PA PIMS Report - Maintain Data - Demographic Information

The following table describes the fields on the Demographic Information tab of the PA PIMS Report - Employee Information page.

Field	Description	Load logic - Data source and Valid values
Report Date	The report run date as it will appear on the printed PIMS report. This field is view-only and cannot be updated after saving the record.	The field value is retrieved from the Load Date field on the PA PIMS Report - PIMS Load page.
School ID	The state location code identifying the school or location where the employee is assigned. This is mapped from the employee's assignment location to the corresponding state-level school identifier. This field is view-only and cannot be updated after saving the record.	The field value is retrieved from the Location field on the employee’s Assignment 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.	The field value is retrieved from the Employee Number field on the Employee Information page.
Social Security	The employee's Social Security number, including dashes. If you change the number, a Confirmation box displays. Select Yes to make the change or No to restore the original number.	The field value is retrieved from the Social Security 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. This field value overrides the Last Name field value on the Employee Information page.
Suffix	The employee’s name suffix.	The field value is retrieved from the Suffix field on the Employee Information page. This field value overrides the Suffix field value on the Employee Information page. The values in the drop-down list are retrieved from the Suffix Table page.
First Name	The employee's first name.	The field value is retrieved from the First Name field on the Employee Information page. This field value overrides the First Name field value on the Employee Information page.
Middle Name	The employee's middle name.	The field value is retrieved from the Middle Name field on the Employee Information page. This field value overrides the Middle Name field value on the Employee Information page.
PIMS Report	Indicates the employee's reporting status for PIMS.	Valid values: Reported Long Term Substitute Resubmit The field value is retrieved from the PIMS Report field on the Payroll Information - State Required page. This field value overrides the PIMS Report field value on the Payroll Information - State Required page.
Gender	The employee's gender.	Valid values: M - Male F - Female 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.
Gender Identity	The employee's gender identity. This field is used to identify employees who identify as non-binary or not listed.	The valid value is X. Calculated during the data load process. The system checks the value in the Gender Identity field in the General section of the Employee Information page. The system then looks up the Gender Identity reference table and retrieves the State Code associated with the value in the Gender Identity field. If the State Code is X, the Gender Identity field on the PA PIMS Report - Employee Information page displays X. If the State Code is blank and the Code is X, the Gender Identity field on the PA PIMS Report - Employee Information page displays X. In other cases, the Gender Identity field is blank.
Race	The employee's ethnic code based on Pennsylvania state codes.	Valid values: 1 - American Indian/Alaskan 3 - Black/African American 4 - Hispanic 5 - White 6 - Multi-racial 9 - Asian 10 - Hawaiian/Pacific Islander Calculated during the data load process. The calculated value represents the employee's race using Pennsylvania state codes, determined through the following logic: If the employee's ethnic code (`person.ethnic_code`) equals "H" (Hispanic), the race is automatically set to "4" (Hispanic). If not Hispanic, the system queries the employee's race records from the `empl_races` table joined with the `racetable` to retrieve the state race code mapping. If multiple race records exist for the employee, the race is set to "6" (Multi-Racial). If only one race record exists, the corresponding state race code from the race table is used (trimmed of any whitespace).
Birth Date	The employee's birth date.	The field value is retrieved from the Birthdate field on the Employee Information page. This field value overrides the Birthdate field value on the Employee Information page.
Highest Degree Code	The highest educational degree attained by the employee.	Valid values: 1044 - High school diploma 1049 - Some college but no degree 1051 - Bachelor's degree 1054 - Master's degree 1057 - Doctoral degree 9998 - Less than HS graduate The values in the drop-down list are retrieved from the User-defined table PI. Calculated during the data load process. The calculated value represents the employee's highest educational degree attainment, retrieved by: Querying the emp_degree table for degree records belonging to the employee. Joining with the user_ref reference table where the user reference prefix equals "PI" (PIMS code). Filtering for the degree record marked with highest="*" (indicating the highest degree). The description field (user_ref.desc_x) contains the standardized PIMS degree code (e.g., "1051" for Bachelor's degree, "1054" for Master's degree).
PPID	The unique seven-character state-assigned identifier used to track individual employees across different school districts in Pennsylvania. This is the employee's permanent state ID number.	The field value is retrieved from the Staff State ID field on the Personnel tab of the Employee Information page. This field value overrides the Staff State ID field value on the Personnel tab of the Employee Information page.
Email Address	The employee's work email address.	Calculated during the data load process. The calculated value represents the employee's valid work email address, determined through domain validation: The system first checks if the employee's primary email address (employee.email_addr) matches one of the allowable email domains specified in the load criteria. If the primary email doesn't match the allowed domains, the system then checks the employee's personal email address (employee.personal_email) against the allowed domains. Whichever email address (work or personal) matches an approved domain is loaded into the PIMS record. If neither email matches the allowed domain(s), the field remains empty and an error is logged.
PVAAS Role	The Pennsylvania Value-Added Assessment System access role determining what level of PVAAS data the employee can access.	Valid values: SWS - School and Student Access SNS - School and No Student Access NCH - No Change to Access NLA - No LEA Access The field value is retrieved from the PVAAS Code field on the Payroll Information - State Required page. This field value overrides the PVAAS Code field value on the Payroll Information - State Required page.