Staff Student Course (SFTP)
Introduction
This report includes a record for each student/teacher/course relationship during the school year. The report includes the teacher ID, student number, course number, and section number for each record. The report also includes the date that the student and teacher are both assigned to the section – the start date of their relationship for the course – as well as the end date of their relationship.
This is a district-wide report, but can be run at the school level for troubleshooting purposes.
Teacher Assignment Tracking Records
- In cases where only one teacher is to be reported (i.e.: no co-teacher or teacher assignment changes), creation of a Teacher Tracking record is not required. If no Teacher Tracking records exist, the report will extract the required data directly from the Section.
- In cases where more than one teacher is to be reported (co-teaching situations, mid-year teacher changes, etc.) a Teacher Tracking record must be created for every teacher that you wish to be reported.
- An attendance category named NY should be created at each school. Attendance codes that count as 'present' that are added to this category will cause minutes to be subtracted from 'actual instructional time' in the related record.
Note: For information about enabling student level weighting for the selected teacher assignment record, see State Reporting Setup.
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.
Course Enrollment Selection
The report selects records based on the following criteria:
- The section must be assigned to a school that is not excluded from state reporting (District Setup > Schools/School Info > Edit School).
- The related course has not been excluded from state reporting
- The related section has not been excluded from state reporting
- The course enrollment start date is not in the future
- For each staff member assigned to the section, the NY State staff ID has been populated in the staff record that is tied to the school where the section is being taught and this record is tied to a school that is not excluded from state reporting. (Staff Member > Edit Information).
- A Marking Period record with a Grade Type of FG or SFG exists for the term in which the section is being taught.
Note: If the only change to a record is a blank Term Code, that record is not generated.
Note: The Assessment Administration Dates field on the Course Setup Page must be populated in order for the Staff Student Course report to produce results
Notes regarding 'Evaluation' mode:
- Records extracted for 'Evaluation' purposes will contain a Reporting Date equal to the Assessment Administration Start Date stored at the course level.
- To be included when 'Evaluation' mode is selected, a course must have at least one assessment date entered that falls within the current school year.
- Courses where multiple Assessment Dates have been entered will generate a record for each Assessment date.
- If the current date is prior to the assessment date, the current date is reported in the Reporting Date field.
Report Input
For help with navigation and running the report, see How to Find and Generate a Report.
Field | Description |
Select Schools | Choose one of the following:
Note: The All Schools option is only available when running the report from the District Office. |
Students to Include | Indicate which students to include in the report by selecting one of the following options:
Note: If running the report for a single student, or group of students, select the students prior to running report. |
Run Report with Audit Fields and Headers | Choose one of the following from the pop-up menu:
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Exclude Records with an Instructional Responsibility Weight Equal to 0.00 | For 2015-2016 and earlier, when you select this option, records with an Instructional Responsibility Weight of 0.00 are excluded from the report output. For 2016-2017 and later, when this option is selected records are excluded only if the Student Teacher Weight value is 0. |
Please select the Type of Report | Choose one of the following from the pop-up menu:
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Left Pad State Staff ID with Leading Zeros (force 9 characters) | When this option is enabled, the State StaffID will be extracted with leading zeros to force 9 characters. EX: State Staff ID as stored in PowerSchool: 1234567
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SFTP connections | Choose an SFTP connection from the pop-up menu to have the report output uploaded automatically. Please refer to the System Administrator portion of the PowerSchool Administrator User Guide for details on how to create an SFTP connection for use with this report parameter. Note: Remote connection requires PowerSchool 7.1.4 or higher. |
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.
Note: TeacherSectionsAssignment is a virtual table. See Virtual Tables for more information.
Item # | Data Element | Description | [Table]FieldName | Max Length |
1 | Staff District Code | The district code of the LEA that employs the teacher. This should be the same as the district code for the reporting district. | If Pref NY_CHARTER_NP = 0 then ‘NY’ concatenated with Pref NY_BEDS_CODE If Pref NY_CHARTER_NP = 1 and [S_NY_SCH_X]DistrictLocationCode is blank then ‘8’ concatenated with Pref NY_BEDS_CODE If Pref NY_CHARTER_NP = 1 and [S_NY_SCH_X]DistrictLocationCode is not blank then ‘8’ concatenated with [S_NY_SCH_X]DistrictLocationCode | 20 |
2 | Staff ID | The unique ID for the staff member. This value is required on the staff member’s primary record. If the teacher teaches at more than one school, one of the schools is considered their primary school record. | [S_NY_USR_X]StateStaffID [Teachers]NY_Prim_rec | 12 |
N/A | Audit Field Alternate Staff ID | This is the value in the ID field on the Edit Information page for the staff member. | [Teachers]TeacherNumber | N/A |
3 | Student District Code | The district code of the LEA that employs the teacher. | If Pref NY_CHARTER_NP = 0 then ‘NY’ concatenated with Pref NY_BEDS_CODE If Pref NY_CHARTER_NP = 1 and [S_NY_SCH_X]DistrictLocationCode is blank then ‘8’ concatenated with Pref NY_BEDS_CODE If Pref NY_CHARTER_NP = 1 and [S_NY_SCH_X]DistrictLocationCode is not blank then ‘8’ concatenated with [S_NY_SCH_X]DistrictLocationCode | 20 |
4 | Student ID | The local student identifier. | [S_NY_STU_X]PreviousStudentNumber [Students]Student_Number | 12 |
5 | School Year Date | This value is reported as June 30th of the school year. The school year is determined by the term selected at the top of the page when the report is run. To change the school year, click Term at the top of the page and choose the appropriate term from the pop-up menu. | [Terms]LastDay | 10 |
6 | Course District Code | The district code of the LEA that employs the teacher. | If Pref NY_CHARTER_NP = 0 then ‘NY’ concatenated with Pref NY_BEDS_CODE If Pref NY_CHARTER_NP = 1 and [S_NY_SCH_X]DistrictLocationCode is blank then ‘8’ concatenated with Pref NY_BEDS_CODE If Pref NY_CHARTER_NP = 1 and [S_NY_SCH_X]DistrictLocationCode is not blank then ‘8’ concatenated with [S_NY_SCH_X]DistrictLocationCode | 20 |
7 | Course Location Code | The code used to identify the building where the teacher is employed. This is the Local BOCES Building. Code value on the Edit School page at the district level. Note: The Location code is pulled from the school where the section is being taught. | [Sections]WhereTaught [S_NY_SCH_X]BOCESBuilding | 12 |
8 | Course Code | The course number. | [Courses]Course_Number | 25 |
8 | Supplementary Course Differentiator | This value hard coded in the output as N/A | N/A | 3 |
10 | Section Code | The section number. | [Sections]Section_Number | 25 |
11 | Reporting Date | For evaluation records, the Reporting Date is the first date of the state assessment period associated with the course. In 2016-2017 and later, a record is reported for each Assessment Date at the course level. For roster records this is always 06-30 of the current school year. EX: 2012-06-30. Note: When the selected year is 2016-2017 or later, records are not available in Roster format. | [S_NY_CRS_X]AssessmentDate1 [S_NY_CRS_X]AssessmentDate2 [S_NY_CRS_X]AssessmentDate3 | |
12 | Relationship Start Date | The first day that the teacher is assigned to and student is enrolled in the course. | [Terms]FirstDay [CC]DateEnrolled [TeacherSectionsAssignment]StartDate(Used when the term is in the school year 2015-2016 or earlier.) [S_NY_STC_TeacherWeight_C]StartDate(Used when the term is in the school year 2016-2017 and later.) | 10 |
13 | Relationship End Date | The relationship end date is the earliest of the following values:
| [S_NY_CRS_X]AssessmentDate1 [S_NY_CRS_X]AssessmentDate2 [S_NY_CRS_X]AssessmentDate3 | 10 |
14 | Potential Student Instructional Time | The instructional time in minutes that the section is taught between the relationships start and end dates. The report references the term and calendar to determine the days that the section is taught and then the bell schedule to determine the number of minutes that the section is taught per day. The report totals the number of minutes that are taught between the start and end dates of the relationship. Note: Calculations for instructional minutes are updated to stop on the last in-session date before the Assessment Administration Start Date. | [Sections]Expression [Bell_Schedule_Items]Start_Time [Bell_Schedule_Items]End_Time | 8 |
15 | Actual Student Instructional Time | The number of minutes that the student actually attended the section, i.e. the value for Potential Student Instructional Time less the minutes that the student was absent. Note: A student’s absence status is based on the attendance mode set in the student’s FTE. | [Attendance]Att_Date [Sections]Expression [Bell_Schedule_Items]Start_Time [Bell_Schedule_Items]End_Time | 8 |
16 | Instructional Responsibility Weight | A number between 0 and 1 representing the percentage of instructional responsibility assigned to this teacher for this section and/or for the individual student. | Student Level Override (CC) [cc]ID [TeacherSectionsAssignment]UniqueId (Used when the term is in the school year 2015-2016 or earlier.) [S_NY_STC_TeacherWeight_C]SectionTeacherId (Used when the term is in the school year 2016-2017 and later.) [TeacherCCWeight]user_defined_integer(Used when the term is in the school year 2015-2016 or earlier.) [S_NY_STC_TeacherWeight_C]CCDCID(Used when the term is in the school year 2016-2017 and beyond.) [TeacherCCWeight]user_defined_numeric (Used when the term is in the school year 2015-2016 or earlier.) [S_NY_STC_TeacherWeight_C]TeacherWeight (Used when the term is in the school year 2016-2017 and beyond.) [TeacherCCWeight]user_defined_text (Used when the term is in the school year 2015-2016 or earlier.) [S_NY_STC_TeacherWeight_C]TeacherWeight (Used when the term is in the school year 2016-2017 and later.) Teacher Tracking Record (Section) [sections]ID [TeacherSectionsAssignment]foreignKey (Used when the term is in the school year 2015-2016 or earlier.) [S_NY_STC_TeacherWeight_C]S_NYTeacherWeightCC_FK (Used when the term is in the school year 2016-2017 and beyond.) [TeacherSectionsAssignment]InstRespWt(Used when the term is in the school year 2015-2016 or earlier.) [S_NY_STC_TeacherWeight_C] SectionTeacherId(Used when the term is in the school year 2016-2017 and beyond.) | 6 |
17 | Exclude from Evaluation Indicator | This value is reported as blank. | 3 | |
18 | Total Planned Class Time | The total number of instructional minutes for the section during the term. The report references the term assigned to the section, as well as the weekday and period that the section is taught. Using this information with the school calendar, the report determines how many days and periods the section is taught during the term. The report then totals the number of minutes in the bell schedule for all of the periods that the section is taught. | [Terms]FirstDay [Terms]LastDay [Sections]Expression [Bell_Schedule_Items]Start_Time [Bell_Schedule_Items]End_Time | 8 |
19 | Term Code | The term in which the section is taught. If the term is in the 2015-2016 school year or earlier, this value is the NY Marking Period Term Code mapped to the school’s term via Start Page > District Setup > Schools/School Info > Edit School > Edit Marking Period Information. If the term is in the 2016-2017 school year or beyond, the report extracts the value from the “Marking Period number” field on the Start Page > School Setup > Final Graded/Reporting Term Setup > New Final Grade page. The report references the term assigned to the section on the Edit Section page (defined at the school) and then the Term Code mapped to this term on the Edit Marking Period Information page (defined at the district) or the New Final Grade page (defined at the school for the 2016-2017 school and beyond). Note: If the only change to a record is a blank Term Code, that record is not generated. | [S_NY_TRB_X]Term_Code (Used when the term is in the 2016-2017 school year and later.) [NY_MarkingPeriods]Term Code (Used when the term is in the school year 2016-2017 and beyond.) | 20 |
Audit Fields Assessment Administration Date1, 2 and 3 | The first date of test administration or the first day of the window in which the test was offered. If the test was taken on a make-up day, report the date of original administration. If the assessment was offered during a range of dates, indicate the first date the assessment was permitted to be administered. | [S_NY_CRS_X]AssessmentDate1 [S_NY_CRS_X]AssessmentDate2 [S_NY_CRS_X]AssessmentDate3 | ||
20 | Instructional Relationship Weight | Not reported | N/A | N/A |