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Staff Assignments

Contents


Introduction

The Staff Assignments report generates a comma separated (.csv) file containing one record for every active section assignment and one record for each active record in the Staff Assignments virtual table for each staff member at the school where they are active at any time during the collection period. Districts must enter their staff endorsements using the HQT data tracking functionality in order to report the HQT data elements correctly (any endorsements a staff member has only need to be entered on the primary record). If a staff member teaches at multiple buildings (that is, has multiple SchoolStaff records), each SchoolStaff record must have the EDUID entered.

Beginning in the 2019-2020 school year, the previous year state course codes in the State Course Code field are archived in the Courses By Year extension [(S_ID_CBY_X)]. You can run the Staff Assignments report for previous years - beginning with 2018-2019 as the previous year - by selecting the applicable school year from the Term drop-down list before running the report. The report checks the Courses By Year extension for archived state course codes for the year in which the report is run.

Selection Criteria

Selection criteria determine which database records are used in the report. Refer to selection criteria for analysis when the report does not return the correct records.

Staff Selection

The report selects records from the [Users] table based on the following criteria:

  • The Idaho staff ID must be populated for all assigned staff members.
  • Staff assignment must be active within the reporting date range.
  • At least one student must be enrolled in the section for one day or more at some time during the term. (The record is not reported if no students enrolled in the class.)
  • The the staff member's school, courses, and sections must not be excluded from state reporting.

Report Input

For help with navigation and running the report, see How to Find and Generate a Report.

If you are running the report for a previous year (2018-2019 or later), choose the school year from the Term drop-down list before running the report.

Field

Description

Select Schools

Choose one of the following:

  • Current School Only – Includes all student 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. This option is for troubleshooting purposes only for this report.
  • All Schools (default) – Includes all student records on the PowerSchool server that meet the selection criteria.

Staff List Option

Choose one of the following:

  • All Staff – Includes all staff for the selected school(s)
  • Select Staff – Includes staff selected from the Select Staff option

Select Staff

Select the staff name(s) to run the report for selected staff.

Report Start Date

Enter a date using the format mm/dd/yyyy or mm-dd-yyyy for the first day of the report date range.

Report End Date

Enter a date using the format mm/dd/yyyy or mm-dd-yyyy for the last day of the report date range.

Display Audit Fields

Choose Yes to include additional fields used for troubleshooting to identify data that may need to be modified prior to submitting the report to the state.

The default option is No.

Validate Data

Choose No to have PowerSchool only validate whether the records meet the selection criteria listed above. The report returns a validation error if any of the selection criteria are not met.

Choose Yes (the default) to have PowerSchool validate all data.

Report Output

Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Table for a definition of each column in the table.

Item #

Data Element

Description

[Table]FieldName

Field Type

Field Length

Reqd

1

IDStaffId

The teacher’s Idaho staff ID.

[S_ID_USR_X]IdahoStaffID

[S_ID_SEC_X]CoTeachStaffId

[S_ID_SEC_X]CoTeach2StaffId

Varchar

9

Yes

2

schoolId

The school number. The location ID is reported, if populated, otherwise, alternate school number is reported. If neither the service school ID nor the alternative school number are populated, then the school number is reported.

Teachers/Co-Teachers:

[Schools]Alternate_School_Number

[Schools]School_Number

Staff:

[S_ID_USR_StaffAssignments_C]SchoolID

else

[S_ID_SSF_X]Location

[Schools]Alternate_School_Number

[Prefs]ID_BuildingNumber

Option Set

4

Yes

3

contractNo

The number of the contract for the assignment.

Defaults to 1 when no value is selected on the staff assignment record but a certified staff assignment code is selected. If the selected staff assignment code is classified (in the 97000 range) and no value is selected on the staff assignment record, blank is reported.

[S_ID_SEC_X]ContractNo

[S_ID_SEC_X]CoTeachContractNo

[S_ID_SEC_X]CoTeach2ContractNo

[S_ID_USR_StaffAssignments_C]ContractNo

Number

1

Cond

4

period

The period number.

[S_ID_USR_StaffAssignments_C]PeriodNumber

[Sections]Expression

Varchar

15

Yes

5

sectionId

The section ID. Extracts as null for virtual table-based assignments.

[Sections]ID

Varchar

15

Cond

6

sectionAlias

The district section name associated with the section ID number for the specific section of a course.

If the value is greater than 50 characters, the report truncates the necessary characters from the end of the course name.

[Courses]Course_Name

[Sections]Section_Number

Varchar

50

No

7

assignment

The assignment code.

[S_ID_SEC_X]AssignmentCode

[S_ID_SEC_X]CourseCode

[S_ID_CRS_X]CourseCode

[Courses]Alt_Course_Number

[Courses]Course_Number

[S_ID_USR_StaffAssignments_C]AssignmentCode

Option Set

6

Yes

8

teachingRole

The primary role for the teacher of the class.

[S_ID_SEC_X]TeachingRole

[S_ID_SEC_X]CoTeachTeachingRole

[S_ID_SEC_X]CoTeach2TeachingRole

[S_ID_USR_StaffAssignments_C]TeachingRole

Option Set

1

Cond

9

FTE

The FTE status for the assignment.

[S_ID_SEC_X]FTE

[S_ID_SEC_X]CoTeachFTE

[S_ID_SEC_X]CoTeach2FTE

[S_ID_USR_StaffAssignments_C]FTE


Number

5

Yes

10

noncertRate

The rate of pay per hour.

[S_ID_SEC_X]NoncertRate

[S_ID_SEC_X]CoTeachNoncertRate

[S_ID_SEC_X]CoTeach2NoncertRate

[S_ID_USR_StaffAssignments_C]NoncertRate

Number

6

Cond

11

noncertHours

The number of hours the employee works each week. Rounded to the nearest half hour

[S_ID_SEC_X]NoncertHours

[S_ID_SEC_X]CoTeachNoncertHours

[S_ID_SEC_X]CoTeach2NoncertHours

[S_ID_USR_StaffAssignments_C]NoncertHours

Number

4

Cond

12

noncertWeeks

The number of weeks the employee is scheduled to work during the fiscal year.

[S_ID_SEC_X]NoncertWeeks

[S_ID_SEC_X]CoTeachNoncertWeeks

[S_ID_SEC_X]CoTeach2NoncertWeeks

[S_ID_USR_StaffAssignments_C]NoncertWeek

Number

2

Cond

13

startDate

The teacher’s assignment start date.

[SectionTeacher]Start_Date

[S_ID_SEC_X]StartDate

[S_ID_SEC_X]CoTeachStartDate

[S_ID_SEC_X]CoTeach2StartDate

[S_ID_USR_StaffAssignments_C]EffectiveDate

Number

10

Yes

14

endDate

The teacher’s assignment end date.

[SectionTeacher]End_Date

[S_ID_SEC_X]EndDate

[S_ID_SEC_X]CoTeachEndDate

[S_ID_SEC_X]CoTeach2EndDate

[S_ID_USR_StaffAssignments_C]EndDate

Date

10

No

15

Notes

Comments or notes. Always reports as blank.

N/A

Varchar

250

No

16

Teachername*

Audit mode only

The teacher’s name.

[Users]LastFirst

N/A

N/A

N/A

17

Teachernumber*

Audit mode only

The teacher’s locally assigned id number.

[Users]TeacherNumber

N/A

N/A

N/A

18

TeacherLegalName*

Audit mode only

The teacher’s legal name.

[S_ID_USR_X]LegalFirstName

[S_ID_USR_X]LegalMiddleName

[S_ID_USR_X]LegalLastName

N/A

N/A

N/A

19

SchoolCourseSection*

Audit mode only

A concatenation of the school abbreviation, the course number and the section number.

[Schools]Abbreviation

[Sections]Course_Number

[Sections]Section_Number

N/A

N/A

N/A

20

CourseName*

Audit mode only

The course name.

[Courses]Course_Name

N/A

N/A

N/A

21

Period(Day)*

Audit mode only

The period/day of the section

[Sections]Expression

N/A

N/A

N/A

22

TermID*

Audit mode only

The term id of the section.

[Terms]ID

N/A

N/A

N/A

23

CourseCodeDescription*

Audit mode only

The course code description.


Derived from internal table.

N/A

N/A

N/A

24

EnrolledStudentCount*

Audit mode only

The number of student’s enrolled in the section.

Sum of records where [CC]DateEnrolled < [CC]DateLeft

N/A

N/A

N/A

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