usps and emis usps and emis working together reporting summer separation records important facts for...

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Reporting Summer Separation Records

Important Facts for Summer Separation Reporting:

• Only dates after the last day of school for the prior year may be reported as the separation date. If a staff member is not assigned to a specific building within a district, then the reported date must be after the latest last day of school for all buildings within the district.

• If reporting a summer separation record the employee cannot have even a single day of attendance in the current year on any job.

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Reporting Summer Separation(continued)

OPTION 1Summer Separation reported through EMISFFE

If Summer Separation Records (CL) are being reported through EMISFFE then the CI (BIOSCN) and CK (JOBSCN) records must all have the Report to EMIS Flag set to “N” in USPS.

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Reporting Summer Separation (continued)

OPTION 2Summer Separation reported through the SIF data collector

Criteria needed:•Separation date and Separation reason on all jobs in USPS•Position status on POSSCN screen set to U•Calendar stop date on all jobsNote--After October reporting has completed the CI (BIOSCN) and CK (JOBSCN) records need to have the Report to EMIS Flag set to “N” in USPS.

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BIOSCN Notes

•Who do I report?See the Staff Records Overview chapter in the EMIS Manual Chapter 3-1:http://www.ode.state.oh.us/GD/Templates/Pages/ODE/ODEDetail.aspx?

page=3&TopicRelationID=1102&ContentID=132225&Content=133945

•What is considered a long-term illness? 15 or more consecutive work days. A granted non- medical leave is NOT considered a long-term illness. LTI days are a subset of attendance days. RPTSUM can be helpful in reporting period “N”

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Years of Experience Notes

• What is the difference between Authorized and Total years of 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. Must be less than total years of experience

Total = total number of years of all certificated educational service (authorized and non-authorized). Maximum is 40 total years. Must be greater than or equal to the authorized years of experience

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Incrementing Years of Experience

• The MASCHG/MASINC program needs to be ran to increment Total and Authorized years of experience for all certified employees.

• This process needs to be ran for October EMIS reporting.

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JOBSCN-ExtendedService Days

How am I to report extended service time? Extended service days is only required for ESC’s.• All others- Combine with Regular Position **Salary ** Day• Can pay on separate jobs, Report extended service

on one job

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JOBSCN Extended Service Days

Regular District-• You will need to combine the extended service days with their

regular position (salary/days). If you wish you can pay the extended service on a separate job, but you will only report one job for this employee that includes regular work days and extended service days together.

• If the extended service field is populated for a regular district and you have the regular days and extended service days combined as you should in the work days field the soap server is smart enough to know that this is an entity (not an ESC) that does not report separate extended service days and will ignore the extended service days field for this district.

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District Example-Work days including extended service days:JOBSCN:

181 with 23 extended days

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ESC-• You will be required to enter in the actual number of work

days (not including extended service days) in the EMIS Contact Info Work Days section on screen two of the JOBSCN.

• You will also need to make sure that they have the correct amount of extended service days in the Extended Service field.

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ESC Example 1-Work days include extended service days:JOBSCN:

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ESC Example 2-Work days not including extended service days:JOBSCN:

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181 with 23 extended days

JOBSCN Notes

• Hours in day are NOT to include lunches.

• What and how to report FTE?

Full-time equivalency is the ratio between the amount of time normally required to perform a part-time assignment and the time normally required to perform the same assignment full-time

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JOBSCN Notes(continued)

• Spec. Ed FTE field contains the Special Ed full time equivalency of the position assignment for EMIS reporting purposes.

• This EMIS Contract Info: FTE field contains the full time equivalency of the position assignment for EMIS reporting purposes. This is only required if the EMIS FTE differs from that in the USPSCN/POSSCN 'FTE' field.

• Salary Schedule: FTE is the full time equivalency for this position in regards to a salary schedule.

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JOBSCN Notes(continued)

• For Example:

If a full-time teacher instructs students for six hours a day, then a teacher that instructs students for three hours per day would have a position FTE of .5 (3 divided by 6).

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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 is in multiple buildings

-Report each position/building on a separate job record

-Split salary,days, hours, FTE between job records

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

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Confusing Situations(continued)

• Teaching Positions *Regular Teacher

-Position Code 230

-Assignment Area 999370, 999365 (LEP-Limited English Proficient)

-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* of S* or

Contractor Staff Employment Record

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*ESP (Educational Service Personnel) Teacher-Elementary Art, PE, Music

-Position Code 230

-Assignment Area 999050, 999418,999570

-Course Master Record or Contractor Staff Employment

Record

-If teaching Health also, must report two positions one

as regular teacher and one as ESP PE

*Special Ed Inclusion or Resource Room

-Position code 212

-Cannot have Course Master

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*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

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*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

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Contracted Staff

*Instructional

-ESC

-Student Sent to Non-EMIS reporting Entity

-Therapists

>Occupational Therapist

>Physical Therapist

>Speech Therapist

*Non-Instructional -Bus Drivers

-Food Service

-Custodial

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Contracted Staff-Instructional

*ESC -Preschool

>ESC Reports All Staff Records and Courses

*School-age

-ESC Reports

>Staff Demographics

>Staff Employment

>Contractor Staff Employment Records

*Resident District Reports -Course Master with ESC Staff Attached

>State Staff ID

>Provider IRN of ESC

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Contracted Staff-Instructional(continued)

*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)

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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

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EMIS Staff Reporting Process

• EMIS Data detail listing report- Run USPEMS, select PERDET. The report can be generated to only show EMIS job with errors or you can create the report to show all employees.- If any errors, correct them in the appropriate USPSCN program.- Rerun PERDET and verify information. This can be ran as may times as needed until all errors have been cleaned up.

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Perdet Errors

* See the handout regarding Perdet errors and measures to take to correct the errors.

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EMIS-R Staff Reporting CC/CJ Records

• For USPS reporting if your district uses the EMISFFE file for your CC (Contract Only Staff) and CJ (Contractor Staff Employment) records you will be required to upload these files to the data collector before the collection process begins.

• If CC (Contract Only Staff) and CJ (Contractor Staff Employment) records are being tracked in the USPS Web application the payroll staff will need to process USPEMS and create the USPEMX_EMISR.SEQ file

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EMIS-R Staff Reporting CC/CJ Records

(continued) • After this file has been created you will then need to

run the EMISR_COPY procedure in order for this file to get pulled into the SIF data collector. This can be found at the USPS/USPS_LCL menu. You will be prompted to enter in the reporting period K-October or N- Year End.

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Using USPS Web for Contractor Record Reporting

• If your district would like to begin processing the CC and CJ record in the USPS Web the district can request that the EMISFFE file be sent to the NWOCA USPS staff.

• Once this has been done the file then is copied to the respective payroll processing employee’s directory.

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USPS Web Contractor Records (continued)

• Once the EMISFFE file is copied to the respective directory the user will then be able to process the USPS1010 program.

• This program can be ran in projection mode first to verify how many records will be created. If any errors are encountered the report USPS1010.TXT will contain this information as well.

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USPS Web Contractor Records (continued)

• The USPS1010 program can then be ran in actual to create the CC and CJ records in the USPS Web application.

• If the district would like the EMIS coordinator to have EMIS only access to the USPS web application a request from the district treasurer can be sent to the fiscal staff at [email protected]

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EMIS-R Staff Reporting Process

• To report staff through the data collector the staff box in SIF will need to be checked.

• The USPEMX.SEQ file can be loaded from the flat file, however the SIF data collector is the recommended option for staff reporting.

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EMIS Contract Info

For Year-end reporting it is extremely important that when new contracts for the new school year are purged in that the old contract data for reporting period N still be accessible.

This data can be saved to the EMIS Contract Info field on the JOBSCN.

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EMIS Contract Info (continued)

• There are two options to retain the old contract data for N reporting purposes.

• 1- Manually enter in the data on the JOBSCN in the EMIS Contract Info field.

• 2- If the NEWCNT program is being used ALL of the following fields on the second screen of NEWCNT screen should be blank.

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EMIS Contract Info(continued)

• Hours per day

• Contract Amount

• Work days

• FTE

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EMIS Contract Info (continued)

• When purging the new contracts the “Update JOBSCN EMIS contract fields with values from old contract” field should be populated with a “Y” so that the old contract data gets pulled into the JOBSCN for EMIS N reporting purposes.

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• Once Year-end “N” reporting has completed the MASCHG/MASEMIS process can be ran to clear the old contract data from the EMIS Contract Info field.

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• After reporting period “N” has closed and the EMIS Contract Info field cleared. It is important to remember that if there is a mid-year contract change for an employee that occurred between the last day of October count week, and before the final day of October reporting, that the old contract information for that employee will need to be entered in the EMIS Contract Info field on the employee’s JOBSCN for October reporting purposes.

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Staff Changes

There are a few changes in the following areas for staff reporting:

•Subject codes

•Fund source codes

•Position codes

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Sites of InterestODE EMIS Manual:http://http://www.ode.state.oh.us/GD/Templates/Pages/ODE/ODEDetail.aspx?page=3&TopicRelationID=1102&ContentID=132225&Content=138150**See section 3 for Staff Records information.**

EMIS Data Submission Requirements:http://http://www.ode.state.oh.us/GD/Templates/Pages/ODE/ODEDetail.aspx?page=3&TopicRelationID=367&ContentID=37661&Content=140627

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http://http//www.ode.state.oh.us/GD/Templates/Pages/ODE/ODEDetail.aspx?page=3&TopicRelationID=1102&ContentID=132225&Content=138150






Sites of InterestEMIS Processing Schedule:http://http://www.ode.state.oh.us/GD/Templates/Pages/ODE/ODEDetail.aspx?page=3&TopicRelationID=1297&ContentID=12131&Content=140629

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