SIRS Staff Snapshot (New York) (Human Resources)

Last Modified on 10/22/2022 9:56 am CDT

PATH: Human Resources > Reports > SIRS Staff Snapshot

The SIRS Staff Snapshot report collects data for teachers and non-teaching professionals for SIRS data collections. School districts, charter schools, and BOCES report staff in this template.

SIRS Staff Snapshot Editor

Report Logic

  • To report, staff must meet the following requirements:

    • Must have a hire date before or on the Effective Date.

    • Must NOT have a termination date before 7/1 of the start year selected on the editor.

    • Must have a 4-digit Assignment Code or have a Teacher role.

  • If the State Reported checkbox on the Position Code is marked AND the Assignment Code on the Work Assignment is blank AND the person has a Teacher Role, then Campus excludes staff who ONLY have active work assignments with EEO Category 13: Teacher Aids. Campus disregards additional work assignments with position codes such as Longevity, Credits, Tenure, Substitute or Summer.

  • If an employee is on leave or suspended, but still employed, a record reports.
  • Substitute teachers serving as the teacher of record responsible for the course report.

  • Staff NOT employed on a regular basis do not report. For example, teachers working exclusively with non-public school students, teacher aides or assistants, substitute/interim teachers, or ROTC teachers do not report.

Report Editor

Field Description
Year The school year for which the report will generate.
Effective Date The date for which information reports. This report use the Effective Date to determine which staff should pull on the report. Staff report when they have an Employment Start Date on or before the Effective Date and have not ended prior to 7/1 of the start year selected in the Year dropdown list.
Format
  • State Format (CSV)
  • PDF
  • HTML
  • Excel
Column Headers
  • Include - The report generates with a title for each column.
  • Exclude - The report does NOT generate a title for each column.

Report Layout

# Element Logic Format and Length Campus Database Campus Location
1

District Code

 (District of Responsibility Code)

The code that identifies the district that employs the teacher.

Public schools and BOCES

The prefix NY is added to the first six digits in the State District Number field. For example, if the district number is 662001123456, the District Code is NY662001.

Charter, Non-Public and State-Operated Schools 

Campus adds the prefix 8 in front of the last seven digits of State District Number (institution code) - 8#######

Alphanumeric, 8 characters

 

 District.number Human Resources > Administration > District Master
2 Staff ID

A Staff ID is a unique number assigned to individuals employed by a school or district. Local staff ID must be unique within the district. For NYC, the local staff ID must be unique within NYC.

If the Staff ID is less than 9 digits, the field is left padded with zeros.

 Numeric, 9 digits

Person.staffStateID

 Human Resources > Personnel > Personnel Master > HR General Information > Staff State ID
3  Social Security Number  This element reports blank. N/A N/A N/A
4  Last Name Short  This element reports blank. N/A N/A N/A
5  First Name Short  This element reports blank. N/A N/A N/A
6  Middle Initial  This element reports blank. N/A N/A N/A
7  Job Class Code  This element reports blank. N/A N/A N/A
8

Position Title

 (Teacher Title)

The Role assigned to the employee on their Work Assignment.

This field reports TEACHER if the State Reported checkbox on the Position Code is marked AND the Assignment Code on the Work Assignment is blank AND they have a Teacher Role.

Substitute teachers who report due to being the Teacher of Record also report.

All others report NULL.


 Alphanumeric, 50 characters EmploymentAssignment.teacher

Human Resources > Administration > Position Codes

and

Human Resources > Personnel > Personnel Master > Work Assignments > Work Assignment Details > Assignment Code

and

Human Resources > Personnel > Personnel Master > Work Assignment > Roles
9  Extra Job Class Code 1  This element reports blank. N/A N/A N/A
10  Extra Job Class Code 2  This element reports blank. N/A N/A N/A
11  Extra Job Class Code 3  This element reports blank. N/A N/A N/A
12  Extra Job Class Code 4  This element reports blank. N/A N/A N/A
13  Extra Job Class Code 5  This element reports blank. N/A N/A N/A
14

Primary Location Code

 (Location Code)

Unique building or school number that indicates the employee's primary location.

If the employee has only one primary location across all active Work Assignments, the last four digits of the State Identification Number report (left padded with zeros to equal six digits).

the State Identification Number for that location reports.

If the employee has more than one active Work Assignment and they are at multiple Primary Locations, this element reports 0000. 

If the staff member has multiple locations on the active primary work assignment, this element reports 0000.

 Numeric, 6 digits HRSchool.stateidnumber

Human Resources > Personnel > Personnel Master > Work Assignment > Primary Location

and

Human Resources > Administration > School Master > State Identification Number
15  Division  This element reports blank. N/A N/A N/A
16  Department  This element reports blank. N/A N/A N/A
17  Staff Employment Type Code  This element reports blank. N/A N/A N/A
18  Union  This element reports blank. N/A N/A N/A
19  Supervisor  This element reports blank. N/A N/A N/A
20  Gender Code

The employee's gender: M or F.


 Alphanumeric, 1 character Identity.gender Human Resources > Personnel > Personnel Master > HR General Information > Gender
21 Race Or Ethnicity Code (Race 1 Code)

The employee's race.

  • I - American Indian or Alaska Native
  • A - Asian
  • B - Black or African American
  • P - Native Hawaiian/Other Pacific Islander
  • W - White

If more than one race is provided, the first race reports here. Additional races report in these fields:

  • +RACE 2 CODE
  • +RACE 3 CODE
  • +RACE 4CODE
  • +RACE 5 CODE
 Alphanumeric, 2 characters Identity.raceEthnicity Human Resources > Personnel > Personnel Master > HR General Information > Race Ethnicity
22  Obsolete  This element reports blank. N/A N/A N/A
23  Home Phone  This element reports blank. N/A N/A N/A
24  Phone Security  This element reports blank. N/A N/A N/A
25  Address 1  This element reports blank. N/A N/A N/A
26

 Address 2 

 This element reports blank. N/A N/A N/A
27  City  This element reports blank. N/A N/A N/A
28  State Code  This element reports blank. N/A N/A N/A
29  Full Zip Code  This element reports blank. N/A N/A N/A
30  Rank/Performance Tier  This element reports blank. N/A N/A N/A
31  Medical Exam  This element reports blank. N/A N/A N/A
32  Substance Test  This element reports blank. N/A N/A N/A
33

Original Hire Date

 (Teacher Hire Date)

If field Position Title (field 8) is populated with TEACHER, the hire date of the employee's first board appointment reports.

If there are two hire dates, report the most recent date reports unless the second hire date > 1 year from the first hire date.  If the second hire date is > 1 year that the first hire date, the second hire date reports.

Date field, 10 characters

YYYY-MM-DD

 HrDemographics.hireDate Human Resources > Personnel > Personnel Master > HR General Information > Employment Dates > Hire Date
34

 Tenure Date 

 (Teacher Tenure Date 

 This element reports blank. N/A N/A N/A
35  Current Service Date  This element reports blank. N/A N/A N/A
36 Exit Date

The date on which the employee was no longer employed by the district. 

If the staff member returned during the reporting range, the most recent termination date still reports or NULL reports based on their current employment dates.

Date field, 10 characters

YYYY-MM-DD

HrDemographics.termination
Date

 Human Resources > Personnel > Personnel Master > HR General Information > Employment Dates > Termination Date
37  Staff Citizenship Code  This element reports blank. N/A N/A N/A
38  Felony  This element reports blank. N/A N/A N/A
39  Years Experience  This element reports blank. N/A N/A N/A
40 Birth Date The employee's birthday.

Date field, 10 characters

YYYY-MM-DD

 HrDemographics.birthdate Human Resources > Personnel > Personnel Master > HR General Information > Birth Date
41 Active/Inactive Indicator

Indicates whether the staff member is active or inactive. 

A - "Active" reports if the Hire Date is before or on the Effective Date selected on the report editor and the Termination Date is NULL or =>  the most recent employment dates record.

I - "Inactive" reports if there is a Termination Date is <= Effective Date on the most recent employment dates record.

 

If a record needs to be deleted, you can manually update the output file by putting a D in this field.

 Alphanumeric, 1 character Not Dynamically Stored Human Resources > Personnel > Personnel Master > HR General Information > Employment Dates
42  Last Status Date  This element reports blank. N/A N/A N/A
43

Years Experience In District 

 (Years Professional Educational Experience in District)

The number of years of professional educational experience in this district. In addition to teaching, experience in a non-teaching, professional PMF assignment as reported in Staff Assignment is also included.

Reports from the most current Employment record.

The total years professional educational experience in this district must be less than or equal to the total years of educational experience (field #102).

 Numeric, 2 digits Employment.
totalYearsDistrictExperience		 Human Resources > Personnel > Personnel Master > HR General Information > Total Years Experience
44 Job Class Code Long This element reports blank. N/A N/A N/A
45 Highest Degree Earned This element reports blank. N/A N/A N/A
46 Years of Higher Education This element reports blank. N/A N/A N/A
47 Military Duty Status This element reports blank. N/A N/A N/A
48 Staff Qualification Status Code This element reports blank. N/A N/A N/A
49 Job Class Description This element reports blank. N/A N/A N/A
50 Snapshot Date June 30 of the reported school year.

Date field, 10 characters

YYYY-06-30

 N/A N/A
51 Pay Step Level This element reports blank. N/A N/A N/A
52 Annual Salary

The total amount paid for the staff member's primary assignments.

This is the total sum of all Work Assignments with Positions that have "State Reported Salary" marked.

If the staff member has more than one primary assignment, the combined salary for all primary assignments report.

Numeric, 12 digits

NNNNNNNNN.NN

Calculated

Human Resources > Administration > Position Codes > State Reported Salary

and

Human Resources > Personnel > Personnel Master > Work Assignment > Position Code
53 Contract Work Days

The number of work days the staff person is expected to work in the district based on the staff contract or appointment.This field reports from the employee's Work Assignments marked as Primary.

Numeric, 6 digits

NNNN.NN

HREmployment
AssignementSalary.
contractdays

 Human Resources > Personnel > Personnel Master > Work Assignment > Contract Days
54 Employment Separation Reason Code

The employee's reason for leaving the school district. This field reports if the Position Title is TEACHER or when the Second Position Title is PRINCIPAL. All others report null.

  • RES - Resignation
  • RET - Retirement
  • PRT - Performance-related termination
  • OTH - Other

If the staff member returns during the school year, Campus removes this value.

 Alphanumeric, 6 characters

HrEmployment.exitReason

 Human Resources > Personnel > Personnel Master > HR General Information > Employment Dates > Exit Reason
55 Full Staff Name This element reports blank. N/A N/A N/A
56 Itinerant Staff

Indicates whether the employee is an itinerant teacher.

  • Yes reports if the staff member is an itinerant staff member; i.e., not an employee of this LEA but is the Staff member of record for a course and will be reported in other staff/course templates.
  • No reports if the Staff member is employed by this LEA. 

Alphanumeric, 3 character

Y or N

 HREmploymentAssignment.
teacherType		 Human Resources > Personnel > Personnel Master > Work Assignment > Teacher Type > I:Itinerant Teacher
57 Alternate Staff ID

A Staff ID is a unique number assigned to individuals employed by a school or district. Local staff ID must be unique within the district. For NYC, the local staff ID must be unique within NYC.

If the Staff ID is less than 9 digits, the field is left padded with zeros.

 Numeric, 20 digits Person.staffStateID Human Resources > Personnel > Personnel Master > HR General Information > Staff State ID
58 Alternate Annual Salary This element reports blank. N/A N/A N/A
59 Alternate Contract Work Days This element reports blank. N/A N/A N/A
60 Employment Basis

The percent of the school year for which the employee works for the district.

If Total FTE is greater than 1, this field reports 1.

Examples

  • 100 percent is reported as 1.000.
  • 75 percent should be reported 0.750

Numeric, 4 digits

0 to 1.000

 Calculated Human Resources > Personnel > Personnel Master > Work Assignment > Total FTE
61  Alternate Employment Basis  This element reports blank. N/A N/A N/A
62  Benefits Value  This element reports blank. N/A N/A N/A
63  Local Contract  This element reports blank. N/A N/A N/A
64  Contracting Organization  This element reports blank. N/A N/A N/A
65 First Name Long Identifies the employee's first name. Alphanumeric, 60 characters

HrDemographics.firstName

 Human Resources > Personnel > Personnel Master > HR General Information > First Name
66 Last Name Long Identifies the employee's last name. Alphanumeric, 60 characters HrDemographics.lastName Human Resources > Personnel > Personnel Master > HR General Information > Last Name
67  Name Suffix  This element reports blank. N/A N/A N/A
68  Pay Step Level Alpha  This element reports blank. N/A N/A N/A
69 Hispanic Ethnicity Indicator Indicates whether the employee is of Hispanic/Latino origin.

Alphanumeric, 3 character

Y or N

 Identity.hispanicEthnicity Human Resources > Personnel > Personnel Master > HR General Information > is this individual Hispanic/Latino?
70 Race or Ethnicity Subgroup Code This element reports blank. N/A N/A N/A
71 Highest Degree Institution Code This element reports blank. N/A N/A N/A
72 Baccalaureate Degree Institution Code This element reports blank. N/A N/A N/A
73 Address 3 This element reports blank. N/A N/A N/A
74 Base Zip Code This element reports blank. N/A N/A N/A
75 Zip Code +4 This element reports blank. N/A N/A N/A
76 Email Address The employee's work e-mail address. Alphanumeric, 80 characters Contact.email Human Resources > Personnel > Personnel Master > Contact Information > Work E-Mail.
77 Middle Name

Identifies the employee's middle name.

This element reports blank is there no middle name.

 Alphanumeric, 60 characters HrDemographics.middleName Human Resources > Personnel > Personnel Master > HR General Information > Middle Name
78 +RACE2CODE

The employee's race. If more than one race is provided, the first race reports in the Race or Ethnicity Code field. Additional races report in these fields.

  • I - American Indian or Alaska Native
  • A - Asian
  • B - Black or African American
  • P - Native Hawaiian/Other Pacific Islander
  • W - White
 Alphanumeric, 4 characters


 identity.raceEthnicity


 Human Resources > Personnel > Personnel Master > HR General Information > Race Ethnicity
79 +RACE3CODE
80 +RACE4CODE
81 I+RACE5CODE
82 Postsecondary Subject Area This element reports blank. N/A N/A N/A
83 Employment Eligibility Verification This element reports blank. N/A N/A N/A
84 Name Prefix This element reports blank. N/A N/A N/A
85 Work Phone This element reports blank. N/A N/A N/A
86 Cell Phone This element reports blank. N/A N/A N/A
87 Mailing Address 1 This element reports blank. N/A N/A N/A
88 Mailing Address 2 This element reports blank. N/A N/A N/A
89 Mailing Address 3 This element reports blank. N/A N/A N/A
90 Mailing Address City This element reports blank. N/A N/A N/A
91 Mailing Address State Code This element reports blank. N/A N/A N/A
92 Mailing Address Base Zip Code This element reports blank. N/A N/A N/A
93 Mailing Address Zip Code +4 This element reports blank. N/A N/A N/A
94 Employment Status Code This element reports blank. N/A N/A N/A
95 Authorized to Carry Weapon Indicator This element reports blank. N/A N/A N/A
96 Staff First Name Alias This element reports blank. N/A N/A N/A
97 Staff Previous Last Name This element reports blank. N/A N/A N/A
98 PS State Student ID This element reports blank. N/A N/A N/A
99 Personal Email Address This element reports blank. N/A N/A N/A
100 Employment Separation Type Code This element reports blank. N/A N/A N/A
101 Previous Staff ID This element reports blank. N/A N/A N/A
102 Years Of Teaching Experience (Total Years of Professional Educational Experience)

All years of professional educational experience, including other public school districts, nonpublic schools, BOCES, and college or university experience within NYS.

This field is calculated by adding the "Total Years Prior Experience" and "Total District Experience" field from HR General Information tab.

 Numeric, 7 digits Calculated

Human Resources > Personnel > Personnel Master > HR General Information > Total Years Prior Experience and Total District Experience
103 Personal Information Verification Code This element reports blank. N/A N/A N/A
104 Position Hire Date This element reports blank. N/A N/A N/A
105 Second Position Title (Principal Title)

Indicates whether the staff member is a Principal or a Principal AND at Teacher.

This field reports PRINCIPAL if one of the Work Assignments has one of the following Assignment Codes.

Code Description
1102 PRINCIPAL ELEMENTARY SCHOOL
1104 PRINCIPAL MIDDLE SCHOOL
1106 PRINCIPAL JUNIOR HIGH SCHOOL
1107 PRINCIPAL K-12 SCHOOL
1108 PRINCIPAL SENIOR HIGH SCHOOL
1109 PRINCIPAL JUNIOR/SENIOR H S
1110 PRINCIPAL SPECIAL SCHOOL

Staff employed as teachers and principals,   TEACHER   also reports in this field.

 Alphanumeric, 50 characters

HrWorkAssignment.
positionCode

 Human Resources > Personnel > Personnel Master > Work Assignment > Assignment Code
106 Second Position Hire Date (Principal Hire Date)
The principal's hire date. If there are two hire dates, the most recent date reports unless the second hire date > 1 year from the first hire date. If the second hire date is > 1 year that the first hire date, report the second hire date.

Date field, 10 characters

YYYY-06-30

 HrDemographics.hireDate Human Resources > Personnel > Personnel Master > HR General Information > Employment Dates > Hire Date
107 Second Position Tenure Date (Principal Tenure Date) This element reports blank. N/A N/A N/A
108 Staff Education Level Code

The highest degree held by the employee.

  • 0=No higher education
  • 1=Freshman year complete
  • 2=Sophomore year completed
  • 3=Associate degree
  • 4=Junior year completed 
  • 5=Bachelors degree
  • 6= Bachelors+30 or more hours
  • 7=Masters degree
  • 8=Masters+30 or more hours
  • 9=Doctorate
 Numeric, 20 digits EmploymentCredential.
degreeType		 Human Resources > Personnel > Personnel Master > Qualifications > Education Qualification
109 Employment Offer Date This element reports blank. N/A N/A N/A
110 Annual Contract Work Months

Number of months per year the staff member is currently employed by the district.

Short-term (less that 3 months) or per diem substitutes do not report.

 Numeric, 2 digits HRPositionCode.payrolljobcode Human Resources > Administration > Position Code > Work Months
111 Professional Development Indicator

Indicates whether the staff member received Professional Development in the prior year.

This field reports Y (Yes) when the employee's Position Title is TEACHER.

NA reports for first-year teachers, teachers on leave, teachers who had only non-teaching assignments, and if the Position Title is null.

 Alphanumeric, 3 characters N/A

Human Resources > Personnel > Personnel Master > HR General Information > Employment Date > (most recent)

or

Human Resources > Personnel > Personnel Master > Leave Entry

or

Human Resources > Personnel > Personnel Master > Work Assignments > (in prior school year)
112 Certification Exemption Code

Indicates whether the teacher is exempt based on the certification law for charter schools. This element only reports for charter schools.

This field reports Y if the employee's Certification Type is set to Certification Exemption. Otherwise, N reports.

Alphanumeric, 3 character

Y or N

EmploymentCredential.
employmentCredentialType

and

EmploymentCredential.
credentialtype

 Human Resources > Personnel > Personnel Master > Qualifications > License/Certification > Certification Type
113 Country Code This element reports blank. N/A N/A N/A
114 Mailing Address Country Code This element reports blank. N/A N/A N/A
115 Staff Approval Status Code This element reports blank. N/A N/A N/A




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