Charter School Employee Source Data
Employee Source Data
While most City and County school districts use one of two or three Payroll Systems and LINQ HR or the state provided HRMS system, Charter Schools tend to use different vendors and outsource much of the work to a management company which uploads it to NC DPI. As this data is the authoritative source for the NCEdCloud IAM Service, data integrity greatly impacts the service's ability to accurately provision (or deprovision) accounts and grant appropriate access to teachers and other Charter School staff. Integration of the NCEdCloud IAM Service with Home Base applications (and any other NCEdCloud Applications a Charter School choses to add) will require complete and accurate data in order for users to access the applications. (Note: Student Data is uploaded from PowerSchool to the state Operational Data Store (ODS) and is separate from the employee data described here). More information about data requirements for the NCEdCloud IAM Service is found in the Source Data Requirements page.
The UID System
There is help on the DPI website for adding (or removing) charter school employee records to the UID System, which is the source for most of the IAM Service account data for employees. The link to the information is under Training for the UID System. There is a general overview of the UID System and then under Training Materials there are links to various Training Presentations that would pertain to Charter Schools:
- UID Staff Process for Charter Schools that use LINQ
- UID Staff Process for Acquiring Staff IDs for Non-Payroll staff
If a Charter School uses LINQ (one of the two state payroll systems), employees would likely be added there and the changes pushed to the UID system. If not, the Non-Payroll Staff information describes how these Charter School employees would be added.
Aside from having new employees added and terminated employees removed, a key piece of employee information the IAM Service uses is email address. This is in addition to general demographic data (e.g. names, addresses, etc.) and budget codes (Object Code and Purpose Code). However, please make sure email address and other data are being uploaded for ALL your Employees, and not just "certified" employees. The NCEdCloud Staff Email Provisioning document provides information on where employee email addresses are pulled from and the order in which sources are queried. PowerSchool is the first data source that is checked for email, so if all your employees are entered into PowerSchool with a valid email address, that will take care of your school's email requirements. (Non-teaching staff may still be entered and updated in PowerSchool, they just wouldn't have any classes assigned.)
- Information for Charter Schools on Uploading HRMS Data - Including email address (.pdf)