MI- REP User Guide

Overview

The Michigan Registry of Educational Personnel (REP) report is submitted to the Center for Educational Performance and Information (CEPI). “The Registry of Educational Personnel (REP) is designed to collect basic employment elements relating to school personnel, such as certification and degrees held, school and grade/subject assignment, length of service, and salary.”

The REP report has two main sections: employee HR data, such as name, date of birth, hire date, etc., and School Assignment Data (SAD), which describes the employee’s position and/or course information. The HR data is pulled mostly from an employee’s master HR record. The school assignment data is created by the evaluation of 4 main data sources:

1. The employee’s credential and endorsement data, which is stored in the Credential Information screen (HRCRCN), is a record of what the employee can do. If it’s a teacher, it will contain the employee’s teaching credential and endorsement codes, as well as their applicable grade levels, and whether or not they are Highly Qualified. If it’s an administrator, it may contain their administrator certificate. If it’s a physical therapist, it will contain their license. If it’s a paraprofessional working in a Title I position, it will contain the Title I paraprofessional Highly Qualified status, etc.

2. The position/pay assignment setup on the Position Definition (HRTBPC) and Pay Assignment (HREPPA) pages is a record of what the employee is doing. For non-instructional personnel, the position definition of their pay assignments should contain the needed REP Assignment Code, and Grade Level.  For instructional personnel, the position definition should contain either the REP Assignment Code of a particular subject or a Subject Area or wildcard string, which can match multiple REP Assignment Codes.  Pay Assignment fields override Position Definition data when needed.

3. Teacher Master Schedule data, which is imported into the REP package via CSV file from a district’s curriculum system, is the record of what instructional personnel are teaching.  This should contain a teacher’s identification (PIC, SSN, or ID#), what classes they are teaching, at what grade levels (nominally), and if those classes are SE, VR, or CTE.  It is the direct source of REP Assignment Codes to report for instructional staff members.

4. The Course Mapping/SCEDtoREP table.  This table does two main things: it provides a crosswalk for converting SCED assignment codes to REP Assignment codes, and it stores requirements for any given SCED/REP Assignment code.  It is a record of what is required to teach a course or work an assignment.  It contains both certified and Highly Qualified requirements and is customizable based on a district’s needs.

Report Frequency

The report is due twice a year, on the first business day in December and on June 30th.

Selection Criteria

Selects all employees with an active pay assignment, with work dates (hr_emppay.calc_beg to hr_emppay.calc_end) overlapping the report begin and end dates, and all master schedule records with a term defined in the Term table.

BusinessPLUS Setup

Initial BusinessPLUS setup for REP can be quite extensive.  However, after initial setup has been completed, most REP items should be maintained as part of routine maintenance processes.

Employee Master (HREEEM)

Multiple Employee Master fields will be used to report employee data (First Name, Last Name, Gender, etc.).  Most of this should be integral to standard employee master setup.  The EEO tab’s race table should contain races appropriate for reporting on the EEO5 report.  These races and their EEO5 reporting codes are configurable common codes items (see the screen’s help documentation for details).  An REP-specific crosswalk is provided to convert these codes to the REP reporting values.  The REP reporting documentation states that an employee may prioritize ethnicity choices.  The report program does not do this. Instead, each race within the HREEEM race table is reported with the same priority.

The screen’s “Termination Code 2” (hr_empmstr.term_cd2) field is used to track and report data for the “Employment Status” field.  If it is left empty, it will assume a status of “99”.  The Termination Date is reported if the Termination Code 2 is between 00 and 19, but not if it is blank, 97, 98, or 99.

On the HREEEM screen’s Miscellaneous tab, several values are used for reporting.  Note that the Miscellaneous field used for these codes is configurable and must be used exclusively for the reporting data.  The reporting fields “Funded Position Status”, “Administrator Continuing Education”, and “Funded Position Status” will all be tracked within these Misc. fields in the following manner:

• Administrator Continuing Education.

  • Administrators are required to hold a valid school administrator certificate or be enrolled in a program leading to one no later than 6 months after employment begins.  The employee is given 3 years to complete the requirements.

  • This status is tracked in one of the HREEEM Miscellaneous fields.  Which Misc field is used is specified by Additional Setup item “Misc Field holding Admin Continuing Education”.

  • If an administrator does not have a valid certificate, but is in a training course to obtain one, enter a “1” in the field.

  • If an administrator does have a valid certificate with a Credential Type of “60”, no data needs to be entered in the field to report with a value of “1”.

  • If the administrator does not have a Type “60” credential and does not have a “1” in the HREEEM Misc. field 8, it will be reported with a value of “2”.

  • If the employee has no assignments with administrative REP codes (70000-79999), it will be reported with “0”.

• Title I and Title II, Part A Teachers.

  • If the employee is paid with Title I TAP or SWP funds, or with Title II Part A funds, and the General Ledger does not distinguish between TAP or SWP funds, then the reporting code will need to be entered manually into the HREEEM Miscellaneous field specified by Additional Setup item “Misc Field holding Title I/II status.”

  • If the ledger does have the distinction or there are either no TAP or no SWP funds, the Title Funding Setup items may be used to determine which Funding sources count as each TEP, SWP or Title II Part A.

  • If the Title Funding Setup items are blank, and the employee does not have a code populated in the Miscellaneous field, the value will be reported as “000”.

• Funded Position Status.

  • Each employee’s funded position status will be tracked in the HREEEM Miscellaneous field specified by Additional Setup item “Misc Field holding Funded Position Status.”

  • Employees to be reported with a Status of “9” or a blank may leave this field blank.  If instructional assignments are found in the school assignment data, it will be reported as “9”.  If no instructional assignments are found, a blank will be reported.

  • Employees that are on leave, and employees filling in for employees on leave should have a value between “2” and “4” reported, depending on the specific scenario.  See the Data Pull Scenarios for details.

Employee Education and Skills (HREEES)

The employee education and skills screen is used to report the employee’s “Highest Educational Level”, and “Academic Major” or “Academic Minor” within the school assignment data.

• To determine the highest educational level of an employee for reporting, their degree information should be entered into the Education tab on the Education and Skills screen.

• Each employee’s Degree (hr_educinfo.degree) should be entered using the two-digit degree codes for reporting in the REP field “Highest Educational Level.”

• Optionally, the Major and Minor Endorsement codes associated with the degree may be entered in the Major (hr_educinfo.major_cd) and Minor (hr_educinfo.minor_cd) fields on the screen.  These can be used to check whether the employee has a Major or Minor in each of their course subjects.  Alternatively, the Major and Minor status may also be tracked with the endorsement section of the employee’s Credential Information.

Credential Holder (HRCRCD)

The credential holder is the base data store for the Credential Information screen.  In order to have an entry in the Credential Information screen, the employee must also have a Credential Holder record.  Additionally, the MI Department of Education’s Personal Identification CODE (PIC) is stored within the Credential Holder record; it is stored in the State PIC Number or State Employee ID Number field (hr_crdholdr.seid).  It is recommended that every employee have a Credential Holder record.

Initial creation of the employee’s Credential Holder can be done on the Employee Master screen HREEEM, by checking the “Credential Holder” box on the Primary tab.  If this must be done for a large number of employees, contact the PowerSchool Regulatory or Professional Services teams for assistance.

Credential Information (HRCRCN)

The Credential Information screen stores teacher credentials and endorsements including a Highly Qualified reason code, and applicable grade level for each endorsement.  Additionally, it is used to track licenses and certificates for non-teacher employees.  The data stored in the Credential Information screen is used primarily in determining Certified and Highly Qualified Status of teachers in specific assignments.  It can be seen a record of what a teacher is capable of/allowed to teach.

Multiple employee types may be required to have credentials, including:

• Teachers

• Administrators

• Guidance Counselors

• Physical Therapist

• Social Services Workers

• Paraprofessionals working in Title I positions (reported with REP code 00405)

• Any position that requires a credential license number or credential type reported in REP

• Any position that requires the employee to be Highly Qualified

The following fields will need to be populated:

• Credential Type (hr_cntycred_mstr.cred_type) – Holds the Credential Type for reporting.

• Credential Term (hr_cntycred_mstr.cred_term) – This field is not used in the REP report, however it must contain a value.

• Document # (hr_cntycred_mstr.document) – This will store the Credential License Number.

• Effective Dates (hr_cntycred_mstr.cred_beg and .cred_end) – Credential Issue Date, Credential Expire Date. (When renewing a credential, modify the Issue/Expire dates.)

• REP Indicator (hr_cntycred_mstr.rstr_dist or rstr_dist2) field(s) – The flag “REP” should be entered for the credential that is to be reported on the REP report.  This will signify the main credential that should be reported to REP.  If this flag is not present on any of the employee’s credentials or is found on multiple credentials, the report will choose the credential with the latest expiration date.

• Grades (hr_entycred_mstr.grades) – Applicable grade level of the credential itself.  This will be used to ensure that instructors are certified to teach at the appropriate grade level for non-core classes.  Enter “E” for elementary level credentials, “S” for secondary level credentials, or one of the other Grade Level values (“K-6”, “K-5”, “K-12”, etc.).  The code must match one of those defined in the “MIREP_CRED_GRADES” crosswalk table within the REP report.  Note that “S”, “E”, and “K-5” have conditional adjustments based on REP assignment code and the credential issue date.

In addition to the basic credential information, endorsement information will also need to be tracked.  These are added to the lower part of the screen, in the County Credential table.  This data is used to determine Certified and Highly Qualified (HQ) status for individual assignment codes.  The following fields will be needed for Endorsements:

• Endrsmnt/Subject (hr_cntycred.ma_mi_code) – Holds the 2-character endorsement code (AX, BX, JQ, etc.).  Additionally, it may hold a 5-character REP Assignment code to specify qualifications for an individual REP code, rather than a subject area.  Furthermore, it may hold the 6-digit CIP code for a CTE area (the decimal point is omitted).

• HQ Status (hr_cntycred.table_tp) – Holds the Highly Qualified Status/Reason for the endorsement.  If the employee is qualified, but not highly qualified, enter “NQ”.  If the qualification is unknown or pending, enter “UP” (User Prompt) which will prompt the user that HQ status will still need to be determined.  Additionally, there are three groups of valid codes that can be used:

  • Highly Qualified codes

    • List defined in Additional Setup item “Credential Endorsement HQ Reason Codes.”

    • Counts as Certified and HQ for any endorsement, CIP, or REP code.

  • Special Education Highly Qualified codes

    • List defined in Additional Setup item “Credential Endorsement SE HQ Reason Codes.”

    • Counts as Certified and HQ for special education only.

  • Paraprofessional Highly Qualified codes

    • List defined in Additional Setup item “Credential Endorsement PP HQ Reason Codes.”

    • Counts as Certified and HQ for paraprofessional assignments only (80016, 80014, 00403, 00405, etc.).

• Grade (hr_cntycred.mami_grade) – Holds the grade level of the endorsement.  An endorsement only satisfies requirements for an assignment if the endorsement grade level encompasses the assignment’s grade level.

  • The Endorsement Grade Level codes are defined in the HR Non-Entity Specific Codes Table (HRTBHR).

  • To add additional Grade Levels, add items to the HRTBHR list with a “Code ID” (hr_hrcode.codeid) of “GRADE_LEVEL”.  Use descriptive names in the “Code Value” (hr_hrcode.codeval) and “Short Description” (hr_hrcode.short_desc) columns.  Enter the 22-character educational setting value into the “Long Description” (hr_hrcode.long_desc) field.  Up to 8 spaces may be added throughout to improve readability.

  • Note that these codes are also used in the Position Definition’s Grade Level (hr_pcntble.grade_lev), and in the Pay Assignment’s Grade Level field (hr_emppay.spec_cd01).

• Degree (hr_cntycred.app_deg1) (in the County View area) – Additional tracking for Major/Minor in subject area.  Entering “MA” denotes the employee has a major in the Endorsement/Subject area.  Entering “MI” denotes they have a minor.

PCN/Position Code Definition (HRTBPC)

For non-instructional personnel, REP Assignment codes are either reported from an employee’s pay assignment or the associated position definition.  For instructional personnel, the positions must be set up so that we can match specific teaching assignments from the Teacher Master Schedule to an employee’s pay assignment.  For these reasons, every position definition should contain an REP assignment code, a grade level, and (optionally) a subject area.

• Grade Level/Educational Setting

  • For teaching and non-teaching positions, the “Grade Level” (hr_pcntble.grade_lev) field on the PCN Profile Supplemental tab must be populated.  This will determine the Grade Level/Educational Setting for the assignment.

  • The Grade Levels in the list are items in the HR Non-Entity Specific Codes Table (HRTBHR).

    • To add additional Grade Levels, add items to the HRTBHR list with a Code ID (hr_hrcode.codeid) of “GRADE_LEVEL”.  Use descriptive names in the Code Value (hr_hrcode.codeval) and Short Description (hr_hrcode.short_desc) columns.  Enter the 22-character educational setting value into the Long Description (hr_hrcode.long_desc) field.  Up to 8 spaces may be added throughout to improve readability.

• REP Assignment Code

  • For non-teaching positions, the Assignment code will be derived from the position definition or pay assignment.  The additional setup item “Pay Assignment Misc Field for REP Assignment Code” specifies which field will hold the 5-character REP Assignment Code for the position definition.  If the REP code to be reported cannot be determined ahead of time and must be set by a user during report generation, enter the key value “PROMPT” into the field, and it will generate a warning message stating that the report values will need to be determined manually.

• REP Subject Area Code

  • For teaching positions (those with Master Schedule (MS) data), there will often be cases where a single pay assignment must be associated with multiple REP assignment codes obtained by comparing the master schedule data SCED codes with the pay assignments and credential information.  In order to ensure that the correct courses from the MS are associated with the appropriate pay assignments, a one-to-many relationship must be established between a single pay assignment and multiple REP codes.

  • Populate the position definition’s “Subject Area” (hr_pcntble.cbeds) field with one of the subject codes.  Many of these codes represent multiple areas.  For example: the “%MX” Health/PE code matches areas MX, MA, MB, MD, and MH.  Therefore, if a master schedule record maps to one of the REP Assignment Codes 000MX, 000MA, 000MB, 000MD, or 000MH, the MS record may become associated with this assignment.  If the function code is valid for the MS assignment code, and the location distribution either matches or is “00000”, the MS record becomes associated.

  • If the MS record is associated, the assignment’s function code and hourly pay rate are used.  Additionally, the pay assignment’s FTE will be proportionally divided between all master schedule rows associated with the assignment by the number of classes.

  • The Subject Area field holds a crosswalk key.  The crosswalk table is defined in the REP module with the Code ID “MIREP_WILDCARD”.  Within the crosswalk, each key has a corresponding Wildcard Assignment Code. 

Employee Pay Assignment (HREPPA)

For non-instructional personnel, School Assignment Data is reported directly from employee pay assignments.  Each distribution with distinct REP characteristics will create School Assignment Data records.  For instructional personnel, Teacher Master Schedule data is matched to an employee’s pay assignment.  Once matched, the hourly rate, function code, and FTE can be calculated/reported, in addition to the details extracted from the master schedule data.  Additionally, there are miscellaneous fields that may be used to override the REP Assignment code and grade level defined in the position definition.

• REP Assignment Code

  • The additional setup item “Pay Assignment Misc Field for REP Assignment Code” controls which field holds the pay assignment’s REP Assignment code override field.  If populated, it will override the assignment code found in the position definition.

• Number of Core Classes Taught

  • Entered into the same field as the REP assignment code.  If the REP code is followed by a caret (^) and an integer, the integer value will set the “Number of Core Classes Taught” value for the assignment.

  • If all pay assignments have “Number of Code Classes Taught”, and all REP codes are valid, the report will essentially ignore all master schedule data for the employee.

• REP Grade Level/Educational Setting

  • The additional setup item “Pay Assignment Misc Field for Grade Level Code” controls which field holds the pay assignment’s REP Grade Level Override.  This code must be one of the 4-character codes used for the position definition.  If a valid code is present in the field, it will override the data found in the position definition.

Salary Definition (HRTBSL)

When reporting the Full-Time Base Annually Salary for an employee, we must report the amount an employee would be paid if they work the position full time.  This is to be the base amount for the position, not including step or other increases obtained through years of service.  To report this value: the lowest rate is chosen from the salaries defined within the same schedule and range.  However, there may be times when the value must be selected from a different range, within the same schedule. To accomplish this, add identical flags to one of the salary definition’s Miscellaneous fields for all ranges within the reporting group.  The specific field is determined by Additional Setup item “Salary Table Misc field # for Group Identifier.”

Method of Operation

This section will discuss how certain reporting fields are calculated or determined, and how any associated configuration items are used.  Also covered here are special scenarios that require special setup or processing.

Assignment Data Compilation for Different Types of Employees and Special Cases

The REP report creates School Assignment Data (SAD) rows from a few different sources depending on the type of employee or under certain special circumstances.  There are 4 scenarios that each have their SAD records created different ways:

• From Teacher Master Schedule Data

• Non-Teaching Position Data from Pay Assignments

• Employees on Extended Leave but not Terminated

• Vacant Funded Positions

The principle steps in the creation of their SAD rows are as follows:

Teacher Master Schedule Data

• Master Schedule (MS) Data is found for the employee.

• All rows from Course Mapping/SCEDtoREP are selected based on matching Course or SCED code.

• Each possibility is evaluated against the employee’s credentials, pay assignments, and earnings distributions.

• The most likely match is selected based on the following criteria in order:

  • Does the REP code from the SCEDtoREP row match one of the REP codes for the position/assignment?  This includes position definition REP code, pay assignment REP code, and position definition Subject Area.

  • Did it pass HQ check? (If it is a core assignment.)

  • Did it pass Certified check?

  • Does the MS grade level match the pay assignment/position definition grade level?

  • Are both MS and pay assignment SE?

  • Are both MS and pay assignment CTE?

  • Does the location in the MS match the location within the distribution?

  • Is the function in the distribution in the list of suggested functions for the REP code?

  • Do the pay assignment dates overlap with the MS term dates? (Not termination dates, but the dates on the Term screen in the REP module.)

  • Was it matched to pay assignment via the pay assignment REP code?

  • Was it matched to pay assignment via the position definition REP code?

  • Was it matched to pay assignment via the position definition Subject Area?

• If there are multiple equally likely candidates, a warning is raised.

• The selected earnings distribution and pay assignment are flagged as claimed.

Non-Teaching Positions from Pay Assignments

• Procedure for Master Schedule Data (above) is completed first.

• If a pay assignment is not flagged as claimed, SAD records are created directly form the pay assignment.

• The pay assignment Misc field for the REP assignment code is checked.

  • If the Misc field contains a valid assignment code, it will be reported in the SAD record.

• Position definition Misc field for the REP assignment code is checked.

  • If the position definition Misc field contains a valid assignment code, it will be reported.

• If neither Misc field contains a valid assignment code and neither of them are “NONE”, an error message is raised.

• Each distribution is checked for distinctness.  Records with identical location and function code are combined.

• For each distinct distribution, a SAD record is created.

• HQ and Certification checks are performed based on SCEDtoREP rows with a REP code, but no course or SCED codes.

Employees on Extended Leave

• Employees that are not terminated, but are on extended leave for one or more years, are still required to be reported. In order to track their assignment code and other pertinent information, these employees should still have a pay assignment that holds the following SAD elements: Assignment Code, School Code, FTE, and Hourly Wage.

• For unpaid leave, a position definition should exist that has 0 working hours for the entire year.

• The following list describes the appropriate setup for employees on leave that are to be reported with the specified Funded Position Status (FPS).

  • FPS of 3

    • If the employee is going on paid leave, change their FPS within their HREEEM record.  This will maintain their position’s assignment code, FTE, and wage data.

    • If the employee is going on unpaid leave, close their current assignment, and give them a new assignment using the unpaid leave position.  This pay assignment should have wages of 0.00 but pay still uses the previous position’s FTE.  Also change their FPS in their HEEEEM record.

  • FPS of 4

    • For the employee going on leave, change their FPS to 4.  Close the old pay assignment and create a new one using the on-leave position.  Set the pay assignment’s FTE to 0.00.  This will create the record to the on-leave employee.

    • For the substitute or temporary employee that is replacing the employee, change their FPS to 4.  Create a pay assignment for them with the same position as the on-leave employee.  Set the FTE appropriately.

    • These steps will ensure that records are created for both employees, with the appropriate FTEs.

  • FPS of 2, 5 or 6

    • Employee’s temporarily assignment to vacant positions or for employees on extended leave.  Create the temporary employee’s pay assignment in the same fashion as for normal assignments and change their FPS appropriately.  No special setup is required other than setting the FPS.

Vacant Funded Position

• In the absence of position budgeting, a special employee is used to report vacant funded positions.  This employee should have a first name of FUNDED and a last name of VACANT.  The SSN should be the district’s 5-digit district number, followed by “0000”.  The vacant employee’s FPS on HREEEM should be set to “1”.  All vacant funded positions should be assigned to this employee as pay assignments.  The assignments should use a calendar with no working dates and should have 0 wages.  However, the FTE may be set as appropriate for the position.

• Each pay assignment created in this manner will have a REP record created with the appropriate SSN, SAD record, and other data to be reported as a vacant funded position with an FPS of “1.”

School Assignment Data

Association of Master Schedule Records to Pay Assignments (Assignment Wildcards)

In order to facilitate automated determination of the Assignment/Function Code and the Hourly Rate, a method of linking Teacher Master Schedule data to Pay Assignments is needed.  Carefully selected partial assignment codes or code lists, placed in either position definition’s CBEDS/Subject Area field, or in the Pay Assignment or Position Definitions REP Assignment Code fields, accomplish this.  These are referred to as Wildcard codes.  They define a one-to-many association between a pay assignment and master schedule assignment REP codes.  The position definition’s Subject Area value is a dedicated field for wildcard keys.  The wildcard keys are used in conjunction with the MIREP_WILDCARD crosswalk, which stores the actual wildcard strings, most of which are too long to fit in either REP Assignment code field.

Wildcard special characters are as follows:

• The “at” symbol (@) represents any alpha character.

• The pound sign (#) represents any numeric character.

• The asterisk (*) represents any alphanumeric character.

• Commas (,) may be used to string together multiple wildcards.  This represents an “or” condition.

• Dashes (-) may be used to define a range of values.  Note that the dash may not be used with any of the other special characters, though multiple ranges may be defined by separating each pair with a comma.  The range may be used with numeric or alphanumeric codes.  Note that sort order will be alphabetical in the event that alpha characters are found (000AA-000ZZ for example).

• The dash may also be used to define an exclusion if included at the beginning of an item in a comma-separated list, but it may not include wildcards when used this way.

Additionally, the key value “PROMPT” may be used, which will raise a warning that the determination must be made manually.  When this is done, the report will create the row based on the pay assignment.

FTE

For assignments with no master schedule rows, the FTE will be reported as the Employee Master FTE (hr_empmstr.fte) times the position FTE (hr_emppay.pcn_fte) times the distribution percent (hr_earndist.percent).

For teaching assignments with master schedule data, the FTE will be reported in the following manner:

• Processing of Master Schedule rows is done, REP codes are selected, and pay assignments have been claimed.

• For each pay assignment, all master schedule records that had claimed that pay assignment get a portion of its FTE equal to the ratio of the record’s number of classes divided by the total number of classes from all master schedule rows that claimed the pay assignment.

The FTE should never be greater than the employee master FTE, FTE will be accurately distributed across multiple pay assignments based on the assignment’s FTE, and the total FTE for all assignment rows should add up to the employee master FTE.

Highly Qualified Status

Highly Qualified Status is determined by comparing the endorsement requirements of a SCED code, with the endorsement fulfillment of a Credential.  This is done via the SCED to REP crosswalk table.  The crosswalk contains a list of SCED codes, each SCED may be associated with one or more REP codes.  Each pair also has two formatted strings of requirements associated with it.  One of these string is a list of requirements that are necessary for an employee to teach the course (the QREQ column).  The other is the list of requirements needed to be considered highly qualified for teaching the course (the HQREQ column).

Each combination of SCED, REP and HQREQ must be unique in order to make the appropriate REP selection for a given SCED code.  Multiple rows may exist with the same SCED code, but each must have a different REP code and QREQ list.

Control Characters and Functions

• Comma “,” — Represents an OR condition; each item or set of items between commas will satisfy the requirement.

• Plus “+” — Represents an AND condition; all items within an “and” group must be satisfied in order to satisfy the requirement.

• “TYPE()” — Specifies that a certain credential type is required in order to satisfy the requirement.  Within the parenthesis should be a CSV list of two-digit credential types.  Any type within the list may satisfy the requirement.

• “DEGREE(##-AA)” — Specifies that a certain degree is required to satisfy the requirement.  Within the parenthesis may be a two-digit degree.  Optionally, this may be followed by a dash and a character string that specified a particular major or minor within the degree that will satisfy the requirement.  For example, to check for a Bachelor’s Degree in Communications or Language Arts, use the string “DEGREE(03‑AX),DEGREE(03-CX)”.  Use the Major or Minor codes defined for the Education and Skills screen.

• “PROMPT” — Unable to determine, this will prompt the user that manual determination is needed.

• XX or XXXXXX — Any string of alphanumeric characters may be used to match a single endorsement/subject code within the credential.  In order to be qualified to teach the course, the employee must have a matching endorsement/subject within the county credential table for one of their credentials.  In order to be highly qualified for the course, this endorsement/subject code must be paired with one of the Highly Qualified endorsement reason codes.

Grouping of Master Schedule Rows

It is possible to have many rows of Master Schedule data reported as a single assignment in REP field 10.  Combination of the master schedule rows is done after REP code has been selected, and a pay assignment has been associated.  Combining of multiple rows into a single class if the following values are identical:

• Employee ID

• REP Assignment Code

• School

• Term

• Period

Next, the report combines all classes, counting each class to determine the value for “Number of Core Classes Taught”.  This is done for records with following matching values:

• Employee ID

• REP Assignment Code

• School

Special Cases of REP/SCED codes

If one of the VR, SE, or CTE flags is marked in master schedule data, the following special processing occurs:

Special Education Courses — If a course within the master schedule has a “Y” or a “1” in the SE field, or the grade level is SE, the following adjustments are made to the assignment record:

• Only the SE HQ reason codes satisfy the Highly Qualified check.

• The record can only be associated with pay assignments with an SE grade level.

• The pay assignment Grade Level overrides the MS grade level.

Career and Technical Education Courses — If a course within the master schedule has a “Y” or a “1” in the CTE field, it will be seen as a CTE course.

• Only SCEDtoREP rows with a 005XX REP code are used.

• Pay assignments with a CTE grade level are prioritized for association over other pay assignments.

• If no pay assignments have wildcard strings that match the CTE REP code, the “REP Alternate” code is compared to the wildcard strings.

Virtual Courses — If a course within the master schedule has a “Y” or a “1” in the VR field, it will be seen as a Virtual Classroom course.

• Instructor of virtual courses do not need to be highly qualified to teach the course.  If a virtual course is encountered, the HQ check will not be done, and the HQ status will be set to “0”.

• The REP assignment code will always be reported as “000ZW” for virtual courses.

• Matching to pay assignment wildcard strings is performed on both the original REP code, and the 000ZW code, prioritizing 000ZW.

Academic Major and Minor

Reporting of the Academic Major and Minor fields may come from two places:

1. The Credential information screen, where the user may add an MA or MI flag to a particular endorsement.

2. The education and skills screen, where the user may assign majors and minors associated with a specific degree.

A major or minor in either of these locations will trigger a positive reporting value if it matches the last two characters of a five-character REP assignment code in the form of 000AA through 000ZZ.

Setup

Before a report can be generated, the reporting interface must be accessed, and necessary data setup completed.  This configuration information is used by the Load and Submission processes.

The following options need to be configured under the “Setup” menu: 

• Site Profile

• Crosswalk

• Code Value

• Additional Setup

• Course Mapping

Site Profile

Click Site Profile to define entities and their details.  At least one Site Profile record is required.  All of the Michigan regulatory reports utilize this same table, so data will rarely need to be changed once it has been entered. 

To add details about a “Site”, enter data in the fields as described below.

Crosswalk

The Crosswalk tab provides the ability to map/validate code values between the finance system and the regulatory report requirements.  The predefined code items appear as a list when the “Crosswalk” screen is loaded. 

Additional Setup

Click Additional Setup to define additional entity details.  This information is used by the Load and Submission processes.

Instance

Click Instance to configure the report instances for each report to be created.  Report instances need to be configured for the Load Process.  Think of the Report Instance as an identification of the time period for each report/file to be created.  If desired, report instances can be created in advance for each month of the current year.

Enter data in the fields as described below.

 Import

Click Import to import data for a particular report instance.

To launch the Import Process, select the appropriate Entity, Import File, and Import Type, the use the “Import” button.

To import data for an instance of a report, enter data in the fields as described below.

The following tables describe the file format for each of the import types. Field numbers followed by an asterisk (*) are required.

Master Schedule Import

The “Master Schedule” import brings in instructor course data.

Term Definitions Import

The “Term Definitions” import defines which Terms are include in the report, as well as their dates.  Only Mater Schedule records with Terms in the table are considered.

Course Mapping Import

The “Course Mapping” import defines the Course/SCED to REP crosswalk and requirements table, also referred to as the SCEDtoREP table.

Educator Effectiveness Import

The “Educator Effectiveness” import stores evaluation data if tracked in an external system.

Professional Development Import

The “Professional Development” import stores professional development data if tracked in an external system.

CEPI PIC Import

The “CEPI PIC” import stores extracts PIC numbers from the CEPI “Employee Listing by District” file, available from the CEPI site.

Load

Click Load to select the Report Instance for which to extract and load the eligible records into the Maintenance table.  See the Submission File Layout for the source of the reported data.

To launch the Load Process, select the appropriate data and, if necessary, refer to the Overview of Regulatory Reporting guide for additional information.

Maintenance

Click on of the menu items within the Maintenance drop-down to view Load Process results as well as the imported data tables.  The load will include any generated errors and displays those in the bottom half of the screen.  Data manipulation is allowed on the extracted employee data. 

Long-term data correction must be done in the other report screens or in BusinessPLUS itself.  Data entered or updated in a report instance is good only for that instance.

Possible Error & Warning Messages

The grid at the bottom of the Maintenance page displays error messages logged during the load extract/submission package execution.  The errors include invalid/missing mandatory field values.  These values can be corrected by selecting the record from the error log grid and clicking the “Filter Selected Record” checkbox, although the long-term data fix would need to occur in BusinessPLUS or the report setup type screens.  On clicking this option, only the invalid record is filtered in the maintenance grid, which can then be corrected and saved.  On clicking the checkbox again (clearing the field), all the maintenance records are again displayed on the maintenance grid.

The potential Error/Warning Messages are described in the table below.  How to resolve the errors is also provided.  In some cases, the message may be informational only and should not significantly affect the submission process.  See the Submission File Layout section regarding the fields in question to verify if they are required. 

To generate a separate error report that can be printed or used for reference for either the Load or Submission type errors, make the appropriate selection in the “Error Log By Last” drop-down and click the generate report icon to the far right of the “Error Log By Last” field.

In the following table, angle brackets (< >) denote data specific values. 

·       “Load” indicates the message appears during the Load Process, on the bottom of the Maintenance screen

·       “Sub” indicates the message appears on the Submission report

Submission

After verifying the maintenance data, click Submission to create the file to be submitted to the reporting agency.

To create a report file for submission, data is entered in the fields as described in the Overview of Regulatory Reporting guide.

Submission File Layout

The following table shows the field numbers, field names, and source within BusinessPLUS.

Data Types:

A - Alpha.

C - Character.

X - Alpha Numeric, left justified, and blank.

    I - Integer.

N(m,n) - Numeric (precision, scale).

D - Date Format MM/DD/YYYY.

Record Length:   751 bytes/characters plus one character for carriage return and one character for line feed.

Submission Report

The submission file report can be obtained by clicking Generate Report or View Report buttons on the “Submission” window.

After the submission file has been generated, the download links will be available in the “Last Submission for the Selected Report Instance” section of the screen, next to “File Name”.

About

The About screen displays system level information about the report, such as the version, report name, and database details.