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SY24-25 Staff FTE Escape Hatch

The way the data landed for Staff FTE information unfortunately is unable to satisfy one of our federal reporting requirements. This was not discovered until late in the collection cycle(September of 2025).

To avoid further delay in recieving your SY24-25 data, we have opted to requeest an EdFusion File from you folks.

Instructions

Please complete this process as soon as possible. You won't be able to sign off on your data unless this process is completed.

Here are the instructions for this process:

  1. Please export the (04_)11_POS file as you have in the past for EdFusion.
  2. Please ensure this file is named 04_11_POS.csv when uploaded or I won't be able to find it for automated processing
  3. Take this file, and only this file, and upload it to the EFT Folder /SU0XX/To AOE/SY25_Staff_FTE
  4. We will process your records and update the Ed-Fi data on our end to include the data we need. You'll see these as extra rows in staff_assign with the classification of "Place of Service FTE", and they will have the 11_POS.POSFTE as the FTE value there.
  5. There is a Data quality check to ensure this file is present, and you will recieve the check file if it is missing.

Why

The original mapping has 11_POS.POSFTE land in the staff_emp.FTE. There are cases where staff serve multiple schools that could not be easily accounted for using staff_emp in Ed-Fi due to the default primary key restraints. We are trying to avoid customizing the Ed-Fi API as much as possible because it causes problems for Vendors and AOE down the road.

In order to not delay the collection of this data further, and after talking with vendors to determine if they still support this file output, we determined this to be the best course of action at this time.

For future collections(SY25-26 and forward) we plan to have two rows of data in staff_assign for each staff member. One would be the normal records that are currently being sent. The new second record will be of type "Place of Service FTE" and capture the 11_POS.POSFTE at the assignment/school level. I will work with all SIS vendors over the coming months to implment this change. I hope to have that work finished up by January.