PIMS Staff Template (Pennsylvania)

Classic View: PA State Reporting > PIMS Extracts > Staff Template

Search Terms: PIMS Extracts

The Staff Template reports each staff member who is actively employed on the Reporting Date entered on the extract editor. 

See the PIMS Reporting article for additional PIMS Reporting information.

Report Logic

One record is submitted per staff member in October, December, March and August.This extract reports the same information as the Staff Snapshot Template.

  • If the Exclude checkbox is marked on the District Assignment tool, the staff person does not report.
  • For the October reporting period, if the District Employment Qualification field on the District Employment editor is populated, the staff person does not report.
  • For the June reporting period, all current staff reporting, including those with the District Employment Qualification field populated.

Generate the Staff Template

  1. Select Staff Template from the Extract Type from the dropdown list.
  2. Select the desired Reporting Period.
  3. Enter the Effective Date of the extract in mmddyy format or use the calendar icon to select a date.
  4. Select the Format of the extract.
  5. Select a Staff Ad hoc Filter, if desired.
  6. Select the appropriate Calendar(s) from which to include data on the extract.
  7. Click the Generate Extract button or the Submit to Batch button, if available. The extract displays in the selected format.

Staff Template, CSV Format

Staff Template, HTML Format

Report Layout

Data ElementDescriptionCampus Interface
District Code

State District Number


Reports the district number of the reporting school unless there is a different district located in the Serving District field.


Numeric, 9 digits

System Administration > Resources > District Information > State District Number


Student Information > General > Enrollments > State Reporting Fields > Serving District


District.number

Staff ID

Reports the staff person's state-assigned identification number.


For the October reporting period, staff who have the District Employment Qualification field populated do not report. This field reports from the Staff State ID field.


For the June reporting period, all current staff report, including those with the District Employment Qualification field populated.

  • When District Employment Qualification is populated, the License Number reports from the District Employment record (SS + License Number), if populated. If not populated, it reports from the Staff State ID (SS + Staff State ID).
  • When District Employment Qualification is not populated, the Staff State ID reports from the Demographics tool.

Numeric, 9 digits

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


Census > People > District Employment > License Number


Person.staffStateID

Fields 3-7
These fields do not report.
N/A
Job Description 

Reports the level of access that should be granted in the PCAAS Roster Verification System for the selected school year. Options are:

  • LWS: LEA-Wide and Student Access
  • LNS: LEA-Wide and No Student Access
  • SWS: Scjhool and Student Access
  • SNS: School and No student Access
  • NPA: No PVAAS Access

Alphanumeric, 3 characters

Census > People > District Employment > Employment Information > Job Description

CustomEmploymentEmployment.jobDescription


Fields 9-13 These fields do not report. N/A
Location Code

State School Number of the reporting school.


This code reports from the Alt School Number field on the School editor. If that field is not populated, the State School Number field on the School editor is used.


Numeric, 4 digits

System Administration > Resources > School > Alt School Number, State School Number

School.altNumber

School.number


Fields 15-16 These fields do not report. N/A
Staff Type

Indicates whether the staff person is employed for a standard number of hours in a week, month or other period of time.


When the staff person is full-time, reports as F. When the staff person is part-time, reports as P.


Alphanumeric, 1 character

Census > People > District Employment > Status

Employment.status
Fields 18-19 These fields do not report. N/A 
Gender CodeReports the staff person as being either Male (M) or Female (F). Reports from protected identities Legal Gender when the Demographic Gender is X. Blank reports when the staff person's Gender is X and legal gender is blank.

Alphanumeric, 1 character
Census > People > Demographics > Person Information > Gender

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

Identity.gender
Ethnic Code ShortReports the staff person's race/ethnicity.

Numeric, 1 digit
Census > People > Demographics > Person Information > Race/Ethnicity

Identity.raceEthnicity
Field 22 This field does not report.
N/A 
Home PhoneReports the household phone number (area code, number, extension).

Numeric, 14 digits
Census > People > Households > Phone

Household.phone
Field 24 This field does not report.
N/A 
Address 1Reports the street name and number or PO Box of the staff person's mailing address.

Alphanumeric, 30 characters

Census > Address > Address Info > Number, Prefix, Street, Tag, Direction, PO Box


Address.number

Address.prefix

Address.street

Address.tag

Address.dir

Address.POBox

Address 2Reports the apartment number of the staff person's mailing address.

Alphanumeric, 30 characters
Census > Address > Address Info > Apt

Address.apt
CityReports the city of the staff person's mailing address.

Alphanumeric, 25 characters
Census > Address > Address Info > City

Address.city
StateReports the state of the staff person's mailing address.

Alphabetic, 2 characters
Census > Address > Address Info > State

Address.state
Full Zip CodeReports the complete zip code (5 digit code plus 4) of the staff person's mailing address.

Numeric, 10 digits
Census > Address > Address Info > Zip

Address.zip
 Fields 30-34 These fields do not report.
N/A
Current Service DateMonth, day and year on which the staff person was hired.

Date field, 10 characters, YYYY-MM-DD
Census > People > District Employment > Start Date

Employment.startDate
Exit DateMonth, day and year on which the staff person was no longer employed by the district.

Date field, 10 characters, YYYY-MM-DD
Census > People > District Employment > End Date

Employment.endDate
Fields 37-38 These fields do not report. N/A
Years Experience

Total number of years the staff person has worked in one or more education institutions.

This field always reports a value that is not zero (0).


This field is calculated from the Teaching Start Year and the Effective Date of the report generation. The Teaching Years Modifier will be added to this calculation if not null or 0.


The logic for this field is as follows:

  • If less than one year reports 1.
  • If 1 day - 1 year and 364 days reports 1.
  • If 2 years - 2 years and 364 days reports 2.
  • If 3 years - 3 years and 364 days reports 3, etc.

Numeric, 2 digits

Census > People > District Employment > Teacher Start Year

Employment.teachingStartYear
Birth DateReports the birth date of the staff person.

Date field, 10 characters, YYYY-MM-DD
Census > People > Demographics > Person Information > Birth Date

Identity.birthDate
Active/Inactive IndicatorIndicates whether the staff person is currently active, terminated or on leave.

Alphabetic, 1 character
Census > People > District Employment > Employment Status

Employment.employmentStatus
Field 42 This field does not report.
N/A
Years Experience in District

Total number of years the staff person has worked in the current district.


This is a calculated value based on the start date of employment. This field always reports a value that is not zero (0).


This field is calculated from the District Employment Start Date and the Effective Date of the report generation. 

The logic for this field is as follows:


  • If less than one year reports 1.
  • If 1 day - 1 year and 364 days reports 1.
  • If 2 years - 2 years and 364 days reports 2.
  • If  3 years - 3 years and 364 days reports 3, etc.

Numeric, 2 digits

Census > People > District Employment > Start Date
Job Class Code LongFor all submission dates, this field identifies the nature and degree of staff participation.

Numeric, 4 digits
Census > People > District Employment > Employment Status

Employment.employmentStatus
Fields 45-47 These fields do not report.
N/A
Qualification Status 

Reports the staff person's security status.

  • SPO - School Police Officer
  • SRO - School Resource Officer
  • SSO - School Security Officer

Alphabetic, 3 characters

Census > People > District Employment > Qualification Status

Employment.qualificationStatus
Fields 49-51 These fields do not report.
N/A
Annual SalaryReports the staff person's salary/wage in whole dollars.

Numeric, 10 digits
Census > People > District Assignment > Salary

Employment.salary
Field 53 This field does not report.
N/A
Termination Code

Reports the reason the staff person is no longer employed at the district.


Numeric, 2 digits


Census > People > District Assignment > Termination Code

Employment.terminationCode
Fields 55-56 These fields do not report.N/A
Alternate Staff IDReports the staff person's local staff number.

Alphanumeric, 2 characters
Census > People > Demographics > Person Identifiers > Local Staff Number

Person.localStaffNumber
 Fields 58-62These fields do not report.N/A
Local Contract Indicates whether the staff member has a current contract (Y) or is working without a contract because the contract is in negotiations (N).

Alphabetic, 1 character
Census > People > District Employment > Contract Employee

Employment.contractEmployee
Field 64 This field does not report.N/A 
First Name LongReports the staff person's first name.

Alphanumeric, 60 characters
Census > People > Demographics > Person Information > First Name

Identity.firstName
Last Name LongReports the staff person's last name.

Alphanumeric, 60 characters
Census > People > Demographics > Person Information > Last Name

Identity.lastName
Name SuffixReports any entered indication of the staff person having a generational name (III, Jr,, etc.)

Alphanumeric, 5 characters
Census > People > Demographics > Person Information > Suffix

Identity.suffix
 Fields 68-70 These fields do not report.N/A
Highest Degree Institution CodeReports the staff person's highest institutional degree.

Numeric, 4 digits
Census > People > District Employment > Education Level

Employment.educationLevel
Field 72 This field does not report.N/A
Address 3Reports the apartment, room or suite of the staff person's address.

Alphanumeric, 30 characters
Census > People > Household > Addresses

Address.apt
Fields 74-75 These fields do not report.N/A
Email AddressReports the staff person's email address.

Alphanumeric, 25 characters
Census > People > Demographics > Personal Contact Information > Email

Contact.email
Middle NameReports the staff person's middle name.

Alphanumeric, 25 characters
Census > People > Demographics > Person Information > Middle Name

Identity.middleName
Fields 78-82 These fields do not report.N/A
Employment Eligibility VerificationReports the item used to verify the staff person's ability to be employed.

Numeric, 4 digits
Census > People > District Employment > Employment Eligibility Verification

Employment.verification
Fields 84-94 These fields do not report.N/A
Authorized to Carry WeaponIndicates whether the staff person is authorized to carry a weapon.

Alphabetic, 1 character, Y or N

Census > People > District Employment > Authorized to Carry a Weapon

Employment.weapon
Fields 96-115
These fields do not report.
N/A
Gender Identity
Reports X is the staff person's Gender is X. Otherwise this reports blank.

Alphanumeric, 1 character
Census > People > Demographics > Person Information > Gender

Identity.gender

Previous Versions

PIMS Staff Template (Pennsylvania) [.2235 and previous]