Staff Assignment (State Submission)

This section of the documentation covers prerequisites and processing related to reporting Staff Assignment records through eSchoolPlus. We differentiate setup prerequisites you verify the first time you report these records and those you will follow periodically to keep your information up to date. The procedural section describes the options and prompt selections you use to create download table records, review and correct data, re-run the download, and produce your final extract file.

Important: Make sure Student Lite and School Entry/Exit data is up to date in SIRS before you submit for any other template.

Staff Assignment Procedural Checklist

Step
Initial Implementation Prerequisites
	Add building staff assignment information for non-teaching staff members on the Staff Assignment district-defined page (Administration > Registration Setup > Building > Staff > Building Information panel > click appropriate Building link > District-Defined panel > Staff Assignment).
	Add information for district-wide staff assignments, such as a Superintendent or Assistant Superintendent. Update these staff members on the District Wide Staff Assignment district-defined page (Administration > Registration Setup > Building > Staff > District-Defined panel > District Wide Staff Information).
Periodic Procedures
	Throughout a school year, maintain building and district-level start dates and role assignments on the Staff Assignment and District Wide Staff Assignment pages respectively. If a non-teaching staff member ends service for a building or district, you can track the end date as well.
Submission Procedures
	Run the Staff Assignment download (Regulatory > Downloads > Downloads > NY Staff Assignment Download).
	Review the error log that appears on your homepage (NY Staff Assignment Download Error Log) and fix data as necessary. You can also review the downloaded data in the Staff Download Summary (Regulatory > Downloads > Summary > NY Staff Download Summary).
	Re-run the Staff Assignment Download using the same prompts as in Step 4 as many times as you need to make sure that all errors are resolved.
	Run the Staff Assignment Extract (Regulatory > Extracts > Extracts > NY Staff Assignment Extract).
	The NY Staff Assignment file is created in your report directory. Right-click on the file and save it to your PC. The file name will include the School Year and the Date/Time you ran the file before the csv extension.
	Upload the file to the SIRS Level 0 data validation application.

Staff Assignment Download and Extract Prompts

Following are descriptions of the prompts you use to run the Staff Assignment Download:

Prompt	Value for Day Calendar File
School Year	The school year you are running the download for (will default to the current school year).
Building Type	Select the Building Types to process.
Reporting Staff ID	Select the Staff ID Type to use for the submission: Local Staff ID State Staff ID
Submission Type	Select which type of Staff Assignment records you want to download: ENYP Assignment downloads records for non-teaching staff members with an ENYP Assignment Code. PMF Assignment downloads records for non-teaching staff members with a PMF Assignment Code. Both (ENYP & PMF Assignments) downloads both types of staff members. The NY Staff Download Summary option includes a Submission Type field for Staff Assignment records so you can see the distinction between ENYP and PMF assignment codes.
Collections	To delete all existing records for a collection in the selected School Year and update the download table based on Filter criteria, check the collection's boxes for Populate Table and Clear All. Note that Clear All does not affect records with overrides in the download table. To insert records not previously downloaded based on Filter criteria, check the Populate Table box and un-check the Clear All box.

To run the Staff Assignment Extract option, use these prompts:

Prompt	Value for Day Calendar File
School Year	The school year you are running the extract for (will default to the current school year).
Location Code Length (Zero Pad)	Select the length you need the extract to use when zero-padding the Location Code field in the submission file. Your selection is based first on knowing the length of your local Building codes and comparing this to the Location Code length of 6 in the actual file layout. For example, if you use three-digit codes for buildings and you want to left-pad Location Codes with three zeroes, you would select 6 in this field, letting the extract know wherever it finds a Location Code with fewer than six digits, it needs to add zeroes until it reaches that six-digit length. If you leave this field blank or select a number that is less than the number of digits in your building numbers, the extract will populate the Location Code exactly as it appears in eSchoolPlus.
Column Headers	Checked to have the CSV output file include a header row identifying each column.
Extract Options	Choose whether the extract should include only ENYP Assignment records, only PMF Assignment records, two files separating ENYP and PMF Assignment records, or a single file including both ENYP and PMF Assignment records.