Staff/Guardian (User) profile

MySchool groups staff and guardians with the same profile information. They are classed as 'users', which differentiates them, from students. The Staff member profile is relevant for Staff members, Teachers, Guardians, Learning Support, and Alumni. Using the User group distribution lists, staff communications can be organised so that users are grouped into communication groups. 

How to Access

To access the staff lists, both active and archived, go to the Administer menu header and open the Teachers & Staff lists.

Users can directly add new staff or guardians from the quick links icon in MySchool v2. 

All Teachers are classed as staff members, but only inherit the Teacher profile when they are attached to a class or a course. It is the same functionality when entering Teachers or other non teaching staff members. Users become Guardians when they are attached to a student profile.

Adding new staff

Staff are separated into active employees, or past employees. The list shows the name and the primary email. Clicking on the name will take you to the staff members profile, you can edit their information from there.

Default set up for mandatory user creation can be as simple as name, and email only. In many cases, Date of Birth, or ID/Passport number can be required as well before saving the profile.

Particulars

Type is used when creating Households or Organisations. In this case select the record as Individual.

Contact info

It is not mandatory to have an email address, however without a primary email, the user will not be able to receive login information, nor use the MySchool system. You can send the login details directly from this page whilst setting up the user records. 

Top Tip: Use internal school mails as the primary, and add external personal email as a secondary, that way you can still keep in contact with the user if there is a problem with the Schools IT.

There is the option for the staff/guardian member to receive essential and non essential mails. The user can change this in the edit profile section. Their authorisation maybe needed to include them in mailing lists. 

If the staff member has dependants in the school, then these can grouped into a household. Have a look at this article for further information. 

Dependants

If the staff member also has a dependant in the school system, then they can be linked the same as a Guardian. The student must be entered before hand. Have a look here for further information.

• Invoice - The user will be classed as Invoice responsible and will receive financial information if applicable. Check out the article concerning Finance in MySchool. 
• Main - Whether the current User profile is to be classed as the main guardian.
• Emergency -  Will appear in the Emergency contact reports in the data reports menu header.
• Access - Determines whether the contact can have access to the Students data on MySchool system. 
• Pickup - Internal classification to determine whether the User has the right to pick the student up from school.

Multiple dependants can be attached to a User record.

Security

All aspects of user account security can be managed from this tab. When activating the account the quick link will send a mail to the primary address entered in the record. Administrators can add the user to User groups directly from this page. The user can also be archived if they leave the school, change the status from Active to Archived.

Employment

The employment tab determines that a user becomes a Staff member. When attached to a school level and set as Active employee, they will see the data only for their allowed level. Equally from this page, if they leave, then they can be re classed as a past employee, and an end date entered. 

Qualifications

A list of languages, and qualifications can be entered on this tab. It can used to store non educational qualifications on staff members. (Sports coaching, Music Grades etc)

Teaching

Teachers can be added to courses from here, and given mentored students from this tab. This can be done from the Courses Menu header.

To add a teacher to class, then this must be done through the Class & student menu header.

Timetable

If the staff member has a timetable, then this can be accessed from their User record. Non teaching staff will also have a timetable if the appointments system is in place. 

Files

If you wish to attach files to the user record then this can be done from here. They will be available in the file bucket of the user if they have the rights to view these.

Bus

Dictates if the Staff member uses or is monitoring the school bus service and on what days.

Donor

The staff member can be classed as a donor as well if appropriate.