CERTIFIED, CLASSIFIED
PERSONNEL INFORMATION
(CPI)
Presented at Georgia Association of Personnel
Administrators
May 28, 2014
Presenters
Deb Garner, Gwinnett County Schools
Diane Matthews, Douglas County Schools
Elaine Wilson, Forsyth County Schools
Just a “Smidgeon” of History on CPI
Authorized by QBE law in mid 1980’s
Required by SBOE rule 160-5-2-.50
Originally only certified employees reported
Now, all employees (excepts substitutes) are reported
Originally only done once per year (as law requires)
Now, done three times per year (October/March/July)
What is the Purpose of CPI?
The CPI is a complication of data generated by
each local, state, and charter school system for the
purpose of reporting both classified and certified
personnel to the Georgia Department of Education.
How the DOE Uses the Data
Data gathered are used
to determine the Training and Experience (T & E)
factor for state funding.
to determine a teacher’s eligibility for the
Math/Science Incentive funding.
for state/federal reporting
for Title I Comparability Reports
for program review
to report participation in the State Health Benefit Plan
How the PSC Uses the Data
Data from October CPI are exported to the PSC sometime in late November or early December.
PSC matches the data that are in CPI with their certification records.
The HIQ2 report that is published in January is the result of this merger of data.
Teachers who do not hold the certification reported in CPI or teachers who need additional testing are determined to be not highly qualified on the HIQ2 report.
Ambiguous coding errors usually occur with special education teachers because the HIQ2 system uses job codes for special education teachers based upon the cognitive level of the students taught. CPI uses old SpEd job codes so those have to be changed in the HIQ2 system.
Training and Experience (cont’d)
The QBE formula provides for training and experience (T & E) funds so teachers can be paid based upon their position on the teacher salary schedule.
Calculation: The minimum base teacher salary is 0 years experience, Step E. The amount of that salary on the state teacher salary schedule is subtracted from the salary that the teacher actually makes. The difference is the amount of money earned for T & E.
Training and Experience Example
$47,017 (T5/8) - $31,596 (T4/E) = $15,421 is the T & E earned by this
teacher.
Math/Science Incentive Funding
HB 280
WHO
WHERE
Plan ahead
Section out assignments
Don’t forget your special education resource
teachers
Math/Science Endorsement
Be like a Boy Scout—Be Prepared!
Those dreaded 998s cost you money
Certification Calendar
Experience verification
Certification Calendar
March
Job Fair – Letters of Intent
Pull queries for Job Offers pending to check for certification and start certification applications.
April
Work aggressively to get certificates for New Hires.
Wind up Certificate Renewals
Non-Renewal teachers and Non-Renewable Certificates expiring
Start Teach Gwinnett completers to enhance HiQ.
Deal with Non-Renewable expiring approaching tenure.
Deal with Non-Renewable 3+ years
May
Continue with April items.
Make sure HiQ remediation is complete.
Check that HiQ ambiguous coding is still zero.
Contract issued.
Certification Calendar (cont’d)
October
CPI—Cycle 1
Keep 998 at zero
Send renewal packets to schools.
November
Certificate renewals
Master Teacher
December
Continue renewals
Run B salary list including NTS certificates
Finalize Non-Renewable expiring list and Non-Renewable expiring Professional to convert.
Run list of Not HiQ teachers for letter.
January
Master Teacher
Courier Alternate Preparation Surveys including NTS certificates.
Send Non-Renewable Professional expiring and not HiQ letters giving 6 months. Include Sid Camp letter, acknowledgement letter and GACE schedule. Make electronic folder.
Extracting Data from Local System
Regardless of the software vendor that your system
uses, all systems must have a way to gather the
required data for CPI.
Once the report of the data has been generated, the
data will appear as a text file. This text file must
exactly match the file layout set by CPI.
Make sure your software vendor has this layout
when they are designing your extraction program.
Data File Layout
http://www.gadoe.org/Technology-Services/Data-Collections/Pages/FY2014-
CPI-Resources.aspx
Actual Text File Sample
20142658SSSSSSSSSA01MXXXXXXXXXXXXX
19521215000010010XX101386 NNNNNWFAHEY
KENNETHXXXXXXXXM
20142658SSSSSSSSSB0110000000337L6XXXXX
0082205720000000001870000XXXX00Y
20142658SSSSSSSSSC0101951000CI XXXXXXX
T11440074800
Computing Employment Basis
(B Record)
DOE Formula for Calculation:
Step One
#full-time hours/day * #days/week = #hours/week
#hours per week * #weeks/year = #full-time hours/year
Step Two
#additional hours/day * #days/week = #hours/week
#hours/week * #weeks/year = additional hours/year
Step Three
Add full-time hours/year + additional hours/year
Divide by the full-time hours/year. The result is the Employment Basis.
8 hours/day * 5 days/week = 40 hours/week
40 hours/week * 38 weeks/year = 1520 full-time hours/year
1 hour/day * 5 days/week = 5 additional hours/week
5 hours/week * 38 weeks/year = 190 hours/year
1520 + 190 = 1710 hours/year
1710 / 1520 = 1.125 is the Employment Basis for the B Record
Employment Basis vs. Assignment %
The Employment Basis is the FTE % of time that the employee is contracted to work. Full-time = 1.0
Part-time = Whatever % the employee works (.49)
Extended day = Computed by formula on previous slide
Employment basis cannot be more than 2.0
The Assignment % is the % of time a particular works doing a job. Teachers must be coded for each different subject they teach. For example, if a teacher teaches math for 3/4 the day and science for 1/4 the
day, the Assignment % would be 75% math and 25% science. The C Record will hold up to six different assignments. The total of all assignments has to equal 100%.
“Data Have Errors”—Yuck!
Print out these reports
Divide and Conquer
Start with the biggy
There is a delightful array of 148 possible error codes available in CPI.
Common errors include E1106, Assignment School Code, Job Code (teachers cannot be reported from central office, such as system resource teachers)
E2016, SS#- all personnel reported as active in previous CPI must be reported as active or terminated, your Charter Schools and Residential Facilities will generate this error since they are not in your upload.
“Data Have Errors”—Yuck!
E622, E623, E624 Employment Basis Errors-usually greater than 2.0 or no assignment type code (both certified and classified)
E631 Payroll years of experience for certified employee not valid for classified employee (JROTC, other certified paid as classified)
E633 Payroll years of experience does not agree with state pay step
E634 Participation in State Health Plan must be Y, N, or O
“Data Have Errors”—Yuck!
E643 Certificate level missing or not valid
(typically this is a V certificate error for Vocational
which is not reflected on the certificate-TS)
E641 Certificate level does not match PSC. This is
usually an upgrade that has been processed by PSC
but not yet received by your system. Manually
correct.
E668 Assignment Job Code must not be used with
Subject Matter Code of ‘999.’
“Data Have Errors”—Yuck!
E672 Termination code was reported for employee with active assignment.
E681 Assignment percent of time not valid, must equal 100 (either percentages do not add up to 100, or previous employment assignments are being pulled in).
E695 Assignment subject matter code must not=“930” –”958” if assignment code <“200.”
E696 The third character of subject matter code must = “8” for special ed teacher assignment code.
“Data Have Errors”—Yuck!
E700 Assignment Subject Matter Code must
not=808 (Spec Ed Consultative) if Job Code is not
(A special ed code such as 171, 158, etc)
E805 Duplicate Social Security #- employee may
work for two systems, must confirm
It’s a Warning—That Doesn’t Matter
Warnings do matter and should all be checked.
“Ready for Signoff” may be received even though
there are warnings for the report.
Some warnings require “Comments”. You will not
be able to get to Sign-off until your “Comments”
are approved.
Significant Reports
CP004, CP005 Long-Term Subs and Third-Party
Contracts
CP001 Transmission Verification (does it match the
data in your system)?
CP003 T&E Summary (this is where the $ comes
from)
CP005 Out of field Status (no T&E for these)
CP006 Certified Employee Funding Source
Summary
Significant Reports (cont’d)
CP011A and B: CTAE Contract and Job
Assignments
CPO12 Certified Employee Record Summary
(opportunity for check and balance from your
system to confirm that everyone is reported)
CP013 Classified Employee Record Summary (is
everyone accounted for)?
CPO14 Salaries >$85,000 or $100,000
CPO15 Employment Basis Greater than 1.25
Significant Reports (cont’d)
CP022 Certified Employee Funding Source Detail
CP031 Certified Personnel Not Funded Through
T&E
CP038A&B, CP039A&B HB280 Math/Science
Eligibility
CP089 State Health Plan Summary
Tricks of the Trade
(Strategies, Tips, Ideas)
Paraprofessionals can earn T & E.
Make sure all experience is verified and included.
Check and double-check reports. Leaving out one certified person can cost the system thousands of dollars.
Start early. You don’t have to wait until the CPI window opens to begin your work.
Use the appropriate Job Code for assignment so that errors in HIQ2 can be avoided.
Print all reports after Sign-off. Reports are archives shortly after the CPI window closes and can no longer be accessed.
???Questions???
Deb Garner, [email protected]
Diane Matthews, [email protected]
Elaine Wilson, [email protected]