How do I manage CALPADS Staff data in PowerSchool?

Complete Staff Data Entry Into PowerSchool

Management of Fall 2 data can be broadly categorized into three steps.

1. Identifying Staff by Job Classification (Due for Fall 2 Certification as of Census Date)
2. Complete Staff Data Entry In Your Student Information System (Recommended: as staff are hired or job assignments change the SIS should be updated to prepare for both Fall 2 and End of Year (EOY) reporting)
3. Complete Course Data Entry In Your Student Information System (Recommended: as courses are added, the SIS should be updated to prepare for both Fall 2 and End of Year (EOY) reporting)

By now, you should have a list of all of the staff members that are to be reported through CALPADS. 

Staff data can be broadly categorized into three types:

1. Staff Ethnicity/Race (All staff)
2. Core Staff Demographics (All staff)
3. Staff Assignments (All staff) 

Step a:  Staff Ethnicity/Race (All staff)

To search for a staff member > from the home page select > People > Staff > Search for Staff.

From the home page, select the staff member that you wish to view/update by entering their last name or their ID:

Once a staff member is selected, it should open directly to the staff information screen. If not, click on Staff Profile > Demographics.

Click on the correct answers to the questions of the staff member’s Ethnicity and Race and submit.  (ALL OTHER FIELDS CAN BE IGNORED FOR NOW)

Step b:  Core Staff Demographics (All staff)

Next from the left-hand menu navigate to Compliance > Staff Demographics.

On this page, you will be prompted to complete the following information.

• School Full-Time Equivalency
  • Leave blank for 100%.  If you have a part time staff, you can define that correct percentage in the Staff Assignments and not in this particular field.
• Exclude from State Reporting
  • Should be set to “No”

• SEID
  • This number is issued by the CTC (http://www.ctc.ca.gov/).  Each school should have access to the database that will allow the school to lookup the SEID number using the staff member’s Social Security Number and/or name.  The web address to lookup this number is https://info.ctc.ca.gov/fmi/xsl/SEIDLookup/lookup.xsl and you can request a User ID and Password by sending an e-mail to the CTC Information Services Unit at: credentials@ctc.ca.gov
  • For a teacher who meets the following criteria, according to the CALPADS User Manual. An SEID of 9999999999 may be used.
    • College professors with no K-12 credentials
    • Courses identified as college courses in CALPADS will not generate an exception
    • Contracted employees (COE, other districts, ROC/Ps, outside agencies) This will generate an exception, LEAs must provide evidence that educator holds appropriate credential and authorizations in CalSAAS

• Local Staff ID*
  • Required, typically auto-assigned when the staff record is created
• Legal Name
  • Required, Middle Initial optional

• Alias/Former Name
  • Optional

• Date of Birth
  • Required

• Gender
  • Required

• Highest Degree Code
  • Required

• Employment Status
  • Required.  For charter schools, this is most likely set to “(4)Other”

• Employment Start Date
  • Required.  This is the start date for the school.  Therefore, it can exist for previous years.

• Employment End Date
  • Required only if a staff member has left.

• Total Years in this LEA
  • Required.  This field should be incrementally increased every year.

• Total Years of Educational Service
  • Required.  This field should be incrementally increased every year.

Step c:  Staff Assignments (All staff)

Next from the left-hand menu navigate to Compliance > Staff Assignments.

Click on “New” to add current job assignment details. If an assignment exists, it is recommended that the assignment remains open unless the any of the job assignment details change. If job assignment details change (FTE, School of record, Non-classroom based job assignment) end former assignment and create new.  

If successful, your new Staff Assignment should now display and you are finished with the staff information! 

Reference this on how to update Course data for CALPADS in PowerSchool.