STAR Staff Reporting

The STAR (Staff Automated Reporting) Staff Report is an annual data submission that Minnesota public school districts and charter schools must send to the Minnesota Department of Education (MDE) and/or the Professional Educator Licensing and Standards Board (PELSB). It captures staff employment and assignment information for both licensed and non-licensed employees.

The purpose of STAR reporting is to ensure that:

• All educators and staff are accurately counted and assigned in state education data systems.

• Licensure and assignment compliance are assessed, meaning that licensed educators are working in positions authorized by their license.

• Statewide staffing data is collected for reporting, planning, and compliance purposes.

Data from STAR can also generate licensure/assignment violation reports, which highlight instances where an educator’s assignment doesn’t match their current licensure.

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.

The MN STAR Staff Report uses a multi-stage selection process to determine which employees are included in the report:

1. Initial Employee Selection

2. Maximum Employee Number Filter

3. Assignment Filtering (During Extraction)

4. Assignment-Level Validation

Initial Employee Selection

Employees are initially selected based on the Hire Date on the Employment tab of the Employee Information page. The employee's hire date must be on or before the Report Date on the MN STAR Staff Reporting - Load page.

Maximum Employee Number Filter

After the initial selection, employees are filtered based on a configurable maximum Employee Number. Employees with an Employee Number greater than the configured maximum are excluded from the report.

This filter prevents test employees or system-generated employee records from being included.

Assignment Filtering (During Extraction)

During the data extraction process, additional filtering occurs:

Assignment-Level Validation

Each employee's assignment records are validated with these rules:

Prerequisites

• Enter valid information in the following fields on the Human Resources Profile page:

  • Client

  • Company

• Enter valid information in the Customer Site Code field on the Miscellaneous tab of the Human Resources Profile page.

• Enter valid information in the following fields on the Human Resources Profile - State page: 

  • MDE District Number

  • MDE District Type

• Enter valid information on the Defined Page 32005 - MN STAR Reporting page.

• Ensure that the following fields on the Assignment Code Table page are configured correctly:

  • State Assignment Number (State-defined assignment code for STAR reporting)

  • License Required (L - Licensed Assignment)

• Ensure that valid degrees are configured on the Degree Table page.

• Ensure that valid job classes are configured on the Job Class page.

• Ensure that valid locations are configured on the Location Table page.

• Ensure that valid race/ethnicity codes are configured on the Race Code Table page.

• Ensure that the Employee Information records are complete, and the following fields are populated correctly:

  • Employment tab: Hire Date, Original Hire

  • Personnel tab: Location

  • Race/Ethnicity tab: Race

• Ensure that the following fields on the Assignments page are configured correctly:

  • Assignment

  • Location

  • Grade Level

  • Periods/Hours per Week

  • Length of Period

• Ensure that each employee has at least one record on the Degree Data page with valid information.

• Ensure that the Status field on the employee's pay rate records on the Pay Rate Information page is set to A - Active.

• Load licensed staff assignment records using the MN STAR Staff Report - Licensed Assignment Upload page.