Data Standards Document

STAFF

 

 

 

DOCUMENT VERSION: A

 

 

For MEDMS Users

 

Statewide Longitudinal Data System

Maine Department of Education

23 State House Station

Augusta, ME 04333-0023

Help Desk: (207) 624-6896

 

 

 

 

 

 

 

This document is valid until June 30, 2010, unless a revision is published prior.

 

 

 

 

The following is the document control for revisions to this document.

 

This document is valid until June 30, 2010, unless a revision is published prior.

 

Version	Date	Author	Description
A	June 9, 2009	D. Chuhta	Revised for MEDMS
A.1	July 15, 2009	D. Chuhta	Definition edits
A.2	July 30, 2009	D. Chuhta	Updated gender and race/ethnicity
A.3	July 31, 2009	D. Chuhta	Cover design change

 

Related Documents:

 

ICSE STAFF Data Standards Doc

 

 

 

 

 

The purpose of this document is to give Maine schools and units a set of guidelines for collecting and entering data into the state’s staff information system.  While this information is applicable to all data entry into the system (upload or direct entry), it has been designed to follow the user interface (logging in and viewing the screens).  This document lists the screen names and requirement status of the fields in the order in which they appear online.  Many of these fields are required by the Maine Department of Education,

·  To meet State and federal reporting requirements

·  To calculate the Minimum Teacher Salary Adjustments

·  To verify staff for the National Board for Professional Teaching Standards Salary Supplement

·  To update the data for the Essential Programs & Services (EPS) calculations, including the salary matrixes and calculating Full-Time Equivalent (FTE) numbers

 

The Maine Department of Education is responsible for preparing and maintaining this official document.  Please feel free to submit your comments and/or questions in reference to this official document to daniel.chuhta@maine.gov, or by calling

(207) 624-6810.

 

 

Maine Education Data Management System (MEDMS) Contacts

 

Personal

Indicative Data

Background Data

 

Staff SAU

 

Job Functions

 

 

MEDMS Technical Support                                                (207) 624-6896

John McCue........................................................................... medms.helpdesk@maine.gov

Stephanie Wright................................................................... medms.helpdesk@maine.gov

 

Training                                                                                 (207) 624-6810

Daniel Chuhta........................................................................ daniel.chuhta@maine.gov     

 

Leadership                                                                            (207) 624-6790

Bill Hurwitch (Project Director)............................................ bill.hurwitch@maine.gov

Brian Snow (Data Manager).................................................. brian.snow@maine.gov

 

Program Specific Contacts

 

Minimum Teacher Salary Adjustment                               (207) 624-6790

Karla Miller............................................................................ karla.miller@maine.gov

 

NBPTS Salary Supplement                                                  (207) 624-6790

Karla Miller............................................................................ karla.miller@maine.gov

 

Staff Information                                                                  (207) 624-6809

Ruth Sherman........................................................................ ruth.sherman@maine.gov

 

 

INDICATIVE DATA – REQUIRED FIELDS

 

First Name:  This is the legal first name of the staff member (no alias). 

 

Last Name:  This is the legal last name of the staff member (no suffix).

 

Social Security Number:  This is the Social Security Number of the staff member.

 

Address Line 1:  This is the address for the primary location of residence.

 

City or Town:  This is the address city for the primary location of residence.

 

State / Prov:  This is the address state or province for the primary location of residence.

 

Zip Code:  This is the address zip code for the primary location of residence.

 

Date of Birth:  This is the month, day, and year on which the staff member was born.

 

Gender:  The concept describing the biological traits of an individual that distinguish the males and females of a species.

 

Ethnicity:  The general racial or ethnic heritage category which most clearly reflects the individual's recognition of his or her community or with which the individual most identifies. 

A: Asian, Pacific Islander - A person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent, or the Pacific Islands. This area includes, for example, China , India , Japan , Korea , the Philippine Islands and Samoa.

B: African American-Black - A person having origins in any of the black racial groups of Africa. Terms such as "Haitian" or "Negro" can be used in addition to "Black or African American.”

C: Caucasian-White - A person having origins in any of the original peoples of Europe, North Africa, or the Middle East.

H: Hispanic - A person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race. The term "Spanish origin" can be used in addition to "Hispanic or Latino.”

I: American Indian, Native Alaskan - A person having origins in any of the original peoples of North and South America (including Central America), and who maintains tribal affiliation or community attachment.

 

 

BACKGROUND DATA – REQUIRED FIELDS

 

Achievement, Highest Level:  This is the highest level of attainment.  For those options that include hours beyond a degree (e.g. Bachelor’s Degree + 15 Hrs, Master’s Degree + 30 Hrs), a combination of equivalent credits, contact hours, CEUs, etc. can be included.

            1^st Year College                    Bachelor’s + 30 Hrs

                2 Year School Grad             Bachelor’s Degree

                2^nd Year College                   Doctorate

                3 Year School Grad             High School

                3^rd Year College                   Less than High School

                4^th Year College                    Master’s Degree

                Adv. Study Cert.                  Master’s Degree + 15 Hrs

                Associate Degree                 Master’s Degree + 30 Hrs

                Bachelor’s + 15 Hrs

 

First Bachelor’s Degree

State:  This indicates the state or province in which the first bachelor’s degree was awarded.

 

Year Degree Earned:  This indicates the year in which the first bachelor’s degree was awarded.

 

Type of Institution:  This indicates the type of institution where the first bachelor’s degree was earned.  (It should be noted that these apply to both Maine and non-Maine campuses.)

State College

                Private Institution

                Other Public Institute

                State University

 

Campus Code:  This indicates the campus where the first bachelor’s degree was earned.

            Bates                                      Ricker                                    UMO

                Bowdoin                                St. Jospeh                              UMPI

                Colby                                     Thomas                                 Univ. of N.E.

                Husson                                  UMA                                      USM

                Nasson                                   UMF

                Non ME Inst                         UMFK

                Other ME. Inst                     UMM

 

Educational Experience (in full years) 

• Public education
• Private education

This is the number of years of experience (both from within Maine and from elsewhere) in positions that would normally require a certification (e.g. teacher, administrator) or authorization (e.g. educational technician).

 

• Yrs. Non-education experience in Voc/CTE subject area

This is the number of years of experience (both from within Maine and from elsewhere) in a field related to a VOC/CTE program (e.g. automotive, masonry), while not working in education.

 

If the staff member is new to education in Maine, these fields are required

 

New to Education in Maine (Status Last Year)

 

State:  This is the state or province from which the staff member came.

 

 

Required fields:

 

Work Contact Phone:  This is the phone number for the primary location of employment.

 

Rate of Work:  This is an indication of the contractual days and hours of employment.  Part-Time is defined as anything less than 175 days or 5.5 hours per day.

 

Years Worked For This SAU:  This is the number of years of experience (in full years), working at this unit, not including the current year.  (Experience is maintained for employment a newly consolidated unit.)

 

Date Work Started:  This is the month, day and year (in the current school year) on which employment began.

 

When terminating a staff member, the following fields are required.

 

Reason for Leaving:  This indicates the reason why the employment was ended.

            Death

                Further study, sabbatical incl Peace Corps

                Illness

                Marriage

                Maternity

                Military Service

                Not Re-elected or dismissed

                Other, Personal, Unknown

                Position Discontinued

                Retirement

                To pursue non-school related employment

                To work in a school system elsewhere in Maine

                To work in a school system outside of Maine           

 

Termination Date:  This is the month, day and year (in the current school year) on which employment ended.

Each job function held by a staff member must be entered separately.  In the case where a staff member holds job functions in multiple schools, each job function must be added with a respective proportion of salary, days, hours, etc.

 

Required fields:

 

Educational Category:  This indicates the environment type of the job function.

            REG – Regular

                VOC – Vocational

 

Position Title:  This indicates the title of the job function.

 

Program Category:  This indicates the program category (if applicable).

            Special Ed

                Title 1

           

Level of Assignment:  This indicates the level of the job function.

            Adult Education

                Elementary (Grade K thru 8)

Elementary - Secondary Combined

                Secondary (Grades 9 thru 12)

 

Subject Matter:  This indicates the subject matter of the job function.

            Agriculture (Voc Ed)                                                           Safety and Driver Ed

                Art                                                                                          Soc Science & Soc Studies

                Business/Office Occupation (Reg/Voc)                          Special Vocational Programs

                Co-Curricular Activities                                                      Trades and Industry (Voc Ed)

Distributive Education(Voc Ed)

                English Language Arts

                Family & Consumer Science

                Foreign Language

                General Elementary/Secondary

Handicap/Special Ed (only if Special Ed Program Category selected)

Health & Physical Education

                Health Occupations (Voc Ed)

                Home Economics – Wage Earning

                Industrial Arts

Junior ROTC

                Mathematics

                Music

                Natural Science

 

Annual Salary for Position:  This indicates the annual salary for this job function. (whole dollars, no punctuation)

 

Funding Percentage of Salary:

A sum of the three percentages must be 100%.

 

Federal (%):  This indicates the percentage of the salary that is paid by federal grants such as Title I-A Disadvantaged, Title 1-B Even Start, Title 1-C Migrant, Title II, Title III, Title IV including 21st Century grants, Title V, Rural Education, and Local Entitlement. (0-100)

 

General (%):  This indicates the percentage of the salary that is paid by state and local funds such as local taxes, local tuition revenues, State subsidy, State Agency Client funds. (0-100)

 

Other (%):  This indicates the percentage of the salary that is paid by funds other than federal or those that fall under general such as private grant or contribution. (0-100)

 

Days Scheduled to Work per Year:  This indicates the days per year for this job function. (whole number)

 

Hours per Day:  This indicates the hours per day for this assignment. (one decimal place allowed)

 

When ending a job function, the following field is required.

 

Termination Date:  This is the month, day and year (in the current school year) on which the job function ended.