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Work Assignment Extract (Massachusetts)

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The Work Assignment Extract collects work assignment information on individual public school educators for the Education Personnel Information Management System (EPIMS) data collection.

Screenshot of Work Assignment Extract. Work Assignment Extract 

Report Logic

  • Report work assignment records for staff.
    • The staff must be assigned to the section as a Primary Teacher OR a Teacher in order for a record to populate on the Work Assignment.
    • Report staff that are tied to the selected Calendar(s) AND District Assignment Start Date is on or before the Effective Date AND the Staff History>Start Date <= the Effective Date.
      1. Report Staff even if District Assignment End Date or Staff History>End Date is on or before the Effective Date.
        • Do not report Staff if District Assignment End Date is After District Assignment Start Date AND before the selected calendar Start Date
      2. Do not report Staff that have a Job Classification code (District Assignment>Title (StandardCode)) of NULL
    • Always report Staff from Schools that have Staff Assignment Type of 02.
    • The record for the course section the staff is assigned must NOT report when course State Code = exempt OR when Course>Active = NOT Checked.
    • Do not report a record when report Effective Date < Course Term Start Date, OR when Staff History>Start Date != Null and > Effective Date.
    • If the Job Classification (Title) code is 2305, 2306, 2307, 2308, 2310, 2325, (or 4100) report course information.
      • Report one instance for each section of each course
    • If the Job Classification (Title) code is NOT 2305, 2306, 2307, 2308, 2310, 2325 (or 4100) then DO NOT include course information for the record and only report one instance for the assignment
    • Excludes grade level, calendar, and calendar excludes.
    • Do not report Staff Assignments where the staff has an Employment Exclude checkbox checked (District Employment > Exclude)
    • Do not report Staff Assignment if the District Assignment has the Exclude checkbox checked
    • Report Staff Assignment if the Employment Exclude checkbox is not checked.
    • Report Staff Assignment if the assignment does not have the Exclude checkbox checked.
    • At least one student must be rostered with a Roster Start Date of null or on or before the extract Effective Date.
  • Must have active District Assignment> Title = NOT Blank and Teacher = checked in order for the Course/Section>Section Editor> District Assignment dropList to populate.

When HR is enabled:

  • Report staff that are tied to the selected Calendar(s) AND Work Assignment Start Date is on or before the Effective Date AND the Staff History>Start Date <= the Effective Date.
    1. Report Staff even if Work Assignment End Date or Staff History>End Date is on or before the Effective Date.
      1. Do not report Staff if Work Assignment End Date is after Work Assignment Start Date AND before the selected calendar Start Date.
    2. Do not report Staff that have a Job Classification standard code (Work Assignment > Title) of NULL.
  • Do not report Staff Assignments that have the District Employment SIF Exclude check box checked (Personnel Master > HR General Information > Employment Dates > SIF Exclude).
  • Do not report Staff Assignment that have all Work Locations with a SIF Exclude check box checked.
  • Do not report a Staff's Work Assignment where the Work Location has a SIF Exclude check box checked.
  • Report Staff Assignment if at least one Work Assignment does not have the SIF Exclude checkbox checked.
  • Report Staff Assignment if there is a District Employment without a check in the SIF Exclude check box (Personnel Master > HR General Information > Employment Dates > SIF Exclude).
  • Must have active Work Assignment > Title = NOT Blank and Role of Teacher (Work Assignment > Roles & Qualifications) selected in order for the Course/Section>Section Editor> District Assignment dropList to populate.

The District Assignment Title must have a Standard Code filled out on the Attribute Dictionary (Attribute/Dictionary > EmploymentAssignment > Title > Dictionary).

This standard code should be the 4-digit state code.


Screenshot of Campus Attribute Dictionary.Campus Attribute Dictionary

Report Editor Field Descriptions

The following fields are available on the report editor.

Field

Description

Extract Type

Select Work Assignment Extract.

Effective Date

The date from which data is pulled for the report.

Format

Report format that is being generated. When submitting the extract to the state, use the State Format (CSV). When verifying or reviewing data prior to submitting the extract, use one of the other formats. Options include HTML and CSV.

Header Off

Selecting this checkbox places a header on the report. The Report Header includes the record type, record name, and district number. For example, "EPIMS,WORK_ASSIGNMENT, 001."

Include Validation Column (HTML Only)Selecting this option includes a column at the end of the extract when generate in HTML format. This column lists error identification numbers, which refer to errors identified in documentation maintained by the state. See the State EPIMS website for more information.
Ad hoc FilterSelecting a filter limits records returned to those that meet the criteria of the pre-defined Ad hoc filter.
Exclude Cross-Site Data
When marked, Cross-Site data will not be included in the extract.

Select Calendars

The calendar(s) from which data is pulled for the report. Can be set to display only the active year, or be sorted by school or by year. At least one calendar must be selected in order for the report to generate.

 

Users have the option of submitting a SIMS report request 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.

Report Example

Screenshot of Work Assignment Extract HTML Example.Work Assignment Extract HTML Example

Report Layout

Element Name

Description

Type, Format, Length

Campus Database and UI Location

MEPID

A unique number assigned to an individual by the Massachusetts Department of Elementary and Secondary Education.

Alphanumeric, 8 characters

Person.staffStateID


Demographics > Staff State ID

HR Enabled: hrDemographics.
staffStateID

Human Resources > Personnel > Personnel Master > HR General Information - Current Record > State Number

Local Employee Number

A number used at the local district to identify an employee.

Alphanumeric, 20 characters

Person.staffNumber


Demographics > Local Staff Number

HR Enabled:
Human Resources > Personnel > Personnel Master > HR General Information - Current Record > Personnel Number

First Name

A name given to an individual at birth, during a naming ceremony, or through legal change.

Alphanumeric, 30 characters

Identity.firstName


Demographics > First Name

HR Enabled:
Human Resources > Personnel > Personnel Master > HR General Information - Current Record > First Name

Middle Name

A secondary name given to an individual at birth, during a naming ceremony, or through legal change.

Alphanumeric, 30 characters

Identity.middleName


Demographics > Middle Name

HR Enabled:
Human Resources > Personnel > Personnel Master > HR General Information - Current Record > Middle Name

Last Name

The person's last name.

Alphanumeric, 30 characters

Identity.lastName


Demographics > Last Name

HR Enabled:
Human Resources > Personnel > Personnel Master > HR General Information - Current Record > Last Name

District School ID

The eight-digit code for the district and/or school where the individual is currently employed. Each district/school in Massachusetts has an eight-digit code assigned by the ESE. The first four digits represent the district code. The second four digits represent the school code. The last four digits for a district position report as “0000."

Numeric, 8 digits

School.number


School Information > State School Number

HR Enabled:

  1. Report the first four digits of State District Number and the School Number.
  2. Please report from the Course>Section>Primary Teacher>District Assignment. Report the State District Number and the School Number from the associated Calendar of District Assignment
  3. If a teacher has work assignments in more than one school, report field WA06, District/School ID, with the associated State District Number and School number for school in which the record/class section is located when the WA report is generated for the multiple schools
  4. Please look to the School in which the teacher has a work assignment and report the District Number and School number combination for the school in which the assignment and class/section being reported is.
  5. Left Justify / Zero pad if School Number < 4 digits.

Job Classification

A description of the specific group of duties and responsibilities of a position. Reports based on state validations.

See the Title Code List  for possible values and reporting logic.

Numeric, 4 digits

EmploymentAssignment. title


District Assignment > Title

HR Enabled:
Human Resources > Personnel > Personnel Master > Work Assignments > Work Assignment Editor > Work Assignment Details > Title

Teacher Paraprofessional Assignment

The specific educational or educational support activity in which teachers, paraprofessionals, and other instructional staff are involved and employed on a daily basis. Reports based on state validations.

See the Assignment Code List  for possible values and reporting logic.

Numeric, 3 digits

EmploymentAssignment. assignmentCode


District Assignments > Assignment Code

HR Enabled:
Human Resources > Personnel > Personnel Master > Work Assignments > Work Assignment Editor > Work Assignment Details > Assignment Code

Grade

The predominant grade(s) for which the specific assignment provides educational services. Reports based on state validations.

Additional reporting logic is as follows:

  1. Only reports a non 00 value when Primary and/or Secondary Teacher > District Assignment > Title code = 2305, 2306, 2307, 2308, 2310, 2325, or 4100, AND when Teacher Paraprofessional Assignment is NOT = 406,
  2. Report 00 when District Assignment >Title code does not = 2305, 2306, 2307, 2308, 2310, 2325, or 4100, OR when Teacher Paraprofessional Assignment = 406,
  3. Report 00 if Course > Grade = Null or when staff is not assigned to a course.

Numeric, 4 digits

Course.grade


Course/Section > Course > Grade

HR Enabled:

  1. Report the Grade value (Scheduling > Courses > Course > Course Information) for the Course
    1. Only reports a non 00 value when Primary and/or Secondary Teacher Work Assignments > Work Assignment Editor > Work Assignment Details > Title code(WA07) = 2305, 2306, 2307, 2308, 2310, 2325, or 4100 , AND when WA08 NOT = 406,
    2. Report 00 when Work Assignments > Work Assignment Editor > Work Assignment Details > Title code (WA07) does not = 2305, 2306, 2307, 2308, 2310, 2325, or 4100, OR when WA08 = 406,
    3. Report 00 if Course>Grade = Null or when staff is not assigned to a course.

Subject Area Course

The subject area/course taught by an individual or for which the staff member provides support.Reports based on state validations.

Logic is as follows:

  1. When Grade = 00, Subject Area Course reports as 00000.
  2. Else, Subject Area Course = Scheduling > Courses > Course > State Code.
  3. When State Code = "exempt", or is Null, record will not report for course.

Alphanumeric, 7 characters

Course.stateCode


Course > State Code

Class Section

The class section code provided by the school district. Reports based on state validations.

Logic is as follows:

  1. Logic reports Course number + Section number. No spaces between the numbers.
  2. Otherwise, reports 0.
  3. Logic only reports a non 0 value when Primary and/or Secondary Teacher > District Assignment > Job Classification (Title code) = 2305, 2306, 2307, 2308, 2310, 2325, or 4100.
  4. Logic reports a default = 0 when District Assignment >Job Classification (Title code) does not = 2305, 2306, 2307, 2308, 2310, 2325, or 4100.
  5. If Subject Area Course field reports a value of 00000, Class Section reports as 0.

Alphanumeric, 20 characters

Section.number


Courses > Section > Section Number

HR Enabled:

  1. Reports Course number + Section number. No spaces between the numbers.
    1. Otherwise reports 0.
  2. Only reports a non 0 value when Primary and/or Secondary Teacher> Work Assignment> Title code (WA07) = 2305, 2306, 2307, 2308, 2310, 2325, or 4100.
  3. Report Default = 0 when Work Assignment>Title code (WA07) does not = 2305, 2306, 2307, 2308, 2310, 2325, or 4100.
  4. If Subject Area / Course reports 00000, Class Section must report 0.

Full Time Equivalent

The ratio between the hours expected of a full-time position and the number of actual hours being provided by an individual.

Calculated by summing the FTE of all District Assignments that have at least one active section. Each FTE is then divided by that total and each result is multiplied by the District Employment FTE Percent and divided by the number of sections in each assignment and rounded to two decimal points.

Calculates based on the FTE Percent of the most recent District Employment active on or before the extract Effective Date.

Value cannot exceed 1.0. Inactive sections are calculated the same way. 

When a staff member is not assigned to a section, they will report using the following calculation:


    • District Assignment FTE / District Employment FTE

When the staff member's record has a Job Classification of 2305, 2306, 2307, or 2308 and a Term Status of 02, year-long courses (Course Term of 01) are included in the calculation.


    • (District Employment FTE / District Assignment FTE) / (# of sections with a Term Status of 02 + Course Term of 01

Courses with a Term Status of 01 are calculated separately from those course with a Term Status of 02 and 03.

Numeric, 5 digits

Not stored. This is a calculated field.


District Assignment > FTE of Assignment


HR Enabled:

FTE = District Assignment FTE / the number of staff section records belonging to the District Assignment (active and inactive records are separated). 

The FTE calculation is separate for those records with Term Status (WA17) = 01, and those records with Term Status = 02.

HR Enabled:
Personnel > Personnel Master > Work Assignments > Work Assignment Editor > Salary Information > Position FTE

Instructional Paraprofessional Qualification

A two-digit code that denotes the level of paraprofessional training achieved by the individual who is working in a Title I school.

Reports a value of 99 for all records.

Numeric, 2 digits

EmploymentAssignment. paraproQualification


District Assignments > Parapro Qualification

Highly Qualified Status

Indicates whether an individual meets the US DOE definition and criteria of highly qualified to teach a particular subject area or course.

Reports a value of 99 for all records.


Numeric, 2 digits

Calculated, not dynamically stored


Credentials > Credential Type, Subject Type, Core Subject Area; Course > Subject Type, Core Academic Class

Subject Matter Competency

Indicates how an individual has demonstrated or has not demonstrated subject matter competency for this position.

Reports a value of 99 for all records.

Numeric, 2 digits

EmploymentAssignment. subjectMatterCompetency


Credentials > Subject Matter Competency

Course Term

A division in a school year during which instruction is regularly given to students. See the Course Term Code List  for possible values. Reports based on state validations.

Numeric, 2 digits

Not Stored.

Term Status

The two-digit code that identifies a course term as active or inactive at the time of the collection.

Reporting logic is as follows:

  • EOY, 6154: When Effective Date >= last Term Start Date in calendar, and Course Term = 01, 33, 22, 44, or 55, Term Status reports as 01. 
  • EOY: When the last course term End Date >= the last calendar term End Date, Term Status reports as 01. Else, 02. 
  • EOY, 6155: When Effective Date >= last Term Start Date in calendar, and Course Term = 41, 21, 31, or 51, Term Status reports as 02. 
  • October, 6156: When Effective Date < last Term Start Date in calendar, and Course Term = 01, 31, 21, 41, or 51, Term Status reports as 01. 
  • October, 6157: When Effective Date < last Term Start Date in calendar, and Course Term is setup to report 22, 32, 33, 43, 44, 53, 54, or 55, the course record must not report. 
  • Otherwise, when none of the above scenarios apply, and the course is active (taught) during the term on the date of the Effective Date, Term Status reports as 01. 
  • When the course is not active during the term on the date of the Effective Date, Term Status reports as 02. 
  • Latest term date: System Administration > Calendar > Calendar > Terms > Term Schedule/Terms Editor > End Date (choose the End Date with the latest End Date). 
  • A section is taught during the last term when a check mark exists under the latest term in the Section Schedule Placement (Q4, in this example).
  • When a staff is not assigned to a course (and therefore has no course Start Date), but populates on the report, Course Term and Term Status report as 01.
  • If teacher has a Staff History end date before the extract effective date, report 03 when the term is active (01).
  • If the Assignment End Date is null or after the extract effective date, report 01 if the term is active (and meets all other conditions).
  • Cannot be NULL.

Numeric, 2 digits

Not Stored.

Title Code List

The following expandable areas describe the logic for Core and HR Enabled reporting:

Click here to expand...


Click here to expand...

Assignment Code List

The following reporting logic is used:

  1. Report 000 for records where District Assignment > Title code does NOT = 2305, 2306, 2307, 2308, 2310, 2325 or 4100.
  2. Else, report Assignment Code.
    1. Report from the Course > Section > Primary Teacher and/or Secondary Teacher > District Assignment > Assignment Code.
    2. Report the Assignment Code from the associated Calendar of District Assignment.

The following reporting logic is used when HR is enabled:

  1. Report 000 for records where Work Assignments > Work Assignment Editor > Work Assignment Details > Title code does NOT = 2305, 2306, 2307, 2308, 2310, 2325 or 4100.
  2. Else, report Assignment Code.
    1. Report from the Course > Section > Primary Teacher and/or Secondary Teacher > District Assignment > Assignment Code.
    2. Report the Assignment Code from the associated Calendar of District Assignment.
Click here to expand...

Course Term Code List

Report default = 01 when District Assignment>Title code does not = 2305, 2306, 2310, 2325, 2330 or the first 2 left justified digits = 33

Click here to expand...