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PEP User Guide

2018 Version 1.0

Last Revision September 1, 2018

John White State Superintendent of Education

PEP User Guide

Revised: 08/15/2018

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LOUISIANA DEPARTMENT OF EDUCATION

1.877.453.2721



State Board of Elementary and Secondary Education

Mr. James D. Garvey, Jr. President 1st BESE District

Dr. Holly Boffy Vice-President 7th BESE District

Ms. Kira Orange Jones Secretary-Treasurer 2nd BESE District

Ms. Sandy Holloway 3rd BESE District

Mr. Tony Davis 4th BESE District

Dr. Gary Jones 5th BESE District

For further information, contact: Michael Zanovec

Louisiana Department of Education P.O. Box 94064

Baton Rouge, LA 70804-9064 E-mail: Michael.Zanovec@

Ms. Kathy Edmonston 6th BESE District

Ms. Jada Lewisl 8th BESE District

Mr. Thomas Roque Member-at-Large

Mr. Lurie Thomason Member-at-Large

Ms. Doris Voitier Member-at-Large

Shan Davis Executive Director

The mission of the Louisiana Department of Education (LDOE) is to ensure equal access to education and to promote equal excellence throughout the state. The LDOE is committed to providing Equal Employment Opportunities and is committed to ensuring that all of its programs and facilities are accessible to all members of the public. The LDOE does not discriminate on the basis of age, color, disability, national origin, race, religion, sex, or genetic information. Inquiries concerning the LDOE's compliance with Title IX and other civil rights laws may be directed to the Attorney, LDOE, Office of the General Counsel, P.O. Box 94064, Baton Rouge, LA 70804-9064; 877.453.2721 or customerservice@. Information about the federal civil rights laws that apply to the LDOE and other educational institutions is available on the website for the Office of Civil Rights, USDOE, at .

Web-only document.

PEP User Guide

Revised: 08/15/2018

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Table of Contents Table of Contents ..............................................................................................................................................3 SYSTEM OVERVIEW ..............................................................................................................................................7 HOW COLLECTED DATA ARE USED: .................................................................................................................7 LINK TO OTHER LDE SYSTEMS:.........................................................................................................................7 SYSTEM UPDATES & REMINDERS: ...................................................................................................................8 DATA COLLECTION TIMELIME ..............................................................................................................................9 LDE APPLICATION SYSTEMS ACCESS AND SECURITY ........................................................................................ 11 DATA SECURITY:.............................................................................................................................................11 SECURITY COORDINATOR: .............................................................................................................................11 USER ACCESS AND AUTHORIZATION: ............................................................................................................11 User IDs and Password Standards: ........................................................................................................... 12 Resetting A Password Using the Password Reset System (PRS): .............................................................. 12 MINIMUM COMPUTER SYSTEM REQUIREMENTS: ........................................................................................12 SCREEN DISPLAY PROBLEMS:.........................................................................................................................13 Internet Explorer (IE) Options: .................................................................................................................. 13 Internet Explorer (IE) Compatibility View: ................................................................................................ 13 LDE LOGIN SCREEN: .......................................................................................................................................14 INSIGHT Portal Login Screen:.........................................................................................................................14 DATA SUBMISSION PROCESS ............................................................................................................................ 16 Batch Submission Process..............................................................................................................................17 PEP Record Types Summary...................................................................................................................... 17 PEP Navigation Screen Summary .............................................................................................................. 18 Submitting Batch Files:.............................................................................................................................. 18 Online Staff Processing ..................................................................................................................................22 APPENDIX A ? Frequently Asked Questions...................................................................................................... 28 APPENDIX B - Record Layouts ........................................................................................................................... 31 PEP Staff Demographic Record Layout (PEP Record Type 100).....................................................................31 PEP Site-Position Record Layout (PEP Record Type 200) ..............................................................................33 PEP Class Schedule Record Layout (PEP Record Type 210) ...........................................................................34 PEP Non-Attendance Record Layout (PEP Record Type 300) ........................................................................34 PEP Vacant Staff Demographic Record Layout (PEP Record Type 100).........................................................35 PEP Vacant Site-Position Record Layout (PEP Record Type 200) ..................................................................36 PEP Vacant Class Schedule Record Layout (PEP Record Type 210) ...............................................................37 APPENDIX C ? Data Elements............................................................................................................................ 39

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Annual Minutes Worked Count .....................................................................................................................39 Class Code ......................................................................................................................................................40 Classification Code .........................................................................................................................................41 Contract Day Count........................................................................................................................................42 District Employee Hire Date (District Hire date)............................................................................................43 Educational Level Code..................................................................................................................................44 Employee Status Code ...................................................................................................................................45 Employee Type Code .....................................................................................................................................46 Employment Begin Date, Fiscal Year .............................................................................................................47 Employment End Date, Fiscal Year ................................................................................................................48 Ethnic Code, Employee (Discontinued 2010-2011) .......................................................................................49 Ethnicity, Employee ? Flags ? (6-one byte fields) ..........................................................................................50 Experience, Years Allowed Count ..................................................................................................................51 Highly Qualified Teacher ? Flags ? (14-one byte fields).................................................................................52 Home-Based Site Flag ....................................................................................................................................53 LEA Sponsor Code ..........................................................................................................................................54 Name, Employee............................................................................................................................................55 Non-Attendance Event Category Code..........................................................................................................56 Non-Attendance Event Day Count.................................................................................................................57 Non-Attendance Event End Date...................................................................................................................57 Non-Attendance Event Start Date .................................................................................................................59 PIP Salary Amount..........................................................................................................................................60 Retirement System Code ...............................................................................................................................61 Retiree Return to Work Code ........................................................................................................................62 Sabbatical Status Code...................................................................................................................................63 Salary Amount................................................................................................................................................64 Salary Amount, Demand-Based Pay ..............................................................................................................65 Salary Amount, Performance-Based Pay .......................................................................................................66 Salary Fund Account Code .............................................................................................................................67 Salary Type Code............................................................................................................................................68 Salary Reduction Code ...................................................................................................................................69 Session Year, Beginning .................................................................................................................................70 Sex Code, Employee.......................................................................................................................................71 Site Code ........................................................................................................................................................72 Social Security Number, Employee ................................................................................................................73

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System Indicator ............................................................................................................................................74 Teaching Certificate .......................................................................................................................................75 Teaching Certificate Exception Code .............................................................................................................76 Tenure, Date Added.......................................................................................................................................77 Tenure, Date Lost...........................................................................................................................................78 Tenure, Reason ..............................................................................................................................................79 Tenure, Status................................................................................................................................................80 Total Class Time Percentage ..........................................................................................................................81 Total Salary Amount ......................................................................................................................................82 Transaction Code ...........................................................................................................................................83 Twelve-Hour Flag ...........................................................................................................................................84 Workday Minute Count .................................................................................................................................85 APPENDIX D ? ERROR CODES & MESSAGES...................................................................................................... 86

Record 100 Errors (1xx)............................................................................................................................. 87 Record 200 Errors (2xx)............................................................................................................................. 94 Record 300 Errors (3xx)............................................................................................................................. 99 Misc. Errors (Vacant Positions) ............................................................................................................... 101 APPENDIX E - DATA GLOSSARY ....................................................................................................................... 103 Submission Deadlines ............................................................................................................................. 103 System Closings....................................................................................................................................... 103 PEP Schedule Contact Day Count............................................................................................................ 103 PEP Workday Minute Count ................................................................................................................... 104 Procedures for Calculating Employee Counts and Salary Averages ....................................................... 104 Headcount:................................................................................................................................................... 104 Full-Time Equivalent (FTE): ..........................................................................................................................105 Annualizing Salaries and Calculating Average Salaries: ...............................................................................106 APPENDIX F ? Certificate Types and Abbreviations ........................................................................................ 107 APPENDIX G - Most Frequently Used Classifications ...................................................................................... 109 APPENDIX H - PEP Extract Files and Reports................................................................................................... 118 Oct 1 Budgeted vs. EOY Comparison ...........................................................................................................119 Oct 1 Budgeted vs. CLASS Comparison........................................................................................................119 Data Integrity Report by Class ? SISR53.......................................................................................................119 Data Integrity Report by Site ? SISR52.........................................................................................................119 Data Verification ? LEA Detail ......................................................................................................................120 Data Verification ? LEA Summary ................................................................................................................120

PEP User Guide

Revised: 08/15/2018

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