Data Standards Document

STAFF

 

 

 

DOCUMENT VERSION: B.5

 

 

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, 2012, unless a revision is published prior.

 

 

 

 

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

 

This document is valid until June 30, 2012, unless a revision is published prior.

 

Version	Date	Author	Description
B	April 30, 2010	D. Chuhta	Version B
B.2	June 22, 2010	D. Chuhta	Updated Ethnicity and Race, updated contacts
B.3	June 29, 2010	D. Chuhta	Added reference to multiple race selections
B.4	August 24, 2010	J. McCue	Added Email reference to Job Function.
B.5	June 30, 2011	L. Gilman	Minor modifications, updates and formatting throughout document

 

 

 

 

 

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 brian.snow@maine.gov, or by calling (207) 624-6840.

 

 

Maine Education Data Management System (MEDMS) Contacts

 

Personal

Indicative Data

Background Data

 

Staff SAU

 

Job Functions

 

 

MEDMS Technical Support John McCue Stephanie Wright	(207) 624-6896
Training Lance Gilman Travis Wood	(207) 624-6681 (207) 624-6810
Leadership Bill Hurwitch (Project Director) Brian Snow (Data Manager)	(207) 624-6790

 

Program Specific Contacts

 

Highly Qualified Teacher Status (VACANT)	(207) 624-6600
Minimum Teacher Salary Adjustment Paula Gravelle	(207) 624-6792
NBPTS Salary Supplement  Paula Gravelle	(207) 624-6792
Staff Information Ruth Sherman	(207) 624-6809

 

 

 

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.

 

Hispanic/Latino Ethnicity:    

An indication that the individual traces his or her origin or descent to Mexico, Puerto Rico, Cuba, Central and South America, and other Spanish cultures, regardless of race.

 

Race: The general racial category which most clearly reflects the individual's recognition of his or her community or with which the individual most identifies.  (Select one or more of the following:)

·        American Indian or Alaska Native:  A person having origins in any of the original peoples of North and South America (including Central America ), and who maintains cultural identification through tribal affiliations or community recognition.

·        Asian:  A person having origins in any of the original peoples of the Far East, Southeast Asia , or the Indian Subcontinent. This area includes, for example, Cambodia , China , India , Japan , Korea , Malaysia , Pakistan , Thailand , and Vietnam .

·        Black or African American: A person having origins in any of the black racial groups of Africa.

·        Native Hawaiian or Other Pacific Islander: A person having origins in any of the original peoples of Hawaii , Guam, Samoa, or other Pacific Islands .

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

 

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.

 

1st Year College	Bachelor’s + 30 Hrs
2 Year School Grad	Bachelor’s Degree
2nd Year College	Doctorate
3 Year School Grad	High School
3rd Year College	Less than High School
4th 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. Joseph	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 are

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 , the following 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 including 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. Note: when terminating from the SAU tab, the Job Function will also be terminated.

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 (CTE)

            Applied Technology/Industrial Arts

                Art                                                                                         

                Business/Office Occupation (Reg/CTE)                          

                Co-Curricular Activities                                                     

                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 (CTE)

                Home Economics – Wage Earning

Junior ROTC

Marketing and Distribution (CTE)

                Mathematics

                Music

                Natural Science

Safety and Driver Ed

Soc Science & Soc Studies

Special Vocational Programs

Trades and Industry (CTE)

 

Email: Work email for this job function. (Required for Superintendents, Principals and Director of Secondary Vocational).

 

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. Note: termination of a staff member from the SAU should be completed on the SAU tab.