Staff Setup

Editing Information

Edit Information

Name (Last, First MI)

Enter the staff member’s name.

For college professors, enter the following if their first and last names are not available:

• Last Name = Professor
• First Name = College

For sub-contracted teachers, enter the following if their first and last names are not available:

• Last Name = Teacher
• First Name = Sub-Contracted

[Users]LastFirst

[Users]Last_Name

[Users]First_Name

[Users]Middle_Name

Max 40

Max 20

Max 20

Max 15

Staff Template/Snapshot

Staff Assignment/ Snapshot

Course Instructor Template

Staff Development Fact Template

Select the staff's gender.

Valid values:

• Female
• Male

The personal conception of an individual's gender for the Staff Template.

Valid values:

• Optional Field (default)
• X - Non-Binary/Not Listed

Ethnicity: Is the staff member Hispanic or Latino?

Choose Yes or No to indicate if the staff member is Hispanic or Latino.

[Users]FedEthnicity

1

Staff Template/Snapshot

Race: What is the staff member’s race?

Select the checkbox next to each race that applies to the staff member.

See the Appendix for valid values.

[TeacherRace]RacecdRaceCD

20

Staff Template/Snapshot

Scheduling/Reporting Ethnicity

Optionally, choose the race or ethnicity that applies to this staff member for use in non-state reports. This field was previously used for state reporting.

[Users]Ethnicity

1

Staff Template/Snapshot

Exclude from PIMS?

Choose Yes or No to indicate whether to exclude this staff member from PIMS reports. If the field is left blank without a selection, then the staff is included.

[S_PA_SSF_X]Exclude_From_Pims_TF

1

Staff Development

(PPID) Staff ID

Enter the staff member’s 7-digit PPID (Pennsylvania Professional ID.

For college professors, if their PPID is not available, then enter 9999999.

For sub-contracted teachers, if their PPID is not available, then enter 8888888.

[S_PA_USR_X]State_Staff_ID

9

Course Instructor Template

Staff Template/Snapshot

Staff Assignment/ Snapshot

Staff Student Course Template

Staff Type

Select the staff type from the menu. If the field is left blank without a selection, then the staff is reported as full-time.

Valid values:

• F – Full Time
• P – Part Time
• Blank

[S_PA_USR_X]Staff_Type_Code

1

Staff Template/ Snapshot

Address 2 (optional)

Enter an additional line for the staff member’s street address, if applicable.

[S_PA_USR_X]Address_2

40

Staff Template/ Snapshot

Address 3

Enter a third line of the staff member’s residential address, if applicable.

[S_PA_USR_X]Address_3

40

Staff Template/ Snapshot

Current Service Date

Enter the date that the staff member was hired.

[S_PA_USR_X]Current_Service_Date

9

Staff Template/ Snapshot

Exit Date

Enter the date that the staff member ended a period of employment.

[S_PA_USR_X]Exit_Date

9

Staff Template/ Snapshot

Termination Code

Choose the staff member’s primary reason for termination from the menu.

Note: This field is required for exited staff only.

See the Appendix for valid values.

[S_PA_USR_X]Termination_Code

2

Staff Template/ Snapshot

Years Experience

Enter the number of years the staff member worked in one or more institutions.

[S_PA_USR_X]Years_Experience

2

Staff Template/ Snapshot

Years Experience in District

Enter the number of years the staff member has worked for the current LEA (district).

[S_PA_USR_X]Years_Experience_In_District

2

Staff Template/ Snapshot

Active/Inactive Indicator

Choose the staff member’s active/inactive status from the menu. If the field is left blank without a selection, then the staff is reported Active.

See the Appendix for valid values.

[S_PA_USR_X]Active_Status_Code

1

Staff Template/ Snapshot

Job Description

The level of access that should be granted in the PVAAS Roster Verification system for this school year. Value in this field will be used to create account credentials and authorize specific levels of access to PVAAS.

[S_PA_USR_X]Job_Description

3

Staff Template/Snapshot

Job Class Code Long

Choose the staff member’s type of employment from the menu.

See the Appendix for valid values.

[S_PA_USR_X]Job_Class_Long_Code

4

Staff Template/ Snapshot

Annual Salary

Enter the staff member’s salary or wage in whole dollars before deductions, excluding differentials, but including annuities.

[S_PA_USR_X]Annual_Salary

10

Staff Template/ Snapshot

Local Contract

Choose Yes or No to indicate if the staff member has a current contract or is working without a contract. If the field is left blank without a selection, then No is reported.

[S_PA_USR_X]Local_Contract_TF

1

Staff Template/ Snapshot

First Name Long

The teacher’s first name from the Edit Information staff page appears. Enter the long first name of the staff member, if applicable.

[S_PA_USR_X]First_Name_Long

60

Staff Template/ Snapshot

Last Name Long

The teacher’s last name from the Edit Information staff page appears. Enter the long last name of the staff member, if applicable.

[S_PA_USR_X]Last_Name_Long

60

Staff Template/ Snapshot

Middle Name Long

A secondary name given to an individual at birth, baptism, or during another naming ceremony

[S_PA_USR_X]Middle_Name_Long

60

Staff Template/Snapshot

Name Suffix

Enter the suffix, if any, used to denote the staff member’s generation (e.g., Jr., Sr., III).

[S_PA_USR_X]Name_Suffix

10

Staff Template/ Snapshot

Highest Degree Institution Code

Choose the staff member’s highest degree from the menu.

See the Appendix for valid values.

[S_PA_USR_X]Highest_Deg_Institution_Code

4

Staff Template/ Snapshot

Employment Eligibility Verification

Choose the identification document (with photograph) used by the staff member to be legally employed in the United States.

Please see the Appendix in Volume 2 of the PIMS User Manual for a complete list of valid values.

[S_PA_USR_X]Employ_Eligibility_Verif_Code

N/A

Staff Template/ Snapshot

Staff Qualification Status Code

If the staff member is part of the district’s security staff, choose the code that identifies their security level.

See the Appendix for valid values.

[S_PA_SSF_X]Staff_Qual_Status_Code

3

Staff Template/ Snapshot

Authorized to Carry Weapon Indicator

[S_PA_SSF_X]Authorized_Carry_Weapon_TF

1

Staff Template/ Snapshot

Contracted Security Personal

Used to indicate if security staff is contracted

Valid values:

• N-No
• Y- Yes

[S_PA_SSF_X]Security_Contracted_TF

District Fact Template

Entering Staff Assignment/Snapshot Record Information

Edit Information > Staff Assignment/ Snapshot Record

District Code

The Administrative Unit Number appears. This value is entered at the district, Start Page > District Setup > District Info.

[Prefs]Value

[Prefs]Name=PA_DistrictAUN

Staff Assignment Template

Staff ID

The staff member’s 7-digit PPID appears. If this value is not populated on the Staff Template and Staff Snapshot Record page, then the staff member’s social security number appears.

[S_PA_USR_X]State_Staff_ID

[Users]SSN

Staff Assignment Template

Assignment Code

Enter the code for the certified or non-certified assignment.

Note: Click the link to edit the value.

[S_PA_SSF_Staff_Assign_C ]Assignment_Code

N/A

Staff Assignment Template

Location Code

Enter the location code for the staff assignment.

If this field is left blank, then the PIMS Location Code is reported from the Edit School page on the Staff Assignment/ Snapshot extract. If that is blank, then the School Number is reported from the Edit School page, Start Page > District Setup > Schools/School Info > Edit School.

[S_PA_SSF_Staff_Assign_C ]Location_Code

Staff Assignment template

School Year Date

This field is auto-populated with June 30^th of the current school year (based on the term selected at the top of the page). For example, 06/30/2013 is populated for the 2012-2013 school year.

[S_PA_SSF_Staff_Assign_C ]School_Year_Date

10

Staff Assignment Template

Assignment Date

Enter the date the assignment date began, or became valid.

[S_PA_SSF_Staff_Assign_C ]Assignment_Date

10

Staff Assignment Template

Completion Date

Enter the date the assignment was completed.

[S_PA_SSF_Staff_Assign_C ]Completion_Date

10

Staff Assignment Template

Percent Time Assigned

The actual number of hours worked in a position divided by the maximum number of hours the position allows.

Note: The total percent of time for all assignments for the entire school year should equal 100 for full-time staff.

Do not include the percentage symbol.

Accurate value must be reported in 2013-2014 for all staff, including school security staff.

Note: In rare instances a staff member may accept additional Pre-K – 12 duties that are beyond the requirements of her full-time position, resulting in a percent time assigned greater than 100.

[S_PA_SSF_Staff_Assign_C ] Percent_Time_Assign

3

Staff Assignment Template

Assignment Identifier

Type the identifier for this assignment.

[S_PA_SSF_Staff_Assign_C ] Assignment_Identifier

20

Not used in Reports

Editing Staff Development/District Fact Template Record Information

Edit Information > Staff Development / District Fact Template Record

Staff Qualification Status Code

The type of school security staff

Required for school security staff

This field should be used for

Valid Values:

• SSO – School Security Officer
• SRO – School Resource Officer
• SPO – School Police Officer

[S_PA_SSF_X]Staff_Qual_Status_Code

Data entry point is located on the Staff > Edit Information page

Staff Development Fact Template

Authorized to Carry a Weapon Indicator

Choose Yes or No to indicate if security staff member is authorized to carry a weapon on school property.

Valid values:

• 0 – No
• 1 - Yes

[S_PA_SSF_X]Authorized_Carry_Weapon_TF

Data entry point is located on the Staff > Edit Information page

Staff Development Fact Template

Activity Code

Select the code that identifies the type of qualification or training in which this staff member participated.

See the Appendix for valid values.

[S_PA_SSF_Staff_Development_C] Activity_Code

6

Staff Development  Fact Template

Activity Start Date

Date of most recent qualification or training. • For INITIAL, WEAP, CPR, and FIRST AID, use actual date qualification obtained or training

• For MPOETC, NASRO and LOCAL trainings, use School Year Date of YYYY-06-30 (for SY 2013-2014, this would be 2014-06-30)

[S_PA_SSF_Staff_Development_C] Activity_Start_Date

10

Staff Development Fact Template

Activity Hours

If the staff member participated in MPOETC, NASRO, or a Local training program, enter the number of training hours they received in the current year.

[S_PA_SSF_Staff_Development_C] Activity_Hours

10

Staff Development