Staff Retention Rate – Professional Staff

Contents

📍Report Location – Pre-Release > Support (Beta testing) Projected live release by mid-August 2026.

👤Summary

The Staff Retention Rate – Professional Staff report measures the percentage of professional staff members who remain employed by the district from one Fall PEIMS reporting year to the next.

The report is designed specifically for reviewing retention among professional staff, with the ability to analyze results across multiple years and organizational locations.

The report identifies staff members in the selected professional-staff role classification in one year and determines how many of those same staff members are reported with the same Role ID in the subsequent Fall PEIMS submission.

Results can be reviewed at both the district and campus levels and can be compared across multiple years to identify staff-retention trends.

💡Usage

“Of the professional staff members reported in the prior Fall PEIMS year, what percentage are still reported in the subsequent Fall PEIMS year under the applicable matching criteria?”

Important: This is a PEIMS-based retention measure. It should not be interpreted as a general Human Resources turnover rate because it is based on staff reported in consecutive Fall PEIMS submissions and the matching criteria described below.

It is therefore best used as a staff stability and longitudinal retention measure, rather than as a direct measure of employee turnover, resignation, or vacancy rates.

Use this report to:

Monitor professional-staff retention over multiple years.
Identify campuses or organizational areas with comparatively lower retention.
Evaluate changes in staff retention over time.
Support Human Resources and staffing analyses.
Identify potential staffing-retention trends that may warrant further investigation.
Compare retention results between campuses.
Support grant, research, planning, and workforce-management activities.
Analyze retention for selected professional staff Role IDs.
Examine retention by selected Program Intent Code or Population Served Code when applicable.

A multi-year view is particularly useful because it allows districts to identify whether retention is improving, declining, or remaining relatively stable.

🧭Special Notes

Retention is based on staff counts, not FTE.
A staff member must be reported with the same Role ID in both the prior and subsequent year’s Fall PEIMS submission to be considered retained.
When a Program Intent Code (PIC) is selected, the staff member must have the same selected PIC in both years to be included.
The campus association is based on the staff member’s 30090 – Staff Responsibilities Extension record.
Staff whose 30090 responsibility record contains a different county-district number than the reporting district are excluded.
A blank result is represented by – (No Data).
A campus is not displayed when there is no applicable data for the selected years.
The report compares consecutive years. Therefore, meaningful retention results require appropriate Fall PEIMS data for the years being compared.
The report should not be confused with an employee turnover report. Retention is calculated from the population present in the prior year, whereas turnover methodologies may use a different denominator and may incorporate separation information.

🎛Data Source(s)

Primary Source: Fall PEIMS Staff records

The report uses Fall PEIMS Staff data from the Staff Association Interchange, including:

30060 – Payroll Extension
30090 – Staff Responsibilities Extension

The 30090 Staff Responsibilities Extension is particularly important because it provides the responsibility/role information used to identify and associate staff with campuses and other reporting characteristics.

Relevant PEIMS/TWEDS elements include:

Element	Description / Use
E0721	Role ID / Staff Classification — identifies the staff role used for the retention population
E0320	Program Intent Code — optional filtering criterion
E0747	Population Served Code — optional filtering criterion
E0130	Years of Professional Experience — used for experience filtering

OnDataSuite’s published Staff Retention Rate documentation identifies Fall PEIMS records and the 30060 and 30090 extensions as the source data.

📑Definitions

Retention Rate

The percentage of staff members from the prior Fall PEIMS year who are also reported in the subsequent Fall PEIMS year with the required matching characteristics.

Prior Year Staff

The professional staff population identified in the selected prior-year Fall PEIMS submission.

Retained Staff

A prior-year staff member who is also found in the subsequent year’s Fall PEIMS submission and meets the report’s matching criteria.

Role ID / Staff Classification – E0721

The PEIMS staff role classification used to identify the staff population being analyzed.

For example, the standard Staff Retention Rate report defaults to 087 – Teacher. The Professional Staff version is intended to provide a broader professional-staff retention analysis based on the applicable role selection/configuration.

Program Intent Code – E0320

Identifies the program intent associated with the staff record. If used as a report filter, the selected code must be consistent across the two years being compared for the staff member to qualify as retained.

Years of Professional Experience

The staff member’s reported professional experience category. The report supports experience-based filtering, including:

A zero – 1 Years Experience is not applicable since a staff member must be in the District/Campus 2 years to report.

2–5 Years Experience
6–10 Years Experience
11–20 Years Experience
Over 20 Years Experience

The experience filter is applied after the staff populations for the respective years have been identified.

Campus

The campus associated with the staff member through the 30090 Staff Responsibilities Extension.

🧮Calculations

The basic retention calculation is:

Retention Rate = Retained Staff ÷ Prior-Year Staff × 100

Where:

Prior-Year Staff
= number of professional staff meeting the selected report criteria in the prior Fall PEIMS year.

Retained Staff
= number of those prior-year staff members who are also reported in the subsequent Fall PEIMS year and meet the required matching criteria.

For example:

If 100 professional staff members meet the selected criteria in 2024–25 and 88 of those same staff members meet the required criteria in 2025–26, the retention rate is 88%.

Matching Requirements

For a staff member to be counted as retained:

The staff member must be present in the prior-year Fall PEIMS population.
The staff member must be present in the subsequent-year Fall PEIMS population.
The staff member must have the same Role ID in both years.
If a Program Intent Code filter is applied, the staff member must have the applicable PIC in both years.

The published OnDataSuite methodology specifically states that the same Role ID must be reported in both years and that selected PIC filter must also remain consistent.

Years of Experience Calculation Note

The Years of Professional Experience filter is applied after the retained staff have been identified.

Consequently, the experience category should be understood as a filter on the identified staff population rather than as a separate matching criterion used to establish the initial retention relationship.

✨Features

The report supports analysis through multiple filters, including:

Multiple Years
- Select multiple Fall PEIMS years for longitudinal comparisons.
- Defaults to the most recent available staff year.
Multiple Campuses
- Analyze one or more campuses.
- Campus selection is based on the 30090 Staff Responsibilities records.
Multiple Role ID/Staff Classification
- Select the professional staff role classification used for the analysis.
- Default is Teacher (087)
Program Intent Code
- Select one or more PICs.
- Default is all applicable PICs.
Years of Professional Experience
- Filter staff by experience category.
- Categories include 2–5, 6–10, 11–20, and Over 20 years.
Longitudinal Analysis
- Compare retention results across multiple school years.
- Useful for identifying changes in professional-staff retention over time.

The underlying OnDataSuite Staff Retention Rate report documentation confirms multi-year, campus, PIC, Role ID, and experience filtering capabilities.