Staff Setup
Introduction
The following data elements are required for staff setup.
On the Start Page, click Staff.
Select a staff member or New Staff Entry.
Select Edit Information for existing staff members.
Note: For more information on codes see the Staff Setup.
Data Element | Additional Information | [Table]Field Name | Length | Used in these Reports |
Editing Staff InformationEdit Information | ||||
Name (Last, First MI) | Enter the name. Note: Use the format: LastName, FirstName MiddleName | [Users]LastFirst [Users]Last_Name [Users]First_Name [Users]Middle_Name | Max 40 Max 20 Max 20 Max 15 | DOE_CP |
Legal Name (Last First Middle Suffix) | Enter the staff's legal name. Format: LastName, FirstName, MiddleName, Suffix | [UsersCoreFields]PSCore_Legal_Last_Name [UsersCoreFields]PSCore_Legal_First_Name [UsersCoreFields]PSCore_Legal_Middle_Name [UsersCoreFields]PSCore_Legal_Suffix | 75 75 75 10 | |
Preferred Name | The names that staff wants to include in the preferred name. | |||
Email Address | A prefix used to denote the title, degree, position, or seniority of the person. | [Users]Email_Addr | 40 | DOE-TL |
Title | Enter the staff member's title. A prefix used to denote the title, degree, position, or seniority of the person. | [Users]Title | ||
Gender | The staff's gender. Valid values:
| [SchoolStaff]Gender | ||
Legal Gender | Choose the staff's legal gender. Valid values:
| [UsersCoreFields]Gender | 1 | |
Federal Ethnicity and Race | ||||
Ethnicity | Select Yes if the staff is Hispanic or Latino. | If [Users]FedEthnicity = 1: '1' Otherwise:'0' | 1 | |
Race | Select the applicable race:
| [TeacherRace]RaceCd 1:'American Indian - Alaskan Native' when u.fedethnicity = 1 then 'Hispanic Ethnicity and of any race' | ||
ID | Enter the ID. | [Users]TeacherNumber | Max 20 | DOE_CP |
StatePrld | ||||
Homeroom | If the staff member is a teacher, enter her/his homeroom number. | [Users]Homeroom | ||
Home School | The staff member's home school. | [Users]HomeSchoolID | ||
Lunch ID | Enter the staff member's lunch ID. | [Users]Lunch_ID | ||
Home Phone | Enter the staff member's home phone number. | [Users]Home_Phone | ||
School Phone | Enter the staff member's school phone number. | [Users]School_Phone | ||
Street | Enter the street name of the staff member's address. | [Users]Street | ||
City, State, Zip | Enter the city, state, and Zip code of the staff member's address. | [Users]City [Users]State [Users]Zip | ||
SSN | Enter the staff member's social security number. | [Users]SSN | ||
DOB | The staff's date of birth. | [ucf]dob | ||
Staff Type | Select the staff member's role in the district. | [SchoolStaff]StaffStatus | ||
Active | Indicates that the staff member is active. | [SchoolStaff]Status | ||
IN State Report Information | ||||
Exclude from Ed-Fi | Indicate whether the staff is excluded from Ed-Fi publishing. Valid values:
| [S_USR_EDFI_X]ExcludeFromEdFi | ||
Termination Date | The date the staff has exited the school. This field is reported as the end date for Staff Assignments if there is no session end date. | [S_IN_USR_X]Termination_Date | 10 | |
Years Prior Professional Experience | The number of years of experience of the staff. This field is no longer published in Staff Demographics | [xt]yearsPriorProfExpericene | ||
School Specific Fields | ||||
School | Enter the school where the teacher works. | [SchoolStaff]SchoolID | Max 20 | DOE_CP |
Exclude from State Reporting | Select Yes (Y) to exclude this staff record from state reporting. The default is No (N). | [S_IN_SSF_X]State_ExcludeFromReporting | 1 | DOE_CP |
Non-Teaching Personnel Subject Code | Enter the non-teaching personnel subject code that identifies the certified staff's position in the district. Check the current Subject Code Book available from the state web site for the list of non-teaching personnel subject codes. | [S_IN_USR_X]Non_Personnel_Subject_Code | 1 | DOE-CP |
Non-School Specific Fields | ||||
School Personnel Number (SPN) | Enter the school personnel number assigned to this staff member. | [S_IN_USR_X]Teacher_SPN | 8 | DOC_CP |
Request SPN | Search for the staff's STN, if unavaialble, a new SPN is generated using Post Identities. The new SPN is saved at [Users]stateprid. | N/A | N/A | N/A |
LEA ID | ||||
Certified Position | Select Yes (Y) if this staff member is certified. The default is No (N). | [S_IN_USR_X]Certified_TF | 1 | DOE_CP |
Special Education Teacher | Indicate if the staff is a special education teacher. | [S_IN_USR_X]SpecialEd_TF | 1 | |
Data Exchange SettingsStaff CohortsStaff Page, Staff, Select A Staff Member, Edit Information, Staff Cohorts Use the filter field to search for a staff cohort record. | ||||
Begin Date | The date when the student started in the Cohort. | [S_USR_CohortGroups_C]beginDate | 10 | |
School | Choose from the schools where the staff is active. | [S_USR_CohortGroups_C]SchoolId | ||
Cohort | The date when the student started in the Cohort. | [S_USR_CohortGroups_C]CohortName | 20 | |
Cohort Type | The value are automatically displayed from the district level setup. | [S_IN_COHORTS_SETUP]CohortType | 310 | |
Cohort Scope | The value are automatically displayed from the district level setup. | [S_IN_COHORTS_SETUP]CohortScope | 310 | |
Student Access | Choose Yes or No to indicate whether the staff has access to a student. | [S_USR_CohortGroups_C]studentAccess | 1 | |
End Date | The date when the student ended in the Cohort. | [S_USR_CohortGroups_C]endDate | 10 | |
Exclude From Publishing | Select to exclude the Cohort from publishing. | [S_USR_CohortGroups_C]ExcludeFromEdFi | 1 | |
Staff AssignmentsAdd/Edit Staff Assignment | ||||
Position Title | The description of the staff's position. | [S_USR_ASSIGNMENTS_C]PositionTitle | 20 | |
Staff Classification | The list of Staff Setup describing titles of employment, official status, or rank of education staff; Ed-Fi descriptor. The Staff Classifications display only if the Descriptors are downloaded from the state. | [S_USR_ASSIGNMENTS_C]StaffClassification | 5 | |
Sub-District | Choose the applicable sub district from the list of all successfully added sub districts. | [CST_Subdistricts]SubDistrict_Number | N/A | |
School | Choose the school from the list. If the manually created record's Staff Classification is Student Support Plans then the School field defaults to District Office. | |||
Begin Date | The first day of the assignment. | [S_USR_ASSIGNMENTS_C]BeginDate | 10 | |
End Date | The last day of the assignment. | [S_USR_ASSIGNMENTS_C]EndDate | 10 | |
Indiana State Legacy Fields | ||||
Special Education Area | Enter the area of specialization if this is a special education class. | [S_IN_USR_X]SpecialEd_Area | N/A | N/A |
Highly Qualified Teacher Subjects | Select the core academic subjects that this teacher is highly qualified to teach. You must select at least one core academic subject to identify this teacher as highly qualified. | [S_IN_USR_X]Highly_Qualified_Subject | N/A | N/A |
English Qualification | If the English subject is selected in the Highly Qualified Subjects field, click the staff member's level of qualification. | [S_IN_USR_X]Eng_Qual | 1 | DOC_CP |
Reading or Language Arts Qualification | If the Reading or Language Arts subject is selected in the Highly Qualified Subjects field, click the staff member's level of qualification. | [S_IN_USR_X]Rla_Qual | 1 | DOE_CP |
Mathematics Qualification | If the Mathematics subject is selected in the Highly Qualified Subjects field, click the staff member's level of qualification. | [S_IN_USR_X]Math_Qual | 1 | DOE_CP |
Science Qualification | If the Science subject is selected in the Highly Qualified Subjects field, click the staff member's level of qualification. | [S_IN_USR_X]Sci_Qual | 1 | DOE_CP |
Foreign Language Qualification | If the Foreign Language subject is selected in the Highly Qualified Subjects field, click the staff member's level of qualification. | [S_IN_USR_X]Flang_Qual | 1 | DOE_CP |
Civics and Government Qualification | If the Civics and Government subject is selected in the Highly Qualified Subjects field, click the staff member's level of qualification. | [S_IN_USR_X]Gov_Qual | 1 | DOE_CP |
Economics Qualification | If the Economics subject is selected in the Highly Qualified Subjects field, click the staff member's level of qualification. | [S_IN_USR_X]Econ_Qual | 1 | DOE_CP |
History Qualification | If the History subject is selected in the Highly Qualified Subjects field, click the staff member's level of qualification. | [S_IN_USR_X]Hist_Qual | 1 | DOE_CP |
Geography Qualification | If the Geography subject is selected in the Highly Qualified Subjects field, click the staff member's level of qualification. | [S_IN_USR_X]Geog_Qual | 1 | DOE_CP |
Fine Arts Qualification | If the Fine Arts subject is selected in the Highly Qualified Subjects field, click the staff member's level of qualification. | [S_IN_USR_X]Art_Qual | 1 | DOE_CP |
Elementary Curriculum Qualification | If the Elementary Curriculum subject is selected in the Highly Qualified Subjects field, click the staff member's level of qualification. | [S_IN_USR_X]Elm_Qual | 1 | DOE_CP |