Idaho Staff Data Reporting Setup Procedures

1. Add the following two custom fields to the Employee File:  Idaho Staff ID (text custom field) and Include in Report (referenced custom field, with Y for Yes and N for No as the referenced values).  If this step has already been completed, skip to Step 2.

Steps to Add a Custom Field

2. Complete the custom fields defined in Step 1 for each applicable employee for inclusion in the Idaho Staff Data Reporting.

• In the Employee File, bring up an employee and then click the Custom Fields tab.

Tip:  To bring up the first employee, click the First Record button and then utilize the Next Record button to scroll through all the employees.

• Enter the staff ID number assigned to the employee by the state for use with the Idaho System for Educational Excellence in the Idaho Staff ID custom field.

Note:  If this is the first year using the Idaho Staff Data Reporting option, use the Staff Demographics & Employment file that was last submitted to the state (as created or accessed in Step 1 on the Idaho Staff Data Reporting Completion Checklist) to import the staff ID number for employees into the Idaho Staff ID custom field.  If this is the second and subsequent years using the Idaho Staff Data Reporting option, the Idaho Staff ID field will only need to be manually completed for new employees.

Steps to Import Custom Fields

• Enter N in the Include in Report custom field for those employees who should not be included in the report, and enter Y for those employees who should be included.  If the response is the same as the default (entered in the Default field for Include in Report when completing the Idaho Staff Data Reporting option), leave this field blank.

Tip:  SUI recommends to only complete this field for those employees who should not be included in the report (by entering N here).  Then when completing the Idaho Staff Data Reporting option, Y can be entered as the Default for Include in Report for use with the other employees.

Note:  If desired, use the Adjust Custom Fields option to complete the custom field.

Steps to Adjust Custom Fields

• Click the Save button.

3. Verify that the following fields of information are also completed for the applicable employees on the other various screens of the Employee File:

Name & Address screen:

• First Name

• Last Name

• Middle Name (optional)

• Suffix (if applicable; optional)

• Previous Last Name (if applicable; optional)

Employment screen:

• Gender

• Birth Date

• Ethnicity

• Race

• Hire/Rehire Date

• Termination Date (if applicable)

If needed, complete the fields at this time for the applicable employees; then click the Save button.

4. Repeat Steps 2-3 above for each applicable employee.

5. Continue with Step 3 on the Idaho Staff Data Reporting Completion Checklist.

Idaho Staff Data Reporting Completion Checklist