Staff Setup

Introduction

The following data elements are required for state reporting.

To navigate to the Staff Member page:

To add a new staff member: On the Start Page in the left panel, click New Staff Entry. The New Staff Member page appears.

OR

To edit an existing staff member record: On the Start Page, click the Staff tab and search for the staff member. If the Select A Staff Member page appears, choose a staff member from the list. The Staff page appears.

Note: The following information describes the setup required for State Reporting. For information about general staff setup, see Help > System Help.

Data Element	Additional Information	[Table]FieldName	Length	Used in these Reports
Editing Staff Information Edit Information
Name (Last, First MI)	Enter the staff member’s name. Format: LastName Suffix (see below for explanation of suffix), FirstName MiddleName	[Users]LastFirst [Users]Last_Name [Users]First_Name [Users]Middle_Name	40 25 15 15	060 – Staff Member Federally Funded Check Export Staff Assignments Ed-Fi: Staff
TN_License Name (Last. First, Middle)	Enter the staff member's name that is used in the teaching certificate because some teachers use different names on their teaching certificates instead of their actual name.	[USERS.S_TN_USR_X]LIC_LNAME [USERS.S_TN_USR_X]LIC_FNAME [USERS.S_TN_USR_X]LIC_MNAME	20 20 20	Ed-Fi: Staff
Use TN-License Name for Ed-Fi	If this option is selected, the Staff Demographics Ed-Fi resource and other resources that report the staff name use the License Names of staff members. If License name is not specified, then the name specified as part of the Name field is used for reporting.	[USERS.S_TN_USR_X]LICNAME_EDFI_YN	1	Ed-Fi: Staff
Legal Name (Last, First, Middle, Suffix)	Enter the staff member’s legal name. valid values for suffix: Sr, Jr, I, II, III, IV.	[S_TN_USR_X]NameSuffix	3	060 – Staff Member
Email Address	Enter the staff member’s email address	[Users]Email_Addr	50	060 – Staff Member Ed-Fi: Staff
Title	Enter the staff member’s title.	[Users]Title	40	Ed-Fi: Staff
Gender	Choose Male or Female from the pop-up menu.	[UsersCoreFields]Gender	1	060 – Staff Member Ed-Fi: Staff
Defining Federal Ethnicity and Race Settings Federal Ethnicity and Race
Ethnicity	Choose Yes or No to indicate if the staff is Hispanic or Latino. If you set up the option to allow the staff to decline to specify ethnicity (District level setting), then select this value, if appropriate. Valid Values: 0 – No, not Hispanic or Latino (default) 1 – Yes, Hispanic or Latino 2 – Decline to specify (if used)	[Users]FedEthnicity	1	Not Required Ed-Fi: Staff
Race	Select the checkbox for the appropriate federal race category. If you set up the option to allow the Teacher to decline to specify race, then select this value, if appropriate.	[TeacherRace]Racecd [Users]FedRaceDecline	N/A	Not Required Ed-Fi: Staff
Reporting Ethnicity	Choose the staff member’s ethnicity from the pop-up menu.	[Users]Ethnicity	1	060 – Staff Member Ed-Fi: Staff
ID	Enter the staff member’s ID.	[Users]TeacherNumber	9	Required Setup Ed-Fi: Staff
Home School	The school associated with this staff member record.	[SchoolStaff]SchoolID	4	060 – Staff Member 062 – Staff Member Current Assignment 063 – Staff Member Class Assignment
School Phone #	Enter the staff member’s work phone number	[Users]School_Phone	24	Ed-Fi: Staff
Street, City, State, Zip	Enter the staff member’s address.	[Users]Street [Users]City [Users]State [Users]Zip	60 50 2 10	Ed-Fi: Staff
SSN	Enter the staff member’s social security number.	[Users]SSN	9	060 – Staff Member 062 – Staff Member Current Assignment 063 – Staff Member Class Assignment Ed-Fi: Staff
DOB	Enter the staff member’s date of birth.	[UsersCoreField]DOB	8	060 – Staff Member Ed-Fi: Staff
Staff Type	Choose the Staff Type from the pop-up menu.	[SchoolStaff]StaffStatus	1	Ed-Fi: StaffEducationOrganizationEmploymentAssociation
Defining Tennessee State Information TN State Report Information
Exclude From State Reporting	Select the checkbox to exclude the staff member from state reports.	[S_TN_USR_X]State_ExcludeFromReporting	1	Future Use
Staff Work Status	Choose Full-Time or Part-Time from the pop-up menu.	[S_TN_USR_X]WorkStatus	1	060 – Staff Member Preliminary School Report
Instructional Program Number	Choose the instructional program number from the pop-up menu, 01, 02, 03, 04, 05, or 06.	[S_TN_USR_X]InstructionalProgramNbr	2	060 – Staff Member
Licensure Check	Choose the reason the staff member may not be located in licensure from the pop-up menu. Valid values: IEA Teacher New Teacher Other ROTC University	[S_TN_USR_X]LicensureCheck	1	060 – Staff Member
License Number	Enter the staff member’s license number.	[S_TN_USR_X]LicenseNumber	9	060 – Staff Member 062 – Staff Member Current Assignment 063 – Staff Member Class Assignment
Name Suffix	Choose the staff member's name suffix, if applicable.	[S_TN_USR_X]NameSuffix	10	060 – Staff Member
Hire Date	Enter the date the staff member was hired.	[S_TN_USR_X]HireDate	10	060 – Staff Member Ed-Fi: Staff
Exit Date	If applicable, enter the date the staff member left the district.	[S_TN_USR_X]ExitDate	10	060 – Staff Member Ed-Fi: Staff
Cell Phone Number	Enter the staff member's cellular phone number.	[S_TN_USR_X]Cell_Phone	20	060 – Staff Member Ed-Fi: Staff
Creating Staff Assignments Edit Information > Click HERE to Create/Edit Staff Assignments Click New and the New Staff Assignment page appears with the following fields:
Staff Assignment	Choose an assignment for the staff member from the pop-up menu.	[S_TN_USR_StaffAssignments_C] StaffAssignment	2	062 – Staff Member Current Assignment Preliminary School Report Federally Funded Check Export Staff Assignments
School of Assignment	Choose the school to which the staff member is assigned.	[S_TN_USR_StaffAssignments_C]SchoolID
Assignment Begin Date	Enter the first day of the assignment.	[S_TN_USR_StaffAssignments_C] AssignmentBeginDate	8	062 – Staff Member Current Assignment Preliminary School Report Federally Funded Check Export Staff Assignments
Assignment End Date	Enter the last day of the assignment.	[S_TN_USR_StaffAssignments_C] AssignmentEndDate	8	062 – Staff Member Current Assignment Preliminary School Report Federally Funded Check Export Staff Assignments
Federal Funding type	Enter the Federal Funding type.	[S_TN_USR_StaffAssignments_C]FederalFundingType	8	062 – Staff Member Current Assignment Preliminary School Report Federally Funded Check Export Staff Assignments
Local Funding type	Enter the Local Funding type.	[S_TN_USR_StaffAssignments_C]LocalFundingType	8	062 – Staff Member Current Assignment Preliminary School Report Federally Funded Check Export Staff Assignments
Other Funding types	Enter the Other Funding types	[S_TN_USR_StaffAssignments_C]OtherFunding Type	8	062 – Staff Member Current Assignment Preliminary School Report Federally Funded Check Export Staff Assignments
Defining Grandfather Status Grandfather Course Information
Status	Choose Yes or No from the pop-up menu for the grandfather status of a course assigned to the staff member.	[S_TN_SSF_X]GrandfatherStatus	1	No Longer Used
Course	Enter the course number of the staff member’s grandfather course.	[S_TN_SSF_X]GrandfatherCourse	10	No Longer Used
Year	The year that the grandfather course was taught.	[S_TN_SSF_X]GrandfatherYear	4	No Longer Used
Defining Waiver Status Waiver Course Information
Status	Choose Yes or No from the pop-up menu for the waiver status of a course assigned to the staff member.	[S_TN_SSF_X]WaiverStatus	1	No Longer Used
Course	Enter the SDE course code of a course the teacher is teaching, but not endorsed to teach.	[S_TN_SSF_X]WaiverCourse	4	060 – Staff Member
Year	The year that the waiver course was taught.	[S_TN_SSF_X]WaiverYear	4	No Longer Used
Endorsement Type	Choose the waiver type from the pop-up menu. Valid values: N/A Interim License Permit Waiver	[S_TN_SSF_X]EndorsementType	1	Not Required
Defining Staff Previous Information Staff Member’s Previous Information
First Name	Enter the staff member’s previous first name, if applicable.	[S_TN_SSF_X]PrevFirstName	25	060 – Staff Member
Middle Name	Enter the staff member’s previous middle name, if applicable.	[S_TN_SSF_X]PrevMiddleName	25	Not Required
Last Name	Enter the staff member’s previous last name, if applicable.	[S_TN_SSF_X]PrevLastName	35	060 – Staff Member
Social Security Number	Enter the staff member’s previous social security number, if applicable.	[S_TN_SSF_X]PrevSSN	9	060 – Staff Member
Teacher License Number	Enter the teacher’s license number, if applicable.	[S_TN_SSF_X]PrevLicenseNumber	9	060 – Staff Member
Recreating Extract Flags Recreate Extract Flags The recreate extract checkboxes enable you to recreate the 060, 062, and 063 extracts for the current staff member. When the selected extract is run from Special Functions > Interfaces to Other Systems > Tennessee Education Information System (EIS) > Recreate Section/Staff Transactions, PowerSchool checks for any section with the recreate checkbox(es) selected and that data is extracted as a new transaction. See also Educational Information System (EIS) Reporting.
Recreate All 060, 062, and 063 Extracts	Selecting this checkbox will select all “Recreate” checkboxes below and the 060. 0062, and 063 extracts for this staff member will be recreated when these extracts are selected on the Recreate Section/Staff Transactions page.
Recreate 060 Staff Member	Select this checkbox to recreate only the 060 - Staff Member extract for this staff member.	[S_TN_USR_X]Recreate_060_YN	1
Recreate 062 - Staff Member Current Assignment	Select this checkbox to recreate only the 062 - Staff Member Current Assignment extract for this staff member.	[S_TN_USR_X]Recreate_062_YN	1
Recreate 063 - Staff Member Class Assignment	Select this checkbox to recreate only the 063 - Staff Member Class Assignment extract for this staff member.	[S_TN_USR_X]Recreate_063_YN	1
Defining Cohort Assignments Edit Information > Click HERE To Create/Edit Staff Cohort Assignments Click the HERE link, and then click New. The Edit Staff Cohort Assignment page appears with the following fields:
Cohort Source	Select a cohort type: Special Programs or Activities. When you select Special Programs, the Cohort Identifier field displays Special Program cohorts. When you select Activities, the Cohort Identifier displays cohorts related to Activities.	[S_TN_USER_C]CohortSource
Cohort Identifier	Select a cohort. Selections available here are based on the Cohort Source selected above.	[S_TN_USER_C]CohortType	50
Begin Date	Enter the start date of the staff member’s cohort assignment.	[S_TN_USER_C]CohortAssignmentBeginDate	8
End Date	Enter the date the staff member’s cohort assignment will end.	[S_TN_USER_C]CohortAssignmentEndDate	8
Student Record Access	The default is No. If the staff member should have access to student data in the dashboards associated with the selected Cohort, select Yes.	[S_TN_USER_C]StudentAccessFlag	10
Entering Security Settings Security Settings
Teacher Username	Enter the staff member’s username.	[Users]TeacherLoginID	60	Ed-Fi: Staff

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Editing Staff Information

Defining Federal Ethnicity and Race Settings

Defining Tennessee State Information

Creating Staff Assignments

Defining Grandfather Status

Defining Waiver Status

Defining Staff Previous Information

Recreating Extract Flags

Defining Cohort Assignments

Entering Security Settings