How to Complete Template 006

Overview:

Here are the quick instructions for utilizing Template 006 Staff Association Staff.

Make sure to read the general reporting information for templates before proceeding. Failure to follow these guidelines will result in errors and/or data validation issues.

Before Beginning, Note:

All steps will be completed in Row 7, downwards.

Instructions:

1. Enter the SPN for each staff member.

Note: Make sure these cells are formatted as “TEXT”.

2. NameTitle of the staff member, if applicable. This is an optional field, and could include titles such as Mr., Mrs., Ms., Dr., etc.

Note: this is not to provide the title of the staff’s role in a school like principal or teacher

3. Enter the LEGAL FirstName of the staff member

This is not a not a nickname or preferred name.

4. Enter the LEGAL MiddleName of the staff member.

This is an optional field.

5. Enter the LEGAL LastName of the staff member.

Note: be careful in regards to staff who may have had a legal change to their last name in providing the correct SPN.

6. Enter the NameSuffix of the staff member, if applicable.

This is an optional field, and could include titles such as Jr., Sr., etc.

7. Enter either “TRUE” for “yes”; or “FALSE” for “no” in the field under HispanicLatinoEthnicity.

This data should have been collected on the “Collecting Racial and Ethnic Data” Form, Part 1.
Note: “TRUE” or “FALSE” should be typed fully capitalized.

8. Enter the RaceDescriptor of the staff member.

This data should have been collected on the “Collecting Racial and Ethnic Data” form, Part 2.
Refer to the blue and yellow chart below as to what to enter. These labels are case and space-sensitive.

Responded “Yes” to HispanicLatinoEthnicity

You will enter:

“Hispanic Ethnicity and of any race” (even if another race is selected as well)

Responded “No” to HispanicLatinoEthnicity

You must choose from the following labels:

American Indian - Alaskan Native
Asian
Black - African American
Hispanic Ethnicity and of any race
Multiracial (two or more races)
Native Hawaiian - Pacific Islander
White

A guide for connecting geographic/national origin with a race can be found here.

9. Enter the SexDescriptor of the staff member.

This is either a Staff’s birth gender or their preferred, self-identified gender. Only “Male” or “Female” can be entered.

10. Enter the BirthDate of the staff member as TEXT as “MM/DD/YYYY”.

Note: Be careful when entering data from non-US birth certificates, as the Month/Day are commonly written as Day/Month.
Note: Make sure these cells are formatted as “TEXT”.

11. Enter the LastFourSSN, the last four digits of the Staff’s Social Security Number.

Note: Make sure these cells are formatted as “TEXT”.

12. Enter the staff’s PersonalEmail.

This is an optional field. School’s may elect to provide the staff school email if a staff does not want to provide a personal email.

Remember: Templates must be saved as a CSV file (with cells formatted as TEXT) inside of a Compressed Zipped Folder, in order to process correctly.