(CU) Staff Course Record

Contents

Introduction

This report will extract the Staff Course section of the OH EMIS report using the State Reporting Platform. PowerSchool version 6.2.2.2 or higher is required for this report. This version provides for reporting multiple teachers in a course where a co-teaching situation exists or where a teacher exits. Functionality to capture this information is found in the link “Co-Teacher/Multi-Teacher Updates for Staff Course Record (CU) found by navigating School > Sections > Select course > Select Section. When a change in lead teacher (as defined by the Ohio State EMIS Manual) or a co-teaching (as defined by the Ohio State EMIS Manual) situation exists this link is used to capture the information. You can now generate multiple Staff Course (CU) records for teachers and/or co-teachers on the Edit Section page, utilizing the Teacher-Section Lead and Teachers/Staff-Additional fields. When a Teacher-Section Lead changes, users must select the EMIS Reportable checkbox found under Actions to generate the CU record. When reporting a co-teacher, the staff role must be co-teacher and the EMIS Reportable checkbox must be checked.

Selection Criteria

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

Courses with students enrolled, which are not Excluded from EMIS Course Reports.

Use the CTA/CBI/No Students field on the Edit Course District Information page to include a course in the Staff Course Report in which students were enrolled at any time during the school year, even if that course currently has no students enrolled.

Error Checking

This report expects to find an Employee ID. If there is none, the following line is returned at the beginning of the report output: ERROR: Teacher Credential is not set for XXXXXX {staff name] for course: XXXXX section: XXX at XXXXXX {building number}.

For co-teaching situations, the report expects the Start and End Dates on the Teacher - Section Lead and the Teachers/Staff - Additional role of Co-Teacher to match. If this is not true, the following line is returned at the beginning of the report output: Error: Dates do not align properly between co-teacher and associated lead teacher for course: XXXXX section: XXX at XXXXXX {building number}.

Report Input

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

The report input is done in Incident Management with the codes and subcodes used in IM.

Field	Description
Schools for which to run?	Choose one of the following from the pop-up menu: Select Multiple Schools – Includes all student contact records associated with the school(s) that meet the selection criteria. District Wide (default) – Includes all student records on the PowerSchool server that meet the selection criteria.
Reporting Period	Select the reporting period for which you are creating the extract.
Fiscal Year	Enter the fiscal year for the report.
Scheduling
Run Now	Select this option to execute the report in the order it is received in the report queue.
Schedule (available Version 7.1.1.)	Enter the start date and start time for the report. Select Run Once and Submit to run the report at the specified date and time. Select Repeat to set future dates (Daily, Weekly, Monthly, Yearly) and Submit.

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: For documentation of XML report output from the state department of education, refer to http://www.ode.state.oh.us.

Item #	Data Element	Description	[Table]FieldName	Field Type	Field Length	Begin/ End Position
N/A	Filler	Filler	N/A	Numeric	8	1–8
CU010	Sort Type	The sort type equals CU for the Staff Course Record extract.	N/A	Alpha-numeric	2	9–10
N/A	Filler	Filler	N/A	Alpha-numeric	1	11
CU020	Fiscal Year	The fiscal year defaults to the current school year.	N/A	Alpha-numeric	4	12–15
CU030	Data Set	This is the reporting period selected on the Staff Course Record (CU) Report page, Start Page > Reports > Run Reports > Staff Course Record (CU) Report.	N/A	Alpha-numeric	1	16
CU040	District IRN	This field contains the district number. This field value is extracted from the Edit District page, Start Page > District Setup > District Information.	[Prefs]districtnumber	Alpha-numeric	6	17–22
CU050	Employee ID	This field value identifies the person that teaches this course. If the Curriculum field is equal to OC, PI or PS, 999999999 will display. ELSE This field value is extracted from the Edit Information – Staff Name Staff Number page, Start Page > Staff > Select A Staff Member > Edit Information – Staff Name Staff Number based on the option entered in the CN Teacher ID Field entered on the District Information Setup page (District Setup > District Information). These options are: Teacher ID Social Security Number Credential ID	[Prefs]OH_CN_Teacher_ID_Field, which determines the field extracted from the Edit Staff page: [Users]TeacherNumber or [Users]SSN or [S_OH_USR_X]Teacher_Credential_ID (current year) or [S_OH_USR_SNAP_C]Teacher_Credential_ID (prior year)	Alpha-numeric	9	23–31
CU060	Local Classroom Code	This field is calculated by concatenating the School ID, Course Number, and Section Number.	[Sections]SchoolID [Sections]Course_Number [Sections]Section_Number	Alpha-numeric	20	32-51
CU070	Staff Course Start Date CCYYMMDD	This field contains the first scheduled day a staff member is associated with a course, where course dates are required. The format is YYYYMMDD. This field value is extracted from the Years & Terms page, Start Page > School > Setup > Years & Terms where no [OH_SecTchrs] records exist or if records exist in [OH-SecTchrs] then date is extracted from [OH_SecTchrs]start_date.	[Terms]FirstDay or [S_OH_SEC_SecTchrs_C]start_date	Numeric	8	52-59
CU080	Staff Course End Date CCYYMMDD	This field contains the last scheduled day a staff member is associated with a course where course dates are required. The format is YYYYMMDD. This field value is extracted from the Years & Terms page, Start Page > School > Setup > Years & Terms where no [S_OH_SEC_SecTchrs_C] records exist or if records exist in [S_OH_SEC_SecTchrs_C] then date is extracted from [S_OH_SEC_SecTchrs_C]end_date.	[Terms]LastDay or [S_OH_SEC_SecTchrs_C]end_date	Numeric	8	60-67
CU090	Staff Role Code	This field contains the role of a staff member within the context of this course and date range - two-digit role code. If [S_OH_SEC_SecTchrs_C] is null for the section, the report defaults the role code to LT or if [S_OH_SEC_SecTchrs_C] has a role code value, the value is returned in the report.	[S_OH_SEC_SecTchrs_C]Teacher_Role	Alpha-numeric	2	68-69
CU100	N/A	Filler	Filler	Alpha-numeric	1	70
CU110	Teacher Licensure Course IRN	This field contains the IRN number used to group courses for the calculation of the percentage of core courses taught by properly certified or licensed staff. Where records exist in [S_OH_SEC_SecTchrs_C]Highly_Qualified_Teacher_IRN this field value is extracted from [S_OH_SEC_SecTchrs_C]Highly_Qualified_Teacher_IRN. Else This field value is extracted from the Teacher Licensure Course (TLC) field on the Edit Section page, Start Page > School Setup > (Section Number Name) > Edit Section. Else If the Teacher Licensure Course (TLC) field is blank on the Edit Section page, this field value is extracted from the Staff Provider IRN field on the Edit Course District Information page, Start Page > District Setup > Courses > Edit Course District Information. Else If the Teacher Licensure Course (TLC) IRN field is blank on the Edit Course District Information page, this field value is extracted from the Staff Provider IRN field on the Edit Staff page, Start Page > Staff > [Select A Staff Member] > Edit Information.	[S_OH_SEC_SecTchrs_C]Highly_Qualified_Teacher_IRN or [S_OH_SEC_X]Highly_Qualified_Teacher_IRN (current year) or [S_OH_CRS_COURSES_X]Highly_Qualified_Teacher_IRN (current year) or [S_OH_SSF_X]Highly_Qualified_Teacher_IRN (current year) or [S_OH_CRS_SNAP_C]Highly_Qualified_Teacher_IRN (prior year) or [S_OH_SSF_SNAP_C]Highly_Qualified_Teacher_IRN (prior year)	Alpha-numeric	6	71-76
CU120	Staff Provider IRN	This field contains the IRN number of the entity in contract with the reporting school district. Where records exist in [S_OH_SEC_SecTchrs_C]Provider_IRN this field value is extracted from [S_OH_SEC_SecTchrs_C]Provider_IRN. Else This field value is extracted from the Edit Sections page, Start Page > School Setup > Edit Sections. If the Program Provider IRN field is blank on the Edit Sections page, this field value is extracted from the Edit Course District Information page, Start Page > District Setup > Courses > Edit Course District Information. If both fields are blank, six asterisks (******) display in this field.	[S_OH_SEC_SecTchrs_C]Provider_IRN or [S_OH_SEC_X]Provider_IRN (current year) or [S_OH_CRS_COURSES_X]Provider_IRN (current year) or [S_OH_CRS_SNAP_C]Provider_IRN (prior year)	Alpha-numeric	6	77-82

Back to Top