Consolidated Staff Collections

The ODE (Oregon Department of Education) requires Oregon school districts to submit specific information pertaining to their staff members. The Oregon Consolidated Staff Collections report was added to produce the required data files. The OR Staffing Information page is updated to store the newly required staffing information. 

Menu Path

Choose Human Resources from the main navigation menu, then choose State. Click Consolidated Staff Collections.

Submission Period

As and when required depending on the cutoff date.

Selection Rule

Includes all the employees with staffing information on the OR Staffing Information page and are not excluded from being reported.

Load USID

Use the Load USID option to load the USID (Unique Staff ID) data file provided by the ODE into the Oregon State/Retirement page for each employee in the file.

This process updates the USIDs for each employee listed in the USID data file. The existing USID values are overwritten, and the new USID values are loaded into the employee's information record.

1. On the navigation bar, choose Load USID. 

2. Click Choose File, then select the USID data file.

3. Click Load, then click Yes. 

4. If errors are encountered, an OR Consolidated Staff Collections_Load USID_Error Report_<timestamp>.pdf file is created.

5. Save the file, then click OK.

6. Navigate to the folder containing the file.

7. Inspect the file. Update data, if needed.

8. Repeat until all required data is loaded.

Update OR Staff Positions

Use the Update OR Staff Positions option to update the following information on every employee record to match the information in the employee's primary pay rate record:

• FTE (Full-Time Equivalent)

• Base salary 

• Hourly rate 

• Quit code

• Contract length 

The quit code is determined from the first two characters of the termination code.

1. On the navigation bar, choose Update OR Staff Positions. 

2. Click Update, then click Yes. 

3. Navigate to the folder containing the file.

4. Inspect the file. Update data, if needed.

5. Repeat until all required data is loaded.

6. Save the OR CONSOLIDATED STAFF COLLECTIONS UPDATE STAFF POSITIONS_Load Summary Report_<timestamp>.pdf file, then click OK.

Create File

1. On the OR Consolidated Staff Collections page, create a hard copy of the report to verify data before you create the USID or Staff Position file.

   1. Under File Type, choose Hard Copy.

   2. Under File Format, choose PDF or Excel.

   3. Select the Report Cutoff Date and School ID.

   4. Click Create, then click Yes.

2. Save the files and click OK.

3. Navigate to the containing folder and inspect the files. Update data, if needed.

4. Repeat until all required data is loaded.

5. Create the USID or Staff Position file.

   1. Under File Type, choose USID File or Staff Position File.

   2. Select the Report Cutoff Date.

   3. Click Create, then click Yes.

6. Save the file, then click OK.

7. Navigate to the containing folder and inspect the files. Update data, if needed.

8. Repeat until all required data is loaded.