STAR Staff Reporting - Maintain Data - Employee Table Information

Use the MN STAR Staff Reporting page to manage and submit staff data to the Minnesota Department of Education's STAR (Staff Automated Reporting) system. This page allows Minnesota districts to extract, maintain, validate, and generate electronic files for both licensed and non-licensed staff reporting requirements.

If errors are encountered during the Load data process, you can correct the source data on the MN STAR Employee Table Information form on the MN STAR Staff Reporting page. After corrections, you must purge and reload the data.

PowerSchool recommends that you correct the report’s source data that is retrieved from the Core application.

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. The default file names are:
    - Excel: MN STAR Licensed Demographics_<MMDDYYYY_hhmmss>.xlsx
    - PDF: MN STAR Licensed Demographics_<MMDDYYYY_hhmmss>.pdf

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 submission/reporting date for the STAR licensed staff report. This date determines which reporting period the employee record belongs to and is used to filter and group records during report generation. This field is view-only and cannot be updated after saving the record.	Populated during the data load process. The field value is retrieved from the Report Date field on the MN STAR Staff Reporting - Load page.
Employee Number	The employee’s identification (ID) number. Select the lookup icon to search for and select an employee number. This field is view-only and cannot be updated after saving the record.	Populated during the data load process. The field value is retrieved from the Employee Number field on the Employee Information page.
File Folder Number	The state-assigned personnel identification code (also known as the file folder number) used by the Minnesota Department of Education to uniquely identify licensed staff members.	The valid values are 0000000-9999999. The value is padded with zeros to seven digits for state reporting. Populated during the data load process. The field value is retrieved from the Staff State ID field on the Personnel tab of the Employee Information page. If the field is blank, the system defaults the value to 0 and zero-pads it to seven digits. This field value overrides the Staff State ID field value on the Personnel tab of the Employee Information page.
Last Name	The employee's last name. This field is view-only and cannot be updated after saving the record.	Populated during the data load process. 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.	Populated during the data load process. 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.	Populated during the data load process. 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 Populated during the data load process. 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.	Populated during the data load process. 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 Calculated during the data load process. The calculated value represents the race/ethnicity code derived from the Race field on the Race/Ethnicity tab of the Employee Information page. The system maps the single-character race code to a two-digit STAR code: "I" = "01" (American Indian) "A" = "02" (Asian) "H" = "03" (Hispanic) "B" = "04" (Black) "W" = "05" (White) This field value overrides the value on the Race/Ethnicity tab of the Employee Information page.
Hispanic	Indicates whether the employee identifies as Hispanic or Latino ethnicity.	Calculated during the data load process. The calculated value indicates whether the employee is Hispanic. The system selects this option if the Ethnicity field value on the Race/Ethnicity tab of the Employee Information page is H - Hispanic or Latino. This field value overrides the Ethnicity field value on the Race/Ethnicity tab of the Employee Information page.
American Indian or Alaskan Native	Indicates whether the employee identifies as American Indian or Alaska Native.	Populated during the data load process. The field value is retrieved from the Race field on the Race/Ethnicity tab of the Employee Information page. This field value overrides the Race field value on the Race/Ethnicity tab of the Employee Information page.
Asian	Indicates whether the employee identifies as Asian.	Populated during the data load process. The field value is retrieved from the Race field on the Race/Ethnicity tab of the Employee Information page. This field value overrides the Race field value on the Race/Ethnicity tab of the Employee Information page.
Hawaiian or Pacific Islander	Indicates whether the employee identifies as Native Hawaiian or as an Other Pacific Islander.	Populated during the data load process. The field value is retrieved from the Race field on the Race/Ethnicity tab of the Employee Information page. This field value overrides the Race field value on the Race/Ethnicity tab of the Employee Information page.
Black or African American	Indicates whether the employee identifies as Black or African American.	Populated during the data load process. The field value is retrieved from the Race field on the Race/Ethnicity tab of the Employee Information page. This field value overrides the Race field value on the Race/Ethnicity tab of the Employee Information page.
White	Indicates whether the employee identifies as White.	Populated during the data load process. The field value is retrieved from the Race field on the Race/Ethnicity tab of the Employee Information page. This field value overrides the Race field 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 employment status indicator code that reflects the employee's current employment situation for STAR reporting.

This code determines how the employee is reported to the Minnesota Department of Education.

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 in the current year, but was not reported on the last report’s employment.

Populated during the data load process.

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.

Calculated during the data load process.

The calculated value represents the employee's hire date or date of return. The system first checks if a value exists in the Hire Date field on the Defined Page 32005 - MN STAR Reporting page. If that field contains a value, it is used. Otherwise, if the Employment Status is 01, 03, 04, 05, 06, 07, or 19, the value is retrieved from the Hire Date field on the Employment tab of the Employee Information page.

This field value overrides the Hire Date fields on the Defined Page 32005 - MN STAR Reporting page and Employment tab of the Employee Information page.

Inactive Status

The inactive/leave status code that indicates the reason an employee is not actively working (e.g., on leave, sabbatical, military leave).

This field is used when the Employment Status indicates the employee is inactive.

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

Populated during the data load process.

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 date the employee's employment ended or the start date of a leave of absence.

Used to determine if an employee should be excluded from reporting based on the termination date parameter entered on the Load screen.

Calculated during the data load process.

The calculated value represents the employee's termination date or start date of leave. The system first checks if a value exists in the Term Date field on the Defined Page 32005 - MN STAR Reporting page. If that field contains a value, it is used. Otherwise, if the Inactive Status is 46, 47, 49, 50, 51, 52, 54, 57, or 60, the system checks the Last Day Worked field on the Employee Information page. If that field is empty, the value is retrieved from the Last Date to Pay field on the Employee Information page.

This field value overrides the Term Date field on the Defined Page 32005 - MN STAR Reporting page and the Last Day Worked and Last Date to Pay fields on the Employee Information page, and

Contract Days

The number of contracted work days for the employee during the school year.

This field is used for calculating FTE and for state reporting of employee work schedules.

The valid values are 000-265.

Calculated during the data load process.

The calculated value represents the number of contract days for the employee. The system first checks if a value exists in the Contract Days field on the Defined Page 32005 - MN STAR Reporting page. If that field contains a value, it is used. Otherwise, the value is retrieved from the Days Worked field on the primary Pay Rate record on the Pay Rate Information page.

This field value overrides the Contract Days field on the Defined Page 32005 - MN STAR Reporting page and the Days Worked field on the primary Pay Rate record on the Pay Rate Information page.

Contract Base Salary

The employee's annual base salary under the contract.

This is the base compensation amount before any supplemental pay or adjustments.

Used for state salary reporting and staffing analysis.

The valid values are 000000-999999.

Calculated during the data load process.

The calculated value represents the employee's base salary under the contract. The system first checks if a value exists in the Base Salary field on the Defined Page 32005 - MN STAR Reporting page. If that field contains a value, it is used. Otherwise, the value is retrieved from the Annual Salary field on the base Pay Rate record on the Pay Rate Information page.

This field value overrides the Base Salary field on the Defined Page 32005 - MN STAR Reporting page and the Annual Salary field on the base Pay Rate record on the Pay Rate Information page.

Full Time/Part Time

Indicates whether the employee works full-time or part-time.

This classification is used for staffing analysis, FTE calculations, and state reporting requirements.

Valid values:

F - Full Time
P - Part Time

Calculated during the data load process.

The calculated value represents whether the employee is full-time or part-time. The system first checks if a value exists in the FT/PT field on the Defined Page 32005 - MN STAR Reporting page. If that field contains a value, it is used. Otherwise, the value is retrieved from the Part Time Status field on the Personnel tab of the Employee Information page.

This field value overrides the FT/PT field value on the Defined Page 32005 - MN STAR Reporting page and the Part Time Status field on the Personnel tab of the Employee Information page.

Highest Education Level

The highest level of education attained by the employee.

Used for state reporting of staff qualifications.

Populated during the data load process.

The field value is retrieved from the Highest 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 Highest field value on the Degree Data page.

Years of Experience - Superintendent

The number of years the employee has worked as a superintendent.

This field is populated only when the Employment Status is 02 or 04.

This field is view-only.

The valid values are 00-99.

Populated during the data load process.

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 number of years the employee has worked as a principal or assistant principal.

This field is populated only when the Employment Status is 02 or 04.

This field is view-only.

The valid values are 00-99.

Populated during the data load process.

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 number of years the employee has worked as a classroom teacher.

This field is populated only when the Employment Status is 02 or 04.

This field is view-only.

The valid values are 00-99.

Populated during the data load process.

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 number of years the employee has worked in other licensed educational positions not covered by the superintendent, principal, or teacher categories.

This field is populated only when the Employment Status is 02 or 04.

This field is view-only.

The valid values are 00-99.

Populated during the data load process.

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 has an out-of-district assignment (e.g., shared services with another district, cooperative assignments).

When this option is selected, it indicates the employee performs work outside their home district.

Populated during the data load process.

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

To add a record, select Add New Assignment. Refer to the Field descriptions and enter valid information in the required fields. Select Save.
To edit a record, select the edit icon. Update the information and select Save.
To delete a record, select the delete icon, and then select Yes.

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

Field	Description	Data source and Valid values
Assignment Code	The employee's licensed assignment code.	Calculated during the data load process. The calculated value corresponds to the employee's licensed assignment code. The system first retrieves the Assignment field value from the Assignments page. If the State Assignment Number field on the Assignment Code Table page contains a value, that value is used instead. The values in the drop-down list are retrieved from the Assignment Code Table page.
School Number	The school number where the assignment is held.	The valid values are 0-999. Calculated during the data load process. The calculated value represents the state school number for the assignment location. The system first retrieves the Location field value from the Assignments page, then looks up the corresponding State Location Code field on the Location Table page to convert the district location code to the state-assigned school number.
Grade Level	The grade level associated with the assignment.	Populated during the data load process. The field value is retrieved from the Grade Level field on the Assignments page. The values in the drop-down list are retrieved from the User Defined Table GL.
Mode of Teaching	The mode or method of instruction for the assignment.	Valid values: 0 - General Mode of Teaching C - College in the Classroom I - Interactive Television (ITV) L - Online Learning M - Immersion Programs N - Independent Study P - Innovative or Experimental Programs S - Special Education Multidisciplinary Team T - Team Teaching X - Extra Assignment. Populated during the data load process. The field value is retrieved from the Mode of Teaching field on the Assignments page.
Periods per Week	The number of periods per week the employee teaches this assignment.	The valid values are 0-99. Populated during the data load process. The field value is retrieved from the Periods/Hours per Week field on the Assignments page.
Length of Period	The length of each instructional period in minutes.	The valid values are 0-999. Populated during the data load process. The field value is retrieved from the Length of Period field on the Assignments page. If that field is blank, this field defaults to 0.
Total Number of Pupils	The total number of pupils enrolled in this assignment.	The valid values are 0-999. Calculated during the data load process. The calculated value represents the total number of pupils for the assignment. The system sets this field to 0 as the default during data loading. This field must be manually updated after the load process is complete.