Menu items Staff - current edit, Staff basic details and Staff Checks, have been enhanced by the new Staff Finder form, which gives a similar flexibility of access to Staff records that SchoolBase® users have enjoyed with Pupil records. The appearance of the form varies depending on who has accessed it and how. This largely affects which of the tabbed pages on each side of the form are visible. The actual staff form which opens from it (shown at the bottom of the centre section) is as follows:

Staff basic details -  Basic Staff Info only

Staff basic details plus Functions tab -  Basic Staff Info in read-only mode including the Functions tab

Staff current edit - default is Staff details, but Basic Staff Info is also available

Staff checks - default is Staff Checks,  but Basic Staff Info and Staff Details are also available

Using Staff Finder

When opened from Staff basic details Staff Finder looks like the screenshot above. Like Pupil Finder it has selection criteria on the left, a list of selected names in the middle and reports and functions on the right.  Search criteria work just like Pupil Finder, with Clear Filters at the top to remove any filters you have put on, and search criteria in two categories.

General

Teaches – Use the radio buttons to select teaching staff, non-teaching staff, or all staff. All gives all staff, both teaching and non-teaching.

Staff status – Use the radio buttons to select current staff, former staff or all staff (the default is Current). All gives archived and current staff.

Names/mnem. like – Works just like Names like in Pupil Finder, allowing you to start typing the name or mnemonic of the member of staff you’re looking for, and narrowing down the selection as you go.

Attached to – PType (section of the school, e.g. junior) the member of staff is attached to. This is the first multicombo dropdown, as illustrated right. Multicombos in SchoolBase® all allow you to select one or more items from a list. To select more than one item, hold down CTRL and click on the additional items. If it is a continuous range, you can select the first item, hold down SHIFT and click on the last item. At the top of the multicombo there are three options, Clear which clears all your selections, All which selects every item in the list, and OK which closes the multicombo, applying the selection you have made to the criteria.

Categories – Multicombo for types of staff, e.g. catering, teaching, admin etc.

Joined – Find staff who started working at the school on a particular date or between a range of dates.

Left – Find archived staff who left the school on a particular date or between a range of dates.

Full Time – Find full time staff, part time staff or all.

Information – Find staff who have Other Information stored about them. You can select one or more categories of Other Information from the multi select dropdown.

Teaching 

Teaches in – finds all staff that teach in a particular section of the school (e.g. infants)

Department – Multicombo for academic department the staff member belongs to.

Subject – Multicombo for academic subject(s) the member of staff teaches

House – Multicombo for house that the staff member is attached to.

Does Covers – Is the member of staff available to cover other lessons. 

The middle section shows the list of currently selected staff members. At the bottom of this list is a dropdown showing the data form that will be opened when you either double click on a name or click Open. If you right-click on a name you can view the timetable of that member of staff. In basic mode, the only option on the right hand side is to print one of the Basic Staff Reports. Your systems administrator can allocate more reports if you need them, but to start off with there is List – short, which is a list of staff names and mnemonics, and List – long which has staff mnemonic,  name, attached to, department, teaches and phone extension. 

Access from Staff – current edit / Full staff information

Opening Staff Finder in this mode, to which most secretaries will have access, gives all of the functionality of the basic mode, plus the following:

• Two more criteria categories, Personnel and System
• Choice of Staff Details or Basic staff info forms, from the bottom dropdown in the middle section.
• A New button to allow you to enter details for a new member of staff – next to Open at the bottom of the middle section.
• Choice of Basic staff reports or Full staff reports from the dropdown at the top of the reports tab.
• Two additional tabs on the right hand side, Mail Merge and Functions.

The extra criteria are as follows:  

Personnel

Additional Info – selects on the categories set in the Additional info tab of the Staff Checks form.

Pensions – Selects on the categories set in the Pensions dropdown on Pension/DFES tab in the Staff Checks form.

System

Secure Docs – Do they have access to secure documents in the system.

Full Menus – Find staff who have access to the full SchoolBase® menu system.

Access level – select on system access level.

Security level – select on security level, i.e. what level of secure notes/documents they have access to. 

The Mail merge tab allows you to merge already created staff letters and labels to the selected members of staff. (Create these in Merge letters or Merge labels, selecting the Staff category). 

The Functions tab currently gives access to:

• the staff Export Builder, which is very similar to the pupil Export Builder and was previously accessed from Staff Reports.

• Email Staff, which opens a new Email message addressed to the staff currently selected

• Export markbooks - this creates a spreadsheet for each of the teaching groups of the selected members of staff
  
  
• Print group/set lists - this prints a report showing a list of the pupils in each group taught by the selected teacher
  
  
• Assessment - choose an assessment and click the Go button to preview the comments written by the staff members selected (if they match up with the assessment chosen - this includes archived staff)

Access from Staff Checks

This gives the same functionality as above, plus the following:

• Three versions of the staff form available to be opened, from the dropdown at the bottom of the middle section. This defaults to Staff Checks, but on a day-to-day basis Staff details is more likely to be what you want to see.

• Four categories of report are available from the reports dropdown. We have set up reports in Basic, Full, Personnel and Secure sections. Your Systems Administrator can add more reports to these lists as you need them.

Setting up Staff Finder (for DBAs/System Administrators)