FY2006 October EMIS Staff Reporting September 21, 2005

9/21/2005 MVECA - EMIS Staff Data 1

Miami Valley Educational Computer Association

FY2006 October EMIS Staff Reporting

September 21, 2005

Deb Dinnen

Tom Faulkner

Angie Crandall



October Staff DataFunding & Accountability

by

Angie CrandallMVECA


Staff Data & Funding

Selected EMIS staff data can effect funding in several ways: Line 10 on the SF-3 Reports

• Line 10A – Pupil-teacher ratio

• Line 10B – Teacher training & experience

• Line 10C – Education Service Personnel

PS Special Education Unit-funded Staff Gifted Unit Funded Staff


SF-3 Line 10A - (# of Classroom Teachers) If a district does not maintain a 25/1 pupil to

teacher ratio, a deduction will appear in Line 10A of the SF-3 report. IF this line has an amount that is NOT “0”, you will want

to verify data on the Pupil-teacher Ratio (PTR) Report.• PTR reports are generated after each October K EMIS

processing opportunity.• There is one line per district, that includes total teacher

FTE, student ADM, and the ratio for each district.• Check this each time an SF-3 is generated for your district

(each time a payment is received from the state.)

*SOURCE: Ohio’s School Foundation Funding Program: SF3 Form Line-by-Line, FY2005-06.


Verifying Data for Line 10A (SF-3) The Pupil/teacher ratio is calculated as follows:

Regular Student Population (line 25C of the SF-3)Regular Classroom Teachers (FTE)

Regular Student Population – This is the ADM of regular pupils (students without disability conditions) being educated by the district.

• For details on which students are included, refer to http://www.ode.state.oh.us/school_finance/data/2004/foundation/f2004_regpop.asp

Regular Classroom Teacher - ORC 3317.023 (1) "Classroom teacher" means a licensed employee who provides direct instruction to pupils, excluding teachers funded from money paid to the district from federal sources; educational service personnel; and vocational and special education teachers.

• These are teachers reported with position code 205.*SOURCE: Ohio’s School Foundation Funding Program: SF3 Form Line-by-Line, FY2005-06.


Verifying Data for Line 10A (SF-3) – PTR reports If the K-12 Pupil-Teacher Ratio is greater than 25:1,

check to see if the problem rests with the pupil or staff count. The pupil count can be checked for reasonableness by

comparing the regular student ADM counts in FY2006, to those from FY2005. If the ADM counts are similar, then the staff data should be checked.

If ADM counts differ unexpectedly and/or significantly, use student reports to see why there is a difference.

If the number of K-12 Teachers appears low, the problem may be an incorrect position code for a K-12 staff member.


SF-3 Line 10B - (Teacher Training & Experience) If regular classroom teachers in the district (as a group)

are above the state average in education and experience, the district will receive additional funds.

This is determined by where all regular classroom teachers fall on the state minimum teachers salary schedule.

The following data elements are used to place teachers on the minimum salary schedule to determine whether the District Mean Salary is above the State Mean Salary. Education level Authorized Teaching Experience Years



205

Verifying Data for SF-3 Line 10B These data can be verified on the ODE

Generated DEMO_JOB_CERT report. It is helpful to verify the data on the Staff Demo Job

report, so you know that ODE received the data, and there are no errors flagged on that report by ODE.


SF-3 Line 10C - (Educational Service Personnel)

Districts are required to hire at least 5 Educational Service Personnel (ESP) in the following categories for each 1,000 students.

• Counselors (position code 202), • Social Workers (323), • Visiting Teacher (330), • Librarian/Media Specialists (203), • Registered Nurses (320), • Art Teachers [Position code = 211, Assignment Area = "999050"], • Physical Education Teachers [Position code = 211, Assignment

Area = 999418], • Music Teachers [Position code = 211, Assignment Area = 999570].

Failure to meet this requirement means a deduction in state foundation aid. (ORC 3317.023)



Verifying Data for SF-3 Line 10C

This information can be verified on the ESP Data Verification Report produced by ODE.

If FTE are not approved for one of the individuals on this report, check:

1. The fund source reported on the Staff-Demo job report, (does not include federal sources)

2. Whether the course (elementary art, music and PE) for that teacher appears on the Invl_K8_CRSE report, due to invalid teacher certification/licensure.

3. Whether other ESP staff appear on the Invl_CRT_JOB report, due to invalid certification/licensure.


SF-3 Line 21APreschool Classroom Unit Funds This line includes both teacher and related

services unit funding. This information can be verified on the

Preschool Units EMIS Staff Report (ECE_STAFF_UNITS).

There are two sources of data on that report: Student and staff data reported in EMIS during

October K, and; Preschool special education state-funded unit

allocations made on the ODE ECE Unit Funding web application. (Which requires a SAFE account.)


FY2006 Change to ECE Preschool Unit Funding Web Application

NOTE: Prior to applying for units, districts must have the following roles designated in the Ohio Educational Directory System (OEDS): Help Me Grow Contact Preschool Special ED

Contact Preschool Special ED

Supervisor Contact


Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit funding)

This ODE-generated report is called ECE_STAFF_UNITS.pdf. This report includes a section for teacher units, and related

services/adapted PD units. To verify teacher data, look at:

• Type of unit – will be either center-based (D08) or itinerant (ITR).• Make sure Position Fund Source (called “FUND Srce”) is “Z”.

Please note: elements “Education level” and “Authorized Teaching Experience Years” on the Staff Employment Record, are used to determine where teacher falls on the state minimum salary schedule that was in effect in FY2001.


Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit funding) The following data elements must be reported on the Staff

Employment Record, in order for a preschool special education teacher unit to be funded: Employee ID = Valid Social Security Number (converted to State ID) Position Code = 206 Assignment Area=

– 999412 - for center-based teachers – 999413 - for itinerant teachers

Position Fund Source = Z - Preschool State Unit Funding Fund Source Percent = 100% to receive a fully funded unit Position Type = R - Regular Position Status = C, D, O, R, or N (described on next slide) Type of Appointment = 1, 3, 4, or 5 (described on next slide) Position FTE = appropriate FTE

SOURCE: Preschool Units EMIS Staff Report Explanation for FY2005 NOTE: FY2006 documentation has not yet been released. Watch for the FY2006 release on the ODE/EMIS web site to check for changes!


Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit funding) (Options described from previous slide)

Position Status:– C - Active/continuing in the same position in the district – D - Active/new position in district– O - Retired then rehired in same or different position w/in the

district w/in a three month period – R - Returning from leave of absence, or– N - New to district

Type of Appointment– 1 Certificated/licensed – 3 Internship – 4 Six-hour lay teacher, or– 5 Veteran ORC 3319.283



Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit funding) A “combination teacher” is an individual that

teaches a center-based preschool special education class AND is also an itinerant teacher.

Report only ONE Staff Job/Employment record with a position code of 206 with the following assignment areas in the first two assignment area positions: 999412 Center-based teachers 999413 Itinerant teachers




Preschool Special Education Itinerant-ONLY Teachers An “itinerant teacher” teacher is one who ONLY

provides itinerant services AND does NOT provide any center-based services.

• No course master is required for the itinerant-only teacher.

• Employee ID still needs to be reported in the State ID field in the child’s program record.



Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit funding) Waivers – could affect whether units will appear

as “approved” on the PS Sp. Ed. Units Report. If class or caseload size exceeds limits specified in Ohio

Revised Code, a unit may not be approved. Districts can apply to ODE for waivers, as per 3301-51-09(G)(2)(a) and (b).

• Center-based class size waivers – Information on class size waivers can be found at

http://www.ode.state.oh.us/ece/superintendent/programs/preschool_special_education/class_size_waiver_web_6_04.pdf.

• Itinerant teacher caseload waiver – Information on caseload size waivers can be found at

http://www.ode.state.oh.us/ece/superintendent/programs/preschool_special_education/itinerant_caseload_waiver_05.pdf.



The following EMIS data elements on the Staff Employment Record affect funding for related services and adapted PE units: Position FTE Position code/assignment area Position Fund Source (must be “Z - Preschool State Unit Funding) Position Fund Source Percent Position Code (Determines the Type of Unit)



Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit funding) If Preschool Special Education Units are not approved

for one of the individuals on this report, check:1. Are staff data reported correctly? (e.g. Position Fund

Source must be “Z - Preschool State Unit Funding)2. If the teacher provides center-based services, check to

see if the teacher appears on the Invl_K8_CRSE report, due to invalid certification/licensure.

3. For itinerant teachers and related services staff, check to see if the individual appears on the Invl_CRT_JOB report, due to invalid certification/licensure.

4. Is class/caseload size limit exceeded? (Is a waiver needed?)



Verifying data forSF-3 Line 21A (PS Sp. Ed. Unit funding)Individuals hired to provide the following

related service positions may be contracted staff:

• 333 Preschool Adaptive Physical Ed • 327 Preschool Occupational Therapist • 325 Preschool Physical Therapist • 326 Preschool Speech and Language • 304 Preschool Audiologist • 328 Preschool Orientation and Mobility • 318 Preschool Psychologist



Reporting PS Special Education Related Service & Adapted PE Staff Employee ID = Valid social security number of the staff Assignment Area = 999412 Fund Source = Z Position Status = C, D N, O or R for district employees

A or I for contracted staff Position Type = R Type of appointment = 1, 3, 4, or 5 Position Code (one of the following) =

• 333 Preschool Adaptive Physical Ed • 327 Preschool Occupational Therapist • 325 Preschool Physical Therapist • 326 Preschool Speech and Language • 304 Preschool Audiologist • 328 Preschool Orientation and Mobility • 318 Preschool Psychologist • 110 Preschool Special Ed Supervisor




Be sure to include both STUDENT AND STAFF data when submitting PS Special Education data. This is because student and staff data are

closely linked – and funding depends upon both.


Gifted Aid (SF-3 Line 12)

This line reflects aid for gifted children (i.e. gifted unit funding.)

This is based upon staff data reported in EMIS during the October K reporting period.

The number of approved gifted units can be verified on the Gifted_staff report generated by ODE.


Verifying Data for SF-3 Line 12(Gifted Aid) The position code/assignment area combination

determines the type of unit. The disapproval reason may help in tracking down

reporting errors and other issues, depending upon the reason (e.g. reporting position fund source, certification/licensure issues).


Verifying Data for SF-3 Line 12(Gifted Aid) (cont’d) The following elements on the Staff Employment

Records can affect gifted unit funding for gifted teachers and gifted coordinators: Education Level Authorized Teaching Experience Years (teachers) Position Code Position Status Position FTE Position Fund Source Assignment Area


206 999380

Verifying Data for SF-3 Line 12 (Gifted Aid) (cont’d) Data elements on the Staff Employment Record can be

verified on the ODE-generated DEMO_JOB_CERT report. It is helpful to verify the data on the Demo_Job_Cert report,

so you know that ODE received the data, and there are no errors flagged on that report by ODE.


Verifying Data for SF-3 Line 12 (Gifted Aid) (cont’d)

Position Funding Source must be “U” or “L” for Gifted units. Before 2000, there was a law making a

distinction between Unit and Local funding for gifted units; but that law no longer exists.

Fund Sources "U" and "L" are treated equally for Gifted units.


Verifying Data for SF-3 Line 12 (Gifted Aid) (cont’d) The “Education Level” and “Authorized

Teaching Experience Years” elements are used to place Gifted Intervention Specialists on the state minimum teachers salary schedule that was in effect in FY2001.

Teachers are ranked based upon where they fall on the state minimum salary schedule, from highest to lowest. The gifted units for the teachers with the higher salaries are funded first. According to ODE, the intent is to maximize the

amount of funding that the district would receive.


Verifying Data for SF-3 Line 12 (Gifted Aid) (cont’d) One criterion for gifted unit funding is that the Gifted

Intervention Specialist (GIS) and/or the Gifted Coordinator have the appropriate credentials. Requirements for being a Gifted Intervention Specialist OR a

Gifted Coordinator are in the Ohio Administrative Code 3301-51-15 (E).

If a GIS or Gifted Coordinator appears on the INVL_CERT_JOB report, this means that the individual did not have a valid license/certificate for that position (based upon data on file in the Office of Certification and Licensure at ODE).

• Specific certification/licensure codes for these positions can be identified using the ODE Certification and Licensure Search, located at http://webapp1.ode.state.oh.us/emis/certification/.


Reporting Gifted Staff Data

Gifted Intervention Specialists are reported as follows: Position Code = 206 Assignment Area = 999380 Gifted and Talented Position Fund Source =

• U = State Unit Funding, or;• L = Local Funds and/or State Foundation Funds

Gifted Coordinators are reported as follows: Position Code = 110, 113*, or 115 Assignment Area = 999380 - Gifted and Talented Position Fund Source =

• U - State Unit Funding, or;• L - Local Funds and/or State Foundation Funds

*Gifted coordinators reported with position code = 113 do not have to hold an administrative credential. (SOURCE: ODE.)


Reporting Gifted Staff Data Teacher/Coordinators and teachers who are part time gifted/part

time regular ed should have multiple employment records, each with the appropriate coding and FTE.

Districts will report the Employee ID of the gifted intervention specialist on the Student Program Record for students receiving Gifted Education Services provided by a Gifted Intervention Specialist (GIS) (206XXX program codes.)

If multiple Gifted Intervention Specialists work with a particular student, the ODE Office of Exceptional Children suggests that you consider designating one gifted intervention specialist as the case manager for that student. This can be done by using that GIS’s Employee ID number with all

Program Records for that student that are reported with 206XXX program codes.

This is recommended to prevent the same student from being counted towards the student load of multiple teachers.

Source: Gifted Education EMIS Data Guide for FY2005, http://www.ode.state.oh.us/exceptional_children/gifted_children/default.asp (under “Frequently Used Documents”). This is still true for FY2006, as confirmed with the EMIS program office.


FY2006 October KKey EMIS dates October reporting

First submission 10/14/05. Last submission 3/3/06.

• 20 submission opportunities.• NOTE: The complete FY2006 EMIS processing schedule can be

found at: http://www.ode.state.oh.us/EMIS/processing_schedule/EMIS_Processing_Schedule_06.pdf.

FY2006 change 11/11/05 – FY2006 October K data submitted used for the

December #1 foundation payment• NOTE: Last year current year data were not used until the

January #1 payment


EMIS Accountability

ORC § 3301.0714 – What does the law say? District Responsibilities

• Meet deadlines for reporting (1)• Meet deadlines for correction (2)• Make good faith effort regarding condition of data (3)

ODE Responsibilities• Report district failure• Withhold 10% on first report

– 10% is based on the full year foundation payment amount.• Withhold 20% on second report• Release funds on corrective action• Do not release funds after 45 days

SOURCE: Ohio Department of Education, Center for School Finance, EMIS Accountability presentation, by Paolo DeMaria, found at http://www.ode.state.oh.us/school_finance/images/EMISAcctblty.PPT


FY2006 October KKey EMIS dates for EMIS AccountabilityDate Significance

12/9/05 Districts which are currently out of compliance will be sent a warning letter on 12/13/2005, to inform them that the 45 day corrective action cycle will begin for Period K on 1/17/2006.

1/13/06 Submission of incomplete or inaccurate data for Period K triggers an official out of compliance letter to be mailed on 1/17/2006 with guidance as to corrective action.

1/17/2006 The initiation of the 45-day data accountability corrective action cycle, which includes withholding of district funding.

3/3/06 Last opportunity to submit FY2006 October K EMIS data.


Verifying EMIS Compliance

Districts can verify whether or not they are in compliance with EMIS Accountability requirements on the SUBMISSION_STAT.PDF report.


“Teacher of Record”

ODE has changed their philosophy somewhat on how to report teachers who provide supplemental instruction or assistance within the regular classroom.

This has implications for which position code to report for interventions specialists – either 206 or 212. We will explain how to decide which code to

use.


Intervention specialist (Position code = 206)

The special education teacher should only be reported with the 206 position code (and thus, evaluated for HQT), if: S/he is the primary teacher providing instruction

to the students with disability conditions, or; S/he is team teaching with a regular education

teacher, is providing the primary instruction and is evaluating the performance of the students with disabilities in that classroom.


Supplemental Service Teaching Assignment (Position code = 212)

The teacher should not be considered the teacher of record AND should be reported with the 212 position code (and not evaluated for HQT), IF: The teacher is providing support and assistance

to the students with disabilities within the regular classroom AND/OR,

Is providing consultative services to the regular education teacher for these students.


Highly Qualified Teacher

The Highly Qualified Teacher Reporting Materials 2005-06 (principal packet) can be found at: http://www.ode.state.oh.us/teaching-profession/PDF/Hig

hlyQualifiedTeachers06.pdf A list of resources for collecting and

reporting HQT data can be found in the EMIS NEWSFLASH Week of September 10th, 2004 found at: http://www.ode.state.oh.us/emis/news/2005/09102004.a

sp.



EMIS 06K Database Creation by

Deb Dinnen

MVECA


EMIS 06K Database

EMIS LIVE does not currently have staff data.

Information in USPS is extracted and loaded into EMIS LIVE

The EMIS 06K Database will be created sometime in November


Manual Input

REM IS

EMISdatabase

Sources

USAS

USPS

RX

Student

EMSRX Loading

EMIS Screens

Other

Other

Other Agents

D MT IR S C

emsrx4

ODE

VerificationReports

ValidationAggregation

Intermediate/AggregationStaff, Financial Detail files

Submission

Simulation /Look-a-likes

Official Reports


USPS Fields that become EMIS Elements

Districts will add data in USPS BIOSCN and JOBSCN DEMSCN and POSSCN will need to be updated

Districts will run USPEMS/PERDET to reveal errors

Districts will create sequential file using USPEMX/USPEMS

MVECA will load the file into EMIS LIVE or 06K


BIOSCN

Marked fields excluding SSN can be modified in BIOSCN or DEMSCN


USPS Fields that become EMIS ElementsJOBSCN

Screen 1 of 2

Marked fields excluding Job # are modifiable in JOBSCN or POSSCN



JOBSCNScreen 2 of 2

Extended service and Salary Schedule FTE can be updated in JOBSCN or POSSCN



DEMSCN



POSSCN


EMIS Staff 06K Checklist

Run MASCHG/MASINC to increment years of experience (total and authorized)

Run USPCHG to update position statusRun CLRATD to remove Long Term

Illness days reported at yearendRun USPEMS


USPEMS


USPEMS/PERDET


USPEMS/PERDET

Districts should answer, “Are extended service days included in the work days in contract (Y,N)?” ‘N’O if the extended service field in JOBSCN is blank.


USPEMS/PERDET

Errors are identified with !, ?, #, or $$


USPEMS/PERDET

Districts should run PERDET again for non-reportable staff

Check to make sure that staff on this report should not be reported to EMIS.


USPEMS/USPEMX

This procedure will create a sequential file Email MVECA that your file is ready to

loadMVECA will reply with a list of reports to

check for validation errorsMultiple extractions can be done



Reporting Staff FTE by

Angie Crandall

MVECA


Reporting Staff FTE

Staff FTE focus group met over the summer to examine district reporting questions. The group consisted of treasurers, EMIS coordinators, and

payroll staff from districts and ESCS, ODE Area coordinators, and MVECA staff.

Group generated recommendations for standardizing reporting across districts.

Status: • Recommendations of the group submitted to ODE.• Office of School Finance submitted recommended changes to the

ODE/EMIS team as a potential FY2007 EMIS change.

No change to Position FTE element for FY2006. Continue to report the Position FTE element as per the FY2006

EMIS manual.



Contracted Staffby

Angie Crandall

MVECA


What do we mean by the term “contracted staff”?

The term “contract” refers to an agreement with another entity or individual to provide services.

The term “contractor” refers to the entity with which the resident/educating district is contracting

SOURCE: Ohio Department of Education, FY2006 EMIS Guidelines, Chapter 2.


Who reports staff data for contracted staff?

In FY2006, the ESC/district that employs the contracted staff member is responsible for reporting the staff data This includes:

• Staff Demographic Record

• Staff Employment Records, and,

• (In some situations) at least one of Contractor Staff Employment Record (NEW record in FY2006).


Will the resident/educating district report any staff data in EMIS for contracted staff from the ESC/or other EMIS reporting entity? IF a resident/educating district hires a contractor:

To provide instruction to students, the resident/educating district will report a course master element with:

– The Contractor IRN in the “Program Provider IRN" element; – The ID of the teacher hired by the Contractor in the "employee

ID" element. To provide other services directly to students (e.g.

related services), the resident/sending district will report the student program record for each student served, that includes:

– The Contractor IRN in the "program provider IRN" element; – The ID of the individual hired by the Contractor in the

"employee ID" element.


What is the NEW Contractor Staff Employment Record?This is a new record, created by ODE to

eliminate duplicate reporting of staff data in contracting situations. ODE needs the position FTE for the staff outlined in Appendix A (categories 2 and 3) so they can: Link staff data to student data reported by the

resident/educating district, and; Associate the appropriate FTE to each district

served by the contracted staff-person.


When is the NEW Contractor Staff Employment Record required?

There are several situations where ODE needs to appropriately allocate staff FTE across districts served by the contracted staff-person. These are listed in Categories 2 and 3 in Appendix A of the EMIS Guidelines. NOTE: Category 3 contains several situations.

It is best to review these situations to see if they apply to any of your staff.


Who reports the Contractor Staff Employment Record(s)?

This record is reported by the ESC/EMIS reporting entity that employs the contracted staff member (i.e. the “Contractor”).


How many Contractor Staff Employment Records are required to be reported?

If the Contracted staff member works in multiple districts in one of the positions listed in Appendix A, a Contractor Staff Employment Record should be reported for that employee in that position for each district they serve. Each record should include the FTE for the time

that the Contracted staff member works with that particular district.


Example (Contractor Staff Employment Record)Situation: Clark County ESC hires a teacher and houses an

MH class. Students attend from 3 different districts. Clark County ESC would report the following STAFF

data: The staff Demographic and Employment Record for that teacher

AND Three Contractor Staff Employment records – one for each

district served with the appropriate Position FTE for each district. The districts would EACH report a course master record

for students in that MH class with the following elements: Program Provider IRN = Clark County ESC) Employee ID = the Clark County ESC employee providing

instruction to the student



Reporting Extended Time for Non-ESC Districts by

Tom Faulkner

MVECA


EXTENDED TIME 1 JOB


EXTENDED TIME 2 JOBSJOBSCN –Report to EMIS=Y


JOBSCN Same Pos Code as Job 01,Report to EMIS=N



FY06 EMIS CHANGES by

Deb Dinnen

MVECA


Other Staff & Financial FY06 EMIS Changes

Paraprofessional: Qualified Only options are Y or N Eliminated 1-4

Change from DPIA to Poverty BasedAdded Academic Intervention Services

function codeSome District and Building Record

changes (see handout)


Any Questions?

If you think of questions after the presentation, please send them to [email protected].