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
62
60
40
23
20
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
Percentage
Race/Ethnicity
100%
90%
80%
70%
60%
50%
40%
30%
20%
10%
0%
Supt.
Principal
Teacher
Students
White
AfricanAmerican
Asian
Hispanic
Native
American
Multi-race
Race
6
Age Breakdown
Age Composition
60%
Percentage
50%
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%
Percentage
60%
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
English
6,532
76.4
23.6
Math
5,774
60.4
39.6
Science
4,750
61.1
38.9
Arts
3,525
71.5
28.5
History
2,891
48.7
51.3
Foreign Language
2,560
81.8
18.2
Reading
1,316
92.1
7.9
Social Studies
1,291
48.9
51.1
Geography
247
54.2
45.8
Civics
204
29.5
70.5
Economics
43
26.8
73.2
43.2
41.3
42.3
42.4
43.5
40.0
42.7
46.5
41.2
40.9
41.5
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
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EPIMS Security Roles
EPIMS
District
Full
Full access to assign MEPIDs, transmit and validate staff
roster and work assignment data, and submit data
collection; view related reports
EPIMS
District
Limited
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
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 !
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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
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.
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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
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.
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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
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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