Extract Files for Staff Data
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NOTES:
1. For all data elements with table lookups, include the name of the tables from TBL so
vendors can cross reference them (they are listed in the layouts)
2. Replace the error codes and messages with the information from EdLink (They indicated
User Guide for Creating and Loading
they will be sending these at the end of the month)
3. Ensure all fields are linked in the Crosswalk layouts to the EdLink Extract file (e.g.
Beginning School Session Year linked to SCHOOL_YEAR)
Extract Files for Staff Data
4. List the extract each data element can be found in (e.g. STAFF, STAFF_EXT,
STAFF_ASSIGNMENTS, PAYROLL, etc.)
5. Document vendor concerns in this user guide (Sherry).
6. Check all links
7. List all user guides (Sherry)
Version 1.1
August 23, 2021
Staff User Guide 1
LOUISIANA DEPARTMENT OF 1.877.453.2721 www.louisianabelieves.com
EDUCATION
State Board of Elementary
and Secondary Education
Mr. James D. Garvey, Jr. Ms. Kathy Edmonston
President 6th BESE District
1st BESE District
Dr. Holly Boffy Mr. Preston Castille
Vice-President 8th BESE District
7th BESE District
Ms. Kira Orange Jones Mr. Thomas Roque
Secretary-Treasurer Member-at-Large
2nd BESE District
Ms. Sandy Holloway Dr. Belinda Davis
3rd BESE District Member-at-Large
Mr. Tony Davis Ms. Doris Voitier
4th BESE District Member-at-Large
Ms. Ashley Elllis Shan Davis
5th BESE District Executive Director
For further information, contact: The mission of the Louisiana Department of Education (LDOE) is to ensure equal access to
education and to promote equal excellence throughout the state. The LDOE is committed to
Email: EdLink360@la.gov providing Equal Employment Opportunities and is committed to ensuring that all of its programs
and facilities are accessible to all members of the public. The LDOE does not discriminate on
Louisiana Department of Education the basis of age, color, disability, national origin, race, religion, sex, or genetic information.
Inquiries concerning the LDOE’s compliance with Title IX and other civil rights laws may be
P.O. Box 94064 directed to the Deputy Undersecretary, LDOE, Exec. Office of the Supt., P.O. Box 94064, Baton
Rouge, LA 70804-9064; 877.453.2721 or customerservice@la.gov. Information about the
Baton Rouge, LA 70804-9064 federal civil rights laws that apply to the LDOE and other educational institutions is available on
the website for the Office of Civil Rights, USDOE, at http://www.ed.gov/about/offices/llist/ocr/.
Web-only document.
Staff User Guide 2
Table of Contents
EdLink 360 ....................................................................................................................................... 7
The Legacy System Data Submission Process ................................................................................. 7
Data Flow for School System Submissions for EdLink 360 ............................................................. 8
EdLink 360 Extract File Details ........................................................................................................ 9
EdLink 360 Extract File Types ...................................................................................................... 9
EdLink 360 Extract File Attributes ............................................................................................... 9
Submitting Partial Extract Files ................................................................................................. 10
Delivery Schedule and Uploading Of Files to the PowerSchool sFTP Server ................................ 11
Getting Whitelisted to Submit to the PowerSchool sFTP Server .............................................. 11
Receiving User Credentials to Submit to the PowerSchool sFTP Server................................... 12
PowerSchool sFTP Server Folders and Extract File Structures.................................................. 12
Automated Extract Uploads to the PowerSchool sFTP ............................................................. 14
Manual Extract Uploads to the PowerSchool sFTP Using a Selected FTP Client ...................... 14
Troubleshooting authentication or timeout issues: .............................................................. 14
EdLink 360 Extract Files Processing and Error Handling ........................................................... 15
EdLink Security and Accessing EdLink 360 Dashboards ................................................................ 16
Legacy Systems File Delivery vs. EdLink 360 Extract File Delivery ............................................ 17
Legacy Systems and Crosswalk to EdLink Extract Files ................................................................. 18
Schools, Courses, Programs and Diplomas Definitions Extracts ............................................... 18
School Calendars ....................................................................................................................... 18
Student Data ............................................................................................................................. 19
Course, Class Schedule and Transcript Data ............................................................................. 20
Staff Data ................................................................................................................................... 21
Staff Data Extracts......................................................................................................................... 22
Crosswalk to Profile of Educational Personnel (PEP) Legacy System - Demographic (100) ..... 22
staff.tsv and staff_ext.tsv ...................................................................................................... 22
Crosswalk to Profile of Educational Personnel (PEP) Legacy System - Site-Position (200)....... 24
staff_assignments.tsv, staff-assignments_ext.tsv and payroll_ldoe.tsv ............................... 24
Crosswalk to Profile of Educational Personnel (PEP) Legacy System - Class Schedule (210) ... 26
staff_course_offering_link.tsv and staff_course_offering_link_ext.tsv ............................... 26
Crosswalk to Profile of Educational Personnel (PEP) Legacy System - Non-Attendance (300) 27
staff_absences.tsv ................................................................................................................. 27
EdLink 360 File Layouts ................................................................................................................. 27
Staff User Guide 3
APPENDIX A – Data Elements (Alphabetically) ............................................................................. 28 ABSENCE_DATE ................................................................................................................... 28 ANNUAL_MINUTES_WORKED .......................................................................................... 28 CERTIFICATION_CLASSIFICATION ................................................................................. 28 CONTENT_LEADER_INDICATOR ..................................................................................... 29 CONTRACT_DAY_COUNT .................................................................................................. 29 DEMAND_SALARY_AMOUNT ............................................................................................ 29 DISTRICT_CODE................................................................................................................... 30 ED_LEVEL_CODE ................................................................................................................. 31 EMPLOYEE_STATUS_CODE ............................................................................................. 31 FUNCTION CODE.................................................................................................................. 32 FUND_CODE .......................................................................................................................... 32 INTERVENTION_CONTENT_LEADER_INDICATOR ..................................................... 33 LOCAL_ASSIGNMENT_KEY ............................................................................................... 33 LOCAL_COURSE_OFFERINGS_KEY............................................................................... 34 LOCAL_PAYROLL_KEY ....................................................................................................... 34 LOCAL_SCHOOL_KEY ........................................................................................................ 34 LOCAL_STAFF_ABSENCE_KEY ....................................................................................... 35 LOCAL_STAFF_CRS_OFFRNG_LINK_KEY .................................................................... 35 LOCAL_STAFF_KEY............................................................................................................. 35 MENTOR_LOCAL_STAFF_KEY ......................................................................................... 36 MENTOR_TEACHER_INDICATOR .................................................................................... 36 MIDDLE_NAME ...................................................................................................................... 36 OBJECT_CODE ..................................................................................................................... 36 PART_FULL_TIME_CODE................................................................................................... 37 PAYROLL_AMOUNT ............................................................................................................. 37 PERFORMANCE_SALARY_AMOUNT .............................................................................. 38 PIP_SALARY_INCREMENT_AMOUNT ............................................................................. 38 PRIMARY_ASSIGNMENT_INDICATOR ............................................................................ 38 RESIDENT_LOCAL_STAFF_KEY ...................................................................................... 39 RETIRE_SYSTEM_CODE .................................................................................................... 39 RETIREE_RETURN_CODE ................................................................................................. 40 SABBATICAL_STATUS_CODE .......................................................................................... 40 SALARY_REDUCTION_CODE ........................................................................................... 41 SALARY_TYPE_CODE......................................................................................................... 42 Staff User Guide 4
SCHOOL_YEAR ..................................................................................................................... 43 STAFF_ABSENCE_REASON_CODE ................................................................................ 44 STAFF_ABSENCE_VALUE ................................................................................................. 45 STAFF_ASSIGNMENT_END_DATE .................................................................................. 45 STAFF_ASSIGNMENT_START_DATE ............................................................................. 46 STAFF_BIRTHDATE ............................................................................................................. 46 STAFF_CLASS_END_DATE ............................................................................................... 46 STAFF_CLASS_ENGAGEMENT_LEVEL ......................................................................... 47 STAFF_CLASS_MEETINGS ................................................................................................ 47 STAFF_CLASS_PERCENT ................................................................................................. 47 STAFF_CLASS_PRIMARY_INDICATOR .......................................................................... 47 STAFF_CLASS_ROLE (STAFF_PRIMARY_INDICATOR)............................................. 48 STAFF_CLASS_START_DATE........................................................................................... 48 STAFF_CLASS_STATUS ..................................................................................................... 48 STAFF_EMPLOYEE_ID ........................................................................................................ 48 STAFF_ENTRY_DATE ......................................................................................................... 49 STAFF_EXIT_REASON_CODE .......................................................................................... 49 STAFF_EXPERIENCE_YEARS .......................................................................................... 50 STAFF_FIRST_NAME........................................................................................................... 50 STAFF_GENDER_CODE ..................................................................................................... 50 STAFF_LAST_NAME ............................................................................................................ 51 STAFF_MIDDLE_INITIAL ..................................................................................................... 51 STAFF_ORIGIN_IND_ASIAN .............................................................................................. 52 STAFF_ORIGIN_IND_BLACK ............................................................................................. 52 STAFF_ORIGIN_IND_HISPANIC........................................................................................ 52 STAFF_ORIGIN_IND_NATIVE_AMER .............................................................................. 52 STAFF_ORIGIN_IND_PACIF_ISLND................................................................................. 52 STAFF_ORIGIN_IND_WHITE.............................................................................................. 52 STAFF_ROLE_CODE (OBJECT_CODE) .......................................................................... 52 STAFF_SSN ............................................................................................................................ 53 STAFF_TITLE_CODE (FUNCTION_CODE) ..................................................................... 53 SUFFIX_NAME ....................................................................................................................... 53 TENURE_ADD_DATE ........................................................................................................... 53 TENURE_LOST_DATE ......................................................................................................... 54 TENURE_LOST_REASON_CODE ..................................................................................... 54 Staff User Guide 5
TENURE_STATUS_CODE................................................................................................... 54 TOTAL_SALARY_AMOUNT ................................................................................................ 55 TWELVE_HOUR_FLAG ........................................................................................................ 55 WORKDAY_MINUTES_COUNT.......................................................................................... 56 APPENDIX B – Table Lookups ........................................................................................................ 57 APPENDIX C – Audit Codes & Error Messages .............................................................................. 58 APPENDIX D- History of Revisions................................................................................................. 68 Staff User Guide 6
EdLink 360
In order to address challenges with Louisiana’s aging and outdated education data systems, the
Department is developing a robust data repository with easily accessible data and data
visualizations.
EdLink will provide more easily accessible data for all stakeholders, it will also simplify data
submissions for school systems and early childhood providers.
Please refer to the EdLink 360 Support page for extract file layouts, sample extracts, user guides
and other EdLink resources.
The Legacy System Data Submission Process
The legacy system data submission process is described below:
• Data managers from a school district’s local system download extract files from their
local system.
• The extract files are then loaded to the LDOE data systems (e.g. PEP, SIS, STS, etc.)
• During loading, file and data validation occurs
• Files may be rejected
• Records will be rejected if they don’t meet all of the validation rules
• Only error-free records are loaded to the databases.
• After loading, reports are available for data managers to run to display what data was
submitted.
• Validation reports are provided to data managers for use in verifying their data
submissions during all of the data collection periods.
Staff User Guide 7• A snapshot of the data is taken after the close of each data collection period (e.g. for
PEP-Budgeted and Actual; for SIS-Oct 1 MFP, Oct 1 CLASS, Feb 1 MFP, EOY, etc.).
Data Flow for School System Submissions for EdLink 360
This EdLink 360 data submission process is described below:
• Rather than Data managers downloading files from their local system.
• Vendors will program their systems to download extract files on an automated
schedule.
• Rather than extract files being loaded to the systems (e.g. PEP, SIS, STS, etc.)
• Extract files will be dropped on the PowerSchool sFTP server, many on a daily
basis.
• Same as in the current process, during loading, file and data validation will occur
• Files and records may be rejected
• It is anticipated that many more records will be loaded since only high-level data
validations will be performed
• Same as in the current process, once the data is loaded
• An audit log of possible errors will be available for review and downloading.
• Similar to the current process where validation reports are provided to data managers
• Data quality dashboards will be available for further review and validation of the
data to ensure it’s complete accurate and complete.
• Similar to the current process a snapshot will be taken at specific times of the school
year.
Staff User Guide 8EdLink 360 Extract File Details
EdLink 360 Extract File Types
The EdLink extract files are similar to the ones that data managers currently pull from their local
system for uploading data to the various LDOE application systems. The EdLink extract files
represent data currently sent to LDOE and new data fields that will be used to provide
additional functionality for data analysis, dashboard display and reporting.
LEA vendors will program specific extracts using both standard and extension file extract
specifications. The extension extract is joined on the primary key which essentially adds more
fields to the standard extract:
• standard extracts – include standard fields defined in the EdLink 360 Data Warehouse
• extension extracts (_ext )– include additional fields not already available in the EdLink
360 Data Warehouse but are required by LDOE.
• partial file extracts – includes a subset of records that would normally be included in a
standard extract. (e.g. one enrollments_partial.tsv record, one
enrollments_ext_partial.tsv record)
EdLink 360 Extract File Attributes
The extract files must be programmed by the vendors exactly as described in the extract file
specifications:
• File names should be in lowercase the same as the extract name (e.g. calendars.tsv,
calendars_ext.tsv, etc.)
• All extract files including partial file extracts should be tab delimited, with .tsv extension
• Files should have UTF-8 encoding without BOM (byte order mark)
• The column header names must match the extract file layout exactly and be in UPPER
case. Underscores must be included. DATE_TYPE_VALUE, DISTRICT_CODE, etc.
• Optional fields may be omitted (omit the header and the data)
• All date fields must be formatted as MM/DD/YYYY (including the slashes)
• Character fields:
• Character fields should not include quotes, embedded tabs, or newlines.
• All character fields must be trimmed (no trailing blanks).
• Required Fields
• Column header and data must be sent.
• Non-required Fields
• Send data if it is available.
• If data is sometimes not available or applicable, send nulls (,tab>)
• If you never have data, do not send the column header either.
• Numeric Fields
• Include the number before the decimal even if it is zero e.g. 0.5
• A whole number can be submitted as 1 or 1.0.
Staff User Guide 9Submitting Partial Extract Files
When submitting partial extract files, please note:
• Partial extract files should only include a subset of records that would normally be
included in a standard extract (e.g. 1 staff_assignments_partial.tsv record and 1
staff_assignments_ext_partial.tsv record).
• Partial extract files must follow the same file attribute rules as other extract files
(required fields, optional fields, numeric fields, character fields, date fields, etc.).
• Normal file rejection errors will occur for partial extract files due to misspelled file
name, missing columns, misspelled column names, etc.
• Partial extract files should include “_partial” in the file name (e.g.
staff_assignments_partial.tsv, staff_assignments_ext_partial.tsv )
o Failure to add “_partial” to the partial extract file name will result in the data in
EdLink being overwritten for all records for that specific extract
(e.g. if a file with 5 records is sent that is named improperly (e.g.
staff_assignments.tsv), all enrollment records in EdLink will be deleted
and replaced by the 5 records contained within the improperly name
partial extract file)
Partial extract files should be dropped into the same PowerSchool sFTP folder (directory) as the
regular extracts based on the type of data (i.e. enrollments, students, etc.).
Staff User Guide 10Delivery Schedule and Uploading Of Files to the PowerSchool sFTP
Server
All vendor or in-house programmed extract files must be loaded to the PowerSchool sFTP
server.
• Extract files should be delivered nightly in most instances.
• Extract files may be delivered on a different schedule based on volume, snapshot
dates or other measures as established by LDOE.
• Extract files should be delivered no later than 7:00pm
Getting Whitelisted to Submit to the PowerSchool sFTP Server
Security Coordinators and data managers should be aware of the servers that will be used to
drop files on the PowerSchool sFTP server for overnight loading to EdLink 360. These include
local servers as well as any servers used by your vendor if you are being hosted. Please use the
following steps to verify your whitelistings.
• Identify your IP Address(es):
o Please verify with your IT staff and/or use whatismyip.com to identify the IP
Address(es) that will be used to drop files on the PowerSchool sFTP.
o Once all of the IP Addresses have been identified for your school system, email
edlink360@la.gov to verify what IP addresses have actually been whitelisted for
your school system.
• Request updates if all of the IP Address needed have not been whitelisted. Security
Coordinators should send an email to LDOE_LEA_Support@powerschool.com
(formatted as per the instructions below):
o In the subject line, include the Sponsor Code and Name (e.g. 001 Acadia Parish)
and the IP Address or range of IP Addresses for the School System
o In the body of the email, include any other pertinent information (e.g. identify
other technical contacts and/or vendors who may require whitelisting of their IP
Address(es))
NOTE: Home or private IP addresses cannot be whitelisted. When working from a location other
than your school system office, work with your IT staff to set up VPN into your school system
office.
Staff User Guide 11Receiving User Credentials to Submit to the PowerSchool sFTP Server
Security Coordinators and data managers should be aware of the credentials (username and
password) needed to access the PowerSchool sFTP server for submitting files.
• Username: The username you should be using is your 3-digit sponsor code. (e.g. “001” for
Acadia).
• Password: If you don’t remember your password or did not receive a password from
PowerSchool during the EdLink 2020-21 Parallel data collections or during the historical file
drops for this year or last year, the Security Coordinator should email
LDOE_LEA_Support@powerschool.com to request a new one (formatted as per the
instructions below, please do NOT include your password or any previous passwords you
have used. Also do not include LDOE staff on this email as we are not allowed to see your
credentials due to security reasons.
o Subject: PowerSchool sFTP Credentials request and in the subject line include the
Sponsor Code and Name (e.g. 001 Acadia).
o In body of the email, include any other pertinent information (e.g. identify other
technical contacts and/or vendors who may need credentials, list the sponsor codes and
sponsor names if support is provided for multiple school systems, etc.).
PowerSchool sFTP Server Folders and Extract File Structures
The PowerSchool sFTP server (IP address of 13.65.236.122) will house a folder for each school
system with a district rooted in their own directory (e.g. 001 for Acadia school system’s
directory name)
• Extract files should be placed in the appropriate directory. Case of the directory name
does not matter.
• The extract file name must be in lower case along with the .tsv extension (e.g.
students.tsv)
e.g. /File_Extracts/Name of the directory/name of the extract file
/File_Extracts/Students/students.tsv
/File_Extracts/Students_Ext/students_ext.tsv
• Specific extract files should be submitted along with their corresponding extension file
(e.g. students.tsv and students_ext.tsv)
• At any given time, only 1 file should exist in a directory. Vendors should overwrite
their existing extract files for each submission as EdLink will not delete any of the files.
Staff User Guide 12The following are the directories and PowerSchool sFTP folders for the staff extracts that are
delivered by school systems.
** For information about partial files, see the section Submitting partial extract files
STAFF
o /File_Extracts/Staff/staff.tsv
o /File_Extracts/Staff_Ext/staff_ext.tsv
o /File_Extracts/Staff_Assignments/staff_assignments.tsv
o /File_Extracts/Staff_Assignments_Ext/staff_assignments_ext.tsv
o /File_Extracts/Staff/staff_partial.tsv **
o /File_Extracts/Staff_Ext/staff_ext_partial.tsv **
o /File_Extracts/Staff_Assignments/staff_assignments_partial.tsv **
o /File_Extracts/Staff_Assignments_Ext/staff_assignments_ext_partial.tsv **
STAFF ABSENCES
o /File_Extracts/Staff_Absences/staff_absences.tsv
o /File_Extracts/Staff_Absences/staff_absences_partial.tsv **
VACANT STAFF
o /File_Extracts/Vacant_Staff/vacant_staff.tsv
o /File_Extracts/Vacant_Staff_Ext/vacant_staff_ext.tsv
o /File_Extracts/Vacant_Staff_Assignments/vacant_staff_assignments.tsv
o /File_Extracts/Vacant_Staff_Assignments_Ext/vacant_staff_assignments_ext.tsv
o /File_Extracts/Vacant_Staff/vacant_staff_partial.tsv **
o /File_Extracts/Vacant_Staff_Ext/vacant_staff_ext_partial.tsv **
o /File_Extracts/Vacant_Staff_Assignments/vacant_staff_assignments_partial.tsv **
o /File_Extracts/Vacant_Staff_Assignments_Ext/vacant_staff_assignments_ext_partial.tsv **
CONTRACT STAFF
o /File_Extracts/Contract_Staff/contract_staff.tsv
o /File_Extracts/Contract_Staff_Ext/contract_staff_ext.tsv
o /File_Extracts/Contract_Staff_Assignments/contract_staff_assignments.tsv
o /File_Extracts/Contract_Staff_Assignments_Ext/contract_staff_assignments_ext.tsv
o /File_Extracts/Contract_Staff/contract_staff_partial.tsv **
o /File_Extracts/Contract_Staff_Ext/contract_staff_ext_partial.tsv **
o /File_Extracts/Contract_Staff_Assignments/contract_staff_assignments_partial.tsv **
o /File_Extracts/Contract_Staff_Assignments_Ext/contract_staff_assignments_ext_partial.tsv **
MENTOR TEACHER RESIDENT TEACHER
o /File_Extracts/Mentor_Teacher_Link/mentor_teacher_link.tsv
o /File_Extracts/Mentor_Teacher_Link/mentor_teacher_link_partial.tsv **
PAYROLL
o /File_Extracts/Payroll_LDOE/payroll_ldoe.tsv
o /File_Extracts/Vacant_Payroll_LDOE/vacant_payroll_ldoe.tsv
o /File_Extracts/Payroll_LDOE/payroll_ldoe_partial.tsv **
o /File_Extracts/Vacant_Payroll_LDOE/vacant_payroll_ldoe_partial.tsv **
Staff User Guide 13Automated Extract Uploads to the PowerSchool sFTP
School systems who work with vendors may be able to use vendor established procedures for
uploading extracts to the PowerSchool sFTP. Job scheduler software such as CRON can be used
to set up jobs to run periodically at fixed times, dates, or intervals for the automated delivery of
extract files to the PowerSchool sFTP server. Data managers should contact their vendor for
information and guidance.
Manual Extract Uploads to the PowerSchool sFTP Using a Selected FTP Client
For manual uploads, school systems may also select a FTP client of their choice in order to
upload their extract files to the PowerSchool sFTP.
Using an FTP client:
• enter the IP address 13.65.236.122,
• Port 22
• Enter Username and Password.
See FileZilla as an example below:
Host IP: 13.65.236.122
Protocol: SFTP
Port: 22
Username: Enter your Username
Password: Enter your Password
Click Quickconnect.
You will then need to navigate to /File_Extracts.
Troubleshooting authentication or timeout issues:
Please verify the following:
• Ensure you are using the correct credentials and password
o Username will be the Sponsor Code
o Verify your password
• Verify the Host is the IP address of the server that was whitelisted
• Verify Port 22 is not blocked
If you continue to have issues, please email LDOE_LEA_Support@powerschool.com.
Staff User Guide 14EdLink 360 Extract Files Processing and Error Handling
Once the LEA extract files have been uploaded to the PowerSchool sFTP server, files and
records will be staged and validated prior to loading to the data warehouse:
• File and Record Validation
• Files can be rejected and records can be rejected
• Table lookups are performed to load additional information about the data (field
descriptions, calculated fields, etc.)
• File information and records in error are placed in an audit table along with error
messages that identify the rejection reason.
• Error Handling
• Files and records that pass high-level validations are loaded into the Data
Warehouse
• Using data quality dashboards additional data reviews can be performed
• Records requiring further review can also be downloaded in EXCEL.
Staff User Guide 15EdLink Security and Accessing EdLink 360 Dashboards
In order to access the EdLink 360 dashboards, the following steps must be performed:
• StaffID: A StaffID must be assigned in eScholar in order to report staff in the EdLink 360
extracts. In addition, a StaffID is required for EdLink 360 security in order to establish
access to the EdLink 360 dashboards. Please contact your Security Coordinator or your
eScholar StaffID administrator to verify a StaffID has been created. Refer to the StaffID
FAQ posted on the EdLink 360 Support page
• Credentials: A Username and Password are required to access the PowerSchool sFTP for
uploading extract files. These credentials are assigned by PowerSchool. See the section
in this guide Receiving User Credentials to Submit to the PowerSchool sFTP Server
• Whitelist IP Address: Servers must be whitelisted in order to upload extract files to the
PowerSchool sFTP. Whitelisting is performed by PowerSchool. See the section in this
guide Getting Whitelisted to Submit to the PowerSchool sFTP server
• EdLink Security Username/Password: The school system Security Coordinators are
responsible for establishing access to EdLink 360.
o Refer to the EdLink Frequently Asked Questions and the EdLink Security section
of the EdLink 360 Support page
o Security Coordinators will need to first request security coordinator access in
order to be able to establish access for others in their school system. These
approvals are performed by LDOE.
o Security Coordinators will also need to request data analyst access in order to log
into the EdLink 360 dashboards. These approvals are performed by LDOE.
o Once security coordinator access has been established, the Security Coordinator
will then be able to assign EdLink 360 dashboard access for other staff within
their school system.
o Once EdLink 360 dashboard access has been established, a user can use their
credentials to log into the EdLink at https://reports.edlink.la.gov.
Staff User Guide 16Legacy Systems File Delivery vs. EdLink 360 Extract File Delivery
Legacy Systems EdLink 360
• Legacy systems use record types • EdLink 360 uses column headers and individual
• 010 Record identifies the system records
• Additional record types identify • There is a column header record for each
similar data types field.
• Record types are combined within a • All other records contain the data that
record set corresponds to the column header.
• Records are combined within an extract file
• The record set must be a zip file. • The extract file must have the “.tsv” extension
• The zip file is uploaded on demand to • Through automation or manual procedures,
the LEADS Portal. Data manager access the extract files are uploaded (daily when
is provisioned by the Security available) to the PowerSchool sFTP server.
Coordinators using TAS. Login credentials are required.
Staff User Guide 17Legacy Systems and Crosswalk to EdLink Extract Files
The following are a list of the legacy systems and a Crosswalk to the EdLink extract files. Please
refer to the EdLink 360 Support page for:
• individual extract file layouts,
• user guides
• other EdLink resources.
Schools, Courses, Programs and Diplomas Definitions Extracts
Legacy System Records EdLink Extract File
Schools, Courses, Programs and Diplomas Definitions Extracts – EdLink connections to eScholar,
legacy Curriculum System (CUR) and legacy Student Transcript System (STS).
These extracts are used to report detail information about schools, state defined courses, programs,
diplomas, and diploma requirements.
eScholar LocationID ● schools.tsv and schools_ext.tsv
Sponsor Site System (SPS)
Curriculum System (CUR) ● courses.tsv and courses_ext.tsv
eScholar DirectMatch ● programs.tsv
Student Transcript System (STS) ● diplomas.tsv
● diplomas_requirements.tsv and
diplomas_requirements_ext.tsv
School Calendars
Legacy system records EdLink Extract File
School District Calendars
These extracts are used to report detail information about district and school calendars.
Calendar System (SPC)
● Basic Calendar (10) ● calendars.tsv and calendars_ext.tsv
● Event (20, 30, 40, 50, 60)
Staff User Guide 18Student Data
Legacy system records EdLink Extract File
Student Data Extracts
These extracts are used to report detail information about students within a school district including
attendance, students, enrollments, discipline, class schedules, program membership, transcripts,
credentials and assessments.
Student Information System (SIS)
● Demographic (010) ● students.tsv and students_ext.tsv
● Address (120) ● students.tsv and students_ext.tsv
● Section 504 (130) ● students.tsv and students_ext.tsv
• Enrollment (040) • enrollments.tsv and enrollments_ext.tsv
● Discipline Event (007) ● discipline_incidents.tsv and
discipline_incidents_ext.tsv
● Student Perpetrator/Instance (091) ● discipline_offenses.tsv and
Non-Student Perp/Instance (094) discipline_offenses_ext.tsv
● Victim (093) ● discipline_persons.tsv
● Actions and Intervention (092) ● discipline_actions.tsv and
discipline_actions_ext.tsv
● Class Schedules (110) ● student_schedules.tsv
● Programs (050) ● program_membership.tsv
Homeless Tracking System (HTS)
● Homeless services updates for students ● homeless_services.tsv
identified as homeless including
underage
Student Information System (SIS)
● K-3 Assessments (141) ● k3_assessments.tsv
● Aggregated Absences
(040 Enrollment record) ● attendance.tsv – Daily absences
Staff User Guide 19Course, Class Schedule and Transcript Data
Legacy System Records EdLink 360 Extract Files
Curriculum (CUR)
• Master Class Schedules (10) • course_offerings.tsv
course_offerings_ext.tsv
Student Information System (SIS)
• Student Class Schedules (110) • student_schedules.tsv
Profile of Educational Personnel (PEP)
• Staff Class Schedules (210) • staff_course_offering_link
staff_course_offering_link_ext.tsv
• Vacant Staff Class Schedules (210) • vacant_staff_course_offering_link.tsv
vacant_staff_course_offering_link_ext.tsv
• Contract Staff Class Schedules (210) • contract_staff_course_offering_link.tsv
contract_staff_course_offering_link_ext.tsv
Student Transcript System (STS)
• Demographics (020) • sts_demographics.tsv
• Transcript (030) • sts_transcript.tsv
• IBC Credentials (050) • sts_ibc.tsv
Staff User Guide 20Staff Data
Legacy system and record type EdLink Extract File
Staff Data Extracts
These extracts files are used to report detail information about staff within a school district, vacant staff
and contract staff including demographics, assignments, absences, class schedules and payroll data.
Please refer to the individual extract files for additional information..
Profile of Educational Personnel (PEP)
● Staff Demographics (100) ● staff.tsv and staff_ext.tsv,
● Staff Site Position (200) ● staff_assignments.tsv and
staff_assignments_ext.tsv
● Vacant Staff Demographics (100) ● vacant_staff.tsv and vacant_staff_ext.tsv
● Vacant Staff Site Position (200) ● vacant_staff_assignments.tsv and
● vacant_staff_assignments_ext.tsv
● Contract Staff Demographics (100) ● contract_staff.tsv and contract_staff_ext.tsv
● Contract Staff Site Position (200) ● contract_staff_assignments.tsv and
● contract_staff_assignments_ext.tsv
● Staff Class Schedules (210) ● staff_course_offering_link.tsv
● Vacant Staff Class Schedules (210) ● vacant_staff_course_offering_link.tsv
● Contract Staff Class Schedules (210) ● contract_staff_course_offering_link.tsv
● Non-Attendance Record (300) ● staff_absences.tsv – Daily absences
HR Payroll Systems ● payroll_ldoe.tsv,
• Payroll ● vacant_payroll_ldoe.tsv
Mentor Teacher and Resident Teacher ● mentor_teacher_link.tsv (new)
Staff User Guide 21Staff Data Extracts
These extract are used to report detail information about staff within a school district including
demographics, assignments, absences, class schedules and payroll data.
Please refer to the EdLink 360 Support page for extract file layouts, user guides and other
EdLink resources.
Key fields are identified in each extract.
Crosswalk to Profile of Educational Personnel (PEP) Legacy System -
Demographic (100)
staff.tsv and staff_ext.tsv
The staff.tsv and staff_ext.tsv extracts are used to report demographic data and specific
attributes for staff.
Data Element EdLink Extract EdLink Field Name
System Indicator N/A N/A
Transaction Code N/A N/A
Beginning Session Year staff.tsv SCHOOL_YEAR
Sponsor Code staff.tsv DISTRICT_CODE
Social Security Number staff.tsv LOCAL_STAFF_KEY
Last Name staff.tsv STAFF_LAST_NAME
Suffix staff_ext.tsv SUFFIX_NAME
First Name staff.tsv STAFF_FIRST_NAME
Middle Name staff.tsv STAFF_MIDDLE_INITIAL
Sex Code, Employee staff.tsv STAFF_GENDER_CODE
Ethnic Code, Employee N/A N/A
Teaching Certificate N/A N/A
Type N/A N/A
Number N/A N/A
Suffix N/A N/A
Teaching Certificate Exception
N/A N/A
Code
Educational Level Code staff_ext.tsv ED_LEVEL_CODE
Experience, Years Allowed
Count staff.tsv STAFF_EXPERIENCE_YEARS
(For Salary Level)
Retirement System Code staff_ext.tsv RETIRE_SYSTEM_CODE
Retiree Return to Work Code staff_ext.tsv RETIREE_RETURN_CODE
Sabbatical Status Code staff_ext.tsv SABBATICAL_STATUS_CODE
PIP Salary Amount staff_ext.tsv PIP_SALARY_INCREMENT_AMOUNT
Staff User Guide 22Data Element EdLink Extract EdLink Field Name
Total Salary Amount staff_ext.tsv TOTAL_SALARY_AMOUNT
Salary Reduction Code staff_ext.tsv SALARY_REDUCTION_CODE
Employee Type Code staff_ext.tsv PART_FULL_TIME_CODE
Contract Day Count staff_ext.tsv CONTRACT_DAY_COUNT
Workday Minute Count staff_ext.tsv WORKDAY_MINUTES_COUNT
Employee Status Code staff_ext.tsv EMPLOYEE_STATUS_CODE
Highly Qualified Flag
N/A N/A
Hispanic/Latino staff.tsv STAFF_ORIGIN_IND_HISPANIC
American Indian Or Alaskan
staff.tsv STAFF_ORIGIN_IND_NATIVE_AMER
Native Race
Asian staff.tsv STAFF_ORIGIN_IND_ASIAN
Black Or African –American staff.tsv STAFF_ORIGIN_IND_BLACK
Native Hawaiian Or Other
staff.tsv STAFF_ORIGIN_IND_PACIF_ISLND
Pacific Islander
White staff.tsv STAFF_ORIGIN_IND_WHITE
District Employee Hire Date
staff.tsv STAFF_ENTRY_DATE
(Date of Hire)
Tenure, Status staff_ext.tsv TENURE_STATUS_CODE
Tenure, Date Added staff_ext.tsv TENURE_ADD_DATE
Tenure, Date Lost staff_ext.tsv TENURE_LOST_DATE
Tenure, Reason staff_ext.tsv TENURE_LOST_REASON_CODE
Demand Salary Amount staff_ext.tsv DEMAND_SALARY_AMOUNT
Performance Salary Amount staff_ext.tsv PERFORMANCE_SALARY_AMOUNT
Staff User Guide 23Crosswalk to Profile of Educational Personnel (PEP) Legacy System - Site-
Position (200)
staff_assignments.tsv, staff-assignments_ext.tsv and payroll_ldoe.tsv
These extracts are used to report information that describe staff job assignments.
Start
Data Element EdLink Extract EdLink Field Name
Position
1 System Indicator N/A N/A
4 Transaction Code N/A N/A
staff_assignments.tsv
7 Beginning Session Year staff_assignments_ext.tsv SCHOOL_YEAR
payroll_ldoe.tsv
staff_assignments.tsv
11 Sponsor Code staff_assignments_ext.tsv DISTRICT_CODE
payroll_ldoe.tsv
14 Site Code staff_assignments.tsv LOCAL_SCHOOL_KEY
20 Social Security Number staff_assignments.tsv LOCAL_STAFF_KEY
29 Employment Begin Date staff_assignments.tsv STAFF_ASSIGNMENT_START_DATE
staff_assignments_ext.tsv
37 Object OBJECT_CODE
staff_assignments_ext.tsv
40 Function Code FUNCTION_CODE
Employment End Date staff_assignments.tsv STAFF_ASSIGNMENT_END_DATE
44
Annual Minutes Worked
52 staff_assignments_ext.tsv ANNUAL_MINUTES_WORKED
Count
Salary Amount
58 payroll_ldoe.tsv PAYROLL_AMOUNT
(1st occurrence)
Salary Fund Account
64 Code payroll_ldoe.tsv FUND_CODE
(1st occurrence)
Salary Type Code
66 payroll_ldoe.tsv SALARY_TYPE_CODE
(1st occurrence)
Salary Amount
67 payroll_ldoe.tsv PAYROLL_AMOUNT
(2nd occurrence)
Salary Fund Account
73 Code payroll_ldoe.tsv FUND_CODE
(2nd occurrence)
Salary Type Code
75 payroll_ldoe.tsv SALARY_TYPE_CODE
(2nd occurrence)
Salary Amount
76 payroll_ldoe.tsv PAYROLL_AMOUNT
(3rd occurrence)
Staff User Guide 24Start
Data Element EdLink Extract EdLink Field Name
Position
Salary Fund Account
82 Code payroll_ldoe.tsv FUND_CODE
(3rd occurrence)
Salary Type Code
84 payroll_ldoe.tsv SALARY_TYPE_CODE
(3rd occurrence)
Salary Amount
85 payroll_ldoe.tsv PAYROLL_AMOUNT
(4th occurrence)
Salary Fund Account
91 Code payroll_ldoe.tsv FUND_CODE
(4th occurrence)
Salary Type Code
93 payroll_ldoe.tsv SALARY_TYPE_CODE
(4th occurrence)
Salary Amount
94 payroll_ldoe.tsv PAYROLL_AMOUNT
(5th occurrence)
Salary Fund Account
100 Code payroll_ldoe.tsv FUND_CODE
(5th occurrence)
Salary Type Code
102 payroll_ldoe.tsv SALARY_TYPE_CODE
(5th occurrence)
103 Home-based Site flag staff_assignments.tsv PRIMARY_ASSIGNMENT_INDICATORr
Staff User Guide 25Crosswalk to Profile of Educational Personnel (PEP) Legacy System - Class
Schedule (210)
These extracts are used to report information that describe staff class schedules.
staff_course_offering_link.tsv and staff_course_offering_link_ext.tsv
This extract is used to report information that describe staff job assignments related to class
schedules.
Data Element EdLink Extract EdLink Field Name
System Indicator N/A N/A
Transaction Code N/A N/A
staff_course_offering_link.tsv
Beginning Session Year SCHOOL_YEAR
staff_course_offering_link_ext.tsv
staff_course_offering_link.tsv
Sponsor Code DISTRICT_CODE
staff_course_offering_link_ext.tsv
staff_course_offering_link.tsv
Social Security Number LOCAL_STAFF_KEY
staff_course_offering_link_ext.tsv
staff_course_offering_link.tsv LOCAL_COURSE_OFFERINGS_KEY
Class Code
staff_course_offering_link_ext.tsv
staff_course_offering_link_ext.tsv TWELVE_HOUR_INDICATOR
Twelve Hour Flag
staff_course_offering_link.tsv
Total Class Time Pct STAFF_CLASS_PERCENT
staff_course_offering_link_ext.tsv
Staff User Guide 26Crosswalk to Profile of Educational Personnel (PEP) Legacy System - Non-
Attendance (300)
staff_absences.tsv
These extracts are used to report information about staff absences.
Data Element EdLink Extract EdLink Field Name
System Indicator N/A N/A
Transaction Code N/A N/A
Beginning Session Year staff_absences.tsv SCHOOL_YEAR
Sponsor Code staff_absences.tsv DISTRICT_CODE
Social Security Number staff_absences.tsv LOCAL_STAFF_KEY
Non-Attendance Event Start Date staff_absences.tsv ABSENCE_DATE
Non-Attendance Event Category
staff_absences.tsv STAFF_ABSENCE_REASON_CODE
Code
Non-Attendance Event End Date N/A N/A
Non-Attendance Event Day Count staff_absences.tsv STAFF_ABSENCE_VALUE
EdLink 360 File Layouts
Please see the EdLink Support page for all Staff Extract Layouts and sample extracts.
Staff User Guide 27APPENDIX A – Data Elements (Alphabetically) Data Elements ABSENCE_DATE Definition: The day that the employee was away from his or her normal work activity for a specific occurrence of non-attendance. Formatted as MM/DD/YYYY. by EdLink for historical data. Extract: staff_absences.tsv Dashboard ANNUAL_MINUTES_WORKED Definition: For the October (Budgeted) snapshot: These data will reflect the total number of minutes the employee is projected to work within the current fiscal year at the specific site for the specific job assignment (classification) at the specific site. For the June 30 (Actual) snapshot: These data will reflect the total number of minutes the employee worked or was paid to work within the fiscal year at a site for a specific job assignment (classification). Special Note: For the October (Budgeted) snapshot, the sum of the Annual Minutes projected to work should not exceed the product total of the Contract Day Count multiplied by the Workday Minutes Count Extract: staff_assignments_ext.tsv Dashboard: CERTIFICATION_CLASSIFICATION Definition: Identifies certification status of the staff for the class taught. Categories include Certified, Out of Field, and Uncertified. Certification status is determined based on connection between Teacher Certification database and areas of certification associated with each course being taught Extract: staff_course_offering_link.tsv Dashboard: Staff User Guide 28
CONTENT_LEADER_INDICATOR Definition: Identifies if the staff record is serving in the role of a Content Leader. Content Leaders provide content- and curriculum-specific professional development to teachers in their school and school system using turnkey session materials. Their responsibilities include but are not limited to: Redelivery of content modules at school and school system professional development days and leading professional learning communities in schools. Extract: staff_ext.tsv Dashboard: CONTRACT_DAY_COUNT Definition: Contract Day Count is defined as the annual total of workdays required and/or governed by one or more school district contracts (for an employee class) under which the staff member was employed for the school year being reported. Due to changes in an employee’s contract(s), the October 1 and June 30 Contract Day may be different. Special Notes: For the October snapshot, the staff data will reflect the Contract Day Count derived from the contract(s) applicable for the reported individual as of October 1; i.e., the contract(s) from which budgeted salary data are determined. For the June 30 snapshot, the staff data will reflect the number of contract days derived from the combined contracts under which the person actually worked throughout the school year. Caution: Changes in Contract Day Count may result from contract revisions and/or from modifications to the positions or responsibilities of the employee during the school year. The Contract Day Count must always reflect the full time standard contract for the employee class that the employee is a member of. Extract: staff_ext.tsv Dashboard: DEMAND_SALARY_AMOUNT Definition: Used to indicate the total amount paid to an employee based on the demand-based compensation requirements outlined in revised statute 17:418 (Salaries; teachers and other school employees). The amount awarded is based on the demand-based position held by the employee during the current academic year. The performance-based pay amount may be part of the total salary amount. Extract: staff_ext.tsv Dashboard: Staff User Guide 29
DISTRICT_CODE
Definition:
Historically is the 3-digit sponsor code assigned by the Sponsor Site (SPS) legacy system.
By the 2022-23 school year, school systems will have fully transitioned to the new LocationID that uniquely identifies a school system, school, agency,
the state, and/or providers where students and staff receive or provide services. These locations are grouped together in a hierarchy, within location
groups and within organizations.. The source of this data will be the eScholar LocationID system.
001 Acadia Parish 060 Webster Parish W2B Willow Charter Academy
002 Allen Parish 061 West Baton Rouge Parish W31 Dr Martin Luther King Charter School for Sci Tech
003 Ascension Parish 062 West Carroll Parish W32 Joseph A Craig Charter School
004 Assumption Parish 063 West Feliciana Parish W33 Lincoln Preparatory School
005 Avoyelles Parish 064 Winn Parish W37 Greater Grace Charter Academy Inc
006 Beauregard Parish 065 City of Monroe School District W3B Iberville Charter Academy
007 Bienville Parish 066 City of Bogalusa School District W4A Delta Charter Group
008 Bossier Parish 067 Zachary Community School District W4B Lake Charles College Prep
009 Caddo Parish 068 City of Baker School District W5B Northeast Claiborne Charter
010 Calcasieu Parish 069 Central Community School District W6B Acadiana Renaissance Charter Academy
011 Caldwell Parish 101 Special School District W7A Louisiana Key Academy
012 Cameron Parish 300 New Beginnings Schools Foundation W7B Lafayette Charter Foundation
013 Catahoula Parish 302 Louisiana School for Math Science & the Arts W8A Impact Charter School
014 Claiborne Parish 304 LA Schools for the Deaf and Visually Impaired WAG Louisiana Virtual Charter Academy
015 Concordia Parish 306 Louisiana Special Education Center WAK Southwest Louisiana Charter Academy
016 DeSoto Parish 318 LSU Laboratory School WAL JS Clark Leadership Academy
017 East Baton Rouge Parish 319 Southern University Lab School WAQ Baton Rouge University Preparatory Elementary
018 East Carroll Parish 321 New Vision Learning Academy WAU GEO Prep Academy of Greater Baton Rouge
019 East Feliciana Parish 329 V. B. Glencoe Charter School WAV Democracy Prep Baton Rouge
020 Evangeline Parish 331 International School of Louisiana WAZ Audubon Charter School
021 Franklin Parish 333 Avoyelles Public Charter School WA7 RSD-Capitol Education Foundation
022 Grant Parish 334 New Orleans Center for Creative Arts WBA Einstein Charter School at Village De L'Est
023 Iberia Parish 336 Delhi Charter School WBB Benjamin Franklin High School
024 Iberville Parish 337 Belle Chasse Academy WBC Alice M Harte Elementary Charter School
025 Jackson Parish 340 The MAX Charter School WBD Edna Karr High School
026 Jefferson Parish 341 D'Arbonne Woods Charter School WBE Lusher Charter School
027 Jefferson Davis Parish 343 Community School for Apprenticeship Learning, Inc. WBF Eleanor McMain Secondary School
028 Lafayette Parish 344 Voices for International Business & Education WBG Robert Russa Moton Charter School
029 Lafourche Parish 345 University View Academy, Inc. (FRM LA Connections) WBH Lake Forest Elementary Charter School
030 LaSalle Parish 346 Lake Charles Charter Academy Foundation, Inc. WBI New Orleans Charter Science and Mathematics HS
031 Lincoln Parish 347 Lycee Francais de la Nouvelle-Orleans WBJ ENCORE Academy
032 Livingston Parish 348 New Orleans Military & Maritime Academy WBK Bricolage Academy
033 Madison Parish 360 Educators for Quality Alternatives WBL Wilson Charter School
034 Morehouse Parish 363 Crescent City Schools WBM Einstein Charter High School at Sarah Towles Reed
035 Natchitoches Parish 364 Community Leaders Advocating Student Success WBN Einstein Charter Middle Sch at Sarah Towles Reed
036 Orleans Parish 368 Morris Jeff Community School WBO Einstein Charter at Sherwood Forest
037 Ouachita Parish 369 ReNEW-Reinventing Education Inc. WBP McDonogh 42 Charter School
038 Plaquemines Parish 373 ARISE Schools WBQ New Harmony High Institute
039 Pointe Coupee Parish 374 Success Preparatory Academy WBR Athlos Academy of Jefferson Parish
040 Rapides Parish 381 Akili Academy of New Orleans WBT Audubon Charter School - Gentilly
041 Red River Parish 382 Collegiate Academies WBU Rosenwald Collegiate Academy
042 Richland Parish 385 New Orleans College Preparatory Academies WBV Dwight D. Eisenhower Charter School
043 Sabine Parish 389 Pelican Educational Foundation WBW Living School
044 St. Bernard Parish 390 Dryades YMCA WBX GEO Next Generation High School
045 St. Charles Parish 393 Choice Foundation WBY Red River Charter Academy
046 St. Helena Parish 395 Algiers Charter Schools Association (ACSA) WBZ McDonogh 35 Senior High School
047 St. James Parish 396 Recovery School District-LDE WC2 Opportunities Academy
048 St. John the Baptist Parish 397 Institute for Academic Excellence WC3 IDEA Public Schools
049 St. Landry Parish 398 Knowledge is Power Program (KIPP) N.O. WJ5 Collegiate Baton Rouge
050 St. Martin Parish 399 FirstLine Schools, Inc. WZ8 GEO Prep Mid-City of Greater Baton Rouge
051 St. Mary Parish 3A5 Better Choice Foundation
052 St. Tammany Parish 3AP Redesign Schools Louisiana
053 Tangipahoa Parish 3C1 Thrive Academy
054 Tensas Parish A02 Office of Juvenile Justice
055 Terrebonne Parish W18 Noble Minds
056 Union Parish W1A JCFA-East
057 Vermilion Parish W1B Advantage Charter Academy
058 Vernon Parish W1D JCFA Lafayette
059 Washington Parish W1E Youth Force NOLA
Extract: staff.tsv; staff_ext.tsv; staff_assignments.tsv; staff_absences.tsv; staff_course_offering_link.tsv;
staff_course_offering_link_ext.tsv; payroll_ldoe.tsv; mentor_teacher_link.tsv
Dashboard:
Staff User Guide 30You can also read
