master Position Code/Assignment Contractor Record Credential ID match between systems Separation Date/Reason

28 Returned from ODE Data Collector Level 2 Validation Reports Level 2 Validations Category 1 & 3 Student data Category 2 Staff Data Contractor/Contracting both submitted Staff Employment records Contractor/Staff Demographic CJ record/no matching Course or Program Course or Program Record/No CJ record

29 EMIS Reports on the Web EMIS Reports on the Web

30 Fiscal EMIS Query ACCESS Webpage >Fiscal Services>Fiscal EMIS Query

31 Administrators Resources Educator Profile ODE Educator Search Credentials

32 Certification & Licensure Search

33 Certification & Licensure Dictionary

34 Questions? Thank you for sharing your day with us!