Employment Information System (EIS)May 14, 2020 · Webinar Tips 4 • Tips for Listening – Computer speakers – Headset connected to a computer – Telephone • Tips for Speaking

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Employment Information System (EIS)

2020 EIS Salaries, Benefits, Days Absent and Evaluations

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Welcome and IntroductionsPresenters

• Mark Hobneck: Data Strategies & Analytics

• Brenda Umek: Data Strategies & Analytics

• Evan Stout: Data Strategies & Analytics

• Howard Hammel: Data Strategies & Analytics

• Janaya Crevier: Data Strategies & Analytics

• Siobhan Byrd: Data Strategies & Analytics

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Note: This webinar is being recorded

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• Please do not provide any employee, personal, or vendor information

• The Webinar Video, PowerPoint Presentation and other resources related to EIS will be posted at https://www.isbe.net/Pages/EIS-Archived-Webinars-and-Presentations.aspx

• This may take 24 hours before becoming available

https://www.isbe.net/Pages/EIS-Archived-Webinars-and-Presentations.aspx

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Webinar Tips

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• Tips for Listening– Computer speakers– Headset connected to a computer– Telephone

• Tips for Speaking– Make sure you have a microphone plugged in or the computer you are using has a microphone before

raising your hand.– Make sure all audio settings in the computer are un-muted and speakers are turned down before talking.

• Question and Answer– Q&A will be held at the end of the webinar.– Please raise your hand to ask a question.– All text messages are logged.– Text questions will be posted in a Q&A document after the Webinar.– If you are using a telephone, the audio pin number must be typed in correctly before you can talk.

• Troubleshooting– If you are disconnected from the Webinar at any time, you can click the link that was provided to you in

your email. Alternatively, you can re-register for the Webinar to gain access.– If you are listening via telephone and close out of the Webinar on your computer, you will be

disconnected.

Please save all written and verbal questions until the end at the Q&A

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Agenda

• Where is EIS Data Used?

• Critical Tasks & Wrapping Up EIS for 2020

• Salary

• Absent Days

• Educator Evaluation

• Data Quality Checks

• 2020 Key Dates

• Question & Answer

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EIS Web Services• ISBE offers a free web service that provides a method

for districts to automate the process of sending and retrieving batch data files to EIS

• Providing current data to ISBE using web services is simple and automated for data entry staff

• Web services use the same template as batch upload https://www.isbe.net/Documents/DataTransferDeveloper.pdf

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https://www.isbe.net/Documents/DataTransferDeveloper.pdf

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Where is EIS Data Used?• EdFacts Federal Staff FTE Submission twice a year (federal statute)

• State Report Card (state statute)

• Teacher Metrics

• Teacher Retention

• FTE Teacher Count

• Teacher Gender Distribution

• Teacher Race Distribution

• Average IL Public School Teacher Experience

• Novice Teacher Ratio

• Teacher Attendance Rate

• Pupil Teacher Ratio – Elementary

• Pupil Teacher Ratio – High School

• Teacher Average Salary

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Where is EIS Data Used?

• State Report Card (continued)

• Administrator Metrics

• Average Administrator Salary

• Pupil Administrator Ratio

• Principal Turnover 6 Years

• Pupil Certified Ratio

• Administrator & Teacher Salary & Benefits (state statue)

• State Government (ISBE Internal and External)

• University\College and Private Research

• New Media – Newspapers, TV and Radio

• School Districts & School Boards (local and state)

• Tax Payers & FOIA requests

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Critical Tasks & Wrapping Up EIS for 2020

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Critical Tasks 2020

Complete by June 30, 2020:

❑ Ensure Contract Days are completed for all positions

❑ Check EIS Dashboard for missing positions

❑ Update and Add Employment/Position Records

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Contract Days

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Current School Year

YYYY

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Contract Days

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• Do not put a zero (0)

Current SY(your district)

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FTE Calculation

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Why the change:

▪ Calculated FTE should be more accurate and more consistent year-after-year

▪ We can use the percent of full-time to identify both full-time and part-time

employees without adding another field to EIS

Calculated 𝐅𝐓𝐄 =(𝐩𝐞𝐫𝐜𝐞𝐧𝐭 𝐨𝐟 𝐟𝐮𝐥𝐥−𝐭𝐢𝐦𝐞)∗(𝐚𝐜𝐭𝐮𝐚𝐥 𝐝𝐚𝐲𝐬 𝐩𝐚𝐢𝐝)

𝐜𝐨𝐧𝐭𝐫𝐚𝐜𝐭 𝐝𝐚𝐲𝐬 𝐟𝐨𝐫 𝐟𝐮𝐥𝐥−𝐭𝐢𝐦𝐞

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Critical Tasks 2020


❑ Check EIS Dashboard for missing positions

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Checking for Missing Positions

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1. Check EIS Dashboard:

YYYY

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2. EIS Missing Position Report

YYYY

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07/31/2019

YYYY

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Critical Tasks 2020


❑ Update and Add Employment/Position Records

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Wrapping Up 2020

Complete by August 15, 2020:

❑ Enter Salary

❑ Enter Benefits (if applicable) (Sections 10-20.47 and 34-18.38

of the School Code[105 ILCS 5/10-20.47 and 5/34-18.38])

❑ Finalize Teacher Absence

❑ Finalize Position End Dates

❑ Set Position End Dates to on or before June 30, 2020

❑ Enter Educator Evaluations (Performance Evaluation Reform

Act (PERA) (Senate Bill 315; Public Act 96-0861)

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EIS 2020 Review Materials

For more details, please use the following resources:

– https://www.isbe.net/Documents/wrapping-up-2020-20200319.pdf

– https://www.isbe.net/Documents/EIS-DSA-Webinar-03-19-20-QA.pdf

– Registration details are required to view the recordings

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https://www.isbe.net/Documents/wrapping-up-2020-20200319.pdf

https://www.isbe.net/Documents/EIS-DSA-Webinar-03-19-20-QA.pdf

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Salary

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Salary – Online Entry

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2020 Salary Fields:

1. Percent of Full-Time - represents the percentage amount of time an employee is working for the district which equates to the districts definition of full-time

2. Actual Days (paid) - Actual days paid is the days an educator is paid based on contracted days for their position

• Include: All paid vacation days, sick days, personal days, professional development days and

holidays, paid FMLA leave and other paid leave

• Exclude: Days without pay

3. Contract Days - Maximum number of days that makes positon full-time, i.e. 180 days. This should be the first step before you start adding position records.

4. Contract Days Override – Allows an override of Contract Days for situations where the contracted days to full time is different than the original Contract Days entered. i.e. Elementary Principal contract days vs. Secondary Principal contract days

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Salary Fields:1. Percent of Full Time 2. Actual Days (paid)3. Contract Days 4. Contract Days Override

07/01/YYYY

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In this example, the Absent Days were paid days so they would count towards Actual Days (paid).

Current School Year

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In this example, the Absent Days were un-paid days so they would not count towards Actual Days (paid).

Current School Year

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Base Salary

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Properties:▪ https://www.isbe.net/Pages/EIS-Data-Elements.aspx

The contracted dollar amount the employee is paid for the time worked for the school year for this position. This includes gross salary for personal services rendered while on the payroll of the LEA. This also includes the 6% earnings increase.

Not included in base salary are; Stipends, bonuses, annuities, Retirement Benefits (as defined below), and Other Benefits (i.e., amounts paid by the employer for health insurance or toward retirement). (Note: Stipends are not included in any Salary information.)

An accompanying salary record must be submitted for each reported position.

https://www.isbe.net/Pages/EIS-Data-Elements.aspx

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Vacation Days

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Number of Vacation Days awarded by the contract annually to the employee this school year. Only required for the following positions:

Only required for the following positions:▪ 100 - 121 Regular Education Administrative▪ 150 - 155 Special Education Administrative ▪ 200 - 207 Regular Education Instructional▪ 250 - 251 Special Education Instructional▪ 601 - 611 Resource Teacher series


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Sick Days

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Number of Sick Days awarded by the contract annually to the employee this school year. Do not include personal days, accumulated sick days or time converted to sick days. Only required for the following positions:

Only required for the following positions:▪ 100 - 121 Regular Education Administrative▪ 150 - 155 Special Education Administrative▪ 200 - 207 Regular Education Instructional▪ 250 - 251 Special Education Instructional▪ 601 - 611 Resource Teacher series


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Bonuses

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Dollar value of Bonuses awarded to the employee this school year. Only required for the following positions in public school districts:



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Annuities

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Dollar value of qualified and nonqualified Annuities provided by the employer to the employee this school year.



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Retirement Benefits

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Dollar value of Retirement Benefits provided by the employer to employee this school year, including Board Paid TRS Retirement, IMRF, SERS and CTPF.



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Other Benefits

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Dollar amount of Other employer-provided Benefits paid by the employer and received during the school year for the employee. Other Benefits should include only the employer paid portion. Other Benefits include any payment, reimbursement, or goods received that directly benefits the employee. Examples are: Health/Dental/Vision Insurance, Life Insurance or THIS.

Only required for the following positions: ▪ 100 - 121 Regular Education Administrative▪ 150 - 155 Special Education Administrative ▪ 200 - 207 Regular Education Instructional▪ 250 - 251 Special Education Instructional▪ 601 - 611 Resource Teacher series


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Benefits Grid

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EIS SALARY DATA

For Public School Districts OnlyBase

SalaryVacation

DaysSick Days

Bonuses AnnuitiesRetirement

BenefitsOther

BenefitsNot

Reportable

Salary Data:

Contractual Gross Salary X

Retirement Bumps (6% Earnings Increases) X

Wages Paid to Long-Term Sub Positions X

Stipends (any kind, even travel and phone stipends) X

Extra Duty Pay X

Salary paid for time not working or while on leave of absence

X

Vacation Days (Current Year Awarded) X

Sick Days (Current Year Awarded) Don't include personal days converted to sick days X

Personal Days X

Bonuses X

Annuities (Employer Paid) X

Annuities (Employee Paid) X


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Benefits Grid

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EIS SALARY DATA

For Public School Districts OnlyBase

SalaryVacation

DaysSick Days


BenefitsOther

BenefitsNot

Reportable

Benefits Data:Chicago Teacher Pension Fund (Employer Paid) X

Chicago Teacher Pension Fund Employer Portion X

SERS (State Employment Retirement System) X

IMRF Member Portion (Employer Paid) X

IMRF Employer Portion X

Early Retirement/Early Separation Option Payments X

THIS Member Portion (Employer Paid) X

THIS Employer Portion X

Health Insurance (Employer Paid) X

Dental Insurance (Employer Paid) X

Life Insurance (Employer Paid) X

Vision Insurance (Employer Paid) X

Benefits earned from stipends and extra duty pay X


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Benefits Grid

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EIS SALARY DATA

For Public School Districts Only Base Salary

Vacation Days

Sick Days


BenefitsOther

BenefitsNot

Reportable

Federal TRS X

Flex Benefits X

FICA Employer Portion X

FICA Employee Portion (Employer Paid) X

Medicare Employer Portion X

Medicare Employee Portion (Employer Paid) X

Workers' Comp Employer Portion X

Unemployment Ins Employer Portion X

Longevity Payments X

Severance Payments X

Reduced Tuition or Tuition Reimbursements X

Housing X


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Contract Days Override

07/01/YYYY 06/30/YYYY

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Contract Days Override• Not a required field• Used when there are multiple Contract Days allowed• Must be different than the Contract Days• Can be ignored if no Contract Days override is necessary

In this example the maximum Contract Days for Principal was 260 but there was a Principal who’s Contract Days to full-time was 240, so you can override the 260 with 240 for this Principal.

Current School Year

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Salary – Batch Only

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2020 Salary Template

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Template General Rules

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❑Do Not Rename columns

❑Do Not Remove columns

❑Do Not Add columns

❑Do Not Add data outside of template columns

❑Do Not Change the order of columns

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Days Absent

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Employee Absence

OverviewFor the purpose of information required under Section 10-17a(2)(E) of the School Code

…the percentage of teachers with less than 10 absences in a school year for reasons other than professional development, leaves taken pursuant to the federal Family Medical Leave Act of 1993, long-term disability, or parental leaves,...

What to exclude?

Exclusion Determination Guidance

Professional Development Local district determination based on policy or bargaining agreementLong-term disability

Parental Leave

FMLA Resource regarding FMLA: https://www.dol.gov/whd/regs/compliance/posters/fmlaen.pdf

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https://www.dol.gov/whd/regs/compliance/posters/fmlaen.pdf

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Absent Days

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Days Absent is by position rather than by employee. The number of days absent does notneed to match over all teaching positions. If an educator has more than one teaching position, any changes to days absent on one teaching position will NOT be duplicated for the other.

Only teaching positions will be required to enter days absent.200-251 – Teachers601-611 – Resource Teachers

If an educator is both a teacher and another non-teaching position, only the teaching position willrequire days absent.

Allows district more freedom when assigning days absent.

We will no longer duplicate days absent for multiple teaching positions.

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Absent Days

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Absent Days Reported as displayed on the Illinois Interactive Report Card:

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Absent Days

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Absent Days Examples:

Example 1 – Educator had 6 Absent Days and has only one Teaching position

Example 2 – Educator had 6 Absent Days and has two Teaching Positions all Absent Days in one Position

Current School Year

Current School Year

Current School Year

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Absent Days

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Days Absent Examples – Continued:

Example 3 - Educator had 6 Absent Days and has two Teaching Positions Absent Days are evenly split

Example 4 - Educator has a total of 8 Absent Days (add the absent days per position)

Current School Year

Current School Year

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Absent Days

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Days Absent Examples – Continued:

Example 5 - Educator had 6 Absent Days and has one Teaching Position and one Non-Teaching Position

Current School Year

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Absent Days Report

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Absent Days Report

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YYYY

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Educator Evaluation

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Educator Evaluation

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Initial Requirements

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Educator Evaluation - Changes

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ELIS Example for Teacher

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Educator Evaluation - Changes

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ELIS Example for Principal

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Data Quality Checks

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❑ Check 1: Missing Positions on EIS Dashboard should be zero (0)

❑ Check 2: Ensure that all positions have Contract Days entered

❑ Check 3: Finalize all Position End Dates

❑ Check 4: Finalize all Days Absent

❑ Check 5: District Superintendent entered and Work Location is at the District

(if applicable)

❑ Check 6: Principal assigned to every school (if applicable)

❑ Check 7: Every school has teachers assigned

❑ Check 8: Teacher work location required for all classroom locations

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2020 Key Dates

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2019-2020 Key Dates

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Activity Date

Begin to submit SY 2020 Employment and Position data Monday, July 1, 2019

Deadline for 2020 5Essentials Survey Email Addresses and

Employment/Position data

Friday, November 1, 2019

EIS 2020 Employment and Position Records for purposes of

Federal Reporting

(update by)

Thursday, April 16, 2020

All SY 2020 Non-certified Employees aggregated FTE counts

must be completed for the purpose of Federal Reporting

Thursday, April 16, 2020

Final Deadline for SY 2020 (updates & corrections)

Employment/Position, Base Salary, Evaluations and Absent

Data

Friday, August 14, 2020

2020 Benefits data (if applicable) Thursday, October 1, 2020

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2020 EIS Summer Training

TBA

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ISBE Resource Information

EIS webpage: • https://www.isbe.net/Pages/Employment-Information-System.aspxData Elements:

– https://www.isbe.net/Pages/EIS-Data-Elements.aspx

Templates and Instructions: – https://www.isbe.net/Pages/EIS-Data-Input.aspx

Data Validations: – https://www.isbe.net/Pages/EIS-Validations-Document.aspx

Key Dates: – https://www.isbe.net/Pages/EIS-Key-Dates.aspx

Data Quality Dashboard: – Is located in IWAS– For information on the dashboard please visit https://www.isbe.net/Pages/Data-

Quality-Dashboard.aspx

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https://www.isbe.net/Pages/Employment-Information-System.aspx


https://www.isbe.net/Pages/EIS-Data-Input.aspx

https://www.isbe.net/Pages/EIS-Validations-Document.aspx

https://www.isbe.net/Pages/EIS-Key-Dates.aspx

https://www.isbe.net/Pages/Data-Quality-Dashboard.aspx

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ISBE Contact Information

Data Strategies & Analytics

– [email protected]

Help Desk for IWAS technical issues

– (217) 558-3600

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mailto:[email protected]

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Question & Answer

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