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Staff Associations

This category captures information about staff assignments as published within the Staff Associations category. The Staff Associations category includes the following data views and resources for Indiana.

Staff Assignments

Staff Assignments Resource is added to the published data for staff as part of the Data Exchange profile. This view captures details about staff assignments as published in the staffEducationOrganizationAssignmentAssociation within the Staff Associations category. The layout includes School Name, Teacher Number, Staff Name, State Identifier, Assignment, Begin Date, End Date, Last Publish Date, Publishing ID, and Resource ID.

staffEducationOrganizationAssignmentAssociation

This association indicates the education organization to which a staff member provides services; also known as the school of service.

Primary PowerSchool Source Data

  • [SchoolStaff]
  • [Users]
  • [S_USR_X]
  • [S_IN_USR_X]
  • [S_USR_Assignments_C]
  • [ROLEDEF]

Selection Criteria

Records are published if the following criteria are met:

  • The staff member must have at least one Staff Assignment record that was published in Staff Demographics.
  • The staff member must not be excluded from Ed-Fi.
  • The staff member's assigned organization must be either the district office or a school that is not excluded from state reporting.
  • The Common staff assignments extension table must be valid for the school year and not excluded:
    • If Common staff assignments extension table record exists at school for schoolstaff record then sources from [ROLEDEF] and [SchoolStaff] are excluded.
    • A User Access Roles mapping must be available for staff assignment in the ROLEDEF table.
    • If staff assignments are not defined in Common staff assignments extension and ROLEDEF tables then StaffStatus default roles in the [SchoolStaff] table are used.
  • Teacher or Substitute Teacher record is selected for the school where staff taught sections during the year:
    • If the staff are from schools listed in the Common staff assignments extension, ROLEDEF, or [SchoolStaff] then Teacher and Substitute Teacher record is not created.
    • If ss.staffstatus is 4, Substitute Teacher is selected, otherwise, Teacher is published.
  • Only one record is selected for each combination of staffUniqueId, schoolId, staffClassification, and beginDate.
  • If StaffStatus is blank and the staff member did not teach a section at the school then Staff Assignment records are not selected.
  • The State Staff ID (SPN) must be populated in PowerSchool.
  • The staff member is active at any point during the selected school year.
  • The staff member must not be assigned to a section or course that is excluded from Ed-Fi.

Resource Output

  • A separate staffEducationOrganizationAssignmentAssociation record is published for each school assignment for each staff member and teacher based on the year for the Term selected in the PowerSchool UI.
  • A staff member who works at multiple schools will have a record for each school.
  • Lunch staff is excluded from publishing.
  • The educationOrganization reported within this resource is either the district (LEAId) or the school (SchoolId).
  • The staffEducationOrganizationAssignmentAssociation resource is dependent on the prior publishing of the following resource: staffs.
  • LEAs and Schools may upload (publish) data to the Ed-Fi ODS in real time or on-demand ("Run Now" button).

Note: Click Export to export the data collection results to an Excel spreadsheet.

Data Element

Description

Data Type

Stored in [Table]Field

Req'd

staffEducationOrganizationAssignmentAssociations

A reference to the employment association.

R

educationOrganizationReference

A reference to the educationOrganization association.

R

/educationOrganizationID

The state-assigned identification for the Education Organization in which the staff is employed. If a sub district is selected in the Staff Assignment then the sub district number displays.

  • If the manually created Staff Assignment record has Staff Classification as Student Support Plans, then School defaults to the District Office and theeducationOrganizationID is the District's LEA ID.
  • If private districts have sub-districts then the alphabet (A through H) in the sub-district number is converted to the alphabetical order number, where A will be 1, B will be 2, etc. For example, the sub-district number A570 publishes as 1570 and C965 publishes as 3965.

Integer

[S_USR_Assignments_C]schoolid

[SchoolStaff]schoolid

[CST_Subdistricts]SubDistrict_Number

R

staffReference

A reference to the related staffs resource.


staffUniqueID

The state-assigned number for the staff.

Integer

[S_IN_USR_X]Teacher_SPN

R

hireDate

The month, day, and year on which a contract between an individual and a governing authority specifies that employment is to begin (or the date on which the agreement is made valid).

Date

[Terms]FirstDay of selected school year

Format:'YYYY-MM-DD'

R

staffClassificationDescriptor

The titles of employment, official status, or rank of education staff.

Descriptor

[S_USR_Assignments_C]staffclassification

[SchoolStaff]staffstatus

If record exists in SectionTeacher at school then:
- if staffstatus = 3 'Substitute Teacher' otherwise, 'Teacher'
If schoolstaff.schoolid = 0 (district office) then 'Student Support Plans'
If schoolstaff.schoolid = 1 then 'Teacher'
If schoolstaff.schoolid = 2 then 'Support Services Staff'
If schoolstaff.schoolid = 4 then 'Substitute Teacher'
OR

'Other' (should never happen)

R

beginDate

Month, day, and year of the start or effective date of a staff member's employment, contract, or relationship with the LEA.


Date

[S_USR_Assignments_C]begindate, default start of school year

If the field is populated and is within school calendar range then the same date is used. Otherwise, date is automatically set to the first day of school, including when the date is not set for an assignment.

[Terms]FirstDay of selected school year

Format:'YYYY-MM-DD'

R

positionTitle

The descriptive name of an individual's position.

*If available, this element is required.

Varchar(100)

[USERS]title used only if equal to a descriptor short description, e.g., 'Principal'
For SCHOOLSTAFF.staffstatus:
If record exists in SectionTeacher at school then 'Teacher'
If schoolstaff.schoolid = 0 then 'Student Support Plans'
If schoolstaff.schoolid = 1 then 'Teacher'
If schoolstaff.schoolid = 2 then 'Staff'
If schoolstaff.schoolid = 4 then 'Substitute Teacher'

OR
'Other' (should never happen)

O*

endDate

Month, day, and year of the end or termination date of a staff member's employment, contract, or relationship with the LEA. If applicable, this element is required.

For a staff with a valid School Personnel Number becomes inactive mid-session then the Staff Termination Date is published as the end date.

Date

[S_USR_Assignments_C]enddate

[S_IN_USR_X]Termination_Date

[Terms]LastDay of selected school year

Format:'YYYY-MM-DD'

O

Additional fields only for display

/schoolname

The name of the schoolString

[sch]school_name


/teachernumberThe teacher's number assigned by the school.Integer

[USERS]teachernumber


/teachertnameThe teacher's name.String[USERS]lastfirst

Staff Contacts

staffEducationOrganizationContactAssociations

This association provides the contact details of the staff member that provides services.

Primary PowerSchool Source Data

  • [SchoolStaff]
  • [Users]
  • [S_USR_X]
  • [S_IN_USR_X]
  • [S_IN_SSF_X]

Selection Criteria

Records are published if the following criteria are met:

  • One record is published for each active schoolStaff record where:
    • staffstatus is 1 or 4 (teacher, substitute teacher)

    • or staffstatus is 2 and district publishes staff type 2 (prefs 'StaffPreference' = 1)

      • inactive records are not included ([SchoolStaff]status = 2)

      • unassigned staff and lunch staff records are not included ([SchoolStaff]status = 0 or 3)

    • or staff taught non-excluded section during year at [SchoolStaff]schoolid

    • or staff has S_USR_Assignments_C record valid during current year not excluded from Ed-Fi

  • The staff member must not be excluded from Ed-Fi.
  • schoolstaff record is not excluded from state reporting ([S_IN_SSF_X]state_excludefromreporting is not 1)
  • Only one record published for each combination of staffUniqueId and schoolId
  • Dependent on Staffs resource

Resource Output

  • A separate staffEducationOrganizationAssignmentAssociation record is published for each school assignment for each staff member and teacher based on the year for the Term selected in the PowerSchool UI.
  • A staff member who works at multiple schools will have a record for each school.
  • Lunch staff is excluded from publishing.
  • The educationOrganization reported within this resource is either the district (LEAId) or the school (SchoolId).
  • The staffEducationOrganizationAssignmentAssociation resource is dependent on the prior publishing of the following resource: staffs.
  • LEAs and Schools may upload (publish) data to the Ed-Fi ODS in real time or on-demand ("Run Now" button).

Note: Click Export to export the data collection results to an Excel spreadsheet.

Data Element

Description

Data Type

Stored in [Table]Field

Req'd

educationOrganizationReference

educationOrganizationID

The state-assigned identification for the Education Organization in which the staff is employed.

Integer

[SchoolStaff]schoolid

R

staffReference

A reference to the related staffs resource.

staffUniqueID

The state-assigned number for the staff.

Integer

[S_IN_USR_X]Teacher_SPN


contactTitleUnified AccessStringUnified AccessR
electronicMailAddressThe staff member's email address.String[USERS]Email_AddrR
Additional fields only for display
/teachernumberThe teacher's number assigned by the school.Integer

[USERS]teachernumber


/teachertnameThe teacher's name.String[USERS]lastfirst

Staff Schools

This view captures a list of the school(s) or district to which a teacher provides services as published in the staffSchoolAssociation resource within the Staff Association category. The layout includes the School Name, Teacher Number (PowerSchool ID), Staff Name, State Identifier, Last Publish Date, Publishing ID, and Resource ID.

staffSchoolAssociation

This association indicates the education organization to which a teacher provides services; also known as school of service. This resource is required for all Teachers.

Primary PowerSchool Source Data

  • [SchoolStaff]

Selection Criteria

Records are published if the following criteria are met:

  • The teacher must not be excluded from state reporting.
  • The teacher's school must not be excluded from state reporting.
  • The staffUniqueId must be populated in PowerSchool.
  • The teacher taught at least one class at the school during the year of the Term selected in PowerSchool

Resource Output

  • A separate staffSchoolAssociation record is published for each teacher and for each school to which the teacher is assigned based on the year for the Term selected in the PowerSchool UI.
  • A teacher who works at multiple schools will have a record for each school.
  • The educationOrganization reported within this resource is the school (SchoolID).
  • The staffSchoolAssociation resource is dependent on the prior publishing of the following resources: staffs.
  • LEAs and Schools may upload (publish) data to the Ed-Fi ODS in real time or on-demand ("Run Now" button).

Note: Click Export to export the data collection results to an Excel spreadsheet.

Data Element

Description

Data Type

Stored in [Table]Field

Req'd

schoolReference

A reference to the related schools resource

R

/schoolID

The school where the staff member provides services.Integer

Derived from:

[SchoolStaff]SchoolId

R

schoolYearTypeReference

A reference to the related schoolYearType resource.

R

/schoolYear

The identifier for a school year.IntegerDerived from:
YearId for term selected in the PowerSchool UI
R

staffReference

A reference to the related staffs resource

R

/staffUniqueID

The staff member providing services to the school.String[Users]DCIDR
programAssignmentDescriptorThe name of the program for which the individual is assigned, for example, Regular education, Title I-Academic, Title I-Non-Academic, Special Education, Bilingual/ English as a Second Language.String'Regular Education'R
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