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

Application Deadline: December 15, 2007

Position/Assignment Table

PI-1202 Data Definitions and Instructions

Link to 2007-2008 PI-1202 Fall Staff Application Login

Have questions, need help, Go to the Helpdesk Expert

Recommendation

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

Software/Application Changes

File Structures/Layouts:

STAFF - 2 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 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 - 3 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, i.e., 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 is done by an individual that is not an employee of the hiring LEA but is employed by a private agency contracted to provide direct services to students. Examples: a 4-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 = 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