SIRS - Staff Tenure Report
Under Education Law Section 3012-d, schools must provide information about the granting and denying of tenure. This information is based on the final quality rating categories included in the public reporting of staff evaluation data. The data collected about tenure is also used to help the Department make informed policy decisions related to educator quality and professional development.
Menu path
From the Human Resources menu, select State. From the State - NY menu, select SIRS - Staff Tenure Report.
Submission period
Annually
Selection rule
Employees meeting the following criteria are selected, and their tenure information is reported:
Paid in the selected year
Belongs to a Department listed on the NY SIRS - Staff Tenure Report - Setup - Tenure Area Codes page
Prerequisites
Enter the SIRS Teacher ID in the Staff State ID field on the Personnel tab of the Employee Information page.
Enter valid information in the Tenure Status field on the Payroll Information - State Required page.
Set up Locations.
Complete the Setup procedure.
Setup
Set up Tenure Area Codes before creating the SIRS - Staff Tenure report.
Tenure Area 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 the Employment tab and note the Department field value.
On the NY SIRS - Staff Tenure Report page, select Setup, and then Tenure Area Codes.
Select Add Record.
From the Department drop-down, select the field value noted in Step 5. For more information, refer to Field descriptions.
Select Save, then Yes. Repeat these steps and create Teure Area Codes records for the remaining departments you need to 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.
Field descriptions
The following table describes the fields on the NY SIRS - Staff Tenure Report - Setup - Tenure Area Codes page.
Field | Description | Data source or Valid values |
|---|---|---|
Department | The department to map to a tenure area code. The values in the drop-down list are retrieved from the Department and Title fields on the Departments page. | Not applicable |
Tenure Area Code | The corresponding tenure area code. | Valid values:
|
Load data
On the NY SIRS - Staff Tenure Report page, select Load.
Select the School 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 Tenure 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 Tenure Report page.
Field | Description | Load logic - Data source and Valid values |
|---|---|---|
School 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. |
Tenure Status Date | The date the tenure status became active. | The field value is retrieved from the Tenure Date field on the Personnel tab of the Employee Information page. If the Tenure Date field is blank, the value is retrieved from the Hire Date field on the Employment tab of the Employee Information page. |
Department | The employee’s department. The drop-down list values are retrieved from the Department and Title fields on the Departments page. | The field value is retrieved from the Department field on the Employment tab of the Employee Information page. |
Tenure Status Code | The employee’s tenure status code. | The field value is retrieved from the Tenure Status field on the New York State Required page. If the Tenure Status field is blank and:
Valid values:
The TENDEN and PROBEXT values do not have logic associated with them. They depend on the Tenure Status field value on the Payroll Information - State Required page. |
Tenure Area Code | The employee’s tenure area code. | The field value is retrieved in the following way:
Valid values:
|
Probation Original End Date | The original ending date of the employee’s probation period. | The field value is retrieved from the Hire Date field on the Employment tab of the Employee Information page. |
Probation Actual End Date | The actual ending date of the employee’s probation period. | The field value is retrieved from the Hire Date field on the Employment tab of the Employee Information page. |
Probation Period Extension | Indicates whether the employee’s probation period was extended. | Valid values:
The default is N. You must select the appropriate field value, as the application does not populate this field. |
Create file
On the NY SIRS - Staff Tenure Report page, select Report.
Select the School 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 Tenure 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 Tenure Electronic Report_<School 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 Tenure Report page, select Purge.
Select the School Year.
Select Submit.
Select Yes, and then OK.