PIMS Manual_Vol 1_V1.0 - Sayre Area School District

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Pennsylvania Information Management System Pennsylvania Department of Education Rules: 1. Date fields (field name ends in DATE) must be in the ISO format: YYYY-MM-DD 2. ASSIGNMENT CODE must exist in the STAFF_ASSIGN_CODE Table for matching SCHOOL YEAR DATE 3. COMPLETION DATE must be greater than or equal to ASSIGNMENT DATE 4. If populated, ASSIGNMENT PROGRAMS CODE must exist in the PROGRAMS_CODE Table for matching SCHOOL YEAR DATE 5. If populated, CERTIFICATION TYPE CODE must exist in the STAFF_CERT_TYPE Table for matching SCHOOL YEAR DATE 6. If populated, CERTIFICATION AREA CODE must exist in the STAFF_CERT_AREA Table for matching SCHOOL YEAR DATE 7. If populated, ASSIGNMENT FUND SOURCE CODE must exist in the GL_FUND_SOURCE Table 8. ASSIGNMENT ROOM and ASSIGNMENT SITE are used to describe the specific place where the assignment takes place 9. The columns identified with an NCES code are recommended to follow the NCES Non-Fiscal Data Handbook V4.0 10. Code Column: K - component of primary key, U - value is updated if row exists, M - a value must be supplied 11. Code Column: When enclosed within parentheses - e.g. (K,M) - the value is assigned by eScholar 12. Only delimited files are accepted. Load Sequence/Dependencies Load Sequence/Dependency STAFF FAQs Please note that FAQs in this section pertain to the Staff Assignment Template in the Staff Domain. 1. Must non-certificated personnel be reported? • Yes. NOTE: Only certain staff assignment codes are valid for non-certificated personnel. See Appendix B of the PIMS User Manual Volume 2 for more information. Version 1 Page 161 Published 7/21/2010
Pennsylvania Information Management System Pennsylvania Department of Education FAQs, continued 2. Are itinerant elementary teachers, who are reported as teaching physical education, music, computers, and art, required to be reported at all schools at which they teach? • Yes. The Staff Assignment template allows for LEAs to submit one record per staff member per location and assignment. This means that one staff member can have an unlimited number of location and assignment combinations. Report itinerant teachers at every relevant location. NOTE: The values of the Percent Time Assigned fields in all of the staff members’ Staff Assignment records may add up to more than 100% in rare cases. Please check with PDE if you have staff with more than 100%. • For part-time staff, the total must be less than 100%. 3. Can a staff member have records for a certified (certificated) assignment code and a non-certified (certificated) assignment code? • Yes. Certificated staff can be associated with both certificated and non-certificated assignment codes. If a staff member has more than one position, it is possible one is certificated and one is non-certificated. For example, in charter schools it is common for a person to be both the Chief Administrative Officer (non-certificated) and a principal (certificated). Also, a computer teacher (certificated) could be the school computer technology specialist or director of management information systems (both non-certificated). 4. How are staff reported if they are not assigned to a particular school? • Each LEA will use a generic location code of “9999” for the staff working off-site, such as Intermediate Unit staff teaching at another LEA’s building. • Use a generic code of “0000” for LEA administrators assigned to district offices, who do not work directly with students. Some examples are superintendents, curriculum coordinators, business managers, home and school visitors, etc. • Psychologists, social workers, school nurses and other itinerants may have multiple assignments reflecting different locations. How do I choose an assignment code? • Report the assignment code(s) which best reflect what each employee does. All elementary/secondary professional assignments must be reported. NOTE: A professional certificate is the credential an employee holds. Certification codes and assignment codes do not necessarily match. DO NOT report the number found on the professional certificate. 5. Do I need to report assignments for terminated staff? • No, you do not need to report an assignment for terminated staff. Report only for active staff and those on leave. 6. Should I report substitutes? • Substitutes are only reported when they are filling a vacancy. Do not report day-to-day and long-term substitutes replacing staff on leave. 7. How should the Percent Time Assigned field be populated? • This field is the ratio between the hours of work expected in a position (those hours actually worked) and the hours of work normally expected in a full-time position in the same setting, expressed as a percentage. Please see the examples below. Version 1 Page 162 Published 7/21/2010
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PIMS Manual_Vol 1_V1.0 - Sayre Area School District

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