Staff Evaluation Rating File Layout
The following table shows field numbers, field names, the eSchoolPlus Tables and Columns and where the data is coming from in eSchoolPlus for the Staff Evaluation Rating file.
* = Required for all students
+ = Required only for specified students
Field # | FIELD NAME from eScholar template (DATA ELEMENT NAME)as used by NYSED, if different from eScholar name | Positions | NYS or Local Purpose | eSchoolPlus Table.Column | Where in eSchoolPlus? |
|---|---|---|---|---|---|
1 | *STAFF DISTRICT CODE | 1 - 8 | NYS Reporting | reg_district.State_Code_Equiv NY + 6 left-most characters in state_code_equiv | Administration > General Setup > District > District: State Equivalency Code |
2 | *STAFF ID | 9 – 20 | NYS Reporting | reg_staff,staff_state_id | Administration > Registration Setup > Building > Staff > Staff Information panel: Staff State ID field |
3 | *EVALUATION CRITERIA CODE | 21 – 40 | NYS Reporting | Reg_user_staff.field_value WHERE reg_user_staff.field_number = 1 AND reg_user_staff.screen_number = 10150, 10160, 10170, 10180, 10190, 10210, or 10220 For each staff member, the download will create a record for each of the seven evaluation rating levels according to data on the staff district-defined pages listed above. If the staff member has Transition scores on the staff pages meeting your download criteria, then the corresponding Evaluation Criteria Codes are also reported with their own records. For details on how the download creates records, refer to Staff Evaluation Rating Download Processing. | Administration > Registration Setup > Building > Staff > District Defined panel > Eval. Criteria Code on any of the following Staff Evaluation – 3012d pages:
Refer to Staff Evaluation Rating Download Processing for an explanation of how the Teacher Course Download creates records. |
4 | *SCHOOL YEAR DATE | 41 – 50 | NYS Reporting | School Year prompt from NY Teacher Course Extracts. Use June 30 of the reported school year. Ex: For 2011-12, use 2012-06-30. | Regulatory > Extracts > Extracts > NY Teacher Course Extract: School Year field |
5 | *REPORTING DATE | 51 – 60 | NYS Reporting | School Year prompt from NY Teacher Course Extracts. Use June 30 of the reported school year. Ex: For 2011-12, use 2012-06-30. | Regulatory > Extracts > Extracts > NY Teacher Course Extract: School Year field |
6 | EVALUATION REVIEW DATE | 61 – 70 | Local use only | Reg_user_staff.field_value WHERE reg_user_staff.field_number = 2 AND reg_user_staff.screen_number = 10150, 10160, 10170, 10180, 10190, 10210, or 10220 For details on how the download creates records, refer to Staff Evaluation Rating Download Processing. Leave blank | Administration > Registration Setup > Building > Staff > District Defined panel > Eval. Review Date on any of the following Staff Evaluation – 3012d pages:
Refer to Staff Evaluation Rating Download Processing for an explanation of how the Teacher Course Download creates records. |
7 | *EVALUATION CRITERIA RATING CODE | 71 – 90 | NYS Reporting | NA | |
8 | *EVALUATION CRITERIA RATING POINTS | 91 – 97 | NYS Reporting | Reg_user_staff.field_value WHERE reg_user_staff.field_number = 4 AND reg_user_staff.screen_number = 10150, 10160, 10170, 10180, 10190, 10210, or 10220 The Rating Points value must fall within the valid point range defined for the reported Evaluation Criteria Code. The download validates point values against the New York State Reporting validation table, Evaluation Criteria Rating Points – 3012d. For details on how the download creates records, refer to Staff Evaluation Rating Download Processing. | Administration > Registration Setup > Building > Staff > District Defined panel > Eval. Review Date on any of the following Staff Evaluation – 3012d pages:
Refer to Staff Evaluation Rating Download Processing for an explanation of how the Teacher Course Download creates records. |
9 | EVALUATION PERIOD START DATE | 98 – 107 | Local use only | Reg_user_staff.field_value WHERE reg_user_staff.field_number = 5 AND reg_user_staff.screen_number = 10150, 10160, 10170, 10180, 10190, 10210, or 10220 One record is submitted for each of the staff district-defined pages noted above. For details on how the download creates records, refer to Staff Evaluation Rating Download Processing. Leave blank | Administration > Registration Setup > Building > Staff > District Defined panel > Eval. Period Start Date on any of the following Staff Evaluation – 3012d pages:
Refer to Staff Evaluation Rating Download Processing for an explanation of how the Teacher Course Download creates records. |
10 | EVALUATION PERIOD END DATE | 108 – 117 | Local use only | Reg_user_staff.field_value WHERE reg_user_staff.field_number = 6 AND reg_user_staff.screen_number = 10150, 10160, 10170, 10180, 10190, 10210, or 10220 One record is submitted for each of the staff district-defined pages noted above. For details on how the download creates records, refer to Staff Evaluation Rating Download Processing. Leave blank | Administration > Registration Setup > Building > Staff > District Defined panel > Eval. Period End Date on any of the following Staff Evaluation – 3012d pages:
Refer to Staff Evaluation Rating Download Processing for an explanation of how the Teacher Course Download creates records. |
11 | EVALUATOR STAFF ID | 118 – 129 | Local use only | Reg_user_staff.field_value where reg_user_staff.field_number = 7 AND reg_user_staff.screen_number = 10150, 10160, 10170, 10180, 10190, 10210, or 10220 One record is submitted for each of the staff district-defined pages noted above. Leave blank | Administration > Registration Setup > Building > Staff > District Defined panel > Evaluator Staff ID on any of the following Staff Evaluation – 3012d pages:
|
12 | EVALUATOR DISTRICT CODE | 130 – 149 | Local use only | reg_district.State_Code_Equiv NY + 6 left-most characters in state_code_equiv Leave blank | Administration > General Setup > District > District: State Equivalency Code |
13 | EVALUATOR COMMENT | 150 - 4149 | Local use only | Reg_user_staff.field_value where reg_user_staff.field_number = 8 AND reg_user_staff.screen_number = 10150, 10160, 10170, 10180, 10190, 10210, or 10220 One record is submitted for each of the staff district-defined pages noted above. Leave blank | Administration > Registration Setup > Building > Staff > District Defined panel > Evaluator Comment on any of the following Staff Evaluation – 3012d pages:
|
14 | *ALTERNATE STAFF ID | 4150 – 4169 | NYS Reporting | reg_staff,staff_state_id | Administration > Registration Setup > Building > Staff > Staff Information panel: Staff State ID field |
15 | EVALUATION GROUP CODE | 4170 – 4189 | NYS Reporting | Always set the value as 3012d. | N/A |
16 | COURSE DISTRICT CODE | 4190 – 4209 | Local use only | Leave blank | N/A |
17 | COURSE LOCATION CODE | 4210 – 4221 | Local use only | Leave blank | N/A |
18 | COURSE CODE | 4222 – 4251 | Local use only | Leave blank | N/A |
19 | SUPPLEMENTARY COURSE DIFFERENTIATOR | 4252 – 4271 | Local use only | Leave blank | N/A |
20 | SECTION CODE | 4272 – 4301 | Local use only | Leave blank | N/A |
21 | EVALUATION REPORTING DISTRICT CODE | 4302 – 4321 | Local use only | Leave blank | N/A |
22 | EVALUATION REPORTING LOCATION CODE | 4322 - 4333 | Local use only | Leave blank | N/A |
Staff Evaluation Rating Download Processing
The New York Teacher/Course Download creates records based on the following staff district-defined pages:
- Staff Evaluation – 3012d – REQSP (Required Student Performance subcomponent)
- Staff Evaluation – 3012d – OPTSP (Optional Student Performance subcomponent)
- Staff Evaluation – 3012d – OSPC (Overall Student Performance category)
- Staff Evaluation – 3012d – REQOB (Required Teacher Observation/Principal School Visit subcomponent)
- Staff Evaluation – 3012d – OPTOB (Optional Teacher Observation/Principal School Visit subcomponent)
- Staff Evaluation – 3012d – OOBC (Overall Teacher Observation/Principal School Visit subcomponent)
- Staff Evaluation – 3012d – OC (Overall Composite)
At most, a staff member gets one record from each of these pages. The download applies several validation checks when determining whether to create a Staff Evaluation Rating record from a row of district-defined data. To be reported in the download, a staff evaluation district-defined page entry must meet these criteria:
- The Eval. Review Date must fall within the school year you are reporting. It also must fall within the date range formed by the Eval. Period Start Date and Eval. Period End Date.
- The Eval. Criteria Rating Points value must fall within the Low Value to High Value range defined for the Eval. Criteria Code in the Evaluation Criteria Rating Points – 3012d validation table.
- When you run the download, the current date needs to fall within the date range formed by the Eval. Period Start Date and Eval. Period End Date.
On each Staff Evaluation district-defined page, the download uses the record with the highest reg_staff_user.list_sequence value meeting these criteria. Visually, this is the lowest valid record on the page. Suppose you run the New York Teacher/Course Download for the 2018 school year on 05/18/2018. In this case, the download would create a record for the last row on this page as long as the Review Date is within the 2017-18 school year.