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CERTIFIED, CLASSIFIED PERSONNEL INFORMATION (CPI) Presented at Georgia Association of Personnel Administrators May 28, 2014

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CERTIFIED, CLASSIFIED

PERSONNEL INFORMATION

(CPI)

Presented at Georgia Association of Personnel

Administrators

May 28, 2014

Presenters

Deb Garner, Gwinnett County Schools

Diane Matthews, Douglas County Schools

Elaine Wilson, Forsyth County Schools

Just a “Smidgeon” of History on CPI

Authorized by QBE law in mid 1980’s

Required by SBOE rule 160-5-2-.50

Originally only certified employees reported

Now, all employees (excepts substitutes) are reported

Originally only done once per year (as law requires)

Now, done three times per year (October/March/July)

What is the Purpose of CPI?

The CPI is a complication of data generated by

each local, state, and charter school system for the

purpose of reporting both classified and certified

personnel to the Georgia Department of Education.

How the DOE Uses the Data

Data gathered are used

to determine the Training and Experience (T & E)

factor for state funding.

to determine a teacher’s eligibility for the

Math/Science Incentive funding.

for state/federal reporting

for Title I Comparability Reports

for program review

to report participation in the State Health Benefit Plan

How the PSC Uses the Data

Data from October CPI are exported to the PSC sometime in late November or early December.

PSC matches the data that are in CPI with their certification records.

The HIQ2 report that is published in January is the result of this merger of data.

Teachers who do not hold the certification reported in CPI or teachers who need additional testing are determined to be not highly qualified on the HIQ2 report.

Ambiguous coding errors usually occur with special education teachers because the HIQ2 system uses job codes for special education teachers based upon the cognitive level of the students taught. CPI uses old SpEd job codes so those have to be changed in the HIQ2 system.

Training and Experience

$$$ It adds money to the bank!$$$

Training and Experience (cont’d)

The QBE formula provides for training and experience (T & E) funds so teachers can be paid based upon their position on the teacher salary schedule.

Calculation: The minimum base teacher salary is 0 years experience, Step E. The amount of that salary on the state teacher salary schedule is subtracted from the salary that the teacher actually makes. The difference is the amount of money earned for T & E.

Training and Experience Example

$47,017 (T5/8) - $31,596 (T4/E) = $15,421 is the T & E earned by this

teacher.

Math/Science Incentive Funding

HB 280

WHO

WHERE

Plan ahead

Section out assignments

Don’t forget your special education resource

teachers

Math/Science Endorsement

Be like a Boy Scout—Be Prepared!

Those dreaded 998s cost you money

Certification Calendar

Experience verification

Certification Calendar

March

Job Fair – Letters of Intent

Pull queries for Job Offers pending to check for certification and start certification applications.

April

Work aggressively to get certificates for New Hires.

Wind up Certificate Renewals

Non-Renewal teachers and Non-Renewable Certificates expiring

Start Teach Gwinnett completers to enhance HiQ.

Deal with Non-Renewable expiring approaching tenure.

Deal with Non-Renewable 3+ years

May

Continue with April items.

Make sure HiQ remediation is complete.

Check that HiQ ambiguous coding is still zero.

Contract issued.

Certification Calendar (cont’d)

October

CPI—Cycle 1

Keep 998 at zero

Send renewal packets to schools.

November

Certificate renewals

Master Teacher

December

Continue renewals

Run B salary list including NTS certificates

Finalize Non-Renewable expiring list and Non-Renewable expiring Professional to convert.

Run list of Not HiQ teachers for letter.

January

Master Teacher

Courier Alternate Preparation Surveys including NTS certificates.

Send Non-Renewable Professional expiring and not HiQ letters giving 6 months. Include Sid Camp letter, acknowledgement letter and GACE schedule. Make electronic folder.

Extracting Data from Local System

Regardless of the software vendor that your system

uses, all systems must have a way to gather the

required data for CPI.

Once the report of the data has been generated, the

data will appear as a text file. This text file must

exactly match the file layout set by CPI.

Make sure your software vendor has this layout

when they are designing your extraction program.

Data File Layout

http://www.gadoe.org/Technology-Services/Data-Collections/Pages/FY2014-

CPI-Resources.aspx

Sample Page from File Layout

Actual Text File Sample

20142658SSSSSSSSSA01MXXXXXXXXXXXXX

19521215000010010XX101386 NNNNNWFAHEY

KENNETHXXXXXXXXM

20142658SSSSSSSSSB0110000000337L6XXXXX

0082205720000000001870000XXXX00Y

20142658SSSSSSSSSC0101951000CI XXXXXXX

T11440074800

Ready, Set, GO!!!

Employee Record Detail

Computing Employment Basis

(B Record)

DOE Formula for Calculation:

Step One

#full-time hours/day * #days/week = #hours/week

#hours per week * #weeks/year = #full-time hours/year

Step Two

#additional hours/day * #days/week = #hours/week

#hours/week * #weeks/year = additional hours/year

Step Three

Add full-time hours/year + additional hours/year

Divide by the full-time hours/year. The result is the Employment Basis.

8 hours/day * 5 days/week = 40 hours/week

40 hours/week * 38 weeks/year = 1520 full-time hours/year

1 hour/day * 5 days/week = 5 additional hours/week

5 hours/week * 38 weeks/year = 190 hours/year

1520 + 190 = 1710 hours/year

1710 / 1520 = 1.125 is the Employment Basis for the B Record

Employment Basis vs. Assignment %

The Employment Basis is the FTE % of time that the employee is contracted to work. Full-time = 1.0

Part-time = Whatever % the employee works (.49)

Extended day = Computed by formula on previous slide

Employment basis cannot be more than 2.0

The Assignment % is the % of time a particular works doing a job. Teachers must be coded for each different subject they teach. For example, if a teacher teaches math for 3/4 the day and science for 1/4 the

day, the Assignment % would be 75% math and 25% science. The C Record will hold up to six different assignments. The total of all assignments has to equal 100%.

“Data Have Errors”—Yuck!

“Data Have Errors”—Yuck!

Print out these reports

Divide and Conquer

Start with the biggy

There is a delightful array of 148 possible error codes available in CPI.

Common errors include E1106, Assignment School Code, Job Code (teachers cannot be reported from central office, such as system resource teachers)

E2016, SS#- all personnel reported as active in previous CPI must be reported as active or terminated, your Charter Schools and Residential Facilities will generate this error since they are not in your upload.

“Data Have Errors”—Yuck!

E622, E623, E624 Employment Basis Errors-usually greater than 2.0 or no assignment type code (both certified and classified)

E631 Payroll years of experience for certified employee not valid for classified employee (JROTC, other certified paid as classified)

E633 Payroll years of experience does not agree with state pay step

E634 Participation in State Health Plan must be Y, N, or O

“Data Have Errors”—Yuck!

E643 Certificate level missing or not valid

(typically this is a V certificate error for Vocational

which is not reflected on the certificate-TS)

E641 Certificate level does not match PSC. This is

usually an upgrade that has been processed by PSC

but not yet received by your system. Manually

correct.

E668 Assignment Job Code must not be used with

Subject Matter Code of ‘999.’

“Data Have Errors”—Yuck!

E672 Termination code was reported for employee with active assignment.

E681 Assignment percent of time not valid, must equal 100 (either percentages do not add up to 100, or previous employment assignments are being pulled in).

E695 Assignment subject matter code must not=“930” –”958” if assignment code <“200.”

E696 The third character of subject matter code must = “8” for special ed teacher assignment code.

“Data Have Errors”—Yuck!

E700 Assignment Subject Matter Code must

not=808 (Spec Ed Consultative) if Job Code is not

(A special ed code such as 171, 158, etc)

E805 Duplicate Social Security #- employee may

work for two systems, must confirm

It’s a Warning—That Doesn’t Matter

Warnings do matter and should all be checked.

“Ready for Signoff” may be received even though

there are warnings for the report.

Some warnings require “Comments”. You will not

be able to get to Sign-off until your “Comments”

are approved.

No Sweeter Words

“Ready For Signoff”

Significant Reports

CP004, CP005 Long-Term Subs and Third-Party

Contracts

CP001 Transmission Verification (does it match the

data in your system)?

CP003 T&E Summary (this is where the $ comes

from)

CP005 Out of field Status (no T&E for these)

CP006 Certified Employee Funding Source

Summary

Significant Reports (cont’d)

CP011A and B: CTAE Contract and Job

Assignments

CPO12 Certified Employee Record Summary

(opportunity for check and balance from your

system to confirm that everyone is reported)

CP013 Classified Employee Record Summary (is

everyone accounted for)?

CPO14 Salaries >$85,000 or $100,000

CPO15 Employment Basis Greater than 1.25

Significant Reports (cont’d)

CP022 Certified Employee Funding Source Detail

CP031 Certified Personnel Not Funded Through

T&E

CP038A&B, CP039A&B HB280 Math/Science

Eligibility

CP089 State Health Plan Summary

Tricks of the Trade

(Strategies, Tips, Ideas)

Paraprofessionals can earn T & E.

Make sure all experience is verified and included.

Check and double-check reports. Leaving out one certified person can cost the system thousands of dollars.

Start early. You don’t have to wait until the CPI window opens to begin your work.

Use the appropriate Job Code for assignment so that errors in HIQ2 can be avoided.

Print all reports after Sign-off. Reports are archives shortly after the CPI window closes and can no longer be accessed.

???Questions???

Deb Garner, [email protected]

Diane Matthews, [email protected]

Elaine Wilson, [email protected]