Staff Setup | X-User Help Sandbox

Introduction

The following data elements are required for provincial reporting.

To navigate to the Staff Member page:

To add a new staff member: On the Start Page in the left panel, click New Staff Entry. The New Staff Member page appears.

To edit an existing staff member record: On the Start Page, click the Staff tab and search for the staff member. If the Select A Staff Member page appears, choose a staff member from the list. The Staff page appears.

The following information describes the setup required for Provincial Reporting. For information about general staff setup, refer Help, System Help.

Editing Staff Information

Edit Information

Data Element	Additional Information	[Table] Field Name	Used in these Reports
Name (last, first MI)		[Users]Last_Name [Users]First_Name	EQAO Submissions, Elementary Progress Report, Elementary Report Card, Secondary Report Card, Enrolment Report, Daily Attendance Record, Daily Absence Report, Independent Study and Online Learning Register for Day School Pupils, Continuing Education Registers (Summer School, Correspondence/Self-Study/Online, Adult Credit, Literacy & Numeracy, Adult Native Language, International Languages Elementary)
Legal Name (Last, first, middle, suffix)	Staff Legal Name Max character allowed for the fields as defined in database Following special characters are allowed a-zA-ZÀàÄäÂâÁáÈèÉéÊêËëÎîÏïÌìÔôÖöÓóÜüÙùÛûÚúÇçÿŸÑñò _:.'~ Accents are to be accepted.	[Usercorefields]PSCore_Legal_Last_Name [Usercorefields]PSCore_Legal_First_Name [Usercorefields]PSCore_Legal_Middle_Name [Usercorefields]PSCore_Legal_Suffix_Name	EQAO Extracts
Gender	Staff Gender Valid Values M & F	[S_ON_USR_X]Gender	OnSIS Submissions.
Legal Gender	Staff Legal Gender Valid Values are M(Male), F(Female), N (Prefer not to Disclose), and S(Prefer to Specify) If S is selected a text box is displayed to specify the gender identity.		OnSIS Submissions.

Entering Provincial Staff Information

Ontario Provincial Information

Data Element	Additional Information	[Table] Field Name	Used in these Reports
Ministry Educator Number	Dashes and other non-numeric characters will be removed and the value zero-filled when saved.	[S_ON_USR_X]MEN	OnSIS Submissions
Board Employee Number		[S_ON_USR_X]Board_Employee_Num	OnSIS Submissions
Exclude From Provincial Reporting Flag	T or F If checked OnSIS submissions will not generate <School_Educator_Assignment> segment or child segments.	[S_ON_USR_X]State_ExcludeFromReporting	OnSIS Submissions

Data Element

Additional Information

[Table] Field Name

Length

Used in these Reports

Ministry Educator Number

Dashes and other non-numeric characters will be removed and the value zero-filled when saved.

[S_ON_USR_X]MEN

OnSIS Submissions

Board Employee Number

[S_ON_USR_X]Board_Employee_Num

OnSIS Submissions

Exclude From Provincial Reporting Flag

T or F

If checked OnSIS submissions will not generate <School_Educator_Assignment> segment or child segments.

[S_ON_USR_X]State_ExcludeFromReporting

OnSIS Submissions

Creating Staff Assignments

Ontario Provincial Information - Assignments

Click NEW to add a new assignment, or click on a position type to edit an existing assignment. Only assignments associated with the logged in school can be edit. If the selected assignment is not associated with the logged in school the date can be viewed but not modified or deleted. If logged into the district office assignments can be edited regardless of school.

When logged into the district office, the assignments for all schools are listed. When logged into a particular school only the assignments for that school are listed.

Assignments are sorted descending by assignment end date within assignment start date (ascending or descending as specified by the user).

The data entry page checks for duplicate assignments based on School, MEN, Position Type, Educator Leave Type, Assignment Withdrawal Type, Assignment Start Date, and Assignment End Date.

Data Element	Additional Information	[Table] Field Name	Used in these Reports
Position Type	Choose an option from the pop-up menu. Required. Refer to Position Type entries in ministry OnSIS reference spreadsheet. Value is used in check for duplicate records.	[S_ON_SSF_Educator_Assign_C]Position_Type	OnSIS Submissions
Full Time Equivalent	Required.	[S_ON_SSF_Educator_Assign_C]FTE)	OnSIS Submissions
Teaching Type	Choose an option from the pop-up menu. Required. Refer to Teaching Type entries in ministry OnSIS reference spreadsheet.	[S_ON_SSF_Educator_Assign_C]Teaching_Type	OnSIS Submissions
Assignment Start Date	Required. Value is used in check for duplicate records (i.e. an assignment with matching Position Type, Educator Leave Type and Assignment Withdrawal Type cannot have an overlapping time frame).	[S_ON_SSF_Educator_Assign_C]Assignment_Start	OnSIS Submissions
Department Type	Choose an option from the pop-up menu. Refer to Department Type entries in ministry OnSIS reference spreadsheet.	[S_ON_SSF_Educator_Assign_C]Department_Type	OnSIS Submissions
Letter Of Permission Number		[S_ON_SSF_Educator_Assign_C]Letter_Permission	OnSIS Submissions
Temporary Letter Approval	This data is used starting with the October 2012 submission.	[S_ON_SSF_Educator_Assign_C]TLA	OnSIS Submissions
NTIP Status Type	Choose an option from the pop-up menu. Refer to NTIP Status Type entries in ministry OnSIS reference spreadsheet.	[S_ON_SSF_Educator_Assign_C]NTIP_Status	OnSIS Submissions
Educator Leave Type	Choose an option from the pop-up menu. Refer to Educator Leave Type entries in ministry OnSIS reference spreadsheet. Value is used in check for duplicate records.	[S_ON_SSF_Educator_Assign_C]Leave_Type	OnSIS Submissions
Assignment Withdrawal Type	Choose an option from the pop-up menu. Refer to Assignment Withdrawal Type entries in ministry OnSIS reference spreadsheet. Value is used in check for duplicate records.	[S_ON_SSF_Educator_Assign_C]Assign_Withdrawal_Type	OnSIS Submissions
Assignment End Date	Enter the date the assignment ends. Value is used in check for duplicate records (i.e. an assignment with matching Position Type, Educator Leave Type and Assignment Withdrawal Type cannot have an overlapping time frame).	[S_ON_SSF_Educator_Assign_C]Assignment_End)	OnSIS Submissions
Class Assignment Flag	If this flag is off, OnSIS school educator class assignment segments are not generated.	[S_ON_SSF_Educator_Assign_C]Class_Assignment_Flag	OnSIS Submissions

Creating Class Assignments

Ontario Provincial Information - Assignments – Class Assignments.

Only classes that meet during the currently selected PowerSchool term are shown in the list of class assignments.

Click NEW to add a new Class Assignment, or click on a Course Name to edit an existing Class Assignment.

Data Element	Additional Information	[Table] Field Name	Length	Used in these Reports
Course Name (Section Number) (Term)	Choose an option from the pop-up menu. Only classes that occur during this assignment period and during the currently selected term at the assignment school will display. If the year long term is selected, all of the teacher's classes that meet at any time during the year are included. For secondary schools, all classes with which the teacher is associated (either as lead teacher or as co-teacher) are available. Placeholder classes ([S_ON_CRS_X]Course_Type = "P") are not included. For elementary schools, only homeroom classes with which the teacher is associated (either as lead teacher or as co-teacher) will be available. The grade level associated with a class ([Sections]Grade_Level) is not considered when determining the list of available classes.	[S_ON_Assign_Class_C]ClassID		OnSIS Submissions

Data Element

Additional Information

[Table] Field Name

Length

Used in these Reports

Course Name (Section Number) (Term)

Choose an option from the pop-up menu.

Only classes that occur during this assignment period and during the currently selected term at the assignment school will display. If the year long term is selected, all of the teacher's classes that meet at any time during the year are included.

For secondary schools, all classes with which the teacher is associated (either as lead teacher or as co-teacher) are available.

Placeholder classes ([S_ON_CRS_X]Course_Type = "P") are not included.

For elementary schools, only homeroom classes with which the teacher is associated (either as lead teacher or as co-teacher) will be available.

The grade level associated with a class ([Sections]Grade_Level) is not considered when determining the list of available classes.

[S_ON_Assign_Class_C]ClassID

OnSIS Submissions

Creating Subject Assignments

Ontario Provincial Information - Assignments – Subjects

Click NEW to add a new Subject, or click on a Course Name to edit an existing Subject.

Data Element	Additional Information	[Table] Field Name	Length	Used in these Reports
Course Name (Section Number) (Term)	Choose an option from the pop-up menu. Only classes that occur during this assignment period and during the currently selected term at the assignment school will display. If the year long term is selected, all of the teacher's classes that meet at any time during the year are included. For elementary schools only, only non-homeroom classes with which the teacher is associated (either as lead teacher or as co-teacher) will be available. Not available for secondary schools.	[S_ON_SSF_AssignSubject_C]SectionID		OnSiS Submissions

Data Element

Additional Information

[Table] Field Name

Length

Used in these Reports

Course Name (Section Number) (Term)

Choose an option from the pop-up menu.

For elementary schools only, only non-homeroom classes with which the teacher is associated (either as lead teacher or as co-teacher) will be available.

Not available for secondary schools.

[S_ON_SSF_AssignSubject_C]SectionID

OnSiS Submissions

Defining Instructional Time Type

Ontario Provincial Information - Assignments - Instructional Time Type

Click NEW to add a new instructional time type, or click on a type to edit an existing type.

Data Element	Additional Information	[Table] Field Name	Length	Used in these Reports
Time Type	Choose an option from the pop-up menu. Refer to Instructional Time Type entries in ministry OnSIS Reference Table Spreadsheet.	[S_ON_Instructional_TM_C]Time_Type		OnSIS Submissions

Data Element

Additional Information

[Table] Field Name

Length

Used in these Reports

Time Type

Choose an option from the pop-up menu.

Refer to Instructional Time Type entries in ministry OnSIS Reference Table Spreadsheet.

[S_ON_Instructional_TM_C]Time_Type

OnSIS Submissions

Defining Educator Roles

Ontario Provincial Information - Assignments - Roles

Click NEW to add a new role, or click on a role to edit an existing role.

Data Element	Additional Information	[Table] Field Name	Used in these Reports
Role Type	Choose an option from the pop-up menu. Required. Refer to Eductor Role Types entries in Appendix A - Codes and Specifications.	[S_ON_Educator_Role_C]Role_Type	Organizational Chart
FTE	Cannot be greater than the FTE entered for the parent educator assignment record.	[S_ON_Educator_Role_C]FTE	Organization Chart
Start Date	Must fall within the date range for the parent educator assignment record.	[S_ON_Educator_Role_C]Start_Date	Organization Chart
End Date	Must fall within the date range for the parent educator assignment record.	[S_ON_Educator_Role_C]End_Date	Organization Chart

Entering Temporary Letters of Authorization

Ontario Provincial Information - Assignments - Temporary Letters Of Authorization

Note: This data is no longer used starting with the October 2012 submission.

Data Element	Additional Information	[Table] Field Name	Length	Used in these Reports
Subject Type	Choose an option from the pop-up menu. Refer to Elementary Subject Type (for elementary school courses) and Secondary Subject Type Code (for secondary school courses) entries in ministry OnSIS Reference Table Spreadsheet.	[S_ON_TLA_C]Subject_Type		OnSIS Submissions
Non-Teacher Flag	T or F	[S_ON_TLA_C]Non_Teaching_Flag		OnSIS Submissions

Data Element

Additional Information

[Table] Field Name

Length

Used in these Reports

Subject Type

Choose an option from the pop-up menu.

Refer to Elementary Subject Type (for elementary school courses) and Secondary Subject Type Code (for secondary school courses) entries in ministry OnSIS Reference Table Spreadsheet.

[S_ON_TLA_C]Subject_Type

OnSIS Submissions

Non-Teacher Flag

T or F

[S_ON_TLA_C]Non_Teaching_Flag

OnSIS Submissions