To set up the State Job Classification Code and Non-Classroom based assignment codes, you will do the following:

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1 Data Population for CALPADS HR entry *Updated* All of the staff demographic and staff assignment data required for CALPADS can be entered into Escape. Most of the data is entered as part of the hiring process and the payroll setup. This document will help you populate all the necessary fields to extract a complete data set for staff required to be reported to CALPADS. The Report Release made significant changes to the way we run the Employee 50 report. It also added a new sort option - CalPADS State Job Code Listing. *In the past you could check what data you have in Escape by running the Employee 50 report, but now you must have the State Job Class codes setup before the report will create any staff lists.* Setup the State Job Code Listing as follows: To set up the State Job Classification Code and Non-Classroom based assignment codes, you will do the following: Go into HR/Payroll-Setup-Assignment-Job Categories/Classes Choose one of your Certificated Job Categories and open it. Click on the Job Class tab. Note that the example below shows only one code currently populated. Click on the Job Class that needs updating and open it. Click on the drop-down and choose the correct code for the Job Class. **Please work with your CALPADS person to make sure the coding is correct.** **Warning Do not change the Job Class Code name, i.e. PRIN, or you will break all the connections with every position it is attached to. If you find that you need more Job Classes to properly set up your coding, please wait until year end roll to make the changes. Version Page 1

2 Teacher classification 12 generally does not need a Non Classroom Based Assignment. Escape will put a red X in the Non Classroom Based Assignment field if you use a Job Classification code that requires a Non Classroom Based Assignment Click on the Non Classroom Based Assignment dropdown and choose the appropriate code. **Note there are a large number of choices, so please work with your CALPADS person to make sure the coding is correct.** Complete the coding for all certificated Job Categories and Classes. Version Page 2

3 Once you have completed the data entry for State Job Classification Code and Non-Classroom based assignment codes, you can run the report to check your list. 1. Choose the As of Date. It will default to today. CALPADS Fall 1 and 2 are looking for Information Day (the first Wednesday in October). 2. Choose Yes include records having invalid state codes 3. Click on the button for CalPADS State Job Code Listing 4. Use the Go to get the report 5. This report is not an Excel export Run your initial reports to check data: Once the State Job Codes have been added, you can check what data you have in Escape by running the Employee 50 report. 6. Choose the As of Date. It will default to today. CALPADS Fall 1 and 2 are looking for information day (the first Wednesday in October). 7. Choose Yes include records having invalid state codes 8. Click on the button for Staff Demographic 9. Use the Go/Export drop down to choose Excel Data 10. Repeat the process choosing Staff Assignment Version Page 3

4 5 The result is a spreadsheet with all the data listed. You can then analyze the results to find missing data. The Staff Demographic will include the following headers: Column Column Title Where do I find it in Escape? A RecordTypeCode B TransactionTypeCode C LocalRecordID D EffectiveStartDate E EffectiveEndDate F ReportingLEA Organization Record G AcademicYearID Fiscal Year H SEID EM - Employment I LocalStaffID EM - Employment J StaffLegalFirstName EM - Employment K StaffLegalMiddleName EM - Employment L StaffLegalLastName EM - Employment M StaffAliasFirstName EM - Employment N StaffAliasLegalMiddleName EM - Employment O StaffAliasLegalLastName EM - Employment P StaffBirthDate EM - Employment Q StaffGenderCode EM - Employment R StaffHispanicEthnicityIndicator EM - Employment S StaffEthnicityMissingIndicator EM - Employment T StaffRace1Code EM - Employment U StaffRace2Code EM - Employment V StaffRace3Code EM - Employment W StaffRace4Code EM - Employment X StaffRace5Code EM - Employment Y StaffRaceMissingIndicator EM - Employment Z StaffHighestDegreeCode EM - Education Degree AA StaffEmploymentStatusCode EM - Employment AB StaffEmploymentStartDate EM - Employment AC StaffEmploymentEndDate EM - Employment AD StaffServiceYearsLEA EM - Employment AE StaffServiceYearsTotal EM - Employment Version Page 4

5 Columns A E are CALPADS identifiers used to identify the file for upload purposed. Column F will report the CDE LEA number found in your Organization record. Column G will fill in the current fiscal year Column H Y are all found in Employee Management on the Employment Tab. Column AA AE are also found in Employee Management on the Employment Tab. Column AD is found in section 4 on the Employment tab and is calculated from the hire date. Column AE looks for all service in education for this employee o If the employee comes with experience prior to your district, you add the years in Experience Yrs Adj field. o Escape will then use the total experience from the Experience Yrs Total. Column Z is in found in Employee Management on the Education tab. o Use new to create a record type of D {Degree} o Enter an effective date o Choose the appropriate degree from the drop down o Save and close. Version Page 5

6 The Staff Assignment will include the following headers: Column Column Title Where do I find it in Escape? A RecordTypeCode B TransactionTypeCode C LocalRecordID D ReportingLEA Organization Record E SchoolOfAssignment Organization Record F AcademicYearID Fiscal Year G SEID EM - Employment H LocalStaffID EM - Employment I StaffLegalFirstName EM - Employment J StaffLegalLastName EM - Employment K StaffBirthDate EM - Employment L StaffGenderCode EM - Employment M StaffJobClassificationCode Setup - Job Categories/Classes and EM - Assignment N StaffJobClassificationFTEPercentage EM - Assignment O NonClassroomBasedJobAssignmentCode1 Setup - Job Categories/Classes and EM - Assignment P NonClassroomBasedJobAssignmentCode2 Setup - Job Categories/Classes and EM - Assignment Q NonClassroomBasedJobAssignmentCode3 Setup - Job Categories/Classes and EM - Assignment R NonClassroomBasedJobAssignmentCode4 Setup - Job Categories/Classes and EM - Assignment S NonClassroomBasedJobAssignmentCode5 Setup - Job Categories/Classes and EM - Assignment T NonClassroomBasedJobAssignmentCode6 Setup - Job Categories/Classes and EM - Assignment U NonClassroomBasedJobAssignmentCode7 Setup - Job Categories/Classes and EM - Assignment Columns A C are CALPADS identifiers used to identify the file for upload purposed. Column D E will report the CDE LEA numbers found in your Organization record. Column F will fill in the current fiscal year Column G L are all found in Employee Management on the Employment Tab and are repeats from the Staff Demographic report Column M and O U are setup in the HR/Payroll Setup Assignments Job Categories/Classes and are then pulled from the EM Assignment Column N will pull the FTE from the EM Assignment Version Page 6

7 After your Data Entry is Complete, it s time to check the reports again. Run the Employee 50 reports the same way you did in the first example. Check for missing data. Add any missing data and rerun the reports until you see no missing data. Run the Employee 50 reports again with the Errors? field set to No-do not include records having invalid state codes. This final extracts should have all the CALPADS certificated staff and assignment data listed in clean reports. Version Page 7