Demographics Tab

The Resource Master screen will have the following title fields with RED letters *Name, Staff ID, SSN, Gender, Date of Birth. These are critical fields that are required for a new employee record to be created. Additional information will be required for data submission to the DOE for PEP.

*Name - Click in the field and a new popup will appear. Enter First Name, Middle Name, Last Name and suffix (if applicable).

Contact Information - Add addresses, phone numbers and types, emails, etc.

*Staff ID will be automatically generated at this time.

*SSN - Click the field for the data entry popup to appear. Add the Social Security number, Interface ID information, etc. The generate temporary SSN popup will also appear. Click Yes to generate one. Click No then enter the SSN for the employee. In place of a SSN, the staff members State ID can be entered instead.

*Gender - Click in the box using the drop down list.

*Date of Birth - Click this field and use the calendar selection process to select the employee's date of birth.

Driver License - Click this field to enter the information for License Type, License State, License Number, and Expiration Date.

Citizenship - Click this field to enter the information for Citizenship Status, Country of Citizenship Code, Nationality, First Entry Date into the US, and Country of Citizenship Name.

Languages - Click this field to enter the information for Correspondence Language Code, Dominant Language Code, Home Language Code, Correspondence Language Name, Dominant Language Name, and Home Language Name.

Eligibility - Click inside the box for a list to choose from.

Substitute Info - Click this box to enter the information for Sub Area, Sub Location, and Approval Date.

Obsolete - Click this box for a list of Type, and Codes to choose from.

NPI NO - Dr/Nurse NPI number (10-digit #)

Department - Choose from the popup list of codes. These codes can be created/edited using the Custom Code Management program with the setup box Type of HR-Department.

Position - Choose from the popup list of codes. These codes can be created/edited using the Custom Code Management program with the setup box Type of HR-Position.

General Ethnic/Religion - Select whether employee is Hispanic/Latino or Non-Hispanic/Latino

Applicable Ethnic - Select either 01 American Indian or Alaskan Native, 02 Asian, 03 Black (Not Hispanic), 04 Hispanic (not required if employee is Hispanic), 05 White (Not Hispanic) or 06 Native Hawaiian or Pacific Islander. Multiple ethnic indicators can be selected.

Married Status - Click inside the box for a list to choose from.

Military Status - Click this field to enter the information Military Service Type, Military Duty Status, Military Enter Date, Military Discharge Date, Military Discharge Type, and Military Res. Oblig. Ending Date.

Emergency Contact - Click inside the box to enter emergency contact information.

Health Information - Click inside the box to enter health information such as Medical Examinations, Health Insurance, etc.

Immunization Info - Click this field to enter the information like Immunization Type, Date, Mandated or Not, and Immunization Status Code.

Highest Education - Information required for all employees.

Cert Info - Certification Information. Enter information in the Active Certification section-Type, Number, Suffix, and/or Exception. Also, you can import a teacher`s certificates by clicking on the Teach LA button.

NTE/Praxis Info - Click inside the box to see information.

Highly Qualified - Enter up to 14 areas in which a certified employee is highly qualified. Each area requires a Method by which HQ was determined.

Payroll ID - You may type in this information if you have the security in User Management.

Do Not Overwrite with Import - Check this box to not change employee record during automatic employee imports.

Status Code - Click inside the box to choose from the list, 01 School Board Employee, 02 Post Secondary Employee, 03 Contracted Professional Services Person, 04 Third Party Contracted Employee, 05 Classified State Employee, 06 Unclassified State Employee, and 07 Resident Teacher.

• 07 Resident Teacher are student teachers that work with Mentor teachers. For LA EDLink Reporting Staff files (Include Mentor option), this works in combination with the Add Staff column of the Master Schedule Editor and the Mentor Teacher (RMT) in the Special Codes field of HR Master. In Master Schedule Editor, the Mentor Teacher would be the main teacher and the Resident Teacher would need to be added to the Add Staff field with 1 percent and a schedule will be generated for the Resident Teacher.

Hire Date - Date employee was hired.

Staff Info - Click to see confidential info.

Site - Contract/Site information.

Contracts - Contract/Site information.

Special Codes - Click inside the box for staff special codes information.

• Mentor Teacher (RMT) are teachers that work with Resident teachers. For LA EDLink Reporting Staff files (Include Mentor option), this works in combination with the Add Staff column of the Master Schedule Editor and the Resident Teachers in the Status Code field of HR Master. In Master Schedule Editor, the Mentor Teacher would be the main teacher and the Resident Teacher would need to be added to the Add Staff field with 1 percent and a schedule will be generated for the Resident Teacher.

Separation - Click inside the box for separation information. Add a date that the staff member is terminating employment. This is similar to a leave date for students in Student Master except that PEP defines the end date as the last day an employee is assigned work. Student leave dates are the day after their last day of attendance at the school.

• Adding separation dates and answering Yes to this popup question will inactivate the user.

Retirement Code - Click inside for a list of retirement codes.

Retiree CD - Indication of whether a return-to-work retiree salary is with/without salary limits or caps

Change Data - Date and time employee made change(s).

Comments - Other comments.

Save - or continue entering the information in the other remaining fields. Refer to the PEP data requirements below to determine what additional information will be needed for DOE submissions.

No security assigned: When an employee is given a separation date, and if there is no username and password in User Management assigned to the employee, you will get the statement, "No Security Records Found for this Employee."

Security record: When a separation date is assigned, you will then be get the question, "This will immediately inactivate any access the user has to the JCampus system. Do you wish to inactivate this user in security?" You will need to answer Yes or No.

• Then, choose the separation reason and add a comment if necessary; close the box and save the record.

Employee Picture - To upload the picture to the appropriate staff member, click on the picture.

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