Staff Demographics
The Staff page can be accessed on the navigation tree under School Info. There are several collapsible menus for the Staff Data page.
| Aeries Field Name | Aeries Table.Field | CALPADS FldNum | CALPADS Name | Comment |
| Staff ID | STF.ID | 07.09 | Local Staff ID | This should be the ID used in your district's HR system. |
| Last Name | STF.LN | 07.12 | Staff Legal Last Name | Last Name (LN) will extract if no Legal Last Name (LLN) is populated. |
| Legal Last Name | STF.LLN | 07.12 | Staff Legal Last Name | Legal Last Name (LLN) will extract if populated, otherwise, Last Name (LN) will extract. |
| First Name | STF.FN | 07.10 | Staff Legal First Name | First Name (FN) will extract if no Legal First Name (LFN) is populated. |
| Legal First Name | STF.LFN | 07.10 | Staff Legal First Name | Legal First Name (LFN) will extract if populated, otherwise, First Name (FN) will extract. |
| Middle Name | STF.MN | 07.11 | Staff Legal Middle Name | Middle Name (MN) will extract if no Legal Middle Name (LMN) is populated. |
| Legal Middle Name | STF.LMN | 07.11 | Staff Legal Middle Name | Legal Middle Name (LMN) will extract if populated, otherwise Middle Name (MN) will extract. |
| Gender | STF.GN | 07.17 | Staff Gender Code | Only STF.GN will extract, even if Legal Gender (LGN) is populated. See definition. |
| Birthdate | STF.BD | 07.16 | Staff Birth Date | |
| Hire Date | STF.HD | 07.28 | Staff Employment Start Date | This should be the start of the most recent employment for this employee. |
| Leave Date | STF.LD | 07.29 | Staff Employment End Date | Any record with a Leave Date before July 1st of the current school year will not be extracted. |
| Education Level | STF.EL | 07.26 | Staff Highest Degree Code | CALPADS Code Set: Degree |
| Ethnicity | STF.ETH | 07.18 | Staff Hispanic Ethnicity Indicator | We recommend creating an additional code for "Declined to State/Unknown". This code, along with blank values will be translated to a value in the "Missing Indicator" field when extracted to CALPADS. |
| Ethnicity | STF.ETH | 07.19 | Staff Ethnicity Missing Indicator | |
| Race 1 – 5 | STF.RC1 - STF.RC5 | 07.20 – 07.24 | Staff Race 1 Code – Staff Race 5 Code | We recommend creating an additional code for "Declined to State/Unknown". This code, along with blank values will be translated to a value in the "Missing Indicator" field when extracted to CALPADS. |
| STF.RC# | 07.25 | Staff Race Missing Indicator | ||
| Position Status | STF.PS | 07.27 | Staff Employment Status Code | CALPADS Code Set: Employment Status Category. Must be populated in order for SDEM, SASS and CRSE records to be extracted. |
| Total Years in This District | STF.TYD | 07.30 | Staff Service Years LEA | On the Staff page an Update Totals button is available: Staff Update Years |
| Total Years of Education Service | STF.TYS | 07.31 | Staff Service Years Total | On the Staff page an Update Totals button is available: Staff Update Years |
| Previous Last Name | STF.LN or LNP | 07.15 | Staff Alias Last Name | If Legal Last Name (LLN) is populated, then Last Name (LN) will extract, otherwise Previous Last Name (LNP). |
| Previous First Name | STF.FN or FNP | 07.13 | Staff Alias First Name | If Legal First Name (LFN) is populated, then First Name (FN) will extract, otherwise Previous First Name will extract (FNP). |
| Previous Middle Name | STF.MN or MNP | 07.14 | Staff Alias Middle Name | If Legal Middle Name (LMN) is populated, then Middle Name (MN) will extract, otherwise Previous Middle Name will extract (MNP). |
| State Educator ID | STF.SID | 07.08 | SEID | Must be populated in order for SDEM, SASS and CRSE records to be extracted. |
Staff Legal Name ↑
A staff member's legal name can be managed in Aeries and will be extracted in CALPADS SDEM and SASS submission files when populated. When legal name information is being managed in the Staff (STF) table, enter the complete name in all Legal Name Fields when populated: Legal Last Name (LLN), Legal First Name (LFN), and Legal Middle Name (LMN). Enter the preferred name (non-legal name) in Last Name (LN), First Name (FN) and Middle Name (MN) fields.
For the Fall 2 and EOY extracts, the process will check for data in Legal Last Name, Legal First Name, and Legal Middle Name fields (STF.LLN, STF.LFN and STF.LMN) when populating the Staff Legal Name in SDEM (7.10, 7.11 and 7.12) and SASS (8.09 and 8.10) extracts. If any or all of those fields get populated from Staff Legal Name, then Staff Alias Name data will pull from the preferred name fields STF.LN, STF.FN and STF.MN.
If no Legal Name is entered in the Staff table, the process will extract the Last Name (STF.LN), First Name (STF.FN) and Middle Name (STF.MN) for the Staff Legal Name fields, then use the Previous Last Name (STF.LNP), Previous First Name (STF.FNP) and Previous Middle Name (STF.MNP) for the Staff Alias Name fields.
Each field is analyzed separately and will populate based on the data found, using Legal Name, then Preferred Name, then Previous Name information.
Staff Table:
SDEM - An example of a staff member with Legal Name fields populated:
SDEM^^994_994605^20240701^^6599999^2024-2025^7777994605^994605^Michael LFN^Ray LMN^Acosta-Smith LLN^Michele FN^Rae MN^Acosta LN^19651017^N^^Y^^^^^^Y^C^1^20150831^^12^12
SDEM - An example of a staff member without Legal Name fields populated:
SDEM^^994_994605^20240701^^6599999^2024-2025^7777994605^994605^Michele FN^Rae MN^Acosta LN^Previous First^Previous Middle^Previous Last^19651017^N^^Y^^^^^^Y^C^1^20150831^^12^12
CALPADS CFS > Staff Demographics (SDEM):
Staff Job Assignments ↑
To access Staff Job Assignments, click the mouse Job Assignments tab on the Staff form.
| Aeries Field Name | Aeries Table.Field | CALPADS FldNum | CALPADS Name | Comment |
| Job Classification | STJ.JC | 08.13 | Staff Job Classification Code | CALPADS Code Set: Educational Service Job Classification. Must be populated in order for SDEM, SASS and CRSE records to be extracted. 10 – Administrator 11 – Pupil Services 12 – Teacher 25 – Non-Certificated Administrator 27 – Itinerant Teacher |
| FTE | STJ.FTE | 08.14 | Staff Job Classification FTE Percentage | The percentage of time spent on each job classification in relation to a full- time position (100%). |
| Non Classroom Based Job Assignment Code 1 – Code 7 | STJ.NC1 STJ.NC2 STJ.NC3 STJ.NC4 STJ.NC5 STJ.NC6 STJ.NC7 | 08.15 08.16 08.17 08.18 08.19 08.20 08.21 | Non Classroom Based Job Assignment Code 1 – Code 7 | CALPADS Code Set: Non Classroom Based or Support Assignment. If Staff Job Classification Code = 10 – Administrator or 11 – Pupil Services, Then one or more of the Non Classroom Based Job Assignment Codes must be populated |
| Staff Job Assignment Start and End Date | STJ.SD STJ.ED | The SDEM and SASS files will evaluate the date fields if populated. If not populated, record is considered as “current” if fields are blank. |