(CSSR) User Manual
Contents
1. Social Security Number This number will be converted to a State Identification Number at the Data Acquisition Site before it is sent to ODE Position code see Table 1 1 Name Title see Table 1 2 Duty Title For the administrative positions of assistant superintendent director coordinator and supervisor indicate the assignment area such as staff development special education buildings and grounds elementary education gifted education etc Position status see Table 1 3 Network mail Indicate if the administrator can receive electronic mail OEDIR Ohio Educational Directory Code definitions for OEDEMP Table 1 1 02 10 14 20 33 34 35 36 37 2 O ON OA POD11 ai OEDEMP Position codes Superintendent Assistant Superintendent Principal Assistant Principal Director Supervisor Coordinator Business Manager Treasurer OEDEMP Title codes Sr Sister Bro Brother Rev Reverend Msgr Monsignor Fr Father Rabbi Dr Doctor Ms Miss Mrs Mr Table 1 3 OEDEMP Position status 4 New to administration or returning from leave Remains in an administrative position within district Position vacant Note It is not a required option to run the social security number initial update on all employees but it can be used to verify employee information 1 4 OEDBLD Maintain Building Data The purpose of the OEDBLD module is to record and maintain building and di2. Marking this field as N causes only those vacancies that have not been reported to ODE to be displayed Position Codes classify what type of position is vacant The codes stand for general job classification such as regular teaching assignment These codes are clarified further by the Subject Assignment fields A listing of valid position codes can be found in the Appendix of the manual The Description of the position can be entered manually or will default if left blank to the description of the position code as defined by EMIS Subject Assignment codes are entered to further describe the position code For example a regular teaching assignment can be defined as business math Position Type refers to whether the position is full time F part time P or tutor T The Date Reported is the date that the vacancy was reported to ODE If no date appears then the vacancy has not been reported Adding Position Vacancies Press the ADD key A blank line will appear At this point the vacancy information can be entered To complete the add press the ADD key POSVAC Position Vacancy System Deleting Position Vacancies Place the cursor on the line vacancy to be deleted Press the DELETE key The line will be highlighted To complete the delete press the DELETE key Changing Position Vacancies Place the cursor on the line vacancy to be changed Press the MODIFY key The line should appear hig
3. of Computer Services will not provide job vacancy information by telephone to candidates However a weekly list will be posted on the 10th Floor of 65 South Front Street for persons who wish to visit the State Department s Building ACCESSING zn 7 ds THE PROGRAM e program may be executed by typing RUN OECN CSSR10 POSVAC at the prompt or in the menu system type Menu gt POSVAC POSVAC POSVAC Position Vacancy File Maintenance 1 PVSSCN Position Vacancy Data Maintenance 2 PVSRPT Position Vacancy Report 3 EXIT Exit program Menu POSVAC Option gt XX Accept XX Help XX Exit XX Next POSVAC Position Vacancy System PVSSCN OPTION Show all records Y Vacancies for Sample Local SD Sample County IRN 999999 Pos Date Position Codes Description Subj ect Assignment s Type Reported 205 ___ Regular Teaching Assignme 030300 990203 031000 000000 F 206 ___ Spec Ed Teacher Speech 196510 000000 000000 000000 F 205 ___ Regular Teaching Assignme 030600 050014 050119 000000 F Indicates that the vacancy has already been reported to the State End of file reached PVSSCN Position Vacancy Program XX Top XX Help XX Delete XX Exit XX Modify XX Next XX Lockmode Field Definitions The Show all records field controls what information is displayed on the screen When this field is marked as Y all of the district s position vacancies are listed whether they have been reported to ODE or not
4. or in the menu system type Menu gt OEDIR The following main menu will appear 1 2 1 Main OEDIR Menu OEDIR Ohio Educational Directory 1 OEDEMP Maintain Employee Data 2 OEDBLD Maintain Building Data 3 OEDRPT Generate Report 4 OEDTAP Create Submission Tape File 5 EXIT Exit Program Menu OEDIR Option gt OEDIR Ohio Educational Directory 1 3 OEDEMP Maintain Employee Data The purpose of the OEDEMP module is to record and maintain the administrative data necessary to produce the Ohio Educational Directory A sample record follows 9 10 OUD FWP Entity IRN 012345 Sample Entity type Sr High Schoo SSN 333 22 4444 Position Code 14 Principal First Name John Las a me Jones Middle Initial P Title Code Mr Duty Title High School Principa Position Status 2 Remains in an Administrative Position Network Mail ey NOTE The use of upper and lower case letters is recommended Menu Options A C D T N F Sn I E lt gt ozu gt gt Add new record Delete current record C Change current record T Go to next record F S E Go to top of file 1st rec Find record Display next screen Exit Display Screen n Initialize Soc Sec Numbers Items that can be changed are Entity IRN Building IRN The Information Retrieval Number IRN of the school building district office or county office to which the staff member is assigned
5. 33333 Name CHANCELLOR MACK 1122 J Birth Date 12 31 1992 Building IRN 012345 Disadvantage A D 444444444 Name J ONES LUCAS 1324 Birth Date 05 26 1987 Building IRN 012345 Disadvantage L D 555555555 Name SNYDER LILY 7654 irth Date 03 07 1988 uilding IRN 012345 isadvantage 1 OU w w L D 666666666 Name irth Date 10 25 1985 uilding IRN 012345 isadvantage SPENCER LUCKY 5432 ww oO 4 3
6. Computer Services and Statistical Reports System CSSR User Manual As Developed By Ohio Department of Education State Software Development Team Revision Update Information May 2003 Copyright 1992 1995 Ohio Department of Education Permission to reproduce this document is hereby granted provided that all such reproductions include all of this document including this copyright notice and are not distributed for profit or resale Contents PREFACE v CSSR USER MANUAL CHAPTER1 OEDIR OHIO EDUCATIONAL DIRECTORY 1 1 1 1 OVERVIEW 1 1 1 2 ACCESSING THE PROGRAM 1 2 1 Main OEDIR Menu 1 3 OEDEMP MAINTAIN EMPLOYEE DATA 1 2 1 4 OEDBLD MAINTAIN BUILDING DATA 1 3 1 5 OEDRPT GENERATE REPORT 1 6 1 6 OEDTAP CREATE SUBMISSION TAPE FILE 1 6 CHAPTER 2 POSVAC POSITION VACANCY SYSTEM 2 1 CHAPTER 3 BACMEM BUSINESS ADVISORY COUNCIL MEMBERS 3 1 3 1 OVERVIEW 3 1 3 2 PROCESSING 3 1 3 2 1 Maintenance Options 3 1 3 2 2 Report Creation Option 3 2 Contents 3 2 3 Data Submission File Option 3 3 CHAPTER 4 DHSFRL FREE AND REDUCED LUNCH PROGRAM REPORT 4 1 TABLES 1 1 OEDEMP Position codes 1 3 1 2 OEDEMP Title codes 1 3 1 3 OEDEMP Position status 1 3 1 4 OEDBLD Abbreviations 1 5 1 5 OEDBLD Building status 1 5 1 6 OEDBLD School types 1 6 Preface Document Structure This manual is only intended for the explanation and use of the CSSR software as produced by the Ohi
7. IRN 123456 DDAS number 07 D 222222222 Birth 01 09 1989 Dist IRN 123456 DDAS number 07 D 333333333 Birth 12 31 1992 Dist IRN 123456 DDAS number 07 D 444444444 Birth 05 26 1987 Dist IRN 123456 DDAS number 07 D 555555555 Birth 03 07 1988 Dist IRN 123456 DDAS number 07 D 666666666 Birth 10 25 1985 Dist IRN 123456 DDAS number 07 123456 Free and Redu District Free and Reduced Lunch Program Exchange Data Name ABBOT BILLY Parent s ABBOT JOHN Case Address 123 Elm Street Sample City OH 43215 0000 Name CASADINE NICHOLAS Parent s CASADINE STEPHAN Case Address 666 Main Street Sample City OH 43215 0000 Name CHANCELLOR MACK Parent s CHANCELLOR STEWART Case Address 551 Oakwood Sample City OH 43215 0000 Name ONES LUCAS Parent s JONES BOBBIE Case Address 432 Main Street Sample City OH 43215 0000 Name SNYDER HOPE Parent s SNYDER HOLDEN Case Address 321 Elm Street Sample City OH 43215 0000 Name SPENCER LUCKY Parent s SPENCER LUKE Case Address 888 High Street Sample City OH 43215 0000 Sample City Schools ced Lunch Program Comparison Report Sorted by Building Name EMIS Data Database Page 1 DHSFRL J D 111111111 Name ABBOT BILLY 1234 Birth Date 02 22 1992 Building IRN 012345 Disadvantage S D 222222222 Name CASADINE NI CHOLAS 1043 Birth Date 01 09 1989 Building IRN 012345 Disadvantage K D 3333
8. ds or Exit There is also a Help option available for each field of the record A screen format is used to permit easy data entry and updating individual fields BACMEM Business Advisory Council Members The following shows a typical screen for a council member record FENIS Locura ea ata ea aaa _ Las ame DOE__________ _ First Name JOHN Initial Q Title EXECUTIVE DIRECTOR _ Company NWOCA es Phone 419 267 5565 Stree 22 900 SR 34 Route l City Archbold________ ___ State Ohio_____ zip 43502 ____ Chairman N Las ame First Name Initial Title Company Phone Stree City State zip Chairman End of file reached BACMEM File Maintenance Program xx Top xx Find xx Lockmode xx Help xx Add xx Toggle Tab xx Exit xx Delete XX ext xx Modify Note If the council member represents a business the information entered should be relevant to that business However if the member is retired or does not represent a business then the word RESIDENCE should be entered for Company and the Title may be left blank The data should be relevant to the member s home address Note The council CHAIRMAN should be marked as such 3 2 2 Report Creation Option This option simply creates the report file BACRPT TXT using all of the data file s current records The following shows a typical screen when using this option 3 2 BACMEM Business Advisory Council Members 1 BACSCN Council Member Maintenance 2 BACRPT Co
9. fairly straight forward and it s recommended that you process both report options after you receive the files from the Department of Education 1 6 OEDTAP Create Submission Tape File The purpose of this module is to produce a file to submit to the Department of Education so that the Ohio Educational Directory can be updated Instructions will be given by consortium 2 POSVAC Position Vacancy System OVERVIEW The Position Vacancy System developed by the Ohio Department of Education is designed to automate the submission of data as required by Rule 3301 23 26 It consists of data entry and report programs PVSSCN and PVSRPT respectively Computer Center personnel will transmit data weekly to the Ohio Department of Education which will consist of all vacancies entered by school districts in their consortium since the previous submission Once the data has been sent to Columbus there will be no way for it to be deleted from the system by the user The vacancies will be sent to the teacher preparation institutions across the state for the posting period The following policy and procedures have been developed to respond to requirements of the rule e When a position becomes vacant and it appears that a fully qualified and suitable candidate is not available a school district the institution or agency which hires certificated personnel will post the vacancy as follows 1 All districts which are members of a consortium will pu
10. gnment 030300 BOOKKEEPING 990203 ENGINEERING SCIENCES amp MATH 031000 BUSI NESS MACHINES 12 28 94 Spec Ed Teacher Speech 206 Special Ed Teaching Assignment 196510 SPEECH HANDI CAPPED 04 13 95 Regular Teaching Assignme 205 Regular Teaching Assignment 030600 BUSINESS ENGLISH 050014 REFRESHER ENGLISH 050119 REMEDIAL READING 3 3 1 3 2 3 2 1 BACMEM Business Advisory Council Members Overview Processing Note The program is used to enter data and report members of the district s Business Advisory Council The program will collect the required data generate a report and create a data submission file for the ODE This file will meet the requirements set forth by the ODE The user is provided a Main Menu with options for maintenance generating a report creating a data submission file or exiting Please note that these options are not available to the user until the system manager has created the BACMEM file for the district Notify your system manager if the program will not respond to your attempts to create or update records The following shows the Business Advisory Council main menu screen 1 BACSCN Council Member Maintenance 2 BACRPT Council Member Report 3 BACTAP Create Data Submission File 4 EXIT Exit program Menu BACMEM Option gt xx Accept xx Help xx Exit xx Next Maintenance Options Maintenance options allow the user to Add Delete Modify Search for Recor
11. hlighted At this point the information can be changed To complete the change press the MODIFY key 2 4 POSVAC Position Vacancy System e rogram prints a lis eta l n OS1L1ON Gaescriptions OP ION nt p E P r EMIS subject descriptions Certificate types and Certificate subject descriptions of each vacancy posted by e any district within the consortium e all districts within the consortium e own district Sample Run of PVSRPT This program is designed to generate a report listing vacant positions and required certificates You may receive a report from another district or receive a report of only your district or receive a report of all districts within the consortium Enter selection 1 D lt D gt Enter to receive a report from another District Enter D to receive a report of only your District Enter to receive a report of all Districts within your Consortium Enter selection 1 D lt D gt _ lt CR gt Continue Re enter or Exit C R E lt C gt _ lt CR gt Processing please wait Output file is PVSRPT TXT PSVRPT Report Date 04 13 95 State of Ohio Page 1 Time 11 16 am Department of Education PVSRPT Division of Computer Services For Sample City SD IRN 999999 Vacant Position With Required Certificate Code Date Date Entered Reported Description Position Code Description Subj ect Assignment Area 12 28 94 Regular Teaching Assignme 205 Regular Teaching Assi
12. o Department of Education This User Manual is intended for those who are unfamiliar with the system and need a place to start This guide presents an overview of the programs Intended Audience This manual is intended for anyone who wishes to utilize ODE resources to gain statistical information CSSR User Manual 1 OEDIR Ohio Educational Directory 1 1 Overview Note The OEDIR programs have been made obsolete as of May 2003 The Ohio Educational Directory Information is to be submitted via a web based system from the Ohio Department of Education This web site can be accessed at the following URL WEBAPP2 ODE STATE OH US OEDS R OEDIR is a program designed to create modify and report data relevant to the Ohio Education Directory Information relating to buildings and administrative staff will be processed and generated for submission via electronic transfer or magnetic tape The Ohio Department of Education will initially provide data on magnetic tape to eliminate much of the data entry process Unlike the paper forms both open and closed buildings are to be reported so that the current status of all entities is verified annually Districts are encouraged to run the report option initially to acquaint themselves with the information provided This information would be similar to that found on the pre printed forms 1 2 Accessing the Program To execute OEDIR type the following command RUN OECN OEDIR at the prompt
13. of Understanding that the data will be kept confidential and used only for the purposes indicated Once a district has a signed and approved agreement with the Ohio Department of Education and Child Nutrition Services the Direct Certification for Free and Reduced lunch files are sent to the appropriate DA site DHSFRL requires standard access to OECN_CSSR DHSFRL SEQ is the file needed to run the program ODE will send a file to the DA sites who will then rename it to DHSFRL SEQ and make it available to the appropriate districts Prior to running DHSFRL the appropriate EMIS database must be selected ACCESSING THE PROGRAM The program may be executed by typing Menu gt DHSFRL 4 1 DHSFRL Free and Reduced Lunch Program Report SAMPLE RUN DHSFRL This program will create a report comparing the Free and Reduced Lunch Program data from the Dept of Human Services to the EMIS student data Sort Options N S E B lt B N gt Enter options seperated by commas N Name S SSN E EMIS id B Building Sort options N S E B lt B N gt Continue Re enter or Exit C R E lt C gt _ lt cr gt Selection amp sorting in progress please wait Report generation in progress please wait Process complete Records read 000006 Output file is DHSFRL TXT 4 2 DHSFRL Free and Reduced Lunch Program Report SAMPLE REPORT 01 03 00 1 47 pm Date Ti me D 111111111 Birth 02 22 1992 Dist
14. strict information necessary to produce the Ohio Educational Directory OEDIR Ohio Educational Directory A sample record follows rm ovovo ourwmv H oa mea NOTE IRN 012345 Entity Name Sample Address 45 N Main City Sample City Zip Code 43221 Phone 123 654 2345 Fax 123 654 2347 Grade Span 9 12 Building Status 2 Continuing to be Open Est Teachers 54 Est Enrollment 846 School Type si Sr High School The use of upper and lower case letters is recommended Menu Options A C D T N F E lt gt m2Z20 gt Add new record C Change current record Delete current record T Go to top of file 1st rec Go to next record F Find record Exit Items that can be changed include IRN The Information Retrieval Number of the school building or district office Entity Name The official school or building name Do not include the building type ie elementary middle high school unless it is part of the official school name Address If the street and mailing addresses are different include both When the mailing address is a post office box enter the street address followed by the post office box See Table 1 4 for abbreviations You should capitalize only the first letter and not end with a period Phone number Fax number Grade Span Do not enter for the district or county office Building Status see Table 1 5 Estimated number of teachers Do no
15. t enter for the district or county office Estimated enrollment Do not enter for the district or county office School Type see Table 1 6 Parent IRN For an annex only Enter IRN of associated school OEDIR Ohio Educational Directory Code definitions for OEDBLD Table 1 4 Avenue Avenues Boulevard Center Circle County Road Court Drive Highway Lane Park Parkway Place Road Route State Road State Route Street Streets Square Table 1 5 NO fF WDM O ll OEDBLD Abbreviations Ave Aves Blvd Ctr Cir Co Rd Ct Dr Hwy La Pk Pkwy Pl Rd Rt St Rd St Rt St Sts Sq OEDBLD Building status Remaining closed Newly opened Continuing to be open Under construction new but not open Newly closed Open but not in operation No longer existing torn down or no longer owned by district OEDIR Ohio Educational Directory Table 1 6 OEDBLD School types oO 9a nm oo NO T AON Sr High School Jr High School Middle School Elementary School Adult School Vocational School Special Needs School Vocational Post Secondary Technical Post Secondary School Food Service Kitchens Child Care Center Comprehensive School Annex 1 5 OEDRPT Generate Report The purpose of this module is to supply you with a report showing information in Ohio Educational Directory format You can also run this report for employee and building data that isn t in Directory format The reporting options are
16. t the data onto the Computer Center s computer The data should be transmitted to the Division of Computer Services by Thursday noon of each week 2 All other school districts institutions and agencies will send their forms to the School Finance Area Coordinator s office Please refer to the enclosed Personnel Directory for Field Services for a list of area coordinators The area coordinator will enter the data into the system for transmission to the Division of Computer Services The area coordinators will also transmit to the Division of Computer Services by Thursday noon of each week Each entry into the Department s data system will be dated and removed four weeks after it first appears on the list It may be re posted by resubmitting the information in the same manner as the first posting If after the posting is dropped from the list a properly certificated and suitable candidate still has not been found the district may consider a candidate who qualifies for a temporary certificate At that point an application for a temporary certificate may be submitted to the Division of Teacher Education and Certification Posting prior to requesting a temporary certificate is not necessary for a position that is less_than_half_ time 2 1 POSVAC Position Vacancy System Applicants will access information by contacting the college placement offices The area coordinators the Division of Teacher Education and Certification and the Division
17. uncil Member Report 3 BACTAP Create Data Submission File 4 EXIT Exit program Report file BACRPT TXT Menu BACMEM Option gt xx Accept xx Help xx Exit xx Next 3 2 3 Data Submission File Option The program will bring up the district s IRN number The user is to check the correctness of this number If it is not correct enter the correct number The program will automatically display the district and county names The user must enter the last two digits of the current year for this report The following shows a typical data submission file screen BACTAP Data Submission Creation Program District IRN 064432 Report Year 90 District Name Sample City SD District County Fulton Tape submission file creation complete l records written to file BACTAP Business Advisory COUNCIL submission data creation xx Accept xx Help xx Exit xx Cancel A DHSFRL Free and Reduced Lunch Program Report DESCRIPTION The DHSFRL is a program designed to compare the Free and Reduced Lunch data provided by the Department of Human Services and the EMIS data on file This program eliminates the need for the parents of students appearing on the Department of Human Services file to complete the financial portion of the Free and Reduced lunch application The Direct Certification information for Free and Reduced lunches is voluntary School districts choosing to participate will be required to sign an Agreement
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