October Staff EMIS Reporting 2008

10/4/2007 MVECA - EMIS Staff Data -08K 1

OctoberStaff EMIS Reporting 2008

by

Deb Dinnen

MVECA


Session Goals

Update users on EMIS Staff changes for fy08 Define the critical role staff reporting has on

funding Train procedures to follow for accurate

submission of data Provide forum for open discussion and

questions related to staff reporting Identify resources


Agenda

Key dates What do they mean?

EMIS Elements extracted from USPS Cross reference for field names FY08 changes Elements that affect funding

08K checklist Reports from ODE Future EMIS


FY2008 October KKey EMIS dates October reporting

First submission - 10/12/07. Deadline for initial Period K - 10/26/07 Data submitted by 11/9/07 used for Dec #1

foundation payment Warning letter sent – 11/30/07 Compliance deadline – 12/14/07 – initiation of 45-

day data accountability corrective action cycle Final submission 2/1/08.

16 submission opportunities


Data Submission Requirements

EMIS Newsflash 9/27/07 Changes the way ODE determines if you are

in compliance. Data submitted should be as complete and

accurate as possible

Missing Data Report Districts will be listed on this report if the data

submission requirements are not met Spreadsheet sent to MVECA


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

10/1/07 Treasurer’s Newsletter – announced that ODE is seeking comment on a number of proposed changes to this code. The data rules will be presented during the afternoon of Nov. 2 at the Bethel United Methodist Church, 1220 Bethel Rd. in Columbus.

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


KEY DATES

Date Significance

10/26/07 Deadline for Initial Period K FY08 data to be submitted to ODE

11/9/07 Data submitted used for the December #1 foundation payment

11/30/07 Districts which are currently out of compliance will be sent a warning letter on 12/04/07, to inform them that the 45 day corrective action cycle will begin for Period K on 12/18/2007.

12/14/07 Submission of incomplete or inaccurate data for Period K triggers an official out of compliance letter to be mailed on 12/18/2007 with guidance as to corrective action. This initiates the 45-day data accountability corrective action cycle, which includes withholding of district funding.

2/1/08 Last opportunity to submit FY2008 October K EMIS data.


Verifying EMIS Compliance

Districts can verify compliance with EMIS Accountability requirements on the SUBMISSION_STAT.PDF report. This a report from ODE available from the

MVECA webpage/EMIS Reports Reporting Period Sign Offs

Deadlines listed on ODE Processing Schedule Form available from ODE Website

Search for keywords Reporting Period Sign Offs Spreadsheet lists districts and forms received


USPS Fields that become EMIS Elements Staff Demographic Record (CI)

Data from BIOSCN and/or DEMSCN Staff Employment Record (CK)

Data from JOBSCN and/or POSSCN Contractor Staff Employment Record (CJ)\

Maintained in EMIS only Contract Only Record (CC)

Maintained in EMIS only


BIOSCN

Marked fields excluding SSN can be modified in BIOSCN or DEMSCN


USPS Fields that become EMIS Elements

DEMSCN


USPS Fields that become EMIS Elements EMPLOYEE ID Element

MUST Match identifier in Course Master and Contractor Staff Employment Records (CJ)

BIOSCN SSN = Employee Social Security Number Employee ID = District assigned (if district hasn’t

implemented Employee IDs this will be the SSN) EMIS ID = blank in most cases Credential ID = state assigned ID for certified; for

staff members that do not hold an Ohio credential use ******


USPS Fields that become EMIS Elements Critical Demographic elements (doesn’t apply to

JVSD or ESC) Authorized Teaching Experience Years

Pay particular attention to staff listed with less than 11 years

Semester Hours If educational level =2 and semester hours over 149;

then staff included in 5 year degree column of state salary schedule

Educational Level Combination of these three elements will determine if

district salaries are above state mean Additional funds allocated on Line 13B of SF3


USPS Fields that become EMIS Elements SF3 Line 13A

Negative adjustment for not employing the required # of teachers – 25/1

SF3 Line 13C Negative adjustment for not employing the

required # of Education Service Personnel (art, music, PE, counselors, librarians, social workers, nurses) – 5 ESP staff/1000



JOBSCNScreen 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



POSSCN


USPS Fields that become EMIS Elements Position FTE change

NEW ruling on FTE Do not report FTE >1

From ODE: The total salary reported should be the salary from the regular

position plus the amount being paid for the extended days The work days reported should be the work days from the

regular position plus the work days from the extended days The FTE is the FTE of the day that the staff member works

compared to the “normal” day for a full time staff member in that position; the FTE is not annualized. Therefore, when the salary and work days are adjusted for the “extended service” time the FTE should NOT be adjusted.

The district should NOT create a separate employment record for the “extended time”.


USPS Fields that become EMIS Elements Multiple Building Staff

Option to report a single staff record with the district IRN or

Report Multiple Staff Employment Records Unique Local Contract Code (Job #) Divide FTE Scheduled Work Days should be the same for each

record If Pay Type is Annual

Prorate Pay Amount/Rate and FTE If Pay Type is Hourly

Report same Pay Amount/Rate on each job


Contract Staff Employment Records (CJ)

MVECA will conduct county meetings with ESCs and districts that wish to attend Exchange information District percentages of FTE for each CJ record


Contract Only Staff Record

Allowed for non-EMIS reporting entities Examples; food service, transportation

District adds one record for all ‘staff’ working through non-EMIS reporting entity One per position code/funding source combination Required in K and N cycles Record/sort type = “CC” Entry of required data directly in EMIS maintenance

screens; no USPS data entry


FY2008 K Changes

District General Information Fall (DQ)

Deleted -Prior Year Nonpublic Students Evaluated for Special Education- Ineligible (DQ230)

Deleted –Prior Year Preschool Transition Conferences Held By 3rd Birthday (DQ240)

Deleted –Prior Year Preschool Transition Conferences Held After 3rd Birthday (DQ250)

New reporting instructions for Participation Eligibility – If district does not report a value for this element, a student will be counted as eligible for extra-curricular activities if the student’s PERCENT OF TIME (G150) is greater than zero.


FY2008 K Changes

Staff Employment Record Certificate/License Application

Deleted – Option 2 – Declared intent to become licensed under HB196


EMIS Staff 08K Checklist

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

Run USPCHG to mass update position status Confirm BIOSCN Long Term Illness days are

blank; if not, run CLRATD (LTI reported at yearend only)

Run USPEMS/PERDET Lists ODE errors


USPEMS


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/PERDET

The user will be prompted for the ID to place on the report and file for the EMIS Reported ID

If the EMIS ID in USPS is blank options will be Report the SSN Report the district assigned Employee ID

Report the credential ID SIS districts must use SSN Others use the staff identifier used on the course

master or program records


USPEMS/USPEMX

This procedure will create a sequential file Email MVECA that your file is ready to load MVECA will reply with a list of reports to

check for validation errors Cannot send data to ODE until new

aggregations are released Multiple extractions can be done


Reports, Reports, Reports, Reports, Reports, Reports, Reports, Reports ODE stressed at OEDSA that you must check

the reports back from ODE. They may list errors that were not detected by any of the agg reports! Report definitions available on ODE webpage Invalid Cert reports

SAFE Account needed to lookup credentials


..found this…. I think it says it all!

I fully realize that I have not succeeded in answering all of your questions….

Indeed, I feel I have not answered any of them completely. The answers, I found, only serve to raise a whole new set of questions, which only lead to more problems, some of which we weren’t even aware were problems.

To sum it all up… in some ways I feel we are confused as ever, but I believe we are confused on a higher level, and about more important things!!


..this ain’t your Momma’s EMIS

Future plans for EMIS by Dean

Documents

October Staff EMIS Reporting 2008