Staff and Staff Snapshot Templates

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:

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year, ensure ONLY the STAFF file is submitted and don’t submit a STAFF SNAPSHOT or STAFF ASSIGNMENT file since they are no longer active.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 Number	Field Name	Data Type, Required, Code	Valid Values
1	DISTRICT CODE	Character, Required, Key	School Year 2018-2019 Districts School Year 2019-2020 Districts
2	STAFF ID	Character, Required, Key	9 digit Staff ID (SSN – no dashes)
6	MIDDLE INITIAL	Character, Optional, Updateable
14	LOCATION CODE	Character, Required, Updateable	School Year 2018-2019 Locations School Year 2019-2020 Locations
20	GENDER CODE	Character, Conditionally Required, Updateable	M = Male F = Female
21	ETHNIC CODE SHORT	Character, Required, Updateable	Valid Values C = Caucasian B = Black or African American A = Asian I = American Indian/Alaskan Native P = Native Hawaiian or Other Pacific Islander
33	ORIGINAL HIRE DATE (ORIGINAL EMPLOYMENT START DATE)	Date, Required, Updateable	YYYY-MM-DD
35	STAFF START DATE OF CURRENT SCHOOL YEAR (CURRENT SERVICE DATE)	Date, Required, Updateable	YYYY-MM-DD
36	EXIT DATE **(In Staff Only)	Date, Optional, Updateable	YYYY-MM-DD
39	TEACHING OR PRINCIPAL YEARS EXPERIENCE	Number (0 decimals), Conditionally Required, Updateable
40	BIRTH DATE	Date, Required, Updateable	YYYY-MM-DD
43	TEACHING OR PRINCIPAL YEARS EXPERIENCE IN DISTRICT	Number (0 decimals), Conditionally Required, Updateable
45	HIGHEST DEGREE EARNED	Character, Conditionally Required, Updateable	Valid Values D = Doctorate E = Educational Specialist M = Masters B = Bachelors A = Associate N = Non-Degree
48	STAFF QUALIFICATION STATUS CODE	Character, Required, Updateable	Valid Values C = Certified Personnel N = Non-certified Personnel S = Substitute Teacher (Long Term) T = Substitute Teacher (Short Term) R = Contracted Related Service Provider
50	SNAPSHOT DATE * (in staff snapshot only)	Date, Required, Key	SY 18-19 Valid Values 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 SY 19-20 Valid Values 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
52	ANNUAL SALARY	Number (2 decimals), Conditionally Required, Updateable
54	TERMINATION CODE** (In Staff Only)	Character, Optional, Updateable	Valid Values 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
65	FIRST NAME LONG	Character, Required, Updateable
66	LAST NAME LONG	Character, Required, Updateable
69	HISPANIC INDICATOR	Character, Required, Updateable	Y = Yes N = No
70	RACE OR ETHNICITY SUB-GROUP CODE	Character, Conitionally Required, Updateable	Valid Values 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
71	HIGHEST DEGREE INSTITUTION CODE	Character, Conditionally Required, Updateable	Valid Values 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
72	BACCALAUREATE DEGREE INSTITUTION CODE	Character, Conditionally Required, Updateable	Valid Values 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
76	WORK E-MAIL ADDRESS	Character, Conditionally Required, Updateable
78	RACE 2 CODE	Character, Optional, Updateable	Valid Values C = Caucasian B = Black or African American A = Asian I = American Indian/Alaskan Native P = Native Hawaiian or Other Pacific Islander
79	RACE 3 CODE	Character, Optional, Updateable	Valid Values C = Caucasian B = Black or African American A = Asian I = American Indian/Alaskan Native P = Native Hawaiian or Other Pacific Islander
80	RACE 4 CODE	Character, Optional, Updateable	Valid Values C = Caucasian B = Black or African American A = Asian I = American Indian/Alaskan Native P = Native Hawaiian or Other Pacific Islander
81	RACE 5 CODE	Character, Optional, Updateable	Valid Values C = Caucasian B = Black or African American A = Asian I = American Indian/Alaskan Native P = Native Hawaiian or Other Pacific Islander
83	Employment Eligibility Verification	Character, Conditionally Required, Updateable	Valid Values J1VISA = J1 Visa TEMPVISA = Temporary Work Visa

Staff and Staff Snapshot Templates

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