Staff Assignment Template
PIMS Staff Assignment Template Specifications
STAFF_ASSIGNMENTThe Staff Assignment Template depends on the Staff Template being loaded first.
Safe Schools Data Set
School security personnel, including directly employed or contracted school police officers, school resource officers, and school security guards, are collected in this template during Collection Window 6 for the Safe Schools data set, not during the October Staff Submission. All security staff members for the entire school year should be reported, even if no longer employed at the end of the school year. School security personnel reported here should not be included in the District Fact Template for Safe Schools. There is a single assignment code for school security staff (9998).
Template Description
This template will be used to track point-in-time information on staff assignments. The Staff Assignment Template must be submitted in a point-in-time fashion. Include one record per staff assignment in this template. There is no limit to the number of staff assignments that can be included here. Include all assignments for each staff member. Assignments should exist for all staff included in the Staff Snapshot Template. Do not include short-term substitutes in the Staff Assignment Template. Include long-term substitutes only where filling a vacancy.
The percent of time is a cumulative total for the entire school year. The sum of percent time should equal 100 for full-time staff.
Note for LEAs with No School Security Personnel
If an LEA has no directly employed or contracted school security personnel, a record indicating this must be entered in the District Fact Template.
Template Specifications
1 - SUBMITTING AUN
The unique, 9-digit AUN assigned by the PDE.
Sample Value
All LEA and School Numbers can be found on the EdNA website.
123456789
eScholar Name: DISTRICT CODE
2 - PPID
A unique identifier for each staff member; use the 7-digit Professional Personnel ID (PPID) for all certificated staff and non-certificated staff. For school security personnel who have a PPID, report the PPID. For school security personnel without a PPID: Use the 5- or 6-digit Municipal Police Officer Training ID (MPTID) preceded by SS; or if the school security personnel does not have an MPTID, the LEA must assign the individual a unique and consistent 5- or 6-digit ID preceded by SS.
Business Rules
The PPID must be consistent across all templates and must not include leading zeroes.
Sample Value
6925031 or SS123456 (for school security staff without a PPID)
eScholar Name: STAFF ID
3 - ASSIGNMENT CODE
Code for the certificated or non-certificated assignment.
Note
For school security staff use 9998.
Sample Value
See Appendix B in Volume 2 of the PIMS User Manual for a list of valid values.
4 - SCHOOL NUMBER
The PDE-defined, 4-digit code identifying the school where the staff member is assigned. For Staff Assignment, school security staff should be reported at their individual locations. 0000 should only be used if they are assigned to an administrative building.
Business Rules
- Classroom teacher positions should not be reported at
0000(Only applies to the following organizational types: CS, CTC, SD, SJCI). - Administrative staff identified as an LEA level position, location must be reported at
0000(Only applies to the following organizational types: IU, SD, SJCI).
Sample Value
All LEA and School Numbers can be found on the EdNA website.
1234
eScholar Name: LOCATION CODE
5 - SCHOOL YEAR DATE
A single date (June 30), the last day of the current school year indicating the whole school year.
Sample Value
2026-06-30
6 - ASSIGNMENT DATE
If the assignment is a continuation from the previous school year, enter the actual date the employee began an assignment. For staff assignments within the current school year, enter the actual start date of the staff assignment. For school security staff ONLY, you may use 2019-07-01 if the actual start date during the year is unknown.
Business Rules
Staff Assignment Date (Field 6) MUST be <= Staff Snapshot Date (Field 50 in the Staff Snapshot Template).
Sample Value
1987-01-04 or 2019-07-01
7 - COMPLETION DATE
Assignment exit date – the date an employee left a specific assignment to move to another assignment in the same LEA, or the date an employee was terminated from the LEA. This field does not apply to school security staff.
Business Rules
Conditionally Required (CR) for PA Inspired Leadership (PIL) positions that have ended. Must be greater than Field 6 (ASSIGNMENT DATE). Staff assignments held during current school year do not require a completion date to be reported and should be left blank until the Staff member leaves the assignment.
Sample Value
2025-10-31
8-17 🛇
Field(s) not collected. Must be delimited in template file.
18 - PERCENT TIME ASSIGNED
The actual number of hours worked in a position divided by the maximum number of hours the position allows. See the Staff How-To Guide for more information on this field.
Business Rules
- An FTE of 90% should be entered as
90, not as0.90(do not include the percentage symbol). - In rare instances, a staff member may accept additional Pre-K – 12 duties that are beyond the requirements of their full-time position, resulting in a percent time assigned greater than
100. - The total percent of time for all assignments for the entire school year should equal
100for full-time staff. Accurate value must be reported for all staff, including school security staff.
Sample Value
100
19-25 🛇
Field(s) not collected. Must be delimited in template file.
26 - PRIMARY ASSIGNMENT INDICATOR
An indication of whether the assignment is the staff member’s main assignment.
Business Rules
Additional assignments can be submitted for a staff member, but only one assignment can be primary. Primary Assignment will be used to group staff into categories when averaging salaries. Primary Assignment should be chosen to ensure staff are categorized appropriately in averages.
Valid Values
YN
Rules
See the Rules Section of the Template Domain for rules consistent throughout all templates.
Load Sequence/Dependencies
- STAFF: The Staff Assignment Template depends on the Staff Template being loaded first.
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**System**: *Today's date and time is 11:15 PM EDT on Monday, September 22, 2025.*