Staff Responsibility Report and Record Creation
Contents
Introduction
Use the Staff Responsibility Report and Record Creation to create the staff responsibility records for the Fall collection. The report may also be used to create a pdf of all of the staff responsibility records for the selected school year.
The Staff Responsibility Report and Record Creation is PowerSchool report TX74.
This report generates staff responsibility records for active staff members assigned to a section on the fall snapshot date. If a section has multiple lead teachers, only the lead teacher that was assigned to the section on snapshot date gets a staff responsibility record. If the role ID is blank, the staff responsibility record defaults to 087.
In addition, a staff responsibility record is created for additional staff members that are assigned to a section. On the section page, the staff are added with their appropriate Class Role, start and end dates, and role ID. If the role ID is left blank the staff responsibility record defaults to 087. Teacher Aides must be coded appropriately with a 033. Only the lead teacher’s staff responsibility record will be populated with the number of students on snapshot date. All staff attached to the section will get the service ID for the section,with the exception of Teacher Aides who will automatically get SA000003.
For schools marked as a non-reportable campus (NRC) where students are enrolled in remote classes, the report generates separate staff responsibility records for each in-session class that has students assigned to it as of the Fall snapshot date; for each reportable staff member assigned on the Fall snapshot date; and for each reportable campus represented by the students in the class. For students enrolled in classes at a NRC, the staff responsibility records report the Campus ID of the student's home school. Separate staff responsibility records are created for for each reportable school, and the number of students in class is apportioned according the students' home school of enrollment. If additional teachers are assigned to the section at the NRC, multiple staff responsibility records are created for the additional teachers based on the students' home school of enrollment; however, the number of students in class is reported as 000 for the additional teachers.
For example:
- Cosmetology Section 1 is scheduled at a non-reportable campus with 20 students and teacher Mary Smith:
- 5 of the students have reportable home school of enrollment CDC #XXXXXX001
- 8 of the students have reportable home school of enrollment CDC #XXXXXX002
- 7 of the students have reportable home school of enrollment CDC #XXXXXX003
- Three separate Staff Responsibility Records are generated for Mary Smith:
- Campus XXXXXX001: Number of Students in Class = 5
- Campus XXXXXX002: Number of Students in Class = 8
- Campus XXXXXX003: Number of Students in Class = 7
Other prerequisities are:
- If the Population Served value is not 01, then each section must have this populated, i.e., Career Tech classes, Bilingual classes, Gifted and Talented classes, ESL Classes, Honor Students, etc.
- If the Class ID Number must be changed from the calculated value, code this on the section in the Class ID Override field.
- If the Class Type value is not 01, code this on the section in the Class Type (E1055) field.
Note: For PE class elements (E1604 through E1611), only records with the following service IDs are updated:
- 02530002
- 02530003
- 02530004
- 02530005
- 02530006
- 02530007
- 02530008
- 02850000
- 03823000
- PES00052
- PES00053
- PES00054
- PES00055
- 82210XXX
- 82931XXX
- 83210XXX
- 84200XXX
Selection Criteria
Selection criteria determine which database records are used in the report. For the record creation, any staff that are assigned to a section for the selected effective date are included. For the report, any staff responsibility record for the particular school year is included in the pdf output.
Report Input
Each of the available run options and data fields for the report are described below.
Field | Description |
|---|---|
Select Schools | At the District Level:
At the School Level:
|
Report Options | Select Report Only for the pdf output of current staff responsibility records. Select Report and Record Creation to create or update staff responsibility records and then generate a report of all records for the selected year. |
Effective Date | Select the snapshot date to use for determining the student’s status for the specific program. |
Run Now | Select this option to run the report immediately. |
Schedule | Select this option to run this report on a scheduled basis. Once this option is selected, the choices are:
|
Report Output
TX_Staff_Responsibility.pdf
Data Element | Description | [Table]Field |
|---|---|---|
Header | ||
Run Date | Date the report was run. | N/A |
Effective Date | Snapshot date the report was based. | N/A |
Page Number | Page number of the report. | N/A |
District Number | The County-District Number of the LEA. | [Prefs]DistrictNumber |
School Number | The County-District number for the campus. | [S_TX_USR_RESP_C]SchoolID |
School Name | The school name. | [Schools]Name |
Record Count | The total number of staff responsibility records for the school. | Calculated |
| Report Details | ||
Staff | The name of the staff member. | [Users]First_Name [Users]Last_Name |
Service ID | The Service ID for that staff responsibility record. | [S_TX_USR_RESP_C]E0724_ServiceID |
Class ID | The Unique Class ID Number for this record. | [S_TX_USR_RESP_C]E1056_Class_ID_Number |
| Course/Section | The course/section to which this staff member is assigned. | [S_TX_USR_RESP_C]SectionID |
Role ID | The role ID of the staff for this record. | [S_TX_USR_RESP_C]E0721_Role_ID |
Population Served | The Population Served code for this record. | [S_TX_USR_RESP_C]E0747_Population_Served |
Class Type | The Class Type for this record, if applicable. | [S_TX_USR_RESP_C]E1055_Class_Type |
Minutes | The monthly minutes for this section. | [S_TX_USR_RESP_C]E1057_Monthly_Minutes
|
Students | The number of students in the section on the snapshot date, if applicable. | Calculated |
| Days Week 1 | The number of PE class days for week one. | [S_TX_USR_RESP_C]E1604_Days_Taught_Week_1 |
| Days Week 2 | The number of PE class days for week two. | [S_TX_USR_RESP_C]E1605_Days_Taught_Week_2 |
| Days Week 3 | The number of PE class days for week three. | [S_TX_USR_RESP_C]E1606_Days_Taught_Week_3 |
| Days Week 4 | The number of PE class days for week four. | [S_TX_USR_RESP_C]E1607_Days_Taught_Week_4 |
| Min Week 1 | The number of PE class minutes for week one. | [S_TX_USR_RESP_C]E1608_Minutes_Taught_Week_1 |
| Min Week 2 | The number of PE class minutes for week two. | [S_TX_USR_RESP_C]E1609_Minutes_Taught_Week_2 |
| Min Week 3 | The number of PE class minutes for week three. | [S_TX_USR_RESP_C]E1610_Minutes_Taught_Week_3 |
| Min Week 4 | The number of PE class minutes for week four. | [S_TX_USR_RESP_C]E1611_Minutes_Taught_Week_4 |
Created | Date and time stamp when the record was created. It also identifies the user that created the record. SYSTEM is noted if it was generated by the record creation process. | N/A |
Modified | Date and time stamp when the record was modified along with the user. | N/A |
Record Creation
Data Element | Description | [Table]Field |
|---|---|---|
| Year | The school year reported. | N/A |
Campus ID (E0266) | The campus where the staff member is employed. Note: For non-reportable campus records, the Campus ID is pulled from the students' reportable home school of enrollment. | [S_TX_USR_RESP_C]SchoolID |
| Section ID | The ID number for the section to which the staff member is assigned. | [S_TX_USR_RESP_C]SectionID Calculated [S_TX_SEC_X]SectionDCID |
Role ID (E0721) | The role ID of the staff for this record Note: If the role ID override code is blank and additional staff role is entered as Teacher Aide, this field is populated with 033 (Educational Aide). | [S_TX_USR_RESP_C]E0721_Role_ID Calculated from: Lead Teacher: always reported as 087 Additional Teachers/Staff:[S_TX_SEC_ADD_STAFF_C]E0721_Role_ID |
Service ID (E0724) | The service ID for that staff responsibility record. | [S_TX_USR_RESP_C]E0724_ServiceID Calculated from: [S_TX_SEC_X]Alt_Course_Number [CoursesCoreFields]Alt_Course_Number |
Population Served (E0747) | The population served code for this record. | [S_TX_USR_RESP_C]E0747_Population_Served Calculated from: [S_TX_SEC_X]E0747_Population_Served [S_TX_CRS_X]E0747_Population_Served |
| Number of Students in Class (E0170) | The number of students in the section for snapshot date, if applicable. | [S_TX_USR_RESP_C]E0170_Number_Students Calculated based on number of reportable students in the class on the Fall Snapshot date. For classes at a non-reportable campus, the number of students in class is apportioned by the students' reportable home school of enrollment. |
Class Type (E1055) | The class type for this record, if applicable. | [S_TX_USR_RESP_C]E1055_Class_Type Calculated from: [S_TX_SEC_X]E1055_Class_Type [S_TX_CRS_X]E1055_Class_Type |
Class ID Number (E1056) | The unique class ID number for this record. | [S_TX_USR_RESP_C]E1056_Class_ID_Number Calculated |
Monthly Minutes (E1057) | The monthly minutes for this section. This process pulls first from the value in the Section record, then the Course record. If no values are populated, the report looks at the Bell Schedule Staff Override Minutes. If the override field is not populated, the report calculates the value based on bell schedule periods in which the class is scheduled. Note: This field is required if the staff member's Role ID is 008 - Counselor. | [S_TX_USR_RESP_C]E1057_Monthly_Minutes Calculated from: [S_TX_SEC_X]E1057_Monthly_Minutes [S_TX_CRS_X]E1057_Monthly_Minutes [S_TX_BSI_X]Override_Minutes [Bell_Schedule_Items]Start_Time [Bell_Schedule_Items]End_Time [Bell_Schedule_Items]Period_ID |
Number of Days Taught per Week 1 (E1604) | The number of PE class days for week one. This process pulls first from the value in the Section record, then the Course record. If no values are populated, the process pulls from the Bell Schedule Staff Override Minutes. If the override field is not populated, the report calculates the value based on bell schedule periods in which PE is scheduled. This field is only populated for the following service IDs:
Only reported for Lead teachers. | [S_TX_USR_RESP_C]E1604_Days_Taught_Week_1 Calculated from: [S_TX_SEC_X]E1604_Days_Taught_Week_1 [S_TX_CRS_X]E1604_Days_Taught_Week_1 [S_TX_BSI_X]Override_Minutes [Bell_Schedule_Items]Start_Time [Bell_Schedule_Items]End_Time [Bell_Schedule_Items]Period_ID |
| Number of Days Taught per Week 2 (E1605) | The number of PE class days for week two. This process pulls first from the value in the Section record, then the Course record. If no values are populated, the process pulls from the Bell Schedule Staff Override Minutes. If the override field is not populated, the report calculates the value based on bell schedule periods in which PE is scheduled. This field is only populated for the following service IDs:
Only reported for Lead teachers. | [S_TX_USR_RESP_C]E1605_Days_Taught_Week_2 Calculated from: [S_TX_SEC_X]E1605_Days_Taught_Week_2 [S_TX_CRS_X]E1605_Days_Taught_Week_2 [S_TX_BSI_X]Override_Minutes [Bell_Schedule_Items]Start_Time [Bell_Schedule_Items]End_Time [Bell_Schedule_Items]Period_ID |
| Number of Days Taught per Week 3 (E1606) | The number of PE class days for week three. This process pulls first from the value in the Section record, then the Course record. If no values are populated, the process pulls from the Bell Schedule Staff Override Minutes. If the override field is not populated, the report calculates the value based on bell schedule periods in which PE is scheduled. This field is only populated for the following service IDs:
Only reported for Lead teachers. | [S_TX_USR_RESP_C]E1606_Days_Taught_Week_3 Calculated from: [S_TX_SEC_X]E1606_Days_Taught_Week_3 [S_TX_CRS_X]E1606_Days_Taught_Week_3 [S_TX_BSI_X]Override_Minutes [Bell_Schedule_Items]Start_Time [Bell_Schedule_Items]End_Time [Bell_Schedule_Items]Period_ID |
| Number of Days Taught per Week 4 (E1607) | The number of PE class days for week four. This process pulls first from the value in the Section record, then the Course record. If no values are populated, the process pulls from the Bell Schedule Staff Override Minutes. If the override field is not populated, the report calculates the value based on bell schedule periods in which PE is scheduled. This field is only populated for the following service IDs:
Only reported for Lead teachers. | [S_TX_USR_RESP_C]E1607_Days_Taught_Week_4 Calculated from: [S_TX_SEC_X]E1607_Days_Taught_Week_4 [S_TX_CRS_X]E1607_Days_Taught_Week_4 [S_TX_BSI_X]Override_Minutes [Bell_Schedule_Items]Start_Time [Bell_Schedule_Items]End_Time [Bell_Schedule_Items]Period_ID |
| Number of Minutes Taught per Week 1 (E1608) | The number of PE class minutes for week one. This process pulls first from the value in the Section record, then the Course record. If no values are populated, the process pulls from the Bell Schedule Staff Override Minutes. If the override field is not populated, the report calculates the value based on bell schedule periods in which PE is scheduled. This field is only populated for the following service IDs:
Only reported for Lead teachers. | [S_TX_USR_RESP_C]E1608_Minutes_Taught_Week_1 Calculated from: [S_TX_SEC_X]E1608_Minutes_Taught_Week_1 [S_TX_CRS_X]E1608_Minutes_Taught_Week_1 [S_TX_BSI_X]Override_Minutes [Bell_Schedule_Items]Start_Time [Bell_Schedule_Items]End_Time [Bell_Schedule_Items]Period_ID |
| Number of Minutes Taught per Week 2 (E1609) | The number of PE class minutes for week two. This process pulls first from the value in the Section record, then the Course record. If no values are populated, the process pulls from the Bell Schedule Staff Override Minutes. If the override field is not populated, the report calculates the value based on bell schedule periods in which PE is scheduled. This field is only populated for the following service IDs:
Only reported for Lead teachers. | [S_TX_USR_RESP_C]E1609_Minutes_Taught_Week_2 Calculated from: [S_TX_SEC_X]E1609_Minutes_Taught_Week_2 [S_TX_CRS_X]E1609_Minutes_Taught_Week_2 [S_TX_BSI_X]Override_Minutes [Bell_Schedule_Items]Start_Time [Bell_Schedule_Items]End_Time [Bell_Schedule_Items]Period_ID |
| Number of Minutes Taught per Week 3 (E1610) | The number of PE class minutes for week three. This process pulls first from the value in the Section record, then the Course record. If no values are populated, the process pulls from the Bell Schedule Staff Override Minutes. If the override field is not populated, the report calculates the value based on bell schedule periods in which PE is scheduled. This field is only populated for the following service IDs:
Only reported for Lead teachers. | [S_TX_USR_RESP_C]E1610_Minutes_Taught_Week_3 Calculated from: [S_TX_SEC_X]E1610_Minutes_Taught_Week_3 [S_TX_CRS_X]E1610_Minutes_Taught_Week_3 [S_TX_BSI_X]Override_Minutes [Bell_Schedule_Items]Start_Time [Bell_Schedule_Items]End_Time [Bell_Schedule_Items]Period_ID |
The number of PE class minutes for week four. This process pulls first from the value in the Section record, then the Course record. If no values are populated, the process pulls from the Bell Schedule Staff Override Minutes. If the override field is not populated, the report calculates the value based on bell schedule periods in which PE is scheduled. This field is only populated for the following service IDs:
Only reported for Lead teachers. | [S_TX_USR_RESP_C]E1611_Minutes_Taught_Week_4 Calculated from: [S_TX_SEC_X]E1611_Minutes_Taught_Week_4 [S_TX_CRS_X]E1611_Minutes_Taught_Week_4 [S_TX_BSI_X]Override_Minutes [Bell_Schedule_Items]Start_Time [Bell_Schedule_Items]End_Time [Bell_Schedule_Items]Period_ID |