Staff Assignments Audit Report

Field

Description

Use

If run at the district level, choose one of the following from the pop-up menu:

• Default – District Wide. Includes all records on the PowerSchool server that meet selection criteria.

• Current School Only – Includes all records associated with the current school that meet the selection criteria.

• District Wide – Includes all records on the PowerSchool server that meet the selection criteria.

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:

• The selected [x] records only – Run the report for staff members in the current selection.

• All records – Run the report for all staff members in the current school or district.

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 
Note: This overrides the Use selection above.

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.

Select Schools

Choose one of the options

• Select Multiple Schools

• All Schools

Message Types to Include

Choose the types of message to include when running the Staff Assignment Audit report.

• All Errors and Warnings

• Errors Only

• Warnings Only

Data Element

Description

[Table]FieldName

Max Length

Field Type

O/U

Required

Record Type Code

The type of data record being submitted.

Always SASS

4

CS

N/A

Y

Transaction Type Code

The action the system should take on the data record being submitted.

CALPADS processes the following Transaction Type Codes:

• Blank: Add or update the record

• D: Delete the current record

This value is calculated based on the updatable fields and operational keys.

1

CS

N/A

N

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

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

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:

• Must be a valid code in CALPADS.

• Must have an active reporting relationship with the Reporting LEA.

• If Staff Job Classification is 26, then the School of Assignment must be a charter school.

[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

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

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

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

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

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

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

Staff Gender Code

The gender code for the staff member.

See Local Staff ID for validation.

[UsersCoreFields]Gender

1

CS

N/A

Y

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

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

Message Type

Indicates the message type. 

[S_CA_USR_StaffAssignments_C]Message_Type

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

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

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

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

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

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

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