Department of Education Personnel Information Reporting System November, 2010. .

Department of EducationDepartment of EducationPersonnel Information Reporting SystemPersonnel Information Reporting System

November, 2010 November, 2010

..www.k-12.state.tn.us/pirs

Personnel Reporting Information Personnel Reporting Information System (PIRS)System (PIRS)

PIRS is an on-line, web based system designed to comply with State law, which requires school systems to annually report their licensed, professional staffs to the Department of Education.

Personnel InformationPersonnel Information Reporting System Reporting System

TCA TCA §49-5-402, makes§49-5-402, makes the Department the Department responsible for collecting training, experience, responsible for collecting training, experience, and salary data annually for all licensed and salary data annually for all licensed personnel to establish acceptable training and personnel to establish acceptable training and experience ratings.experience ratings.

For salary purposesFor salary purposes, data is collected as of , data is collected as of December 1, and December 1, and for experience purposesfor experience purposes, this , this data is collected at year end. data is collected at year end.

December 1 ReportDecember 1 Report

To get started, Edit Local Salaries


Next Screen: Proceed to Edit Salaries


Choose the most recent school year from the dropdown.


Click on Create Schedule.

Choose schedule year, effective date, increase state and local salaries

as needed.

You can increase state and local

salaries by a % and local by a fixed $$

amount.

When finished, click Create

New Schedule.

Check appropriate

education levels.

December 1 ReportDecember 1 ReportNow that salary schedule has been created, Now that salary schedule has been created, call Karen Weidemann 615-532-1650 to have call Karen Weidemann 615-532-1650 to have your teachers rolled from the previous year.your teachers rolled from the previous year.You will now need to make necessary corrections:You will now need to make necessary corrections:– Remove teachers who were not re-employed.Remove teachers who were not re-employed.– Add new teachers.Add new teachers.– Reconcile Salaries.Reconcile Salaries.– Make necessary changes to percent time worked, Make necessary changes to percent time worked,

school assignments, and teaching assignments.school assignments, and teaching assignments.


To Add a new teacher:From Teacher Information, Select View/Edit Teacher Information

Adding a new TeacherAdding a new Teacher

1. Type in the six digit License Number in the License Number field at the top of the page.

2. Click Search.

Adding a New TeacherAdding a New Teacher

Click on the Teacher’s Name.



1) Use Dropdowns for: a) Assignment Codeb) Schoolc) Salary Scheduled) Statuse) Regular/Federal

2) Enter Paid Months and Days.3)Enter any type of additional pay.4)Click Save.


The finished product. If you make additional changes, hit update.

Adding an AssignmentAdding an Assignment

1) Click on New Assignment to add a teacher’s second or third teaching assignment.

2) Select assignment from dropdown.3) Enter paid months and days for this assignment.4) Enter any additional pay. 5) Click Save.

View Total SalaryView Total Salary

Click on the Salary tab to view total Salary.Verify the total matches your spreadsheet.


Use Prev Record and Next Record to navigate between teachers.

The Finished ProductThe Finished Product

From Reports dropdown:Select December 1 Report


Select the appropriate link.Classroom has the majority of your teachers.


1) Copy all data to Excel.2) Print.3) Verify Total Salaries.

Deadline for completion: February 1st

Year End ReportYear End Report

Retired Teachers ReemployedRetired Teachers ReemployedUnder TCA Under TCA §8-36-821 (§8-36-821 (85% Rule)85% Rule)

Retired teachers reemployed in accordance Retired teachers reemployed in accordance with TCA §8-36-821 with TCA §8-36-821 are not reportedare not reported to the to the Department for Department for training, experience, or salary training, experience, or salary purposes.purposes.

Reasons:Reasons: Subsection (a)(6), “The retired Subsection (a)(6), “The retired member shall not receive automatic credit for member shall not receive automatic credit for years of experience in determining years of experience in determining compensation…”compensation…”


Salary is established by the LEA at a rate no Salary is established by the LEA at a rate no less than teachers with no experience filling less than teachers with no experience filling similar positions nor more than 85% of the rate similar positions nor more than 85% of the rate set by the LEA for teachers with comparable set by the LEA for teachers with comparable training and experience.training and experience.

Once the salary is set, the teacher Once the salary is set, the teacher is notis not entitled to supplements paid under the career entitled to supplements paid under the career ladder program.ladder program.


In sum, a retired teacher reemployed in In sum, a retired teacher reemployed in accordance with TCA accordance with TCA §8-36-821 is not §8-36-821 is not reported to the State through PIRS because:reported to the State through PIRS because:– the salary established is negotiated locally with the the salary established is negotiated locally with the

teacher;teacher;– after the salary is established, it may not have any after the salary is established, it may not have any

relationship to the state/local salary schedule; andrelationship to the state/local salary schedule; and– the teacher does not receive credit for experience.the teacher does not receive credit for experience.

Retired Teachers ReemployedRetired Teachers ReemployedUnder 120 Day ContractsUnder 120 Day Contracts

Retired teachers reemployed in accordance with TCA Retired teachers reemployed in accordance with TCA §8-36-805 §8-36-805 are not reportedare not reported to the Department for to the Department for salary purposes, but salary purposes, but are reportedare reported for for training and training and experience purposes.experience purposes.

Reasons:Reasons: TCA TCA §8-36-805 does not specifically §8-36-805 does not specifically address training and experience while TCA §8-36-address training and experience while TCA §8-36-821 does. Therefore, training and experience should 821 does. Therefore, training and experience should be reported for retired teachers working 120 day be reported for retired teachers working 120 day contracts, but not for salary purposes.contracts, but not for salary purposes.


Salary is established by the LEA at a rate no more Salary is established by the LEA at a rate no more than “an amount equal to the sum of sixty percent than “an amount equal to the sum of sixty percent (60%) of the annual full-time salary received by the (60%) of the annual full-time salary received by the retired member in the year immediately prior to retired member in the year immediately prior to retirement, adjusted by five percent (5%) for each retirement, adjusted by five percent (5%) for each year since the member’s retirement” or other such year since the member’s retirement” or other such percentage as determine by the treasurer and the percentage as determine by the treasurer and the commissioner of personnel.commissioner of personnel.

The retired teacher The retired teacher isis entitled to supplements paid entitled to supplements paid under the career ladder program, which is a part of under the career ladder program, which is a part of the entire salary.the entire salary.


In sum, a retired teacher reemployed in In sum, a retired teacher reemployed in accordance with TCA accordance with TCA §8-36-805 is reported to §8-36-805 is reported to the State through PIRS:the State through PIRS:• for training and experience purposes; butfor training and experience purposes; but• not for salary purposes, because:not for salary purposes, because:

the salary established is negotiated locally with the the salary established is negotiated locally with the teacher; andteacher; and

after the salary is established, it may not have any after the salary is established, it may not have any relationship to the state/local salary schedule.relationship to the state/local salary schedule.

Retired Teachers…To Report or Retired Teachers…To Report or Not to Report…Not to Report…

That is the question!That is the question!

In summary, In summary, 85% Rule Teachers –December 1—No, Year 85% Rule Teachers –December 1—No, Year

End—No.End—No. 120 Day Contract Teachers –December 1—120 Day Contract Teachers –December 1—

No, Year End—Yes.No, Year End—Yes.

Salary SchedulesSalary Schedules

When creating a new schedule, When creating a new schedule, the effective date is the first day the effective date is the first day of the fiscal year. 2010-11 = of the fiscal year. 2010-11 = 7/1/20107/1/2010

Complete Salaries are Complete Salaries are ImportantImportant

December 1 salary data is compiled to December 1 salary data is compiled to determine average salaries paid by your determine average salaries paid by your district.district.

The public and other outside groups see The public and other outside groups see these average salaries and judge you by these average salaries and judge you by them.them.

Include all supplements and additional Include all supplements and additional pay in the December 1 report—you pay in the December 1 report—you should get credit for everything you pay should get credit for everything you pay out.out.

Personnel on Military LeavePersonnel on Military Leave

TCA TCA §49-5-702, LEAs “may compensate §49-5-702, LEAs “may compensate teachers the difference between their teachers the difference between their regular pay and their military pay while regular pay and their military pay while engaged in military service.”engaged in military service.”


If an LEA is paying personnel on military leave If an LEA is paying personnel on military leave full salary, then no reporting changes are full salary, then no reporting changes are required. Personnel on military duty being paid required. Personnel on military duty being paid their regular salary would be reported as being their regular salary would be reported as being on military leave (either assignment code 014 or on military leave (either assignment code 014 or 095), working 10 months and 0 days, with the 095), working 10 months and 0 days, with the appropriate state and local salary reported. appropriate state and local salary reported. Regardless of pay status, personnel on military Regardless of pay status, personnel on military leave are eligible for career ladder.leave are eligible for career ladder.


If an LEA is If an LEA is notnot paying personnel while paying personnel while on military leave, then on the December 1 on military leave, then on the December 1 Report, military personnel should be Report, military personnel should be marked “inactive” (there is no longer a marked “inactive” (there is no longer a need to drop employees indicating months need to drop employees indicating months and days paid as being zero (0), and then and days paid as being zero (0), and then having to re-enter data at year end. having to re-enter data at year end. However, make sure no salary data is However, make sure no salary data is reported).reported).


Military personnel on leave not being Military personnel on leave not being paid by the LEA should be “re-activated” paid by the LEA should be “re-activated” on the Year End Report for experience on the Year End Report for experience purposes indicating 10 months 0 days purposes indicating 10 months 0 days worked, with the appropriate military worked, with the appropriate military assignment code (so that experience can assignment code (so that experience can be added without year end paper reports). be added without year end paper reports).


Military personnel on leave being paid the Military personnel on leave being paid the difference in salary (regular salary less military difference in salary (regular salary less military salary) by the LEA should be reported on the salary) by the LEA should be reported on the Year End Report for experience purposes by Year End Report for experience purposes by indicating 10 months 0 days worked (so that indicating 10 months 0 days worked (so that experience can be added without year end paper experience can be added without year end paper reports), but should not be reported on the reports), but should not be reported on the December 1 report for salary purposes (mark December 1 report for salary purposes (mark them as being “inactive” because the salary paid them as being “inactive” because the salary paid does not relate to the LEAs salary schedule).does not relate to the LEAs salary schedule).

Advanced Academic Training Acceptable for Purposes of Salary Rating on the License

State Board of Education Rule 0520-2-4-.01 (15) states: Master’s Degree—person with a masters degree from a

regionally accredited institution shall be paid at masters on the salary schedule if the coursework is functionally related to the area of endorsement on the teaching license or if public education was the primary aim of the masters degree.

Master’s Plus 30—person with a masters degree who completes 30 additional graduate semester hours shall be paid at masters plus 30 on the salary schedule if the coursework is functionally related to the area of endorsement or the courses indicate that public education was the primary aim.

Advanced Academic Training Acceptable for Purposes of Salary Rating on the License

Education Specialist— those who have earned Education Specialist degree from accredited

institution those who have earned a terminal professional degree (e.g. Doctor of

Medicine, Doctor of Jurisprudence, etc.) if the coursework was functionally related to the area of endorsement on the teaching license.

Doctorate Degree—an individual who holds a Doctor of Arts, Doctor of Education, or Doctor of Philosophy from a regionally credited institution shall be paid at the doctorate level on the salary schedule if the coursework was functionally related to the area of endorsement on the teaching license.

Career Ladder

Every LEA has the ultimate responsibility for properly administering the Career Ladder Program.

Career ladder supplements, as well as eligibility requirements, are governed by TCA §49-5-5001, et seq., and Rules of the State Board of Education Chapter 0520-2-2.

Career Ladder

Property rights do not attach to career ladder supplements, i.e., having a valid career ladder license does not entitle the license holder to the career ladder supplement; the license holder must also be working in a career ladder (instructional) position.

Career Ladder

Positions that would not qualify for the career ladder supplement include, but are not limited to, directors of schools, transportation supervisors, finance directors, human resource personnel, and, especially in larger systems, assistant directors of schools.

Food service supervisors were given a special exception by the General Assembly to receive the career ladder supplement.

Educators who work at least ½ time in a career ladder eligible position are eligible for the career ladder supplement based on the percentage of time in the eligible position.

Department of Education Personnel Information Reporting System November, 2010. .

Documents

new teacher slide

compensation slide

new teachers

salary purposes

experience purposes

rule retired teachers

salary data

rule salary