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 |
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Select Schools | Choose one of the following:
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Select Staff | Select one of the following:
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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.
| [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:
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.