IL EIS - File Layouts and Data Mapping

1

IEIN

il_eis_position.iein

2

SSN

il_eis_position.ssn

Dashes are removed from the SSN

3

Legal Last Name

il_eis_position.last_name

4

Legal First Name

il_eis_position.first_name

5

Legal Middle Name

il_eis_position.middle_name

An asterisk is printed if it is blank

6

Maiden Name

il_eis_position.maiden_name

7

Date of Birth

il_eis_position.birth_date

8

Gender

il_eis_position.gender

9

Race/Ethnicity

il_eis_position.race_code

10

School Year

il_eis_position.school_yr

11

Employer RCDTS

il_eis_locn_codes.employer_rcdts

12

Work Location RCDTS

il_eis_locn_codes.location_rcdts

13

Employment Start Date

il_eis_position.emp_start_date

14

Position Code

il_eis_position.pos_code

15

Retired Employee Flag

il_eis_position.retired_flag

16

Position Start Date

il_eis_position.pos_start_date

17

Percent Full Time

il_eis_position.pos_fte

Formatted with two decimal places

18

Workload

il_eis_position.work_location

19

Bilingual Language Code

il_eis_position.language_code

20

Grade Level Assignment

Il_eis_position.grade_level

21

Primary Location Flag

Il_eis_position.primary_work_loc

22

Remove Record

Il_eis_position.remove_rec

23

Email Address

Il_eis_position.email_address

24

ED360 Role

Il_eis_position.ed360_role

25

Result Code

See IL EIS - File Layouts and Data Mapping#Result Codes and Result Messages.

26

Result Message Codes

See IL EIS - File Layouts and Data Mapping#Result Codes and Result Messages.

1

IEIN

il_eis_position.iein

2

Legal Last Name

il_eis_position.last_name

3

Legal First Name

il_eis_position.first_name

4

Legal Middle Name

il_eis_position.middle_name

An asterisk is printed if it is blank

5

Date of Birth

il_eis_position.birth_date

6

School Year

il_eis_position.school_yr

7

Employer RCDTS

il_eis_locn_codes.employer_rcdts

8

Position Code

il_eis_position.pos_code

9

Percent of Fulltime

il_eis_position.time_frame

10

Funding Source

il_eis_position.fund_source

11

Base Salary

il_eis_position.salary

Prints "0.00" if blank

12

Vacation Days

il_eis_position.vacation_days

Prints "0" if blank

13

Sick Days

il_eis_position.sick_days

Prints "0" if blank

14

Bonuses

il_eis_position.bonuses

Prints "0.00" if blank

15

Annuities

il_eis_position.annuities

Prints "0.00" if blank

16

Retirement Benefits

il_eis_position.retirement

Prints "0.00" if blank

17

Other Benefits

il_eis_position.benefits

Prints "0.00" if blank

18

Position End Date

il_eis_position.pos_end_date

19

Days Expected

il_eis_position.expected_days

Prints "0.00" if blank

20

Days Absent

il_eis_position.absent_days

Prints "0.00" if blank

21

Contract Days Override

This optional field is not used.

22

Result Code

See IL EIS - File Layouts and Data Mapping#Result Codes and Result Messages.

23

Result Message Codes

See IL EIS - File Layouts and Data Mapping#Result Codes and Result Messages.

1

District RCDT

il_eis_locn_codes.employer_rcdts

2

Employee IEIN

person.staff_state_id

3

Employee Last Name

employee.l_name

4

Employee First Name

employee.f_name

5

Employee DOB

employee.birthdate

6

Tenured Teacher

pat_act.sit_data1

7

Evaluator IEIN

pat_act.sit_data2

8

Evaluator Last Name

pat_act.sit_data3

9

Evaluator First Name

pat_act.sit_data4

10

School Year

pat_act.sit_data5

11

Evaluation Type

pat_act.sit_data6

12

Summative Rating

pat_act.sit_data7

13

Remove Record

Not Stored

Value set to "N"

14

Result Code

See IL EIS - File Layouts and Data Mapping#Result Codes and Result Messages.

15

Result Message Codes

See IL EIS - File Layouts and Data Mapping#Result Codes and Result Messages.

1

IEIN

il_eis_position.iein

2

Legal Last Name

il_eis_position.last_name

3

Legal First Name

il_eis_position.first_name

4

Date of Birth

il_eis_position.birth_date

5

Employer RCDTS

il_eis_locn_codes.employer_rcdts

6

Employment Start Date

il_eis_position.emp_start_date

7

Employment End Date

il_eis_position.emp_end_date

8

Employment End Reason

il_eis_position.emp_end_reason

I

Invalid

IEIN does not match the first name, last name, and date of birth.

F

Failed - Missing mandatory data

Reason displayed in an error message.

E01

IEIN provided w/o SSN and no matching record found.

IEIN was provided upon upload without the SSN, but no matching record found for that IEIN in EIS.

E02

IEIN and SSN combination provided does not match.

Both the IEIN and SSN provided are valid but do not match the same employee.

E03

SSN found but IEIN provided does not match.

The SSN provided is valid but the IEIN provided is not found.

E04

IEIN found but SSN provided does not match.

The IEIN provided is valid but the SSN provided is not found.

E05

IEIN and/or SSN found but 1 of 3 attributes does not match.

Both the IEIN and SSN provided are valid but do not match the employee’s attributes, last name, first name, and date of birth.

E06

Duplicate records in file. Please remove duplicates with same IEIN, Position Code, Work Location and Position Timeframe.

There are duplicated records in the file being uploaded. Duplicated records contain the same IEIN, Position Code, Work Location, Position Timeframe, and Employer RCDTS.

E07

Duplicate records in file. Please remove duplicates with same SSN, Position Code, Work Location and Position Timeframe.

There are duplicated records in the file being uploaded. Duplicated records contain the same SSN, Position Code, Work Location, Position Timeframe, and Employer RCDTS.

E09

FTE cannot exceed 1.0 for all position records including all districts for TimeFrame Regular School Year.

FTE cannot exceed 1.0 for all position records across all districts with the Regular School Year Time Frame.

E10

Employment and/or Demographic data does not match across all records for this employee in this file.

If multiple employment records exist for a single employee; all records must have the same employment data (e.g. school year, employee start date, employer RCDTS, work location RCDTS, and position code.

E11

Employment start date must be greater than the last employment end date.

The employment start date must be greater than the last employment end date.

E12

Position record cannot be updated after the salary record has been completed.

The position record cannot be updated after the salary record has been completed.

E13

Employment may not be ended until Salary data is provided.

Salary must be provided before employment is ended.

E14

Employment cannot be ended with this reason code because all Positions have been removed.

Employment cannot be ended with the provided reason because all Positions were removed.

E15

Employment cannot be removed unless all position data is removed.

End Employment reason cannot be “99-Remove Record” unless all Associated Positions are set to “99-Remove Record”.

E16

A new employment cannot be added with an Employment End Reason of 99 (Remove Record).

Employment cannot be added as “99-Remove Record”.

E17

A new position cannot be added with a Timeframe of 99 (Remove Record).

Position cannot be added as “99-Remove Record”.

E19

Employment cannot be updated because one of the position records was rejected.

Multiple employment records received for the same IEIN. The employment record was not updated because one of the records provided was in error. All positions were rejected.

E20

IEIN Assigned; Demographic, Employment and Position Records Created.

IEIN assigned; demographic, employment, position records created.

E21

Demographic+Employment+Position Records Accepted.

Demographic, employment, and position records accepted.

E22

Employment Ended.

Employment End Date and End Reason Provided.

E23

Position record cannot be updated after the employment has already been ended.

The position record may not be updated after the employment has already been ended.

E24

Position Work Location cannot be a district level RCDTS code.

Position Work Location cannot be a district-level RCDTS code.

E25

Employment End date cannot be updated or removed.

The Employment End date may not be updated or removed.

E26

Specified Position code requires a Grade Level Assignment code.

Specified position code requires a grade-level assignment code.

E27

Guidance Counselor positions cannot be assigned to the Pre-Kindergarten or Kindergarten grade level.

Guidance Counselor positions cannot be assigned to the Pre-Kindergarten or Kindergarten grade level.

E29

Entry of position records for SY ’+stg.chrSchoolYear+’ is not currently allowed.

Entry of position records for SY ’+stg.chrSchoolYear+’ is not currently allowed.

E30

For the regular school year exactly one postion record must be marked as the primary location for a single employee per district, per school year.

Only one position record can be marked as the primary location for a single educator, per entity, per school year.

E31

Primary Location value must be “Y”, “N”, or blank.

The Primary Location must be marked with a “Y” for Yes, “N” for No, or left blank for No.

E32

Invalid Position Time Frame value submitted.

The Position Timeframe must be a valid Time Frame code.

E33

An educator may not have a regular school year teaching position record (200 series) and a resource teacher record (600 series) for the same year.

An educator cannot have both a regular school year teaching position (200 series) and a Resource Teacher position (series 600) for the same year.

E34

Cannot create a new employment record until ending the existing employment record.

A new employment record cannot be created if there is an existing employment record that does not have an Employment End Date.

E35

A new Position Work Location may not be added with a Remove flag of “Y”.

Cannot add a Work Location for a position if the Remove record flag is Yes.

E36

Evaluation exists for this position type. At least one position must remain.

Cannot remove a position when an evaluation has been submitted for that position.

E38

Cannot upload a position code which was ended previous to the start of the given school year.

Cannot use a position code that has been retired from EIS, either certified or non-certified.

E41

Non-certified positions are no longer accepted.

Position codes that have been retired due to they are not considered certified cannot be used.

E42

If the Ed360 Role code provided is not valid for the provided position code.

Ed360 Role must be valid for specified position code.

E47

PercentFullTIme cannot exceed 100% for all non-erroneous positions ins the same year.

The Maximum Percent of Full-Time is 100%, cannot exceed 100% for all open positions.

E48

Workload must be exactly 100% for all working locations assigned to a specific position

Indicates that the sum of all work locations do not add up to 100%

E49

Percent Full Time value must be the same across all entries for a given position code instance.

Percent Full Time does not match all entries.

E50

Position start dates must match for all open positions of a given position code.

Position Start dates do not match open positions.

S01

IEIN not found.

The IEIN number provided in the salary file was not found. No employment/position created.

S02

IEIN found but 1 of 3 attributes does not match.

The IEIN provided does not match the last name, first name, and date of birth provided.

S03

Duplicate records in file. Please remove duplicates with same IEIN, Position Code and Timeframe.

There are duplicated records within the file being uploaded. Please remove all duplicates with the same IEIN, position code, and Timeframe.

S04

FTE cannot exceed 1.00 for all positions including all districts for Timeframe.

FTE for an employee can not exceed an FTE value of 1.00 for all positions with the same Timeframe across all districts.

S05

Salary and position data cannot be accepted because the position does not exist.

Salary and position data cannot be accepted because the position does not exist or the Employment is no longer active.

S06

Position End Date must be equal to or greater than the Position Start Date.

Position End Date provided must be equal to or greater than the Position Start Date.

S07

Salary data could not be saved because the Position record has been removed.

Salary data could not be saved because the Position record has been removed.

S08

FTE Adjusted Base Salary must be less than maximum allowed salary for that Position code.

All Position codes have a maximum allowed salary.

S09

Position End Date must be before Employment End Date.

A Position must have an End Date before the Employment record can have an End Date.

S10

This Funding Source cannot be selected with the Timeframe of “Regular School Year (code 01).

Only certain Funding Source codes may be entered for a Time Frame code of 01 – Regular School Year.

S11

FTE Adjusted Base Salary must be more than minimum allowed salary for that Position code.

All Position codes have a minimum allowed salary.

S20

Position and Salary data accepted.

The position and any salary data were accepted.

V00

Duplicate records not allowed.

V01

Employee IEIN not found.

The Employee IEIN number provided in the evaluation file was not found. No employee evaluation created.

V02

Evaluator IEIN not found.

The Evaluator IEIN number provided in the evaluation file was not found. No employee evaluation created.

V03

Employee cannot evaluate themselves.

The Employee IEIN number matched the Evaluator IEIN number.

V04

Employee IEIN found but 1 of 3 attributes do not match.

The IEIN provided does not match the last name, first name, and date of birth provided.

V05

Evaluator IEIN found but 1 of 2 attributes do not match.

The IEIN provided does not match the last name or first name provided.

V06

Employees may only have 1 evaluation per evaluation type per school year per district.

Cannot create more than 1 evaluation per evaluation type per school year per district. For example, you cannot have two teachers or principal/assistant principal evaluations per school year, per district.

V07

Evaluator is not qualified for Educator evaluation type.

The evaluator must have the required growth module 5 to perform either a teacher or principal/assistant principal evaluation.

V08

Evaluator is not qualified for Principal evaluation type.

The evaluator must have the required growth module 5 to perform either a teacher or principal/assistant principal evaluation.

V09

Evaluation can only be modified by the orginal entering district.

This is just a rule that should not be violated in EIS since districts do not have access to other districts' EIS to modify evaluation data.

V10

Educator must be employed in a position that requires an evaluation of the provided evaluation type.

Cannot enter an evaluation for an EIS position code that is not a teacher or principal/assistant principal.

V11

Evaluatee must exist in EIS.

This message no lone applies. As long as the evaluatee has an IEIN in EILIS the record will go through.

V20

Evaluation data accepted.

The evaluation data was accepted.