How do I manage CALPADS Fall 2 data in Infinite Campus? (Step 2 of 3 – Staff)

Complete Staff Data Entry within Infinite Campus

By now, you should have a list of all of the staff members that are to be reported through CALPADS. If not, please return to the article in Step 1 here. If so, let’s continue!

Staff data can be broadly categorized into four types:

1. Staff Ethnicity/Race (All staff)
2. Core Staff Demographics (All staff)
3. Staff Assignments (All staff)
4. Highly Qualified Teacher Competency (Teachers Only)

Staff Ethnicity and Demographics

Step 1: Add/Review Ethnicity and Race information for all staff

Under the “Census” menu on the Index tab, locate “People” and select “Search” Staff to view a list of all staff currently listed in Infinite Campus.

Select a staff member and update or review the Race/Ethnicity information from the Demographics tab as shown below.

CALPADS requires both a Federal Ethnicity (Hispanic/Not Hispanic) and Race Information for staff, even if that information is listed as “Unknown” or “Missing”. Infinite Campus allows you to select how you have determined the selection for other Federal reporting requirements, but is not mandatory for CALPADS.

For Certificated Staff Only

The State Educator ID (SEID) number must be placed in the Staff State ID field in order to report properly on the Staff Demographics and Staff Assignments CALPADS extracts.

Step 2: District Employment

Employment Information required for CALPADS Fall 2 may be found on the District Employment tab within the staff record. Fields such as the Date of Hire (LEA/District Start Date), Education Level, Position Status, Full Time Equivalency (FTE Percent) and Last Date of Employment (End Date) need to be completed.

 

Start Date

• Required
• First date of hire within your LEA/District (This is not the assignment start date)
• Total Years of Service in LEA is calculated using this field

Teaching Start Year

• Required for Teachers
• First date of service in Education
  • Total Years of Educational Service is calculated using this field

FTE Percent

• Required
• For full-time staff, use 100; for part-time, use the appropriate percentage (two-digit number) such as 60 = 60%.

Position Status

• Required
• Options include: Tenured, Probationary, Temporary or Other

End Date

• Required if employment has ended since the last Census Day/End of Year reporting in CALPADS.
• Best practice is to complete this information immediately after a staff member leaves your school or LEA whether that is during the school year or at the end of any academic year.

Step 3: Staff Assignments (District Assignments tab)

Staff Assignments are those staff roles which are reported to CALPADS and include:

• Teacher (Certificated and Non-Certificated)
• Administrator (Certificated and Non-Certificated)
• Itinerant or Pull-Out/Push-In Teacher
• Pupil Services including
  • Psychologists
  • Social Workers
  • Librarians
  • Nurses
  • Counselors
  • Student Support Services – Other
  • Various Special Education roles

Step 3a: To complete these fields within Infinite Campus, refer to the District Assignments tab in the individual staff record.

If this is a new staff member, select “New” and the appropriate school for which you will report the staff member.

Start Date

• Required
• First date of the Assignment within your school.
  • Usually a date within the current school year for new staff
  • If a returning staff member has served in this particular role for several years, the Start Date is the first date he/she was hired for this role and does not need to change unless the FTE changes.

FTE of Assignment

• Required
• Use a number which represents the percentage of time the staff member serves in this role. See examples below:
  • 100 = 100% FTE: A full-time staff member that holds only one role
  • 60 = 60% FTE: A full-time staff member who serves in this particular role 60% of the time and may hold another role within the school or LEA for the other 40%. Be sure to have two assignments with appropriate FTEs for staff serving multiple roles within your school.

End date

• Required if the staff member is no longer serving in this role, the staff member leaves the school/LEA, or the FTE for the role has changed.
  • If any of these apply, add the last date the staff member served in this role and create a new role with new dates and FTEs as needed.

Type (aka Staff Assignment / Role)

• Required
• Select from the drop down menu of CALPADS Code Sets as appropriate for each staff member.

Non-Classroom Support Code

• Required for the roles of Administrator, Non-Certificated Administrator, and Pupil Services.
• Choose from the drop down menu of CALPADS Code Sets as appropriate for each staff member’s role.

Step 4: Credential Information (Highly Qualified Status) for TEACHERS ONLY

All teachers must have their Highly Qualified status listed within their staff record in order for the CALPADS Fall 2 Course and Section information to report properly (Step 3 in the Fall 2 process). It is recommended that this information get updated during the Staff Demographics and Assignments phase.

Step 4a: Add Credential to Teacher’s Staff Record

• On the Credentials tab, Select New Credential
• Then Select Credential Type from the drop down menu
  • Select HQ for Highly Qualified, Credentialed Teachers

Step 4b: Complete the Credential Information

• Start Date and Subject Matter Competency are required

Staff Information is now complete and the Staff Demographics (SDEM) and Staff Assignments (SASS) CALPADS reports should be run and validated for errors before upload to CALPADS.