New York State Education Department Office of Information and Reporting Services (IRS) Staff Data Collections & Flow 1
New York State Education Department Office of Information and Reporting Services (IRS) epmf SED s Legacy Staff Collection online in 2014-15 via the Teacher Access and Authorization (TAA) System Since BEDS Day, 107,575 forms have been submitted for teaching staff; 7,211 forms have been saved; 5,803 forms are incomplete. 2
New York State Education Department Office of Information and Reporting Services (IRS) epmf Challenges and SED Responses 1. Limited understanding of TAA account creation: Updated guidance for users and administrators posted on the web with links directly from TAA; 2. Field unclear about the dependencies for form creation: Updated guidance for users and administrators posted on the web with links directly from TAA; 3. Need for better documentation around TAA entitlements: IRS worked with IT to run mass updates to fix entitlement issues (guidance below); 4. SED infrastructure and TAA retooling: IRS working with IT on server related issues and to provide more meaningful error messages to end users. Teachers who left the district in prior years were removed from TAA. 3
New York State Education Department Office of Information and Reporting Services (IRS) epmf/taa Improved Documentation Direct links from TAA https://eservices.nysed.gov/taa/ epmf Guidance for Teachers http://www.p12.nysed.gov/irs/beds/2014/pmf/home.html Updated TAA User Guides, epmf Manuals and epmf FAQs; TAA Guidance for Administrators: http://www.p12.nysed.gov/irs/tsdl/ Staff Snapshot Verification Report and Report Guide (early December); 4
Staff Data Templates * Correct Teach ID; Field 8, Teacher; Record must be in L2 epmf Dependencies - Staff Snapshot and the form Generation Process Valid Staff Snapshot record* for a Teacher PIN Generation, PINS Distributed to District epmf form creation: TEACH ID; Field 8 Teacher; Location Code After successful account creation/log-in teacher and Admin can access the form Personal data derived from TEACH, Exp. data from prior year PMF where available Downloadable files should be populated with teacher data Form Status will be incomplete until a teacher Saves or Submits Entitled TAA Admin can Unsubmit, edit and Submit the form Downloadable files should be populated with updated teacher data 5
New York State Education Department Office of Information and Reporting Services (IRS) SEDDAS Entitlements for the Teacher Access and Authorization (TAA) System User Login Access and Account Administration TAA User Login Access Charter Schools CEOs Can entitle staff at the same location to be users. School Districts CEOs Can entitle staff at the district location to be users; Can entitle staff at a school location within the same district as a user (Building CEO should have the same entitlements first). Public Schools CEOs Can entitle staff at the school as a user (school CEO must be entitled first). BOCES (main location/district) CEOs Can entitle staff at the same main location as users; Can entitle staff at other associated building locations (including virtual locations) as users (Building CEOs must be entitled first). RICs CEOs Can entitle staff at the same location as users. 6
New York State Education Department Office of Information and Reporting Services (IRS) SEDDAS Entitlements for the Teacher Access and Authorization (TAA) System User Login Access and Account Administration TAA Account Administration (creation/entitlements) Charters Schools CEOs (Delegate Administrator & Entitlement Administrator) Cannot delegate account administration to other charter staff for the same location. School Districts CEO (Super Delegated Administrator) Can delegate account administration to other district staff; Can delegate account administration to public school CEOs as the account administrator for the school CEO location. Public Schools CEOs (Delegate Administrator & Entitlement Administrator) Cannot delegate account administration to other school staff for the same location (CEO must have Delegate Administrator & Entitlement Administrator entitlements first for the needed applications). BOCES (main location) CEOs (Super Delegated Administrator) Can delegate administration to main location BOCES staff for the same location; Cannot delegate to other associated building locations (including virtual locations) account administration. The administration must be managed by the main BOCES. RICs CEOs Cannot delegate account administration to other RIC staff for the same location. 7
Staff Collection Templates Staff_Snapshot Foundation for other Staff records One record per staff member For teaching and non-teaching staff Changes for 2014-15 epmf Other Templates Staff_Assignment Multiple records per staff member For teaching and non-teaching staff Changes for 2014-15 epmf ENYP Growth Staff_Tenure New template for 2014-15 For tenure track educators Staff_Evaluation _Rating For educators subject to APPR system APPR Processes Staff_Student_Course 8 Supporting template that ties students to teachers for evaluation purposes
Staff Data Templates Staff Snapshot - The Primary Driver for All Staff Data A Staff Snapshot record must be reported before any other staff record type for that person can be reported; If a staff member is erroneously reported to L2, a soft delete can be done by sending a "D" for field 41 (Active/Inactive); In 2014 15 and beyond, Staff Snapshot records will trigger the distribution of PINs for teachers who need to utilize TAA (epmf and TSRV purposes); A staff member associated with only one building should have a location code for that building. If working in more than one building, use the district code. Field 8 in the template must be populated with TEACHER for epmf form creation and visibility within TAA. Leave blank for non-teaching staff. 9
Staff Data Templates Staff Snapshot New Data Elements for 2014-15 *Previously collected PMF data elements Position Title TEACHER must be populated for epmf; Years Experience in this district*; Total Years Experience (All districts, nonpublics, colleges)*; Employment Basis (Percent Time in District)*; Race/Ethnicity (Optional); Original Hire Date (Teacher Hire Date); Annual Salary*; Employment Separation Reason (Resigned, Retired,..); Education Level (Highest Degree)*; Annual Contract Work in Months (3 to 12)*; Professional Development (Y,N,NA)*; Charter School Certification Exemption* 10
Staff Snapshot Report for Verifying epmf Forms 11
Staff Data Templates Staff Assignment ENYP All Non-teaching Professional Staff requiring Access; One record for each location to which person needs access (multiple blds use dst code); EPMF All Non-teaching Professional Staff; One record for each assignment, location, grade level; PMF assignment codes. TLE/APPR Used to link principals to building locations. ENYP assignment codes. 12
Staff Data Templates Staff Tenure District Code; Staff ID Alternative Staff ID Tenure Area Code (Codes in the SIRS Manual); School Year Date; Tenure Status Code (Desc. Not tenure elig; Probationary ); Tenure Status Effective Date; Original Probationary Period End Date; Probationary Period End Date; Probationary Period Extended Indicator. 13