Staff Assignments

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