EMIS STAFF CHECKLIST FOR USPS DISTRICTS STAFF REPORTING PERIOD 18L

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1 EMIS STAFF CHECKLIST FOR USPS DISTRICTS STAFF REPORTING PERIOD 18L Source Data Preparation (USPS/USPSweb): 1. Review Chapter 3 in the current EMIS Guides for changes (and vendor call notes) a. Chapter 3 of the ODE EMIS Guide: EMIS-Manual/Section3.pdf.aspx b. Vendor Calls (changes mentioned hear that may not be documented in EMIS guide yet): Calls 2. Review District Board agendas for Staff changes: a. New employees that hold a certificate/license from ODE need to have their Credential ID field completed. This includes all certified staff as well as any classified staff who may hold a license from ODE. b. Employees that resigned after the last reporting period (17L) and have attendance this year need to continue to be reported as a position status of C. However, you must enter a separation reason and separation date. c. Employees retiring or leaving the district AFTER June 30 th and having NO attendance days in this academic year ( ) should continue to be reported to EMIS and marked as a U in Position Info Status (POSSCN). d. Employees reported with a separation date and reason in the previous fiscal year (17L) can be changed to No to EMIS so their record is not reported again. 3. For employees who have a ZID in a previous EMIS period (17L) and now have an ODE credential ID for FY18L will need an EMIS override request escalated to ODE through the ITC: a. Enter the new ODE issued credential ID in either the BIOSCN or DEMSCN. They update each other. b. fiscal-cherwell@ohconnect.org and ask Connect to request an override. Please list the district IRN, the old ZID, the new ODE issued credential ID and the staff member s name. 4. Review all other staff changes, position changes etc. and make changes accordingly. IMPORTANT: If an employee has had a job change and the POSITION CODE has changed Remember to give the employee a new job record. 5. *New* Principal Years of experience field, update principal years of experience (POS 108) 6. Reminder: Reporting School Resource Officers. Reporting of Position Code 910 School Resource Officer is optional. Any EMIS-reporting entity may report this Position Code when applicable. The position can be reported on a CK, CC, or CJ Record. This position can be full- or parttime, and the FTE must be included with any 910 position being reported. If the EMIS-reporting entity does not directly employ the School Resource Officer(s), then report with a salary of $1. 7. Was CLRATD (Clear Attendance) USPS_ANN/CLRATD run to clear out the Long Term illness (LTI) from 17L Yearend Reporting? (Coordinate/Verify no one has entered in current year (18L) 18L Payroll Staff EMIS Checklist

2 long-term illness prior to running CLRATD). TIP: By clearing this field now, staff members who meet the LTI criteria may be coded in USPS as it occurs to prepare for yearend EMIS reporting. 8. Verify the Report to EMIS Flag Are there employees that were flagged as N to Report to EMIS and now need to be changed to Y or visa versa? Review Supplementals (8xx position codes) YES to EMIS, Position Type = S, Work Days, Contract Amount and FTE need to be completed. Hours/days do not need to be completed. Pay Unit should be Daily EAST (Valley View) districts can run the report EMIS_FLAGS (USPS_LCL/PAYROLLDTR/EMIS_FLAGS) to help verify WEST (Elyria) districts can run the report USPR13 (USPS_LCL/USPS_LEECA/USPR13) to help verify 9. Were Authorized/Total Years for Certificated Staff updated since June 30 th, 2017? If not, complete steps a f. IMPORTANT: This routine should be run ONLY ONCE an academic year (usually in the first staff reporting window) be sure to not update years twice within one year. a. Run USPS_MNT/MASCHG/MASINC b. Make sure that you exclude new hires as they may be incremented also In the Exclude employees based on hire date: field enter a date only if you wish to exclude those employees whose hire date is equal to or greater than the date entered c. Update Total Years by placing an I (INCREMENT) in the field to increment one year d. Update Authorized Years by placing an I (INCREMENT) in the field to increment one year e. Run in PROJECTION first to verify the data first f. Run in ACTUAL once you are ready to update the Total and Authorized Years NOTE: Principal years field is available for mass update, if necessary. 2

3 OPTIONAL Source USPS Reports: g. CERLST Brief Certificate Employee listing - Displays employee Certificate information and Authorized/Total Years Experience, Position Code and Funding Source h. POSSUM - Position Summary based on FTE Count - This report can be run by building to check if all employees are being reported 10. Check EMIS CONTRACT INFO fields. (Screen two of JOBSCN): Reminder: whatever data values are in the EMIS Contract Info. fields will be used for EMIS data reporting instead of the data in USPS fields. i.e. Obligation amounts, hours, workdays, FTE. Update EMIS Contract Info. fields carefully and remember to update as information on the left side of the USPS screen changes. a. If applicable, verify that data is for this fiscal year (FY18) and does not contain outdated information such as 17L or a prior fiscal year b. Verify the Hours per day, Contract amt, Work days and FTE are correct and if SPEC ED FTE needs to be updated c. OPTIONAL - MASCHG/MASEMIS can be used to verify the EMIS Contract Info by running in PROJECTION mode. Is the information in the EMIS Contract Info needed for employees with a July 1 start date? d. PLEASE NOTE - Running the MASEMIS program in ACTUAL will massively clear out the EMIS Contract Fields including the FTE field which is REQUIRED for EMIS reporting. A report is generated when the MASEMIS program is run that can be used to check if you need to manually re-enter the FTE. e. CAUTION: Running MASEMIS in ACTUAL will wipe-out ALL FTE s. May want to consider running a spreadsheet in USPLOAD instead for correction of EMIS fields. 3

4 11. Run USPEMS/PERDET (Hint: Type USPEMS at the Reflections menu) a. Run Perdet for Employees Reportable to EMIS Yes b. Select only those employees with Errors c. Check the report (Perdet.txt) and correct all errors d. Run another PERDET for those NOT reported to EMIS (N) and view to insure no one is on the report that shouldn t be 12. Make any needed changes using USPS or USPSWEB a. USPSCN/DEMSCN b. USPSCN/POSCN c. USPSCN/JOBSCN d. USPSWEB/EMIS Entry Screens 13. Re-run USPEMS/PERDET until the report shows no errors. 14. Use PERDET as a worksheet a. Run PERDET by Building, by position.especially Position 230 Teachers b. Run PERDET by Position and make sure you have all Positions and the correct FTE in each position c. Run and Sort PERDET a variety of ways so you KNOW the data you are reporting Note: Only if you have Contractor (CC or CJ) Records do you need to complete step 18. If your district enters into contracts with persons who are not employees or hires companies to serve students in yours or another district, then you have Contractor Records. If you do NOT have Contractor (CC or CJ) Records, skip step 15 and go to page 8 4

5 3.2 REPORTING CONTRACTED STAFF GOAL (Page 3 of Chapter 3, Section 3.2 of the EMIS Guide): In the past, if the resident/educating district contracted for staff from an ESC or other EMIS reporting entity, both entities were required to report duplicate staff data in order to link the contracted employee that taught a course or provided a service to the student, and in many cases both also reported student data. In addition, contracting with non-emis reporting entities often presented challenges related to obtaining the minimum data required for reporting. Via changes described in this section, we hope to provide clear guidance on which entity is required to report student and staff data to EMIS in the case of contracted staff and ESC staff providing services to districts in order to eliminate duplicate reporting of student and staff data. In addition, the Contract Only Staff Record (CC) will simplify reporting of contracts with non-emis reporting entities when data processing and reporting needs do not require individual staff information. The following chart shows the different types of contracted staff and the records to use to report the staff in EMIS. 5

6 Contractor (CC or CJ) Instructions Contractor Records -Updated in USPSWeb for State Software Users a. CJ Contractor Staff Employment Record Reported only by Contractor Entity contracted with must be an EMIS reporting entity. (E.g. another school district) ESC Contracted Services- ESC only enters the CJ record in 18L for all employee hired by the ESC. Districts contracting with the ESC do not enter any staff information for these employees. ESC will enter: One record for each district for which the employee is providing services. USPSWEB, Query the Employee, Select the EMIS Entry screens and ADD Contract CJ Record. Examples of CJ Record in USPSWeb: b. CC Contract only Staff Record c. Entity contracted with must be a NON EMIS Reporting Entity. Non EMIS Contracted Service entities may include bussing companies, psychological services, nursing services, food service, and custodian/maintenance services. Enter one Staff Demo (CI) and one Position (CK) record for each Contract (Transportation, Food Services) in USPSWEB. The position Status would be A Agency Contracted or I - Individual. Examples of CC Record in USPSWeb: Screen 1: Screen 2: 6

7 15. When your data is clean and you have CJ (Contractor Staff) and/or (CC Contract Only) records: a. Run USPEMS/USPEMX to create the extraction file (USPEMX_EMISR.SEQ) b. From the Menu> type in USPEMX_FTP to ftp (file transfer) USPEMX_EMISR.SEQ to the EMIS-R server c. Upload the extracted file into the Data Collector from within the data collector when you are ready 7

8 16. Log into the DATA COLLECTOR to collect, prepare and preview your staff data Reminder: Only click on SIF Zone if your district source staff data is maintained in USPS/USPSWeb. If your district is using Tyler Munis, do not check to collect data from the USPS files. The data sources tab needs to be used instead. Reminder: **Make sure that CHKUPD is not being run in payroll when a Data Collection is run** 17. Review your reports in the Data Collector (validation reports, preview reports, etc) 18. Make any needed changes using USPS or USPSWEB. a. USPSCN/DEMSCN b. USPSCN/POSCN c. USPSCN/JOBSCN d. USPSWEB/EMIS Entry Screens 19. When your data is clean and you have CJ (Contractor Staff) and/or (CC Contract Only) records, you MAY need to: a. Run USPEMS/USPEMX to create the extraction file (USPEMX_EMISR.SEQ) b. From the Menu> type in USPEMX_FTP to ftp (file transfer) USPEMX_EMISR.SEQ to the EMIS-R server c. Upload the extracted file into the Data Collector from within the data collector when you are ready (data sources tab, other data sources, manage link, upload, browse to file, upload). 20. Check your Missing Data Report (this report is part of the preview step). Correct errors as needed, re-collect and resubmit until the Missing Data report shows no missing data for 18L. 21. Coordinate certify-submit to ODE EMIS office with your district EMIS Coordinator. State ODE Reports: 22. ODE is now publishing reports in the EMISR Data Collector. Work with your EMIS coordinator to access the payroll staff data related reports. Data is also loaded into ODE s data warehouse, the Secure Data Center (SDC). 23. Treasurers MAY need to provide sign off for Period L reporting 8

9 What data fields are reportable when? Look down the listing is accurate data in each field? 9

10 Did you know? There are two staff data reporting periods, L1 (initial) and L2 (final). Staff data reporting requirements are based on staff information that occurs from July 1, 2017 January 31, 2018 (L1) and February 6, 2018-June 30, 2018 (L2). Dates are very important to staff data reporting. Staff members who retire (or leave/separate) during the current school year, for example, may be reported in the L2 reporting period if data is coded in USPS or USPSWeb before the final submission of FY18L2 data in early July or while the final reporting period is open. If staff are coded with a separate reason and date, that is prior to 6/30, the separation data is included in the close of the current EMIS year. MOST of the staff data reported during the fall first staff reporting window (FY18L1) is data that is used and published on the following summer s district local report card data. Final staff reporting requires the high quality professional development information to be reported. Initial staff reporting requires high quality teacher data to be reported, via staff course master. There are.csv reports in the EMISR Data Collector that are available for verifying staff EMIS data in Excel. The CI and CK.csv files are especially helpful in analyzing staff data, position code counts, job records, special ed FTE, semester hours, years of experience fields, and more! Authorized teaching years of experience field is the total number of years teaching in public schools. General criteria for determining authorized teaching years of experience. One year must consist of at least 120 days within a regular school year ending June 30. To be credited with an authorized year, teachers must be employed as a regular or substitute teacher, in elementary or secondary instruction (ORC ). Required criteria for determining authorized teaching years of experience. Teaching service by a teacher certified pursuant to ORC performed in one or more of the following educational institutions operated by the state, or in a subdivision or other local governmental unit of the state: a chartered school, an institution that subsequently became chartered, a chartered special education program, or a special education program that subsequently became chartered. Teaching service performed in any other elementary and/or secondary public school district in Ohio in compliance with ORC and Active military service in the armed forces of the United States, as defined in ORC , to a maximum credit of five years. A partial year of active military service of eight continuous months or more should be credited as a full year. Teaching service by a teacher certified pursuant to ORC , performed in a chartered, nonpublic school located in Ohio. Teaching service performed in the reporting school district. 10

11 Optional criteria for determining authorized teaching years of experience. Teaching service performed in elementary and/or secondary public school districts in states other than Ohio. Teaching service in an overseas dependent school operated by one of the armed forces of the United States or in an elementary Total years of experience field (authorized and unauthorized) is the total number of years teaching anywhere (include college and peace corp, military, etc). Indicates the total number of years of all certificated/licensed educational service (authorized and non-authorized) in elementary schools, secondary schools, colleges, universities, and any other public or nonpublic educational institutions (including the Peace Corps). If you have not read the ODE EMIS Manual for reviewing staff reporting guidelines, here is a link: Manual/Section3.pdf.aspx Staff data from HR/Payroll system merges with student course data in the EMISR Data Collector during the L1 and L2 reporting windows. Course information, used for authenticating position 230 teachers, comes from the student software. HQT (highly qualified teacher) data comes from the student information system. HQPD highly qualified professional development data is due to ODE EMIS office during the second staff reporting window (L2), however you may code the data field NOW in USPS/USPSWeb as other staff record updates are occurring. If you have questions, feel free to contact us via fiscal-cherwell@ohconnect.org 11