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].
On the Start Page, click Staff.
Select a staff member or New Staff Entry.
For existing staff members, select Information.
Data Element | Additional Information | [Table]Field Name | Used in these Reports |
Editing Staff InformationEdit 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 Name | Enter 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 |
Title | Enter the staff member's title. | [Users]Title | Staff |
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 |
Homeroom | If the staff member is a teacher, enter her/his homeroom number. | [Users]Homeroom | Staff |
Home School | The staff member's home school. | [Users]HomeSchoolID | Staff |
Lunch ID | Enter the staff member's lunch ID. | [Users]Lunch_ID | Staff |
Home Phone # | Enter the staff member's home phone number. | [Users]Home_Phone | Staff |
School Phone # | Enter the staff member's school phone number. | [Users]School_Phone | Staff |
Street City, State, Zip | Enter the staff member's address. | [Users]Street [Users]City [Users]State [Users]Zip | Staff |
SSN | Enter the staff member's social security number. | [Users]SSN | Staff |
DOB | Enter the staff member’s date of birth. | [UsersCoreFields]DOB | Staff |
Staff Type | Select 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.
| [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 |
Staff Unique ID | Enter the PED assigned, unique ID value to be used for NOVA reporting. Previously, the PED assigned, unique ID values were entered in the State PrID field. The State PrID field is removed. The values from the State PrID field have been transferred to this (Staff Unique ID) field through a reposchema update. Note: Enter a numeric value that does not exceed 12 digits. | [Users.S_USR_X]State_StaffNumber | 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:
| [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 EquityDigital Resources of the staff | |||
Primary Device Type | Select 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 Access | Is 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 Type | Select the internet access type | S_USR_X.InternetAccess | N/A |
Internet Performance | Select the quality of internet performance | S_USR_X.InternetPerformance | N/A |
Entering Miscellaneous State InformationStaff Education, Salary, Misc. Information Link | |||
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:
| [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 Taught | Choose the language the staff member has been endorsed to teach. | [S_NM_USR_X]BilingualEndorsed | Staff |
Teacher Received ESL or Bilingual Education In-Service or Pre-Service Training | Select 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_BEPFund | Staff |
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 Assistant | Enter the SSN for the first educational assistant | [S_NM_USR_X]SSNEducationalAssistant | Staff |
Social Security Number of Second Educational Assistant | Enter the SSN for the second educational assistant | [S_NM_USR_X]SSNEducationalAssistant2 | Staff |
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 Development | Choose 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 Program | Choose Yes or No from the pop-up menu. | [S_NM_USR_X]NM_InstructionalDuties | |
Creating a Staff Master RecordStaff Master Record/Position Details Link > New | |||
Master Record | Choose Yes or No from the pop-up menu. | [S_NM_SSF_X]MasterRecord_YN | Staff |
Entering Staff AssignmentsStaff 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 FactSelect 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:
| [S_NM_USR_DevFact_C]ActivityCode | Staff 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:
| [S_NM_USR_DevFact_C]MentorTraining | Staff Development Fact Report |
Mentor ID | If 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]MentorDCID | Staff Development Fact Report |
Activity Hours | Enter the number of hours the staff will be active for the selected activity code. | [S_NM_USR_DevFact_C]ActivityHours | Staff Development Fact Report |
Staff Credits Earned | Enter credits earned by the staff. | [S_NM_USR_DevFact_C]CreditsEarned | Staff Development Fact Report |
Purpose Code | Select the relevant purpose code from the drop-down list. For more information, refer to Purpose Codes. | [S_NM_USR_DevFact_C]PurposeCode | Staff Development Fact Report |
Activity Year | The year in which the activity will be performed. Select the relevant year from the drop-down list. | [S_NM_USR_DevFact_C]YearID | Staff Development Fact Report |
Reporting Period | Select the relevant reporting period from the drop-down list. Valid values:
| [S_NM_USR_DevFact_C]ReportingPeriod | Staff 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 | |