SLEDS Vacancy Report

NOTE: This report is subject to changed based on the Staff Vacancy Date Handbook

When selecting the "Create Snapshot" button the system will pull in all positions that are Contractual and have a Location field in the position code that have job codes 1000-3000, 3120 or 3105. 

If the district opts to not include 3120 and 3105 within the snapshot this can be managed on the Personnel - Setup - Jobs - Setup screen. 

Snapshot Column Breakdown

School ID

This is going to pull the last 3 digits of the CDS Code that is listed on the Locations field that is connected to the Position. To modify this can be done on the Personnel - Setup - Locations screen. 

Location Code

The code used on the Personnel - Setup - Locations screen. This code may be different from the "School ID" column. This data is for informational purposes and will not being reported to the state.

Location

This field will pull the Location that is assigned to the Position Code. Locations are managed on the Personnel - Setup - Locations screen. 

Position Type

Each Position that is brought in will be given a Position Type of 1,3,4 or 5. 

1 = No Vacancies or Retirements: There exists Position Tracking record(s) for the selected school year on this Position, and none of the below apply. 

NOTE: This Position Type Number is not required on the CSV submission file but will display on the snapshot and the Excel to eliminate any confusion as to why a Position wouldn’t pull into the report if it meets all other requirements. The export will only contain the required Position Types of 3,4 and 5.

            - As per the state handbook (for submission purposes) if the created snapshot has no data to report for Position Types 3,4 or 5, the system will create a single Position Type 1 with all corresponding fields left blank. 

3 = New Teaching Position: There exists Position Tracking record(s) for the selected school year on this Position, and no tracking records for any previous years.

           - These Position Types will require the following columns: 

                        - Job Subcategory

                        - Position Open Date 

                        - Number of Applicants 

4 =  Eliminated Position: This position has an Abolished Date that is within the selected school year.

          - These Position Types will require the following columns: 

                        - Job Subcategory

        - A position will not receive this 'type' unless there is an Abolished date entered within the Position Code.

5 = Vacant Position: There are no Position Tracking records for the selected school year, or all Position Tracking records for the selected school year do not have staff assigned.

          - These Position Types will require the following columns: 

                        - Job Subcategory

                        - Position Open Date 

                        - Number of Applicants

Job Code

The Job Code field is found on the Position as the Job Code value. 

The Job Codes can be managed on the Personnel - Setup - Jobs screen. It is important to note that for this report it will be pulling the code that is on the "State Code" column. It is recommended that the Codes and the description match the State Code that is selected but the report is ultimately looking for the State Code that is connected to the Job Code found within the Position. 

The State Code will appear in red if it is not a code that matches one of the valid SLED Codes that are outlined from the state. You will see the Code column highlighted in Yellow if it is a code that does not have a matching/valid State Code.

These State Codes can be found on the state website https://www.nj.gov/education/sleds/keydocs/ outlined under the "Job Codes and Subcategories List". 

Job Subcategory

This is only mandatory for Position Types 3 - 5. This can be set within the Position Code.

District Position ID

It is recommended to keep accurate Position records. This report will be focusing on the Location and the Job Code. If those fields are not filled in on the Position Code they will not be reported. 

The Position Code will be in red if the code is longer than 20 characters (including dashes). 

Position 

This is pulling in the the description of the Position Code.

Position Open Date

This is required for Position Types 3 or 5. The field can be entered in the "Created by Board" field found on the Position Code. 

Position Close Date

Maintained on the Position Code in the "Abolished Date" field. This is the only field that will control if a Position is assigned as a #4.

If the Abolish Date is in a previous school year. It will not be pulled into the report. 

Number of Applicants

Only mandatory for Position Types 3 or 5. This is managed in the "Number of Applicant" field on the Position Code.

Exporting the Data

Opening the file directly from the CSV download will corrupt and reformat the data within. This can result in leading zeros being removed. 

To properly submit the CSV file, you will need to download it using the "Download Submission as CSV" and directly upload it to the state. 

The recommended way to check the data outside of the system will be to use the Excel download option while you are working on the report. 

When you are ready to submit is when you can download the CSV format (do not open the file).

If you want to check how the data in the CSV format, here is how you can do so without corrupting the file: 

        1. Locate the file in your downloads

        2. Select the File 

        3. Right click on your mouse to select "Open with" from the dropdown and select "Notepad"

This is how the data will appear in the Notepad.