STAFF EMIS CHECKLIST FOR USPS USERS

REPORTING PERIOD L

MANIFEST DATES: ODE released Period L manifest on 2/6/15. The first window is set to close on 2/27/15.The second window is set to open around 3/1/15. The second window will be closing in July.

It is best to check ODE’s website for the posting of the FY15 Processing Schedule – not yet available.

Revised February 6, 2015 with newest information.

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CHANGES FOR FY15 STAFF REPORTING ODE has announced several changes for FY15 Staff EMIS reporting.

The new model for FY15 includes:

-There are no longer two reporting periods called N (June) and (K) October

-The new reporting period is called L. It will consist of two phases: INITIAL (or 1st window) AND FINAL (or 2nd window).

Here was the original plan for Period L:

L may not open in future school years by the end of count week, the first week in October

L will should be opening somewhere around October, closing at the end of January. This phase is called “INITIAL..”

L INITIAL phase will chose on 2/27/15.

L FINAL phase will reopen in February and close around the end of July.

Here is where we are today (2/6/15)

L manifest has been received and Period L INITIAL phase is now open. This means your EMIS coordinator is now able to collect USPS EMIS data into the Data collector.

L INIITIAL be closing around 2/27/15.

L FINAL will be reopening In early March and will stay open until it finally closes around the end of July.

-The EMIS processing schedule is still in DRAFT, so the actual dates for opening/closing L are not final

- All staff elements should be reported throughout the year. There are no differentiations.

Examples: Supplementals Highly qualified paraprofessional

HQPD (HQT) Incrementing years of experience

Contractor records (CC,CJ) Attendance

long-term illness – see slide 17 Status U separations – see slide 8

NEW-Position code 120 ESC Supervisor has been eliminated. You will need to change to a valid position code, or errors will occur.

NEW-Position Funding Source Z, Pre-school State Unit Funding, as been eliminated. You will need to change to a valid funding source code or errors will occur. Per ODE, district should choose another code that closely describes the fund source from which the employee is paid.

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CLEAN-UP

It is best to stay current with staff EMIS data on a daily basis adding new staff as they are hired and separating staff as they leave positions. Having your files as clean as possible will reduce the number of Level 1&2 staff errors when Period L opens/closes during the year.

* It is the Treasurer’s responsibility to determine who should be handling each task. * Some districts have HR staff doing part of the work, payroll the rest. * All districts should be working with their EMIS coordinator to ensure data is error free

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REPORTS – THESE REPORTS SHOULD BE RUN TO VERIFY DATA

ACCURACY Task Completed

CLRATD – Run to ZERO long-term illness days from prior FY on BIOSCN/DEMSCN. _______

NOEMIS – This will show all JOBSCN’s set as N to EMIS. Change reportable jobs to Y. Update data accordingly. _______

(this report will display an USPJOB.IDX error if other users are in the file)

EMISTAT – displays name, title, status, position type, separation reason/date. Update data accordingly. _______

POSSUM – # of FTE’s by position code. FTE for an employee can be > 1. if an employee works multiple position codes. _______

Example: employee work as a FT cook is 1. FTE , and a PT crossing guard is .25 FTE

PERDET – PERDET can also be run by specific position code(s) only to locate employee names by position code. _______

BLDGEMP – a report showing # of employees by bldg. Includes job #, name and IRN . _______

Verify employee counts per building.

NOTE: FTE’s from POSSUM/BLDGEMP reports should be compared with the Staff demographic reports shown in FISCWEB under the

EMIS coordinator tab to ensure correct FTE’s by position are reported. Verify that employees that have left the district are not shown.

The totals/employees shown on FISCWEB reports are what will be reported to ODE.

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REPORTS - CONTINUED Task Completed

EMISRPT – Displays all DEMSCN fields. Can be run in different sort orders. ______

The FTE shown on this report is from JOBSCN screen 2 SALARY SCHEDULE FIELD

from the employees first active job # that is Y to EMIS.

MISS_CRED – shows employees with missing state id’s. ______

- classified’s – Zid’s will auto assign when USPEMX is run, or data is collected in data

collector

- certificated – located from teaching certificate and enter in state id field.

If you do not have the certificate number when BIOSCN is added and a ZID

is auto-assigned, type over the ZID field of BIOSCN. The EMIS coordinator will then

need to request on override

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MASS CHANGE PROGRAM - USPCHG Task

Completed

USPCHG program can be used to mass change the following:

Note: this may have been done previously if using the SALARY program for salary notices

1). Increment salary schedule steps on JOBSCN screen 2. Usually done in the Spring. ______

2). Modify separation reason to “not applicable” when job is active ______

3). Modify EMIS report flag to “N” for jobs marked with a separation date <=to date given. ______

*It is best to run EMISTAT report prior to USPCHG to review current data values. ______

USPCHG does not offer a projection mode. If you choose to run USPCHG, review

USPCHG.TXT to see what data was changed.

OR - You can manually change these fields in lieu of running USPCHG _______

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QUALIFIED PARAPROFESSIONAL AND HQPD

POSSCN UPDATES Task Completed

Both of these fields are found on POSSCN.

Qualified paraprofessional position code 415 should be Y if qualified. _______

All other position codes should be a *.

E-mail Tomlinson@mdeca.org to have this mass updated for you. _______

Previously reported in October only, these should be populated before Period L’s

first close which is sometime in January.

**NEW - HQPD = Highly qualified professional development. For position code 230

These were NOT previously reported in October but will need to be reviewed/reported

with the INITIAL phase of Period L.

Run program HQPDUPDATE to mass change the HQPD field to Y for pos. code 230 _______

Then manually change POSSCN for any teacher that does not qualify to an * or N. _______

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POSITION STATUS C VERSUS U

SEPARATION REASON/DATEEach JOBSCN has a corresponding POSSCN. When an employee leaves a position, the POSSCN must

be marked with a separation reason/date and applicable status of C or U.

All POSSCN’s are entered as C status and remain as C even when separated unless the separation occurs in the summer.

If the employee left at the end of the school year, enter the separation date as the last date worked prior to 6/30. The separation date is not related to paying out the contract/summer pays. JOBSCN can be “1” active status yet marked with a separation date. After final payoff, set the JOBSCN status to “9”.

If you miss entering a separation date for June reporting, the employee will show on the missing staff report for October and an override must be submitted by the EMIS coordinator.

If the employee left between 7/1 and the last day before the first day of school change the status to U. Enter a separation date between 7/1 and the last day before the first day of school.

U status employees mean they were a summer separation. They should remain as U for the full year reporting before being set to N to EMIS. ***if this should change, we will let you know.BOTTOM LINE: C status employees mean they did work during the school year, even if they separated. If the employee worked at all in a school year, they must be reported as C status and Y to EMIS for the full year reporting. After EMIS closes (around end of July), they can be set as N to EMIS. It is best to enter separation reason/dates as the employees leave mid-year and enter new employees with a position start date as they are hired. Both need to be Y to EMIS until reporting Period L closes the end of July. You will need to keep staff current on a daily basis. It is especially important all staff are correct before the INITIAL and FINAL phases of reporting period L close.

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NEW POSITION, NEW EMPLOYEES

If an employee leaves a position (position code), and begins another position within the district, you must enter a separation reason/date on the first position and create a new JOBSCN/POSSCN for the new position.

Example: job 1 was a teacher - position code 230

The teacher has taken a principal position – position code 108

You can renumber job 1 on JOBSCN to an open job #, enter a separation reason/date. Status will be C unless separation occurred in the summer. Then job #1 will be an open job # and can be used for adding the principal position.

You do not need to create a new JOBSCN if the employee is moving to another building , will be teaching a different grade level or position code remains the same.

New hires for the new school year can be entered in USPS, but should be marked at N to EMIS if reporting period L has not closed from the prior fiscal year. Once L closes, usually at the end of July, then these records should be changed to Y to EMIS.

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--RUN EMISCONT REPORT--MULTIPLE POSITION CODES

VERIFYING DATA IN THE EMIS CONTRACT INFO SECTION OF JOBSCN SCREEN 2

Task Completed Prorating jobs: ________

If an employee is being paid on Job 1 but works different position codes or assignment areas, a second job

must be created. Both jobs will need to have the EMIS CONTRACT INFO SECTION of JOBSCN screen 2 prorated.

Enter prorated values for: hrs/day, contract amt., days and FTE. Both jobs should be Y to EMIS.

IMPORTANT: Run EMISCONT. This report will show current data in EMIS CONTRACT INFO section of JOBSCN. ________

Whatever is in these fields WILL report to EMIS instead of the JOBSCN values. ***Data from last FY may be showing, so this does need to be checked. MASCHG/MASEMIS can be run in P mode to verify and actual mode to mass clear these fields. ________

Or you can choose to manually clear and add new data to these fields on JOBSCN screen 2. ________

EMISCONT can be run again to verify. ________

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INCREMENTING YEARS OF EXPERIENCE

Years of experience are required for certificated positions. It is optional to enter this information for classified employees

Incrementing Years of experience should be incremented once in the Fall representing years worked thru the prior school year.

This element will be reported to EMIS through the yearly EMIS L reporting cycle.

Years of experience needs to be correct as this element can be used for funding and also to determine eligibility for the National Board Exam

Authorized years = total years of authorized teaching experience as a regular or sub in an elementary or secondary with

instruction for at least 120 days in a regular school year ending 6/30. Authorized years can include military service up to 5 years.

Teaching in a college, university, peace corps, related institution do not apply. Administrator positions are not included.

Total years=all teaching/administrator positions, service in a college/university, related institution, non-public, military service up to 5 yrs.

Task Completed

CERLST report can be run to show current values in the years of experience fields. _______

The MASCHG/MASINC program can be used to increment years by 1 year. _______

OR -you can manually change the Authorized/total years in DEMSCN in lieu of running MASINC. _______

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CONTRACTED EMPLOYEES- ADDED/MODIFIED/DELETED IN USPSWEB ONLY

Task Completed

Although running USPEMX is not required for creating a file to collect staff records, it is a good idea to run it for 2 reasons:

1). It auto-creates ZID’s and populates BIOSCN.

2) a USPEMX_EMISR.SEQ file will create if you have contractor records. These need to be reviewed, and records corrected in USPSWEB.

REPORTS: to locate contractor records, run reports: Under USPS_LCL, run CONT_STAFF (CJ’s) and CONTR_ONLY (CC’s) ________

CJ = Contractor Staff Employment – entities paying staff members and providing services or teaching a course to students from another district OR a non-EMIS reporting agency employed by either an ESC or another EMIS reporting agency. If employed by St Rita or TRECA, do not enter a CJ record. CJ records do attach to students. Example: a music teacher that teaches at two districts and is employed by the ESC or a school psychologist hired by another district to work at your district only.

CC = Staff contracted from a non-EMIS reporting entity. CC’s are not attached to students. Example: employees of companies hired to provide transportation/food service.

To enter these records, verify that you have a BIOSCN setup with default SSN 111-11-1111. ________

CC /CJ records can only be created in USPSWEB.

For CJ’s you will need to create a BIOSCN in USPS for the employee. (or Employee ‘New” in USPSWEB) ________

Then, in USPSWEB under the EMIS tab, create/modify/delete a CC or CJ record. ________

You can run the above listed reports again to check your work. ________

SEE SLIDE 19 on how to FTP the USPEMX_EMISR.SEQ file to the data collector, if a valid file exists. ________

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ETHNICITY FIELDS

DEMSCN Ethnicity fields were added in FY10, but are not yet an ODE requirement for staff as they are for student records.

As you add/modify DEMSCN it is best to define as they could become a future requirement.

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EXTENDED SERVICE DAYS – ESC’S

Extended service are only required for ESC’s

You will need to make sure that the correct amount of extended service days are in the Extended Service field.

There ONE job method can be done two ways.

Example 1: OR Example 2:

JOBSCN screen 2: EMIS CONTRACT INFO: JOBSCN screen 2:

Extended service :60 Hours per day: ____ Extended service :60

# of pays/Pays paid :26/3 Contract Amt. ____ # of pays/Pays paid :26/3

Work days/Days worked :240/40 Work days : 180 Work days/Days worked :180/40

FTE: ____

 

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EXTENDED SERVICE DAYS FOR NON-ESC’S

Regular districts should combine extended service days with regular position (salary/days).

You can pay the extended service days on a separate job, but only the main job should be set a Y to EMIS.

Extended Service :_____ (you can optionally enter 23 days)

# of pays/Pays paid :26/3

Work days/Days worked :204/30

This example would represent 181 days with 23 extended days combined

The 23 days will not be reported from the extended service day field.

The software will know you are a non-ESC reporting entitiy. It does not matter if you enter the extended service days – or not.

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SUPPLEMENTALS – NEW INFO NEW: Supplementals are to reported as any other position code throughout the INITIAL and FINAL phases of reporting period L.

Run SUPP_POS to view jobs/employees marked as position code 8xx with separation dates.

Per ODE, supplementals should be reported as all other staff throughout the school year with position start dates and separation reason/dates as they leave.

If they separated last school year, they can now be set as N to EMIS as 8xx’s will not be included on the missing staff reports.

Per ODE, if you have someone with a one year supplemental contract and that contract is renewed multiple years, the you wouldn’t have to change the position start date each year. However, if the district automatically non-renews everyone in the Spring…then anyone rehired would need a new record with a new start date. If you non-renew…then rehire the person then that’s no longer a renewal. “

In USPSDAT the USPCON screen the EMIS reporting period field has been removed. Previously, MDECA had been setting this field from N to K so as to report supplementals in former reporting period K (October) only.

In PERDET and in USPEMX the prompts asking if you want to exclude 8xx position codes has been removed.

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LONG TERM ILLNESS DAYS

Long-term illness is defined as # of continuous days absent 3 weeks or greater. These must be reported if sick days were used, and if employee was unpaid OR docked. It is optional to enter long term illness days for 8xx positions. **As best we know at this point long-term illness will be reported during FINAL phase of Period L as long-term days are calculated on days missed during the completed school year. Collect and enter days at the end of the school year in June in the DEMSCN or BIOSCN.

Task Completed

Run CLRATD to zero any long-term illness days from last fiscal year or errors will occur. _______

Run SICKLONG report to collect absence days entered in the attendance screen. _______

The SICKLONG program produce report LONGSICK.TXT

You can also run ABSRPT the ABS101 report. Select on transaction type AB only. _______

If AB DO entries were not entered in attendance screen, you will need to enter AD EB entries.

AD=adjustment, EB=EMIS absence adj. _______

In DEMSCN (or BIOSCN) enter the # of long term illness days for FY15. _______

If absence days do not equal long-term days ,you will receive an error on PERDET. _______

Review and correct data.

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PERDET REPORT Task Completed

PERDET should be run until no errors exist so as to ensure data is as clean as possible ________

prior to the Period L manifest release, as this is when Staff EMIS data collections begin.

**You should run all other reports shown on the checklist prior to running PERDET as

Y to EMIS employees only and to show records with errors only.

#, ! and ? Errors need to be reviewed/corrected in POSSCN/DEMSCN

Absence and attendance days are now reported throughout the year. These are calculated through the job calendars and attendance postings

PERDET flags a number of staff errors, but will not locate all validations errors that may surface when the data is collected. Your EMIS coordinator will inform you if there are others errors once the validation reports are published. Having a clean PERDET does not ensure all errors are remedied. Please verify with your EMIS coordinator that staff data is free of errors.

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BLIZZARD BAG ATTENDANCE If your district is using Blizzard bags, you can use one of two options for properly reporting retirement, ODJFS and EMIS attendance:

Option 1 – In CALMNT, enter a “C’ calamity day for the blizzard bag day. On the make-up day, then a “M’ on each applicable calendar (not on the default calendar).

Option 2 - Leave the “W” work day on the calendars and they will receive retirement, ODJFS and EMIS attendance as usual.

If the employee does not makeup the day you would then need to enter AD entries for RE, RH, OB and EB in the attendance screen.

It is up to the district how you prefer to handle these days on the calendars.

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USPEMX It is optional to run USPEMX, but as stated earlier this is one way to auto-create Zid’s and to see if you have CC/CJ records.

If you DO have valid CC/CJ records you will need to run USPEMX to create the USPEMX_EMISR.SEQ file. This file will need to be FTP’s to the data collector (slide 20)

USPEMX.SEQ is no longer used for EMIS. Instead, anytime the EMIS coordinator does a staff collection the newest staff data is collected in the data collector.

If errors are found, make changes in the USPS screens and contact your EMIS coordinator to have the staff file(s) collected again.

Staff can and should be recollected multiple times until at 100%

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HOW TO FTP CC/CJ RECORDS

If a USPEMX_EMISR.SEQ file was created when USPEMX was run, and you have run the reports shown in slide 12 to verify, unlike the rest of the staff records, the CC/CJ records will not be automatically collected.

You will need to FTP the file USPSEMX_EMISR.SEQ to the data collector:

Task Completed

Go to USPS_LCL and run USPS_FTP to move (FTP) the USPEMX_EMISR.SEQ file. ______

NEW: YNDUSPSFTP and OCTUSPSFTP programs previously used to FTP N and K reporting

periods have been removed. USPS_FTP is the replacement program for L.

Inform the EMIS Coordinator there is a USPEMX_EMISR.SEQ file to be collected. ______

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COORDINATION WITH YOUR

EMIS COORDINATOR IS VITAL

EMIS coordinators will be reviewing ODE/FISCWEB reports and returning to HR/Payroll if corrections need to be made in USPS.

After correcting, if it optional to run USPEMX unless changes were made to CC/CJ records.

Multiple data collections and files can be sent to ODE per day. If nearing a deadline, take care in making last minute changes/collections so as to not place your district in a non-compliance situation.

CHKUPD ---IMPORTANT:

HR/Payroll/EMIS Coordinators will still need to coordinate the running of data collections with payroll. Payroll will let the EMIS coordinator know if CHKUPD is in process as it is critical that a collection NEVER be run without checking with payroll first.

THESE TWO PROGRAMS CAN NOT BE RUN AT THE SAME TIME !

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OVERRIDES

EMIS Coordinator will need to submit an Override to ODE if:

1. The employee was reported in a prior period with a Zid and now has a state id

2. The employee terminated in a prior year, but was reported as active. Enter the actual separation reason/date on POSSCN, with the appropriate status of C or U

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EMIS PROCESSING SCHEDULENOTE: THIS IS STILL NOT

AVAILABLE FOR FY15

Districts can go to ODE’s website and view the EMIS Processing schedule to see when Period L is opening/closing. See link on the “need more info” page of this handout.

Fall cleanup can begin once the prior year’s EMIS reporting cycle L has closed --usually at the end of July.

The newest L Staff EMIS reporting checklist will be sent each Fall once ODE has established dates and any new changes are released.

In the meantime, you can follow the prior year checklist located on MDECA’s website, under dept. Fiscal, Calendar Year End information, then EMIS.

Districts needs to stay current throughout the entire school year.

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FISCWEB EMIS REPORTS On MDECA’s website under dept. Fiscal bottom left hand corner you will see:

Fiscweb A-M (member pubic schools)

Fiscweb N-Z (member public schools)

FiscWeb Associate (non member public schools and community schools

Locate your district, then view reports under the EMIS COORDINATOR link.

The EMIS Coordinator should be monitoring these reports and informing HR/payroll if there are staff related errors or a discrepancy in the # of staff in the district by position code.

Please ensure HR, payroll and the EMIS coordinator have reviewed these reports.

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NEED MORE INFORMATION?

Go to ODE’s website to view:

-- The EMIS processing Schedule

link: EMIS Processing-Schedules

-- The EMIS manuals. Chapter 3 contains staff related information.

Chapter 3 contains information on staff records, contracted staff, staff demographics (CI), staff employment records (CK) including assignment areas, contractor records (CJ) contract only (CC), summer separations (CL), overrides(CP), and position codes.

link: Chapter 3

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MDECA CONTACTS

trepal@mdeca.org otoski@mdeca.org for staff questions

mason@mdeca.org hrosch@mdeca.org for student questions