eScholar StaffID Extract

Contents

Introduction

This report creates an extract containing all staff currently active in the district. This report should not be run for past school years. The extract is sent to the state, and staff data is used to either match against existing data in the state database or to update the state database. The state returns either an existing state staff ID or a new state staff ID if no match can be found. The output file is a tab-delimited text file consisting of a single header record, staff detail records, and a single trailer record.

The file is named as follows: LA_StaffUID_[datestamp][timestamp].txt where [datestamp] is the system date the report was run and [timestamp] is the system time when the file was created. The filenames of the Staff Batch File can contain upper/lower case alphanumeric characters, periods, underscores, or hyphens. Spaces and any other special characters are not allowed.

The output file detail records will be updated by the state with each staff member’s State Unique ID, and the file will be returned to the submitting District for upload into Power School. Refer to Importing State Staff Unique IDs for instructions on how to import the file back into PowerSchool.

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 for staff who meet the following criteria:

The school the staff is currently attending must not be excluded from state reporting. This does not apply to district-level only staff.
The staff member is currently active ( [SchoolStaff]status = 1).
The staff member has a Classification Level value specified.

Report Input

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

Field

Description

Select Schools

Choose one of the following:

Current School Only – Includes all staff records associated with the current school that meet the selection criteria. To change the current school, click the School link at the top of the page and choose the appropriate school from the list.
All Schools – Includes all staff records on the PowerSchool server that meet the selection criteria. The All Schools option is only available when running the report from the District Office.

Select Staff

Select one of the following:

All Staff – Includes all staff included in the selected school(s) who meet the staff selection criteria.
Selected Staff – Includes only those staff from the current selection of staff and the selected school(s) who meet the staff selection criteria.
Staff without a State Unique ID – Includes only those staff from the selected school(s) who meet the staff selection criteria and who do not have a state staff unique ID [[Users]SIF_StatePrid] entered in PowerSchool.

Report Output

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

Item #	Data Element	Description	[Table]FieldName	Length
Header
1	Record Type	An indicator that tells what record type this record is.	"TH"	2
2	Extract Date	The date that the extract file was created.	System date when the file was created. Format as 'mm/dd/yyyy'.	10
3	Extract Time	The time the extract file was created.	System time when the file was created. Format as 'hh:mm:ss'	8
4	Transmission ID	A unique identifier for this file.	Generated at runtime	10
5	Version	The current file format version.	Always "3.0"	3
6	Delimiter	Specifies the delimiter used in the detail records.	Always "delimiter=0X09"	4
7	Source Name	Specifies the type of system that produced the output file.	Always "source= PEP"	3
8	Text Qualifier	The text or hex representation of the text qualifier used in the detail records. Optional.	Blank	N/A
9	Batch Indicator	Indicates if the file is a school or district level file. Optional.	If the report is run from the district and All Staff is selected at runtime, a "D" is reported to indicate a LEA level file. Otherwise, a blank value is reported.	N/A
Detail
1	Record Type	An indicator that tells what record type this record is. Required.	Always "ID"	2
2	School/Site Code	The code of the staff's assigned school. Required.	Derived [Users]HomeSchoolID [S_LA_SCH_X]SiteCode If the staff member is not assigned to a home school (e.g. is only a district-level employee), then [Prefs]Value where [Prefs]Name=districtnumber The first three characters of the site code plus "700". For example, 001700.	6
3	Residing District Code	The 2-digit parish/city code of the public school district (attendance zone) in which that staff member lives (01-69).	Blank	2
4	Last Name	The staff member's legal last name. Required.	[UsersCoreFields]PSCore_Legal_Last_Name [Users]Last_Name	60
5	First Name	The staff member's legal first name. Required.	[UsersCoreFields]PSCore_Legal_First_Name [Users]First_Name	60
6	Middle Name	The staff member's legal middle name.	[UsersCoreFields]PSCore_Legal_Middle_Name [Users]Middle_Name	60
7	Name Suffix	The staff member's name suffix such as Jr or III.	[UsersCoreFields]PSCore_Legal_Suffix	10
8	Gender	The gender of the staff. Must be either "M" or "F". Required.	[UsersCoreFields]Gender	1
9	Date of Birth	The staff member's date of birth. Required.	[UsersCoreFields]DOB Format as 'mm/dd/yyyy'	10
10	Classification Level	The state-defined employee status code. Required. 01 – School Board Employee 02 – Post Secondary Employee 03 – Contracted Professional Services Person 04 – Third Party Contract Employee 05 – State Employee (Classified) 06 – State Employee (Unclassified) 07 - Resident Teacher	[S_LA_USR_X]Classification_Level	2
11	Local Staff ID	The ID used in the local school/site/submitting system to uniquely identify the Staff. Do not use this field for Social Security Numbers (SSN). Required.	[Users]TeacherNumber	20
12	Social Security Number	The staff member's SSN. Required for matching.	[S_LA_SEC_X]OverrideTeacherSSN [Users]SSN	9
13	Race/Ethnicity	The staff member's Race/Ethnicity. These codes represent the Hispanic Indicator and five race codes. The position of the Hispanic Indicator and five race codes are fixed. For each position, a N=No or Y=Yes is indicated as follows: 1st Position: HI7 - Hispanic Indicator 2nd Position: AM7 - American Indian or Alaskan Native Indicator 3rd Position: AS7- Asian Indicator 4th Position: BL7 - Black Indicator 5th Position: PI7 - Native Hawaiian or Other Pacific Islander indicator 6th Position: WH7 - White Indicator Required.	[Users]FedEthnicity [Teachers]RaceCd	6
14	State Staff ID	The Louisiana Staff ID assigned to the staff member. This value is blank if the staff member has not yet been assigned a Staff ID in the eScholar Secure ID system. Once a Staff ID is assigned, all subsequent submissions for that staff will include this value.	[Users]SIF_StatePrid or Blank. Will be updated by the state in the returned file.	10
15	LEA Code	The LEA code assigned by the Louisiana Department of Education. Required.	The first three characters of [S_LA_SCH_X]SiteCode	3
16	Ending School Session Year	The year in which the last day of the school year falls. For example, if the last day of school for the year is May 30, 2021, "2021" is reported Required.	Derived from [Terms]LastDay where [Terms]IsYearRecord = 1	4
17	Alternate Last Name	This field is used for the birthdate, surname, alternate last name, or former last name of the staff member. Blank submissions are ignored if an Alternate Last Name was previously submitted. To clear an Alternate Last Name, the word NULL in all capital letters must be supplied during submission for this field. This field is not required.	Blank	60
18	Alternate ID	For Staff ID: ID used in the system defined in the Alternate Source field. If Alternate Source is provided, this field is required.	Blank	50
19	Alternate Source	For Staff ID: Source Name for the Alternate ID field. Can be used to track additional local identifiers. If the Alternate ID is required, this field is required. Examples: PEP CCCBC Compass TCMS NSECD	Blank	60
20	State UserID	Not currently used.	Blank	25
21	RESERVED	Not currently used.	Blank	25
22	RESERVED	Not currently used.	Blank	25
23	RESERVED	Not currently used.	Blank	25
24	RESERVED	Not currently used.	Blank	25
25	RESERVED	Not currently used.	Blank	25
26	RESERVED	Not currently used.	Blank	25
27	RESERVED	Not currently used.	Blank	25
28	RESERVED	Not currently used.	Blank	Date
29	RESERVED	Not currently used.	Blank	25
30	RESERVED	Not currently used.	Blank	25
31	RESERVED	Not currently used.	Blank	4
32	RESERVED	Not currently used.	Blank	10
33	RESERVED	Not currently used.	Blank	10
34	RESERVED	Not currently used.	Blank	10
35	RESERVED	Not currently used.	Blank	10
36	RESERVED	Not currently used.	Blank	10
37	RESERVED	Not currently used.	Blank	60
38	RESERVED	Not currently used.	Blank	100
39	RESERVED	Not currently used.	Blank	60
40	RESERVED	Not currently used.	Blank	50
41	Street Address (Physical)	The street address where the staff resides.	Blank	50
42	Street Address 2 (Physical)	The apartment or suite where the staff resides.	Blank	30
43	City (Physical)	The city in which the staff resides.	Blank	30
44	State (Physical)	The state in which the staff resides.	Blank	2
45	Zip Code (Physical)	The physical zip code of the staff’s address.	Blank	9
46	RESERVED	Not currently used.	Blank	22
47	RESERVED	Not currently used.	Blank	20
48	RESERVED	Not currently used.	Blank	DateTime
49	RESERVED	Not currently used.	Blank	20
50	RESERVED	Not currently used.	Blank	20
51	RESERVED	Not currently used.	Blank	125
52	RESERVED	Not currently used.	Blank	25
53	RESERVED	Not currently used.	Blank	20
54	RESERVED	Not currently used.	Blank	2
55	Submission Purpose	The purpose of the data submission. Required.	Always "001" for Assignment	3
56	Person Type	The type of person being reported. Required.	Always "02" for Staff	2
57	RESERVED	Not currently used.	Blank	1
58	RESERVED	Not currently used.	Blank	100
59	RESERVED	Not currently used.	Blank	N/A
60	RESERVED	Not currently used.	Blank	2
61	RESERVED	Not currently used.	Blank	100
62	RESERVED	Not currently used.	Blank	1
63	RESERVED	Not currently used.	Blank	N/A
64	RESERVED	Not currently used.	Blank	10.2
65	RESERVED	Not currently used.	Blank	25
66	RESERVED	Not currently used.	Blank	100
67	RESERVED	Not currently used.	Blank	100
68	RESERVED	Not currently used.	Blank	100
69	RESERVED	Not currently used.	Blank	100
70	Active Location Count	The internal number of current active locations for the ID Record Type and is provided as a number count in the output file.	Blank on output. May be updated by the state in the returned file.	4
71	RESERVED	Not currently used.	Blank	N/A
72	Match Score	The Match Score for only records that are a Match or Near Match.	Blank on output. May be updated by the state in the returned file.	3
73	ID Record Status	The internal transaction status of the record.	Blank on output. May be updated by the state in the returned file.	255
74	Location Status	The internal transaction status of the Location record.	Blank on output. May be updated by the state in the returned file.	255
75	Event Status	The internal transaction status of the Enrollment Event record.	Blank on output. May be updated by the state in the returned file.	255
76	Record Reference Number	The internal transaction identifier for the record.	Blank on output. May be updated by the state in the returned file.	12
77	Last Updated User ID	The last updated user ID.	Blank on output. May be updated by the state in the returned file.	50
78	Record Update Date	The date the record was updated.	Blank on output. May be updated by the state in the returned file.	10
Trailer
1	Record Type	An indicator that tells what record type this record is.	Always "TT"	2
2	Transmission ID	A unique identifier for this file.	Generated at runtime. Same value as in the header record.	10
3	Number of Records	The number of records in the file including the header and trailer records.	Calculated when the report is generated.	10

Importing State Staff Unique IDs

After submitting the State Staff Unique ID request file to the state, the state will match the data contained in the file to existing state staff data and will update each staff in the file with either an existing state ID number for staff who have already been assigned an ID or a new state ID number if there is not a match for the staff. The file is then returned to the district so the state staffID can be uploaded to PowerSchool.

Once the data is received back from the state, the state staff ID must be imported back into PowerSchool. There are various methods for importing this data back into PowerSchool and you can use the method that best works for you. The template method is explained below.

Import Using a Template

Follow these steps to create an import template and then use the template to import the state student IDs:

From the Start Page, navigate to the templates page by going to System > (Data Management) Page and Data Management > (Data Import) Templates for Importing OR Special Functions > Importing and Exporting > (Importing) Templates for Importing.

Click New. The New Import Template page appears. Complete the information as shown in the table below and click Submit:

Field	Description
Name of this template	Enter a name for the template.
Import into this table	Choose the Staff or User table from the drop-down menu.
Delimited or fixed-length?	Choose Delimited from the drop-down menu
Field delimiter	Choose Tab from the drop-down menu
End-of-line (record) delimiter	Choose CR from the drop-down menu:
Update Mode	Select Update existing records.
Columns (fields)	Copy and paste or type the following text into the Columns window. This template tells the importer to ignore the first 10 columns (fields) of the file, use the local staff ID to match against [Users]TeacherNumber, ignore the next two columns, use the Unique ID to match or update [Users]SIF_StatePrid and ignore the remaining 64 columns of data in the detail record. After the template is created the importer should indicate there are 78 fields in the file: Ignore Ignore Ignore Last_Name First_Name Ignore Ignore Ignore Ignore Ignore TeacherNumber Ignore Ignore SIF_StatePrid Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore Ignore

After your template has been created, copy the State staff ID file to an accessible location on your server or network.
From the Start Page, navigate to the import page by going to System > (Data Management) Page and Data Management > (Data Import) Import Using Template OR Special Functions > Importing and Exporting > (Importing) Import Using Template.
Select the template you just created from the Import Template field.
Click Choose File and browse to the file you want to import. Click Submit. This will take you to the Import Check page which displays the fields in your template and the first two rows of data from the file you are importing.
Select the Skip This Row checkbox at the bottom of the page. This will tell the importer to skip the header record in the file. Alternatively, you could manually delete the header record from the file before importing, in which case this box should remain unchecked.
Verify that the data in fields 11 and 14 in the ‘Contents of Record 2 From Imported File’ column is the correct data that aligns with the TeacherNumber and SIF_StatePrid. If the data does not align correctly there is a problem with your template and you will need to edit the template to correct it. If the fields align correctly, click Import. After the import process completes, you will be redirected to the results page.
The results page will tell you which records were successfully imported and which records were not.

Since the file you are importing contains a trailer record (unless you manually deleted the trailer record from the file), the import results should show the last record as failing the import.