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Staff Demographics Records Report

Contents

Introduction

Staff Demographics records are used to submit demographic data for active staff members during the current academic school year. The extract is formatted in a caret (^) delimited text file.

The Staff Demographics record can be submitted independently of other records; however, a Staff Demographics record must be submitted for each teacher with a Course Section record.

The Staff Demographics report uses the Effective Date processing method.

Selection Criteria

The extract includes staff members based on the following criteria, for all submissions throughout the year:

  • 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 report end date.

  • Staff members for whom the Employment End Date is after the report start date, or not populated.

  • Staff members for whom the Employment End Date is after their Employment Start Date.

Staff members with a staff assignment that meets the following criteria:

  • Start Date on or before the report end date.

  • End Date after the report end 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)

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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:

  • 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.

Check for Fall Submission

Select this checkbox to use the Census Date as the Effective Start Date for all records in the report output.

Note: Selecting this checkbox results in the Census Date field being displayed on the page in place of Start and End Date.

Census Date*

Enter the census date. 

The selected EndDate/CensusDate should not be in the future.

Note: This field displays if Check for Fall Submission is selected.

Start Date

Enter the report start date. The start Date must be within the currently selected school year.

Note: This field displays if Check for Fall Submission is unselected.

End Date

Enter the report end date, based on the following criteria:

  • If you are generating a report for a particular submission (Fall 1, Spring, etc.), use the Census Date as the report end date. Using the Census Date will create a file with data updates up to that Census Date, and will set the Effective Start Date on most records to that Census Date. Records with an effective start date that is after the Census Date will not be included in the certification.

  • If a report is submitted on an ongoing basis (recommended every 14 days), use the current calendar day as the report end date.

  • End Date must be within the currently selected school year.

  • The End Date should not be less than the Start date.

Important: Never use a report end date that is in the future.

Note: This field displays if Check for Fall Submission is unselected.

Report Mode

Choose one of the following options from the pop-up menu:

  • Submission mode: The report extracts updated records that have not been previously submitted to CALPADS based on the updateable fields and operational keys. This mode provides the option to save the extract results as a snapshot of data in the CALPADS Submission History table.

  • Non-submission mode: All related records are extracted including updates that have been previously submitted to CALPADS.

Compare to CALPADS ODS File

This checkbox is only available in Submission mode. Please refer to the Compare to CALPADS ODS section for more information on how to use this option.

Bypass Validation

Choose Yes or No from the pop-up menu to run the validation portion of the CALPADS Staff Demographic 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.

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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

Operational Keys: Reporting LEA, SEID

Processing Method: Effective Date

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

7.01

Record Type Code

The type of data record being submitted.

Always SDEM

4

CS

N/A

Y

7.02

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

7.03

Local Record ID

A local use field to provide the system record identifier for a submitted record in any CALPADS file format.

[Users]DCID


CS

N/A

N

7.04

Effective Start Date

The month, day and year on which the data within the record became effective, extracted in the format CCYYMMDD, e.g. 20091025.

If the staff member exited the district during the reporting period, then this date is extracted as their Employment End Date minus one day.

If the staff member is still employed in the district, then the date is extracted as the report end date.

[S_CA_USR_X]EmploymentEndDate

If the Check for Fall Submission runtime parameter is selected, the extract uses the Census Date as the Effective Start Date.

8

DT

N/A

Y

7.05

Effective End Date

This data element is not required for CALPADS reporting.

N/A

8

DT

N/A

N

7.06

Reporting LEA

A unique identifier for the educational service institution responsible for obtaining and maintaining a record of staff members by way of a demographic record in CALPADS.

[Prefs]Name=DistrictNumber

[Prefs]Value

7

CS

O

Y

7.07

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

N/A

Y

7.08

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

O

Y

7.09

Local Staff ID

A unique identifier assigned to a Staff member by the local educational agency. This may or may not be the same as the identifier assigned to a staff member at the school level.

[Users]DCID

10

CS

U

Y

7.10

Staff Legal First Name

The first name given to a person after birth or through legal action.

[Users]First_Name

20

CS

U

Y

7.11

Staff Legal Middle Name

The middle name given to a person after birth or through legal action.

[Users]Middle_Name

20

CS

U

N

7.12

Staff Legal Last Name

The last name given to a person after birth or through legal action.

[S_CA_USR_X]Last_Name

20

CS

U

Y

7.13

Staff Alias First Name

State Business Rules:

If Staff Alias Last Name is populated, then Staff Alias First Name must be populated.

[S_CA_USR_X]FormerFirstName

30

CS

U

N

7.14

Staff Alias Middle Name

The teacher’s former middle name.

[S_CA_USR_X]FormerMiddleName

30

CS

U

N

7.15

Staff Alias Last Name

The teacher’s former last name.

[S_CA_USR_X]FormerLastName

50

CS

U

N

7.16

Staff Birth Date

Extracted in the format CCYYMMDD, e.g. 20081025.

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

U

Y

7.17

Staff Gender Code

The teacher’s gender.

[UsersCoreFields]Gender

1

CS

U

Y

7.18

Staff Hispanic Ethnicity Indicator

The report extracts:

  • N – (0) No, not Hispanic or Latino

  • Y – (1) Yes, Hispanic or Latino

Otherwise, the report extracts blank.

State Business Rules:

If the Staff Ethnicity Missing Indicator is Y, then the Staff Hispanic Ethnicity Indicator must be blank.

[Users]FedEthnicity

1

CS

U

Yes, if the Staff Ethnicity Missing Indicator is blank.

7.19

Staff Ethnicity Missing Indicator

The report extracts Y if the one of the following criteria are met:

  • The Staff Ethnicity Missing Indicator is selected.

  • The Staff Hispanic Ethnicity Indicator is blank.

Otherwise, the report extracts N.

State Business Rules:

If the Staff Hispanic Ethnicity Indicator is populated, then the Staff Ethnicity Missing Indicator must be N or blank.

[Users]FedEthnicity = 2 (Ethnicity Missing) or -1 (not set)

1

CS

U

Yes, if the Staff Hispanic Ethnicity Indicator is blank.

7.20

Staff Race 1 Code

State Business Rules:

If the Staff Race Missing Indicator is Y, then all the Staff Race Codes must be blank.

Up to five races are extracted in this report, in the following order:

[TeacherRace]Racecd = 100 (American Indian)

[TeacherRace]Racecd = 600 (Black or African American)

[TeacherRace]Racecd = 700 (White)

[TeacherRace]Racecd = 299  (Other Asian)

[TeacherRace]Racecd = 205 (Asian Indian)

[TeacherRace]Racecd = 301 (Hawaiian)

[TeacherRace]Racecd = 399  (Other Pacific Islander)

[TeacherRace]Racecd = 208 (Hmong)

[TeacherRace]Racecd = 303 (Samoan)

[TeacherRace]Racecd = 207 (Cambodian)

[TeacherRace]Racecd = 202 (Japanese)

[TeacherRace]Racecd = 304 (Tahitian)

[TeacherRace]Racecd = 201 (Chinese)

[TeacherRace]Racecd = 203 (Korean)

[TeacherRace]Racecd = 204 (Vietnamese)

[TeacherRace]Racecd = 400 (Filipino)

[TeacherRace]Racecd = 206 (Laotian)

[TeacherRace]Racecd = 302 (Guamanian)

3

CS

U

Yes, if the Staff Race Missing Indicator is blank.

7.21

Staff Race 2 Code

See Staff Race 1 Code

See Staff Race 1 Code

3

CS

U

N

7.22

Staff Race 3 Code

See Staff Race 1 Code

See Staff Race 1 Code

3

CS

U

N

7.23

Staff Race 4 Code

See Staff Race 1 Code

See Staff Race 1 Code

3

CS

U

N

7.24

Staff Race 5 Code

See Staff Race 1 Code

See Staff Race 1 Code

3

CS

U

N

7.25

Staff Race Missing Indicator

The report extracts Y if one the following criteria are met:

  • If the Staff Race Missing Indicator is selected.

  • If none of the Staff Race Codes are selected.

Otherwise, the report extracts N.

State Business Rules:

If one or more of the Staff Race Codes are populated, then this field must be N or blank.

[Users]FedRaceDecline = 1

or

if there are no [TeacherRace]Racecd records for the staff.

1

CS

U

Yes, if all the Staff Race Codes are blank.

7.26

Staff Highest Degree Code

The highest degree earned by an educator, including, but not limited to an associate, bachelor, master, doctor, or fellow.

[S_CA_USR_X]HighestDegree

1

CS

U

Y

7.27

Staff Employment Status Code

The employment status of the teacher.

Valid values:

  • 1 – Tenured

  • 2 – Probationary

  • 3 – Temporary

  • 4 – Other

[S_CA_USR_X]PositionStatus

1

CS

U

Yes, if staff has a job classification of 12, 26, or 27.

7.28

Staff Employment Start Date

The first date that a staff member was employed with an Educational Service Institution.

Extracted in the format CCYYMMDD, e.g. 20081025.

State Business Rules:

The date must meet the following criteria:

  • Occur after the Staff Birth Date plus 18 years.

  • Occur on or before the current date plus six months.

[S_CA_USR_X]EmploymentStartDate

8

DT

U

Y

7.29

Staff Employment End Date

The last date that a staff member was employed with an Educational Service Institution.

Extracted as one day prior to the Staff Employment Exit Date, in the format CCYYMMDD, e.g. 20081025.

State Business Rules:

The date must occur on or after the Staff Employment End Date.

[S_CA_USR_X]EmploymentEndDate

8

DT

U

N

7.30

Staff Service Years LEA

The number of years the educator provided service for any school within a LEA. Only whole numbers should be entered.

Note:  This value can be incremented annually by running the Increment Staff Years of Service Report.

State Business Rules:

The value must meet the following criteria:

  • The value must be less than or equal to the Staff Service Years Total.

  • The value must be less than or equal to the staff member’s age minus 17 years.

  • The value must be greater than or equal to 1.

[S_CA_USR_X]YearsInDistrict

2

NU

U

Y

7.31

Staff Service Years Total

The cumulative number of years an educator provided service for any educational institution. Only whole numbers should be entered.

Note:  This value can be incremented annually by running the Increment Staff Years of Service Report.

State Business Rules:

  • The value must be less than or equal to the staff member’s age minus 17 years.

  • The value must be greater than or equal to 1.

[S_CA_USR_X]YearsofService

2

NU

U

Y

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