EPIMS 2008 2009 School District Staff Training

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					  EPIMS 2008-2009


    School District Staff Training
Helene Bettencourt & Maryann Donie
     August & September 2008




                                     1
                       Agenda
•2008 Collection Summary
•Application
   –Overview
   –New functionality
•Top 10 Questions
•Changes (very very few!)




                                2
     2008 Collection
100% Completion Rate!!!!!




                            3
                          EPIMS 2007-2008 Certifications
140




120
                                                                117

100


                                     87
 80


                                                   70
 60                                                                       62


 40




 20
                                                                                   23
                                                                                              19
                            13

  0       0        0
      Oct-07   Nov-07   Dec-07   Jan-08       Feb-08        Mar-08    Apr-08   May-08   Jun/Jul-08
                                          Month certified




                                                                                                     4
                 EPIMS Stats

• 139,960 MEPIDs assigned to date
• 60 different job classifications
• 943 different courses reported
• Susan and John are our most popular teacher
  names
• Most popular DOB: 1/31/77 – 102 teachers




                                                5
                                 Race/Ethnicity

                                         Race/Ethnicity

             100%
              90%
              80%
                                                                                          Supt.
Percentage




              70%
              60%                                                                         Principal
              50%
              40%                                                                         Teacher
              30%                                                                         Students
              20%
              10%
               0%
                    White    African-   Asian          Hispanic    Native    Multi-race
                            American                              American
                                                Race




                                                                                                      6
                                      Age Breakdown

                                               Age Composition

             60%
             50%
Percentage




             40%                                                                   Supt.
             30%                                                                   Principal
             20%                                                                   Teachers
             10%
             0%
                   Under 26   26-32    33-40       41-48     49-56   57-64   65+
                                                   Age



                                                                                               7
                    Gender by Position

             80%
             70%
             60%
Percentage




             50%
                                                             Male
             40%
                                                             Female
             30%
             20%
             10%
             0%
                   Supt.   Principal    Teacher   Students
                                  Position




                                                                      8
                            Subject/Age


        For Lang Arts Read ELA History Science Math CivGov Econ SS All
Under 26 8.6% 6.7% 2.7% 8.5% 10.3% 6.0% 8.4% 6.0% 4.0% 8.3% 6.3%
27-32      19.5% 18.0% 11.4% 22.6% 24.0% 21.1% 19.2% 20.9% 24.4% 22.6% 19.3%
33-40      17.6% 16.7% 15.9% 19.9% 22.6% 18.9% 18.2% 26.8% 30.2% 22.4% 19.3%
41-48      16.4% 17.0% 15.0% 13.8% 14.6% 17.9% 18.4% 15.3% 18.3% 15.1% 17.3%
49-56      22.7% 28.5% 34.0% 20.7% 17.0% 22.8% 23.3% 17.9% 14.6% 19.2% 24.8%
57-64      14.3% 12.5% 19.9% 13.5% 10.9% 12.5% 11.8% 12.3% 8.0% 12.0% 12.4%
65+         1.0% 0.6% 1.1% 1.0% 0.7% 0.8% 0.7% 0.9% 0.5% 0.5% 0.7%



                                                                               9
         Subject – Gender and Age

                 FTE      Female % Male %     Age
Elementary         22,342      85.5      14.5       43.2
English             6,532      76.4      23.6       41.3
Math                5,774      60.4      39.6       42.3
Science             4,750      61.1      38.9       42.4
Arts                3,525      71.5      28.5       43.5
History             2,891      48.7      51.3       40.0
Foreign Language    2,560      81.8      18.2       42.7
Reading             1,316      92.1       7.9       46.5
Social Studies      1,291      48.9      51.1       41.2
Geography             247      54.2      45.8       40.9
Civics                204      29.5      70.5       41.5
Economics              43      26.8      73.2       38.9



                                                           10
Subject - % Licensed and HQ

                 Licensed % HQ %
Elementary            98.8%   97.7%
Geography             98.0%   95.6%
Civics                97.8%   96.1%
Reading               97.1%   95.3%
Social Studies        97.0%   94.9%
Arts                  96.9%   96.4%
Economics             96.8%   91.1%
History               96.8%   96.2%
English               96.4%   95.6%
Math                  94.6%   93.8%
Science               94.2%   92.7%
Foreign Language      91.3%   90.0%


                                      11
             Teacher Experience

• 38.5% of teachers are in their first five years in
  the district
• First year – 11.4%
• Second year – 9.1%
• Third year – 7.3%
• Fourth year – 6.5%
• Fifth year – 4.2%



                                                       12
            Application Changes

• Basic functionality remains the same
   – ID Maintenance (MEPIDS)
   – Staff Roster (SR) transmit files in batch
   – SR Single Edit
   – Work Assignment (WA) transmit files in batch
   – WA Single Edit




                                                    13
                  Preparation

• Return EPIMS/ELAR Files to ESE
   – Files located in DropBox Central -EPIMS File
     Exchange
• Complete MEPID assignment process for new hires
• Assign Security Roles
   – EPIMS District Full
   – EPIMS District Limited




                                                    14
              EPIMS Security Roles

EPIMS      Full access to assign MEPIDs, transmit and validate staff
District   roster and work assignment data, and submit data
Full       collection; view related reports

EPIMS      Limited access to assign MEPIDs, transmit staff roster and
District   work assignment data but can’t validate the collection; view
Limited    related reports

EPIMS      Certify collection; view submission and certification history
Certify




                                                                           15
EPIMS Homepage




                 16
                Next Steps

• Correct the records that were not processed
  because of errors.
• Correct the records that were processed and
  found to have errors.
• Combine with the error-free records from
  the original file and re-transmit, replacing
  the original file in EPIMS.



                                                 17
WA Single Edit




                 18
19
20
21
22
                 Next Steps

• Correct Validation Errors in staff roster and
  work assignment files.
• Return to Step #1 to re-transmit corrected data
  files and re-validate until the files are error
  free.




                                                    23
 Data Collection >
   Step 3: Submit Data

Reviewing the
Summary
Reports is an
important part
of the Data
Collections
process.




                         24
Data Collection >
  Step 3: Submit Data

• link to the summary reports will become available
• Summary Reports available immediately after you
  submit
• Review summary reports for completeness and
  accuracy. If changes needed, return to Step 1
• ESE Staff will continue to review the summary
  reports and send out notification re: issues or if
  data o.k.



                                                       25
                Reports > Summary Reports
        http://www.doe.mass.edu/infoservices/data/epims/sumreports.html#

Report 1 – EPIMS/EPIMS Comparison
         This report provides a comparison of the 2008 EPIMS data to the 2007 EPIMS data.
Report 2 – Teacher and Paraprofessional: District Summary
         This report provides a summary of teachers by subject and grade. It includes FTE, FTE
         licensed, % licensed, FTE Highly Qualified, and % Highly Qualified.
Report 3 – Teacher and Paraprofessional: School Summary
         This report provides the same data as Report 2 except on the school level.
Report 4 – All Staff: District Summary
         This report provides a summary of all staff working in the district and school by staffing
         categories.
Report 5 – All Staff: District Level and School Level Summary
         This report provides a summary of all staff working in the district grouped by district level and
         by each school in the district.
Report 6 – All Active Staff by Individual
         This report provides a listing of all staff reported as ACTIVE. They are grouped at the district
         level, then under each school by job classification and then by last name.
Report 7 – All on Leave and Exited Staff by Individual
         This report provides a list of all staff reported as INACTIVE.



                                                                                                            26
Data Collection >
  Step 4: Certify Data




         If the button to certify is not visible, ESE
         has not enabled certify button. We are still
         reviewing the summary reports. You will
         receive an email when you can certify.

                                                    27
          Step 4: Certify Data

• District’s Superintendent reviews summary
  reports
• Superintendent accepts data as accurate and
  certifies collection
• No more changes can be made after
  Superintendent certifies collection
• EPIMS data collection is complete !




                                                28
                Top 10 Questions

1. Which staff members require a license number?

A. teacher, guidance counselor, director, school
   psychologist, school adjustment counselor, school
   social worker, school nurse, library media
   specialist, school business administrator, principal,
   supervisor, director, assistant superintendent of
   school, and superintendent of schools

B. All staff that hold a MA Educator license should be
   reported with the license number in EPIMS

                                                           29
             Top 10 Questions

2. Which courses are considered CORE

A. Core academic subjects are any middle or
   secondary courses that contains the two-digit
   prefix 01-06. The corresponding elementary
   codes are 51000-56000, 74000 and the “all
   subjects” code 99999.




                                                   30
              Top 10 Questions

3. What teacher assignment code do I use for a
   special education teacher that has a class of
   students, but also works with each one
   individually during the day?

A. WA07 = Teacher (2305) The assignment code
   WA08 = use appropriate code
B. Individual instruction time is not reported



                                                   31
             Top 10 Questions

4. How do you code a teacher that does pull-out
   services and a teacher who works 1 on 1 with
   a student?

A. WA07 = Teacher Content Support (2310).




                                                  32
                    Top 10 Questions

5. What grade level should be used for a math class that
     has a mix of 9th, 10th and 11th graders? How can I
     avoid receiving the “Number of records with Grade
     (WA09) 88 or 99 exceed limit” error message?


A.   If a class has students in more than one grade then you should
     report the grade that the class was intended. If that can not be
     determined then report the predominate grade. If that can not
     be determined then use 88 – multiple grades. However the
     number of records reported with 88 or 99 is limited to 20%.



                                                                        33
             Top 10 Questions

6. What course code do you use for middle or
   secondary ESL? There doesn’t seem to be a
   course code associated with it.

A. The ESL course code should be reported
   (01008 for secondary students. New codes will
   be available for Elementary and Middle school)
B. WA08 = appropriate ESL description



                                                34
                Top 10 Questions

7. I have a teacher that was grandfathered under
   HOUSSE. Are they still considered HQ?

A. Yes, a teacher that was considered HQ for a specific
   subject area under the HOUSSE option is still HQ for
   that specific subject area.




                                                          35
              Top 10 Questions

8. How do you code a paraprofessional who is not
   assigned to one classroom but is assigned to
   different classrooms on an “as needed” basis?

A. Since they are not working in a specific
    classroom they should be reported as a
    “general” paraprofessional (WA08=401-405)
    with the 99 “all” grade level and 99999 “all
    subjects” code.


                                                   36
                Top 10 Questions

9. a. How do I report a person that is working in more
   than one district?
   b. How should FTE be calculated for teachers with
   multiple work assignments?
   c. How should FTE be calculated for work part-time?

A. a. Report each person that is working in your district.
   b. Full time teacher FTE = 1.0/# of work assignment
   records (classes).
   c. Half-time teacher FTE = .5/# of work assignment
   records (classes). System accepts up to .001.


                                                             37
               Top 10 Questions

10. Should a person that is employed and paid by
  the town (nurse, PT’s, OT’s, Psychologists, etc)
  but work in the school be reported in EPIMS?

A. If the job title of the person falls under one of
  the job classifications identified in Appendix E
  of the EPIMS Data Handbook, the employee
  should be reported.



                                                       38
                   Changes

• Expire assignment code for Reading Teacher
  (017)
• 2 New Assignment Codes
   215 - Non-Core Support Content General
     Education
   012 - Core Support Content General Education




                                                  39
          Data Collection Support

• Contact your district data collection specialist:

http://www.doe.mass.edu/infoservices/data/fts.
  html

• Data Collection Hotline
   781-338-3282 (DATA)



                                                      40

				
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