Adding a staff member
All staff that will use iP need to be added to the system. There are several ways of adding staff. Whichever way your organisation handles this, it is a good idea to have your staff organisational structure at hand.
1. MIS Sync - If you have purchased the MIS Sync option, most of the data will be automatically populated. However, follow step 3 to populate with additional iP specific information.
2. Import staff spreadsheet - See Users & Groups > Staff Members for instructions on export/populate/import.
3. Manual input - Staff can be added manually, one by one. Only the yellow fields are mandatory.
To add a new member of staff manually or to input additional data for MIS Sync:-
All users can, however, change their password.
Details Tab
Login/E-mail Address - enter the school e-mail address for the member of staff. This is used to access the software, as well as to send e-mail notifications.
Surname - enter the surname of the staff member.
First name - enter the first name of the staff member.
Initials - enter the initials of the staff member. These are used to identify the staff member within the development plan, self evaluation and performance management sections.
Password - this is used to access the system. There are no restrictions in terms of length and how often it is changed.
NOTE: any fields with a yellow background are mandatory
Gender - select the gender of the member of staff i.e. Male, Female (this will only show as an option if the genders have been added in Settings, General Settings, Custom Lists)
Age Group - select the age group for the member of staff. (This will only show as an option if the age groups have been added in Settings, General Settings, Custom Lists)
Job Title - enter the job title for the member of staff.
Pay Scale - select the pay scale for the member of staff. (This will only show as an option if the pay scales have been added in Settings, General Settings, Custom Lists)
TLR - select the Teaching and Learning Responsibility (if applicable) for the member of staff. (This will only show as an option if the TLR's have been added in Settings, General Settings, Custom Lists)
Reports To - select the manager for the member of staff. Staff can only report to one manager. If you require another member of staff to view the new users review information, then they can be assigned to the user as a Collaborator (see Assigning a collaborator).
User Rights - select the user rights for this member of staff.
Send Emails - this controls the email settings for the user. If it is set to Send, then they will receive the automated emails from the system. If it is set to Don't Send then they will not receive the automated emails from the system.
Login Area - this controls which page the user will be directed to when they log in. This can also be set via the User Rights, but if you would like to alter this for one person, this setting will take priority over the user right setting.
Date Joined - select the start date for the member of staff. This can be typed in or selected from the calendar which is launched by clicking the calendar button to the right of the box.
Home Page Tab - select the appropriate landing page
Non Teaching Staff - select this tick box is the staff member is not a teacher.
CPD Coordinator - if this member of staff is the CPD coordinator then place a tick in this box. This provides access to the Areas for Development and CPD Activities/Courses reports in the menu.
Cover Supervisor - if this member of staff is the Cover Supervisor then place a tick in this box. This provides access to the CPD Requests report in the menu.
Classroom Observer - tick this box if the user will also be a classroom Observer. If this is not ticked their name will not appear in the drop down list of classroom Observers available.
Not Observed - tick this box if the user will not be observed in their role.
Active - tick this box if a member of staff is active on the system. If a member of staff leaves remove the tick from this box. This is preferable to deleting a user from the system as their data is still available. Removing the tick will also disable the users login to the system.
Picture - a picture of the staff member can be added to the system. Click on Choose File and browse to the picture file. Click on Open.
NOTE: - Remember to go the What Next? > Save to save changes
Groups Tab
- The groups tab displays the SEF groups. Place a tick next to the group that you wish to add the user to.
- To the right of the group name you can select whether the users can Answer SEF questions, Approve SEF questions or both.
- Users will also need the user right 'Access Self Evaluation Forms', to enable them to see the SEF.
If applying to an individual, click on the pencil next to the User Rights field > Self Evaluation > tick Access Self-Evaluation Forms.
If applying to whole Groups and if you have the user rights, navigate to Settings > General Settings > Standard User Rights > Select the User Group > Self Evaluation > tick Access Self-Evaluation Forms.
Departments tab
Members of staff can be added to their department(s). This enables reports to be filtered by department, therefore only showing the data for members of staff assigned to that department. These will also show as departments in the development plan.
- On the Departments tab, place a tick next to the department (s) that the member of staff is associated with.
Key Stages Tab
This tab allows you to associate a member of staff with a key stage. These can then be used in the system, for example when adding a blog entry it can be associated with a particular key stage.
- On the Key Stage tab, place a tick next to the key stage(s) that the member of staff is associated with.
Staff Member Type tab
Staff Member Types can be used throughout the system to differentiate between different types of staff. Staff Member Types can be used as a filter for reports, they can also be assigned to standards, standard objectives and Monitoring Forms in performance management so that only the relevant standards, standard objectives and Monitoring are added to a new performance review.
- On the Staff Member Types tab, place a tick next to the teacher types(s) that the member of staff is associated with.
Audit
This tab allows you to control the notifications recieved by the member of staff.
Notifications tab
This tab keeps a record of your last login and records the number of bad login attempts. This is also were the account can be unlocked and bad attempts reset.
Click on What Next?, Save to save your changes.
