District Personnel Data (PER)
Introduction
This report extracts personnel data for the current school year. It is used to submit teacher schedules to MSIS at the beginning of the school year.
Recommended Setup
- Set the Schedule Type for the School (District Office: Start Page > District > Schools/School Info > Select school).
- Course information is programmed to default to the most common value where possible. The Report Output section below describes default values for certain data elements. Use the Section or Course Setup pages to override default values for sections that should not report default values (for example Special Ed or Title I sections).
- Verify Courses or Sections are excluded from state reporting that you do not want reported (like homeroom or attendance courses).
- If this is the first time running the District Personnel Data report, verify teacher information in PowerSchool is populated for the required Personnel data elements. See the Report Output section below for a list of reported teacher fields.
- Teachers may be excluded from the District Personnel Data report by checking the ‘Exclude from District Personnel Data Report’ checkbox on the Staff Edit Information page.
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 [Teachers] table based on the following criteria:
- The staff member is associated with a course section to be reported in the current school and term year.
Course Section Selection
The report selects records from the [Sections] table based on the following criteria:
- The section record schoolid matches the current school.
- The section record has a termid within the current term year.
- The section or the associated course is not excluded from state reporting, or the Teacher is not excluded from the District Personnel Data report.
Note: The report automatically filters out duplicate courses. A duplicate course is defined as multiple sections having the same teacher, state course code (alternate course number), expression and termid. If two sections for the same teacher occur in the same period but meet on different cycle days, both sections are reported.
Report Input
For help with navigation and running the report, seeHow to Find and Generate a Report.
Field | Description |
Records to Include | Indicate which teachers to include in the report by selecting one of the following options:
Note: If running the report for a single teacher, or group of teachers, select the teachers prior to running report. |
Report using | Choose one of the following from the pop-up menu:
|
School Number to Use | Enter the school number for either the current school or for the alternate schools to be included in the report. |
Version | Enter the version number. |
File ID (3 digit number) | Enter the three-digit File ID number. |
District Number | Enter the district number. |
Bypass Validation? | Choose one of the following options from the pop-up menu:
|
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.
The records in this report are sorted by the student’s last name.
Item # | Data Element | Description | [Table]FieldName |
1 | VERSION | This value starts with 1.0 and increments by 1.0 for each modified daily discipline student data transaction set representing the same set of data. | N/A |
2 | DTG | The date and time that the report completed, in the format MM-DD-YYYY and hh;mm;ss. | N/A |
3 | DISTRICT | The district number. | [Prefs]Value [Prefs]Name=districtnumber |
4 | SCHOOL | The school number, based on the selection at report runtime. | [Schools]School_Number |
6 | T_VERSION | The value 1, 2, or 3 to indicate by what value the transactions should be incremented. | N/A |
7 | TRACK_ID | This value is a combination of the district number, school number, current date, and the File ID entered at report runtime. | [Prefs]Value [Prefs]Name=districtnumber [Schools]School_Number |
EMPLOYEE | |||
12 | SSN | The teacher’s social security number, extracted without dashes. | [Teachers]SSN |
9 | FNAME | The teacher’s first name. | [Teachers]First_Name |
10 | MNAME | The teacher’s middle name. The report omits the data element if the teacher does not have a middle name. | [Teachers]Middle_Name |
11 | LNAME | The teacher’s last name. | [Teachers]Last_Name |
13 | DOB | The student’s date of birth. | [Teachers]DOB |
14 | GENDER | The teacher’s gender. | [Teachers]Gender |
15 | RACE | The teacher’s race. | [Teachers]Ethnicity |
PERMADDR Teacher address information will be included in the extract if the teacher’s P_ADDR1 ([Teachers]Street) is not blank, otherwise PERMADDR will be omitted. | |||
58 | P_ADDR1 | The teacher’s mailing street address. | [Teachers]Street |
59 | P_ADDR2 | Not reported. | N/A |
60 | P_CITY | The teacher’s mailing city. | [Teachers]City |
61 | P_STATE | The teacher’s mailing state. | [Teachers]State |
62 | P_ZIP | The teacher’s mailing zip code. | [Teachers]Zip |
63 | P_ZIP4 | Not reported. | N/A |
64 | P_AREACODE | The teacher’s area code. | [Teachers]Home_Phone |
65 | P_PHONENUM | The teacher’s home phone number. | [Teachers]Home_Phone |
SCHEDULE | |||
17 | YEAR | The 4 digit school year of the schedule reported. The first year of the current term year is reported. (As set at the top of the page at runtime.) | Calculated |
COURSE | |||
21 | TERMSEMCODE | The term semester code for the course. Pulls S1 for all year long classes, or pulls associated term abbreviation for all other term length classes. Override at section level. | [S_MS_SEC_X]TermSemCode [Sections]TermID = [Terms]ID [Terms]Abbreviation |
SCHED_CODE | The schedule type for this course. Set the schedule type on the School/School Info page at the district office. Override for individual sections if they differ from the schedule type for the school. Valid Values:
| [S_MS_SCH_X]ScheduleType S_MS_SEC_X]ScheduleType | |
124 | PERIOD | The period during which the class is taught. The expression/schedule is assigned on the Edit Section page at the school level. | [Section]Expression |
17 | COURSENUM | The course number for each of the teacher’s sections for the school year. The alternate course number associated with the course is extracted. If blank, course number is used. | [Sections]Course_Number [Courses]Alt_Course_Number [Courses]Course_Number |
126 | MINUTES | The number of minutes that the student attends the section. This value must be between 0 and 499 minutes. | [S_MS_SEC_X]AttendMin |
GLV_LOW | Low grade level of students enrolled in this course. The low grade level of the school is reported. Override at the section if low grade of course differs from low grade of school, or for special ed sections. PowerSchool grade levels are automatically converted in the output as follows: Grade level 0 = 64 Grade levels -1 and -2 = 62 Low grade level should update in MSIS based on student course enrollments uploaded in Month 1. | [Schools]Low_Grade [S_MS_SEC_X]LowGradeLvl | |
GLV_HIGH | High grade level of students enrolled in this course. The high grade level of the school is reported. Override at the section if high grade of course differs from high grade of school or for special ed sections. PowerSchool grade levels are automatically converted in the output as follows: Grade level 0 = 64 Grade levels -1 and -2 = 62 High grade level should update in MSIS based on student course enrollments uploaded in Month 1. | [Schools]Low_Grade [S_MS_SEC_X]LowGradeLvl | |
122 | CARNEGIE | Otherwise, the Carnegie is derived as follows: First digit: Year-long Course = 0 First Semester Course = 1 (this also include Quarter 1 and Quarter 2 classes) Second Semester Course = 2 (this also include Quarter 1 and Quarter 2 classes) If the Carnegie Override on the Section page is populated, that value will be reported. Note: Trimesters are not calculated and the Carnegie Override must be used to populate the value on trimester classes. Second and Third digits are derived from the Credit_Hours value of the associated course record. Note: If the credit hours field is 0 (as it is for all elementary and most middle school historical grades), the Carnegie will be reported as 000 no matter what the term length is. | [S_MS_SEC_X]Carnegie [Section]TermID [Courses]Credit_Hours |
19 | RESERVEDFIELD | Not reported | NA |
20 | SPEC_PROG | The special program code associated with the course. If Section is blank, Course value is reported. If Course and Section are blank, 0 is reported. Valid Values:
| [S_MS_SEC_X]SpecProg [S_MS_CRS_X]SpecProg |
VOC_ED | Not reported. | NA | |