Staff Setup

To complete the tasks required for Staff Setup, you must have the permissions to work with school or district-level data. For further information, see Help > System Help > Sign In to PowerSchool.

To enter staff member information:

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 open an existing staff member 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 Virginia State Reporting. For information about general staff setup, see Help > System Help.

Data Element	Additional Information	[Table] Field Name	Length	Used in these Reports
Adding Staff Member Information Staff > Information
Name (Last, First MI)	Enter the staff member’s name. Note: Use the format: LastName, FirstName MiddleName	[Users]LastFirst [Users]Last_Name [Users]First_Name [Users]Middle_Name	40 20 20 15	SOL Student Data Upload Master Schedule Collection SRI Report SRI Exclusion
Title	Enter the title that precedes the teacher’s name. Examples include Mr., Mrs., Dr., and Ms.	[Users]Title	10
Gender	Choose the staff member’s gender. Valid values: Male -M Female - F Other - A Non Binary - no longer used	[UsersCoreFields]Gender	1	Master Schedule Collection
Ethnicity: Is the staff member Hispanic or Latino?	Chose Yes or No to indicate if the staff member’s ethnicity is Hispanic or Latino.	[Users]FedEthnicity	1	Master Schedule Collection
Race: What is the staff members race?	Select the checkbox for the appropriate federal race category.	[TeacherRace]RacecdRaceCD	20	Master Schedule Collection
Reporting Ethnicity	Select the race code previously assigned to this staff member.	[Users]Ethnicity	1	Master Schedule Collection
ID	Enter the teacher’s ID.	[Users]TeacherNumber	20	Master Schedule Collection
StatePrid	Enter the teacher or administrator’s state license number in 9999-99999999999 format. This number consists of the following separated by a hyphen (-): The prefix, entered before the hyphen (maximum four characters). The license number, entered after the hyphen (maximum eleven numbers). The prefix and license number are extracted individually on the Master Schedule Collection extract.	[Users]SIF_StatePrid	16	Master Schedule Collection SRI Report SRI Exclusion
SSN	Enter the staff member’s social security number.	[Users]SSN	9	Master Schedule Collection
DOB	Enter the staff member’s date of birth in the format MM/DD/YYYY.	[UsersCoreFields]DOB	10	Master Schedule Collection
Staff Status	Choose the staff status from the pop-up menu. This value must be Teacher for the staff member to be included in the Master Schedule Collection.	[SchoolStaff]StaffStatus	N/A	Master Schedule Collection
Status	Choose the teacher’s employment status from the pop-up menu. This value must be Current for the Master Schedule Collection.	[Users]Status	N/A	Master Schedule Collection
Exclude teacher from Master Schedule Collection	Choose Yes or No from the pop-up menu to indicate whether to exclude this staff member record from the Master Schedule Collection extract. Note: If the teacher is no longer active but needs to be included in the MSC this flag must be set to Yes, then turned back to No after the MSC has been run.	[S_VA_USR_X]Exclude_From_MSC_TF	1	Master Schedule Collection
Requirements for B Records- IPAL
Exclude this teacher from B Records	Set to Yes to exclude teacher that should not be included in the MSC B Records.	[S_VA_USR_X]MSC_Exclude_B_Records_TF	1	Master Schedule Collection
First Year Teacher Flag	Choose Yes or No from the pop-up menu to indicate whether this current year is the first year the teacher has ever taught in any capacity.	[S_VA_USR_X]First_Year_Teacher_Flag	1	Master Schedule Collection
Full Time Equivalent (FTE)	Enter the staff member’s full time equivalency value in 9.99 format.	[S_VA_USR_X]FTE	3	Master Schedule Collection
Title I Funded Position	Choose Yes from the pop-up menu if this staff member’s position is funded by the Title 1 program.	[S_VA_USR_X]TitleI_Funded_Position_TF	1	Master Schedule Collection
Teacher Division Experience	Enter the number of completed years of experience as a teacher in the current school division. If the teacher is in the first year of teaching, this number should be zero. If the individual has not completed a full year of teaching as of October 1 of the current school year, this number should be zero.	[S_VA_USR_X]VA_division_exp	2	Master Schedule Collection
Teacher Years’ Experience	Enter the number of completed years of experience as a teacher in any public, private, or out of state school. If the teacher is in the first year of teaching, this number should be zero. If the individual has not completed a full year of teaching as of October 1 of the current school year, this number should be zero.	[S_VA_USR_X]VA_total_exp	2	Master Schedule Collection
Administrative Division Experience	Enter the number of completed years as an administrator in the current school division. If the administrator is in the first year of administration, this number should be zero. If the individual has not completed a full year in administration as of October 1 of the current school year, this number should be zero.	[S_VA_USR_X]VA_ad_division_exp	2	Master Schedule Collection
Administrative Years’ Experience	Enter the total number of completed years as an administrator in any public, private, or out of state school. If the administrator is in the first year of administration, this number should be zero. If the individual has not completed a full year in administration as of October 1 of the current schools year, this number should be zero.	[S_VA_USR_X]VA_ad_total_exp	2	Master Schedule Collection
Division Pupil Personnel Experience	Enter the number of completed years as pupil personnel in the current school division. If the individual has not completed a full year as pupil personnel as of October 1 of the current school year, this number should be zero.	[S_VA_USR_X]Division_Pupil_Exp_Comp	2	Master Schedule Collection
Total Years Pupil Personnel Experience Completed	Enter the total number of completed years as pupil personnel in any public, private, or out of state school. If the individual has not completed a full year as pupil personnel as of October 1 of the current schools year, this number should be zero.	[S_VA_USR_X]Total_Pupil_Exp_Comp	2	Master Schedule Collection
Requirements for G Records – Administrator
First Year Administrator Flag	Choose Yes or No from the pop-up menu to indicate whether this current year is the first year the administrator has worked as an administrator.	[S_VA_USR_X]First_Year_Admin_Flag	1	Master Schedule Collection
Administrator Role Code	Select from the drop-down menu the state required values.	[S_VA_USR_X]Admin_Role_Code	1	Master Schedule Collection
State Assignment Code	Select the course code from list of assignment codes.	[S_VA_USR_X]State_Assignment_Code	4	Master Schedule Collection
Requirements for J Records – Co-Op > New/Edit Notes: Updates to the the start and end dates require that any linked student co-op records be deleted and resubmitted to ensure valid data is reported to the MSC. Only a single record per staff member for a given school year is allowed. Create a new record for each school year.
Start Date	Enter the start date for the teacher's co-op instruction in the format MM/DD/YYYY. Notes: Must not overlap an existing co-op instruction period.	[S_VA_SSF_COOP_C]StartDate	10	Master Schedule
End Date	Enter the end date for the teacher's co-op instruction in the format MM/DD/YYYY. Note: Must not overlap an existing co-op instruction period.	[S_VA_SSF_COOP_C]EndDate	10	Master Schedule
Average Minutes per Day Spent with Co-Op Students	Enter the average length in minutes of the teacher’s co-op periods.	[S_VA_SSF_COOP_C]Minutes	3	Master Schedule
Discontinued Staff Data Elements Obsolete Requirements for B Records (IPAL Records)
Teacher Virginia Experience	Discontinued per VADOE	[Teachers]VA_exp	N/A	N/A
High-Quality Professional Development	Discontinued per VADOE	[Teachers]VA_hq_prof_dev	N/A	N/A
Obsolete Requirements for Master Schedule Collection G Records (Administrator Records)
Administrative Virginia Experience	Discontinued per VADOE	[Teachers]VA_ad_exp	N/A	N/A

Adding Staff Member Information