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Instructions for using the EDMS

2014 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 date, but be aware that after twenty 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. The template attached for your convenience is intended for information and also to easily gather any and all data requirements. There is a separate excel template in the web application especially formatted with specific local educational agencies (LEA) to use for uploading your data if you choose to upload data 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, 2014, copy and paste from the e-mail to the log on page in the appropriate boxes. It’s important to copy and paste as the system is case sensitive.
  • To enter equitable distribution information, begin by selecting the county in which your LEA is located.
  • Next, use the drop down menu to select your district. The subsequent screen will direct you to log-on using your system password and LEA password which will be e-mailed to you on October 1, 2014.

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.

  • Select either bulk upload or manual entry.
  • For bulk upload, follow instructions provided on upload page.
  • For manual entry, select school list.
  • Choose a school from the list, click on select, and enter data for the selected school.
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 2014-15:

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 2014-15:

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:

  • Possession of a bachelor's degree
  • Possession of an appropriate California teaching credential or hold a California intern credential for less than three years
  • Demonstrated core academic subject area competence by means of exam, coursework, advanced certification, or completion of the California High Objective Uniform State Standard of Evaluation (HOUSSE) in the subject area being taught
Additional information about NCLB teacher requirements is available on the CDE Improving Teacher and Principal Quality Web page.
Information about the percentage of HQT:
  • Please note the HQT percentage.
  • If the percentage is lower than 99.6%, the next question will appear.
  • “Are any non-compliant teachers assigned to an education option program or secondary special education classes?”

Description: Non-compliant teachers can be assigned to an education option program (EOP) defined by California Education Code (EC) 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.

  • Mark yes if any non-compliant teachers are assigned to the above education options, mark no if they are not.
  • If you marked yes to the above question, another question will appear and ask, “Are all non-compliant teachers enrolled in VPSS or other approved methods?”
  • Choose yes if non-compliant teachers are enrolled, choose no if they are not enrolled.

Description:  Verification Process for Special Settings (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 2014–15:

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.

  • Total number of Interns _____

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.

  • Total number of STSP _____

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.

  • Total number of PIP _____

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.

  • Total number of Limited Assignment Teaching Permits _____

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.

  • Total number of Waivers/Board Authorizations _____

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

  • CDS Code – Already provided
  • School Name – Already provided
  • Title I Parent Notification Documentation met – Please fill in Y(Yes) or N(No)
  • Teacher Interns – Provide number of interns; if none enter 0
  • Teacher STSP – Provide number of STSP; if none enter 0
  • Teacher PIP – Provide number of PIP; if none enter 0
  • Limited Teaching Assignment Permit – Provide number of permits; if none put 0
  • Local Board Authorization – Provide number of authorizations; if none put 0
  • NCLB Core Classes – Provide the total number of NCLB core academic classes
  • NCLB Classes Taught By HQT – Provide the total number of classes being taught by HQT
  • Non-Compliant Teachers in EOP or SSEC – If your NCLB HQT percentage comes back with anything lower than 99.6%, this question will need an answer of Y(Yes) or N(No); if higher than 99.6%, please put N/A
  • VPSS Teachers – If you answered yes to the above questions, please put an answer of Y(Yes) or N(No); if you put an N/A in the above space then put N/A here also

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.

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

Questions: Educator Excellence Office | | 916-445-7331 
Last Reviewed: Tuesday, December 15, 2015
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