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EMIS/USPS Personnel Information ***Please keep in mind that the information contained in this documentation follows ODE guidelines at the time it was created and is subject to change at their discretion. Updates can be found through the following: EMIS Guide – Any additions made to the manual will be highlighted and any deletions will be struck through and highlighted. You can find the EMIS manual by following this path once you are on ODE’s website: Data>Education Management Information System(EMIS)> EMIS Documentation Refinements and Rectifications – The R&R document is located on the ODE website under EMIS/Documentation. The purpose of the R&R is to keep a history of revisions such as clarifications, changes, and updates made to the ODE EMIS Manual after the final release. EMIS Newsflashes – EMIS newsflashes are periodic communications sent to school district staff, vendors, and other interested parties that work with EMIS in some capacity. They feature late-breaking news and links to current resources and tools provided by ODE. EMIS News- flashes can be located by following this path once on the ODE website: Data>Education Management Information System(EMIS)>Resources and Tools.

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Depending on what privileges your account is granted, that will determine what screens you are able to access through either the Alpha USPS or USPSWeb. Since some data is needed by both the payroll and personnel departments the BIOSCN contains some of the same fields of information as the corresponding DEMSCN and the JOBSCN contains some of the same fields of information as the corresponding POSSCN. If you have access to personnel information, you will only be able to access the staff demographic and position screens as show below:

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If you have access to USPS information, you will be able to see the staff biographical, pay account, and job/contract screens as shown below:

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The person in your district who is responsible for the staff demographic and employment data can begin checking the PERDET report and making corrections on the appropriate screen of the USPSCN program. To run the PERDET program, type in USPEMS at your menu> prompt and take the perdet option. Once you have processed the program, the perdet.txt report will be generated. PERDET - Personnel Data Detail Listing Enter sort option (SN,N,I,P,A,C,E,?): <SN > ______________ Enter Fiscal Year: <2010> ____ Enter Reporting Period: (K,C,N) <K> _ Would you like to exclude 8xx positions from being reported (Y,N)? <N> _ Select by specific employee(s)? (Y,N): <N> _ Select by specific building IRN(s)? (Y,N): <N> _ Select by specific position code(s)? (Y,N): <N> _ Select only those employees containing errors (Y,N): <N> _ Select employees reportable to EMIS, Not reportable, or Both? (Y,N,B):<B>_ Select appointment type(s) (A,1,2,3,4,5): <A > __________ Select by specific position status (Y,N)? <N> _ Do you want each employee on a new page? (Y,N): <N> _ Are extended service days included in the work days in contract (Y,N)?<Y>_ Continue, Re-enter options, or Exit? (C,R,E,?): <C> _ Selection in progress, please wait! Processing report . . . Output file is PERDET.TXT

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***You will no longer run the extract program to move your staff information over from USPS to EMIS for reporting to ODE*** Also, there will be no snapshot taken of your data at each reporting period as was previous practice. The USPS agent will pull the data from the district live files on an ongoing basis. Basically, if the record is in the data files, the record is included in the agents collection and submitted to ODE.

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Reporting Staff Members (2010 EMIS Guide – Chapter 3) Key points when reporting a staff member: ▪ Staff members must be assigned a unique Employee ID. ▪ The ID assigned to a staff member must be the same used for reporting related records. (Staff Employment, Staff Demographic, Contracted Staff Employment, etc.) ▪ When reporting a Staff Demographic Record for a staff member who has a credential id issued by ODE, the staff member must be reported with his/her Ohio Credential ID in the State Staff ID element. If the staff member does not have an Ohio Credential ID, then a ZID number would need to be assigned for them. Use the following guidelines to determine which staff members must be reported for the October (K), February (C), and Yearend (N) reporting periods and which individuals need not be reported to EMIS. October (K) Reporting The following individuals are to be reported to EMIS: ▪ Individuals employed by the reporting entity as of the district’s October count week. ▪ 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”. ▪ Individuals employed during the previous reporting period, who are no longer employed, including individuals who have resigned over the summer.

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Do not report the following individuals to EMIS: ▪ 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 Yearend (N) Reporting The following individuals are to be reported to EMIS: ▪ Individuals employed by the reporting entity as of the end of the school year. ▪ Individuals hired after the October count week who left before the end of the school year. ▪ Individuals who were employed during the current school year but who left prior to the October count week. ▪ Individuals contracted by the school district as of the end of the school year to perform duties normally performed by school district personnel (e.g., bus drivers, food service staff, and special education therapists). ▪ Individuals who were reported as part of the October staff data, even if they are no longer employed. ▪ Individuals employed through supplemental contracts as of the end of the school year, including individuals whose only position is a supplemental contract. The following individuals are not to be reported to EMIS: ▪ Daily (as needed) substitutes ▪ Student employees ▪ Board of education members ▪ Adult education teachers ▪ Game officials, ticket takers ▪ Part-time help ▪ Individuals who left over the summer and were reported as no longer employed during the October (K) reporting period ▪ Volunteers serving in the district

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USPS-Payroll Personnel BIOSCN – (Biographical data maintenance screen) The BIOSCN contains some of the same fields of information as its’ corresponding DEMSCN since some of the data is needed by both the payroll and personnel users.

The following fields are pulled into the Staff Demographic Data from the USPS Biographic screen: State Assigned ID - Unique statewide ID used to match a staff member’s data to EMIS data from previous reporting periods and to the state certification and licensure database.

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▪ For any staff member ever issued a credential by ODE, the State ass- igned ID will be the ID number found on a certificate, license, permit or other credential issued by the ODE Office of Educator Licensure, or ▪ For any staff member that has never been issued a credential by ODE, the State assigned ID will be a unique ID assigned by the EMIS report- ing entity that follows the ODE required format (often called a “Z ID”). A State Assigned ID that is assigned by an EMIS reporting entity (a “Z ID”) is assigned with the first character being a “Z”. The second, third and fourth characters are the reporting entity’s unique number assigned by ODE. The final five characters are a number from 00001 to 99999 that is uniquely assigned to each employee. Note that the Z ID is district-dependent. It will change if a staff member moves from one district to another. However, if a staff member leaves a district, the number they were assigned, can not be re-used when they leave. The SIF will create the Z ID numbers automatically to employees who currently do not have one assigned according to the above stipulations. Name – Last, first, middle initial. Birthdate Gender ***Report to EMIS – Y or N according to the reporting guidelines set up by ODE. Long-Term Illness – Reported if an employee misses 15 or more consecutive work days for the same illness. This field can be cleared at the end of the school year after reporting by using the CLRATD program in USPS.

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DEMSCN – (Demographical data maintenance program) This screen is created automatically from the information that is entered on the BIOSCN. It cannot be added, only modified. When you modify a field that is on the DEMSCN that also appears on the BIOSCN, the change is made in both places. This is because the DEMSCN and the BIOSCN are both looking at the DEMOGRAPHICS file. Your screen option only determines what fields you can see and modify from that file.

The following fields are pulled into the Staff Demographic Data from the USPS Demographical data screen: Race – Do not leave this field blank. If it is left blank, the default in EMIS is A-Asian. Semester Hours – Total number of semester hours of recognized college training. Education Level – Highest level of education achieved.

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ECE Qualification – Identifies how the teacher instructing a public school Early Childhood Education program meets the speci- fied requirements. Total Experience Years – Indicates the total number of years of all cert- ificated/licensed educational service (authorized and non-authorized) in elementary schools, secondary schools, colleges, universities, and any other public or non-public educational institutions (including the Peace Corps). All districts need to update the TOTAL EXPERIENCE YEARS and AUTHORIZED EXPERIENCE YEARS after you have finished reporting for June and before you start reporting for October. To massively update these fields, at your MENU> prompt, type in MASCHG. Depending on your privileges, your options will be different. Take the MASINC option. Below is a screen shot of the MASINC screen:

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The following shows the HELP BOX for the “Fields to increment” area:

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JOBSCN – (Job/Contract data maintenance program) The JOBSCN contains some of the same fields of information as its’ corresponding POSSCN since some of the data is needed by both the payroll and personnel users.

Job Number – assigned by USPS payroll staff (pulls over into EMIS as Local Contract Code. Position Code – as provided in Appendix D of the EMIS guide. Position Type – type of employment by the school board. EMIS Appointment Type – The classification of the staff member. Report to EMIS – Y or N per reporting guidelines. Low/High Grade – The lowest and highest grade level this staff member is assigned to teach or supervise.

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Separation Reason – Reason and date staff member left position. Building IRN – State assigned building IRN number. Assign Area – as provided in Chapter 3 of the EMIS guide. (Funding Source) Code – Fund from which staff member is paid. (EMIS guide chapter 3) (Funding Source Percent) % - percentage of staff member’s salary that is paid from the fund. screen 2

EMIS Contract Info: Hours per Day – Number of hours out of day this particular job is worked. (do not report for position types “T” or “S”) Contract Amount – Contract amount for this particular job code.

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Work Days – Number of days out of the contract the staff member works this job code. FTE – The full-time equivalency of the position expressed as a percent- age. Special Ed FTE – The full-time equivalency of the position related to special education. Extended Service – The number of days or fte for which the supple- mentary is claimed. Example of second job (screen 1 and 2) of staff member with two assignment areas:

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POSSCN – (Job/Position data maintenance program) This screen is created automatically from the information that is entered on the JOBSCN. It cannot be added, only modified. When you modify a field that is on the POSSCN that also appears on the JOBSCN, the change is made in both places. This is because the POSSCN and the JOBSCN are both looking at the EMPLOYMENT file. Your screen option only determines what fields you can see and modify from that file.

Certificate application – Indicates if the staff member has applied for, but has not yet received the required certifi- cation /licensure for this position. (Position) Status – Employee’s position status with the school board. Qualified Paraprofessional – Y or N HQPD – Participated in High Quality Professional Development – Y or N.

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ATDSCN – Update attendance and absence data Staff attendance is reported at YEAREND only. If the staff member follows a work calendar, the calendar is looked at for days of attendance, if not, attendance days are looked at in the employee’s attendance screen.

Adjusting entries can be made using the Transaction Type AD and the Adjustment Categories of ET – EMIS attendance adjustment or EB – EMIS absence adjustment.

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Use the following charts to assist in the calculation of attendance/absence days and in determining what data will be reported: TYPE ATTENDANCE ABSENCE Vacation No adjustment No adjustment Holiday No adjustment No adjustment Calamity No adjustment No adjustment Professional Days No adjustment No adjustment Substituting Deduct length No adjustment Sick Days Deduct length Add length Personal Days Deduct length Add length Dock Units Deduct length Add length Jury Duty Deduct length Add length Military Deduct length Add length Other Deduct length Add length Work Days Add 1 No adjustment Attendance records Add 1 No adjustment Make-up Add 1 No adjustment *Attendance days will be picked up automatically from the calendars marked with work days even if the payroll for that period hasn’t been processed. The ONLY attendance days that won’t be included are those from the ATDSCN that have not been entered yet.