IRS

Information and Reporting Services

Collection of Staff Data

Staff Collection Timeline 2014-15 to 2015-16 PDF file (51KB)

The 2014-15 Collection

Not Highly Qualified (HQ) / Teaching out of Certification Reports 2014-15

As in past years, the Office of Information and Reporting Services (IRS) will provide school districts, BOCES and charter schools with reports of teachers identified as not highly qualified and/or teaching out of certification. These reports are posted on the IRS Portal http://portal.nysed.gov.

Highly Qualified (HQ) status is determined based on the assignments teachers selected on their ePMF forms and a match with the certifications they have on file with the Office of Teaching Initiatives. This match is based on the teacher having appropriate certification in place on BEDS Day, which was October 1, 2014 for the 2014-15 school year.

Highly Qualified is a term used at the federal level to determine if a teacher has properly demonstrated content knowledge in order to be assigned to teach a core course. In New York State, core courses are: ELA, Reading, Mathematics, Science, Social Studies (including history, geography, economics, civics and government), Foreign Languages, and Arts (including art, dance, music, theater, public speaking, and drama).

If a teacher is assigned to teach a core course that falls within the state-approved area of certification, that teacher is considered HQ. If a teacher is assigned to teach a core course that does not fall within the state-approved area of certification, the teacher must meet additional criteria in order to be qualified. The Highly Objective Uniform State Standard of Evaluation (HOUSSE) is one such way.

Using alternative measures to become HQ for a core course assignment may demonstrate compliance for federal ESEA purposes; however, using alternative measures to become HQ for a core course may, in certain circumstances, violate compliance for NYS certification purposes.

Commissioner Regulations Section 80-5.3, concerning Incidental teaching allows a NYS certified teacher to teach one course out of the teacher’s area of certification upon approval of the Commissioner. However, in circumstances where that single course is a core course, federal requirements for highly qualified status still apply. See http://www.highered.nysed.gov/tcert/part80-5.html#Section5.3 for additional information.

Federal regulations prohibit the use of Title I and Title IIA funds to pay any portion of salary for a teacher that is not highly qualified. If a teacher becomes highly qualified through use of the HOUSSE, documents should be maintained in the personnel file of each teacher to whom HOUSSE applies and must be available upon request of the Department.

For additional information concerning NCLB and IDEA requirements for teachers, refer to Field Memo #03-2008 from the NYSED Office of Accountability http://www.p12.nysed.gov/accountability/archives/03-2008.html.

Selecting HOUSSE, Charter 5-30 Exemptions and Correcting ePMF Forms

The teacher-submitted data (ePMF forms), which were locked down in February to both teachers and administrators, will re-open for corrections (by administrators only) following the Highly Qualified/Out of Certification report processing. These reports will be generated by SED and posted on the IRS Portal http://portal.nysed.gov/portal/page/pref/PortalApp.

Making corrections to ePMF forms and selecting teachers for HOUSSE or charter school 5-30 exemptions will be done in each ePMF form. The first step for any correction will require uncertifying all ePMF forms by the BOCES, district or charter CEO. This step can be done in TAA at https://eservices.nysed.gov/taa/ requiring the CEO to login using his/her Business Portal username and password. Once signed in, an icon will be present at the bottom of the screen to “uncertify” the ePMF data. After forms are uncertified, an administrator with proper entitlements to TAA/TSRV/ePMF can make assignment corrections and make HOUSSE and charter school 5-30 exemptions that apply. The administrator would select the teacher form that requires a correction by clicking on the “PMF status”. This will open the form so that it can be “Unsubmitted.” Administrators can then make edits as necessary and “Submit” the form to save the changes. Once all ePMF forms have been updated and are in a “Submitted” status, the CEO can lock all forms by certifying once again in TAA.

EPMF forms and TSRV data will only be visible to administrators if a teacher has a valid Staff Snapshot record with field 8 populated as “TEACHER” and field 41 must not have a deleted (“D”) status.

If teachers did not have a reportable salary on their ePMF forms due to contract negotiations being at impasse earlier in the year and the contract has since been settled, please add the salary to the ePMF form.

An assignment certification of “None” on the report indicates that the teacher did not possess a valid teaching certificate for the reported assignment. An assignment certification of “Charter Oth/No Cert Req” indicates that the charter school teacher held a valid teaching certificate, though not for the specific assignment being taught. A “C” next to a teacher’s name indicates that the teacher lacked specific subject area certification. Please note that a “C” will be displayed for informational purposes for “Charter Oth/No Cert Req” assignments even though the charter school teacher does not need certification for such assignments.

An incorrectly reported assignment code may have caused a teacher to appear as Not Certified or Not Highly Qualified. If an incorrect assignment code for a teacher is listed, the correction must be made on the teacher’s ePMF form.

When changing an assignment code, a new “HQ” status will be determined by the Department. This status will be determined for each core class based on whether the teacher is found to be certified.

If “Not On Tcert File” appears on the Highly Qualified/Out of Certification report next to the teacher’s name, the Social Security number in the TEACH database may be incorrect. The Office of Teaching Initiatives will not research and address the problem without a legible copy of the teaching certificate in question.

Assignment code changes should only be made if the reported assignment does not accurately reflect the assignment that was being taught on BEDS Day.

5-30 Charter School Certification Exemption

Charter school legislation allows up to thirty percent of the teaching staff, with a maximum of five teachers per school to teach without holding any teaching certificate. Each charter school may select as many as thirty percent of all teachers employed by the school, with a maximum of five, for whom they wish the “5-30 exemption” to apply. A school would have to employ at least 17 teachers in order to qualify five teachers for the “5-30 exemption” (e.g. .3 * 16 = 4.8 and .3 * 17 = 5.1).

Charter schools should select the teachers on the ePMF forms that are indicated as having no valid NYS certification on the Highly Qualified/Out of Certification reports that were posted on the Business Portal-such teachers are still required to meet all other HQ requirements.

*For questions concerning this process, contact the Office of Information and Reporting Services at (518) 474-7965 or email datasupport@nysed.gov

*For guidance and documentation concerning teacher/staff data collection and reporting, visit http://www.p12.nysed.gov/irs/beds/2014/PMF/home.html

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: May 27, 2015