cpi betty rickicki technology management. cpi overview personnel to report t&e funding ...

CPIBetty RickickiTechnology Management

CPI Overview Personnel to Report T&E Funding Employment Basis Formula

Layout Changes New Edits for 2010 Items to Remember

Reports to Verify Data PSC Data Download

Race/Ethnicity Survey Final Recommendations

Portal Provisioning

Certified and Classified Personnel Information (Board Rule 160-5-2-.50)

Reporting of certified and classified personnel based on their role within your district

State funding for certified staff (Training and Experience –

T&E) Determine Teacher Shortage

Areas Program Reviews State/Federal Reporting PSC for Highly Qualified Teacher

determinations for NCLB

Cycle One Tuesday, October 6, 2009 – Transmissions begin Tuesday, October 13, 2009 - Last date initial transmissions Monday, October 26, 2009 - Final transmission date and

Deadline for Superintendent Sign-off

Date range for active and terminated employees:03/06/2009 – 10/06/2009

Fiscal Year 2010

Cycle Two Thursday, March 4, 2010 - Transmissions begin Friday, March 12, 2010 - Last date for initial transmission Friday, March 26, 2010 - Final transmission date and

Deadline for Superintendent Sign-off

Date range for active and terminated employees:10/07/2009 – 03/04/2010

Cycle Three - LEAVE Thursday, July 1, 2010 – Transmissions begin Thursday, July 8, 2010 - Last date for initial transmission Thursday, July 15, 2010 - Final transmission date for CPI Cycle 3

data and Deadline for Superintendent Sign-off

Personnel Demographic Information- A Record

SSN: xxxxx9935 Personnel ID: 00000001

Full Name: BUNKER, ARCHIE Birth Date: (mm/dd/yyyy) 10/17/1965

Gender: M Race: 2

Employee Type Displaced Staff From

Personnel Demographic Information- B Record

Certified Emp Basis 1 Classified Emp Basis 0

Contract Days-Certified 190 Annual Work Days-Classified 0

Annual Contract Salary-Certified $51,740.00 Total Annual Salary-Classified $0.00

Certified YRS Experience 17 State Pay Step L4

Certificate Level 4 National Cert N

Termination Code 0 Termination Date

Local Years Service 11 Full Time Equivalent Salary $51,740.00

Assignment Information- C Record

SchoolID

School Name Percentof Time

AssignmentTYPE

In FieldStatus

CertificateType

JobCode

SubjectMatter

CertificateField

FundCode

0103 Sample High School 66.0 C I T 109 400 748 00

0103 Sample High School 34.0 C I T 112 910 748 00

Cert Level Effective Date Provision

Flag Certificate Field Code Begin Date End Date

4 07/01/1994 F T 748 05/20/2006 06/30/2014

PSC Details if available

‘A01’ Record – Basic

Demographics

‘B01’ Record – Contract

Information

‘C01’ Records - Assignments

Certification Data from PSC

Calculated Amount

March 2009 (CPI 2009-2) 234-SAMPLE County

Georgia Department of Education CPI Employee Record Detail

“REGULAR” DIRECT

CONTRACT EMPLOYEE

S

LONG-TERM SUBSTITUTES

3RD-PARTY CONTRACT EMPLOYEES

Regular Employee EMPLOYEE TYPE = blank/null

o Direct contract with school districto Visiting International Faculty (VIF)

OREMPLOYEE TYPE = “B”Direct contract with school district

o Retired teachers who have come back to teach full time Certified Salary edits (E654 and E655)

skipped for this population, as they are not restricted to the salary schedule minimums.

Senate Bill 327 - Now OCGA 47-3-127.1

Long-Term Substitute EMPLOYEE TYPE = “L” Hired directly by the district. Has an hourly service agreement to “fill in” for

either a vacant permanent position or for a regular contract employee on leave.

Must teach in the same vacant position, or replace the same permanent employee, for at least six weeks to be considered “long term”.

Does not earn T&E dollars.

Third-Party Contract Employee

EMPLOYEE TYPE = “P” Not hired directly by the district. Independent contractors Staff hired by and paid through another

agency / private company Does not earn T&E dollars.

Third-Party Contract Employee

Report teachers - Job Codes 085 to 200 (EXCLUDE 080 Lottery Pre-School Regular Ed Teacher)

AND

Report special education service providers - Job Codes:

Adapted PE (485, 149); Audiology (481); Counseling (301, 306, 438); Diagnostic Services (479); Occupational Therapy (483); Physical Therapy (482); Psychological Services (404, 405, 406); Interpreter (437); Speech Path (480); School Health/Nurse (486); School Social Work (300, 412); Orientation and Mobility (484); Pre-School Paraprofessional (453); School Age Paraprofessional (436).

EMPLOYEE TYPE Code

Personnel Record Layouts

Certified T&E $

L Long-Term Substitutes

A No

P Third-Party Contracts

A & C No

B SB 327 Employees

(direct contract)A, B, & C Yes

Blank/null Other direct contract employees and VIF

A, B, & C Yes

Certified Employees Only

ALL “B” record data: Employment Basis Certification Level* (PSC) Pay Step Years of Experience*

* Increase T&E dollars earned

Certified and Classified Employment Basis

How to calculate:

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

# of hours/week * # of weeks worked/year = Full-Time hours/year

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

# of hours/week * # of weeks worked/year = Additional hours/year

+

Once added together:

Total of Hours DIVIDED BY Full-Time Hours

= EMPLOYMENT BASIS

Example: Full-time teacher who works 2 additional hours 2 days a week teaching night school. Contracted days = 190

Calculation for

full-time hours:

8 hours/dayX 5 days/week

40 hours/weekX 38 weeks/year 1520 hours/year

Calculation for additional hours:

2 hours/day X 2 days/week

4 hours/week X 38 weeks/year 152 hours/year

1520 + 152 = 1672

1672 ÷ 1520 = 1.10 (Employment Basis)

Example of Employment Basis

Employment Basis VS Percent of Time Employment Basis – B Record

Related to CONTRACT SALARY Used to calculate FTE (full-time equivalent) Used in T&E calculation for certified employees Cannot be greater than 2.0

Percent of Time – C Record Related to TOTAL TIME ON THE JOB All assignments must total 100% of time Estimate % of time spent per assignment

Example: Employment Basis VS Percent of Time Employment Basis – B Record

Certified CONTRACT Salary = $18,500.00 Employment Basis = 0.50 FTE calculated salary = 18500 / 0.50 = $37,000.00 Yrs Exp = 5 (Step 3), Cert Level T4 (bachelors) Salary Schedule minimum = $36,524.00 (met minimum)

Percent of Time – C Records Certified CONTRACT Days = 95 (full-time would be 190) Employee has 3 assignments:

• 15% of time worked teaching English• 65% of time worked as counselor• 20% of time worked teaching English remedial

A Record Changes

New Race and Ethnicity ChangesBreaking Out of Full NameA-level Record Length Expanding

ETHNIC HISPANIC

80-80 Hispanic or LatinoNot part of race indicators. Identifies Hispanic ethnicity

A 1 Certified,Classified, Active, Terminated

H= HispanicN= Not HispanicETHNIC HISPANIC must be ‘H’ or ‘N’

E284

RACE INDIAN

81-81 American Indian or Alaska NativeOne of the five race indicators that can be set to yes or no for a student. More than one can apply.


I= American Indian or Alaska NativeN= Not This raceRACE INDIAN must be ‘I’ or ‘N’

E285

RACE ASIAN

82-82 Asian A 1 Certified,Classified, Active, Terminated

S= AsianN= Not This raceRACE ASIAN must be ‘S’ or ‘N’

E286

RACE BLACK

83-83 Black or African American


B= Black or African AmericanN= Not This raceRACE BLACK must be ‘B’ or ‘N’

E287

RACE PACIFIC

84-84 Native Hawaiian or Other Pacific Islander


P= Native Hawaiian or Other Pacific IslanderN= Not This raceRACE PACIFIC must be ‘P’ or ‘N’

E288

RACE WHITE

85-85 White A 1 Certified,Classified, Active, Terminated

W= WhiteN= Not This raceRACE WHITE must be ‘W’ or ‘N’

E289

FULL NAME being replaced by LAST NAME, FIRST NAME, MIDDLE INITIAL• Portal Provisioning requirements need name split outLAST

NAME86-115 The employee’s last

name.A 30 Certified,Classif

ied, Active, Terminated

LAST NAME and/or FIRST NAME cannot be null.LAST NAME must be at least two characters

E3100

E3106

FIRST NAME

116-145

The employee’s first name.


LAST NAME and/or FIRST NAME cannot be null.FIRST NAME must be at least two characters.

E3100

W3107

MID INITIAL

146-146

The employee’s middle initial.


MIDDLE INITIAL must be either alpha characters (A-Z) or blank.

E3102

FILLER 147-150

A 4 No edits.

Vendor Update

Districts are responsible for contacting vendors of requirement changes

Vendor deadlines must be before October 2009 so that your district has time to enter data in your local software.

CPI Extract changes must be ready for October 2009 data collection.

Edits to be removed

E210 - Race/Ethnicity one-character data element Race/Ethnicity data element has been replaced Position in A record will be filler

E600 - Full Name must have comma between first and last name Full Name has been replaced Positions in A record will be filler

W600 - Full Name must have space between first and last name

Edits to be added E284 - Ethnic Hispanic

Edit message: ETHNIC HISPANIC must be “H” or “N” E285 - Race Indian

Edit message: RACE INDIAN must be “I” or “N” E286 - Race Asian

Edit message: RACE ASIAN must be “S” or “N” E287 - Race Black

Edit message: RACE BLACK must be “B” or “N” E288 - Race Pacific

Edit message: RACE PACIFIC must be “P” or “N” E289 - Race White

Edit message: RACE WHITE must be “W” or “N”

Edits to be added

E292 – Employee can not have value of N’s for all race identifiers Edit message: At least one race indicator must be

selected Have a code other than ‘N’

Race data elements do not include Hispanic (Ethnicity indicator)

More than one race indicator selected assumes employee is “Multiracial”

Edits to be added

E3100 - LAST NAME, FIRST NAME Edit message: LAST NAME and/or FIRST NAME cannot

be null, contain numbers, or selected special characters

E3106 - LAST NAME Edit message: LAST NAME must be at least two

characters E3106 - FIRST NAME

Edit message: FIRST NAME must be at least two characters

E3102 - MIDDLE INITIAL Edit message: MIDDLE INITIAL must be either alpha

characters (A-Z) or blank

Edits to be tightened E064 - SOCIAL SECURITY NUMBER

Edit message: Social Security Number not valid. Must be a 9-digit SSN. First three digits cannot begin with 9XX or contain 000. SSN cannot be all one number or an invalid sequence of numbers.

Cannot have 000 as first 3 digits, Cannot have 9XX as first 3 digitsCannot be any of the following:

'000000000', '111111111', '222222222', '333333333', '444444444', '555555555', '666666666', '777777777', '888888888', '999999999', '012345678', '123456789', '098765432', '876543210'.

Edits to be tightened E691 – Assignment Certificate Type

Edit message: Assignment Certificate Type not valid for employee. If employee's paperwork requesting new or renewal certificate has been sent to PSC but certificate has not yet been issued, enter '998' for pending certificate.

‘999’ removed as a valid code for pending

E692 – Job Code Edit message: ASSIGNMENT JOB CODE missing

or not valid 999’ and blank removed as a valid code

for substitute

Payroll years of ExperienceCertified Employee

Should increase by “1” from one fiscal year to the next

Refer to Board Rule 160-5-2-.05 (GBA – 5)Except for SB 327 employees – years will not accrue

Should be equal to Count 1 for Count 2 in the same fiscal year

Annual Contract SalaryCertified Employee

Must generate an FTE Salary value ≥ State Minimum Exempt: Charter Schools, Residential Facilities

Classified EmployeeMust be a value > zero

National Teacher Certification Valid values : “Y” or “N”Table updated with PSC data in

November CP019 Report reports teacher where

currently active.Report is not used for National

Certification funding

Assignment Job Code Employee may have multiple Job Codes Assignments need to be broken out by

Job CodesExamples:

• Superintendent also serving as a principal should have 2 assignment records with a percent of time serving as each.

• GNETS/psychoed counselor, Job Code 306, who is teaching should also report teacher Job Code 153

Employee may have certified as well as classified Job Codes reported

• Example: Teacher may also serve as bus driver

Assignment Field Status In-field (“I”)

Teacher is working in their certified content area

Out-of-field (“O”) Teacher is certified, but is not working in the

area of certification.

Assignment Certificate Type Must match against data received from PSC

Job Code

Title Description Cert. Required

Report Cert on CPI

Function Object

435 ParaPro N Y

114 Grade 9 Teacher

Y Y

410 School Nurse

N N

Reporting CertificatesRefer to the Job Code Table…

Certification Exemptions: Some Charter Schools and Residential Treatment

Facilities Third-Party Contract Employees

Reminders: Subject Matter codes should reflect the

specialized fields of study wherever possible.

Subject codes 930-958 are no longer valid codes for Job Codes 080-199 (teachers) These subject codes are still valid for any

position above 199 (non-teacher codes) Elementary codes can still be used (920-928)

where appropriate

If subject being taught is not in one of the more specific codes, personnel should be coded using the first 2-digits of the course number.

Third digit is the Type of Instruction Combining first 2 digits with Type of

Instruction:Example:

English Language Arts (LA) = 23.xxxxxxx

231 = Remedial LA232 = Gifted Education LA233 = Distance Learning LA238 = Special Education LA230 = All Other LA

Reporting Remedial Subjects:Remedial cannot be used for all subject

areas

Board Rule 160-4-5-.01 “Remedial educational program – an instructional program designed for students in grades 6-12 who have identified deficiencies in reading, writing, or mathematics. “

Professional vs. Provisional

Some certificates can be either provisional or professional (ex. NT). Please read certificate issued from PSC.

If person is considered professional for one certificate, then PSC file will have him/her flagged as professional for all certification entries in the PSC file. Effects edit for minimum salary required.

Professional vs. Provisional Certificate Type Table (on our website) will only

show a Salary Type of either “T”/Professional or “B”/Provisional, but certificate issued by PSC will state that: “This non-renewable certificate is not a professional

certificate.” appears on non-professional Non-renewable certificates (the

equivalent of the old "B" certificates.) It does not appear on ALL Non-renewable certificates.

In this case the employee will be paid on the provisional salary scale.

Extended Day – CTAE (Voc Ed) Job Codes

116 – Extended Day Teacher (HS) 117 – Extended Day Teacher (6-8)119 – Extended Year Teacher (6-12)must be reported with a Secondary Fund

Code of “76”

Extended day job codes should be used when a teacher works additional hours either before the normal school day starts or after the normal school day has ended.

E1008 – Replaces W1107 Principal (Job Code 610) must be reported

from all FTE reporting schools with school codes less than 6000

Superintendents also serving as principals need to report both assignments

E1009 – Technology Specialist should not be reported with a subject Job Code 445 = Technology Specialist Subject Matter Code should = ‘999’ or blank

E1012– Parapros (Job Codes ‘434’, ‘435’, ‘436’) should report Subject Codes according to assignment type:

Instructional para – Subject Codes ‘920’-’958’ Non-instructional para – Subject Code ‘999’

E1010 – Classified employees (Assignment Type Code = ‘N’) should not report a subject

Subject Matter Code should = ‘999’ or blankExceptions: Grad Coach, 3rd-Party Contract

Teachers, Instructional Parapros

E1013 – EMPLOYEE TYPE must be valid ‘L’ = Long- Term ‘P’ = 3rd Party Contract ‘B’ = SB327 Retiree returning to teach full time Blank/null = All other direct contract employees.

E1011– Replaces W647 Classified employee’s FTE salary > $200,000

Assignment Type Code = ‘N’

FTE salary = contract salary / employment basis

E1014 – These Job Codes must be reported with a school code, not a facility code: Teachers (greater than ‘080’ and less than ‘200’)

Not including ‘080’ Lottery Pre-school teacher

Principal (‘610’) and Vice-Principal (‘615’) Graduation Coach (‘398’)

W1108 – FTE salary exceeds minimum salary in Salary Schedule by $20,000 or more. Established to catch data errors that have occurred in

the past.

E696 – Special Ed teachers can now report remedial (xx1)as well as special ed subjects (xx8) See “Remedial Education Program Guidelines 2007-2008”

W805 – Warning: This employee is currently employed in another Georgia school system. Example: Teachers who are reported from

multiple counties with a job code 154, Night School Teacher (Grades 9-12).

Requires checking with other district and entering comments in order to sign off.

E2016 – All personnel reported as active in previous CPI cycle must be reported as either active or terminated in the current CPI cycle.

Error will be generated if active personnel from previous count are not reported as active or terminated in current CPI collection.

If they have terminated within one month of the current CPI count, please terminate on-line to reduce the number of edits in next CPI collection

Often caused by back-dating terminations in local system after CPI has been uploaded.

Extended Day Personnel Work extra days outside their normal

contracted time and are paid through the Vocational Grant (Board Rule 160-4-3-.11)

Secondary Fund Code = “76”

20 Additional Day Personnel Work extra days that may be spread

throughout the school year Not paid with Secondary Fund Code “76” Can be any other code, including “00”

Personnel who teach for the Georgia Virtual School Program

Personnel hired by the Georgia Virtual School are not reported in CPI

Georgia Virtual School Program now reports their teachers directly to PSC for HiQ determination

Teachers/Administrators Reported in Student Record and Class

Size Produce errors if they do not have a

teaching or administrative record in CPI Administrators must have an assignment

(C-Record) with a valid Job Code. Teachers must have at least one

assignment (C-Record) with a valid Job Code.

Teachers must have an assignment (C-Record) with at least one of the following Job Codes:

080-199 (Teachers) 301- 302 (Special Ed) 400-402 (Counselors) 440 (Librarian/Media Specialist) 480 (Speech Pathologist) 672 (Vocational Specialist) 673 (Youth Apprenticeship Director) 621 (Instructional Supervisor)

Student Record E909 – Long-Term Substitutes will need to be relieved – no C record with Job Codes

CP018 – Terminated Employees Listing of all employees that are being

reported in current collection as being terminated

CP032 – Personnel Reported Active in Last Cycle Listing of all employees that were reported in

last collection as active Compare this report to CP018

CP019 – National Board Certification• Listing of employees reported with a

National Certification = “Y”• Should now report regardless of which

district last reported to National• Will not report employee if permission

was not given to National to release information

• Is not used in funding process for National Certification

CP036 – Job Codes Summary by System Total number of employees reported by Job

code. Can be viewed down to each facility within the school

system

CP020 – Assignment Job Codes Not Reported Use as a check against what should be

reported

CP040 – Long-Term Substitutes Demographics reported

CP041 – Third-Party Contract Employees Demographics reported Assignments reported

PSC

GaDOE

DISTRICT

Refreshed DAILY, except right after cycle

DOWNLOAD AS NEEDED

CPI Main Menu

PSC Data Request

After All Signoffs Per

CycleData

temporarily frozen

Guidelines are provided by the National Center for Education Statistics (NCES)

http://www.gadoe.org/pea_infosys_data.aspx?PageReq=PEAISDRace

Race/Ethnicity Definitions

Compliance with new U.S. Department of Education

Race and Ethnicity Data Reporting Standards

The race/ethnicity of an individual shall be collected in a two part format that specifies:

(1) whether or not the individual is of Hispanic/Latino ethnicity (2) allows the individual to select one or more races from the five racial categories.

A two-part question is mandatory, with the ethnicity part asked first.

1. Ethnicity (Choose one): Hispanic/Latino Not Hispanic/Latino

2. Race (Choose one or more, regardless of Ethnicity):

American Indian or Alaskan Native Asian Native Hawaiian or Other Pacific Islander Black or African American White

Rethinking…

Ethnicity versus Race for Hispanic Example: Employee answers question #1 as

Hispanic but is unsure of how to answer the race question. Question 2 Answer for Race??

person may indicate the family is affiliated with a tribe in Mexico, therefore his/her race is American Indian (I). Or

may indicate he/she has family origins from Spain, therefore he/she is white (W). Or

he/she may have multiple origins from parents: American Indian (I) and White (W) on mother's side and Black (B) and Asian (S) on father's side.

Migrating to the New DefinitionsCurrent Fiscal Yr 2010

H - for Hispanic Latino ethnicity

RACE

•I- American Indian / Alaskan Native

•S- Asian•P- Native Hawaiian / Other

Pacific Islander

•B- Black or African American

•W- White

2 or more races selected

•H-Hispanic

•I-American Indian Alaskan Native

•A-Asian/Pacific Islands

•B-Black (Non Hispanic)

•W-White

•M-Multi-Racial

Self-Identification versus Observation

Individuals must always be encouraged to identify their own race and ethnicity.

Staff members may be asked to re-identify themselves in their records.

Self-identification of racial and ethnic categories is strongly recommended, although respondents are not required to do so.

If staff member declines to select race and ethnicity, identification by observers should be used.

Observer identification is the method of last resort.

DOE guidance on Self-Identification:

Ethnicity and race selections do not necessarily have anything to do with the respondent's parental heritage or DNA.

They are reporting based on how they see themselves. So for the person who is from Mexico and comes from American Indian origin, he/she can still say they are another race (i.e. black or asian). It is up to the individual.

The race definitions are more of guidance to let the respondent know what is considered in each grouping.

The two-part question in your survey may look like this:

Part A. Is this employee (or Are you) Hispanic/Latino? (Check only one)No, not Hispanic/LatinoYes, Hispanic/Latino ( A person of Cuban, Mexican, Puerto Rican, South

or Central American, or other Spanish culture or origin, regardless of race.) The above part of the question is about ethnicity, not race. No matter what you selectedabove, please continue to answer the following by marking one or more boxes to indicatewhat you consider your employees (or your) race to be.”

Part B. What is employee’s (or your) race? (Choose one or more)American Indian or Alaska Native (A person having origins in any of the original peoples of North and South America (including Central America), and who maintains tribal affiliation or community attachment.)Asian (A person having origins in any of the original peoples of the Far East, SoutheastAsia, or the Indian subcontinent including, for example, Cambodia, China, India, Japan,Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.)Black or African American (A person having origins in any of the black racial groups ofAfrica.)Native Hawaiian or Other Pacific Islander (A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.)White (A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.)

Other Resources – Data Collections documentation

Race and Ethnicity Reporting Requirements and Resources

Overview of Race and Ethnicity RequirementsSuggestions to School Districts for Implementing New Requirements Presentation - Race and Ethnicity Implementation 2009-2010FAQs - Race and Ethnicity RequirementsSelf-Identification or Observer-Identification NCES Forum Guidelines

Errors or Omissions can cost district $$$

Budget comes from October CPI data. Corrections after CPI count 1 will not be

considered because budget processing will have been based on October data. Make sure principals are reported

Make sure salary information is correct Base does not include T&E dollars

Certificate Level and Creditable years affect T&E funds

Make sure certification information is current

Enhanced security software to use personnel data… New extract to be created outside of CPI

• Effective October 2009 • personnel data will be used by the GaDOE security

software to assist in the provisioning of district employees’ access rights in the portal

A separate menu, not in CPI, will be provided to upload the extract.• Proposed Data Elements: Employee SSN, Last Name,

First Name, Middle Initial, Date of Birth, Employee Type, Termination Code, Termination Date, and per assignment Job Code with School Code

Business rules have not been finalized as to :• Number of records per employee

(many have more than one assignment), • Cycles required for uploads• Final layout and file format.

More to

Come

Please issue a dticket via email

[email protected]

Or

call the Help Line at

800-866-1011

Please indicate that this is a

WORKSHOP QUESTION

For CPI.

Thank you for your kind attention!

cpi betty rickicki technology management. cpi overview personnel to report t&e funding ...

Documents

district slide

date range

final transmission date

archiebirth date

nclb slide

date initial transmissions

reporting of certified

b direct contract