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Staff Setup

Introduction

The following data elements are required for staff setup. The first three pages of navigation are removed for brevity:

Start Page > Staff > [Select Staff Member].

  1. On the Start Page, click Staff.
  2. Select a staff member or New Staff Entry.
    1. For existing staff members, select Information.

Data Element

Additional Information

[Table]Field Name

Used in these Reports

Editing Staff Information

Edit Information

Name (Last, First MI)

Enter the staff member's name.

Note: Use the format: LastName, FirstName MiddleName

[Users]LastFirst

[Users]Last_Name

[Users]First_Name

[Users]Middle_Name

Course Instructor

Staff

Preferred NameEnter the staff member's preferred name (if any).[Users]PreferredName

Email Address

Enter the preferred email address for the staff member.

[Users]Email_Addr

Staff

TitleEnter the staff member's title.[Users]TitleStaff

Gender

Choose the staff member’s gender from the pop-up menu.

[UsersCoreFiels]Gender

Staff

Ethnicity

Choose Yes or No for the Hispanic or Latino ethnicity.

Note: Decline to State is not a valid option for New Mexico.

[Users]FedEthnicity = 1

Staff

Race

Select one or more of the checkboxes to indicate the staff member’s race.

Note: Decline to State is not a valid option for New Mexico.

Note: The values displayed on the page are the District ethnicity/race codes, however each should be mapped to a Federal ethnicity/race category.  See the District Setup section for more information.

[TeacherRace]RaceCd = C, B, H, A, I, P

Staff

Reporting Ethnicity

Choose the staff member’s primary race/ethnicity from the pop-up menu.

[Users]Ethnicity = C, B, H, A, I

Staff

Home Language Code

Choose the home language code. 

See the Appendix for valid values.

S_NM_USR_X. HomeLangCode


ID

Enter the staff member’s ID.

[Users]TeacherNumber

Required Setup

StatePrid


HomeroomIf the staff member is a teacher, enter her/his homeroom number.[Users]HomeroomStaff
Home SchoolThe staff member's home school.[Users]HomeSchoolIDStaff
Lunch IDEnter the staff member's lunch ID.[Users]Lunch_IDStaff
Home Phone #Enter the staff member's home phone number.[Users]Home_PhoneStaff
School Phone #Enter the staff member's school phone number.[Users]School_PhoneStaff

Street

City, State, Zip

Enter the staff member's address.

[Users]Street

[Users]City

[Users]State

[Users]Zip

Staff
SSNEnter the staff member's social security number.[Users]SSNStaff

DOB

Enter the staff member’s date of birth.

[UsersCoreFields]DOB

Staff

Staff TypeSelect the staff member's role in the district.[SchoolStaff]StaffStatus

Staff

Staff Assignment

Staff Development Fact

Enter the Staff Activity Hours for the selected staff.

    • 40D

    • 80D

    • 120D

    • EOY

[S_NM_USR_X]40DActHrs

[S_NM_USR_X]80DActHrs

[S_NM_USR_X]120DActHrs

[S_NM_USR_X]EOYDActHrs

Staff Development Fact Report

Active

Indicates that the staff member is active. Selected by default.

Note: This checkbox must be selected for the staff member to be included in the Staff and Staff Assignment extract.

[SchoolStaff]Status

Staff

Staff Assignment

Exclude from State Reporting

Select if the staff member should not be included in state reporting.

Note: This field can also be updated via the Staff Education, Salary, Misc. Information link.

[S_NM_USR_X]Exclude_From_StateReports_TF

Staff

Staff Assignment

Exit Code

If the staff member has left, choose an exit code from the pop-up menu.

[S_NM_USR_X]Exit_Code

Staff

Exit Date

If the staff member has left, enter the date he/she left.

Note: The exit date must occur after the previous 120D date and before the current 120D, in order for the record to be included in the EOY submission for the Staff extract.

[S_NM_USR_X]Exit_Date

Staff

National Certified

Indicates whether the staff is national certified.

Valid values:

  • Blank
  • Yes
  • No
[S_NM_USR_X]NationalCertified

Staff

Staff Snapshot

Summer School Location Code

Select the building code that this staff member should be reported under for the summer submission.

This can be set on the staff record tied to the summer school or the staff record marked as the primary record.

Note: This is not needed if the staff member is not teaching summer school.

[S_NM_SSF_X]LocationCode_SumSch

Course

Course Instructor

Student Course Enrollment

Student Grades

Staff

Staff Snapshot

Staff Assignment

Staff Absent Time Used

Enter the staff member's number of absences

Note: Entered values can be out to the hundredths place and may not be greater than 365.

[S_NM_USR_X]TimeUsed

Staff Attendance

Digital Equity 

Digital Resources of the staff

Primary Device TypeSelect the device the staff uses most often to complete teaching activities away from school? (This can be a school-provided device or another device, whichever the staff is most often using to complete their work.

S_USR_X.DeviceType

N/A
Primary Device AccessIs the device (identified in field 6) shared with anyone else in the household?

S_USR_X.DeviceAccess

N/A
Internet Access in Residence

Is there Internet Access in Residence?

Yes/No

S_USR_X.InternetInResidence

N/A
Internet Access TypeSelect the internet access type 

S_USR_X.InternetAccess

N/A
Internet PerformanceSelect the quality of internet performance 

S_USR_X.InternetPerformance

N/A

NM State Staff Status

Choose the staff member's status from the pop-up menu.

Staff Assignment: For the record to be included in the Staff Assignment extract, the staff member’s NM Staff Status must equal C, N, S, or R.


[S_NM_USR_X]StaffStatus

Staff

Staff Assignment

Original Hire Date

Enter the date the staff member started with the district.

Note: This value will never change.

[S_NM_USR_X]OrigHireDate

Staff

Staff Snapshot

Staff Contract Start Date

Enter the date the staff member’s contract started.

[S_NM_USR_X]StartDate

Staff

Staff Snapshot

Employment Eligibility Verification

Choose the staff member's method of verifying employment eligibility from the pop-up menu.

Valid values:

  • Blank
  • J1VISA - J1 Visa
  • TEMPVISA - Temporary Work Visa
[S_NM_USR_X]EmplymntVer

Baccalaureate Degree Institution

Choose the baccalaureate degree institution from the pop-up menu.

[S_NM_USR_X]BaccalaureateDegreeInstitution

Staff

Highest Degree Earned

Choose the highest degree earned by the staff member from the pop-up menu.

[S_NM_USR_X]HighestDegreeEarned

Staff

Highest Degree Institution

Choose the institution at which the staff member earned her/his highest degree.

[S_NM_USR_X]HighestDegreeInstitution

Staff

Bilingually Endorsed Language TaughtChoose the language the staff member has been endorsed to teach.[S_NM_USR_X]BilingualEndorsedStaff
Teacher Received ESL or Bilingual Education In-Service or Pre-Service TrainingSelect Yes or No to indicate whether the staff member received training in English as a second language or in bilingual education.[S_NM_USER_X]Licensed_BEPFundStaff

Years of experience as Teacher or Principal in district

Enter the number of years of experience the staff member has in the current district.

[S_NM_USR_X]YearsOfExperience

Staff

Total years of experience as Teacher or Principal outside the district.

Enter the number of years of experience the staff member has in any district other than the current district.

[S_NM_USR_X]YearsOfExperienceOutsideDistrict

Staff

Social Security Number of First Educational AssistantEnter the SSN for the first educational assistant[S_NM_USR_X]SSNEducationalAssistantStaff
Social Security Number of Second Educational AssistantEnter the SSN for the second educational assistant[S_NM_USR_X]SSNEducationalAssistant2Staff

Annual Base Salary

Enter the staff member's base salary

[S_NM_USR_X]Salary

Staff

The primary tribe in which the staff member is enrolled

Choose the appropriate tribe from the pop-up menu.

[S_NM_USR_X]Tribe

Staff

Teacher Receives High Quality Mentoring Support

Choose Yes or No from the pop-up menu.

[S_NM_USR_X]TeacherReceivesHQMS_YN


Teacher Completed High Quality Mentoring Support

Choose Yes or No from the pop-up menu.


[S_NM_USR_X]TeacherCompletedHQMS_YN


Administrator Receives High Quality Professional Development

Choose Yes or No from the pop-up menu.

[S_NM_USR_X]AdminReceivesHQPD_YN


Teacher Receives High Quality Professional DevelopmentChoose Yes or No from the pop-up menu.[S_NM_USR_X]TeacherReceivesHQPD_YN
The Educational Assistant has Instructional Duties in a title 1, Part A ProgramChoose Yes or No from the pop-up menu.[S_NM_USR_X]NM_InstructionalDuties

Master Record

Choose Yes or No from the pop-up menu.


[S_NM_SSF_X]MasterRecord_YN

Staff


Entering Staff Assignments

Staff Master Record/Position Details > Enter New Assignment

Assignment Number

Select the number that is applicable to this assignment.

[S_NM_USR_ASSIGNMENTS_C] AssignmentNumber

Staff Assignment

Staff Snapshot

Staff

Position Code

Choose the staff member's position from the pop-up menu.

[S_NM_USR_ASSIGNMENTS_C]PositionCode

Staff Assignment

Staff Snapshot

Staff

Start Date

Enter the date this assignment became active.

[S_NM_USR_ASSIGNMENTS_C]StartDate

Staff Assignment

Staff Snapshot

Staff

End Date

Enter the date this assignment will end.

Note: Only required if the assignment has been terminated.

[S_NM_USR_ASSIGNMENTS_C]EndDate

Staff Assignment

Staff Snapshot

Staff                  

Full Time Equivalence (FTE)

Enter the FTE for the staff member's position.

Note: To be included in the EOY submission of the Staff extract, the staff member must have an FTE greater than 0 for one 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, 110S.

[S_NM_USR_ASSIGNMENTS_C]FTE

Staff Assignment

Staff Snapshot

Staff

Location

Select the location under which this assignment should be reported.

Note: If this is left blank, the assignment will report under the staff member’s home school.

[S_NM_USR_ASSIGNMENTS_C]Location

Staff Assignment

Staff Development Fact

Select a staff, and then click Information on the left panel. Click Staff Development Fact displayed at the end of the staff information and then click New.   

Activity Code

Select the relevant activity code from the drop-down list.

Valid values:

  • Extended Learning Time Program 
  • Mentor
  • Mentee
[S_NM_USR_DevFact_C]ActivityCodeStaff Development Fact Report
Mentor Training

Indicates if the mentor requires training. If you select the activity code as Mentor, this field is visible. Select a value from the drop-down list.

Valid values:

  • Blank 
  • Yes
  • No
[S_NM_USR_DevFact_C]MentorTrainingStaff Development Fact Report
Mentor IDIf you select the activity code as Mentee, this field is visible. Enter the name of a staff member. The corresponding staff DCID is stored in the database.[S_NM_USR_DevFact_C]MentorDCIDStaff Development Fact Report
Activity HoursEnter the number of hours the staff will be active for the selected activity code.[S_NM_USR_DevFact_C]ActivityHoursStaff Development Fact Report
Staff Credits Earned Enter credits earned by the staff.[S_NM_USR_DevFact_C]CreditsEarnedStaff Development Fact Report
Purpose CodeSelect the relevant purpose code from the drop-down list. For more information, refer to Purpose Codes.[S_NM_USR_DevFact_C]PurposeCodeStaff Development Fact Report
Activity YearThe year in which the activity will be performed. Select the relevant year from the drop-down list.[S_NM_USR_DevFact_C]YearIDStaff Development Fact Report
Reporting Period

Select the relevant reporting period from the drop-down list.

Valid values:

  • 40D

  • 80D

  • 120D

  • EOY

[S_NM_USR_DevFact_C]ReportingPeriodStaff Development Fact Report

Deprecated Fields

Percent of Title 1A Full Time Equivalent

Compensation Override

Enter the percent of Title 1A Full Time Equivalent.


[S_NM_USR_X]TitleIaFtePercent

[S_NM_USR_X]TitleIaFteOverride


Percent of Title II Full Time Equivalent

Compensation Override

Enter the percent of Title 1A Full Time Equivalent.

[S_NM_USR_X]TitleIiFtePercent

[S_NM_USR_X]TitleIiFteOverride


Percent of Title 1C Full Migrant Programs

Compensation Override

Enter the percent of Title 1C Full Migrant Programs.


[S_NM_USR_X]Title1cFtePercent

[S_NM_USR_X]Title1cFteOverride


Percent of Salary from State Operational Funding

Compensation Override

Enter the appropriate value.

[S_NM_USR_X]PctSalaryFromStateOpFunding

[S_NM_USR_X]StateOpFundingOverride

 

Percent of Salary from Federal Funding (Excluding Title IA FTE and Title II FTE)

Compensation Override

Enter the appropriate value.

[S_NM_USR_X]PctSalaryFromFederalFunding

[S_NM_USR_X]FederalFundingOverride

 

Percent of Salary from Medicaid in the Schools Funding

Compensation Override

Enter the appropriate value.

[S_NM_USR_X]PctSalaryFromMedicaidFunding

[S_NM_USR_X]MedicaidFundingOverride

 

Percent of Salary from Private Funding

Compensation Override

Enter the appropriate value.

 

[S_NM_USR_X]PctSalaryFromPrivateFunding

[S_NM_USR_X]PrivateFundingOverride


Percent of Salary from Public Funding

Compensation Override

Enter the appropriate value.

 

[S_NM_USR_X]PctSalaryFromPublicFunding

[S_NM_USR_X]PublicFundingOverride


 

Licensed to receive BEP funding?

Select Yes or No if the staff member is licensed to receive BEP funding.

[S_NM_USR_X]Licensed_BEPFund


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