Staff Snapshot 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 Snapshot file.
* = Required for all staff
+ = Required only for specified staff
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? |
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1 | *DISTRICT CODE (DISTRICT OF RESPONSIBILITY CODE) | 1 - 8 | NYS Reporting | reg_district.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 > General Information panel: Staff State ID field |
3 | SOCIAL SECURITY NUMBER | 21 - 31 |
| reg_staff.ssn | Administration > Registration Setup > Building > Staff: Staff Information panel—Social Security Number |
4 | LAST NAME SHORT | 32 - 56 |
| Leave blank – use field #66 |
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5 | FIRST NAME SHORT | 57 - 71 |
| Leave blank – use field #65 |
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6 | MIDDLE INITIAL | 72 - 72 |
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7 | JOB CLASS CODE | 73 - 76 |
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8 | +POSITION TITLE (TEACHER TITLE) | 77 - 116 |
| Use TEACHER if staff member has reg_user_staff.field_value on screen_number = 10200 where field_number = 1 | Administration > Registration Setup > Building > Staff > District-Defined panel > Staff Dates: Teacher Hire Date field |
9 | EXTRA JOB CLASS CODE 1 | 117 - 120 |
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10 | EXTRA JOB CLASS CODE 2 | 121 - 124 |
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11 | EXTRA JOB CLASS CODE 3 | 125 - 128 |
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12 | EXTRA JOB CLASS CODE 4 | 129 - 132 |
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13 | EXTRA JOB CLASS CODE 5 | 133 - 136 |
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14 | *PRIMARY LOCATION CODE (LOCATION CODE) | 137 - 142 | NYS Reporting | reg_staff_bldgs.building – If staff work in multiple buildings, use '0000' | Administration > Registration Setup > Building > Staff: Building Information panel—Building |
15 | DIVISION | 143 - 157 |
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16 | DEPARTMENT | 158 - 164 |
| reg_staff_bldgs.department – | Administration > Registration Setup > Building > Staff: Building Information panel—Department |
17 | STAFF EMPLOYMENT TYPE CODE | 165 - 168 |
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18 | UNION | 169 - 174 |
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19 | SUPERVISOR | 175 - 239 |
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20 | *GENDER CODE | 240 - 245 | NYS Reporting | reg_staff.gender – | Administration > Registration Setup > Building > Staff: General Information panel—Gender |
21 | RACE OR ETHNICITY CODE | 246 - 247 | NYS Reporting | reg_staff.prim_ethnic_code | Administration > Registration Setup > Building > Staff: General Information panel—Race |
22 | OBSOLETE | 248 - 287 |
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23 | HOME PHONE | 288 - 301 |
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24 | PHONE SECURITY | 302 - 302 |
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25 | ADDRESS 1 | 303 - 332 |
| reg_staff_address.street_number, reg_staff_address.street_prefix, reg_staff_address.street_name, reg_staff_address.street_suffix, reg_staff_address.street_type | Administration > Registration Setup > Building > Staff: Address Information panel—House Number + Street Prefix + Street Name + Street Suffix + Street Type |
26 | ADDRESS 2 | 333 - 362 |
| reg_staff_address.apartment, reg_staff_address.complex | Administration > Registration Setup > Building > Staff: Address Information panel—Apartment + Complex |
27 | CITY | 363 - 387 |
| reg_staff_address.city | Administration > Registration Setup > Building > Staff: Address Information panel—City |
28 | STATE CODE | 388 - 389 |
| reg_staff_address.state | Administration > Registration Setup > Building > Staff: Address Information panel—State |
29 | FULL ZIP CODE | 390 - 399 |
| reg_staff_address.zip | Administration > Registration Setup > Building > Staff: Address Information panel—Zip |
30 | RANK/PERFORMANCE TIER | 400 - 400 |
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31 | MEDICAL EXAM | 401 - 401 |
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32 | SUBSTANCE TEST | 402 - 402 |
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33 | +ORIGINAL HIRE DATE (TEACHER HIRE DATE) | 403 - 412 | NYS Reporting | reg_user_staff.field_value where screen_number = 10200 and field_number = 1 | Administration > Registration Setup > Building > Staff > District-Defined panel > Staff Dates: Teacher Hire Date field |
34 | TENURE DATE (TEACHER TENURE DATE) | 413 - 422 |
| reg_user_staff.field_value where screen_number = 10200 and field_number = 2 | Administration > Registration Setup > Building > Staff > District-Defined panel > Staff Dates: Teacher Tenure Date field |
35 | CURRENT SERVICE DATE | 423 - 432 |
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36 | +EXIT DATE | 433 - 442 | NYS Reporting | reg_user_staff.field_value where screen_number = 10200 and field_number = 3 | Administration > Registration Setup > Building > Staff > District-Defined panel > Staff Dates: Exit Date field |
37 | STAFF CITIZENSHIP CODE | 443 – 462 |
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38 | FELONY | 463 – 463 |
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39 | YEARS EXPERIENCE | 464 – 465 |
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40 | *BIRTH DATE | 466 – 475 | NYS Reporting | reg_staff.birthdate | Administration > Registration Setup > Building > Staff: General Information panel—Birth Date |
41 | *ACTIVE/INACTIVE INDICATOR | 476 – 476 | NYS Reporting | Check reg_staff_bldgs.active setting for each building assigned to the staff member. If the staff member is active for at least one building, set this value to Y. Otherwise, set the value to N. | Administration > Registration Setup > Building > Staff > Building Information panel > click Building link > General Information panel: Active checkbox |
42 | LAST STATUS DATE | 477 – 486 |
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43 | *YEARS EXPERIENCE IN DISTRICT | 487 – 488 | NYS Reporting | Calculated either based on Field 33, Teacher Hire Date, or Field 106, Principal Hire Date. | Administration > Registration Setup > Building > Staff > District-Defined panel > Staff Dates: Teacher Hire Date field Administration > Registration Setup > Building > Staff > District-Defined panel > Staff Dates: Principal Hire Date field |
44 | JOB CLASS CODE LONG | 489 – 496 |
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45 | HIGHEST DEGREE EARNED | 497 – 516 |
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46 | YEARS OF HIGHER EDUCATION | 517 – 520 |
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47 | MILITARY DUTY STATUS | 521 – 560 |
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48 | STAFF QUALIFICATION STATUS CODE | 561 – 580 |
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49 | JOB CLASS DESCRIPTION | 581 – 620 |
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50 | *SNAPSHOT DATE | 621 – 630 | NYS Reporting | schd_ms.school_year. Use June 30 of the reported school year. Ex: For 2011-12, use 2012-06-30. | School Year from Master Schedule Record (Scheduling > Courses > Course Sections > Master Schedule) |
51 | PAY STEP LEVEL | 631 – 634 |
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52 | +ANNUAL SALARY | 635 – 644 | NYS Reporting | reg_user_staff.field_value where screen_number = 10300 and field_number = 3 | Administration > Registration Setup > Building > Staff > District-Defined panel > Staff Additional Information: Annual Salary field |
53 | CONTRACT WORK DAYS | 645 – 648 |
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54 | +EMPLOYMENT SEPARATION REASON CODE | 649 – 654 | NYS Reporting | reg_user_staff.field_value where screen_number = 10300 and field_number = 5 | Administration > Registration Setup > Building > Staff > District-Defined panel > Staff Additional Information: Emp. Separation Reason Code field |
55 | FULL STAFF NAME | 655 – 696 |
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56 | +ITINERANT TEACHER | 697 – 699 | NYS Reporting | Reg_user_staff.field_value where screen_number = 10300 and field_number = 7 | Administration > Registration Setup > Building > Staff > District-Defined panel > Staff Additional Information: Itinerant Teacher field |
57 | *ALTERNATE STAFF ID | 700 – 719 | NYS Reporting | reg_staff.staff_state_id | Administration > Registration Setup > Building > Staff: Staff Information panel—State Staff Id |
58 | ALTERNATE ANNUAL SALARY | 720 – 729 |
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59 | ALTERNATE CONTRACT WORK DAYS | 730 – 733 |
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60 | +EMPLOYMENT BASIS | 734 – 738 | NYS Reporting | Use reg_user_staff.field_value where screen_number = 10300 and field_number = 4 | Administration > Registration Setup > Building > Staff > District-Defined panel > Staff Additional Information: Employment Basis (%). The download divides this value by 100. |
61 | ALTERNATE EMPLOYMENT BASIS | 739 – 743 |
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62 | BENEFITS VALUE | 744 – 753 |
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63 | LOCAL CONTRACT | 754 – 756 |
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64 | CONTRACTING ORGANIZATION | 757 – 764 |
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65 | *FIRST NAME LONG | 765 – 824 | NYS Reporting | reg_staff.first_name | Administration > Registration Setup > Building > Staff: Staff Information panel—First Name |
66 | *LAST NAME LONG | 825 – 884 | NYS Reporting | reg_staff.last_name | Administration > Registration Setup > Building > Staff: Staff Information panel—Last Name |
67 | NAME SUFFIX | 885 – 894 |
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68 | PAY STEP LEVEL ALPHA | 895 – 898 |
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69 | HISPANIC ETHNICITY INDICATOR | 899 – 901 | NYS Reporting | reg_staff.hispanic | Administration > Registration Setup > Building > Staff: General Information panel—Hispanic/Latino Ethnicity |
70 | RACE OR ETHNICITY SUBGROUP CODE | 902 – 903 |
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71 | HIGHEST DEGREE INSTITUTION CODE | 904 – 933 |
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72 | BACCALAUREATE DEGREE INSTITUTION CODE | 934 – 963 |
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73 | ADDRESS 3 | 964 – 993 |
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74 | BASE ZIP CODE | 994 – 998 |
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75 | ZIP CODE +4 | 999 – 1002 |
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76 | *EMAIL ADDRESS | 1003 – 1082 | NYS Reporting | reg_staff.email | Administration > Registration Setup > Building > Staff: Email and Login panel—Email Addresses |
77 | MIDDLE NAME | 1083 – 1142 | NYS Reporting | reg_staff.middle_name | Administration > Registration Setup > Building > Staff: Staff Information panel—Middle Name |
78 | +RACE 2 CODE | 1143 – 1146 | NYS Reporting | reg_staff_ethnic.ethnic_code where ethnicity_order = 2 | Administration > Registration Setup > Building > Staff > General Information panel > Race field's More button: Race and Order fields |
79 | +RACE 3 CODE | 1147 – 1150 | NYS Reporting | reg_staff_ethnic.ethnic_code where ethnicity_order = 3 | Administration > Registration Setup > Building > Staff> General Information panel > Race field's More button: Race and Order fields |
80 | +RACE 4 CODE | 1151 – 1154 | NYS Reporting | reg_staff_ethnic.ethnic_code where ethnicity_order = 4 | Administration > Registration Setup > Building > Staff> General Information panel > Race field's More button: Race and Order fields |
81 | +RACE 5 CODE | 1155 – 1158 | NYS Reporting | reg_staff_ethnic.ethnic_code where ethnicity_order = 5 | Administration > Registration Setup > Building > Staff> General Information panel > Race field's More button: Race and Order fields |
82 | POSTSECONDARY SUBJECT AREA | 1159 – 1173 |
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83 | EMPLOYMENT ELIGIBILITY VERIFICATION | 1174 – 1181 |
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84 | NAME PREFIX | 1182 – 1211 |
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85 | WORK PHONE | 1212 – 1225 |
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86 | CELL PHONE | 1226 – 1239 |
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87 | MAILING ADDRESS 1 | 1240 – 1279 |
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88 | MAILING ADDRESS 2 | 1280 – 1319 |
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89 | MAILING ADDRESS 3 | 1320 – 1349 |
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90 | MAILING ADDRESS CITY | 1350 – 1379 |
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91 | MAILING ADDRESS STATE CODE | 1380 – 1381 |
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92 | MAILING ADDRESS BASE ZIP CODE | 1382 – 1386 |
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93 | MAILING ADDRESS ZIP CODE +4 | 1387 – 1390 |
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94 | EMPLOYMENT STATUS | 1391 – 1394 |
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95 | AUTHORIZED TO CARRY WEAPON INDICATOR | 1395 – 1397 |
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96 | STAFF FIRST NAME ALIAS | 1398 – 1457 |
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97 | STAFF PREVIOUS LAST NAME | 1458 – 1517 |
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98 | PS STATE STUDENT ID | 1518 – 1529 |
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99 | PERSONAL EMAIL ADDRESS | 1530 – 1609 |
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100 | EMPLOYMENT SEPARATION TYPE CODE | 1610 - 1629 |
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101 | PREVIOUS STAFF ID | 1630 – 1641 |
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102 | +YEARS OF TEACHING EXPERIENCE | 1642 – 1646 | NYS Reporting | Calculate based on reg_user_staff.field_value where screen_number = 10300 and field_number = 3 | Administration > Registration Setup > Building > Staff > District-Defined panel > Staff Additional Information: Teaching Experience Start Date |
103 | PERSONAL INFORMATION VERIFICATION CODE | 1647 – 1651 |
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104 | POSITION HIRE DATE | 1652 – 1661 |
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105 | +SECOND POSITION TITLE (PRINCIPAL TITLE) | 1662 – 1711 | NYS Reporting | Use PRINCIPAL if staff member has reg_user_staff.field_value on screen_number = 10200 where field_number = 4 | Administration > Registration Setup > Building > Staff > District-Defined panel > Staff Dates: Principal Hire Date field |
106 | +SECOND POSITION HIRE DATE (PRINCIPAL HIRE DATE) | 1712 – 1721 | NYS Reporting | reg_user_staff.field_value where screen_number = 10200 and field_number = 4 | Administration > Registration Setup > Building > Staff> District-Defined panel > Staff Dates: Principal Hire Date field |
107 | +SECOND POSITION TENURE DATE (PRINCIPAL TENURE DATE) | 1722 – 1731 |
| reg_user_staff.field_value where screen_number = 10200 and field_number = 5 | Administration > Registration Setup > Building > Staff> District-Defined panel > Staff Dates: Principal Tenure Date field |
108 | STAFF EDUCATION LEVEL CODE | 1732 – 1751 |
| Convert reg_user_staff.field_value to nytb_stf_edu_level.state_code_equiv where screen_number = 10300 and field_number = 1 | Registration Information > Staff Information > District-Defined panel > Staff Additional Information: Staff Education Level |
109 | EMPLOYMENT OFFER DATE | 1752 – 1761 |
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110 | +ANNUAL CONTRACT WORK MONTHS | 1762 – 1763 | NYS Reporting | reg_user_staff.field_value where screen_number = 10400 and field_number = 3. Return the field_value for the row where the School Year (field_number = 1) is the same as the prompted School Year from Teacher Course Download. | Administration > Registration Setup > Building > Staff> District-Defined panel > Staff Yearly Record: Annual Contract Work Months for the prompted School Year |
111 | +PROFESSIONAL DEVELOPMENT INDICATOR | 1764 – 1766 | NYS Reporting | reg_user_staff.field_value where screen_number = 10400 and field_number = 2. Return the field_value for the row where the School Year (field_number = 1) is the same as the prompted School Year from Teacher Course Download. | Administration > Registration Setup > Building > Staff> District-Defined panel > Staff Yearly Record: Professional Dev. Indicator for the prompted School Year |
112 | +CERTIFICATION EXEMPTION CODE | 1767 – 1769 | NYS Reporting | reg_user_staff.field_value where screen_number = 10500 and field_number = 1 | Administration > Registration Setup > Building > Staff> District-Defined panel > Charter Information: Certification Exemption Code field |
113 | COUNTRY CODE | 1770 – 1773 |
| Blank | N/A |
114 | MAILING ADDRESS COUNTRY CODE | 1774 – 1777 |
| Blank | N/A |
115 | STAFF APPROVAL STATUS CODE | 1778 - 1797 |
| Blank | N/A |