Staff Assignment Records Report
Introduction
Staff Assignments records are used to submit assignment data for active staff members during the current academic school year as of Census Day. Multiple staff assignment records should be submitted when a staff member has more than one assignment. This extract is formatted in a caret (^) delimited text file. A Staff Demographic record must exist for the staff member prior to submission.
The Staff Assignment report uses the Replacement processing method.
Note: The Staff Assignment Records report should be submitted for the Fall 2 submission only. Submitting this report during CALPADS End of Year could cause your Fall 2 records to be overwritten in the CALPADS Operational Data Store.
Selection Criteria
The extract includes staff members based on the following criteria:
Staff members not excluded from state reporting.
Staff members associated with a school not excluded from state reporting.
Staff members with an assigned SEID.
Note: Staff members with an SEID equal to 9999999999 are excluded from the report.
Staff members not teaching at multiple schools.
Staff members for whom the Employment Start Date is on or before the Census Date.
Staff members for whom the Employment End Date is after the Census Date, or is not populated.
Staff members with a staff assignment that meets the following criteria:
Start Date on or before the report date.
End Date after the report date.
Associated with one of the following job classifications:
Teacher (12)
Administrator (10)
Pupil Services (11)
Non-certified Administrator with an SEID (25)
Charter School Non-Certificated Teacher with an SEID (26)
Itinerant or Pull-Out/Push-In Teacher (27)
Report Input
This report is run at the District and School level.
For help with navigation and running the report, see How to Find and Generate a Report.
Field | Description |
Use | If run at the district level, choose one of the following from the pop-up menu:
If run at the school level, the report includes all records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list. |
Records to Include | Indicate which staff members to include in the report by selecting one of the following options:
Note: If running the report for a single staff member, or group of staff members, select the staff members prior to running report. |
Census Date | Enter the Fall census date, which is the first Wednesday in October. |
Bypass Validation | Choose Yes or No from the pop-up menu to run the validation portion of the CALPADS Staff Assignment Records, which is used to validate that specified fields used for the extract are populated correctly. If the report identifies errors in student data, an HTML page displays the list of the errors. If the report does not identify any data errors, the extract completes as expected. See Extract Validations for a list of potential validation errors. |
School Group | Choose a group of schools to override the above "Use" parameter indicating District Wide vs.Current School Only. The extract includes staff records associated with the selected schools that meet the selection criteria. Note: This parameter is optional. |
Report Output
Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Tables for a definition of each column in the table.
The records are sorted in the extract file using the values in the following fields:
Staff Last Name
Staff First Name
SEID
School Number (CSIS School Number)
Operational Keys: Academic Year ID, School of Assignment
Processing Method: Replacement
Report Output Format: The report output format for this report is caret delimited.
Field # | Data Element | Description | [Table]FieldName | Max Length | Field Type | O/U | Required |
8.01 | Record Type Code | The type of data record being submitted. | Always SASS | 4 | CS | N/A | Y |
8.02 | Transaction Type Code | The action the system should take on the data record being submitted. CALPADS processes the following Transaction Type Codes:
| This value is calculated based on the updatable fields and operational keys. | 1 | CS | N/A | N |
8.03 | Local Record ID | A local use field to provide the system record identifier for a submitted record in any CALPADS file format. This field is calculated by concatenating internal ID fields. The values for the internal fields may be separated by periods. | [S_CA_USR_StaffAssignments_C]Unique_ID [S_CA_USR_StaffAssignments_C]ForeignKey | 255 | CS | N/A | N |
8.04 | Reporting LEA | A unique identifier for the educational service institution. State Business Rules: The district code may be submitted. | [Prefs]Name=districtnumber [Prefs]Value | 7 | CS | N/A | Y |
8.05 | School of Assignment | The report extracts the district number, as opposed to the school number, if the Teacher is not associated with a school. State Business Rules: The value must meet the following criteria:
| [S_CA_USR_StaffAssignments_C]SchoolID or If [S_CA_USR_StaffAssignments_C]SchoolID = 0, then [Prefs]Name=districtnumber [Prefs]Value [S_CA_SCH_X]StateSchoolNumber [Schools]School_Number The report locates the School of Attendance for a staff member based on the school associated with the assignment record. Each school is assigned a 7-digit School Number, which is used as the School of Attendance value. | 7 | CS | O | Y |
8.06 | Academic Year ID | The period during which school is in regular session and provides a required number of days of instruction (175 days in California). Extracted in the format CCYY-CCYY, such as 2008-2009. | [Terms]FirstDay [Terms]LastDay The report extracts the last four digits of the date value stored in both the FirstDay and LastDay fields. | 9 | CS | O | Y |
8.07 | SEID | The unique identifier assigned to each educator in the California public education system by the California Commission on Teacher Credentialing. This number is known as the Statewide Educator Identifier (SEID). State Business Rules: Must be a valid SEID in the California Commission on Teacher Credentialing (CCTC) file. | [S_CA_USR_X]SEID | 10 | CS | N/A | Y |
8.08 | Local Staff ID | A unique identifier assigned to a Staff member by the local educational agency. The report uses the SEID to locate additional records for the staff member. | [Users]DCID | 10 | CS | N/A | Y |
8.09 | Staff Legal First Name | The first name given to a person after birth or through legal action. See Local Staff ID for validation. | [Users]First_Name | 20 | CS | N/A | Y |
8.10 | Staff Legal Last Name | The last name given to a person after birth or through legal action. See Local Staff ID for validation. | [Users]Last_Name | 20 | CS | N/A | Y |
8.11 | Staff Birth Date | Extracted in the format CCYYMMDD, e.g. 20081025. See Local Staff ID for validation. State Business Rules: The staff member’s age must be >= 18 and < 95. The staff member’s birth date must equal the date stored in the California Commission on Teacher Credentialing (CCTC) file. | [UsersCoreFields]dob | 8 | DT | N/A | Y |
8.12 | Staff Gender Code | The gender code for the staff member. See Local Staff ID for validation. | [UsersCoreFields]Gender | 1 | CS | N/A | Y |
8.13 | Staff Job Classification Code | The classification of a specific occupation, such as teacher, administrator, and pupil services. State Business Rules: Classified codes are not collected. This value only applies to certified staff. The value must equal 10, 11, 12, 25, 26, or 27. | [S_CA_USR_StaffAssignments_C]Cert_Class_Desig | 2 | CS | N/A | Y |
8.14 | Staff Job Classification FTE Percentage | The percentage of time spent on each job classification in relation to a full-time position. The report divides the staff member FTE by 100, then multiples the value by the staff assignment FTE. The result is rounded to once decimal. In other words: School FTE/100 x Job Class FTE. Note: A blank value for the staff assignment FTE defaults to 100%. State Business Rules: The value must be >= 0 and < 200. 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.” FTEs can be submitted by tenths of a percentage. | [S_CA_SSF]SchoolFTE [S_CA_USR_StaffAssignments_C]FTE | 5 | NU | N/A | Y |
8.15 | Non Classroom Based Job Assignment Code 1 | Job assignments designated as support service or that are not based in the classroom. | [S_CA_USR_StaffAssignments_C]Job_Code_1 | 4 | CS | N/A | Yes, if Staff Job Classification Code = 10, 11, or 25 |
8.16 | Non Classroom Based Job Assignment Code 2 | Job assignments designated as support service or that are not based in the classroom. | [S_CA_USR_StaffAssignments_C]Job_Code_2 | 4 | CS | N/A | N |
8.17 | Non Classroom Based Job Assignment Code 3 | Job assignments designated as support service or that are not based in the classroom. | [S_CA_USR_StaffAssignments_C]Job_Code_3 | 4 | CS | N/A | N |
8.18 | Non Classroom Based Job Assignment Code 4 | Job assignments designated as support service or that are not based in the classroom. | [S_CA_USR_StaffAssignments_C]Job_Code_4 | 4 | CS | N/A | N |
8.19 | Non Classroom Based Job Assignment Code 5 | Job assignments designated as support service or that are not based in the classroom. | [S_CA_USR_StaffAssignments_C]Job_Code_5 | 4 | CS | N/A | N |
8.20 | Non Classroom Based Job Assignment Code 6 | Job assignments designated as support service or that are not based in the classroom. | [S_CA_USR_StaffAssignments_C]Job_Code_6 | 4 | CS | N/A | N |
8.21 | Non Classroom Based Job Assignment Code 7 | Job assignments designated as support service or that are not based in the classroom. | [S_CA_USR_StaffAssignments_C]Job_Code_7 | 4 | CS | N/A | N |