EPIMS

1. EPIMS Lessons Learned Maureen Lovett Brockton Public Schools

2. Brockton District • 25 schools • 1 high school • 4 jr. highs • 2 alternative • 18 elementary • 15,700 students • 976 core academic teachers • 320 non core academic teachers • 900+ other staff (excluding operations/maintenance and food service) • HR/Payroll - MUNIS v1.35 • Student System – Starbase, Century Consultants

3. How we started… 2.5 HR supervisors, 1 data person

4. Needs Assessment • Determine what, where and how • What data elements do you have (in any form) and what data elements do not exist anywhere? • Where is the data maintained? • How are the data elements maintained - electronically (program, spreadsheet, database) paper? • Anything on paper needs to be electronic, preferably database or program

5. Vendors Determine the status of your HR/Payroll vendor • The companies that attended the vendor meeting are posted to the DOE EPIMS web site. No company is required to participate • The product may or may not be ready for October submission, have a contingency plan

6. No, not Hispanic or Latino Yes, Hispanic or Latino White Black or African American Asian NH or OPI AI or AN Y/N Hispanic or Latino Y/N White Y/N Black or African American Y/N Asian Y/N NH or OPI Y/N AI or AN Determine Staff Survey At a minimum, you’ll need to survey for new race/ethnicity categories Data collection methodology: survey and data storage should be in the same order

7. Determine Staff Survey (cont.) • Plan on two rounds of surveys • One in late spring, follow-up in September for non-responses • Modify HR documentation for new hires over the summer • Make sure new hire data entry is done also • If you are using a temporary system until your vendor is ready, set up the database or spreadsheet so that no typing is needed. Dropdown menus or validation cells are extremely helpful.

9. Job Class Codes and Assignments • Should be completed by HR • IMPORTANT – one person can have two job classifications or assignments • When complete, run summary data: • Administrators, # teachers by school, etc. • Compare results to last year’s DSSR • Time consuming!

10. Subject Codes • Geared to grades 9-12 • For grades 7 & 8, don’t be afraid to use “other:” • Literature-Other = 01099 • Mathematics-Other = 02999 • Social Sciences-Other=04299

11. Multi-Task! Survey and Results Subject Codes and Grade Level Job Class Codes and Assignments

12. Highly Qualified (HQ) • ELAR Licensure Status dropbox • All licenses held by staff, applied date, expire date, level, type, etc. • DOE: • http://www.doe.mass.edu/nclb/hq/planning.html • “November 2006 Presentation -- NCLB's Teacher and Paraprofessional Requirements” • FAQs: http://www.doe.mass.edu/nclb/hq/hq_faq.html

13. HQ (cont.) • Conduct a meeting with principals: • EPIMS data elements • HQ status • Materials: • HQ presentation from DOE • Teachers’ licensure status • HQ FAQs • Options for demonstrating SMC: http://www.doe.mass.edu/nclb/hq/smc.pdf

14. HQ (cont.) • Applies to core academic subjects only • If subject codes’ first two digits start with 01-06, it is a core academic subject • Assignment codes 001-018 are core academic only • Therefore, you cannot have HQ status for teachers in subjects 07*** or higher nor can you have HQ status with assignments higher than 018.

15. Summary Data • Once all data is collected, prepare summary data for administrators and principals • Staff should know results • When you submit data and it is error-free, check DOE reports • Know how the data is aggregated so that you can replicate the results • Review the data before certifying

16. Quick Review • Needs Assessment • Vendor status • Staff Survey • Set up data collection system in same order • No typing • Multi-task • Know HQ materials available • Review summary reports • Don’t hold meetings on Friday afternoons

17. How we ended…

18. Maureen Lovett, Data Warehouse Administrator 508-580-7935 maureenlovett@brocktonpublicschools.com