Manage staff details

The Staff Details section allows you to view, manage, and update comprehensive details for each staff member. This centralised hub provides access to critical information, including roles, accreditations, leave and absence history, event history, and class assignments. Use this feature to ensure staff records are accurate, up-to-date, and tailored to your school's needs.

Key features and actions

1. View staff details:

   • Access a complete overview of each staff member’s personal and professional information, including contact details, employment status, and more.

2. Manually add or update staff details:

   • Add new staff members manually or edit existing records to reflect changes in roles, contact information, or other details.

3. Manage roles and responsibilities:

   • Assign or update staff roles (e.g., teacher, administrator, support staff) to ensure accurate representation of their responsibilities within the school.

4. Track accreditations:

   • Record and manage staff accreditations, certifications, and qualifications to maintain compliance and support professional development.

5. Leave and absence history:

   • View a detailed history of staff leave and absences, including dates, reasons, and approvals. This helps in planning and managing staffing needs effectively.

6. Event history:

   • Access a log of staff participation in school events, such as meetings, training sessions, or extracurricular activities.

7. Class assignments:

   • Review and update the classes or subjects assigned to each staff member, ensuring accurate timetabling and workload management.

Create a new staff record

Adding a new staff member to EMS360 is a straightforward process. Follow the steps below to ensure all required details are entered accurately and the staff member is successfully added to the system.

1. Initiate the process:

   • Click the Add Staff button to begin creating a new staff record.

2. Enter staff details:

   • Fill in the required fields (marked with a bold title) to provide essential information about the staff member.

3. Provide additional information:

   • Dietary Requirements: Enter any special dietary requirements the staff member may have.

   • WWCC Card Number and Expiry: Provide the Working With Children Check (WWCC) card number and its expiry date.

   • Registered Teacher?: Indicate whether the staff member is a registered teacher.

   • Time In Lieu?: Specify if the staff member is eligible for time in lieu.

   • Extra Hours?: Indicate if the staff member is eligible for extra hours.

   • Certification and Registration Numbers: Enter any relevant certification or registration numbers applicable to the staff member.

   • Mobile Phone Number: Provide a mobile number for SMS notifications (verification required).

4. Save the record:

   • Once all required fields are completed, click the Save button to add the new staff member to the system.

5. Confirmation:

   • After saving, the new staff member will appear in the staff list, confirming that the record has been successfully created.

6. Assign additional roles (If Required)

   • After adding the staff member, you can assign additional roles to reflect their responsibilities and access levels within the system.
     Note: Roles determine the information and features the staff member can access. Refer to the Staff roles and descriptions in EMS360 documentation for more details.

7. Upon saving

   • Additional sections become available for the staff member once they are added to EMS360: accreditations, leave and absence history, events history, and class assignments.

Filter and search staff using the toolbar

1. Access the filter toolbar:

   • At the top of the staff list, locate the filter options in the toolbar.

2. Refine your search:

   • Use the Show dropdown menu to select specific criteria (e.g., active staff, inactive staff, or all staff).

   • The staff list will update dynamically based on your selection.

Refine staff search using column headers

1. Enter search text:

   • Type text into the search fields within the column headers (e.g., First Name, Last Name).

2. Dynamic filtering:

   • As you type, the staff list will update in real time to show only the records that match your search terms.

Dynamic search functionality

• The staff list refreshes automatically as you apply filters or enter search terms, ensuring you see the most relevant results instantly.

• This ensures you can quickly and efficiently find the staff members you are looking for without manual reloading or additional steps.

Status indicators of staff members

• Active: For staff members currently employed or engaged with the school.

• Inactive: For staff members who are no longer working at the school but may return or whose records need to be retained.

• Deleted: For staff records that are no longer needed and can be permanently removed.

  
  

Transfer staff records

EMS360 allows you to transfer staff records between different sites, which is particularly useful for multi-campus schools or organisations with multiple locations. This feature ensures that staff records are accurately maintained across all sites. Below are the steps to transfer a staff member’s record:

Key points about transferring staff records

• Multi-site support: Transferring records is ideal for multi-campus schools or organizations with multiple EMS360 sites.

• Eligibility: A staff member’s record can only be transferred if they are not already assigned to the destination site.

• Status management: You can choose whether to keep the staff member’s status as Active in the original site or mark it as Inactive after the transfer.

Transfer a staff member's record from another EMS360 site

1. Initiate the transfer:

   • Click the Transfer Staff Record button to begin the process.

2. Select the source site:

   • From the dropdown menu, choose the source site (the current location of the staff record).

3. View staff list:

   • The grid will load a list of all staff members available for transfer from the selected source site.

4. Select a staff member:

   • Click on a row to select the staff member you wish to transfer.

5. Choose Classification:

   • Select the appropriate classification (e.g., Primary Teacher, Administrator) for the staff member from the dropdown menu.

6. User status options:

   • Use the checkbox to confirm whether you want to keep the user status as Active for the original record in the source site.

     • If checked, the staff member’s status will remain Active in the source site.

     • If unchecked, the status will be marked as Inactive in the source site after the transfer.

7. Confirm the transfer:

   • Review the details and confirm the transfer.

8. Complete the transfer:

   • Click Yes to proceed with the transfer or No to cancel

Export a spreadsheet of all staff member's details

1. Click Export.

2. Locate the downloaded file (usually in your "Downloads" folder).

3. Open the file using a spreadsheet application (e.g., Microsoft Excel).

4. Print if needed.

Export a spreadsheet of staff member's with special dietary requirements

1. Click Export.

2. Locate the downloaded file (usually in your "Downloads" folder).

3. Open the file using a spreadsheet application (e.g., Microsoft Excel).

4. Print if needed.

Manage a staff member's record

1. From the staff list click a staff name to access their record.

The staff members record is divided into sections. You may not be able to access some of the sections if they are disabled.

Details section (open by default)

View and update a staff member's details

1. Click on a staff member’s name in the staff list.

2. Make the necessary changes.

3. Click Save to confirm updates.

• You can also view:

  • The last login date of the staff member.

  • The last password change date.

Roles of staff member's within EMS360

In the EMS360 system, staff members are assigned roles that reflect their responsibilities and determine the level of access they have to information and features. Here’s an overview of how roles work and how to assign them:

Key points about roles in EMS360

1. Default role:

   • All staff members are automatically assigned the staff member role by default. This role allows them to manage their personal details, accreditations, and professional development.

2. Role-based access:

   • Roles are designed to align with staff responsibilities and control the information they can view or edit within the system.

3. Multiple roles:

   • Staff members can be assigned multiple roles if their responsibilities require access to different features or functions.

4. Detailed descriptions:

   • For a list of roles and their associated permissions, refer to the Staff roles and descriptions in EMS360 documentation.

Assign EMS360 roles to a staff member

1. Navigate to the staff member’s profile:

   • Open the staff member’s profile by selecting their name from the staff list.

2. Access the details section:

   • The Details section is open by default when you open a staff member’s profile.

3. Select roles:

   • Use the checkboxes next to each role to assign the appropriate roles to the staff member.

   • You can select multiple roles if needed.

4. Save changes:

   • Click the Save button to update the staff member’s role assignments.

   • The system will apply the changes immediately, granting the staff member access to the features and information associated with their new roles.

Tips for assigning roles

• Review responsibilities: Ensure the roles you assign align with the staff member’s job duties.

• Avoid overloading: Only assign roles that are necessary for the staff member to perform their tasks effectively.

• Regular updates: Periodically review and update role assignments to reflect any changes in responsibilities.

Actions in a staff member's details form

Make a staff member active

This action makes a staff member active in all modules of EMS360.

1. Click the Make Active button.

2. Confirm the action.

The staff member status will be updated accordingly.

Make a staff member inactive

This action removes a staff member from all modules of EMS360.

1. Click the Make Inactive button.

2. Confirm the action.

The staff member will be marked as inactive.

Delete a staff member

This action marks a staff member as deleted, but it is not permanently removed from the system. It can be recovered.

1. Click Delete.

2. Confirm the deletion.

The staff member will be marked as deleted.

Accreditations section

• Allows you to manage and track the staff member’s professional accreditations, certifications, and qualifications.

• Enables you to add, verify, and update accreditations, as well as upload supporting documents.

• Expired or soon-to-expire accreditations can be flagged for renewal.

Export a spreadsheet of a staff member's accreditation details

1. Click Export.

2. Locate the downloaded file (usually in your "Downloads" folder).

3. Open the file using a spreadsheet application (e.g., Microsoft Excel).

4. Print if needed.

Add an accreditation for a staff member

1. Select a staff member from the list.

2. Click the Add Accreditation button.

3. Enter the required details:

   • Select the accreditation name from the dropdown menu.

   • Enter the Accredited Date.

   • Enter the Accreditation Number (optional).

4. Click Save to complete the process.

   • The expiry date is automatically calculated.

   • Once saved, the new accreditation will appear in the staff member’s accreditation list.

Add a non pre-defined accreditation for a staff member

To add non pre-defined accreditations, please contact Education Management Solutions directly.

Manage accreditations grid

The grid displays your filtered results with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.

Icon button states in the action columns

Icons change to indicate status.

• Outline icon: Indicates no content has been added.

• Filled icon: Indicates content has been added or the action is complete.

Hide expired accreditations for a staff member

1. Check the Hide Expired checkbox to display only current accreditations.

Status indicators for verification of accreditations

• Verified

• Not Verified

Status indicators for medical accreditations

• Certain accreditations are designated as Medical Accreditations.

• The Medical Accreditation Status is pre-defined and added automatically.

Enter the date of an accreditation

This option is only available for accreditations that have not been verified.

1. Click and enter the date directly into the cell.

Mark an accreditation as verified

1. Click the Verify icon button.

2. Confirm the verification.

   • This action will lock the accreditation, and no further changes will be possible.

Note: Only system administrators and accreditation managers can mark accreditations as Verified. Once verified, staff members can upload a supporting file.

Add a file to a staff member's accreditation

• Only one file can be uploaded to support an accreditation.

• Any types of files can be uploaded, with a maximum file size of 20MB.

1. Click Add file icon button.

2. Click Browse to select a file.

3. Click Upload File.

   • The icon will change to a download icon, and a remove file icon will appear.

Replace a file for a staff member's accreditation

1. Remove the existing file.

2. Add a new file.

Download a file from a staff member's accreditation

1. Click the Download File icon button.

2. Locate the downloaded file (usually in your "Downloads" folder).

3. Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).

4. Print if needed.

Remove a file from a staff member's accreditation

Files can only be removed from accreditations that have not been verified.

1. Click the Remove File icon button.

2. Confirm the removal.

Delete a staff member's accreditation

• If an accreditation has been verified, it cannot be removed.

• If a file is attached to the accreditation, you cannot delete it. Remove the file before deleting the accreditation.

1. Click the Delete icon button.

2. Confirm the deletion.

Leave history section

• Provides a comprehensive record of the staff member’s leave requests.

• Includes details such as leave type, dates, and duration.

• Useful for tracking patterns, managing workloads, and ensuring compliance with leave policies.

Absence history section

• Provides a comprehensive record of the staff member’s absences.

• Includes details such as leave type, dates, and duration.

• Useful for tracking patterns, managing workloads, and ensuring compliance with leave policies.

Events history section

• Logs the staff member’s participation in Professional Learning (PL) events.

• Helps track attendance and professional development activities.

Classes section

• Displays the staff member’s current and past class assignments, including subjects, grades, and timetables.

• Helps manage teaching responsibilities and ensures proper allocation of resources.