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Reporting 2012-2013 Staff Information – Due Date: September 30, 2012

Staff Information for 2012-2013 will be collected in the MEDMS (Maine Education Data Management System) Staff module as in the past. Please have your staff review the instructions below before entering and updating data.

The updated 2012-2013 staff information will be utilized for the following purposes:

• To meet state and federal reporting requirements; • To verify staff for the National Board for Professional Teaching Standards Salary Supplement; and • To update the data for the Essential Programs & Services (EPS) calculations, including the salary matrixes and calculating Full-Time Equivalent (FTE) numbers. A list of staff that impacts the EPS Matrixes is available at the following website:  http://www.maine.gov/education/data/eps/fy13/EPSMatrixPositions201213.pdf

Topics in this letter:

• Data standards documents
• General instructions for all users
• Special instructions
• Reporting guidance for Alternative Organizational Structures (AOSs)
• Training available

 

Data Standards:

Data standards documents are available to support users in understanding the meaning and format of required fields.  Please review the standards by visiting:  http://www.maine.gov/education/medms/standards/index.htm.

 

General instructions for all users:

  • In the MEDMS Staff module, most of the data entered last year will appear in the 2012-2013 screens, but all three pages must be verified for the current year and will require new data to be entered for 2012-2013.
  • Staff members, who are not returning for the 2012-2013 school year, must be exited in MEDMS, using the applicable “Reason for Leaving”, and a “Termination Date” on or after July 1, 2012.
  • The “Educational Experience in Public Education” on the Staff Personal screen, and the “Years Worked for This SAU” on the Staff SAU screen were updated automatically with an additional year.
  • The “Date Work Started” field on the Staff SAU screen, and the “Annual Salary for this Position” and the “Funding Percentage of Salary” fields on the Job Function screen will be blank and will require new data to be entered for 2012-2013.

 

Special instructions for reporting salaries, days, hours and staff with multiple or split positions (Job Function in MEDMS):

Annual Salary:

  • The amount reported for the Annual Salary should reflect the salary based on the local salary scale; please do not include stipends.

Staff with multiple positions:

  • If a person is employed in multiple positions, each job function/district assignment should be listed individually.
  • The annual salary and the total hours (days, hours) should be prorated appropriately for each position.

Multiple schools or school administrative units:

  • If a person is employed in multiple schools or school administrative units, a prorated portion for each school or school administrative unit should be listed individually.
  • The annual salary and the total hours (days, hours) should be prorated consistently. Example: If the prorated total hours (days, hours) represent 50% of the full-time total hours, then the salary should also represent 50% of the total salary.

Salary/Days/Hours for prorated positions:

  • The Annual Salary, Days, and Hours fields should be prorated for each Job Function/District Assignment.
  • The total of all Job Functions/District Assignments for a staff member should not exceed a full time position.

Staff that do not work a full year:

  • The Annual Salary and Days fields for staff who are employed by the SAU for part of the school year should be prorated. For example – a teacher who is employed for the full school year may be paid a salary of $36,000 and work 180 days. If the teacher is hired for half the year the salary would be $18,000 and the days worked 90.

 

Reporting Guidance for Alternative Organizational Structures (AOSs)

Guidance related to reporting data for Alternative Organizational Structures (AOSs) is available.  Please visit http://www.maine.gov/education/medms/AOSReportingGuidance.html to read the guidance.

 

Training Available

Training (recorded) for using data standards and verification reports is available here:   http://www.maine.gov/education/lds/training.html

 

Contacts

If you have any questions regarding the MEDMS Staff module, please contact the MEDMS Help Desk, Tel. (207) 624-6896 or medms.helpdesk@maine.gov.

If you have any questions regarding the National Board for Professional Teaching Standards Salary Supplement, please contact Paula Gravelle, Tel. (207) 624-6790 or paula.b.gravelle@maine.gov.