IRS

Information and Reporting Services

Collection of Personnel Master File (PMF) Data

The 2014-15 Collection

ePMF Collection

The electronic Personnel Master File (ePMF) application used to collect teacher data is accessed via the Teacher Access and Authorization (TAA) system https://eservices.nysed.gov/taa/ and will be available to teachers until January 15th, 2015.

Superintendents, BOCES superintendents and charter school leaders will have until January 30th to certify and submit the forms to NYSED. On January 16th, a certification icon will appear in TAA allowing these CEOs to certify and submit all forms to the Department.

Requirements for ePMF Form Visibility

1. Staff Snapshot Identifying Teachers – Only those individuals that have field 8 on the Staff Snapshot (the job description field) populated with “TEACHER” will have an ePMF form. If teachers who were previously listed in TAA are no longer visible, make sure “TEACHER” was not inadvertently removed from this field. This can be corrected on a subsequent Staff Snapshot upload. Leave field 8 blank for staff that will not be submitting an ePMF teacher form.

2. A PIN code - Personally Identification Numbers (PINs) are generated for teachers who do not have active TAA accounts. Following a valid record in Staff Snapshot, a teacher PIN will be generated and sent to the IRSP Business Portal for retrieval and distribution to teachers for account creation.

Administrator Changes to ePMF Forms - If the ePMF form has already been submitted by the teacher, an administrator with SEDDAS TAA/TSRV/ePMF entitlements should log into TAA at https://eservices.nysed.gov/taa/ “Unsubmit” the form, make changes as necessary and then “Submit” the form to save the corrections. Administrators with building level entitlements to the ePMF will only see data for teachers that have identified that building on their ePMF form.

Excluding an ePMF form in TAA from Submission to SED – If a person completed a form that should not have (e.g. non-teachers; an individual who was not responsible for the assignment; another person reported information for the same class/assignment), district/charter school/BOCES administrators should “Unsubmit these forms in TAA prior to certifying and submitting the data. SED will only use the submitted forms for reporting purposes.

Administrator Form Creation Option – If a teacher was responsible for a class and left the district before he or she logged into TAA and generated a form, an administrator may create a form with the teacher data. TAA/TSRV/ePMF administrators will see the option “CREATE FORM” in TAA for those teachers loaded in Staff Snapshot and a PIN was generated. Administrators may complete these forms and “Submit” them.

Removing a Teacher from Staff Snapshot:
This should only occur if an employee does not belong to the district during the current school year. If a staff member is erroneously reported to L2, a soft delete can be done by sending a "D" for field 41 (Active/Inactive). Your Regional Information Center (RIC) can assist with this.

At this time, even though a Delete flag is set in Staff Snapshot, those individuals will still be listed in TAA. Following a deployment next week, teachers listed with a DELETE should no longer show up on the TAA admin screen and will no longer receive PINS. If they had previously created a TAA account, they will still be able to log in to the system, but they will not see an ePMF form.

Legal Requirement for Teacher Submitted Data:
Section 80-1.9 of the NYS Education Regulations.
Filing of personnel data requires each individual required to hold a teaching certificate to annually file with the Department a fully completed Basic Educational Data System (BEDS) personnel data form on a date prescribed by the Commissioner of Education. The ePMF BEDS form meets this requirement.

SEDDAS Entitlements for the Teacher Access and
Authorization (TAA) System
User Login Access and Account Administration

To allow district administrators the ability to assist teachers in TAA account creation and TSRV and ePMF review, the TAA administrator application will provide two SEDDAS entitlements:

TAA/TSRV This role allows administrators to view TAA account creation progress, view basic roster data, deactivate TAA accounts for certain users, and view the submission status of ePMF;
TAA/TSRV/ePMF. This role entitles users to everything in role 1 as well as the ability to review and edit ePMF data for staff they oversee.

TAA User Login Access

Charter Schools

  • CEOs
    • Can entitle staff at the same location to be users.

School Districts

  • CEOs
    • Can entitle staff at the district location to be users;
    • Can entitle staff at a school location within the same district as a user (Building CEO should have the same entitlements first).

Public Schools

  • CEOs
    • Can entitle staff at the school as a user (school CEO must be entitled first).

BOCES (main location/district)

  • CEOs
    • Can entitle staff at the same main location as users;
    • Can entitle staff at other associated building locations (including virtual locations) as users (Building CEOs must be entitled first).
      RICs
  • CEOs
    • Can entitle staff at the same location as users.
      TAA Account Administration (creation/entitlements)

Charters Schools

  • CEOs (Delegate Administrator & Entitlement Administrator)
    • Cannot delegate account administration to other charter staff for the same location.

School Districts

  • CEO (Super Delegated Administrator)
    • Can delegate account administration to other district staff;
    • Can delegate account administration to public school CEOs as the account administrator for the school CEO location.

Public Schools

  • CEOs (Delegate Administrator & Entitlement Administrator)
    • Cannot delegate account administration to other school staff for the same location (CEO must have Delegate Administrator & Entitlement Administrator entitlements first for the needed applications).

BOCES (main location)

  • CEOs (Super Delegated Administrator)
    • Can delegate administration to main location BOCES staff for the same location;
    • Cannot delegate to other associated building locations (including virtual locations) account administration. The administration must be managed by the main BOCES.

RICs

  • CEOs
    • Cannot delegate account administration to other RIC staff for the same location.

Notes:

  1. CEOs must have the account administration entitlement for the TAA application to be able to entitle others at the same location.
  2. CEOs must be listed in the State Education Department’s SEDREF system.
    Does a teacher, leader or other certified school personnel have a teacher ID?
    All staff loaded into Staff Snapshot and utilizing the TAA system will need a valid TEACH ID. Any staff without TEACH accounts can create a personal account to view and update their information http://www.highered.nysed.gov/tcert/teach/selfreg.html

If a teacher, leader or other certified school personnel has gained NYS certification since 1982, there will be a TEACH account. The person may or may not have a user ID and password to access their TEACH account.

If a teacher, leader or other certified school personnel gained NYS certification prior to 1983, the person may or may not have a TEACH account. If the person does have a TEACH account, the person may or may not have a user ID and password to access their TEACH account.

If a teacher, leader or other certified school personnel applied for certification on or after July 1, 2006, the person will have a TEACH account and a user ID and password to access their TEACH account.

If a teacher, leader or other certified school personnel applied for certification prior to July 1, 2006, the person may have created a user ID and password to access their TEACH account.

If a person believes they created a User ID and password at one time and they do not remember it, they need to first try to find their user ID by using this link: https://my.ny.gov/bin/MyNy.

If a person believes they created a User ID and password at one time and they do not remember the password, they need to rest their password using the reset link found at: https://my.ny.gov/bin/MyNy.


TEACH help line: 518-486-6041
TEACH help email: teachhelp@nysed.gov or go to https://secureforms.nysed.gov/ohe/tcert/technical.cfm

2014-15 Timeline for ePMF - Teaching Professional Staff
September 2014

  • Districts should begin preparing Staff Snapshot data for loading. These data are required for PIN generation. Teachers will not see an ePMF form when they log in to TAA unless the district has loaded Staff Snapshot data.

October 2014

January 2015
• Teachers can enter and revise ePMF data until January 15, 2015.
• From January 15th to January 31st 2015, an ePMF “Submit and Certify” icon will be visible in TAA when a superintendent/BOCES district superintendent or charter school CEO logs in.

February – March
• Superintendents/administrators with entitlements will be able to review, correct and certify their teacher ePMF data until February 13, 2015.
• The Office of Information and Reporting Services (IRS) will match assignment information with teacher certification information to generate the Highly Qualified/Certification reports. The data will be shared with school districts/BOCES/charter schools allowing LEAs a review period. During this time, LEAs can provide HOUSSE documentation for teachers. Additional information about this process will be provided at a later date.

Guidance for ePMF Teaching Staff 2014

2014-15 Timeline for PMF - Non-Teaching Professional Staff

September 2014

  • PMF non-teaching forms and assignment code booklets mailed to districts/BOCES

October 2014

  • BEDS Day October 1, 2014
  • PMF Non-Teaching forms returned to Office of Information and Reporting by October 31, 2014

Guidance for Non-Teaching Staff 2014

Forms 2014

 

Last Updated: February 19, 2015