Staff Assignment File

This section of the documentation will review prerequisites to creating the Staff Assignment file, the processing steps to create the file and, the file layouts/mapping for each file included in the submission.

Staff Assignment Prerequisites

1. Please make sure the USID has been uploaded before you attempt to run the Staff Assignment downloads. See the Updating Staff USIDs Using a File section for more information.
2. If you have not already done so, make sure all your Master Schedule course-sections have an OR OPTE Information page record. For a procedure, refer to Mass Updating OR OPTE Information. You need this so the OR IUID Utility can load course-section IUIDs as described in Step 3. The best practice is to run this procedure when you initially create a new year's Master Schedule. This avoids the risk of overwriting saved settings. You can remove course-sections from the Records to be Updated list when you run the update if you do already have some records defined. 
3. Make sure IUID data is up to date at ODE and that you have IUIDs assigned in eSchoolPlus.
   • Follow the procedure for IUID Processing to provision for IUIDs and update existing IUID data.
   • Upload new IUIDs into eSchoolPlus using the OR IUID Utility.
4. Courses to be included should have the appropriate NCES code in the State Course field (see the Course Catalog or Course Equivalency Definition section for more information.
5. The collection only reports Primary and Secondary staff members with Staff Date Tracking records and Start Dates in the Master Schedule. Verify course-sections have Staff Date Tracking records.
   • You can use the Generate Course Staff Date-Tracking Data utility to add this information for multiple course-sections at the same time. Refer to the eSchoolPlus online help for a procedure.
   • The Generate Course Staff Date-Tracking Data page includes the Teacher License Set to N checkbox. Leave the box unselected (default) if the staff member should have a Teacher License Flag setting of Y in the Staff Assignment file. If selected, the checkbox reports an N for Teacher License Flag.
6. Courses to be included should have the appropriate information on the OR OPTE Information page, Course Section level.
   • Use the HQ Teacher #1 fields to record Highly Qualified Teacher information for a course-section's Primary Staff member. The HQ Teacher #2 fields apply to the course-section's Secondary Staff.
   • To exclude a course-section from the collection, set the Include in Staff Assignment field to N for No.
7. If you want to include summer school courses from the prior year, select the Prior Year Summer Schl Courses checkbos on the OR Configuration page. Verify the summer school courses exist in your current year environment with current-year State IDs assigned. For a procedure, refer to Creating Staff Files for Prior Year Summer School.

Staff Assignment Processing

1. Go to Regulatory > Collections > Collections > OR Staff Download. Enter the prompts as specified in the section OR Staff Download > Prompts panel.
2. Click the Run icon at the top right of the page.
3. Review the errors in the Tasks/Reports menu's error log and update the data as necessary.
4. Once any data updates are made, repeat step 1 using the same prompt values. Repeat Steps 1 through 3 until all errors are corrected.
5. Go to the OR Staff Submission Files page (Regulatory > Collections > Collections > OR Staff Submission Files) and enter the values specified in the section OR Staff Submission Files > Prompts panel.
6. Click the Run icon at the top right of the page.
7. Click the Tasks/Reports button on the Navigation bar to display the Tasks and Reports page. The csv filename is in the format OR_ReportingPeriod_Extract_datetime.csv.

OR Staff Download

Regulatory > Collections > Collections > OR Staff Download

Prompts panel

OR Staff Submission Files

Regulatory > Collections > Collections > OR Staff Submission Files

Prompts panel

Staff Assignment File Layouts

Staff Assignment File Layout/Mapping