CALPADS Staff Assignment (SASS) [.2112 - .2223]

Classic View: CA State Reporting > CALPADS Staff Assignment

Search Terms: CALPADS Staff Assignment

The Staff Assignment file is used to submit data about staff teaching assignments. This information is reported for all certificated staff (Type 10, 11, 12, 25, 26, 27) who are actively employed on Information Day. Staff members must have a SEID, but staff with a SEID = 9999999999 do not report. Multiple records may be submitted if the staff person has multiple assignments in different schools or different Types.  CALPADS Staff Assignment

Report Logic

All staff who have an active District Employment record and an active District Assignment record with Type = 10, 11, 12, 25, 26 or 27 on the reporting date are included.

  • Staff must have a Staff State ID (SEID) in Census > Demographics > Person Identifiers that is not blank or 9999999999.
  • Multiple records should be submitted if a staff member has multiple District Assignments with different Type codes. (One record per Type code per School. A staff person with three District Assignments with Type 12 in the same School reports one record. A staff person with one District Assignment with Type 12 and one with Type 11 reports two records).
  • Submit Multiple records when a staff member has multiple District Assignments with the same Type code in different schools.
  • In Field 14, the FTE for all active assignments in a school with the same Type are summed for reporting. If the staff person has multiple District Assignments with Types 10,11 or 12, the Non-Classroom Assignment Codes from all appropriate district assignments are reported in Fields 15-21, up to a total of seven unique codes in all district assignments for a given Type.
  • For districts using Campus HR, staff who have multiple Work Assignments report a second row with a (potentially) different Location; the percent reports from the Work Locations Percent field, if populated.

Operational Keys

  • Academic Year ID
  • School of Assignment

This is a FULL REPLACEMENT file. This means that if a file is submitted/posted to CALPADS, and a later file with the same School of Assignment and Academic Year is submitted/posted, the records from the second file are replaced, rather than updated or added to, the records from the first file.

Non-Binary Gender Reporting

Schools can assign students a gender of M: Male, F: Female, X: Non-binary. This is done on the Identities tool and/or the Demographics tool. 

CALPADS Extracts use the Legal Gender field included in the Protected Identity Information to report student and staff identity information.

To record a gender of X: Non-binary, on the Identities tool:

  1. Assign the Gender of X: Non-Binary in the standard identify fields.
  2. Assign the Protected Identity Information Legal Gender of M: Male, F: Female, or X: Non-binary.
  3. Save the record when finished.

Screenshot of the Gender and Legal Gender fields for California. Gender and Legal Gender Assignment

Report Editor

The following fields are available on the Staff Assignment Editor.

Field

Description

Reporting Date

Indicates the date of the report. This field displays the current date and includes active staff as of this date.

Transaction Type

Indicates the type of transaction that occurs - Replace or Delete.

Format

Determines how the report generates. Select State Format (Caret Delimited) if submitting records to the state. Other formats available for testing and review purposes are CSV and HTML.

Ad hoc Filter

Select which staff to include in the extract by choosing a filter that was created in the Filter Designer.

Calendar Selection

Select the calendar of Assignment. Calendars can be chosen by the active year, by the school name or by the year.

Report Generation Options

Choose the Generate Extract to display the results of the chosen items immediately. Choose the Submit to Batch option to generate the report at a specified time. This option is helpful when generating large amounts of data.

Generate the Staff Assignment File

  1. Enter the Reporting Date in mmddyy format, or use the calendar icon to select a date.
  2. Select the Transaction Type from the dropdown list - Replace or Delete.
  3. Select the Format of the file. The State Format (Caret Delimited) should be chosen when submitting records to the state. Other formats available for testing and review purposes are CSV and HTML.
  4. Use the Ad hoc Filter to select staff already included in a filter. This is not required.
  5. Select the Calendars to include in the file.
  6. Click the Generate Extract button. Or generate the extract at a specified time using the Submit to Batch button. The file appears in a new window in the selected format.

Staff Assignment File

Data Elements

Description

Location

Record Type Code

Type of data record being submitted. Chosen on the Extract Editor. Reports as SASS.

  • Reports as SASS.txt for the State Format
  • Reports as SASS.csv for the CSV Format

Alphanumeric, 4 characters

Data not stored

Transaction Type Code

Action CALPADS should take with this record. Chosen on the Extract Editor.

  • D = Delete
  • Blank = Replace (default)

Alphanumeric, 1 character

Data not stored

Local Record ID

 This field does not report.

N/A

Reporting LEA

A unique identifier for the educational service institution in which the Staff person is employed.


If the reporting calendar is from a School with Type 15: Independently Reporting Charter, the State School Number reports (not the State District Number).


This field reports the Secondary District Number when the reporting calendar has a School Type of 16: Secondary State District Number.


Numeric, 7 digits

System Administration > Resources > District Information > State District Number


District.number


System Administration > Resources > School > School Number


School.number


System Administration > Resources > School > Type


School.type

School of Assignment

A unique identifier for the school where a Staff person  is assigned. District-level staff should have a District Assignment in a School that has the State District Number entered as the State School Number.


If the CDS Number field is populated on the School editor, that value reports.


Numeric, 7 digits

System Administration > Resources > School > State School Number


School.Number


System Administration > Resources > School > CDS Number

Academic Year ID

A unique identifier assigned to a specific Academic Year. An Academic Year is the period during which school is in regular session and provides a required number of days of instruction.


Date field, 9 characters (CCYY-CCYY)

System Administration > Calendar > School Years > Start Year/End Year


Calendar.schoolYear

SEID

A unique identifier assigned to each Educator in the California public education system by the California Commission on Teacher Credentialing.


When Campus Human Resources is enabled, this field reports from the HR General Information editor.


Alphanumeric, 10 characters

Census > People > Demographics > Person Identifiers > Staff ID


Person.staffID


HR > Personnel > Personnel Master > HR General > State Number

Local Staff ID

A unique identifier assigned to a Staff member by the local educational agency.


When Campus Human Resources is enabled, this field reports from the HR General Information editor.


Numeric, up to 10 digits

Census > People > Demographics > Person Identifiers > Staff Number


Person.staffNumber


HR > Personnel > Personnel Master > HR General > Personnel Number

Staff First Name

The legal first name of the staff person. This information is reported from the current identity record.


If the Legal First Name field is populated, information reports from that field.


When Campus Human Resources is enabled, this field reports from the HR General Information editor.


Name fields may only include alphabetic letters, numbers, periods, hyphens, or apostrophes.


Alphanumeric, 30 characters 

Census > People > Demographics > Person Information > First Name


Identity.firstName


Census > People > Identities > Identity Information > Protected Identity Information > Legal First Name


Identity.legalFirstName


HR > Personnel > Personnel Master > HR General > First Name

Staff Last Name

The legal last name of the staff person. This information is reported from the current identity record.


If the Legal Last Name field is populated, information reports from that field.


When Campus Human Resources is enabled, this field reports from the HR General Information editor.


Name fields may only include alphabetic letters, numbers, periods, hyphens, or apostrophes.


Alphanumeric, 50 characters

Census > People > Demographics > Person Information > Last Name


Identity.lastName


Census > People > Identities > Identity Information > Protected Identity Information > Legal Last Name


Identity.legalLastName


HR > Personnel > Personnel Master > HR General > Last Name

Staff Birth Date

Birth date of the staff person. This information is reported from the current identity record.


When Campus Human Resources is enabled, this field reports from the HR General Information editor.


Date field, 10 characters (CCYYMMDD)

Census > People > Demographics > Person Information > Birth Date


Identity.birthDate


HR > Personnel > Personnel Master > HR General > Birth Date

Staff Gender Code

Gender of the staff person.This information is reported from the current identity record.


If the Legal Gender field is populated, information reports from that field.


When Campus Human Resources is enabled, this field reports from the HR General Information editor.


See the Non-Binary Gender Reporting section for additional information. 


Alphanumeric, 1 character (M or F)

Census > People > Demographics > Person Information > Gender


Identity.gender


Census > People > Identities > Identity Information > Protected Identity Information > Legal Gender


Identity.legelGender


HR > Personnel > Personnel Master > HR General > Gender

Staff Job Classification Code

A coded value representing the Educational Service Job Classification.


See the Job Classification Codes for a list of options.


Numeric, 2 digits

Census > People > District Assignments > Type


EmploymentAssignment.type

Staff Job Classification FTE Percentage

Calculation of the staff person’s FTE reported to a tenth of a percentage. Valid range is 1.0 to 200.0.

Staff who have multiple district assignments of the same type reports the sum of FTE from all assignments within the same type in the same school. 


Staff who have multiple district assignments in different school reports the sum of the FTE from all assignments of the same type in the same school.


For districts not using Campus Human Resources

Enter FTE as a percentage on the District Assignment editor. A value of 1.0 FTE reports as 100. A value of .5 reports as 50. 


FTE does not have to be calculated for each teaching assignment if the teacher has multiple assignments. It is appropriate to enter the total FTE on one of the assignments and leave the rest blank. 


For districts using Campus Human Resources: 

When Campus Human Resources is enabled, this field reports from the HR Work Assignments editor. 


Enter FTE as a numeric value on the Work Assignments editor. A value of 1 FTE reports as 100 when the report is generated. A value of .5 reports as 50. 


When a staff person had multiple work locations at different percent values, the value is calculated by multiplying the Position FTE value by the Work Location Percent field. 

 


Numeric, 5 characters (NNN.N)

Census > People > District Assignments > FTE of Assignment


EmploymentAssignment.fte


HR > Personnel > Personnel Master > Work Assignments > Work Locations > Percent


HR > Personnel > Personnel Master > Work Assignments > Position FTE

Non-Classroom
Support Code 1

A coded value representing the Support/Non-Classroom Based Job Assignment. See the Non-Classroom Support Codes for a list of options.

  • If Type 10 or 25, reports the Assignment Code if equal to 0100-0160, 0171, 0199, 0301-0302, 0307, 0318 or 6018.
  • If Type 11, reports the Assignment Code if equal to 0202-0226, 0228, 0400, 0407 or 6018.
  • If Type 12, 26 or 27, reports the Assignment Code if equal to 6006-6007, 6010-6011, 6014, 6017-6020 or 6099.
  • If the Assignment Code is not equal to one of the above, the value reports from Non-Classroom Assignment Code 1 if populated.

Do NOT enter the same code in both the Assignment Code and Non-Classroom Support Code 1 field.


When Campus Human Resources is enabled, this field reports from the HR Work Assignments editor. 


Numeric, 4 digits

Census > People > District Assignments > Non-Classroom Assignment Code 1 or Assignment Code


EmploymentAssignment.nonClassroom1


HR > Personnel > Personnel Master > Work Assignments > Non-Classroom Support Code

Non-Classroom
Support Code 2

A coded value representing the Support/Non-Classroom Based Job Assignment.


If Type is 10, 11, 12, 25, 26 or 27, and the value from the Assignment Code reports in the previous field, the value reports from the Non-Classroom Assignment Code 1 field unless it is the same code that reports in the previous field. Then, the code reports from the Non-Classroom Assignment Code 2 if set.


Otherwise, a blank field reports.

See the Non-Classroom Support Codes for a list of options.


When Campus Human Resources is enabled, this field reports from the HR Work Assignments editor. 


Numeric, 4 digits

Census > People > District Assignments > Non-Classroom Assignment Code 2


EmploymentAssignment.nonClassroom2


HR > Personnel > Personnel Master > Work Assignments > Non-Classroom Support Code

Non-Classroom Support Code 3

A coded value representing the Support/Non-Classroom Based Job Assignment.


If Type is 10, 11, 12, 25, 26 or 27, and the value from the Assignment Code reports in the previous field, the value reports from the Non-Classroom Assignment Code 1 field unless it is the same code that reports in the previous field. Then, the code reports from the Non-Classroom Assignment Code 3 if set.

See the Non-Classroom Support Codes for a list of options.


When Campus Human Resources is enabled, this field reports from the HR Work Assignments editor.


Numeric, 4 digits

Census > People > District Assignments > Non-Classroom Assignment Code 3


EmploymentAssignment.nonClassroom3


HR > Personnel > Personnel Master > Work Assignments > Non-Classroom Support Code

Non-Classroom
Support Code 4

A coded value representing the Support/Non-Classroom Based Job Assignment.


If Type is 10, 11, 12, 25, 26 or 27, and the value from the Assignment Code reports in the previous field, the value reports from the Non-Classroom Assignment Code 1 field unless it is the same code that reports in the previous field. Then, the code reports from the Non-Classroom Assignment Code 4 if set.


See the Non-Classroom Support Codes for a list of options.


When Campus Human Resources is enabled, this field reports from the HR Work Assignments editor.


Numeric, 4 digits 

Census > People > District Assignments > Non-Classroom Assignment Code 4


EmploymentAssignment.nonClassroom4


HR > Personnel > Personnel Master > Work Assignments > Non-Classroom Support Code

Non-Classroom
Support Code 5

A coded value representing the Support/Non-Classroom Based Job Assignment.


If Type is 10, 11, 12, 25, 26 or 27, and the value from the Assignment Code reports in the previous field, the value reports from the Non-Classroom Assignment Code 1 field unless it is the same code that reports in the previous field. Then, the code reports from the Non-Classroom Assignment Code 5 if set.

See the Non-Classroom Support Codes for a list of options.


Numeric, 4 digits

Census > People > District Assignments > Non-Classroom Assignment Code 5


EmploymentAssignment.nonClassroom5


HR > Personnel > Personnel Master > Work Assignments > Non-Classroom Support Code

Non-Classroom
Support Code 6

A coded value representing the Support/Non-Classroom Based Job Assignment.


If Type is 10, 11, 12, 25, 26 or 27, and the value from the Assignment Code reports in the previous field, the value reports from the Non-Classroom Assignment Code 1 field unless it is the same code that reports in the previous field. Then, the code reports from the Non-Classroom Assignment Code 6 if set.

See the Non-Classroom Support Codes for a list of options.


When Campus Human Resources is enabled, this field reports from the HR Work Assignments editor. 


Numeric, 4 digits

Census > People > District Assignments > Non-Classroom Assignment Code 6


EmploymentAssignment.nonClassroom6


HR > Personnel > Personnel Master > Work Assignments > Non-Classroom Support Code

Non-Classroom
Support Code 7

A coded value representing the Support/Non-Classroom Based Job Assignment.


If Type is 10, 11, 12, 25, 26 or 27, and the value from the Assignment Code reports in the previous field, the value reports from the Non-Classroom Assignment Code 1 field unless it is the same code that reports in the previous field. Then, the code reports from the Non-Classroom Assignment Code 7 if set.

See the Non-Classroom Support Codes for a list of options.


When Campus Human Resources is enabled, this field reports from the HR Work Assignments editor. 


Numeric, 4 digits

Census > People > District Assignments > Non-Classroom Assignment Code 7


EmploymentAssignment.nonClassroom7


HR > Personnel > Personnel Master > Work Assignments > Non-CALPADS Valid Code Combinationsnon-lassroom Support Code

Job Classification Codes 

The Job Classification Codes listed here are the only ones reported in the CALPADS Staff Assignment extract. For a complete list of the Job Classification Codes, see the California District Assignments page.

Code

Name

Description

10

Certificated K-12 Administrator

An employee of the Education Service Institution in a position requiring certification but who is not required to provide direct instruction to pupils or direct services to pupils (services such as those provided by a pupil services employee. This category does not include mentor teachers.

11

Certificated K-12 Pupil Services

An employee of an Educational Service Institution who is in a position requiring a standard designated services credential, health and development credential, or a library media teacher credential and who performs direct services to pupils (counselors, guidance and welfare personnel, library media teachers, psychologists, etc.). Program specialists as defined in Education Code Section 56368 are also to be reported as pupil service employees.

12

Certificated K-12 Teacher

An employee of the Educational Service Institution who holds a position requiring certification or other state alternative and whose duties require direct instruction to the pupils in the school(s) of that district, including mentor teachers and in some cases, long-term substitute teachers.

25

Non-certificated Administrator

An employee of an Educational Service Institution at the administrative level (assistant, deputy or associate superintendent, or higher) who has been waived of the requirement of having to possess an administrative services credential.

26

Charter School Non-Cert Teacher

An employee of a charter school that is providing instruction in a non-core course (as defined in the school's charter) who has been waived of the requirement of having to obtain a teaching credential.

27

Itinerant or Pull-out/Push-in Teacher

A Staff member is one who travels from school to school, providing special materials, consultation with school personnel, and individualized instruction in disability specific skills that encompass what is known as the expanded core curriculum.