This lesson will provide information regarding the Staff Demographics (SDEM) Extract which focuses onthe submission of Staff Demographics in support California State Reporting of CALPADS. By the end of this lesson you will be familiar with the requirements and functionality of the tool.
What is SDEM?
SDEM or Staff Demographic extract contains staff demographic data elements that LEAs must submit online in CALPADS or through the Staff Demographics file. LEAs are required to submit demographic data on certificated staff and non-certificated staff with SEIDs who are actively employed by the LEAs.
Selection criteria to include user(s) into this export:
- User must have one ore more site/role affiliation(s) to the reporting Academic Year.
- User is setup as Exclude From State Reporting = No or blank. This field is found in the user details edit page.
- User has a State ID (SEID) that is not blank.
Illuminate Best Practice Tip! Consider working in conjunction with your Human Resources Department if you aren't already. You can give them limited account access or provide them downloaded reports available to you such as the CALPADS Series Report: Staff Demographics.
The following are informational updates for SDEM:
The following information is in regards to Rules 7.27, 7.30, and 7.31:
Behind the scenes, the 3 fields above are tracked per academic year. If you change your Control Panel to the previous year, then these 3 fields will yield the data per that year. While in that academic year, these 3 data elements should reflect what the user is/should be for that year of reporting. If this data is missing for YYYY academic year, then that year's SDEM export will be missing these 3 data elements. So please ensure that your control panel is set to the correct academic year (doesn't matter what school/district) prior to adjusting this data.
Previous clients: If you used Illuminate the previous year and assuming you did submit this data then to CALPADS, logging into the new year will not copy this data over for all your users (ie. same Position Status, +1 to Yrs Service, +1 to Yrs District). There is no process that will populate your new year with this new data. Our developers have created a script that will copy (same Position Status, +1 to Yrs Service, +1 to Yrs District) from the previous year to current. The script will only rollover this info if the user has the data in the previous year. This will be a one time request and if this is your scenario, please email firstname.lastname@example.org to make this request.
|Staff Demographic File Data Guide (pg. 92-96)||
|CALPADS Code Set also known as CALPADS Reference||
|CALPADS Complete showing alignment between Illuminate and CALPADS||
Where to Start
1. Click on the Reports tab.
2. Under Admin, select State Reporting.
3. Once on the State Reporting Tools page, select CALPADS Staff Demographics (SDEM) Extract.
Please note that the order seen on the above screenshot may be different than the order of reports, extracts, and tools available in your list.
These are some of the awesome things found on the Home menu for any of our CALPADS extracts. The sub navigation menu shows all of the pieces of the extract process. You will land on the home page of the extract process.
- State Reports List: Returns the user to the previous state reporting list.
- Validation Logs: Allows the user to view the Validation log for the report, this is a log of the errors received when the extract is generated. The log will display the MOST recent validation at the top of the page.
To begin the process, select a Site ID (3) and Academic Year (4). Select Generate (5) to get started!
After generating the report, you can view validation logs in regards to the data.
Select View Details (1) to see a list of users that are causing errors and how it pertains to their demographics.
The Generation Time (2) will provide information on when the file was last generated.
To refresh or visit the Validation Log page, select Validation Logs (3).
By selecting Return to Report (4), you will be back at the SINF Overview page to move onto the next step.
To continue, select View Details.
The validation log will show users that currently have an validation error (6), meaning there is information in their user's profile that is missing, incomplete, or incorrect, according to the SDEM requirements.
To adjust or visit a specific staff memebr's information, select the Illuminate User ID (6). To open a new tab or window, to not lose your current place, hold CMD and select the student ID (Apple/Mac) or CTRL and select the Illuminate User ID (PC), to open a new tab or window of the the selected user's profile via Cog Wheel>User Management.
The Seach Bar (7) can also assist with searching for records more efficiently and specifically.
Print Options (8) include MSExcel, Adobe PDF, Word Processing, and More.
Part of this process may require some change in procedures when hiring new staff and making sure data is being inputted as expected, to assist with successful submissions.
When an Illuminate User ID is selected, you will be taken directly to the user whom which to review. Select the Actions Menu (1) and Edit User (2), to add or update required information needed.
Specifically in support of the SDEM and State Reporting, make sure to complete the information within the CALPADS (3) and Additional Information (4).
After corrections and updates have been made, you will repeat the above steps and check your Validation Logs. You'll find that given changes within your District or LEA, one day this report could have no changes or updates needed, while another you might have a few.
Once all of the validation errors have been corrected, then you may submit to calpads. If you are running into issues correcting the data, then follow the steps above to review the individual user(s) data in Illuminate.
Now that you have learned how to validate and complete the SDEM, let's move onto SASS or Staff Assignments.