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Staff and Staff Snapshot Templates

Staff and Staff Snapshot Templates 2019-10-09T08:48:24-06:00

Target Table Staff: STAFF

Target Table Staff Snapshot: STAFF_SNAPSHOT

Data Submission Schedule: K5P, 40 Day, 80 Day, 120 Day, End of Year (EOY), Open Year Round (7/15)

Grain for Staff: One record per staff / district

Grain for Staff Snapshot: One Record per staff / district / snapshot date

Load Sequences/Dependencies for Staff Snapshot:

  1. Staff

TEMPLATES DESCRIPTION :

  • STAFF SNAPSHOT – Records a point-in-time view of the staff population.  Only ACTIVE staff at each reporting period should be included.
  • STAFF – This template should reflect the current employee situation – there is only one record for each employee per district, even if the employee has worked in more than one location and/or district over the period of time covered by the warehouse (there is no school year field).  The Staff template can be submitted at all reporting periods in either a point-in-time fashion (only including active staff, except for exited teachers which may be reported at their time of exit) or in a cumulative fashion (all staff at the district for the school year).  At the EOY reporting period, STAFF must be cumulative for the entire year.  Note however, that the Staff template submission must include “Exited Teachers”.  Exited Teachers” may be reported at the time they exit and must be reported by the end of the year.  In the case of retirees, they may be reported at the EOY of their retirement year OR the following year.  If reported the following year, ensure ONLY the STAFF file is submitted and don’t submit a STAFF SNAPSHOT or STAFF ASSIGNMENT file since they are no longer active.

School Year 2019-2020 Changes: 

  • Staff and Staff Snapshot
    • New Field
      • Field 83 – EMPLOYMENT ELIGIBILITY VERIFICATION – Use this field to indicate if a teacher is working in the US with a J1 or Temporary Work Visa.
      • Field 71 – Institution of Higher Ed Codes:
        • 63 University of the Southwest (formerly College of the Southwest)-Hobbs – Description changed
        • 84 Navajo Technical University-Crownpoint – New
        • 85 Cooperative Educational Services – New
        • 86 Fort Lewis College – Durango, CO – New

STAFF File Name Format:  DDD_STAFF_YYYYMMDDHHMM.fff
File Name Format Example:  001_STAFF_201907071201.csv

STAFF SNAPSHOT File Name Format:  DDD_STAFF_SNAPSHOT_YYYYMMDDHHMM.fff
File Name Format Example:  001_STAFF_SNAPSHOT_201907071201.csv

in the table below a single asterisk (*) indicates that the field is in Staff Snapshot only
a double asterisk (**) indicates that the field is in Staff only

Field NumberField NameData Type, Required, CodeValid Values
1DISTRICT CODECharacter, Required, Key
2STAFF IDCharacter, Required, Key 9 digit Staff ID
(SSN – no dashes)
6MIDDLE INITIALCharacter, Optional, Updateable
14LOCATION CODECharacter, Required, Updateable
20GENDER CODECharacter, Conditionally Required, Updateable
  • M = Male
  • F = Female
21ETHNIC CODE SHORTCharacter, Required, Updateable
C = Caucasian
B = Black or African American
A = Asian
I = American Indian/Alaskan Native
P = Native Hawaiian or Other Pacific Islander
33ORIGINAL HIRE DATE (ORIGINAL EMPLOYMENT START DATE)Date, Required, UpdateableYYYY-MM-DD
35STAFF START DATE OF CURRENT SCHOOL YEAR (CURRENT SERVICE DATE)Date, Required, UpdateableYYYY-MM-DD
36EXIT DATE **(In Staff Only)Date, Optional, UpdateableYYYY-MM-DD
39TEACHING OR PRINCIPAL YEARS EXPERIENCENumber (0 decimals), Conditionally Required, Updateable
40BIRTH DATEDate, Required, Updateable YYYY-MM-DD
43TEACHING OR PRINCIPAL YEARS EXPERIENCE IN DISTRICTNumber (0 decimals), Conditionally Required, Updateable
45HIGHEST DEGREE EARNEDCharacter, Conditionally Required, Updateable
D = Doctorate
E = Educational Specialist
M = Masters
B = Bachelors
A = Associate
N = Non-Degree
48STAFF QUALIFICATION STATUS CODECharacter, Required, Updateable

  • C = Certified Personnel
  • N = Non-certified Personnel
  • S = Substitute Teacher (Long Term)
  • T = Substitute Teacher (Short Term)
  • R = Contracted Related Service Provider

50SNAPSHOT DATE * (in staff snapshot only)Date, Required, Key

  • 2018-10-01 = 40D
  • 2018-12-15 = 80D
  • 2019-03-01 = 120D
  • 2019-06-01 = EOY
  • 2019-06-29 = Summer (Optional)
  • 2018-09-01 = K3P
  • 2018-07-15 = Open-Year-Round

  • 2019-10-01 = 40D
  • 2019-12-15 = 80D
  • 2020-03-01 = 120D
  • 2020-06-01 = EOY
  • 2020-06-29 = Summer (Optional)
  • 2019-09-01 = K5P
  • 2019-07-15 = Open-Year-Round

52ANNUAL SALARYNumber (2 decimals), Conditionally Required, Updateable
54TERMINATION CODE** (In Staff Only)Character, Optional, Updateable 

  • 01 – Left NM and teaching in other state
  • 02 – Left for reasons other than retirement
  • 03 – Left to teach in private school in NM
  • 04 – Went to other public/charter NM district
  • 05 – Took non-teaching position in district
  • 06 – Died
  • 07 – Retired
  • 08 – Personal Reasons
  • 09 – Non-Renewal of Contract
  • 10 – Non-Renewal of Teaching License
  • 11 – Discharged prior to end of contract
  • 12 – Resigned prior to completion of contract
  • 13 – Reduction in force/staff
  • 14 – Leave of absence (i.e. Permanent leave of absence due to illness or another reason)
  • 15 – Military Service
  • 16 – Teaching in Another Country
  • 17 – Peace Corps / ACTION
  • 18 – Completion of Short Term Contract
  • 19 – Left to teach in BIE (Bureau of Indian Education) school in NM
  • 99 – Unknown Reason
65FIRST NAME LONGCharacter, Required, Updateable
66LAST NAME LONGCharacter, Required, Updateable
69HISPANIC INDICATORCharacter, Required, Updateable
  • Y = Yes
  • N = No
70RACE OR ETHNICITY SUB-GROUP CODECharacter, Conitionally Required, Updateable 

  • 00 – Not Applicable
  • 01 – Acoma
  • 02 – Cochiti
  • 03 – Isleta
  • 04 – Jemez
  • 05 – Jicarilla Apache
  • 06 – Laguna
  • 07 – Mescalero Apache
  • 08 – Nambe
  • 09 – Navajo
  • 10 – Picuris
  • 11 – Pojoaque
  • 12 – San Felipe
  • 13 – San Ildefonso
  • 14 – Ohkay Owingeh (formerly San Juan)
  • 15 – Sandia
  • 16 – Santa Ana
  • 17 – Santa Clara
  • 18 – Kewa (formerly Santo Domingo)
  • 19 – Taos
  • 20 – Tesuque
  • 21 – Zia
  • 22 – Zuni
  • 23 – Other
71HIGHEST DEGREE INSTITUTION CODECharacter, Conditionally Required, Updateable

  • 55 – University of New Mexico
  • 56 – New Mexico State University
  • 57 – New Mexico Highlands University
  • 58 – Western New Mexico University
  • 59 – Eastern New Mexico University
  • 60 – New Mexico Institute of Mining and Technology
  • 61 – University of Albuquerque
  • 62 – Santa Fe University of Art & Design (formerly College of Santa Fe)-Closed
  • 63 – University of the Southwest (formerly College of the Southwest)-Hobbs
  • 64 – St. John’s College
  • 65 – New Mexico Military Institute
  • 66 – College of Artesia
  • 67 – Central New Mexico Community College
  • 68 – Institute of American Indian Art
  • 69 – Luna Vocational-Technical Institute
  • 70 – Navajo Community College
  • 71 – New Mexico Junior College
  • 72 – Northern New Mexico Community College
  • 73 – San Juan College
  • 74 – Santa Fe Community College
  • 75 – Mesa Technical College
  • 76 – Clovis Community College
  • 77 – Southwestern College (Santa Fe)
  • 78 – Wayland Baptist University
  • 79 – University of Phoenix
  • 80 – Western Governor’s University
  • 81 – National American University
  • 82 – ITT Technical Institute
  • 83 – Webster University – Albuquerque
  • 84 – Navajo Technical University – Crownpoint
  • 85 – Cooperative Educational Services (CES)
  • 86 – Fort Lewis College – Durango CO
  • 00 – Non-Degree

72BACCALAUREATE DEGREE INSTITUTION CODECharacter, Conditionally Required, Updateable

  • 55 – University of New Mexico
  • 56 – New Mexico State University
  • 57 – New Mexico Highlands University
  • 58 – Western New Mexico University
  • 59 – Eastern New Mexico University
  • 60 – New Mexico Institute of Mining and Technology
  • 61 – University of Albuquerque
  • 62 – Santa Fe University of Art & Design (formerly College of Santa Fe)-Closed
  • 63 – College of the Southwest
  • 64 – St. John’s College
  • 65 – New Mexico Military Institute
  • 66 – College of Artesia
  • 67 – Central New Mexico Community College
  • 68 – Institute of American Indian Art
  • 69 – Luna Vocational-Technical Institute
  • 70 – Navajo Community College
  • 71 – New Mexico Junior College
  • 72 – Northern New Mexico Community College
  • 73 – San Juan College
  • 74 – Santa Fe Community College
  • 75 – Mesa Technical College
  • 76 – Clovis Community College
  • 77 – Southwestern College (Santa Fe)
  • 78 – Wayland Baptist University
  • 79 – University of Phoenix
  • 80 – Western Governor’s University
  • 81 – National American University
  • 82 – ITT Technical Institute
  • 83 – Webster University – Albuquerque
  • 00 – Non-Degree

76WORK E-MAIL ADDRESSCharacter, Conditionally Required, Updateable
78RACE 2 CODECharacter, Optional, Updateable 
C = Caucasian
B = Black or African American
A = Asian
I = American Indian/Alaskan Native
P = Native Hawaiian or Other Pacific Islander
79RACE 3 CODECharacter, Optional, Updateable 
C = Caucasian
B = Black or African American
A = Asian
I = American Indian/Alaskan Native
P = Native Hawaiian or Other Pacific Islander
80RACE 4 CODECharacter, Optional, Updateable 
C = Caucasian
B = Black or African American
A = Asian
I = American Indian/Alaskan Native
P = Native Hawaiian or Other Pacific Islander
81RACE 5 CODECharacter, Optional, Updateable 
C = Caucasian
B = Black or African American
A = Asian
I = American Indian/Alaskan Native
P = Native Hawaiian or Other Pacific Islander
83Employment Eligibility VerificationCharacter, Conditionally Required, Updateable
J1VISA = J1 Visa
TEMPVISA = Temporary Work Visa

 

Page last updated October 9, 2019