STAR Staff Reporting

STAR (Staff Automated Reporting) reports on licensed and non-licensed staff employment and assignment data from all Minnesota public school districts and charter schools. The Minnesota Department of Education (MDE) collects, maintains, and stores this data. The report includes information on licensed staff employment, licensed staff assignment, and non-licensed staff.

Menu path

From the Human Resources menu, select State. From the State - MN menu, select STAR Staff Reporting.

Submission period

School employers must submit this report annually to the Minnesota Department of Education (MDE) by the last Monday of November.

Selection rule

Licensed and non-licensed employees are selected and reported.

Prerequisites

Enter valid information on the Defined Page 32005 - MN STAR Reporting page.
Upload licensed assignment details.
Maintain Non-Licensed Employee data.

Load data

On the MN STAR Staff Reporting page, select Load.
Select the Report Date and Termination Date.
Select Load, and then Yes.
If data for the selected criteria is loaded, select Yes to delete and reload the data.
Save the Load Summary report file and select OK.
Navigate to the file location.
Inspect the file. Update data if needed.
Repeat these steps until all required data is loaded.

Maintain Non-Licensed Employee data

You can correct the loaded data before submitting the report. However, you must also update the source data.

On the MN STAR Staff Reporting page, select Non-Licensed.
Filter records using the filter criteria. To enter filter criteria:
1. Select an option in the first field.
2. Select or enter a value.
3. Select Add if the button is enabled.
  Refer to Search for records for more information.
  - To add a record, click Add Record. Refer to the Field descriptions and enter valid information in the required fields. Select Save, and then Yes.
  - To edit a record, select the ellipsis in the Actions column and then select Edit. Update the information and select Save.
  - To delete a record, select the ellipsis in the Actions column, select Delete, and then select Yes.
  - To download the information, select Download, then select Download PDF or Download as an Excel Document.

Field descriptions

The following table describes the fields on the MN STAR Non-Licensed Employee Table Information form of the MN STAR - Non-Licensed Employee page.

Field	Description	Load logic - Data source and Valid values
Report Date	The reporting date. This field is view-only and cannot be updated after saving the record.	Not applicable
Employee Number	The employee number. Select the lookup icon to search for and select an employee number. This field is view-only.	The field value is retrieved from the Employee Number field on the Employee Information page.
Location	The school number provided by the state. This field is view-only and cannot be updated after saving the record.	The field value is retrieved from the Location field on the Personnel tab of the Employee Information page.
Assignment Code	The assignment code. This field is view-only and cannot be updated after saving the record.	The values in the drop-down list are retrieved from the Assignment Code Table page.
Staff ID	The unique identification of the employee.	Not applicable
Last Name	The employee's last name. This field is view-only and cannot be updated after saving the record.	The field value is retrieved from the Last Name field on the Employee Information page.
First Name	The employee's first name. This field is view-only and cannot be updated after saving the record.	The field value is retrieved from the First Name field on the Employee Information page.
Middle Name	The employee’s middle name. This field is view-only and cannot be updated after saving the record.	The field value is retrieved from the Middle Name field on the Employee Information page.
Gender	The gender of the employee.	Valid values: M - Male F - Female The field value is retrieved from the Sex at Birth field on the Employee Information page. This field value overrides the Sex at Birth field value on the Employee Information page
Birth Date	The date of birth of the employee. This field is view-only and cannot be updated after saving the record.	The field value is retrieved from the Birthdate field on the Employee Information page.
Staff Employment Status	The status code of a licensed or non-licensed staff.	Valid values: 00 - Return From Previous Year 01 - Newly Licensed MN Grad 02 - Return After Break In SRV 03 - Transfer - MN Pub. School 04 - Transfer - Non-MN Public 05 - New Licensed Non-MN Grad 06 - Long-Term Sub In State 07 = Employed less than one year can be used for an employee hired after October 1 of the previous year who did not return this year. This should only be used if the person's employment status is unknown or uncertain. 08 = Transferred from a Non-Licensed position to a Licensed assignment. 19 = Missed employment on the last report will be used if you have a staff member who was employed the previous year before October 1 and is returning the current year but was not reported on the last report’s employment. The field value is retrieved from the New Staff Stat field on the Defined Page 32005 - MN STAR Reporting page. The values in the drop-down list are retrieved from the User Defined Table SS. This field value overrides the New Staff Stat field on the Defined Page 32005 - MN STAR Reporting page.
Hours per Week	The number of hours worked in a week.	The valid values are 01 - 60.
Full Time/Part Time	Indicates whether the employee is employed full-time or part-time.	Valid values: F - Full Time P - Part Time The field value is retrieved from the FT/PT field on the Defined Page 32005 - MN STAR Reporting page. This field value overrides the FT/PT field value on the Defined Page 32005 - MN STAR Reporting page.
Race/Ethnicity	The race or ethnicity of the employee.	Valid values: 01 - American Indian or Alaskan Native 02 - Asian or Pacific Islander 03 - Hispanic 04 - Black, Not of Hispanic Origin 05 - White, Not of Hispanic Origin The field value is retrieved from the Race/Ethnicity tab of the Employee Information page. This field value overrides the value on the Race/Ethnicity tab of the Employee Information page.
Hispanic	Indicates whether the employee’s race or ethnicity is Hispanic.	The field value is retrieved from the Race/Ethnicity tab of the Employee Information page. This field value overrides the value on the Race/Ethnicity tab of the Employee Information page.
American Indian or Alaskan Native	Indicates whether the employee’s race or ethnicity is American Indian or Alaskan Native.	The field value is retrieved from the Race/Ethnicity tab of the Employee Information page. This field value overrides the value on the Race/Ethnicity tab of the Employee Information page.
Asian	Indicates whether the employee’s race or ethnicity is Asian.	The field value is retrieved from the Race/Ethnicity tab of the Employee Information page. This field value overrides the value on the Race/Ethnicity tab of the Employee Information page.
Hawaiian or Pacific Islander	Indicates whether the employee’s race or ethnicity is Hawaiian or Pacific Islander.	The field value is retrieved from the Race/Ethnicity tab of the Employee Information page. This field value overrides the value on the Race/Ethnicity tab of the Employee Information page.
Black or African American	Indicates whether the employee’s race or ethnicity is Black or African American.	The field value is retrieved from the Race/Ethnicity tab of the Employee Information page. This field value overrides the value on the Race/Ethnicity tab of the Employee Information page.
White	Indicates whether the employee’s race or ethnicity is White.	The field value is retrieved from the Race/Ethnicity tab of the Employee Information page. This field value overrides the value on the Race/Ethnicity tab of the Employee Information page.

Maintain Licensed Employee data

You can correct the loaded data before submitting the report. However, you must also update the source data.

On the MN STAR Staff Reporting page, filter records using the filter criteria. To enter filter criteria:
1. Select an option in the first field.
2. Select or enter a value.
3. Select Add if the button is enabled.
  Refer to Search for records for more information.
  - To add a record, click Add Record. Refer to the Field descriptions and enter valid information in the required fields. Select Save, and then Yes.
  - To edit a record, select the ellipsis in the Actions column and then select Edit. Update the information and select Save.
  - To delete a record, select the ellipsis in the Actions column, select Delete, and then select Yes.
  - To download the information, select Download, then select Download PDF or Download as an Excel Document.

Field descriptions

The MN STAR Employee Table Information form contains the following tabs:

General Information tab

The General Information tab contains the following sections:

Demographic section

The following table describes the fields in the Demographic section of the General Information tab of the MN STAR Employee Table Information form on the MN STAR Staff Reporting page.

Field	Description	Load logic - Data source and Valid values
Report Date	The reporting date. This field is view-only and cannot be updated after saving the record.	Not applicable
Employee Number	The employee number. Select the lookup icon to search for and select an employee number. This field is view-only.	The field value is retrieved from the Employee Number field on the Employee Information page.
File Folder Number	The demographic file folder number.	The valid values are 0000000 - 9999999.
Last Name	The employee's last name. This field is view-only and cannot be updated after saving the record.	The field value is retrieved from the Last Name field on the Employee Information page.
First Name	The employee's first name. This field is view-only and cannot be updated after saving the record.	The field value is retrieved from the First Name field on the Employee Information page.
Middle Name	The employee’s middle name. This field is view-only and cannot be updated after saving the record.	The field value is retrieved from the Middle Name field on the Employee Information page.
Gender	The gender of the employee.	Valid values: M - Male F - Female The field value is retrieved from the Sex at Birth field on the Employee Information page. This field value overrides the Sex at Birth field value on the Employee Information page
Birth Date	The date of birth of the employee. This field is view-only and cannot be updated after saving the record.	The field value is retrieved from the Birthdate field on the Employee Information page.
Race/Ethnicity	The race or ethnicity of the employee.	Valid values: 01 - American Indian or Alaskan Native 02 - Asian or Pacific Islander 03 - Hispanic 04 - Black, Not of Hispanic Origin 05 - White, Not of Hispanic Origin The field value is retrieved from the Race/Ethnicity tab of the Employee Information page. This field value overrides the value on the Race/Ethnicity tab of the Employee Information page.
Hispanic	Indicates whether the employee’s race or ethnicity is Hispanic.	The field value is retrieved from the Race/Ethnicity tab of the Employee Information page. This field value overrides the value on the Race/Ethnicity tab of the Employee Information page.
American Indian or Alaskan Native	Indicates whether the employee’s race or ethnicity is American Indian or Alaskan Native.	The field value is retrieved from the Race/Ethnicity tab of the Employee Information page. This field value overrides the value on the Race/Ethnicity tab of the Employee Information page.
Asian	Indicates whether the employee’s race or ethnicity is Asian.	The field value is retrieved from the Race/Ethnicity tab of the Employee Information page. This field value overrides the value on the Race/Ethnicity tab of the Employee Information page.
Hawaiian or Pacific Islander	Indicates whether the employee’s race or ethnicity is Hawaiian or Pacific Islander.	The field value is retrieved from the Race/Ethnicity tab of the Employee Information page. This field value overrides the value on the Race/Ethnicity tab of the Employee Information page.
Black or African American	Indicates whether the employee’s race or ethnicity is Black or African American.	The field value is retrieved from the Race/Ethnicity tab of the Employee Information page. This field value overrides the value on the Race/Ethnicity tab of the Employee Information page.
White	Indicates whether the employee’s race or ethnicity is White.	The field value is retrieved from the Race/Ethnicity tab of the Employee Information page. This field value overrides the value on the Race/Ethnicity tab of the Employee Information page.

Employment section

The following table describes the fields in the Employment section of the General Information tab of the MN STAR Employee Table Information form on the MN STAR Staff Reporting page.

Field	Description	Load logic - Data source and Valid values
Employment Status	The status code of a licensed or non-licensed staff. 00 to 06 indicates the licensed staff, and 20 indicates the non-licensed staff.	Valid values: 00 - Return From Previous Year 01 - Newly Licensed MN Grad 02 - Return After Break In SRV 03 - Transfer - MN Pub. School 04 - Transfer - Non-MN Public 05 - New Licensed Non-MN Grad 06 - Long-Term Sub In State 07 = Employed less than one year can be used for an employee hired after October 1 of the previous year who did not return this year. This should only be used if the person's employment status is unknown or uncertain. 08 = Transferred from a Non-Licensed position to a Licensed assignment. 19 = Missed employment on the last report will be used if you have a staff member who was employed the previous year before October 1 and is returning the current year but was not reported on the last report’s employment. The field value is retrieved from the New Staff Stat field on the Defined Page 32005 - MN STAR Reporting page. The values in the drop-down list are retrieved from the User Defined Table SS. This field value overrides the New Staff Stat field on the Defined Page 32005 - MN STAR Reporting page.
Hire Date	The hire date of the employee.	The field value is retrieved from the Hire Date field on the Defined Page 32005 - MN STAR Reporting page. This field value overrides the Hire Date field on the Defined Page 32005 - MN STAR Reporting page.
Inactive Status	The employee's inactive, termination, or transfer status code.	Valid values: 00 - Returning/Not Inactive 21 - Maternity/Paternity/Adopt 22 - Illness 23 - Personal Obligations/Othr 24 - Travel 25 - Professional Growth 26 - Military Service 28 - Ext Leave/Sabbatical 29 - Employed, No Assignment 30 - Intra-District Transfer 46 - Staff Reduction 47 - Personal Reasons 49 - Retirement 50 - Death 51 - Educator In Another Dist 52 - Educator Outside Of MN 54 - Other Educ Occup 57 - Not Offered Reemployment 59 - Long Term Substitute 60 - Unknown/Other The field value is retrieved from the Inactive Stat field on the Defined Page 32005 - MN STAR Reporting page. The values in the drop-down list are retrieved from the User Defined Table IS. This field value overrides the Inactive Stat field on the Defined Page 32005 - MN STAR Reporting page.
Termination Date	The termination date of the employee.	The field value is retrieved from the Term Date field on the Defined Page 32005 - MN STAR Reporting page. This field value overrides the Term Date field on the Defined Page 32005 - MN STAR Reporting page.
Contract Days	The total number of contract days.	The valid values are 000 - 265. The field value is retrieved from the Contract Days field on the Defined Page 32005 - MN STAR Reporting page. This field value overrides the Contract Days field on the Defined Page 32005 - MN STAR Reporting page.
Contract Base Salary	The contract base salary override amount.	The valid values are 000000 - 999999. The field value is retrieved from the Base Salary field on the Defined Page 32005 - MN STAR Reporting page. This field value overrides the Base Salary field on the Defined Page 32005 - MN STAR Reporting page.
Full Time/Part Time	Indicates whether the employee is employed full- or part-time.	Valid values: F - Full Time P - Part Time The field value is retrieved from the FT/PT field on the Defined Page 32005 - MN STAR Reporting page. This field value overrides the FT/PT field value on the Defined Page 32005 - MN STAR Reporting page.
Highest Education Level	The highest education attained by the employee.	The field value is retrieved from the Type field on the Degree Data page. The values in the drop-down list are retrieved from the Degree Table page. This field value overrides the Type field value on the Degree Data page.
Years of Experience - Superintendent	The years of experience as a superintendent. This field is view-only and cannot be updated.	The valid values are 00 - 99. The field value is retrieved from the Yrs Exp Supt field on the Defined Page 32005 - MN STAR Reporting page.
Years of Experience - Principal	The years of experience as a principal. This field is view-only and cannot be updated.	The valid values are 00 - 99. The field value is retrieved from the Yrs Exp Princ field on the Defined Page 32005 - MN STAR Reporting page.
Years of Experience - Classroom Teacher	The years of experience as a classroom teacher. This field is view-only and cannot be updated.	The valid values are 00 - 99. The field value is retrieved from the Yrs Exp Teach field on the Defined Page 32005 - MN STAR Reporting page.
Years of Experience - Other	The years of experience in other areas. This field is view-only and cannot be updated.	The valid values are 00 - 99. The field value is retrieved from the Yrs Exp Other field on the Defined Page 32005 - MN STAR Reporting page.
Out of District Assignment	Indicates whether the employee provides licensed service in other districts.	The field value is retrieved from the Out Of Dist field on the Defined Page 32005 - MN STAR Reporting page. This field value overrides the Out Of Dist field value on the Defined Page 32005 - MN STAR Reporting page.

Assignment tab

Select Add New Assignment.

The following table describes the fields on the MN STAR Employee Assignment form.

Field	Description	Data source and Valid values
Assignment Code	The unique identification code of the licensed assignment.	The values in the drop-down list are retrieved from the Assignment Code Table page.
School Number	The school number provided by the state.	Not applicable
Grade Level	The grade level applicable to the selected assignment.	The values in the drop-down list are retrieved from the User Defined Table GL.
Mode of Teaching	The teaching mode for the assignment.	Not applicable
Periods per Week	The number of teaching periods per week.	The valid values are 0 - 99.
Length of Period	The duration of the period.	The valid values are 0 - 999.
Total Number of Pupils	The total number of students for the assignment.	The valid values are 0 - 999.

Create file

On the MN STAR Staff Reporting page, select Report.
Select the Report Date.
In the Report Options section:
- Select Licensed Demographic to include the licensed demographic information.
- Select Licensed Assignment to include the licensed assignment information.
- Select Non-Licensed to include the non-licensed information.
Create a hard copy of the report to verify data before you create the electronic file:
1. Select Hard Copy.
2. Select PDF or Excel.
3. Select Create, and then Yes.
Save the files and select OK.
Navigate to the folder containing the report files.
Inspect the files. Update data if needed.
Repeat these steps until all the required data is included.
Create the electronic file:
1. Select Electronic File.
2. Select Create, and then Yes.
3. Save the files and select OK.

The default file names are:

Licensed Demographic report: LB<district number><Report Date>.txt
Licensed Assignment report: LA<district number><Report Date>.txt
Non-Licensed report: NA<district number><Report Date>.txt

Follow the state's submission procedures.

Purge data

If you need to correct setups or employee data, purge the existing records and reload the data.

On the MN STAR Staff Reporting page, select Purge.
Select the Report Date.
Select Submit.
Select Yes, and then OK.