Skip to main content
Skip table of contents

Staff and Staff Snapshot Extract

Introduction

These extracts generate comma-delimited files containing one record per staff member. For the Staff Extract, it includes demographic, qualification, and basic salary information for each staff member in the district who was active at some point during the reporting period, including exited teaching staff.

Selection Criteria

Selection criteria determine which database records are used in the report.

Staff Member Selection

The report selects active and inactive (current and exited) staff records from the [Teachers] table based on the following criteria:

  • The staff member must not be excluded from state reporting.
  • The staff member's "Home School", on the Security Settings page, must a school included in the report
  • The staff member must be active at the school; i.e. the Active checkbox must be selected on the Information staff page.

For the K5P reporting period:

  • The staff member must be teaching a section with at least one K5P student enrolled during the defined K5P reporting period.

If the report is run to include exited teachers then, the report additionally includes staff records from the [Teachers] table based on the following criteria:

  • The staff member must not be active at the school; i.e. the Active checkbox must NOT be selected on the Information staff page.
  • The staff Exit Date must occur on or after the report start date and on or before the report end date.
  • The staff member must have an FTE value greater than 0 for 1 or more of the following Position Codes: 00, 20, 21, 22, 23, 25, 28, 30, 73, 74, 75, 94, 96, 97, 101, 103, 104, 106, 110, and 110S.

Staff Member Selection - Snapshot

The report selects active (current) staff records from the [Teachers] table based on the following criteria:

  • The staff member must not be excluded from state reporting.
  • The staff member must have a master record at a school included in the report; i.e. the Master Record field on the Staff Master Record/Position Details must equal Yes.
  • The staff member must be active at the school; i.e. the Active checkbox must be selected on the Information staff page, on or before the snapshot date.

Back to Top

Report Input

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

Field

Description

Select Staffs*

Choose one of the following:

  • Currently Selected Staff Only – Includes all staff member 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 Staff (default) – Includes all staff member records on the PowerSchool server that meet the selection criteria.

    The report publishes a qualifying staff member only once for their indicated home school rather than for each school with an existing school staff record

Report Period

Choose a reporting period from the pop-up menu:

  • 40D
  • 80D
  • 120D
  • K5P+Submission (This option is not available for the staff snapshot extract).
  • EOY
  • Year Round

Snapshot Date (Only for the Year Round reporting period)

This field is only visible when the Year Round reporting period is selected. Enter the snapshot date.

Note: If you are scheduling the report to run on a set schedule (for the Year Round reporting period), the Snapshot Date should be left blank. The report will then use the current system date.

Include Exited Teachers

Note: This field is only available for the Staff extract

Select the checkbox to include exited teachers in the extract.

Note: Exited teachers must be included in the EOY submission.

Start Date (Required for Exited Teachers Only)

Note: This field is only available for the Staff extract

If Include Exited Teachers is selected, enter the start date for the report.

End Date (Required for Exited Teachers Only)

Note: This field is only available for the Staff extract

If Include Exited Teachers is selected, enter the end date for the report.

Back to Top

Report Output

Each of the fields displayed in the output of the report are described below. SeeUnderstanding the Report Output Tables for a definition of each column in the table.

Item #

Data Element

Description

[Table]FieldName

Begin / End Position

1

District Code

PED assigned three-digit district number.

[Prefs]Name=DistrictNumber

[Prefs]Value

1/8

2

Staff ID

The social security number of the staff member.

The value is extracted without dashes.

[Users]SSN

9/20

3

N/A

Not collected.

N/A

21/31

4

N/A

Not collected.

N/A

32/56

5

N/A

Not collected.

N/A

57/71

6

Middle Initial

The teacher’s middle initial.

[Users]Middle_Name

72/72

7

N/A

Not collected.

N/A

73/76

8

N/A

Not collected.

N/A

77/116

9

N/A

Not collected.

N/A

117/120

10

N/A

Not collected.

N/A

121/124

11

N/A

Not collected.

N/A

125/128

12

N/A

Not collected.

N/A

129/132

13

N/A

Not collected.

N/A

133/136

14

Location Code

The alternate school number is extracted, if populated.

[Schools]Alternate_School_Number

[Schools]School_Number

137/142

15

N/A

Not collected.

N/A

143/157

16

N/A

Not collected.

N/A

158/164

17

N/A

Not collected.

N/A

165/168

18

N/A

Not collected.

N/A

169/174

19

N/A

Not collected.

N/A

175/239

20

Gender Code

The teacher’s gender.

[UsersCoreFields]Gender

240/245

21

Ethnic Code

The teacher’s primary race that is entered in the Reporting Ethnicity field. This field is required.

Valid Values:

  • C - Caucasian
  • B - Black or African American
  • H = Hispanic or Latino
  • A - Asian
  • I - American Indian/Alaskan Native
  • P – Native Hawaiian or Other Pacific Islander

[Users]RaceCd

If [Users]Ethnicity is H then extract from [TeacherRace]RaceCd

246/247

22

N/A

Not collected.

N/A

248/287

23

N/A

Not collected.

N/A

288/301

24

N/A

Not collected.

N/A

302/302

25

N/A

Not collected.

N/A

303/332

26

N/A

Not collected.

N/A

333/362

27

N/A

Not collected.

N/A

363/387

28

N/A

Not collected.

N/A

388/389

29

N/A

Not collected.

N/A

390/399

30

N/A

Not collected.

N/A

400/400

31

N/A

Not collected.

N/A

401/401

32

N/A

Not collected.

N/A

402/402

33

Original Hire Date

The date the staff member started with the district.

Note: This value will never change.

[S_NM_USR_X]OrigHireDate

403/412

34

N/A

Not collected.

N/A

413/422

35

Current Year Start Date

The date the staff member’s contract started during the current year.

[S_NM_USR_X]StartDate

423/432

36

Exit Date

The exit date for the teacher.

The value is extracted in the format YYYY-MM-DD.

Staff Snapshot – Not collected.

Note: this is only extracted for staff members set to teacher assignment codes.

[S_NM_USR_X]ExitDate

433/442

37

N/A

Not collected.

N/A

443/443

38

N/A

Not collected.

N/A

444/444

39

Years Experience

The number of years the teacher has taught both within and outside of the district.

The report adds the values entered in the following fields:

  • Teaching Years Experience in District
  • Teaching Years Experience Outside of Current District.

Required for a certified teacher. If NM State Staff Status is C (Certified Personnel).

Note: This will only extract for staff members set to teacher or principal assignment codes (assistant principals excluded).

[S_NM_USR_X]YearsOfExp

[S_NM_USR_X]YearsOfExpOutsideDistrict

445/446

40

Birth Date

The birth date of the staff member.

The value is extracted in the format YYYY-MM-DD.

[UsersCoreFields]DOB

447/456

41

N/A

Not collected.

N/A

457/457

42

N/A

Not collected.

N/A

458/467

43

Years Experience in District

The number of years the teacher has taught within the district.

Required for a certified teacher. If NM State Staff Status is C (Certified Personnel).

Note: This will only extract for staff members set to teacher or principal assignment codes (assistant principals excluded).

[S_NM_USR_X]YearsOfExp

468/469

44

N/A

Not collected.

N/A

470/477

45

Highest Degree Earned

The highest degree earned by the teacher.

Required for a certified teacher. If NM State Staff Status is C (Certified Personnel).

[S_NM_USR_X]HighestDegreeEarned

478/497

46

N/A

Not collected.

N/A

498/501

47

N/A

Not collected.

N/A

502/541

48

Qualification Status

The qualification status of the staff member.

[S_NM_USR_X]StaffStatus

542/561

49

N/A

Not collected.

N/A

562/601

50

Snapshot Date

The snapshot date depends on the submission mode selected for the report input:

  • 40D: 10/01/YYYY
  • 80D: 12/15/YYYY
  • 120D: 03/01/YYYY
  • EOY: 06/30/YYYY
  • Year Round: 07/15/YYYY

N/A

602/611

51

N/A

Not collected.

N/A

612/615

52

Annual Salary

The base salary for the staff member budgeted for the current year.

Required for Certified staff (Staff Qualification Status Code of C, S or R) and Non-Certified staff (Staff Qualification Status Code of N).

[S_NM_USR_X]Salary

616/625

53

N/A

Not collected.

N/A

626/629

54

Termination Code

The reason the teacher left the district (Exit Code).

Staff Snapshot – Not collected.

Note: this is only extracted for staff members set to teacher assignment codes.

[S_NM_USR_X]ExitCode

630/635

55

N/A

Not collected.

N/A

636/677

56

N/A

Not collected.

N/A

678/680

57

N/A

Not collected.

N/A

681/700

58

N/A

Not collected.

N/A

701/710

59

N/A

Not collected.

N/A

711/714

60

N/A

Not collected.

N/A

715/719

61

N/A

Not collected.

N/A

720/724

62

N/A

Not collected.

N/A

725/734

63

National Certified

Indicates whether the staff is national certified.

Valid values:

  • Y
  • N

If the source field is blank, the report will return N.

[S_NM_USR_X]NationalCertified

735/737

64

N/A

Not collected.

N/A

738/745

65

First Name Long

The first name of the staff member.

[Users]First_Name

746/805

66

Last Name Long

The last name of the staff member.

[Users]Last_Name

806/865

67

N/A

Not collected.

N/A

866/875

68

N/A

Not collected.

N/A

876/879

69

Hispanic Indicator

Indicates if staff member is of Hispanic or Latino ethnicity. This field is required.

[Users]FedEthnicity

880/882

70

Race or Ethnicity Subgroup

The primary tribe in which the staff member is enrolled.

Note: If field 21 is I (American Indian/Alaskan Native), this element should report as 23 if the Tribe field is blank. If field 21 is not I, this element should report as 00.

[S_NM_USR_X]Tribe

883/884

71

Highest Degree Institution Code

The institution at which the staff member earned their highest degree.

Required for a certified teacher. If NM State Staff Status is C (Certified Personnel).

[S_NM_USR_X]HighestDegreeInstitution

885/914

72

Baccalaureate Degree Institution Code

The institution at which the staff member earned their baccalaureate.

Required for a certified teacher. If NM State Staff Status is C (Certified Personnel).

[S_NM_USR_X]BaccalaureateDegreeInstitution

915/944

73

N/A

Not collected.

N/A

945/974

74

N/A

Not collected.

N/A

975/979

75

N/A

Not collected.

N/A

980/983

76

Work E-Mail Address

The work email address of the staff member.

[Users]Email_Addr

984/1063

77

N/A

Not collected.

N/A

1064/1123

78

Race 2 Code

Additional race/ethnicity code.

If more than one race is selected for the staff member, the additional race is reported in this field.

Note: When no tribe value is reported, this field will be reported as "I".

[TeacherRace]RaceCd

1124/1127

79

Race 3 Code

Additional race/ethnicity code.

If more than two races are selected for the staff member, the additional race is reported in this field.

Note: When no tribe value is reported, this field will be reported as "I".

[TeacherRace]RaceCd

1128/1131

80

Race 4 Code

Additional race/ethnicity code.

If more than three races are selected for the staff member, the additional race is reported in this field.

Note: When no tribe value is reported, this field will be reported as "I".

[TeacherRace]RaceCd

1132/1135

81

Race 5 Code

Additional race/ethnicity code.

If more than four races are selected for the staff member, the additional race is reported in this field.

Note: When no tribe value is reported, this field will be reported as "I".

[TeacherRace]RaceCd

1136/1139

82N/ANot collected.N/A1140
83Employment Eligibility Verification

The the staff member's method of verifying employment eligibility.

Valid values:

  • Blank
  • J1VISA - J1 Visa
  • TEMPVISA - Temporary Work Visa
[S_NM_USR_X]EmplymntVer1141
84N/ANot collected.N/A
85N/ANot collected.N/A
86N/ANot collected.N/A
87N/ANot collected.N/A
88N/ANot collected.N/A
90N/ANot collected.N/A
91N/ANot collected.N/A
92N/ANot collected.N/A
93N/ANot collected.N/A
94N/ANot collected.N/A
95N/ANot collected.N/A
96N/ANot collected.N/A
97N/ANot collected.N/A
98N/ANot collected.N/A
99N/ANot collected.N/A
100N/ANot collected.N/A
101N/ANot collected.N/A
102N/ANot collected.N/A
103N/ANot collected.N/A
104N/ANot collected.N/A
105N/ANot collected.N/A
106N/ANot collected.N/A
107N/ANot collected.N/A
108N/ANot collected.N/A
109N/ANot collected.N/A
110N/ANot collected.N/A
111N/ANot collected.N/A
112N/ANot collected.N/A
113N/ANot collected.N/A
114N/ANot collected.N/A
115N/ANot collected.N/A

Back to Top

JavaScript errors detected

Please note, these errors can depend on your browser setup.

If this problem persists, please contact our support.

Contact Support Close