Staff Snapshot Template (EWS)
Contents
Introduction
This table is used to record a point-in-time view of the staff population. All types of professional staff should be included in this template. However, terminated staff should be included in this template only if they have been terminated since the last submission.
Any staff members who are assigned to a course as an instructor, assigned to a student cohort group, or will require access to the dashboard should be submitted in this template. This could include teachers, aides, counselors, principals, school/district administrators, system administrators, or other roles assigned in the Staff Assignment Template.
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.
Staff Selection
The report selects records from the Staff table based on the following criteria:
- One record per District Code / Staff ID / Snapshot Date
- The staff member cannot be excluded from EWS reporting
- The staff member must be in a school building that is included in state reporting.
- Report Start Date - Includes Staff who have NO Exit Date or Exit Date is LATER than or equal to this date.
- Report End Date - Includes Staff who have NO current Service Date or Current Service Date is EARLIER than or equal to this date.
Report Input
For help with report navigation and generation, see How to Find and Generate a Report.
Field | Description |
Schools to Include* | Indicate which schools to include in the report by selecting from the following options: If sub-districts are not enabled:
If sub-districts are enabled:
If run at the school level, the report includes all records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list. |
Report Start Date* | Enter the start date using the format mm/dd/yyyy for the first day of the reporting period. |
Report End Date* | Enter the end date using the format mm/dd/yyyy for the last day of the reporting period. |
Last Submission Date* | Enter the last submission date using the format mm/dd/yyyy. |
Field Delimiter | Choose the field delimiter for the extract file from the pop-up menu. |
Include Header Labels in output file? | Choose Yes or No to indicate whether to include column headings in the extract file. Including column headers provides a heading for each type of data extracted in the report. |
Scheduling | Select when to run the report.
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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.
Item # | Data Element | Description | [Table]FieldName | Field Type | Req’d |
1 | DISTRICT CODE | The unique, 9-digit Administrative Unit Number (AUN) assigned by the Pennsylvania Department of Education. Note: All LEA and School codes can be found at http://www.edna.pa.gov/Screens/wfHome.aspx. | [Prefs]District_Number If sub-districts are enabled: [CST_SubDistricts]Subdistrict_Number | Numeric | R |
2 | STAFF ID | A unique identifier for each staff member; use the 7-digit Professional personnel ID (State_Staff_ID) for all certificated staff and non-certificated staff. Use the 5-digit Municipal Police Officer Training ID (MPTID) for school security staff preceded by SS. The Staff ID must be consistent in all templates. Note: Do not use leading zeros or spaces in PPIDs. | [S_PA_USR_X]State_Staff_ID | Numeric | R |
14 | PRIMARY LOCATION CODE | The PDE defined, 4-digit code identifying the primary school of employment for the staff member. For LEA off-site locations, use 9999. For staff assigned to district, use 0000. | [S_PA_SSF_Staff_Assign_C ]Location_Code This field is currently used for PIMS Staff Assignment. If this field is left blank, then the PIMS Location Code is reported from the Edit Schools/Schools Info page. If that is blank, then the School Number is reported from the Edit School page, Start Page > District Setup > Schools/School Info > Edit School. | Numeric | R |
20 | GENDER CODE | A person’s gender. | [UsersCoreFields]Gender | AlphaNumeric | R |
21 | RACE OR ETHNICITY CODE | The general racial or ethnic category that most clearly reflects the individual’s recognition of his or her community or with which the individual most identifies. | [TeacherRace]RaceCD | AlphaNumeric | R |
35 | CURRENT SERVICE DATE | The month, day, and year on which an individual was hired for a position. Note: This must be the date the professional first was hired for the current position, even if that is a prior year. | [S_PA_USR_X]Current_Service_Date | Date | R |
36 | EXIT DATE | The month, day, and year on which an individual ended a period of self-employment or employment with an organization or institution. This field is required only for exited staff. | [S_PA_USR_X]Exit_Date | Date | CR |
39 | YEARS EXPERIENCE | The total number of years that an individual has worked in an educational institution. Years Experience should be in whole numbers only, not fractions or decimals. Note: An individual in their first year should be reported as 1. Do not enter 0. Employment in states other than PA and in private schools may be counted. This should only include years as a professional in Pre-K – 12 education. | [S_PA_USR_X]Years_Experience | Numeric | O |
40 | BIRTH DATE | The month, day, and year on which an individual was born. | [UsersCoreFields]DOB | Date | R |
50 | SNAPSHOT DATE | For Dashboard Data Submissions, this should always be the School Year Date. | Date derived based on the year for which the report is run. | Date | R |
57 | ALTERNATE STAFF ID | A unique number or alphanumeric code assigned by the LEA to identify a staff member. If no local LEA ID exists, reenter PPID from the Staff ID field (Field 2). | [Users]TeacherNumber | Numeric | R |
65 | FIRST NAME LONG | A legal name given to an individual at birth, baptism, during another naming ceremony, or through legal change. | [S_PA_USR_X]First_Name_Long | AlphaNumeric | R |
66 | LAST NAME LONG | The legal name borne in common by members of a family, also known as surname. | [S_PA_USR_X]Last_Name_Long | AlphaNumeric | R |
67 | NAME SUFFIX | An appendage, if any, used to denote an individual’s generation in his family, for example, Jr., Sr., or III. | [S_PA_USR_X]Name_Suffix | AlphaNumeric | O |
69 | HISPANIC ETHNICITY INDICATOR | Indicator of whether the staff member is Hispanic, regardless of race. | [Users]FedEthnicity | Y/N | R |
76 | E-MAIL ADDRESS | The numbers, letters, and symbols used to identify an electronic mail (e-mail) user within the network to which the individual or organization belongs. | [Users]email_addr | AlphaNumeric | O |
77 | MIDDLE NAME | A secondary name given to an individual at birth, baptism, or during another naming ceremony. | [Users]Middle_Name | AlphaNumeric | O |
78 | RACE 2 CODE | A single code indicating the race and ethnicity of the staff. | Optional – Will not collect | N/A | O |
79 | RACE 3 CODE | A single code indicating the race and ethnicity of the staff. | Optional – Will not collect | N/A | O |
80 | RACE 4 CODE | A single code indicating the race and ethnicity of the staff. | Optional – Will not collect | N/A | O |
81 | RACE 5 CODE | A single code indicating the race and ethnicity of the staff. | Optional – Will not collect | N/A | O |
94 | EMPLOYMENT STATUS CODE | Reflects the type of employment or contract desired for position. | [S_PA_USR_X]Employment_Status_Code | AlphaNumeric | O |
102 | YEARS OF TEACHING EXPERIENCE | The total number of years that the staff member has held a teaching position in education institutions. | [S_PA_USR_X]Years_Experience | Numeric | 5,2 |
108 | STAFF EDUCATION LEVEL CODE | The extent of formal instruction an individual has received, e.g., the highest grade in school completed or its equivalent, or the highest degree earned. Valid Values:
| [S_PA_USR_X]Highest_Degree_Institution_Code | AlphaNumeric | O |