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EPIMS 2008-2009

School District Staff TrainingHelene Bettencourt & Maryann Donie

August & September 2008

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Agenda

•2008 Collection Summary•Application

–Overview–New functionality

•Top 10 Questions•Changes (very very few!)

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2008 Collection100% Completion Rate!!!!!

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EPIMS 2007-2008 Certifications

0 0

13

87

70

117

62

2319

0

20

40

60

80

100

120

140

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

Month certified

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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

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Race/Ethnicity

Race/Ethnicity

0%10%20%30%40%50%60%70%80%90%

100%

White African-American

Asian Hispanic NativeAmerican

Multi-race

Race

Perc

enta

ge

Supt.

Principal

Teacher

Students

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Age Breakdown

Age Composition

0%

10%

20%

30%

40%

50%

60%

Under 26 26-32 33-40 41-48 49-56 57-64 65+

Age

Perc

entag

e

Supt.

Principal

Teachers

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Gender by Position

0%

10%

20%

30%

40%

50%

60%

70%

80%

Supt. Principal Teacher Students

Position

Per

cen

tag

e

Male

Female

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Subject/Age

For Lang Arts Read ELA History Science Math CivGov Econ SS AllUnder 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%

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Subject – Gender and Age

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

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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%

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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%

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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

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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

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EPIMS Security Roles

EPIMS District Limited

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

EPIMS District Full

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

EPIMS Certify

Certify collection; view submission and certification history

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EPIMS Homepage

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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.

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WA Single Edit

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20

21

22

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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.

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Data Collection > Step 3: Submit Data

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

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• 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.

Data Collection > Step 3: Submit Data

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

Report 1 – EPIMS/EPIMS ComparisonThis report provides a comparison of the 2008 EPIMS data to the 2007 EPIMS data.

Report 2 – Teacher and Paraprofessional: District SummaryThis 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 IndividualThis 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 IndividualThis report provides a list of all staff reported as INACTIVE.

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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.

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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 !

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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

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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.

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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

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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).

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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%.

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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

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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.

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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.

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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.

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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.

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Changes

• Expire assignment code for Reading Teacher (017)

• 2 New Assignment Codes215 - Non-Core Support Content General

Education012 - Core Support Content General

Education

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Data Collection Support

• Contact your district data collection specialist:

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

• Data Collection Hotline781-338-3282 (DATA)