CALPADS Staff Demographics (SDEM) [.2124 - .2223]

Classic View: CA State Reporting > CALPADS Staff Demographics

Search Terms: CALPADS Staff Demographics

The Staff Demographics file is used to report demographic information for staff. This record uses Effective Date processing and is required for the Fall 2 Submission. It should be submitted to update Staff information prior to EOY reporting.

CALPADS Staff Demographics 

Report Logic

All Staff who have an active District Employment AND an active District Assignment with a Type of 10, 11, 12, 25, 26 or 27 as of the Reporting Date report, unless the Previous Submission Date is also chosen.

If Previous Submission Date is also entered, only staff who have a District Employment Start or End Date or an Identity Start Date between the Previous Submission Date +1 and the Reporting Date report. A District Assignment record with a Type of 10, 11, 12, 25, 26 or 27 MUST be assigned to the staff person.

The District Assignment record may be ended, but the end date cannot be on or earlier than the Previous Submission Date.

Staff must also have a Staff State ID (SEID). Staff who have a SEID of 9999999999 do not report.

Only one record reports no matter the number of District Assignment records assigned to the staff person.

Identifying demographics data for the following fields reports from the current identity. If the staff person's identity has changed since the previous submission date and the reporting date, and the new identity start date is within those dates, the new identity information reports. If the new identity start date is within those dates but is NOT the current identity record, data from the record marked as current reports.

  • Staff First Name, Staff Middle Name, Staff Last Name
  • Staff Alias First Name Staff Alias Middle Name, Staff Alias Last Name
  • Staff Birth Date
  • Staff Gender Code
  • All Staff Race Ethnicity Fields

The Effective Start Date is used to populate field 4, Effective Start Date. This date can be before the Reporting Date. The Effective End Date is optional and only used to populate field 5, Effective End Date.

Operational Keys

  • Reporting LEA
  • SEID

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

Best Practices

The following information provides guidance for entering data for staff records. 

District Employment

PATH: Census > People > District Employment

  • Verify the Teaching Start Year is populated for every record the teacher has in District Employment. If teaching start year is not populated, the Total Teaching Years value on the extract is not calculated.
  • The Teaching Years Modifier is populated only if there was a time frame the teacher was not teaching. If this is not known, leave this field blank. This should be done on the most recent record only. 
  • The District Teaching years Modifier is applied for the year or employment record in which the teacher was missing time. This calculates from previous records; only enter this value on the record that the teacher/staff member was not active in the district.

District Assignment

PATH: Census > People > District Assignment

To calculate the Service Years LEA field on the SDEM extract, the Type field on the District Assignment record is used. Only assignments assigned a value of the following are used in the calculation:

  • 10: Cert K12 Administrator
  • 11: Cert K12 Pupil Service
  • 12: Cert K12 Teacher
  • 25: Non-certified Administrator
  • 26: Charter School Non-Certificated Teacher
  • 27: Itinerant or Pull-Out/Push-In Teacher

Report Editor

The following fields are available for selected on the Staff Demographics File.

Field

Description

Reporting Date

Indicates the date of the report. This field displays the current date and includes staff with active District Employment and District Assignments on this date unless a previous submission date is entered.

Previous Submission Date

Date the file was previously submitted. If entered, only staff who have a data change since this date report.

Effective Start Date

A date entered in this field populates the Effective Start Date field. This field is normally left blank for ongoing submissions, which allows the appropriate start date to populate the extract field.

Effective End Date

A date entered in this field populates the Effective End Date field. This field is normally left blank unless the file submission is intended to insert historical data in existing CALPADS records.

Assignment Calculation

Determines the logic used in calculation the Service Years LEA value.

When marked, the Service Years LEA is calculated using the District Assignment information:

  • Only staff members are reported in the Service Year LEA field when they are assigned a Service Type of 10, 11, 12, 25, 26 or 27 on their District Assignment record, using the start and end dates of that record.
  • Values are rounded to a whole number.
  • A year is counted as July 1 to June 30.
  • If the District Teaching Years Modifier is populated on the District Employment record, that value is subtracted from the Service Years value.

When the Assignment Calculation checkbox is NOT marked, Service Years LEA reports as follows:

  • Districts report service years LEA based on the first District employment date in the district.
  • District Teaching Years Modifier is used for the years the staff member was not a service type 10, 11, 12, 25, 26, 27 and it is UP TO THE DISTRICT to ensure this data is accurate.

See the District Assignment Best Practices for more information.

Transaction Type

Indicates the type of transaction that occurs - Add/Update 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.

Calendar Selection

Select the calendar of Assignment for staff. 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 Demographic File

Either a Previous Submission Date or an Effective Start Date must be selected.

  1. Enter the Reporting Date in mmddyy format, or use the calendar icon to select a date. This date usually represents Information Day.
  2. Enter the Previous Submission Date in mmddyy format, or use the calendar icon to select a date. This is the date this file was previously submitted and is entered to create a Date Range for reporting Staff changes.
  3. Enter the Effective Start Date in mmddyy format, or use the calendar icon to select a date. This is used only to populate this field in the Extract.
  4. Enter the Effective Ed Date in mmddyy format, or use the calendar icon to select a date. This is used only to populate this field in the Extract and is not normally entered.
  5. Determine how Service Years LEA should be calculated, and mark the Assignment Calculation checkbox accordingly.
  6. Select the Transaction Type from the dropdown list - Add/Update or Delete.
  7. 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.
  8. Select the Calendars to include in the file.
  9. 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 Demographic File

Data Elements

Description

Location

Record Type Code

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

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

Alphanumeric, 4 characters

Data not stored

Transaction Type Code

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

  • D = Delete
  • Blank = Add/Update (default)

Alphanumeric, 1 character

Data not stored

Local Record ID

 N/A

N/A

 

Effective Start Date

Month, day and year on which the data within the record became active. This reports the date entered in the extract editor unless the Staff person has a District Employment Start Date after the Effective Start Date. Then the later date reports. 


If a date is not entered in the extract editor, the first instructional day of the School Year that contains the Reporting Date reports. If the record is reporting because of an Identity Effective Date within the Previous Submission Date/Reporting Date range, the later of the Identity Effective Date or first Instructional day of the School Year reports.


Date field, 8 characters (CCYYMMDD)

Data not stored

Effective End Date

Month, day and year on which the data within the record is no longer active. This reports the date entered in the extract editor unless the Staff person has a District Employment End Date that is on or before the Reporting Date. In that case, the District Employment End Date reports.


Date field, 8 characters (CCYYMMDD)

Data not stored

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

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. This identifier is known as the Statewide Educator Identifier (SEID).


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


Numeric, 10 digits

Census > People > Demographics > Person Identifiers > Staff State ID


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


Person.staffStateID

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


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


Person.staffNumber

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.

 

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

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


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 Middle Name

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


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

 

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


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


Alphanumeric, 30 characters

Census > People > Demographics > Person Information > Middle Name


Identity.middleName


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


Identity.legalMiddleName


HR > Personnel > Personnel Master > HR General > Middle 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.

 

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


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



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 Alias First Name

An alternative first name to the staff legal first name.  


If alias information is tied to the previous identity, this value reports from the previous identity; if the alias information is tied to the current identity, this value reports from the current identity.  


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


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

Staff Alias Middle Name

An alternative middle name to the staff legal middle name.   


If alias information is tied to the previous identity, this value reports from the previous identity; if the alias information is tied to the current identity, this value reports from the current identity.  


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


Alphanumeric, 30 characters

Census > People > Demographics > Person Information > Middle Name


Identity.middleName


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


Identity.legalMiddleName

Staff Alias Last Name

An alternative last name to the staff legal last name.  

If alias information is tied to the previous identity, this value reports from the previous identity; if the alias information is tied to the current identity, this value reports from the current identity.  


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


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

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


HR > Personnel > Personnel Master > HR General > Gender

Staff Hispanic Ethnicity

An indication of whether or not a staff member identifies as having a Hispanic ethnicity. This information is reported from the current identity record.

  • Reports a value of Y when Is the individual Hispanic/Latino? is set to Yes. 
  • Reports a value of N when Is the individual Hispanic/Latino? is set to No.
  • Reports a blank value when Is the individual Hispanic/Latino? is not populated (null) OR the Race/Ethnicity Determination is 05 (Intentionally Blank).

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


Alphanumeric, 1 character (Y, N or blank)

Census > Demographics > Person Information > Is the individual Hispanic/Latino?


Identity.hispanic
Ethnicity


HR > Personnel > Personnel Master > HR General > Is the Individual Hispanic/Latino?

Staff Ethnicity Missing Indicator

An indication of whether or not the staff’s ethnicity of Being Hispanic/Latino has intentionally been left blank.

  • Reports a value of Y when Is the Individual Hispanic/Latino is blank (null) or the Race/Ethnicity Determination is 05 (Intentionally Blank).
  • Otherwise, reports a value of N.

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


Alphanumeric, 1 character (Y or N)

Census > Demographics > Person Information >  Race/Ethnicity Determination


identity.raceEthnicity Determination


HR > Personnel > Personnel Master > HR General > Race/Ethnicity Determination

Staff Race 1 Code

A coded value representing a person’s race category. See the Race/Ethnicity Codes for a list of options. This information is reported from the current identity record.


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


Numeric, 3 digits or blank

Census > Demographics > Person Information > Race checkboxes


Identity.raceEthnicity


HR > Personnel > Personnel Master > HR General > Race

Staff Race 2 Code

A coded value representing a person’s race category. See the Race/Ethnicity Codes for a list of options. This information is reported from the current identity record.


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


Numeric, 3 digits or blank

Census > Demographics > Person Information > Race checkboxes


Identity.raceEthnicity


HR > Personnel > Personnel Master > HR General > Race

Staff Race 3 Code

A coded value representing a person’s race category. See the Race/Ethnicity Codes for a list of options. This information is reported from the current identity record.


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



Numeric, 3 digits or blank

Census > Demographics > Person Information > Race checkboxes


Identity.raceEthnicity


HR > Personnel > Personnel Master > HR General > Race

Staff Race 4 Code

A coded value representing a person’s race category. See the Race/Ethnicity Codes for a list of options. This information is reported from the current identity record.


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



Numeric, 3 digits or blank

Census > Demographics > Person Information > Race checkboxes


Identity.raceEthnicity


HR > Personnel > Personnel Master > HR General > Race

Staff Race 5 Code

A coded value representing a person’s race category. See the Race/Ethnicity Codes for a list of options. This information is reported from the current identity record.


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



Numeric, 3 digits or blank

Census > Demographics > Person Information > Race checkboxes



Identity.raceEthnicity


HR > Personnel > Personnel Master > HR General > Race

Staff Race Missing Indicator

An indication of whether or not the staff’s Race checkboxes have intentionally been left blank. This information is reported from the current identity record.


This reports a value of Y when there are no race checkboxes selected.


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


Alphanumeric, 1 character (Y or N)   

Census > Demographics > Person Information > Race checkboxes


Identity.raceEthnicity


HR > Personnel > Personnel Master > HR General > Race

Staff Highest Degree Code

The highest degree an individual has earned. See the Highest Education Level table for a list of options.


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


Alphanumeric, 1 character   

Census > People > District Employment > Education Level


HR > Personnel > Personnel Master > Qualifications > Degree Type


Employment.educationLevel

Staff Employment Status Code

A coded value representing an Employment Status Category. See the Position Status table for a list of options.


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



Alphanumeric, 1 character   

Census > People > District Employment > Position Status


Employment.status


 HR > Personnel > Personnel Master > HR General Info > Employment Dates > Position Status

Staff Employment Start Date

Start date of employment.


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


Date field, 8 characters (CCYYMMDD)   

Census > People > District Employment > Start Date


Employment.startDate


HR > Personnel > Personnel Master > HR General > Hire Date

Staff Employment End Date

End date of employment.


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



Date field, 8 characters (CCYYMMDD)   

Census > People > District Employment > End Date


Employment.endDate


 HR > Personnel > Personnel Master > HR General > Last Date Worked, Termination Date, Retirement Date

Service Years LEA

Total years the staff person has been employed by the district based on the start and end dates of the District Assignment record.

  • Only staff members are reported in the Service Year LEA field when they are assigned a Service Type of 10, 11, 12, 25, 26 or 27 on their District Assignment record.

  • Values are rounded to a whole number (any part of a year is equal to one year).

  • A year is calculated from July 1 to June 30.

  • If the District Teaching Years Modifier is populated on the District Employment record, that value is subtracted from the Service Years value.

See the following example:

  • Start Date: 8/1/2000
  • Reporting Date: 10/1/2009
  • District Teaching Years Modifier: 2

Service Years LEA would be 8. 2000 to 2009 = 10 years, minus 2 years.


If there is an earlier, closed DE with a number in the District Teaching Years Modifier, that number should not affect the calculation.


See the Best Practices section for additional information.


Numeric, up to 2 digits

Census > People > District Assignment > Start Date, End Date, Service Type


Census > People > District Employment > District Teaching Years Modifier

Total Years Service

Total number of years the staff person has been employed as a teacher in any location. This includes all years the staff member was active in the district. Multiple district employment records are included in this calculation.

Calculation:
Teaching Start Date to Reporting Date, minus whole years entered in Teaching Years Modifier (The value of the Teaching Years Modifier is a whole number rounded up so that any part of a year is equal to one year) (enter negative years to increase the calculated number). (Census > People > District Employment > Teaching Start Date and Teaching Years Modifier)


Any part of a year is equal to one year.


Numeric, up to 2 digits

Data not stored

Race Ethnicity Codes

Code

Name

100

American Indian or Alaskan Native

201

Chinese

202

Japanese

203

Korean

204

Vietnamese

205

Asian Indian

206

Laotian

207

Cambodian

208

Hmong

299

Other Asian

301

Hawaiian

302

Guamanian

303

Samoan

304

Tahitian

399

Other Pacific Islander

400

Filipino

600

Black or African American

700

White

Highest Education Level

Code

Name

A

Associate

B

Baccalaureate

C

Baccalaureate Plus 30

D

Doctorate

F

Fifth Year

M

Master

N

None

S

Special

U

Fifth Year within BA

V

Master plus 30

Y

Fifth Year Induction

Position Status

Code

Name

Description

1

Tenured

The individual is granted the right not to be fired without cause after an initial probationary period.

2

Probationary

The individual is in a trial period of his or her employment to determine whether or not he or she is suitable for the position.

3

Temporary

The individual is hired with the intention that he or she is employed for a finite period of time.

4

Other

Any other type of employment status.