Staff Demographics File Layout

The following table shows the CALPADS field numbers, field names, the eSchoolPlus Tables and Columns and where the data is coming from in eSchoolPlus for the Staff Demographics State file.

Field #	Field Name	Required?	eSchoolPlus Table	eSchoolPlus Column	Where to Find in eSchoolPlus
7.01	Record Type Code	Y			Not found in eSchoolPlus. This will always be SDEM for this file.
7.02	Transaction Type Code	N			Not found in eSchoolPlus. This field tells CALPADS if the data being sent is an update, deletion or new record.
7.03	Local Record ID	N			Not being sent in files created in eSchoolPlus.
7.04	Effective Start Date
7.05	Effective End Date
7.06	Reporting LEA	Y	reg_staff_bldgs	building	First 7 characters of State Equivalency Code for the building on the Staff Building record being reported for the staff member. The Building State Equivalency Code is found by going to Administration > Registration Setup > Building > Building Definition > Preferences panel.
7.07	Academic Year ID	Y			From the School Year prompt on CALPADS extract/download page.
7.08	SEID	Y	reg_staff	staff_state_id	Administration > Registration Setup > Building > Staff—Staff State ID field. This field is set to 999999999 in the following situations: The school is a Charter School and the course is a non-core course CTE Course Section on the CA Course page is 1 – ROC/P Academic Course Level 2 on the CA Course Page is 40 – College Level
7.09	Local Staff ID	Y	reg_staff	staff_id	Administration > Registration Setup > Building > Staff—Staff ID field.
7.10	Staff Legal First Name	Y	reg_staff	First_Name	Administration > Registration Setup > Building > Staff—First Name field.
7.11	Staff Legal Middle Name	N	reg_staff	Middle_name	Administration > Registration Setup > Building > Staff—Middle Name field.
7.12	Staff Legal Last Name	Y	reg_staff	Last_Name	Administration > Registration Setup > Building > Staff—Last Name field.
7.13	Staff Alias First Name	N	reg_user_staff	Page_number=200 Field_number = 1	Administration > Registration Setup > Building > Staff—District-Defined Tab, CA Staff Demographics, Former First Name field.
7.14	Staff Alias Middle Name	N	reg_user_staff	Page_number=200 Field_number = 2	Administration > Registration Setup > Building > Staff—District-Defined Tab, CA Staff Demographics, Former Middle Name field.
7.15	Staff Alias Last Name	N	reg_user_staff	Page_number=200 Field_number = 3	Administration > Registration Setup > Building > Staff—District-Defined Tab, CA Staff Demographics, Former Last Name field.
7.16	Staff Birth Date	Y	reg_staff	birthdate	Administration > Registration Setup > Building > Staff—Birth Date field.
7.17	Staff Gender Code	Y	reg_staff	gender	Administration > Registration Setup > Building > Staff—Gender field.
7.18	Staff Hispanic Ethnicity Indicator	If Staff Ethnicity Missing Indicator is null or equal to N Then Y; Else N	reg_staff	hispanic	Administration > Registration Setup > Building > Staff —Hispanic/Latino Ethnicity field. If the student has been asked for his/her ethnicity, then this field should be Yes or No. If the student was not asked, then this field should be Unanswered. If the student has been asked if he or she identifies him/herself as Hispanic/Latino and has declined to answer, then this field should be Unanswered and a Hispanic Code entry of 998 – Hispanic Intentionally Left Blank should be added to this student.
7.19	Staff Ethnicity Missing Indicator	If Staff Hispanic Ethnicity Indicator is null Then Y; Else N	reg_staff_ethnic/reg_staff	ethnic_code = 998 and hispanic not Y or N	If a Staff member has a Hispanic Code of 998, this field will contain a Y.
7.20	Staff Race 1 Code	If Staff Race Missing Indicator is null Then Y; Else N	reg_staff	prim_ethnic_code. Converted to state code	Administration > Registration Setup > Building > Staff —Race field. If a student has been asked what his or her Race is and declined to state, then a code of 999 – Decline to State should be entered.
7.21	Staff Race 2 Code	N	reg_staff_ethnic	ethnic_code	Administration > Registration Setup > Building > Staff —Race field; More button.
7.22	Staff Race 3 Code	N	reg_staff_ethnic	ethnic_code	Administration > Registration Setup > Building > Staff —Race field; More button.
7.23	Staff Race 4 Code	N	reg_staff_ethnic	ethnic_code	Administration > Registration Setup > Building > Staff —Race field; More button.
7.24	Staff Race 5 Code	N	reg_staff_ethnic	ethnic_code	Administration > Registration Setup > Building > Staff —Race field; More button.
7.25	Staff Race Missing Indicator	If all of the Staff Race Codes are null Then Y; Else N	reg_staff_ethnic	ethnic_code = 999	Administration > Registration Setup > Building > Staff —Race field. If a student has been asked what his or her Race is and declined to state, then a code of 999 – Decline to State should be entered and this value will be Y in the State file.
7.26	Staff Highest Degree Code	Y	reg_user_staff	field_number = 4; Page_number = 200	Administration > Registration Setup > Building > Staff—District-Defined panel > CA Staff Demographics, Education Level field.
7.27	Staff Employment Status Code	Y	reg_user_staff	field_number = 6; page_number = 200	Administration > Registration Setup > Building > Staff—District-Defined panel > CA Staff Demographics, Position Status field.
7.28	Staff Employment Start Date	Y	reg_user_staff	field_number = 8; Page_number = 200	Administration > Registration Setup > Building > Staff—District-Defined panel > CA Staff Demographics, Hire Date field.
7.29	Staff Employment End Date	N	reg_user_staff	field_number = 9; Page_number = 200	Administration > Registration Setup > Building > Staff—District-Defined panel > CA Staff Demographics, Exit Date field.
7.30	Staff Service Years LEA	Y	reg_user_staff	field_number = 11; Page_number = 200	Administration > Registration Setup > Building > Staff—District-Defined panel > CA Staff Demographics, Total Year in District field.
7.31	Staff Service Years Total	Y	reg_user_staff	field_number = 10 ; Scree_number = 200	Administration > Registration Setup > Building > Staff—District-Defined panel > CA Staff Demographics, Total Years in Education field.