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Instructions for using the EDMS


2013–14 Title II Monitoring Accountability Instructions

Please access the online Equitable Distribution Monitoring System Reporting Site.

Please note that you may take as long as you need to complete your data submission within the specified dates, but be aware that after 20 minutes of inactivity, the system will shut down and log off without saving any entries or changes that were made. See the checklist of necessary data below. There is a template attached for your convenience that is intended for information only, to easily gather any and all data requirements. There is a separate excel template in the web application prepopulated with information specific to each local educational agency (LEA). You can use this template to upload your data if you choose to upload rather than manually entering it. Please read this entire instruction sheet before gathering, entering, or uploading your data.

Before you log on to the reporting system, look for the e-mail that was sent to your LEA’s superintendent on October 1, 2013, copy the passwords directly from the e-mail and paste them into the appropriate boxes on the log on page. It’s important to copy and paste as the system is case sensitive.

Please be aware of the navigation buttons located at the bottom of each page. Please note that by clicking on the “cancel” button, you will delete any data you entered. Click on “save” before leaving your current page.

After you have located your LEA or county office and provided your two passwords, the data collection will be for all school types, including locally funded charter schools. Each school will have their own data collection page.

Data Requirements:
Elementary and Secondary Education Act Title I Parent Notification Letter

Description: Title I, Part A, requires LEAs to provide timely notice to the parents of a child who has been assigned to, or has been taught in, a core academic subject for four or more consecutive weeks by a teacher who does not meet the No Child Left Behind (NCLB) teacher requirements (20 USC 6311[h][6][B][ii]).

Criteria: If students in a Title I school were taught by a non-highly qualified teacher, please indicate if the LEA sent out Parent Notification Letters by selecting Met or Not Met.

Information to be reported on core academic classes at each school for the academic year 2013–14:

Description: NCLB defines core academic subject areas as English, reading/language arts, mathematics, science, foreign languages, civics/government, economics, fine arts (including music/dance), history, and geography. Elementary school teachers must demonstrate competence in reading, writing, mathematics, and other core academic subject areas of the elementary school curriculum. Each elementary class (self-contained) should be counted as one class.

Total number of NCLB core academic classes at site: ____

Information to be reported on core academic classes being taught by Highly Qualified Teachers (HQT) at each school for the academic year 2013–14:

Description: By 2005–06 NCLB required that all teachers teaching in core academic subjects be "highly qualified." In general, NCLB requires that to be designated as highly qualified, a teacher must meet the following three criteria:

Additional information about NCLB teacher requirements is available on the CDE Improving Teacher and Principal Quality Web page.
Information about the percentage of HQT:

Description: Non-compliant teachers can be assigned to an education option program (EOP) defined by California Education Code Section 44865, which include, county community day, district community day, juvenile hall, continuation, opportunity, home and hospital, independent study, necessary small high school, and alternative schools. Any non-compliant teachers assigned to secondary special education classes (SSEC) will be addressed here.

Description:   VPSS, exam or course work are approved methods towards becoming highly qualified.

Information to be reported for Teacher Information at each school for the academic year 2013–14:

Intern - Is an individual who will complete their teacher preparation coursework concurrent with their first year or two in a paid teaching position. An individual must possess a bachelor's degree from a regionally accredited college or university, satisfy the basic skills requirement, meet the subject matter competence, US Constitution requirement, and obtain character and identification clearance. There are programs led by colleges, universities, school districts, and county offices of education that are qualified for an internship program. These programs provide teacher preparation coursework and an organized system of support from college and district faculty. Completion of an internship program results in the same credential as is earned through a traditional teacher preparation program.

Short Term Staff Permits (STSP) - Created in response to the phasing out of emergency permits, it allows an employing agency to fill an acute staffing need when local recruitment efforts have been made but a fully-credentialed teacher cannot be found.

Provisional Intern Permits (PIP) - An individual who has not yet met the subject matter competence requirement needed to enter an internship program. Prior to requesting a PIP, the employing agency must verify that a diligent search has been made, and a fully credentialed teacher cannot be found.

Limited Assignment Teaching Permit – Authorizes the holder to teach self-contained classes, such as those generally found in elementary schools. The Limited Assignment Single Subject Teaching Permit authorizes the holder to teach departmentalized courses within the authorized field or fields named on the document, such as those generally found in the middle and high schools.

Credential Waivers/Board Authorizations - Credential waivers are utilized by county offices of education, school districts and non-public schools to fill certificated positions when individuals holding credentials or permits are unavailable. When an employing agency reviews its staffing needs and recruits for various positions, it first must attempt to fill a position with an appropriately credentialed employee. If a credentialed individual is not available, the employer must explore the feasibility of employing an individual in an internship capacity. If a university or district internship program is not available, the employer may request an emergency permit. When the employer is unable to find an individual who qualifies for the emergency permit, it then requests a credential waiver for the best qualified applicant available. Credential waivers provide additional time for individuals to complete credential requirements or provide employing agencies with time to find an individual who either holds an appropriate credential or qualifies under one of the available assignment options. Waivers are generally issued for one calendar year and the individual on the waiver must demonstrate progress by completing an examination or coursework toward the credential before the employer may request a subsequent waiver. This will exclude English Learner Waivers.

Template Instructions for uploading your data: The template will include all school types including locally funded charter schools.

Please take a look at the data entry page and upload template. The last two questions will only play a part if you have less than 99.6% HQT. If you have 99.6% or above, please put N/A in those two columns because they cannot be left blank or you will receive an error message when trying to upload the template. The upload instructions are on the web site.

If you have questions or need technical assistance, please contact Kelly Heffington by phone at 916-324-5689 or by e-mail at TitleIIMonitoring@cde.ca.gov.

Thank you in advance for taking the time to complete the CMIS Monitoring.

Questions: Kelly Heffington | kheffington@cde.ca.gov | 916-324-5689 
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