SIRS - Staff Attendance Report
In June 2015, the New York State Board of Regents authorized school districts, Boards of Cooperative Educational Services (BOCES), and charter schools to collect and report individual teacher attendance data. This was done to aid Local Education Agencies (LEAs) in ensuring that all students have equal access to effective educators and to provide input for Department policy.
Staff attendance data is presented at a granular level for each leave taken on the following:
Hard Copy (PDF and Excel) report files
However, the final electronic file contains the total leaves rolled up to the employee based on the State Attendance Code leave type on the NY SIRS - Staff Attendance Report page.
Menu path
From the Human Resources menu, select State. From the State - NY menu, select SIRS - Staff Attendance Report.
Submission period
Annually
Selection rule
Employees paid in the selected year are selected, and their attendance information is reported.
Prerequisites
Enter the SIRS Teacher ID in the Staff State ID field on the Personnel tab of the Employee Information page.
Set up Locations.
Complete the Setup procedure.
Setup
Set up Attendance Codes before creating the SIRS - Staff Attendance report.
Attendance Codes
On the start page, select Human Resources.
Select Entry & Processing, then from the Employee menu, select Employee Information.
Enter the search criteria, then select Search.
Select the relevant employee record, then select Accept.
Select Actions, then select Attendance.
Identify the Posted leave to report and note the Pay Code field value.
On the start page, select Human Resources.
Select Reference Tables.
From the Payroll menu, select Pay Codes.
Enter the search criteria to find the pay code record noted in Step 6, and then select Search.
On the Payroll tab, note the Leave to Subtract Time from field value.
On the NY SIRS - Staff Attendance Report page, select Setup, and then Attendance Codes.
Select Add Record.
From the Local Attendance Code drop-down, select the field value noted in Step 11.
From the State Attendance Code drop-down, select the corresponding state attendance code. For more information, refer to Field descriptions.
Select Save, then Yes. Repeat these steps and create Attendance Codes records for the remaining Posted leaves you must report.
To edit a record, select the ellipsis in the Actions column, then select Edit. Update the information and select Save.
To delete a record, select the ellipsis in the Actions column, select Delete, 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 NY SIRS - Staff Attendance Report - Setup - Attendance Codes page.
Field | Description | Data source or Valid values |
|---|---|---|
Local Attendance Code | The local attendance code. | The drop-down list values are retrieved from the Leave Table page. |
State Attendance Code | The corresponding state attendance code. | Valid values:
|
Report
On the NY SIRS - Staff Attendance Report - Setup - Attendance Codes page, select Report.
Select the Year.
The default is retrieved from the Year field on the Fund Accounting Profile page.Enter the SIRS District Code.
Select Create, then Yes.
Save the file and select OK.
The default file name is NY SIRS Staff Attendance Codes Electronic Report_<Year>.txt.
Follow the state's submission procedures.
Load data
On the NY SIRS - Staff Attendance 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 Attendance 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 accessed from the NY SIRS - Staff Attendance 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. |
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. |
Local Location Code | The employee’s local location code. | The field value is retrieved from the Location field on the Personnel tab of the Employee Information page. |
State Location Code | The state location code corresponding to the local location code. | The field value is retrieved from the State Location Code field on the Location Table page. If the State Location Code field on the Location Table page is blank, the value is retrieved from this Staff Information form's Local Location Code field. |
Attendance Start Date | The date the employee’s attendance started. | This date cannot be earlier than the date in the Hire Date field. |
Attendance End Date | The date the employee’s attendance ended. | This date cannot be earlier than the date in the Attendance Start Date field. |
Attendance Days | The duration of the attendance in days. | Not applicable |
Local Attendance Code | The local attendance code. The drop-down list values are retrieved from the Leave Table page. | Not applicable |
State Attendance Code | The corresponding state attendance code. | The field value is retrieved from the State Attendance Code field on the NY SIRS - Staff Attendance Report - Setup - Attendance Codes page. Valid values:
If the Local Attendance Code is not mapped to a State Attendance Code on the NY SIRS - Staff Attendance Report - Setup - Attendance Codes page, the default value is B - Bereavement Leave. |
Create file
On the NY SIRS - Staff Attendance 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 Attendance 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 Attendance 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 Attendance Report page, select Purge.
Select the Year.
Select Submit.
Select Yes, and then OK.