USPS and EMIS
Working Together
Reporting Summer
Separation Records
Important Facts for Summer
Separation Reporting:
• Only dates after the last day of school for the prior year may
be reported as the separation date. If a staff member is not
assigned to a specific building within a district, then the
reported date must be after the latest last day of school for all
buildings within the district.
• If reporting a summer separation record the employee cannot
have even a single day of attendance in the current year on
any job.
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Reporting Summer Separation
(continued)
OPTION 1
Summer Separation reported through EMISFFE
If Summer Separation Records (CL) are being
reported through EMISFFE then the CI
(BIOSCN) and CK (JOBSCN) records must all
have the Report to EMIS Flag set to “N” in
USPS.
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Reporting Summer Separation
(continued)
OPTION 2
Summer Separation reported through the SIF
data collector
Criteria needed:
• Separation date and Separation reason on all jobs in USPS
• Position status on POSSCN screen set to U
• Calendar stop date on all jobs
Note--After October reporting has completed the CI
(BIOSCN) and CK (JOBSCN) records need to have the
Report to EMIS Flag set to “N” in USPS.
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BIOSCN Notes
• Who do I report?
See the Staff Records Overview chapter in the EMIS
Manual Chapter 3-1:
http://www.ode.state.oh.us/GD/Templates/Pages/ODE/OD
EDetail.aspx?page=3&TopicRelationID=1102&ContentID
=132225&Content=133945
• What is considered a long-term illness?
15 or more consecutive work days. A granted nonmedical leave is NOT considered a long-term illness. LTI
days are a subset of attendance days. RPTSUM can be
helpful in reporting period “N”
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Years of Experience Notes
• What is the difference between
Authorized and Total years of experience?
Authorized = total years of authorized teaching experience
as a regular or substitute in an elementary or secondary
instruction for at least 120 days in a regular school year
(ending June 30). Does not include teaching at a college,
university, or related institution. Must be less than total
years of experience
Total = total number of years of all certificated educational
service (authorized and non-authorized). Maximum is 40
total years. Must be greater than or equal to the authorized
years of experience
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Incrementing Years of
Experience
• The MASCHG/MASINC program needs
to be ran to increment Total and Authorized
years of experience for all certified
employees.
• This process needs to be ran for October
EMIS reporting.
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JOBSCN-Extended
Service Days
How am I to report extended service time?
Extended service days is only required for ESC’s.
• All others- Combine with Regular Position
**Salary
** Day
• Can pay on separate jobs, Report extended service
on one job
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JOBSCN Extended
Service Days
Regular District• You will need to combine the extended service days with their
regular position (salary/days). If you wish you can pay the
extended service on a separate job, but you will only report one
job for this employee that includes regular work days and
extended service days together.
• If the extended service field is populated for a regular district and
you have the regular days and extended service days combined as
you should in the work days field the soap server is smart enough
to know that this is an entity (not an ESC) that does not report
separate extended service days and will ignore the extended
service days field for this district.
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JOBSCN Extended
Service Days
District ExampleWork days including extended service days:
JOBSCN:
181 with 23 extended days
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JOBSCN Extended
Service Days
ESC• You will be required to enter in the actual number of work
days (not including extended service days) in the EMIS
Contact Info Work Days section on screen two of the
JOBSCN.
• You will also need to make sure that they have the correct
amount of extended service days in the Extended Service
field.
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JOBSCN Extended
Service Days
ESC Example 1Work days include extended service days:
JOBSCN:
12
JOBSCN Extended
Service Days
ESC Example 2Work days not including extended service days:
JOBSCN:
181 with 23 extended days
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JOBSCN Notes
• Hours in day are NOT to include lunches.
• What and how to report FTE?
Full-time equivalency is the ratio between
the amount of time normally required to
perform a part-time assignment and the time
normally required to perform the same
assignment full-time
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JOBSCN Notes
(continued)
• Spec. Ed FTE field contains the Special Ed full time
equivalency of the position assignment for EMIS reporting
purposes.
• This EMIS Contract Info: FTE field contains the full
time equivalency of the position assignment for EMIS
reporting purposes. This is only required if the EMIS FTE
differs from that in the USPSCN/POSSCN 'FTE' field.
• Salary Schedule: FTE is the full time equivalency for this
position in regards to a salary schedule.
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JOBSCN Notes
(continued)
• For Example:
If a full-time teacher instructs students for six
hours a day, then a teacher that instructs students
for three hours per day would have a position FTE
of .5 (3 divided by 6).
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Confusing Situations
• Split Positions
*Employee has two separate jobs
-Report each position code on a separate job record
* Employee paid on one job but either works two “positions”
or is in multiple buildings
-Report each position/building on a separate job record
-Split salary,days, hours, FTE between job records
-In USPS, use the EMIS Contract Info fields to report data
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Confusing Situations
(continued)
• Teaching Positions
*Regular Teacher
-Position Code 230
-Assignment Area 999370, 999365 (LEP-Limited English Proficient)
-Course Master or Contractor Staff Employment record
*Special Ed Teacher of Record
-Position Code 230
-Assignment Area 999412 (Preschool) or 999414
-Course Master with Student Population D* of S* or
Contractor Staff Employment Record
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Confusing Situations
(continued)
*ESP (Educational Service Personnel) Teacher-Elementary Art,
PE, Music
-Position Code 230
-Assignment Area 999050, 999418,999570
-Course Master Record or Contractor Staff Employment
Record
-If teaching Health also, must report two positions one
as regular teacher and one as ESP PE
*Special Ed Inclusion or Resource Room
-Position code 212
-Cannot have Course Master
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Confusing Situations
(continued)
*Itinerant Preschool
-Position Code 230
-Assignment Area 999412
-Must be attached to program code 220100 on each student
served
*Remedial Reading
-Position Code 204
-Cannot have Course Master
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Confusing Situations
(continued)
*Gifted teacher
-Position Code 230
-Assignment Area 999380
-Course Master with student population GA or GE or
-Attached to 206xxx Program code on each student served
*Permanent Sub
-Position Code 225
-Cannot be attached to Course Master
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Contracted Staff
*Instructional
-ESC
-Student Sent to Non-EMIS reporting Entity
-Therapists
>Occupational Therapist
>Physical Therapist
>Speech Therapist
*Non-Instructional
-Bus Drivers
-Food Service
-Custodial
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Contracted Staff-Instructional
*ESC
-Preschool
>ESC Reports All Staff Records and Courses
*School-age
-ESC Reports
>Staff Demographics
>Staff Employment
>Contractor Staff Employment Records
*Resident District Reports
-Course Master with ESC Staff Attached
>State Staff ID
>Provider IRN of ESC
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Contracted Staff-Instructional
(continued)
*Non-EMIS Reporting Entity
-Staff Demographic
-Staff Employment
>Position Status A or I (Contracted Agency or Individual)
-Course Master
*Therapists
-Staff Demographic
-Staff Employment
>Position Status A or I (Contracted Agency or Individual)
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Contracted Staff
Non-Instructional
*EMIS Reporting Entity
-Contracting District
>Reports nothing
-Contractor District
>Staff Demographics
>Staff Employment
>Contractor Staff Employment Record
*Non-EMIS Reporting Entity
-Contract-Only Staff Record
-One Record per Position Code per Contract Term
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EMIS Staff
Reporting Process
• EMIS Data detail listing report
- Run USPEMS, select PERDET. The report can be
generated to only show EMIS job with errors or you can
create the report to show all employees.
- If any errors, correct them in the appropriate USPSCN
program.
- Rerun PERDET and verify information. This can be ran
as may times as needed until all errors have been cleaned
up.
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Perdet Errors
* See the handout regarding Perdet errors and measures
to take to correct the errors.
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EMIS-R Staff
Reporting CC/CJ Records
• For USPS reporting if your district uses the EMISFFE
file for your CC (Contract Only Staff) and CJ
(Contractor Staff Employment) records you will be
required to upload these files to the data collector
before the collection process begins.
• If CC (Contract Only Staff) and CJ (Contractor Staff
Employment) records are being tracked in the USPS
Web application the payroll staff will need to process
USPEMS and create the USPEMX_EMISR.SEQ file
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EMIS-R Staff
Reporting CC/CJ Records
(continued)
• After this file has been created you will then need to
run the EMISR_COPY procedure in order for this file
to get pulled into the SIF data collector. This can be
found at the USPS/USPS_LCL menu. You will be
prompted to enter in the reporting period K-October
or N- Year End.
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Using USPS Web for
Contractor Record Reporting
• If your district would like to begin
processing the CC and CJ record in the
USPS Web the district can request that the
EMISFFE file be sent to the NWOCA
USPS staff.
• Once this has been done the file then is
copied to the respective payroll processing
employee’s directory.
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USPS Web Contractor Records
(continued)
• Once the EMISFFE file is copied to the
respective directory the user will then be
able to process the USPS1010 program.
• This program can be ran in projection mode
first to verify how many records will be
created. If any errors are encountered the
report USPS1010.TXT will contain this
information as well.
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USPS Web Contractor Records
(continued)
• The USPS1010 program can then be ran in
actual to create the CC and CJ records in the
USPS Web application.
• If the district would like the EMIS
coordinator to have EMIS only access to the
USPS web application a request from the
district treasurer can be sent to the fiscal
staff at [email protected]
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EMIS-R Staff
Reporting Process
• To report staff through the data collector the
staff box in SIF will need to be checked.
• The USPEMX.SEQ file can be loaded from
the flat file, however the SIF data collector
is the recommended option for staff
reporting.
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EMIS Contract Info
For Year-end reporting it is extremely
important that when new contracts for the new
school year are purged in that the old contract
data for reporting period N still be accessible.
This data can be saved to the EMIS Contract
Info field on the JOBSCN.
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EMIS Contract Info
(continued)
• There are two options to retain the old
contract data for N reporting purposes.
• 1- Manually enter in the data on the
JOBSCN in the EMIS Contract Info field.
• 2- If the NEWCNT program is being used
ALL of the following fields on the second
screen of NEWCNT screen should be blank.
35
EMIS Contract Info
(continued)
•
•
•
•
Hours per day
Contract Amount
Work days
FTE
36
EMIS Contract Info
(continued)
• When purging the new contracts the
“Update JOBSCN EMIS contract fields
with values from old contract” field should
be populated with a “Y” so that the old
contract data gets pulled into the JOBSCN
for EMIS N reporting purposes.
37
EMIS Contract Info
(continued)
• Once Year-end “N” reporting has
completed the MASCHG/MASEMIS
process can be ran to clear the old contract
data from the EMIS Contract Info field.
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EMIS Contract Info
(continued)
• After reporting period “N” has closed and the
EMIS Contract Info field cleared. It is important
to remember that if there is a mid-year contract
change for an employee that occurred between the
last day of October count week, and before the
final day of October reporting, that the old
contract information for that employee will need
to be entered in the EMIS Contract Info field on
the employee’s JOBSCN for October reporting
purposes.
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Staff Changes
There are a few changes in the following areas
for staff reporting:
• Subject codes
• Fund source codes
• Position codes
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Sites of Interest
ODE EMIS Manual:
http://http://www.ode.state.oh.us/GD/Templates/Pages/OD
E/ODEDetail.aspx?page=3&TopicRelationID=1102&Co
ntentID=132225&Content=138150
**See section 3 for Staff Records information.**
EMIS Data Submission Requirements:
http://http://www.ode.state.oh.us/GD/Templates/Pages/OD
E/ODEDetail.aspx?page=3&TopicRelationID=367&Con
tentID=37661&Content=140627
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Sites of Interest
EMIS Processing Schedule:
http://http://www.ode.state.oh.us/GD/Templates/Pages/OD
E/ODEDetail.aspx?page=3&TopicRelationID=1297&Co
ntentID=12131&Content=140629
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