Staff View - Back office - setting up or modifying a Staff member – PCSchool

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.	Email	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

Articles in this section

Introduction

Enter Staff Details

Address:

Work:

Personal:

Comments:

Personal Development:

Security - Keys

User Def:

Medical:

Medical History:

Ethnicity:

Staff member - creating logging into PCSchool

Retrieve Staff Details:

Staff member - creating logging into PCSchool

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