Introduction

The Staff Module handles everything to do with members of staff. This includes setting up staff types and of course entering the staff details themselves. An extensive amount of information can be captured.

Features

• Staff types
• Personal details (including personality profile)
• Contact details
• Next of kin and spouse details
• Medical details, including the critical information on allergies and medical conditions
• The details of emergency and medical aid companies and medical practitioners
• Subjects currently teaching and previously taught
• Sports currently coaching and previously coached
• Awards received from this school and externally
• Misdemeanors
• Facility to indicate the type of staff member
• Facility to make a staff member a user of TS School
• Staff qualifications
• Staff personal timetable
• A link to previous teaching experience

Staff Types

In order to assign a staff member to a staff type, the staff types have to of course first be set up. Use the Staff Types screen for this. TS School ships with its own default set of staff types, but you can add your own if you wish. It is not recommended you delete any of the default types. The default staff types are as follows:

Every staff member in the system must be of at least one type. Typically though, staff members often belong to more than one type (for example, a staff member can be both a class administrator and an educator).

Staff types are used for the following reasons:

• We need to know how to appraise certain types of staff.
• We need to know which staff members to contact if we are sending a message based solely on staff type (e.g. an email sent to all educators).
  

The Staff Screen

The Staff screen bundles everything to do with a staff member into the following sections:

• Personal Details
• Contact Details
• Next of Kin Details
• Spouse Details
• Medical Details
• Subjects
• Sports
• Awards
• Development
• Qualifications
• Staff Types
• User Details
• Misdemeanors
• Experience

Personal Details

Holds the personal details of the staff member. These are:

• Employee # – Every staff member must have a unique employee number.
• Name – The staff member’s title, surname, first and second name.
• Date of Birth – The format must always be yymmdd (the last two digits of the year followed by the month and date of birth). E.g. if the staff member was born on the 8th of January 1977, then the date of birth would be 770108. TS School uses this to calculate age.
• I.D. Number – The school would need this for positive identification and security and legal reasons.
• Left School – If the staff member has left the school, then check the Left School radio button.
• Personality Profile / Comments - The staff member’s overall nature, personality along with any problem areas, etc.

Contact Details

The contact details of staff members are as follows:

• Street Address
• Postal Address – Letters of correspondence to the staff member are posted off to this address.
• Telephone numbers – Home and cell. All messages to learners via SMS are sent to this cell number (see the Messaging Manual for details).
• Email Address – All messages to the staff member via email are sent to this email address (see the Messaging Manual for details). Emails of a general nature sent to the staff member can also be done via clicking on the Email button (next to the email address).

Next of Kin Details

This section holds the personal details of the staff member’s next of kin. These are:

• Relationship of this person – This is the relationship of the next of kin to the staff member (e.g. the next of kin is the staff member’s mother).
• Name - Title, surname, first and second name.
• Street Address – The staff member’s next of kin may well not be living at the same address as the staff member. If, however, the staff member’s next of kin indeed is, then simply click the Same as Staff button. This will make both street and postal addresses the same as those of the staff member.
• Postal Address – Letters of correspondence may also be posted off to the staff member’s next of kin under certain circumstances (e.g. if the staff member’s next of kin has a different street and postal address than that of the staff member).
• Telephone numbers – Home, work and cell.
• Email Address – Emails to the staff member’s next of kin can be sent via clicking on the Email button (next to the email address).

Spouse Details

In the same way, the personal details of the staff member’s spouse can also be recorded. These are:

• Relationship of this person – This is the relationship of the spouse to the staff member (e.g. the spouse is the staff member’s wife).
• Name - Title, surname, first and second name.
• Street Address – The spouse may not be living at the same address as the staff member. If, however, the spouse does indeed live with the staff member, then simply click the Same as Staff button. This will make both street and postal addresses the same as those of the staff member.
• Postal Address – Letters of correspondence may also be posted off to spouses under certain circumstances (e.g. if the staff member’s spouse has a different street and postal address than that of the staff member).
• Telephone numbers – Home, work and cell.
• Email Address – Emails to the staff member’s spouse can be sent via clicking on the Email button (next to the email address).

Medical Details

Staff members have the following medical details:

• Emergency Company
• Family Doctor
• Medical Aid
• Other

Since staff members (and learners) all share medical details, such as family doctors and medical aid and emergency companies, these have to first be set up. See the Medical Manual for details on this. Thereafter, all that’s required is to select which emergency company, family doctor and medical aid company the staff member belongs to. Once this is done, the following information is shown:

Emergency Company Details:

• Company Name
• Telephone Numbers – Telephone and fax
• Addresses – Street & postal
• Email Address - You can email directly to this address

Family Doctor Details:

• Name – Title, first name, second name, surname
• Practice Description – E.g. General Practitioner
• Telephone Numbers – Telephone fax and cell
• Offices
• Addresses – Street & postal
• Email Address - You can email directly to this address

Medical Aid Details:

• Company Name
• Telephone Numbers – Telephone and fax
• Addresses – Street & postal
• Email Address - You can email directly to this address
• Medical Aid Number – The learner’s medical aid number

Other Details:

• Public Info – E.g. allergies and other important information that must be publicly known. All public information is accessible to every user (staff or learner) of TS School and can quickly be obtained under the Medical Details item of the Info Menu of the Main Screen.
• Confidential Information – This medical information (such as HIV status) is extremely confidential and only for the eyes of the school principal.

Subjects

The Subjects section has the following details:

• Currently Taught - Shows the subjects currently being taught by the staff member.
• Previously Taught - Shows the subjects previously taught at your school by the staff member. For a list of subject previously taught at other schools, see the Experience Manual.
• Timetable - Shows the staff member’s personal timetable.

Sports

The Sports section has the following aspects:

• Schoolhouse - Indicate which schoolhouse the staff member belongs to. Typically staff need to co-ordinate schoolhouse teams.
• Sports Taken - Shows the sports currently being coached by the staff member.
• Previous Sports - Shows the sports previously coached at your school by the staff member. For a list of sports previously coached at other schools, see the Experience Manual.
  

Awards / Achievements

Awards given to the staff member are show in this section. They are:

• School Awards - These are the awards given to the staff member by your school. For details on just how awards are given to staff members see the Awards manual.

• External Awards - These are the awards given to the staff member from external organizations. The following information is needed:

Development

Staff development is a part of the Development Module that plugs into the Staff screen, because development in this context is based on a particular staff member and not staff in general.

The development of a particular member of staff consists of the following sections:

• Appraisals
• Chart

Appraisals:

Shows a list of all appraisals of the staff member. Shown are the following:

• The name of the appraisal
• The description of the appraisal
• The particular area of assessment
• The date of the appraisal
• The overall mark

Chart:

• The chart compares appraisals of the same type.
• You can then quickly see whether or not a particular type of staff member is improving over time.

Qualifications

Shows a list of the staff member’s qualifications. Qualifications have the following information:

• Qualification – The name of the qualification (e.g. B Comm)
• Institution – The institution that issued the qualification (e.g. Yale)
• Year – The year of graduation (e.g. 1990)
• Description – A brief description of the nature of the qualification

Staff Types

Every staff member in the system must be of at least one type. Typically though, staff members often belong to more than one type (for example, a staff member can be both a class administrator and an educator). The staff types that staff members can belong to are initially set up in the Staff Types screen.

Misdemeanors

Shows a list of all misdemeanors committed by the staff member at this school. Required are the following:

The Offence:

• Date & time of the offence

• Category – the category that this offence falls under (e.g. Drinking)

• Details – the specifics of the offence committed (e.g. Drinking in the classroom)

• Reported By – Who reported the offence (e.g. Learner Terry Williams)

The Action Taken:

• Actual Disciplinary Action Taken – Select the appropriate action that is to be taken. Click the Same as Guideline button if you choose the default action to be taken for the offence.

• Comments – Enter any pertinent comments. This might be how the punishment was executed, what happened during the punishment and what the outcome was. For eExample: Mr. Simon Brown seems to have finally learnt his lesson. I do not recommend AA at this stage.

User Details

If the staff member is to be a system user, then click the Is a User checkbox. If this is done, then the following are needed:

• Username - If the system is set to automatically generate its own usernames then the username will be shown. You can change this generated username, though it’s highly recommended that you don’t (for consistency’s sake).

• User Groups - Indicate which of the user groups the staff member is to belong to.

• Reset Password - If the staff member has forgotten his or her password, click the Reset Password button. This will set the learner’s password to blank. The next time the learner logs in, he or she has to then submit and confirm a new password.

Staff Experience

This section shows which schools and other institutions the staff member worked at. Shown are the following:

• School Name
• From date
• To date
• Subjects taught
• Sports coached