Staffs (Indiana v3.6)

This entity represents an individual who performs specified activities for any public or private education institution or agency that provides instructional and/or support services to students or staff from early childhood through high school completion.

Object Triggering Logic

This table describes the logic for triggering the syncing of this object.

A Staff Education Organization Assignment Association or a Staff Education Organization Employment Association record must be sent in order to see / access a Staff Record in the ODS. This is the security protocol set by Ed-Fi. Staff records are not visible until they are associated to a District or School through the Staff Education Organization Assignment Association or Staff Education Organization Employment Association records.

ActionTrigger
Post

When a person has a District Employment or District Assignment record that overlaps the configured year and they have an Ed-Fi ID.


Do NOT report a record if any of the following scenarios are true:  

  1. There is not an Ed-FI ID for the staff person.
  2. The staff records are not active based on the Scope Year logic listed below.
  3. If the record is being triggered from a District Assignment record and it is marked as Exclude.

  4. If the record is being triggered from a District Assignment record and the School is marked as Exclude.

Put

When data is changed / edited on the person’s identity record in the Data Elements fields below:

  • First Name
  • Legal First Name
  • Last Name
  • Legal Last Name
  • Middle Name
  • Legal Middle Name
  • Suffix
  • Legal Suffix
  • Gender
  • Legal Gender
  • Any Race/Ethnicity Information

When any of the following are changed:

  • The person’s employment assignment record.
  • One of the person’s employment credentials.
  • One of the person’s section staff history records.
DeleteStaff records are a shared resource among all districts, this record will not delete.

School Exclude, Calendar Exclude, Resource Toggle and Resync Logic

This table describes the School Exclude, Calendar Exclude, Resource Toggle and Resync logic of this object.

ActionTrigger
NoneIf a resource is toggled to 'OFF' after data has sent, all sent data will remain in the ODS but no new data will send.
ResyncIf a record is in the Ed-Fi Identity Mapping table and not in the ODS, it will be deleted from the Ed-Fi Identity Mapping table.
ResyncIf a record is in the ODS and it does not have a matching record in Campus or the Ed-Fi Identity Mapping table, it will be deleted from the ODS.
ResyncIf a mapping is changed in Resource Preferences, a resync will need to be done to reflect the changes.

Natural Key Changes, Cascading Updates, and Deletes Logic

This table describes the Natural Key Changes/Cascading Updates and Deletes logic of this object.

ActionTrigger
Delete/Post

Cascading Deletes: The logic for an Ed-FI ID change will update all resources impacted by this change.

Dependent ResourcesStaff Education Organization Assignment Associations, Staff Education Organization Employment Associations, Staff School Associations, Staff Section Associations, Staff Cohort Associations

Scope Year Logic

This table describes scope year logic of this object.

Logic

A record reports when a person has a District Assignment or District Employment record that is aligned to a scoped year.

  • Report when a staff has an active District Assignment or District Employment record that overlaps with the School year Start and End Dates.
    • If School Year Start Date is NULL, 7/1/xxxx will be the default start date used.
    • If School Year End Date is NULL, 6/30/xxxx will be the default end date used.
  • Data only sends for the years that have valid configuration.

When using data in Campus that has an effective date, the following logic will be applied to determine the scope year(s) to report the data to.

  • Current Year: Records will be compared to today's date to determine if the record is eligible to report.
  • Previous Years: The record's date must be on or before the schools year's end date defined in the School Years editor. If blank, the default date of 6/30/xxxx is used.
  • Future Years:  The record's date must be on or after the schools year's start date defined in the School Years editor. If blank, the default date of 7/01/xxxx is used.


Resource Preferences

This table describes the Resource Preferences of this object.

Data Element LabelMapping Needed
Race/EthnicityRace Descriptor

Identity Mapping Object Key

This table describes the Identity Mapping Object Key of this object.

campusObjectTypeObject Key Data Source
PersonpersonID

Event Queue Detail

This table describes the Event Queue Detail of this object.

Campus Table

Ed-Fi Action

Fields

employment

Post/Put/Delete

The primary table used for sending data for this resource.

employmentassignment

Post/Put/Delete

The primary table used for sending data for this resource.

identityPutHispanic or Latino, Gender, First Name, Suffix, Last Surname, Middle Name
personPutEd-Fi ID, Staff Number
contactPutEmail
raceethnicityPutRaces
employmentCredentialPutHighest Completed Level of Education, Highly Qualified Teacher, License Number
employmentPutHighest Completed Level of Education, License Number

Object Data Elements

This table describes data elements sent within the Staff resource. Data Element Labels in bold are part of the Natural Key and are required data elements for Data to send to Ed-Fi.

Click here to expand...

Data Element LabelBusiness RequirementBusiness RulesM, C or O

Location

idThe unique identifier of the resource.
M
staffUniqueId  A unique alpha-numeric code assigned to a staff.

Reports the Staff State ID.

MCensus > People > Demographics > Staff State ID
addressesReport the person's address(es).

This is optional, does not report.

O





birthDateThe month, day, and year on which an individual was born.
  1. Reports the Birth Date from the person's current identity record.
  2. If blank, does not report.
MCensus > People >
Identities
> Birth Date

identity.birthdate
citizenshipStatus
Descriptor
A unique identifier used as Primary Key, not derived from business logic, when acting as Foreign Key, references the parent table.

This is optional, does not report.

O
credentialsAn unordered collection of staffCredentials. This entity represents an individual who performs specified activities for any public or private education institution or agency that provides instructional and/or support services to students or staff at the early childhood level through high school completion.

This is optional, does not report.

O
electronicMails An unordered collection of staffElectronicMails. This entity represents an individual who performs specified activities for any public or private education institution or agency that provides instructional and/or support services to students or staff at the early childhood level through high school completion. 

See Array section below for logic.

O
firstNameA name given to an individual at birth, baptism, or during another naming ceremony, or through legal change. 
  1. Reports the Legal First Name if present from the current Identity record.
  2. Otherwise, reports First Name from the current Identity record.
MCensus > People > Identities > Legal First Name / First Name
generationCodeSuffixAn appendage, if any, used to denote an individual's generation in his family (e.g., Jr., Sr., III).
  1. Reports the Legal Suffix if legal information is present on the current Identity record.
    • If legal information is present and the Legal Suffix is blank, this will not report even if Suffix has a value.
  2. Otherwise, reports the Suffix from the current Identity record.
CCensus > People > Identities > Legal Suffix / Suffix
highestCompleted
LevelOfEducation
Descriptor 
The highest level of education completed for a staff member.
  1. Reports if the staff member has a Credential record with a Credential Type = ED:  Education and
    Education Level selected is mapped to a valid Ed-Fi code in Resource Preferences.
  2. If the staff does not have a valid credential record, reports from the Education drop list on the person's District Employment record and the Education is mapped to a valid Ed-Fi Code in Resource Preferences.
  3. If there is no Education record or the Ed-Fi code value is NULL, does not report.
O

Census > People > 

Credentials


OR


Census > People > 

District Employment


employment

Credential.

employment

Credential

Type


OR


employment.

education

Level

highlyQualifiedTeacher  An indication of whether a teacher is classified as highly qualified for his/her assignment according to state definition.  This attribute indicates the teacher is highly qualified for ALL sections being taught.  Section 9101(23) of the ESEA defines the term “highly qualified.” 
  1. Reports 'True' when the person has a Credential Type = HQ:  Highly Qualified and has a Staff History record on a Section.
  2. Reports 'False' when person is a teacher on any active course section and does not have a HQ:  Highly Qualified Credential.
    • The record still reports if the Staff History or District Assignment record has ended.
  3. If person has a HQ Credential but does not have .a Staff History record, does not report.
OCensus > People >
Credentials

employment
Credential.
employment
Credential
Type
hispanicLatino
Ethnicity
An indication that the individual traces his or her origin or descent to Mexico, Puerto Rico, Cuba, Central and South America, and other Spanish cultures, regardless of race. The term, "Spanish origin," can be used in addition to "Hispanic or Latino."Reports from "Is the individual Hispanic /Latino?" from the person's current identity:
  • If drop list is = Yes, reports "true".
  • If drop list is = No or NULL, reports "false".
MCensus > People >
Identities >
Is the individual
Hispanic/Latino?

identity.hispanic
Ethnicity
identificationCodesAn unordered collection of staffIdentificationCodes. A unique number or alphanumeric code assigned to a staff member by a school, school system, a state, or other agency or entity.

See Array section below for logic.


O
identificationDocumentsAn unordered collection of staffIdentificationDocuments. This entity represents an individual who performs specified activities for any public or private education institution or agency that provides instructional and/or support services to students or staff at the early childhood level through high school completion.

This is optional, does not report.

O
internationalAddressesAn unordered collection of staffInternationalAddresses. This entity represents an individual who performs specified activities for any public or private education institution or agency that provides instructional and/or support services to students or staff at the early childhood level through high school completion. 

This is optional, does not report.

O
languages An unordered collection of staffLanguages. This entity represents an individual who performs specified activities for any public or private education institution or agency that provides instructional and/or support services to students or staff at the early childhood level through high school completion.This is optional, does not report.


O
lastSurnameThe name borne in common by members of a family. 
  1. Reports the Legal Last Name if present from the current Identity record.
  2. Otherwise, reports the Last Name from the current Identity record.
MCensus > People > Identities > Legal Last Name / Last Name
loginIdThe login ID for the user; used for security access control interface.

This is optional, does not report.

O
maidenNameThe person's maiden name, if applicable.

This is optional, does not report.

O
middleNameA secondary name given to an individual at birth, baptism, or during another naming ceremony. 
  1. Reports the Legal Middle Name if legal information is present on the current Identity record.
    • If legal information is present and the Legal Middle Name is blank, this will not report even if Middle Name has a value.
  2. Otherwise, reports the Last Name from the current Identity record.
CCensus > People > Identities > Legal Middle Name / Middle Name
oldEthnicityDescriptorPrevious definition of Ethnicity combining Hispanic/Latino and race 1 - American Indian or Alaskan Native 2 - Asian or Pacific Islander 3 - Black, not of Hispanic origin 4 - Hispanic 5 - White, not of Hispanic origin.

This is optional, does not report.

O
otherNames An unordered collection of staffOtherNames. This entity represents an individual who performs specified activities for any public or private education institution or agency that provides instructional and/or support services to students or staff at the early childhood level through high school completion. 

This is optional, does not report.

O
personal
Identification
Documents
The documents presented as evident to verify one’s personal identity; for example: drivers license, passport, birth certificate, etc.

This is optional, does not report.

O
personalTitle
Prefix
A prefix used to denote the title, degree, position or seniority of the person.

This is optional, does not report.

CCensus > People > Identities
racesAn unordered collection of staffRaces. This entity represents an individual who performs specified activities for any public or private education institution or agency that provides instructional and/or support services to students or staff at the early childhood level through high school completion.

See Array section below for logic.

O
recognitionsRecognitions given to the staff for accomplishments in a co-curricular or extracurricular activity.

This is optional, does not report.

O
sexDescriptorA person's gender.

Reports from Legal Gender if present from the current Identity record. Otherwise, reports from Gender.


Report the following:

  • Female reports 'Female'.
  • Male reports 'Male'.
  • If blank or Non-binary, reports Not Selected
    • This is not actually a valid code to report. It is reported to cause an error in the Ed-Fi Error Log. Indiana only allows Male and Female codes to report.
MCensus > People > Identities > Legal Gender / Gender

identity.Gender
initialLicensePostSecondaryInstitutionDescriptorThe state assigned number of the post-secondary institution for this employee s initial license.This is optional, does not report.O
telephonesAn unordered collection of staffTelephones. This entity represents an individual who performs specified activities for any public or private education institution or agency that provides instructional and/or support services to students or staff at the early childhood level through high school completion.

This is optional, does not report.

O
tribalAffiliationsAn American Indian tribe with which the staff member is affiliated.

This is optional, does not report.

O
visasAn unordered collection of staffVisas. This entity represents an individual who performs specified activities for any public or private education institution or agency that provides instructional and/or support services to students or staff at the early childhood level through high school completion.

This is optional, does not report.

O
yearsOfPriorTeaching
Experience
The total number of years that an individual has previously held a teaching position in one or more education institutions.This is optional, does not report.O

Arrays

Click here to expand...

Staff Electronic Mail

Data Element Label

Business Requirement

Business Rules

M, C or O

Location

electronicMailTypeDescriptorKey for ElectronicMail
  1. The Email (primary) address will report as 'Work'.
  2. The Secondary Email address will report as 'Home/Personal'.
M



electronicMailAddressThe numbers, letters, and symbols used to identify an electronic mail (e-mail) user within the network to which the individual or organization belongs.

Reports the email address entered for that person.

M

Census > People > Demographics > Email


Census > People > Demographics > Secondary Email


contact.email


contact.secondaryemail

primaryEmailAddressIndicatorAn indication that the electronic mail address should be used as the principal electronic mail address for an individual or organization.

This is optional, does not report.

O

Staff Identification Code

Data Element Label

Business Requirement

Business Rules

M, C or O

Location

staffIdentificationSystemDescriptor

A coding scheme that is used for identification and record-keeping purposes by schools, social services, or other agencies to refer to a staff member.

Reports the last4SSN for all Staff (hard-coded).

M
assigningOrganizationIdentificationCodeThe organization code or name assigning the Staff Identification Code.

This is optional, does not report.


O
identificationCode  A unique number or alphanumeric code assigned to a staff member by a school, school system, a state, or other agency or entity.

Reports the last 4 numbers of the Social Security Number.

M

Census > People > Demographics > Soc Sec Number


Race

Data Element LabelBusiness RequirementBusiness RulesM,C or OLocation

raceDescriptor

The general racial category which most clearly reflects the individual's recognition of his or her community or with which the individual most identifies. The way this data element is listed, it must allow for multiple entries so that each individual can specify all appropriate races.

Reports the Ed-Fi Code mapped to the race selected in the checkboxes on the person's current Identity record.

  • If multiple checkboxes are checked, report Multiracial (two or more races)
  • If Is the individual Hispanic/Latino? is Y:Yes, reports Hispanic Ethnicity and of any race
Reporting priority:
  • Hispanic Ethnicity and of any race
  • Multiracial (two or more races)
  • Ed-Fi Code mapped to the single checkbox selection

Does not report if the person does not have a Race/Ethnicity checked or there is not a corresponding mapping in Resource Preferences.

MCensus > People > Identities > Race/Ethnicity

IdentityRaceEthnicity

and

racethnicity.raceid



Type/Descriptor

Click here to expand...

Level of Education Descriptors

Code ValueDescriptionNamespaceShort Description
Associate's Degree (two years or more)Associate's Degree (two years or more)uri://ed-fi.org/LevelOfEducationDescriptorAssociate's Degree (two years or more)
Bachelor'sBachelor'suri://ed-fi.org/LevelOfEducationDescriptorBachelor's
Did Not Graduate High SchoolDid Not Graduate High Schooluri://ed-fi.org/LevelOfEducationDescriptorDid Not Graduate High School
DoctorateDoctorateuri://ed-fi.org/LevelOfEducationDescriptorDoctorate
High School DiplomaHigh School Diplomauri://ed-fi.org/LevelOfEducationDescriptorHigh School Diploma
Master'sMaster'suri://ed-fi.org/LevelOfEducationDescriptorMaster's
Some College No DegreeSome College No Degreeuri://ed-fi.org/LevelOfEducationDescriptorSome College No Degree

Staff identification System Descriptor

Code ValueDescriptionNamespaceShort Description
Canadian SINCanadian SINuri://ed-fi.org/StaffIdentificationSystemDescriptorCanadian SIN
DistrictDistricturi://ed-fi.org/StaffIdentificationSystemDescriptorDistrict
Drivers LicenseDrivers Licenseuri://ed-fi.org/StaffIdentificationSystemDescriptorDrivers License
FederalFederaluri://ed-fi.org/StaffIdentificationSystemDescriptorFederal
Health RecordHealth Recorduri://ed-fi.org/StaffIdentificationSystemDescriptorHealth Record
MedicaidMedicaiduri://ed-fi.org/StaffIdentificationSystemDescriptorMedicaid
OtherOtheruri://ed-fi.org/StaffIdentificationSystemDescriptorOther
Other FederalOther Federaluri://ed-fi.org/StaffIdentificationSystemDescriptorOther Federal
PINPINuri://ed-fi.org/StaffIdentificationSystemDescriptorPIN
Professional CertificateProfessional Certificateuri://ed-fi.org/StaffIdentificationSystemDescriptorProfessional Certificate
SchoolSchooluri://ed-fi.org/StaffIdentificationSystemDescriptorSchool
Selective ServiceSelective Serviceuri://ed-fi.org/StaffIdentificationSystemDescriptorSelective Service
SSNSSNuri://ed-fi.org/StaffIdentificationSystemDescriptorSSN
StateStateuri://ed-fi.org/StaffIdentificationSystemDescriptorState
US VisaUS Visauri://ed-fi.org/StaffIdentificationSystemDescriptorUS Visa

Electronic Mail Type Descriptors

Code Value

Description

Namespace

Short Description

Home/PersonalHome/Personaluri://ed-fi.org/ElectronicMailTypeDescriptorHome/Personal
OrganizationOrganizationuri://ed-fi.org/ElectronicMailTypeDescriptorOrganization
OtherOtheruri://ed-fi.org/ElectronicMailTypeDescriptorOther
WorkWorkuri://ed-fi.org/ElectronicMailTypeDescriptorWork

Race Descriptors

Code Value

Description

Short Description

Namespace

American Indian - Alaska NativeAmerican Indian - Alaska NativeAmerican Indian - Alaska Native
uri://ed-fi.org/RaceDescriptor
AsianAsianAsian
uri://ed-fi.org/RaceDescriptor
Black - African AmericanBlack - African AmericanBlack - African American
uri://ed-fi.org/RaceDescriptor
Native Hawaiian - Pacific IslanderNative Hawaiian - Pacific IslanderNative Hawaiian - Pacific Islander
uri://ed-fi.org/RaceDescriptor
WhiteWhiteWhite
uri://ed-fi.org/RaceDescriptor
Hispanic Ethnicity and of any race
Hispanic Ethnicity and of any race
Hispanic Ethnicity and of any race
uri://ed-fi.org/RaceDescriptor
Multiracial (two or more races)
Multiracial (two or more races)
Multiracial (two or more races)
uri://ed-fi.org/RaceDescriptor