Classic View: VA State Reporting > Positions and Exits Collection
Search Terms: Positions and Exits
The Positions and Exits Collection is used to collect data regarding staff shortages by position and geographic region, measure growth and decline of required staffing levels, and evaluate the reasons licensed personnel leave the field.
Positions and Exits Collection Editor
Report Logic
| Extract Type | Logic |
|---|---|
| Fall | When selected, the A, B, and D Records options display. |
| EOY | When selected, the A, B, and C Records options display. |
Report Population
- Staff report on the collection when their District Assignment's Employment Assignment Information's Title selection has Standard Code populated in the attribute dictionary.
- A staff record is generated for each unique Title Standard Code, Adult Ed, Special Ed and EL combination. Up to 4 record can report for each position code combination.
- When the Extract Type = EOY, staff only report if the License Number on their District Employment is populated.
B Record Report Population
- Staff report on the collection when their District Assignment Title is populated, and the District Employment End Date is blank on or before the Effective Date of the report generation date AND on or after the Calendar Start Date.
- A record is generated for each unique Title Standard Code with the Adult Ed Only, OR English Learning Only, OR Special Ed checkbox marked on the staff member's District Assignment. A staff member with all three of these checkboxes marked will report as three separate records. An additional record may generate when the position has none of the above checkboxes marked.
- Staff report on the collection when their District Assignment standard code is 1-139.
- Staff with a Title Standard Code of 89: Bus Driver report on the D Record.
C Record Report Population
- Staff report on the collection when their District Assignment Title is populated, and the District Employment End Date is blank on or before the Effective Date of the report generation date AND on or after the Calendar Start Date.
- Staff report on the collection when their District Assignment standard code is 1-139.
- Staff with a Title Standard Code of 89: Bus Driver report on the D Record.
D Record Report Population
- Staff report on the collection when their District Assignment Title Standard Code is 89: Bus Driver, and the District Employment End Date is blank on or before the Effective Date of the report generation date AND on or after the Calendar Start Date.
Report Editor Fields
| Field | Description |
|---|---|
| Effective Date | The date for which information in the report is active or valid. |
| Extract Type | The extract type. Options include: Fall or EOY |
| Records Checkboxes | Indicates which type of record reports on the collection. Options include:
|
| Format | The format in which the report will generate. Options are CSV, Tab Delimited and HTML. |
| Calendar(s) | The calendar(s) from which data will be pulled. |
Generate Extract Submit to Batch | Users have the option of submitting the report to the batch queue by clicking Submit to Batch instead of Generate Extract. This process allows larger reports to generate in the background, without disrupting the use of Campus. For more information about submitting a report to the batch queue, see the Batch Queue article. |
Generate the Collection
- Enter an Effective Date.
- Select an Extract Type from the dropdown, either Fall or EOY.
- Select which records to include in the collection by marking or unmarking the Records checkboxes.
- Select the Format for report generation.
- Select which Calendar(s) to include in the report.
- Click Generate Extract or Submit to Batch.
Collection Example, Fall Extract Type, HTML Format
Collection Layout
File Header
| Data Element | Description | Location |
|---|---|---|
| SenderID | The State District Number. Numeric, 3 digits | System Administration > Resources > District Information > State District Number |
| CreateDate | The date the report was generated. MM/DD/YYYY | N/A |
| CreateTime | The time the report was generated. HH:MM:SS | N/A |
Report a blank value of Email=. | N/A | |
| "Two Tildes" | Reports "~~" | N/A |
| DATATYPE | Reports "<PEC>" | N/A |
| "One Tilde" | Reports "~" | N/A |
A Records - Header
| Data Element | Description | Location |
|---|---|---|
Record Type | Reports "A". Alphanumeric, 1 character | N/A |
File Submission Type | Reports "1" when report generation reporting period = Fall. Reports "3" when report generation reporting period = EOY. Numeric, 1 digit | N/A |
Beginning School Year | The school year. Numeric, 4 digits (YYYY) | N/A |
Division Number | The 3 digit State District Number. If the number is less than 3 digits, leading zeros are added. Numeric, 3 digits | System Administration > Resources > District Information > State District Number |
B Records - Positions, Unfilled & Exits
| Data Element | Description | Location |
|---|---|---|
Record Type | Reports as "B". | N/A |
| Division Number | The state-assigned District Number. Numeric, 4 digits | System Administration > Resources > District Information > State District Number |
| School/Center Code | The state-assigned School number. Numeric, 4 digits | System Administration > Resources > School > State School Number |
| Level Code | The code indicating if the position is assigned to only one school or central office. Reports as "SCH". Alphanumeric, 3 characters. | N/A |
| Position Code | The standard code from the District Assignment title. Numeric, 4 digits | Census > People > District Assignment > Title |
| Adult Education Flag | Indicates if the staff member is marked as an Adult educator. This field reports as N if field 7 (English Learner Flag) or field 8 (Special Ed Education Flag) = Y. Alphanumeric, 1 character (Y or N) | Census > People > District Assignment > Adult Ed Only |
| English Learner Flag | Indicates if the staff member is marked as an English Learner educator. This field reports as N if field 6 (Adult Education Flag) or field 8 (Special Ed Education Flag) = Y. Alphanumeric, 1 character (Y or N) | Census > People > District Assignment > English Learning Only |
| Special Education Flag | Indicates if the staff member is marked as working solely with students with disabilities as defined by IDEA. This field reports as N if field 6 (Adult Education Flag) or field 7 (English Learner Flag) = Y. Alphanumeric, 1 character (Y or N) | Census > People > District Assignment > Special Ed |
| Positions by FTE | The number of Positions by FTE, including all positions held by school-level and division-level personnel, both licensed and unlicensed. Logic: this reports blank when Extract Type = EOY. Numeric, 7 digits | Calculated from Census > People > District Assignment > FTE of Assignment |
| Unfilled Positions by FTE | The number of positions by FTE that were unfilled. Unfilled positions only include those positions that were advertised as available but no one qualified was hired. If the duties of the position were given to an existing employee in lieu of hiring a new employee, the position is included in this count. Logic: this reports 0.00 when Extract Type = EOY and Fall. Numeric, 7 digits | N/A |
| Exits by FTE | The number of positions that were vacated by licensed employees after their contract was signed for the current school year. Logic: this reports blank when Extract Type = EOY. Numeric, 7 digits | Calculated from Census > People > District Employment > End Date |
| Filler | Reports as blank. | N/A |
| Filler | Reports as blank. | N/A |
| Filler | Reports as blank. | N/A |
C Records - Reasons for Exits
| Data Element | Description | Location |
|---|---|---|
Record Type | Reports as "C". | N/A |
| Position Type | A code to identify if the exiter is a teacher, administrator or other licensed personnel.
Alphanumeric, 5 characters | Census > People > District Assignment > Title |
| Gender Code | The gender code of the staff member. Alphanumeric, 1 character | Census > People > Demographics > Gender |
| Ethnic Flag | The ethnicity of the staff member. Reports as Y when the Hispanic/Latino field is marked a Y on the Demographics tool. Otherwise, N or blank reports. Alphanumeric, 1 character | Census > People > Demographics > Hispanic/Latino |
| Race Code | The code associated with the staff member's race. Numeric, 2 digits | Census > People > Demographics > Race/Ethnicity |
| Primary Reason for Leaving | The Primary Reason (code) the employee left employment with the school division. Numeric, 1 digit | Census > People > District Employment > Primary Reason for Leaving |
| Secondary Reason for Leaving | The Secondary Reason (code) the employee left employment with the school division. Numeric, 1 digit | Census > People > District Employment > Secondary Reason for Leaving |
| Tertiary Reason for Leaving | The Tertiary Reason (code) the employee left employment with the school division. Numeric, 1 digit | Census > People > District Employment > Tertiary Reason for Leaving |
| Filler | Reports as blank. | N/A |
| Filler | Reports as blank. | N/A |
| Filler | Reports as blank. | N/A |
D Records - Bus Drivers
| Data Element | Description | Location |
|---|---|---|
Record Type | Reports as "D". | N/A |
| Division Number | The state-assigned District Number. Numeric, 4 digits | System Administration > Resources > District Information > State District Number |
School/Center Code | The state-assigned School Number. Numeric, 4 digits | System Administration > Resources >School > State School Number |
Level Code | A code to indicate if the position is assigned to only one school or central office. Reports as "SCH". Alphanumeric, 3 characters | Census > People > District Assignment |
Position Code | Reports as 89. Numeric, 4 digits | Census > People > District Assignment > Title = 89. |
Adult Education Flag | Indicates if the staff member is marked as an Adult educator. Alphanumeric, 1 character (Y or N) | Census > People > District Assignment > Adult Ed Only |
English Learner Flag | Indicates if the staff member is marked as an English Learner educator. Alphanumeric, 1 character (Y or N) | Census > People > District Assignment > English Learning Only |
Special Education Flag | Indicates if the staff member is marked as working solely with students with disabilities as defined by IDEA. This field reports as N if field 6 (Adult Education Flag) or field 7 (English Learner Flag) = Y. Alphanumeric, 1 character (Y or N) | Census > People > District Assignment > Special Ed |
Count of FT | The number of full-time Bus Driver employees. Numeric, 7 digits | Calculated from Census > People > District Assignment > FTE of Assignment |
Count of PT | The number of part-time Bus Driver employees. Numeric, 7 digits | Calculated from Census > People > District Assignment > FTE of Assignment |
Count of Unfilled FT | The number of unfilled full-time employees by position (currently this is ONLY for Bus Drivers). | |
Count of Unfilled PT | The number of unfilled part-time employees by position (currently this is ONLY for Bus Drivers). | |
Filler 1 | Reports as blank. | |
Filler 2 | Reports as blank. | |
Filler 3 | Reports as blank. |
Footer Records
Reports the total record count.
