BEDS Reporting

2019‐2020 BEDS Information Reporting
(BEDS- Basic Educational Data System)
Personnel Master File (PMF) Data

As we did last year, BEDS teaching data will be collected electronically through the ePMF (Electronic Personnel Master File) system for both teaching and non-teaching staff. Non‐teaching professionals include: School Counselors, Psychologists, Social Workers, Administrators, Speech Pathologists, etc.

Use the NYSED Teacher Access link

to download the 2019 BEDS Assignment Codes for Teachers

BEFORE LOGGING IN

Make sure you have:

  • your login information (username and password) for the TAA (Teacher Account Access) system
  • the registration (count of students) in each of your assignments as of October 2, 2019
  • the predominant grade level of the students in each class

LOGIN PROCESS

Please note that there are four login situations that may occur:

  1. People who already have accounts and know their password
  2. People who have accounts and forgot their password
  3. New staff who need to create an account
  4. People who already have an account but whose email address changed during the last year

STEPS

  1. From the District webpage, go to Staff Resources, select BEDS Reporting. Select the NYSED Teacher Access link
  2. Select the blue link for “Your ePMF for MONROE-WOODBURY CSD”
Teachers/staff with accounts
  1. Teachers/staff who already have accounts will continue to use the same information as they used last year for BEDS (username is M-W email address, password created by teacher had to have a capital letter).
  2. Teachers/staff who have forgotten their password can click on the Forgot Password link.
Teachers/staff who are not able to login with Forgot Password security questions, and their email address is correct, will require an account reset.
  1. From the TAA login page select “Reset Account.”
  2. In order to do this the teacher/staff will need to provide the last 4 digits of their SS#, date of birth, and their TEACH ID#.
  3. The TEACH ID # is stored in WinCap. Log in to WinCapWeb (https://wincapweb.com/)
  4. from the left side menu select My Employee Demographics
  5. in the Employee Details section ‐ the 9 digit State ID is their TEACH ID (you will only need the last 7 digits).
Teachers/staff who have a different email address from last year

Please note: this includes email addresses that were changed from truncated emails to full last name

  1. continue to use the same login information as they used last year for BEDS. (username is old M-W email address, password created by teacher had to have a capital letter).
  2. In the upper right hand corner select: My Account.
  3. Select: I want to change my username
  4. Select: I will provide my current password
  5. Enter the password you used to login
  6. Enter your new M-W email address.
  7. Select: Change My Username.
  8. Verify your new username is correct, then select: Confirm Change.
  9. Then: log in again with your new email address.
    New teachers/staff will select the “I need to create an account” link on the login page.
    1. Enter the required information (the last 4 digits of their SS#, date of birth, Image Verification, and TEACH ID#).
      1. The TEACH ID # is stored in WinCap. Log in to WinCapWeb (https://wincapweb.com/)
      2. from the left side menu select My Employee Demographics
      3. in the Employee Details section ‐ the 9 digit State ID is their TEACH ID (you will only need the last 7 digits).screenshot of the login page from the Teacher Account Authorization from the NYSED website
    1. Once your information has been successfully verified, you will need to enter your work email address to serve as your username. A verification email will be sent to this email address. You will need to click the link sent to you in this email to create your account.
    2. When you return to the TAA login page, create a password. The password must contain a minimum of eight characters, including at least one capital letter, one lower case letter, a special character, and one number. Passwords expire every six months.
    3. Select two security questions and enter responses to each using answers you are sure to remember. Security questions are case sensitive. The security questions will be used to verify your identity if you forget your password. It is a good idea to store your answers to the security questions in a secure place. If you forget your password and security question answers your account will need to be reset. NYSED cannot assist with password and security question recovery.
    When you log in you should see the screen below:screenshot from NYSED websitse showing the Personnel Master FileContact the Human  Resources Office – ext. 6210 – if there is an error on your personnel master file
    1. The pre-printed data in the Personnel Master File reflects data in TEACH system and in WinCap. To make corrections in these sections please contact the Human Resources Office at ext. 6210.
    2. Make sure your location is selected. If you work in more than one school, select multiple locations. The district code will be your location code.
    3. To add Assignments, select the green “Add Assignment” link at the bottom of the page. A box will open displaying the first page of assignment codes. Enter the 4 digit BEDS course code from the 2019 BEDS Assignment Codes for Teachers list. The search box will autofill once you start typing.
      1. Kindergarten, Common Branch, and other teachers who spend the entire day with the same class will complete only the first assignment block.
      2. Elementary and Secondary school teachers who have different classes throughout the day
      3. complete one assignment block for each class they teach to a different group of students, and for each different course they teach to the same group.
      4. Laboratory classes
      5. offered in conjunction with science courses should not be reported if the lecture and lab are taught to the same group of students by the same teacher. In the event that labs and lectures are taught by different teachers, each teacher should report the class separately using the same assignment code, with one teacher reflecting the lectures and one teacher reflecting the labs.
      6. For Co-taught classes:
      7. the General Education teacher uses the codes for General Education classes and counts ALL STUDENTS.
      8. The Special Education teacher uses the code for Consultant Teacher 7731 (K – 6) or 7732 (Middle/Secondary) and counts ONLY THE SPECIAL EDUCATION STUDENTS IN THE CLASS.
      9. If you are teaching a secondary level Special Education Department class and are certified in that subject area use a code from the Middle‐Secondary Gr 7‐12 Special Classes section.
      10. Librarians
      11. All Elementary Librarians should use code 7412, select the appropriate grade level, and LEAVE REGISTRATION BLANK.
      12. All Secondary Librarians should use code 7412, select the appropriate grade level or mixed grade level, and LEAVE REGISTRATION BLANK.
      13. All AIS teachers should use the codes in the Academic Intervention for At-Risk Students (AIS) section.
      14. Speech Therapists or Speech Pathologists are considered non-teaching professionals and just need to verify data. YOUR ASSIGNMENT SHOULD BE LISTED.
      15. Remember that the general rule is to complete one assignment block for each class taught on BEDS day, October 2.
    4. For the assignment you are recording, enter the predominant grade level of the students.
      1. If 75% or more of the students in your class are in any one grade, please enter that grade.
      2. If less than 75% of the students are from any one grade, enter an “E” for “Mixed Elementary,”
        an “M” for “Mixed Middle,” or an “S” for “Mixed Secondary” grades.
      3. “E,” “M ”and” S” represent “Mixed” elementary, middle, and secondary grades, respectively.
    5. Under “Registration,” record the number of students in the particular class or assignment reported.
      1. Teachers of half-year and quarter‐year courses should only report the number of students they are currently teaching (on BEDS Day) and should not report second semester or second/third/fourth quarter classes.
      2. Teachers should not combine classes and student registration numbers. Report each class separately showing the appropriate number of students for each class.
    6. When you have finished verifying your information and/or entering your assignment information, select “SAVE.”
      1. You will be able to log back in to TAA to update/revise your data.
      2. Your building Principal will give you directions for how they want you to “SUBMIT.”
      3. Once you click SUBMIT, you can no longer make changes to your document!