Load Data - Employee Information

1. Choose Load. 

2. Select Load Employee Information. Refer to Field Descriptions and enter valid information.

3. Click Load, then Yes. 

4. Save the file, then click OK.

5. Navigate to the folder containing the summary report file.

6. Inspect the file and update the data, if needed.

7. Repeat these steps until all the data is loaded.

Field Descriptions

Load Process

The system checks for existing submission date records. If Purge Records With This Submission Date is selected, the system searches for records with that submission date. If you click Yes to continue, the system deletes all MEIS REP employee and assignment records with that submission date.

If Purge Records With This Submission Date is not selected, the system looks for records with that submission date that also match the Employee Criteria and deletes those records. This allows you to load specific departments without deleting the previously loaded records for other departments.

If any records are found, you can delete the existing records or abort the load process.

This prevents the loading of day-to-day substitutes, paraprofessionals (assignment codes 00SUB and 00PAR), and non-instructional staff (assignment codes 81500 through 99900) who have an FTE (full-time equivalency) of less than 0.5. The substitutes and non-instructional staff members are loaded from the Substitutes, Student Teachers and Non-Instructional option.

Once the data has been loaded, a message is displayed if errors were found during the load process.

If errors are encountered, it is recommended to fix the source data and, if possible, re-load the data. Much of the edit checking for data integrity only occurs during the load process, not later when the report is generated. Although specific errors are checked when the report is run, many other errors are only checked when the data is loaded.

Assignments

There is a maximum of 15 school assignments, but only nine assignments are reported to REP. If there are no school assignments for an employee, the log records the error message.

If the Effectiveness field on an employee's Employee Defined Window Page 500 MEIS REP page is blank and if the value selected in the Assignment field on the Assignments page is any of the following, an error is logged when loading data:

Hourly Wage And Base Annual Salary

The hourly wage is derived from the Docking Rate on the employee's Primary Pay Rate. The Contract Limit value on the Primary Pay Rate is not considered when calculating the hourly wage.

The hourly wage is calculated as follows:

• Pay Method other than D (Daily): The Docking Rate from the Primary Pay Rate is used directly as the Hourly Wage.

• Pay Method D (Daily): Hourly Wage = Docking Rate / Hours Per Day.

The following validations apply during the load process:

• If the Primary Pay Rate is missing, the existing validation applies.

• If Include Dock is unchecked on the Primary Pay Rate, the hourly wage is set to zero and the message "Include Dock is unchecked, hourly wage is set to zero." is logged.

• If Include Dock is checked but the Docking Rate is zero, the hourly wage is set to zero and the message "Docking rate is zero, hourly wage is set to zero." is logged.

• For Pay Method D, if Hours Per Day is zero, the hourly wage is set to zero, and the message "Hours per day is zero, hourly wage is set to zero." is logged.

If the hourly wage exceeds $999.99, the log records an error message.

The base annual salary field is no longer reported to REP per the latest specifications (the former Field 28: Annual Salary has been replaced with reserved/blank fields in the current REP specs). The base annual salary was previously calculated by taking step 1 of the employee's salary schedule (for the range defined on the employee's primary rate) and multiplying it by the FTE, then dividing by 100. If your district still uses the Base Salary field on the Employee Defined Window Page 500 MEIS REP, consult the current REP Data Field Manual for guidance on whether this value is still required.

Credential Type And Certification Number

The type of credential may load as 00 (Credential Not Reported) for assignment codes 00310 through 00407, Y*014, and Y*016.

The process loads a blank certification number if the certification number is zero and the certification type is one of the following:

• 00

• 01

• 02

• 05

• 08

• 23

• 24

• 25

• 26

• 40

• 41

• 42

• 43

• 55

• 72

An error message is written to the log file if the certification number is zero and the credential type is none of the above.

An error is reported to the log file if the expiration date of any credential is not before the date of issuance.

The Credential License Number and Credential Type are extracted as blank if Not a valid MOECS Certification Type is selected on the Applicant Certification Type Table and Personnel Certification Type Table pages.

Michigan-Sponsoring Or Non-Michigan Sponsoring Institution Code

The Michigan-sponsoring institution or non-Michigan sponsoring institution code loads if the employee's employment status is 97 or 98.

The process checks if the employee's name, birth date, gender, Social Security number, or credential number has changed since the previous submission and loads the personnel identification number if changes have occurred. If modifications to the employee's name, birth date, gender, Social Security number, credential number, and personnel identification number are not entered, an error is generated in the load error log.

Personnel Identification Number

The personnel identification number loads from the employee's Staff State ID on the Employee Information page. 
Professional Development days for the year are loaded from the Employee Defined Page 501 – New Teacher Professional Development. These user-defined fields correspond to the three types of Professional Development days. The professional development days are only reported in the June submission. Refer to the MEIS Registry of Educational Personnel Data Field Descriptions documentation for more information.

Educator Effectiveness Code

Educator Effectiveness code should be 01-09 and is loaded from the Employee Defined Page 500 – MEIS REP page.

If the Effectiveness field on an employee's Employee Defined Page 500 MEIS REP page is blank and if the value selected in the Assignment field on the Assignments page is any of the following, an error is logged when loading data: