BEDS User Manual
Contents
1. BASIC EDUCATIONAL DATA SYSTEM BEDS ADMINISTRATION MANUAL EDUCATIONAL PERSONNEL DATA FORM amp Electronic Personnel Master File ePMF USER GUIDE 2015 16 Updated 09 01 2015 TEACHERS Office of Information and Reporting Services The University of the State of New York THE STATE EDUCATION DEPARTMENT Information and Reporting Services Albany NY 12234 TABLE OF CONTENTS INTRODUCTION 4 GENERAL INSTRUCTIONS 5 gt What You Should Know in Advance of Logging into ePMF Se THE EPMF APPLICATION 6 gt Accessing Your ePMF Form COMPLETING THE EPMF FORM A Verifying Personal Information gt Name gt TEACH ID 7 gt Gender gt Date of Birth gt Identifying Your Location BEDSCODE B Educational Experience Degree Status NCLB Professional Development Educational Experience 8 Number of Months Percent of Time Employed by District Date of Birth Current Annual Salary VVVVVV C Employment Information gt Number of Years Employed in This District gt Total Years Employed Including Nonpublic 8 gt Percent of Time Employed in this School District gt Number Months Employed by this District gt Current Annual Salary D Teaching Assignment Information gt Selecting Assignment Codes gt Grade Level 10 gt Registration Number of Students gt NCLB Highly Qualified Status gt Subject Matter Knowledge TABLE OF CONTENTS Continued aI SAVI2. Delegated Account System will be able to review and correct PMF data However the CEO may impose a shorter timeline requiring teachers to enter all their data sooner For additional information concerning TAA entitlements visit http www p12 nysed gov irs TSDL aNYSED Administrator View Es Teacher Lookup for csD Show 10 entries Search Name Teach ID Username Account TSRV Status PMF Status BRIAN 47211 p z T ACTIVATED p i SUBMITTED THERESA 04201 ACTIVATED SUBMITTED MEGGAN 09808 ACTIVATED INCOMPLETE CAMDEN 2254671 NO ACCOUNT No name in TEACH 523595 NO ACCOUNT No name in TEACH 15525 NO ACCOUNT KRISTI 76420 NO ACCOUNT DEBRA 97033 NO ACCOUNT CARRIE 362311 NO ACCOUNT KRISTIE 22634 NO ACCOUNT Name Teach ID Username No Filter v No Filter Showing 1 to 10 of 121 entries Previot 1 2 3 4 5 13 Next Download an Excel file of all Teacher PMF Information In January 2016 SED will lock down the ePMF system and require districts to certify as accurate and submit the file containing the PMF data to SED IMPORTANT NOTE As in the past the data submitted to the Department will be used to generate Highly Qualified reports The Department will not be accepting assignment code changes after the data is certified submitted and after the Highly Qualified reports are generated Therefore we suggest you review teacher assignments carefully and if you have questions about their certification contact the Office of Teaching
3. one teacher per group of students For team teaching situations report only the number of students to whom you would be teaching your subject matter under ordinary circumstances For instance if a team of 3 teachers is working with 90 students each teacher should report the number of students he she would ordinarily be meeting outside of a team teaching situation for example 3 classes or 30 12 NCLB Highly Qualified Status Core Assignments Your Highly Qualified status will be determined based on the assignment you selected and a match with the certifications you have on file with the Office of Teacher Certification You should have certification in place when reporting these assignments as of BEDS Day For questions about your certification and other credentials contact that office http www highered nysed gov tcert contact html or by phone 518 474 3901 Determination of Highly Qualified status Is based on core assignments See the definitions of core academic subjects and highly qualified teacher at the following page http www p12 nysed gov accountability archives 03 2008 html SAVING AND SUBMITTING YOUR EPMF FORM All ePMF forms can be saved when clicking the Save button at the bottom of the form If you are uncertain about some of the information you have entered and need to return to the form click Save You will have to return to it later and Submit to finalize y
4. NYSED Your Superintendent Data Coordinator or BEDS Coordinator should be able to inform teachers when the district has loaded their Staff Snapshot data and that teachers should begin entering their ePMF data via TAA If your district charter school or BOCES did not load your TEACH ID into Staff Snapshot in the Student Information Repository System SIRS you will not see an ePMF form If you see a form from your prior school district they may have inadvertently loaded a record for you As in the past the data submitted to the Department will be used to generate Highly Qualified reports The Department will not be accepting assignment code changes after the ePMF review period Therefore we suggest you review teacher assignments carefully and if you have questions about certification contact the Office of Teaching Initiatives within the Department http www highered nysed gov tcert If you have questions concerning these instructions contact your data coordinator or e mail us at https datasupport nysed gov GENERAL INSTRUCTIONS Persons having both teaching and non teaching duties should complete an ePMF form for their teaching assignments and non teaching assignments will be reported through the Student Information Repository System SIRS via eScholar Staff Assignment and Staff Snapshot Template The following individuals should not complete an ePMF form Individuals not employed on a regular basis Teachers w
5. answer Yes No or Not Applicable to this question It is important to note for this question that Not Applicable pertains to first year teachers teachers on leave in 2014 15 and teachers who had only non teaching assignments in 2014 15 Use the definition of High Quality Professional Development at the end of the June 2008 Field Memo at http www p12 nysed gov accountability archives 03 2008 html Employment Information Number of Years Employed in this District in a Professional Position This year counts as one full year of experience in this district This segment on the ePMF form should already be prepopulated and include the current year The total years employed in this district must be less than or equal to the total years employed below Please verify that the current year is included on your form Total Years Employed in a Professional Position Including Nonpublic This number will consist of all years of professional educational experience including other public school districts nonpublic schools BOCES and college or university experience Percent of Time Employed in this School District For most of you the entry will be 100 percent However there may be some teachers whose services are shared by more than one district or BOCES who have been teaching only part time such as a teacher who teaches mornings only If you are in one of these categories please estimate the percent of the school ye
6. to five different groups must complete five assignment blocks e An English teacher who teaches five different courses must complete five assignment blocks even if he she teaches two or more of those courses to the same group of students Laboratory classes offered in conjunction with science courses should not be reported if the lecture and lab are taught to the same group of students by the same teacher In the event that labs and lectures are taught by different teachers each teacher should report the class separately using the same assignment code with one teacher reflecting the lectures and one teacher reflecting the labs Remember that the general rule is to complete one assignment block for each class taught The exception is that teachers with more than eight classes or those who have assignments with individuals or a number of small groups of children should group and report each assignment first by assignment and then by grade level Teachers serving students with disabilities are to report an assignment using a special education program code 15 ADMINISTRATOR REVIEW AND CERTIFICATION OF PMF DATA In January 2016 the ePMF access for teachers will be locked down preventing additional data entries During the ePMF collection period beginning on BEDS Day and ending in January 2016 superintendents CEOs and those individuals entitled by the CEOs to have access to the Personnel Master File through SEDDAS SED
7. when complete Seve vow tanr t mto Edit aaua You will no longer be your data later able to edit your form Help Resources My Account Logout 11 Grade Level For the assignment you are recording enter the predominant grade level of the students The following are general rules for determining grade level e If 75 or more of the students in your class are in any one grade please enter that grade e lf less than 75 of the students are from any one grade enter an E for Mixed Elementary an M for Mixed Middle or an S for Mixed Secondary grades e PK stands for pre kindergarten while K stands for kindergarten Do not combine half day classes Use two assignment blocks e E M and S represent Mixed elementary middle and secondary grades respectively Registration Number of Students Under Registration record the number of students in the particular class or assignment reported Teachers of half and quarter year courses should only report the number of students they are currently teaching on BEDS Day and should not report second semester or second third fourth quarter classes In situations where it is necessary to group individuals or classes by assignment code or grade level please report the total registration count of students for the grouped data NOTE This item asks for registration data student counts in the traditional sense of
8. 16 SIXTH GRADE ENGLISH Select Grade Core 3118 ENGLISH 7 Select Grade Y Core 3120 ENGLISH 8 Select Grade Core 3122 ENGLISH 9 Select Grade Core 3124 ENGLISH 10 10 v 22 Core Y 3126 ENGLISH 11 Select Grade Core 3128 ENGLISH 12 Select Grade Core 3170 ENGLISH HUMANITIES 10 v 16 Core Showing 1 to 10 of 25 entries filtered from 789 total entries Previous 1 2 3 Next Add Selected Assignment 10 After you have selected your assignments you can click outside the assignment box to the main ePMF form Your assignments should now be in view at the bottom of the form Employment Information Number of Years Employed in This District 12 Clicking in the Add Assignment iQ Total Years Employed including nonpub 13 box will open the assignment window see next slide where you can search for assignments Percent of Time Employed in This District 100 Number of Months Employed Per Year 10 or open a PDF of the assignment Current Annual Salary 40 000 codes Salary Urder Negotiation I work at multiple locations in this district one location in this district Select _ocation v J Assignments EB aa Assignment Remove Selected Assignment Code Assignment Name Grade Registration Core Class 2412 PREKINDERGARTEN PK T 22 NotCore 2612 COMMON BRANCH GRADES 1 6 2 21 Core Showing 1 to 2 of 2 entries You must choose Save di Submit
9. Initiatives within the Department http www highered nysed gov tcert or 518 474 3901 16
10. NG AND SUBMITTING YOUR EPMF FORM 14 een SST ADDITIONAL TEACHING ASSIGNMENT GUIDANCE 14 ET ADMINISTRATOR REVIEW AND CERTIFICATION OF PMF DATA 16 INTRODUCTION Please read through this manual in advance of completing your ePMF form The data collected in the ePMF system is legally required to be provided to the New York State Education Department NYSED and used for state and federal reporting purposes Therefore reporting complete and accurate information is the best way to ensure that your districts data is accurately represented This manual is designed to provide assistance with completing the Basic Educational Data System BEDS personnel forms ePMF forms by all teachers employed in school districts BOCES and charter schools While many of the reported data elements within the form reference BEDS Day October 7 2015 the form does not need to be completed and submitted on BEDS Day It is likely there will be considerable traffic on the Teacher Access and Authorization TAA system https eservices nysed gov taa around BEDS Day In January 2016 ePMF forms will be locked and teachers will not be able to make changes Administrators with entitlements to TAA TSRV ePMF will review the forms and make corrections as needed Your administrator may require an earlier deadline and should provide you with a timeline for completing your ePMF form After your district has reviewed the data it will be submitted to
11. ame teachers and principals will use elternate data verification processes and reports More information The rew electronic Persornel Master File ePMF collects data submitted by teachers about the z sections they teach including job assignment grade years teaching and more Help with your account More in ormatior Online Growth Reporting System This system is used by non NYCDOE teachers and orincipals to view reports for state provided orewth measures You can access the secure Onine Growth Reporting System at https ny growth airas crg More information Login Help Resources Once logged into TAA the landing page teachers can view their Teacher Student Roster Verification Reports TSVR and complete and submit their ePMF data afNYSED Teacher Landing Page Help Re es My unt NYSED Applications for Teachers Viewing Your TSRV Report The Teacher Student Roster Verification TSRV system allows you to verify the courses and students you teach are correctly reported to NYSED by your district BOCES charter school Click the View TSRV Report button below to view to your rosters If you find errors in your TSRV reports missing courses students incorrect dates etc please contact your district BOCES charter school data coordinator to make corrections If you experience issues accessing the system password username issues system errors please click on the Help Resources link in the lower left
12. ar that you actually spend in this district For example a person working approximately half time would choose 50percent You cannot report more than 100 percent Number Months Employed by this District This refers to the number of months you are employed in the district The period should range from 1 to 12 months Even if you receive your salary over a 12 month period the entry should be the number of months you are expected to be on the job for 2015 2016 Current Annual Salary Input your annual salary as of BEDS Day October 7 2015 or if hired after BEDS Day the first date of hire to the nearest whole dollar Report the total amount you are paid for your primary assignment s Do not include any extra pay received for extra services Do not include additional pay received for supervising extra curricular activities beyond your normal assignment for coaching sports beyond your normal assignment or for similar activities Also do not include summer school pay or overtime pay afNYSED PMF Form PMFs TSRV Report Home DEREK APPLE v Personnel Master File DEREK APPLE IA CSD 2014 This form was last modified on 09 02 2014 04 28 19 PM by user jsh r Personal Information Last Name APPLE TEACH Ip 11 FEFFE First Name DEREK Middle Initial Gender MALE Date of Birth 01 01 1975 Please note that all changes to a teacher s name and date of birth must be done through the TEACH office additional informat
13. corner of every page on the site Viewing and Completing Your ePMF Form The new electronic Personnel Master File ePMF collects data submitted by teachers including job assignment grade years teaching and more Each teacher fills out a d working in multiple districts If you work in multiple districts you will see a button be form for each district below jut the sections they teach rent form per district if O access a different ePMF If you need more information or help filling out your ePMF form you can visit our Help page to browse through the fre ntly asked questions All ePMF forms will be automatically saved when clicking the Submit button at the bottom of the form Teachers will have until February Ist of the new school year to complete and correct their ePMF information Your superintendent will review ePMF data before verifying data to NYSED Click the ePMF form you want to work with below in order to start filling out your ePMF form Your ePMF for IA CSD NOTE The ePMF form is generated only after a valid staff snapshot record for a teacher is loaded to Level 2 populating Field 8 with TEACHER This is followed by a successful login for existing accounts or creation of a new TAA account After these steps are taken administrators with entitlements through SEDDAS to TAA TSRV ePMF will be able to view and edit ePMF forms as needed COMPLETING THE ePMF FORM Verifying Personal Information TEACH Data T
14. e sure to report each unique assignment code Elementary Team Teachers should report only one Common Branch assignment ACODE 2612 which represents their primary homeroom assignment and as many sections of their elementary subject specialty as warranted e g 4112 for Elementary Mathematics or 4315 for Social Studies Grade 4 Teachers who meet with classes including students with disabilities for the purpose of teaching specific subjects such as physical education art music reading or math should report the class under an assignment code in their specific certified subject area Inclusion teachers should use the Consultant Teacher assignment codes 14 Except for the variations just noted teachers should complete one assignment block for each class taught Reporting should be based on the following guidelines e Pre K and Kindergarten Common Branch and other teachers who spend the entire day with the same class will complete only the first assignment block e Pre K and Kindergarten teachers who teach two half day sessions should complete a second assignment block e Elementary and Secondary school teachers who have different groups throughout the day should complete one assignment block for each class they teach to a different group of students and for each different course they teach to the same group The following are examples using these guidelines e An English teacher who teaches the same literature course
15. hose of you who are returning teachers in this district should have a form with personal information that is pre populated The following items last name first name TEACH ID and date of birth are derived from the TEACH system If some of this information is incorrect you should contact the Office of Teaching Initiatives in the Department Website http Awww highered nysed gov tcert contact2 html Phone number 518 474 3901 BEDS Code Building Location Those of you who are new to a district may see the district code in your ePMF account as your location This would also be the case if your district did not provide your building location prior to loading Staff Snapshot data You may choose your school building location from the drop down menu on the ePMF form If you work in more than one school building or in the district s central office the district code will be your location code Educational Experience Degree Status This item calls for the reporting of the highest degree you hold at this time The degree status for those whose highest degree is a one year normal school certificate would be Freshman year completed while those with a two year normal school certificate would be Sophomore year completed NCLB Professional Development This item requires you to answer the following question Did you receive high quality professional development during school year 2014 15 Each teacher must
16. ion is available at http highered nysed gov tcert ctname htm Educational Experience Degree Status Sophomore year completed Y NCLB Professional Development Yes v Employment Information Number of Years Employed in This District 12 Total Years Employed including nonpub 13 i Percent of Time Employed in This District 100 Number of Months Employed Per Year 10 Current Annual Salary 40 000 Salary Under Negotiation I work at multiple locations in this district one location in this district Select Location v TEACHING ASSIGNMENT INFORMATION Selecting Teaching Assignment Codes Assignments are added by clicking on the Add Assignment link at the bottom of the page A box will open see below displaying the first page of assignment codes See the screenshot below A user can use the search box to enter the assignment code or assignment description The search box will autofill once you start typing Grade level and core class designations are made at this point Guidance about these data elements can be found later in this document Download PDF of Assignment Codes Select an assignment to add from the list below Add Selected Assignment Show 10 entries Search English Assignment Code Assignment Name Grade Level Registration Core Class 3112 FOURTH GRADE ENGLISH Select Grade Core 3114 FIFTH GRADE ENGLISH Select Grade Core 31
17. orking exclusively with non public school students Teacher aides Non Teachers ROTC teachers Certified and non certified teaching assistants Athletic Directors and Teachers on a leave of absence during the ePMF collection period Personnel working in a district but employed by a BOCES Board of Cooperative Educational Services should have a form under the BOCES code If a long term substitute has been hired to fill the position that individual should complete a new personnel form reporting the appropriate assignment information if they are planning to be the instructor for that assignment for at least 90 calendar days from the first day of school Teachers of half and quarter year courses should only report the number of students they are currently teaching on BEDS Day October 7 2015 and should not report second semester or second third fourth quarter classes What you should know in advance of logging into ePMF vy Your login information username and password for the TAA system Teacher Access and Authorization is where teachers can check their Teacher Student Roster data The registration count of students in each of your assignments Your current annual salary and The predominant grade level of the students in each class SSS THE ePMF APPLICATION IN TAA The electronic Personnel Master File ePMF system collects data submitted by teachers concerning the assignments they teach grade level yea
18. our selections If the information is complete and accurate you should click and Submit You will not be able to edit the ePMF form after submission Your superintendent will then be able to review and correct the data before submitting it to the New York State Education Department ADDITIONAL TEACHING ASSIGNMENT GUIDANCE If none of the listed assignment titles correspond precisely with the title s of your assignment s please select the ode number s that most accurately describes your assignmenit s NOTE Use caution in reporting assignments in the areas of Health Education 4512 4516 Health Occupations Education 5912 5998 and Health Services which are non teaching assignment codes under School Health Services 2208 2298 These are three distinct assignment areas and are not interchangeable Notice that each major subject area has a category Other Select the code number for Other only if you cannot find another title that describes your course assignment Use Other sparingly For example if an English teacher finds that none of the listed course titles in any way describes a literature course he she teaches that teacher should select the code number for Other English Note that there are blocks for eight assignments Those of you who teach on an individual basis or teach more than eight classes should group the individuals or classes first by assignment code ACODE second by grade level B
19. rs of experience and more Each teacher completes an ePMF form per district If you work in multiple districts and each district loaded your TEACH ID in Staff Snapshot you will see a button on the form to access a different ePMF form for each district identifying you as a teacher If you need more information or help filling out your ePMF form you can visit the NYSED Information and Reporting Services PMF page http www p12 nysed gov irs beds 2014 PMF home html Accessing Your ePMF Form Accessing the ePMF electronic Personnel Master File form is done through the TAA Teacher Authorization and Authentication system For assistance with username and password information related to TAA visit the following page http eservices nysed gov taa aANYSED Teacher Access and Authorization Teacher Access and Authorization TAA TAA users have access to the Teacher Student Roster Verification TSRV system and the poean ePMF application taste sensed Username Email Address Vv First Time Users Before accessing TAA users need to create an account Please watch our Account Creation Video Walkthrough for guidance on creating a new account More information d This field is required Passwor Y Teacher Student Roster Verification System This system is used to verify district 30CES charter school reported roster data for teachers and principals outs de of NYC More information I forgot my password I forgot my usern
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