Introduction
The Staff View is for entering details relating to all employees, for example, teachers, administration and ancillary staff. The staff code and name is integrated with the payroll and general ledger modules for financial data entry and reporting. Teacher information is integrated with the Students for subjects, classes, timetable and reporting.
Enter Staff Details
Once Staff Information is entered into PCSchool Teacher information can be selected in the Student View, Scholastic field.
Path: Scholastic > Administration >Staff View
The Staff View retains all information regarding staff members
To enter Staff details in the header follow the steps below:
1. |
Clear |
Click to clear if any details of Staff Members are showing. |
2. |
Staff Code |
It is best to keep the staff codes similar, a suggestion is full last name, space then first given name initial. (Maximum 30 alpha characters.) |
3. |
Name for Reports |
Preferred name e.g. Mr P Brush. |
4. |
Salutation |
Such as Mr, Mrs, Ms. |
5. |
Status |
Select the employment Status from the drop-down menu. |
6. |
F |
Select F/Full Time or P/Part Time from the drop-down menu. |
7. |
Timetable Code |
Can be entered now if known or at a later date. Max 3 alpha characters. |
8. |
Time Table |
Click to View the selected Teachers Time Table, print if required. |
9. |
Photo |
Double click on photo box to add photo. Must be stored in PCSchool/Bitmaps/Student. |
10. |
Save |
Click to Save the details. |
Address:
Fill in the relevant details:
1. |
Address Title |
Person to whom the mail is directed; will default from ‘Name for Reports’, can edit. |
2. |
Postal Address |
Enter Postal Address details. |
3. |
Town |
Enter the town or select from the list, the postcode will default if available. |
4. |
Box |
Enter the Postcode if it does not default. |
5. |
Set to Postal |
Click if residential address is the same as postal. |
6. |
Residential Address |
Must have a street number and name for Taxation purposes. |
7. |
State |
Select from the list. |
8. |
Phone |
Enter the phone number. |
9. |
Phone Silent |
Check the box for a silent number. (Phone number will not print in directories.) |
10. |
|
Enter the email address is available. |
11. |
Copy Buttons |
Click to copy Name and Address details to Word or Notepad. |
12. |
Save: |
Click Save. |
Work:
Fill in relevant details:
1. |
Classification |
Enter Full Time, Part Time or Casual. |
2. |
Campus |
Optional Entry. |
3. |
Registration |
Optional entry, Staff Registration Number. An alert can be created for this or any other reminder through Payroll Control Files. |
4. |
Regn Expiry |
Enter the Registration Expiry date. |
5. |
Position Held |
Optional entry. |
6. |
Qualifications |
Optional entry. |
7. |
Subjects Taught |
Optional entry. |
8. |
Timetable Code |
Three characters maximum. (A suggestion would be to use reversed initials.) |
9. |
Staff Room |
Select the Home Room if this is a teacher. |
10. |
Sec Userid# |
Select if you wish this teacher to view only their own classes with security access. |
11. |
Details |
Enter applicable details. |
12. |
Save |
Click to save the details. |
Personal:
Comments:
1. |
General Comment |
Freeform entry; available for general purpose use. |
2. |
Secure Comment |
Freeform entry; must have the security to view. |
3. |
Alert Message |
Freeform entry. |
|
Alert Icon |
Will show if an Alert Message has been entered. |
Personal Development:
The Codes for Personal Development are created via;
- Personal Development module under Other Modules in the Scholastic Module.
You can set reminders for these fields through;
- Payroll Control Files.
1. |
Date |
Will Default, can edit. |
2. |
Code |
Click to select a Code. Codes must be pre entered via Other Modules/ Personal Development. |
3. |
Restrict to Type |
Check to view only codes specific to Teachers. |
4. |
Codes |
Select a Code, then click OK. |
5. |
Description |
Optional; Enter your description. |
6. |
Expiry Date |
Optional; Select for Teacher Registration. A reminder can be created in Payroll. |
7. |
Date Course |
Optional; Select a Starting date for a course. |
8. |
Length |
Optional enter the length of the course. |
9. |
Cost |
Optional; Enter the cost of the course. |
10. |
Save |
Click to Save the entry. |
Security - Keys
Record of keys issued to this staff member.
Codes for keys must have been created via;
- Administration, Key and Security View.
Keys can be allocated here or through the Key and Security View
1. |
Code |
Click on code to activate the Key Selection window. |
2. |
Key Selection |
Highlight the Key you want and click OK. |
3. |
Room |
Optional; Select a Room. |
4. |
Key ID |
Enter the Keys ID. |
5. |
Date Out |
Will default. Can edit. |
6. |
Secure ID |
Optional; Enter the Secure ID of the item. |
7. |
Save Key Issue |
Click to Save the entry. |
8. |
Return Key |
Highlight a Key and click Return Key. |
User Def:
New Codes must be entered
Path: System Functions> User Definition Codes select Staff User Defined and create any new Codes.
Medical:
This is a freeform area for entering any relevant Medical Details
Medical History:
Staff Medical records can be entered and saved here
1. |
Date |
Will default, can edit. |
2. |
Type |
This is hard coded, contact PCSchool if you need further Codes. |
3. |
Provider |
Freeform, enter the person who provided assistance. |
4. |
Result |
This is hard coded, contact PCSchool if you need further Results. |
5. |
User |
Will default to whoever is logged onto PCSchool. |
6. |
Comment field |
Enter any further information to be logged for this incident. |
7. |
Save |
Click to Save the entry. |
Ethnicity:
Ethnic information regarding the Staff Member can be selected. If there a more than 2 selections for a TYPE a Priority can be entered.
|
Type |
Click Type and select from the Options list. |
2. |
Code |
Click Code and select the correct Code. |
Staff member - creating logging into PCSchool
After you have created a Staff member you will have to set them up to be able to log into PCSchool via:
Path: Curriculum > Utilities > Identity Management > Security Tab
|
Code |
Select your new Staff member |
2. |
Login |
Type in how you wish your staff member to log into PCSchool |
3. |
User Rights Equivalence |
Select from the drop down the security you wish this person to use |
4. |
Change Password |
Give them a temporary password, the system will ask them for a new password on signing in |
5. |
SAVE |
Save |
Retrieve Staff Details:
Once the data has been entered you have the ability to retrieve data easily. Changes are allowed to all areas except the Unique staff code. Changes to the Unique code are explained in Global View.
Find a staff member already entered.
1. |
Start Typing the code. |
2. |
Select a Staff Member from the drop down list. |
3. |
Or Click the Collection box and search for the Staff Member. |
4. |
Select a Filter to reduce the list of Staff Members for searching. |
5. |
Click Search. |
6. |
Enter all or part of the Staff Members code, click OK. |
7. |
Highlight the Staff Member. |
8. |
Click OK. |
Staff member - creating logging into PCSchool
After you have created a Staff member you will have to set them up to be able to log into PCSchool via:
Path: Curriculum > Utilities > Identity Management > Security Tab
1. | [Login] - you can change log in to how you want the person to sign in - as to be unique |
2. | [User Rights Equivalence] select the security you wish to give this staff member |
3. | [Change Password] set a temporary password - when the person logs on they will be prompted to change the password |
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