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Proposed Changes for 2007-2008 PI-1202 Fall Staff Reporting

Application Deadline: December 15, 2007

Position/Assignment Table

PI-1202 Data Definitions and Instructions

 

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Recommendation

We recommend use of individual's name as listed on his or her most current social security card to reduce the name discrepancy warning between hiring agencies.

Software/Application Changes

File Structures/Layouts:

STAFF - two fields being added

This file contains information for each individual employed or contracted by the reporting (hiring) agency.

The record is 199 bytes long. For specific information for valid fields entry, see the 'Validation Criteria for Staff & Assignment Files' topic in the PI-1202 Data Definitions and Instructions.

  Data Type Start Position Length Format
Filler

spaces

1

1

 
Social Security Number

numeric

2

9

 
Filler

space

11

1

 
Hiring LEA Number

numeric

12

4

 
Last Name

alphanumeric

16

20

 
First Name

alphanumeric

36

16

 
Gender

alpha

52

1

 
Race Code

alpha

53

1

 
Year of Birth

numeric

54

4

 
Highest Degree

numeric

58

2

 
School Year

numeric

60

4

 
Filler

spaces

64

4

 
Local Years Experience

numeric

68

3

99v9

Total Years Experience

numeric

71

3

99v9

Contract Salary

numeric

74

6

 
Contract Fringe Benefits

numeric

80

6

 
Generation

alphanumeric

86

10

 
Filler

spaces

96

4

 
Former Last Name

alphanumeric

100

20

 
Middle Initial or Name

alphanumeric

120

20

 
Contract Days

numeric

140

3

 
File Number New

numeric

143

7

 
Local Use New

alphanumeric

150

50

 

File Number is a new field for 2007-08 and is not required this year, but it will be required for all licensed positions in 2008-09.

Local Use is a new field, an optional field available for districts to include local codes, etc., that will assist them in submitting and reviewing data.

ASSIGNMENT - three fields are being added.

This file contains all the assignment information for each individual employed or contracted by the reporting (hiring) agency. It should contain one record for each reportable activity a person is assigned. Position codes are designed to cover all employees of education agencies and assignment codes for all activities that need to be reported.

The record is 266 bytes long. For specific information for valid fields entry, see the 'Validation Criteria for Staff & Assignment Files' topic in the PI-1202 Data Definitions and Instructions.

Note that 'Grade Levels' is an array of 22 2-byte fields. Beginning in position 43, store two characters for each grade for which this assignment is performed, e.g., 020305.

  Data Type Start Position Length Format
Filler

spaces

1

1

 
Social Security Number

numeric

2

9

 
Working LEA Number

numeric

11

4

 
Filler

spaces

15

3

 
Position Code

numeric

18

2

 
Assignment Code

numeric

20

4

 
Hiring LEA Number

numeric

24

4

 
FTE (percentage)

numeric

28

3

999

Filler

alphanumeric

31

2

 
Bilingual Program

alpha

33

1

 
Working School Number

numeric

34

4

 
Long Term Sub

alpha

38

1

 
Filler

spaces

39

1

 
Contracted Assignment

alpha

40

1

 
Contracted Agency (previously a filler field) New

alpha

41

1

 
Filler

spaces

42

1

 
Grade Levels

alphanumeric

43

44

 
School Year

numeric

87

4

 
Filler to fixed length

spaces

91

26

 
Contracted Agency Site New

alphanumeric

117

50

 
Local Use New

alphanumeric

167

100

 

Contracted Agency: Required, Y, if Yes , N, if No. Default will be set to No. Should be answered Yes if the assignment being performed by an individual who is not an employee of the hiring LEA but is employed by a private agency contracted to provide direct services to students. Examples: a four-year-old kindergarten teacher hired by a community/private pre-school, Head Start program, or daycare on behalf of a public school district or a teacher teaching in a partnership school as authorized under Wisconsin Statutes 118.153(3)(c)(2) for Milwaukee Public Schools. In both examples the students are reported as public school students in Wisconsin Student Number Locator System (WSLS) and Individual Student Enrollment System (ISES). If this field is reported with a Y, Contracted Agency Site will be required to be completed.

Contracted Agency Site: This field is required when Contracted Agency is answered Y (yes). The hiring LEA is to report where the individual is providing the service; examples would be the name of the day care facility, Head Start location, private school, or partnership school, etc.

Local Use: This is an optional field and can be used for submitting the title of individuals reported as 99/0000, Professional in non-educational related role with no further description/assignment.

Contracted Assignment (Individual): Required, Y, if Yes, N, if No, default set to No. Yes is only valid in this field if the contract is with an individual, not employee of the hiring LEA, to provide services related to position/assignment combinations of 59/0888, 59/0886, 63/0888, 63/0885, 75/1000, or 75/8000 or the Hiring LEA is the Wisconsin Department of Corrections or Wisconsin Department of Health and Family Services. Any other characters will produce an error.

Position-Assignment Code Combinations Deleted

05/0970 District Administrator, Intern
51/0970 Principal, Intern
54/0970 Guidance Counselor, Intern
98/9071 Plant Operation Personnel (replaced with new descriptions for 98/9072 and new 99/9072)
64/0025 Program Coordinator-School Safety Coordination (replaced with 99/9170)

Position-Assignment Code Combinations New

53/0004 Early Intervening Services Teacher
64/0875 Program Coordinator, IEP Coordinator
99/0960 Technical Services/Computer Support
99/0100 HR staff members
99/9150 Community services staff
99/9160 Before and after school supervisor/coordinator and staff
99/9170 School safety coordination
99/9180 Professional development coordinator/instructor
99/9190 Distance Learning staff

Position-Assignment Code Combinations Revised Descriptions

53/0002 Academic Support - teachers
53/0940 Academic Support for Non-Special Education Pupils
98/9089 Business office professional staff
98/9072 Plant operation/maintenance

Validation Routines.

Validation routines have been strengthened.

Gender: Field can no longer be blank; must be F or M.

Race/Ethnicity Code: Field can no longer be blank; must be A, B, H, I, or W.

Year of Birth: Field can no longer be blank. School Year minus Birth Year must be <= 99 and >= 15.

Teachers teaching in grades 7 and 8, regardless of the school type, need to be reported as subject specific. They can not be reported as 53/0050 (Elementary All Subjects).

FTE: Is not valid for position/assignments 43/0000, 97/9883, 98/9077, or 98/9078.

Upcoming Features:

A report providing list of individuals submitted with Yes in the field for Contracted Assignment or Contracted Agency. These individuals are not employees of the hiring LEA.

Calendar for Reporting

November 2 - Letters containing passwords will be sent to District Administrators.
November 6 - Application will be opened.
October - Application will be opened.
December - 15th - Data is due at DPI.

- DPI will start running audits; districts can request to be unlocked to make corrections based on audits.

March - 1st - All final corrections for PI-1202 must be done by reporting LEAs and the collection locked.

- 31st - DPI's due date to report information to the U.S. Dept of Education, though EDEN
Applications for licenses covering the 2007-08 school year accepted at DPI up to June 30, 2008; however, waiting until this date may cause reporting issues for highly-qualified teacher status or fully-certified staff status.

Overview: Steps to take to complete the PI-1202.

  1. Review instructions and changes.
  2. Update/Complete District Contact Info.
  3. Upload or Create Staff Records (part of Upload or Create Records).
  4. Upload or Create Assignment Records (part of Upload or Create Records).
  5. Review errors from the four Error Reports (Reports Menu); make corrections directly in Staff & Assignment Lists or correct in local system and do another File Upload.
    • Staff Assignment Errors

    • Staff Conflict Errors

    • Staff Without Assignments

    • Staff Without Experience

  6. Validate Data (after corrections are made).
  7. Review the Reports Requiring Approval (Reports Menu). When you are in the specific report, and if the data is correct, select (click in) the approval box.
    • Draft Administrative Salary Report
    • Draft Staff Report by Position, Ethnic Group and Gender
    • Schools - No Teacher Position #53 as Staff
  8. Lock and Submit.

Previous years for PI-1202 Fall Staff Reporting pages

2003-2004 Fall Staff Reporting Page
2004-2005 Fall Staff Reporting Page
2005-2006 Fall Staff Reporting Page
2006-2007 Fall Staff Reporting Page