School Staff Setup
Contents
The following instructions assume the staff member has already been added as a system user. For detailed instructions on setting up staff members in PowerSchool, see Help > System Help.
Important:
- If a staff member has assignments at multiple schools, there must be a staff record entered once for each school.
- Fields that are "Required for CALPADS" are only required for the Primary School Staff Record.
Staff Demographics
Navigation:
Start Page > Staff Search > [select staff member]
Data Element | Additional Information | [Table] Field Name | Used in these Reports |
Legal Name (Last, First MI) | Enter the legal name. Can also be entered on the CALPADS Staff Demographics page. Required for CALPADS | [Users]Last_Name [Users]First_Name [Users]Middle_Name | Staff Demo Staff Assign STAR Pre-ID Weekly Att (M) Weekly Att (D) Cls Att Audit Period Att Verif Cls Size Reduc Enrl by Sec CDS Att Audit Staff YOS Att Audit Sec Att Status |
Gender | Choose the staff member's preferred gender:
Can also be entered on the CALPADS Staff Demographics page in the Preferred Gender field. Required for CALPADS Note: (X) Non-Binary is not available by default. The non-binary gender value must be enabled at Start Page > District > District Info > Gender Preferences. | [UsersCoreFields]Gender | Staff Demo Staff Assign CBEDS-ORA A CBEDS SIF CDIF |
Legal Gender | This field overrides staff gender on state reports. This field is only required if the staff member's legal gender does not match the preferred gender. If the staff member's legal gender matches the staff member's preferred gender, click Copy to populate the legal gender field. If the staff member's legal gender does not match the staff member's preferred gender, choose the staff member's legal gender. Can also be entered on the CALPADS Staff Demographics page. Required for CALPADS | [UsersCoreFields]PSCore_Legal_Gender | Staff Demo Staff Assign CBEDS-ORA A CBEDS SIF CDIF |
Federal Ethnicity and Race: Ethnicity | Choose Yes or No to indicate if the staff is Hispanic or Latino. Note: If the staff ethnicity value is (intentionally) blank, select Ethnicity Missing. Valid values:
Required for CALPADS | [Users]Fedethnicity | Staff Demo CBEDS-ORA A CBEDS SIF CDIF Race/Eth Mig |
Federal Ethnicity and Race: Race | Select the checkbox for the appropriate federal race category. Note: If the staff race values are (intentionally) blank, select Race Missing Required for CALPADS | [TeacherRace]Racecd [Users]FedRaceDecline | Staff Demo CBEDS-ORA A CBEDS SIF CDIF Race/Eth Mig |
DOB | Enter the staff member’s date of birth. Can also be entered on the CALPADS Staff Demographics page. Required for CALPADS | [UsersCoreFields]dob | Staff Demo Staff Assign |
Staff Status | Choose the staff member’s staff status. Note: To include the teacher in the Weekly Attendance Summary reports, choose Teacher as the Staff Status. Valid values:
| [SchoolStaff]StaffStatus | CBEDS-ORA A CBEDS SIF CDIF Weekly Att (M) Weekly Att (D) CE Weekly Att |
Status | Choose the staff member’s status. Note: To include the teacher in the Weekly Attendance Summary reports and the Increment Staff Years of Service report, choose Current. Valid values:
| [SchoolStaff]Status | CBEDS-ORA A CBEDS SIF CDIF Weekly Att (M) Weekly Att (D) CE Weekly Att Staff YOS |
School Full-Time Equivalency | Enter the percent of time the staff member spends at this particular school. The value should be between 0 and 100 to indicate the percentage of the staff’s full-time equivalency. Enter 0 for staff who are on leave. Note: If FTE is left blank, 100% is used for FTE. Can also be entered on the CALPADS Staff Demographics page. | [S_CA_SSF_X]SchoolFTE | Staff Assign |
Exclude From State Reporting? | To exclude the staff member from the reports listed in the Used in these Reports column, choose Yes from the pop-up menu; otherwise, choose No. If you choose No, the value in the [S_CA_USR_X] table is false. If you choose Yes, the value in the [S_CA_USR_X] table is true. Can also be entered on the CALPADS Staff Demographics page. | [S_CA_USR_X]State_ExcludeFromReporting | Staff Assign Staff Demo CBEDS-ORA A CBEDS SIF CDIF Staff YOS |
Statewide Educator Identifier (SEID)* | Enter the Statewide Educator Identifier SEID. Note: If the staff member is assigned to multiple schools, you must enter the SEID for each staff record. Can also be populated on the CALPADS Staff Demographics page. Required for CALPADS | [S_CA_USR_X]SEID | Staff Demo Staff Assign Staff YOS |
Employment Start Date* | Enter the staff member's hire date. Can also be entered on the CALPADS Staff Demographics page. Required for CALPADS | [S_CA_USR_X]EmploymentStartDate | Staff Demo Staff Assign |
Employment End Date | Enter the day after the staff member left the district. Can also be entered on the CALPADS Staff Demographics page. Required for CALPADS when the staff member leaves the school. | [S_CA_USR_X]EmploymentEndDate | Staff Demo Staff Assign Staff YOS |
CALPADS Staff Demographics
| Data Elements | Description | [Table]FieldName | Used in these Reports |
|---|---|---|---|
School Full-Time Equivalency | Enter the percent of time the staff member spends at this particular school. The value should be between 0 and 100 to indicate the percentage of the staff member’s full-time equivalency. Note: A value of ‘0’ is permitted only if one of the seven “Non Classroom Based Job Assignment” fields is set to “(6018) Employee on Leave.” If FTE is blank, 100% is used for FTE. Can also be entered on the Edit Information staff page. | [S_CA_SSF_X]SchoolFTE | Staff Assign CBEDS ORA A CBEDS SIF CDIF |
Exclude From State Reporting? | To exclude the staff member from specific California reports, choose Yes from the pop-up menu; otherwise, choose No. If No, the value in the [S_CA_USR_X] table is false. If Yes, the value in the [S_CA_USR_X] table is true. Can also be entered on the Edit Information staff page. | [S_CA_USR_X] State_ExcludeFromReporting | Staff Demo Staff Assign CBEDS-ORA A CBEDS SIF CDIF Staff YOS |
SEID | Enter the Statewide Educator Identifier SEID. Notes:
Can also be entered on the Edit Information staff page. Required for CALPADS | [S_CA_USR_X]SEID | Staff Demo Staff Assign Staff YOS |
Local Staff ID | System generated - not editable. | [Users]DCID | Staff Demo Staff Assign Crs Sec |
Legal Name (Last, First MI) | Enter the staff member’s legal name. Can also be entered on the Edit Information staff page. Required for CALPADS | [Users]Last_Name [Users]First_Name [Users]Middle_Name | Staff Demo Staff Assign Weekly Att (M) Weekly Att (D) Class Att Audit Period Att Verif Cls Size Reduc Enroll by Sec CDS Att Audit Staff YOS |
Alias/Former Name (Last, First Middle) | Enter the staff member’s alias or former name. | [S_CA_USR_X]FormerLastName [S_CA_USR_X]FormerFirstName [S_CA_USR_X]FormerMiddleName | Staff Demo |
Date of Birth | Enter staff member’s date of birth. Can also be entered on the Edit Information staff page. Required for CALPADS | [UsersCoreFields]dob | Staff Demo Staff Assign |
| Preferred Gender | Choose the staff member's preferred gender:
Can also be entered on the Edit Information staff page in the Gender field. Required for CALPADS Note: (X) Non-Binary is not available by default. The non-binary gender value must be enabled at Start Page > District > District Info > Gender Preferences. | [UsersCoreFields]Gender | Staff Demo Staff Assign CBEDS-ORA A CBEDS SIF CDIF |
Legal Gender | This field overrides staff member's gender on state reports. This field is only required if the staff member's legal gender does not match the preferred gender. If the staff member's legal gender matches the staff member's preferred gender, click Copy to populate the legal gender field. If the staff member's legal gender does not match the staff member's preferred gender, choose the staff member's legal gender. Can also be entered on the Edit Information staff page. Required for CALPADS | [UsersCoreFields]PSCore_Legal_Gender | Staff Demo Staff Assign CBEDS-ORA A CBEDS SIF CDIF |
Highest Degree Code | Choose the highest degree earned by the staff member. Required for CALPADS | [S_CA_USR_X]HighestDegree | Staff Demo |
Employment Status | Choose the staff member's position status.
Notes:
| [S_CA_USR_X]PositionStatus | Staff Demo |
Employment Start Date | Enter the first date of the staff member's employment. Can also be entered on the Edit Information staff page. Note:This field is required if a value is entered in the SEID field. | [S_CA_USR_X]EmploymentStartDate | Staff Demo |
Employment End Date | Enter the day after the last date of the staff member's employment. Can also be entered on the Edit Information staff page. Note: Employment End Date should not be prior to the Start Date. Required for CALPADS when the staff member leaves the school. | [S_CA_USR_X]EmploymentEndDate | Staff Demo Staff YOS |
Total Years in this LEA | Enter the total number of years the staff member has been employed in the LEA. Notes:
Required for CALPADS | [S_CA_USR_X]YearsInDistrict | Staff Demo Staff YOS |
Total Years of Educational Service | Enter the total number of years the staff member has provided educational service for a particular LEA. Notes:
Required for CALPADS | [S_CA_USR_X]YearsOfService | Staff Demo Staff YOS |
CALPADS Staff Assignments
Staff Assignments must be set up for either each school, or the district, to which the staff member is assigned.
Staff Assignments are required for the following Staff Job Classifications: (12) Teachers, (10) Administrators, (11) Pupil services, (25) Non-certificated Administrator, (26) Charter School Non-certificated Teacher, (27) Itinerant or Pull-Out/Push-In Teacher.
| Data Element | Description | [Table]FieldName | Used in these Reports |
|---|---|---|---|
| Sub-District of Assignment | Select the sub-district of staff member's assignment. Note: School of Assignment should be set to the District Office for this field to be populated. | [S_CA_USR_StaffAssignments_C] | Staff Assign CDS Att Audit |
Start Date | Enter the start date of the staff member's assignment. | [S_CA_USR_StaffAssignments_C]EffectiveDate | Staff Assign CDS Att Audit |
End Date | Enter the day after the last day of the staff member's assignment. Note: Not required for active assignments. | [S_CA_USR_StaffAssignments_C]EndDate | Staff Assign CDS Att Audit |
Job Classification Code | Choose the staff member's job classification. Important: If the Staff Job Classification Code is 10 (Administrators) or 11 (Pupil services) you must enter at least one Non Classroom Based Job Assignment below; this is required for CALPADS. Note: The Staff Assignment extract does not consider the teacher value on the Edit Information staff page. Required for CALPADS | [S_CA_USR_StaffAssignments_C]Cert_Class_Desig | Staff Assign CDS Att Audit |
Job Classification FTE | Enter the staff member's FTE % as a value between 0 and 200. If left blank, the Job Classification FTE defaults to 100%. The Job Classification FTE should equal the % of time the staff member spends at that school. This value is multiplied with the school FTE. Note: A value of ‘0’ is permitted only if one of the seven “Non Classroom Based Job Assignment” fields is set to “(6018) Employee on Leave.” The calculation is: Job Classification FTE = School FTE Percent * Job Class FTE Percent Required for CALPADS | [S_CA_USR_StaffAssignments_C]FTE | Staff Assign |
Non Classroom Based Job Assignment 1-7 | If a Job Classification Code of 10 or 11 was selected above, a non-classroom based job code assignment must be entered. | [S_CA_USR_StaffAssignments_C]Job_Code_1 [S_CA_USR_StaffAssignments_C]Job_Code_2 [S_CA_USR_StaffAssignments_C]Job_Code_3 [S_CA_USR_StaffAssignments_C]Job_Code_4 [S_CA_USR_StaffAssignments_C]Job_Code_5 [S_CA_USR_StaffAssignments_C]Job_Code_6 [S_CA_USR_StaffAssignments_C]Job_Code_7 | Staff Assign |
CBEDS-ORA Classified and Bilingual Paraprofessional Information
| Data Element | Description | [Table]FieldName | Used in these Reports |
|---|---|---|---|
Job Classification | Choose the staff members job classification. | [S_CA_USR_X]JobClassification | CBEDS-ORA A CBEDS SIF CDIF CDS Att Aud CDS Dist Att Hrs |
Full-time/Part-time Designation | Choose whether the staff member is Full-time or Part-time. | [S_CA_USR_X]Parttime | CBEDS-ORA A CBEDS SIF CDIF |
CBEDS Staff Assignments
Create Staff Assignments from the staff member’s primary record. Staff Assignments are required for the following Staff Job Classifications for Classified Staff: (19) Clerical Staff, (23) Paraprofessional, (24) Other Classified Staff.
If staff assignment records are not entered for the classified staff member, they are pulled from the Job Classification field [S_CA_USR_X]JobClassification above.
Note: If the staff member is assigned to multiple schools or has multiple positions, Staff Assignments must be set up for each school.
Start Date | Enter the start date of the staff member's assignment. | [S_CA_USR_StaffAssignments_C]EffectiveDate | CBEDS ORA A CBEDS SIF CDIF |
End Date | Enter the day after the last day of the staff member's assignment. Note: Not required for active assignments. The end date should not be prior to the start date | [S_CA_USR_StaffAssignments_C]EndDate | CBEDS ORA A CBEDS SIF CDIF |
Job Classification Code | Choose the staff member's job classification. | [S_CA_USR_StaffAssignments_C]Cert_Class_Desig | CBEDS ORA A CBEDS SIF CDIF |
Job Classification FTE | Enter the staff member's FTE % as a value between 0 and 200. If the FTE is left blank, it defaults to 100%. Unlike CALPADS Staff Assignments, Classified Staff Assignments are not multiplied by the School FTE since only one staff record is required. Note: A value of ‘0’ is permitted only if one of the seven “Non Classroom Based Job Assignment” fields is set to “(6018) Employee on Leave.” | [S_CA_USR_StaffAssignments_C]FTE | CBEDS ORA A CBEDS SIF CDIF |
Staff Providing Instructional Services to English Learners | For bilingual paraprofessionals assigned to English Learners (ELs) as of Fall Census Day, choose 3 from the pop-up menu The staff member must provide primary language support to ELs in English Language Development (ELD), language arts, mathematics, science, and/or social studies. Note: If a bilingual paraprofessional works at multiple schools, flag the record at the school where the staff member spends the majority of time providing EL instructional services. | [S_CA_USR_X]ELInstructor | CBEDS-ORA B CBEDS SIF |
Language of Instruction | Choose the language in which the staff member provides instruction. If the staff member provides instruction in more than one language, choose the language taught most frequently. If both languages are used equally, choose the language with the lowest numeric value. | [S_CA_USR_X]InstructionLanguage | CBEDS-ORA B CBEDS SIF |
California PAIF
| Data Element | Description | [Table]FieldName | Used in these Reports |
|---|---|---|---|
Job Classification | Choose the appropriate job classification. | [S_CA_USR_X]JobClassification | None |