Staff tab
Create options for staff files.
- Choose an Option Group at the top.
- Select needed options as defined below.
- Click "Save" when done.
Option Group - Choose an option group. Option groups are created in the Schedule tab.
Staff:
Year - Defaults to the current year but a prior year may be accessed by using the drop down list. This will accommodate for the multi-year file batches that the state can process.
Include Staff - Check to include staff demographic records as shown in the Human Resource Master.
Include Assignments - Check to include assignment records meaning what school(s) of which the staff have been assigned as shown in the Human Resource Master. This is not student assignments in Classroom Gradebook.
Include Absences - Check to include daily staff (not student) absentee records as shown in the Employee Attendance Posting. This allows the user to submit staff absences to EDLink if recorded in JCampus. This reports the staff absences from our staff absence tables and not [[Location Scanning[[. You can import staff absences in the PEP300 format into JCampus using the staff demographic import.
Include Payroll - Check to include payroll records as shown in the Human Resource Master or if not using our HR Master then from your district's payroll vendor.
Include Schedules - Check to include teacher schedule records as shown in the Master Schedule Editor. This is not the student schedules.
Include Mentor - Check to include mentor records. Mentor Teacher (RMT) are teachers that work with Resident teachers. 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 and a schedule will be generated for the Resident Teacher. Resident Teachers must have a contract record in Human Resource Master with school assignment information, but Salary/Payroll information is not necessary for State reporting.
Contract:
Include Contractors - Check to include contract records as shown in Human Resource Master.
Include Assignments - Check to include assignment records meaning what school(s) of which staff have been assigned as shown in the Human Resource Master.
Include Schedules - Check to include teacher schedule records as shown in the Master Schedule Editor.
Vacant:
Include Vacant Positions - Optional, depending on whether or not there are any long term substitutes teaching in the school(s). If there are any long term subs, select to include them to the file. These are found in the Staff Column of the Master Schedule Editor as they would be entered as any other teacher would be entered but they would have a 999 State ID in the Human Resource Master.
Include Assignments - Check to include assignment records meaning what school(s) of which staff have been assigned as shown in the Human Resource Master.
Include Payroll - Check to include payroll records as shown in the Human Resource Master or if not using our HR Master then from your district's payroll vendor.
Include Schedules - Check to include teacher schedule records as shown in the Master Schedule Editor.
Vacant Defaults:
Salary - Enter a salary amount to default for a Staff/Vacant Position short term substitute since this information would not be in Human Resource Master since the person is a short term substitute.
Days - Enter days amount to default for a Staff/Vacant Position short term substitute since this information would not be in Human Resource Master since the person is a short term substitute.
Minutes - Enter minutes amount to default for a Staff/Vacant Position short term substitute since this information would not be in Human Resource Master since the person is a short term substitute.
Function Code - Enter a function code to default for a Staff/Vacant Position short term substitute since this information would not be in Human Resource Master since the person is a short term substitute.
Options:
As of Date - Use the date of 10-01-20XX The As of Date should not change until possibly for the Feb submission.
- This date will default to current day BUT if a date like Oct 1 is chosen for a "Option Group" and saved, it will default to that date when the specific "Option Group" is chosen again.
Send EOY - This ensures all staff for the whole year are considered.
Use SIS School - Use this option only if the district has Program Schools that are not reported to the state.
Generate extra records - Check to include automatically generated records for teacher schedules and contracts based on SIS school. This is only activated when Use SIS School is checked.
Use Active Master Schedule - Choose whether to use district's current master schedule or your district's master schedule as of the most recent occurrence of 10/1 for processing. The selected option must also be used for CUR and PEP reports.
Use October Master Schedule - Choose whether to use district's current master schedule or your district's master schedule as of the most recent occurrence of 10/1 for processing. The selected option must also be used for CUR and PEP reports.
CVR Partial StaffID's - Select individual staff to send a CVR partial. This will only put the files in JDrive and not for transmission.
Follow the steps below and you to can create partial CVR files to upload to the DM FTP site.
- Create a new option group for "CVR".
- Go to the Student tab and select the year, build course file, and set the date. Click the Save button.
- Go to the Staff tab and select the year, Staff & Schedules checkbox, Schedule as of Date, Send EOY, SIS school (if applicable) and select the staff you want to send (CVR Partial StaffIDs text box). Note that Contract employees (type 3 & 4) do not get sent to CVR. Click the Save button.
- Go to the Schedule tab and click "Build" and choose "CVR".
- The files will build and be in your JDrive. These files will not be placed to send automatically to the EDLink SFTP.
Save - Click after all areas have been entered or updated.
Note on staff contract day count. The day count is reported with a decimal now instead of a implied decimal (18200 vs 182.00)
Q & A
Q - Which boxes should I check?
A - If you are reporting Staff through JCampus Human Resources, then check everything off. If you are not then under Staff, only check off the Include Schedules, under Contract, only check off Include Schedules and under Vacant, only check off Include Schedules. If you use the OCT1 Master Schedule for Students tab, then use it on the Staff tab as well.
