SIRS - Staff Assignment Report
All public school districts, Boards of Cooperative Educational Services (BOCES), and charter schools must submit Staff Assignment data for all professional, non-teaching staff. This data is collected through the SIRS - Staff Assignment report, which is used to update the Personnel Master File (PMF) and Annual Professional Performance Review (APPR) records.
Menu path
From the Human Resources menu, select State. From the State - NY menu, select SIRS - Staff Assignment Report.
Submission period
Annually
Selection rule
Employees meeting the following criteria are selected, and their assignment information is reported:
Paid in the selected year
Have Assignment information records for the reporting year
Prerequisites
Enter the SIRS Teacher ID in the Staff State ID field on the Personnel tab of the Employee Information page.
Set up Locations.
Set up Assignments.
Load data
On the NY SIRS - Staff Assignment Report page, select Load.
Select the Year.
The default is retrieved from the Year field on the Fund Accounting Profile page.Select the School Year Start Date and School Year End Date.
The default School Year Start Date is July 1 of the year before the one in the Year field.
The default School Year End Date is June 30 of the year in the Year field.Enter the SIRS District Code. The value is stored and displayed when you load data for subsequent years.
Select Load, then Yes.
If data for the selected criteria is loaded, select Yes to delete and reload the data.
Save the Load Summary report and select OK.
Navigate to the folder containing the summary report file.
Inspect the file. Update data if needed.
Repeat these steps until all required data is loaded.
Maintain data
You can correct loaded data before submitting the report. However, any corrections must also be made to the source data.
On the NY SIRS - Staff Assignment Report page, filter records using the filter criteria. To enter filter criteria, select an option from the list and then enter or select a value.
To add a record, click Add Record. Refer to the Field descriptions and enter valid information in the required fields. Select Save, 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, click Download, and then select Download PDF or Download as an Excel Document.
Field descriptions
The following table describes the fields on the Staff Information form of the NY SIRS - Staff Assignment Report page.
Field | Description | Load logic - Data source and Valid values |
|---|---|---|
Year | The reporting fiscal year. | The default is retrieved from the Year field on the Fund Accounting Profile page. |
Employee Number | The employee number. Select Lookup to search for and select an employee number. | The field value is retrieved from the Employee Number field on the Employee Information page. |
Last Name | The employee's last name. | The field value is retrieved from the Last Name field on the Employee Information page. |
First Name | The employee’s first name. | The field value is retrieved from the First Name field on the Employee Information page. |
Staff ID | The employee’s staff ID. | The field value is retrieved from the Staff State ID field on the Personnel tab of the Employee Information page. |
Assignment Code | The employee’s assignment code. The drop-down list values are retrieved from the Assignment Codes page. | The field value is retrieved from the employee’s Assignments page. |
Assignment Local Location Code | The local location code for the employee’s assignment. The drop-down list values are retrieved from the Location Table page. | The field value is retrieved from the Location field on the employee’s Assignments page. |
Assignment State Location Code | The corresponding state location code for the employee’s assignment. | The field value is retrieved from the State Location Code field on the employee’s Assignments page. If the State Location Code field on the employee’s Assignments page is blank, the value is retrieved from the Assignment Local Location Code field on this Staff Information form. |
Hire Date | The date the employee was hired. | The field value is retrieved from the Hire Date field on the Employment tab of the Employee Information page. |
Assignment Start Date | The date the employee’s assignment started. | This date cannot be:
If the Hire Date field on this Staff Information form is later than the School Year Start Date on the NY SIRS - Staff Assignment Report - Load page, this field value is retrieved from the Hire Date field on this Staff Information form. If the Hire Date field on this Staff Information form is earlier than the School Year Start Date on the NY SIRS - Staff Assignment Report - Load page, this field value is retrieved from the School Year Start Date on the NY SIRS - Staff Assignment Report - Load page. |
Assignment Completion Date | The date the employee’s assignment was completed. | The field is blank. You must select a field value earlier than June 30 of the Year on this Staff Information form. |
Assignment Field | The field of the employee’s assignment. The drop-down list values are retrieved from the Assignment Field field on the Assignments page. | The field value is retrieved from the Assignment Field field on the employee’s Assignments page. |
Percent Time Assigned | The percentage of the employee’s time spent on the assignment. | The field value is retrieved from the Percent field on the employee’s Assignments page and multiplied by 100. |
Assignment Grade Level | The grade level assigned to the employee. | The field value is retrieved from the Grade Level section on the employee’s Assignments page. If no grade levels are selected, this field’s default value is All. Employee records are created based on the assignment code, location, and grade. For example, if an employee has only one assignment and location but teaches three grade levels, one record is created for each grade level. This employee will have three records. |
Create file
On the NY SIRS - Staff Assignment Report page, select Report.
Select the Year.
The default is retrieved from the Year field on the Fund Accounting Profile page.
The School Year Start Date and School Year End Date are retrieved from the NY SIRS - Staff Assignment Report - Load page.Create a hard copy of the report to verify data before you create the electronic file:
Select Hard Copy.
Select PDF or Excel.
Select Create, then Yes.
Save the file and select OK.
Navigate to the folder containing the report file.
Inspect the files. Update data if needed.
Repeat these steps until all the required data is included.
Create the electronic file:
Select Electronic File.
Select Create, and then Yes.
Save the file and select OK.
The default file name is NY SIRS Staff Assignment Electronic Report_<Year>.csv.
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 NY SIRS - Staff Assignment Report page, select Purge.
Select the Year.
Select Submit.
Select Yes, and then OK.