Staff Data Set - Intermediate Unit 10
Contents
1. Staff Data Set Data Collection Team Tim Wentz Tony Durante Stephanie Clark Andrea Hoch Kris Snyder pennsylvania DEPARTMENT OF EDUCATION 1 2014 15 Staff Data Set Welcome before we begin m Please enter in the Chat Area your u School Name u First and Last Name u Email Address a Handouts have been sent a Hold all questions until after the presentation Chat Area is not private messages sent to individuals in chat area are also received by the moderators pennsylvania DEPARTMENT OF EDUCATION 2 2014 15 Staff Data Set Agenda m Brief Staff Data Set overview Template and data set changes m Data Quality Engine DQE validations m Preparation key reminders m Question and answer session pennsylvania DEPARTMENT OF EDUCATION 3 2014 15 Staff Data Set Data Set Schedule Data Set opens Oct 1 2014 Data Set closes Oct 17 2014 Correction window Nov 3 14 2014 Accuracy Certification Statement ACS deadline Dec 1 2014 pennsylvania DEPARTMENT OF EDUCATION 4 Why Is This Data Reported m Observe all certificated and non certificated personnel within public Pa local educating agency LEA and the costs of those positions captured through salaries not including benefits m Observe trends related to personnel filling the positions in Pa public local educating agency LEA Experience Education Terminations Other pennsylvania DEPARTMENT OF EDUCATION 5 Who I2. recommended a Do not submit the ACS if you have errors on the ACS or PDE feedback report Have chief school administrator director or Superintendent sign and submit when correct E Due Dec 1 2014 pennsylvania DEPARTMENT OF EDUCATION 31 PIMS Support Services Resources m Latest PIMS documents m Frequently asked questions Searchable knowledge base u www education state pa us gt Programs gt PIMS gt PIMS Help Phone Support 800 661 2423 u Monday Friday 8 a m 4 p m closed on holidays pennsylvania DEPARTMENT OF EDUCATION 32 Other Resources m PIMS October Staff Data Set questions u PIMS website resources PIMS Support Services 800 661 2423 or use the online form m No access to PIMS or PIMS Reports u LEA s PIMS Security Administrator u eGrants Help Desk ra eGrantsHelo pa gov Non PIMS staffing and certification issues u LEA s human resources staff Bureau of School Leadership and Teacher Quality pennsylvania DEPARTMENT OF EDUCATION 33 m Submit only October Staff Data Set related questions m Type your questions into the chat window a Send to this room following our prompt m Join the monthly Q 8 A sessions for quick answers http vclass cciu org pennsylvania DEPARTMENT OF EDUCATION 34 m Data Collection Team RA DDQDataCollection pa gov m PIMS Support Services Submit request through ServiceNow 800 661 2423 pennsylvania DEPAR
3. Steps m Run Staff Snapshot 8 Staff Assignment Template Details Reports in Excel No refresh needed Location Production gt Staff Profile Reports gt Verify Validation Reports gt a Sort and use filters to analyze data u All schools and 0000 represented Key administrators reported a Valid data in all fields pennsylvania DEPARTMENT OF EDUCATION 27 Post Submission Steps a Run Staff Profile Reports gt Error Reports Professional Personnel Edits u Termination Errors LEA Missing Data Element s or Other u Termination Errors LEA Missing Termination for Current Year m Update LEA source system if errors are identified in the error reports Re upload updated files into PIMS pennsylvania DEPARTMENT OF EDUCATION 28 Run the Accuracy Certification Statement Often mE Wait 90 minutes after refresh at noon or 5 30 a m a Run the ACS after correcting errors identified by the error reports Review the 2014 15 ACS for accuracy a Run error reports if you have errors in the ACS a Run and submit the ACS by Dec 1 2014 with no errors pennsylvania DEPARTMENT OF EDUCATION 29 PDE Feedback Report m Staff and student comparisons Feedback reports will only be sent on an as needed basis determined by PDE E PDE relies on LEA s to review verify and submit correct data pennsylvania DEPARTMENT OF EDUCATION 30 Accuracy Certification Statement PDF format
4. TMENT OF EDUCATION 35 For more information on the October Staff Data Set please visit PDE s website at www education state pa us The mission of the department is to academically prepare children and adults to succeed as productive citizens The department seeks to ensure that the technical support resources and opportunities are in place for all students whether children or adults to receive a high quality education pennsylvania DEPARTMENT OF EDUCATION 36
5. han 100 percent pennsylvania DEPARTMENT OF EDUCATION 19 Percent Of Time Assigned Examples m Business manager Assignment 9910 100 percent at location 0000 a High school and middle school principal one building two schools Assignment 1111 50 percent at location middle school Assignment 1105 50 percent at location high school Elementary music five schools one day per week each school all year Assignment 7201 20 percent at each location five records pennsylvania DEPARTMENT OF EDUCATION 20 Percent Of Time Assigned Examples a Half day all year kindergarten teacher Assignment 2843 50 percent at location a Half day first semester Russian teacher Assignment 4480 25 percent at location pennsylvania DEPARTMENT OF EDUCATION 21 Staff Assignment Warning m Most fields in the Staff Assignment Template are key fields a You cannot upload changes into key fields If you make an error in a key field you must request a deletion and then upload a new record m Percent Time Assigned and Completion Date are the only updatable fields in this template pennsylvania DEPARTMENT OF EDUCATION 22 School Status E Check EdNA http www edna ed state pa us m Verify new school numbers edited added in EdNA prior to data set Staff must be reported for open schools with student enrollments pennsylvania DEPARTMENT OF EDUCATION 23 W
6. he Staff Assignment Template for this staff member to validate the time is equal to 100 percent pennsylvania DEPARTMENT OF EDUCATION 12 Best Practices Pre Submission m Key field data checked twice especially PPID a Required fields filled with valid values s Non terminated staff do not have Exit Date or Termination Code populated s Submission file has the correct file name pennsylvania DEPARTMENT OF EDUCATION 13 Staff and Staff Snapshot Preparation Make sure all records contain a valid PPID Correct staff IDs in your source system Calculate annual salary Years of experience starts at one Run the Cognos Staff Template Verification Reports in Excel for 2014 15 after uploading your data into PIMS Compare Staff to Staff Snapshot Compare Staff Snapshot to u Reporting requirements Current staff pennsylvania DEPARTMENT OF EDUCATION 14 Terminated Staff m Report staff as terminated when staff u Are no longer employed at your LEA Were reported in error prior years m Report terminations occurring between Oct 22 2013 and Oct 1 2014 for any reason pennsylvania DEPARTMENT OF EDUCATION 15 Reporting Terminations m Report in Staff and Staff Snapshot Template u Active Inactive Indicator T u Termination Code is populated u Exit Date is populated date is prior or equal to current snapshot date u Annual Salary 0 Staff Assignment Temp
7. hich LEA Should Report This Person The LEA that employs a person is responsible for reporting u Staff u Staff Snapshot Staff Assignment Course u Course Instructor u Staff Student Subtest This means that in situations where an LEA subcontracts services from another LEA that reports to PIMS only the employing LEA is responsible for reporting related staff and course data i pennsylvania DEPARTMENT OF EDUCATION 24 Which LEA Should Report This Person Each LEA that employs a single person under multiple or separate contracts is responsible for reporting u Staff u Staff Snapshot Staff Assignment u Course u Course Instructor u Staff Student Subtest pennsylvania DEPARTMENT OF EDUCATION 25 Private Vendor Instituion of Higher Education m When an LEA enters into an agreement with a private vendor or an institution of higher education and the agreement includes the use of the vendor s or institution of higher education s staff in the performance of work on behalf of the LEA the LEA retains responsibility for reporting Staff Staff Snapshot Staff Assignment Course Course Instructor Staff Student Subtest m Personnel employed by private vendors or institution of higher education may be reported with fictitious IDs as represented below 7 8888888 Institution of Higher Education u 9999999 Private Vendor pennsylvania DEPARTMENT OF EDUCATION 26 Post Submission
8. late is not required for terminated staff Verify your terminations using u Termination Errors LEA Missing Data Element s or Other u Termination Errors LEA Missing Termination for Current Year pennsylvania DEPARTMENT OF EDUCATION 16 Staff Assignment Preparation m Active staff duties for the year Not based on certification No Highly Qualified Teacher impact Major assignments Note Do not include lunch study hall prep bus and other such duties Staff on leave reported as if active m Identify Assignment Codes Appendix B in PIMS User Manual Volume 2 pennsylvania DEPARTMENT OF EDUCATION 17 Staff Assignment Preparation For each non terminated staff you should know Every school where they work in your LEA Every assignment they have The percent of time dedicated to each assignment a Run the Cognos Staff Snapshot Template Verification Reports in Excel for 2014 15 after uploading your data into PIMS pennsylvania DEPARTMENT OF EDUCATION 18 Staff Assignment Reminder Every LEA must have one and only one chief school administrator m School staff must be reported in all active schools where they work a LEA administrators should be reported at location 0000 not in every school a Assignments are summed for all duties and locations Full time staff percent time assigned must total 100 percent Part time staff percent time assigned must total less t
9. s Reported Staff members who are a Active m On long term leave semester or longer a Long term substitutes filling vacant positions Left the LEA between Oct 22 2013 and Oct 1 2014 for any reason LEA employees and employees subcontracted from other entities pennsylvania DEPARTMENT OF EDUCATION 6 Who Is Reported Long term substitutes m October Staff Data Set Report only those long term substitute teachers filling a vacant position m Course Highly Qualified Teacher Data Set Report to Pennsylvania Information Management System PIMS all long term substitute teachers who are Filling a position with instructional responsibility for a core content course for 70 or more days Assigned primary instruction responsibility for students in a course as Teacher of Record as a long term substitute A teacher on leave for the entirety of a course should not be reported as teacher for that course pennsylvania DEPARTMENT OF EDUCATION 7 Who Is Not Reported Staff members who are Temporary staff day to day substitute Support staff Security staff report in June Staff employed by another LEA that administers a program to your students pennsylvania DEPARTMENT OF EDUCATION 8 How Is This Data Submitted a Staff Template Cumulative record of all staff terminated and non terminated Required to submit Staff Assignment Staff Snapshot and Highly Qualified Teacher
10. templates a Staff Snapshot Template u Demographic record of all staff for a single school year as of a specific date Oct 1 2014 a Staff Assignment Template u Report statf assignments for a given school year Percent of time allocated to each assignment pennsylvania DEPARTMENT OF EDUCATION 9 Which Template m Active Staff Must be uploaded in Staff Staff Snapshot and Staff Assignment templates m Terminated Staff Must be uploaded in Staff and Staff Snapshot templates pennsylvania DEPARTMENT OF EDUCATION 10 Staff Data Set Reminders a All staff data must be Submitted using a valid Professional Personnel ID PPID Reported for open schools with student enrollments m Report long term substitutes in the October data set only if they are filling a vacancy a Staff assignment data is used to update TIMS a All intermediate units report staff at location code 0000 m School security personnel can no longer be uploaded during the October Staff Data Set pennsylvania DEPARTMENT OF EDUCATION 11 Data Quality Engine DQE a Compound Rules Staff member reported as terminated DQE will validate in File Manager to see if the following fields were populated Termination Code and Exit Date s Advanced Rules Staff member was reported as non terminated and as a full time FTE in the Staff and Staff Snapshot Template the DQE will sum all the Percent Time Assigned reported in t
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