3. Adding and removing staff before starting new reviews

3.1 Making Staff Inactive

We shall first look at how to make an active staff member inactive.

Practical Task:

1. Select Users and Groups from the left-hand contents menu
2. Select Staff Members
3. A full list of active staff members should display
4. If necessary, use the Staff Type filter, the Staff Member Type filter or search for a specific member of staff to quickly navigate to the correct staff members
5. Select the edit pencil icon next to a staff member
6. Scroll down to the Active checkbox and remove the tick
7. From the top or bottom of the 'Staff Details' container, select Save
8. Back on the Staff Members screen, now select the Inactive status radio button
9. The staff member you have just edited will now be in the inactive list

Your screen should resemble this one:

To make any staff active again you click the pencil to edit them and tick the Active checkbox and save.

3.2 Removing Staff

To remove a staff member, you select the bin symbol.

Practical Task:

1. Select Users and groups from the left-hand contents menu
2. Select Staff Members
3. A full list of active staff members should display
4. Select the remove (bin) icon next to a staff member

A remove screen pop-up should appear:

Enter a reason for removal. As mentioned above there is a checkbox to permanently remove. We strongly suggest you only tick this box for GDPR reasons, as once a staff member is permanently removed, their details can never be recovered.

3.3 Restoring Staff

Staff who have been removed (but not permanently removed)  can be restored to the active list from the Restore page.

Practical Task:

1. Select Users and Groups from the left-hand contents menu
2. Select Staff Members
3. A full list of active staff members should display
4. From the Top right select the Restore Users button
5. Find the staff member to be restored and then Select the restore icon

3.4 Manually Adding Staff

We will not consider adding new staff. If your school or college iP system is connected to an MIS system or is connected to your Active Directory system, you should not need to manually add staff. New staff should be pulled in either when a data sync with the MIS is performed or their account is automatically created on login if Active Directory is used (see further details re: MIS Sync below).

If your iP system is fully standalone, then you need to manually add new staff on the Staff Members page.

Practical Task:

1. From the left-hand contents menu, click the Users and Groups button
2. Click the Go button in the Staff Members area
3. From the options in the top right select Add

The top of the Add Staff Member screen which appears should look similar to this:

Notice:

• On the Details tab, mandatory fields are shown in yellow. These are obligatory. The other strongly recommended fields are Job Title, Reports to, User Rights and the check boxes at the bottom. However, these recommended areas can be completed at a later date.
• There are seven tabs for you to enter staff details but the data need not be all entered straight away, if at all if your organisation chooses not to.
• Many establishments use the staff member's organisation email address as the login name as this is both easy to remember and is unique to the person.
• The password you enter can be weak as when the staff member first logs in they are prompted to change it anyway
• The staff initials need to be unique so you may have to use more than two characters

Practical Task:

1. Enter data in the six mandatory fields
2. From the top right select Save
3. You are returned to the staff member page where your new member of staff should be listed
4. Search for your new member of staff

Notice your new staff member may lack a job title, does not report to anybody and is not set to a User Rights Group if the information is not yet at hand.

Updating staff details at any time is usually done from the Staff Members page, but some updates can be done more quickly from the Staff Management page. (see section on staff management)

Practical Task:

1. From the left-hand contents menu, click the Users and Groups button
2. Click the Go button in the Staff Members area

By default you should see a full list of active staff, similar to this:

Notice:

• The first column has an icon to indicate the relationship of the staff member to you
• The second column has a clock icon from which you can access the staff member's diary
• Clicking on the staff member's name brings up their Staff Summary page
• It is normal that all staff members have a job title, report to a line manager and have a standard user rights group set
• To the right of the Rights column are the standard pencil icon to edit and the bin icon to remove

Practical Task:

1. Select the pencil icon next to the new staff member you added a few minutes ago
2. Add realistic data to the fields on the Details tab which are Not Set by either selecting from the dropdown list, typing in free text or ticking checkboxes
3. Choose the User Rights for an ordinary teacher, set the staff member to report to you, set the Login Area to Home Page, do not tick the CPD Coordinator or Cover Supervisor checkboxes but tick the Classroom Observer checkbox
4. Add a photo if you have one to hand
5. From the top right of your screen select Save

You are returned to the Staff Members list and you should see any changes to job title, line manager and rights group which you have just made.

We shall now look at the fields on the rest of the tabs of Edit Staff Member.

Practical Task:

1. Select the pencil next for the staff member you are working on
2. The information you entered previously should be displayed
3. Work your way across the other seven tabs adding realistic data
4. Save your data from the options in the top right

Be aware that:

• The data on the Groups tab relates only to SEF rights
• You may tick several checkboxes on each of the various tabs
• The Staff Member Type selection is important as it controls which Performance Management Objectives, Standards and Monitoring Forms are automatically added to the staff member's new review

3.5 Adding new staff with a Management Information System (MIS) sync

If your organisation has purchased and is using the Management Information System (MIS) synchronisation functionality, then the adjustments for deleting old staff and adding new must be first processed in the MIS. Once inputted here, the additional steps must be taken in iP:

Practical Task:

1. Delete old staff and add new staff on your MIS
2. In iP select Users and Groups and Staff Management
3. Select Sync from the header. The data will be drawn in from your MIS
4. Select Users and Groups and Staff Members
5. Select the pencil by the side of the new Staff Member and edit fields as necessary
6. Select Save in the top right