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Administration
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See Staff Finder for how to search for staff, mail merge to staff and reports on staff. The Staff record serves two functions: recording personal data about the member of staff and providing the member of staff with access to the database. The first of these functions is likely to be a responsibility of administrative staff; the second should be controlled centrally by the Data Manager and is documented under Systems. Read more...
- Select Staff – current edit from your menu.
- Click on the new record button
 . - Type in the Mnemonic, Title, Forename and Surname of the member of staff. The Mnemonic is usually the staff member’s initials. It is wisest to use at least three initials where possible to avoid duplication as this value should be unique within your school. If two teachers have the same initials then some other letter should be added. Please ensure that if you are importing timetable data from a timetable scheduling package, the mnemonics used in both systems are the same.
- Salutation, Address Name, User Name and Report Name are added automatically when you enter the surname. The default user name is Forename Surname (e.g. Robert Bishop) but the T1, T2 and T3 buttons can be used to change this as follows:
T1 - Forename Surname (e.g. Robert Bishop)
T2 - Surname, Forename e.g. Bishop, Robert)
T3 - Mnemonic (e.g. RHB) - The Suffix field is optional and allows qualification letters to be added.
- Complete the Date Joined and Date of birth fields.
- Complete the Contact Information. This is not visible to other members of staff except for administrators. Other users can see a small subset of the basic information.
- Select the School tab and click on the Teaching Staff or Non teaching radio button. Optionally you can then select one or more options from the Categories list. You could for example select Teacher and Governor. This list can be edited using the Staff Category Types lookup form. On this form there is also a Secure tick box. This will enable the school to have a category such that the information contained on these people will have restricted access. At present this only removes information about these people from reports created via Staff Reports.
- For teachers complete as much detail as possible on this tab. Teaches in refers to the part/s of the school the teacher teaches in. If this is not appropriate in your school, you might find it helpful to create a new Pupil Type (PType) All staff and assign staff to this. If, when you create it, you tick the Staff only box, this will not appear in the dropdowns on pupil forms.
The other two lists should include all departments the teacher belongs to and all subjects they teach. Where a teacher is attached to a particular section of the school (e.g. Preparatory School) this should be selected. If they are attached to a House for pastoral or other purposes this should be indicated. The Default room is the one they normally teach in and is used when creating the timetable.
The tick boxes cannot be changed on this form since staff have access to this themselves and therefore could decide independently not to do cover! If the Full time box is not ticked they are assumed to be employed part-time. If they are teachers the Available for cover box should be ticked. Writeable versions of these boxes are on the Additional Info tab of the Staff Checks form.
Note: for each of the Categories, Teaches in, Department and Teaches lists you cannot alter an existing entry, you can only delete it and add a different one. - Select the Other information tab and add any of this information you would like to record. There is space here for a photograph. To insert an image:
a. Click right button on the box
b. Select Insert object …
c. Click on Bitmap image – this opens the Paint application
d. On the Paint menus, select Edit -> Paste from …
e. Select the image file you wish to insert and click Open
f. Click outside the image and it will be adjusted to fit the frame.
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Last Updated on Monday, 19 July 2010 15:08 |
Administration 
