PCS Staff Report
The PCS (Professional Certified Staff) Staff Report enables employers to report all professional staff employed during the current school year to the South Carolina Department Of Education (SCDE).
The State Department of Education (SDE) is required to collect information on professional staff personnel to meet the requirements under the South Carolina Education Finance Act (EFA), and School Laws of South Carolina. Reporting all professional staff employed during the current school year helps to:
Calculate EIA teacher salary increase (TSI) and teacher salary increase fringe benefits.
Officially update the professional personnel file in the Office of Education Professions to provide credit for total years of experience in education.
Display information for the Assisting, Developing, and Evaluating Professional Teaching (ADEPT) system.
Menu Path
Human Resources > State > State - SC > PCS Staff Report
Submission Period
November 11: Deadline for PCS Staff updates (Federal Reports and Accreditation Reports)
April 28: PCS updates for 135 Day Funding
June 30: Final changes to PCS
Selection Rules
The following rules are applied when selecting records to include when loading data:
A valid school year is selected.
A valid submission date is selected.
A valid school year start date is selected.
A valid SDE District number is entered.
Required Setup
Federally Funded Funds
Before generating reports, complete the PCS Staff Report Setup procedure. Then set up federally funded funds.
Select Setup > Federally Funded Funds.
To add a record, click Add Record. Select a Fund, click Save, then click Yes.
To delete a record, click the ellipsis in the Actions column, select Delete, then click Yes.
Process
To create a report:
If needed, update related setup to reflect any changes.
Load the data for the report.
Create the report file and verify that data was loaded correctly.
Review the log file for possible errors.
Use the maintenance options to add or delete records or to correct data. Note that any changes made here must also be made in the source data.
If errors require changes to setup or source data, you must purge the data that was loaded, then repeat steps 2 and 3.
Once the data is correct, create the PCS Staff Report.
Download the PCS Staff Report and follow the state's submission procedures.
Load Data
You can load data based on School Year, Submission Date, School Year Start Date, and SDE District number.
On the navigation bar, select Load.
Select the School Year, Submission Date, and School Year Start Date. Specify a valid SDE District number.
Click Load.
Employees are reported based on the value selected in the Status Indicator field of the employee's Employee Information profile. The status indicator values are:
A - New
C - Change
E - Existing
D - Delete / Terminated
Maintain Data
You can correct loaded data prior to submitting the report. However, any corrections to the application information must also be updated in the source data.
On the SC PCS Staff Report page, you can filter records to display by the following criteria:
School Year
Submission Date
Status Indicator
Employee Number
Social Security Number
Last Name
First Name
2. To specify filter criteria, select an option from the list, enter a keyword or select an option in the next field, and click Add. The filter is added.
3. To add a record, click Add Record. Specify valid information in the Required fields and click Save. Click Yes.
To edit a record, click the ellipsis in the Actions column, and select Edit.
To delete a record, click the ellipsis in the Actions column, and select Delete. Click Yes.
Create File
On the navigation bar, select Reports.
Select the School Year and Submission Date.
Create a hard copy of the report to verify data before you create the electronic file:
Under File Type, select Hard Copy.
Under File Format, select PDF or Excel.
Under Report Type, select one of the following:
Report All Staff
Report Changes
Report New
Report Delete / Terminated
Report Existing
Employees are reported based on the value selected in the Status Indicator field of the employee's Employee Information profile. The status indicator values are:
A - New
C - Change
E - Existing
D - Delete / Terminated
If you have security to view the full Social Security Number (without masking) and you want to include the full Social Security Number, select Print Full Social Security Number.
Click Create, then click Yes.
The PCS Staff report is created. If any errors were encountered, an error message appears, Click OK.Depending on the browser type, the report file is either displayed within the browser, or you are prompted to select a download location.
Save the files and then navigate to the folder containing the report file.
Inspect the files. Update data, if needed.
Repeat steps 1-5 until all required data is included.
Create the electronic file:
Under File Type, select Electronic File.
Click Create, then click Yes.
If a hard copy of the report was not created, a message is displayed. Click OK and follow Steps 3 and 4 to create a hard copy of the report, and confirm that the required data is included.
Select Electronic File and click Create.
Depending on the browser type, the report file is either displayed within the browser, or you are prompted to select a download location.
The electronic file is created. You can submit this file to the South Carolina Department Of Education.
Purge Data
If you need to correct setup and/or employee data, first purge the existing records, then reload the data.
On the navigation bar, select Purge.
Select a purge option:
To purge data based on submission date, select the Submission Date option and then select the School Year and Submission Date.
To purge data based on school year, select the School Year option and then select the School Year.
Click Submit.
Click Yes.
Upload Staff Data
The Upload Staff Data option allows you to upload employee information to the application. This is useful for employers who need to duplicate employee information from another ERP solution to the application. Employee information is stored in a .pcs file which is a text file in ASCII format.
After exporting employee information from another ERP solution, you can import the data into the application.
On the navigation bar, select Upload Staff Data.
Select the School Year and Submission Date.
Click Choose File and navigate to the location containing the .pcs file.
Select the .pcs file and click Open.
Click Load, then click Yes.
If records exist for the selected upload criteria, you can overwrite the existing records. Click Yes to overwrite the existing records.
The SC PCS Staff Report_Upload Summary Report_‹timestamp›.pdf file is created.
Depending on the browser type, the report file is either displayed within the browser, or you are prompted to select a download location.