Staff Management

Overview

The Staff Management module is a central repository for all personnel data. Every staff member, whether on the Department (Persal) or Governing Body (SGB) payroll, must be captured to ensure the school remains compliant with statutory requirements. Accurate staff data is a critical dependency for other system modules, such as Timetabling, Subject Group setup, and Classroom Setup.

Navigation Path

My School > Staff > Staff

Purpose of Feature

This module serves as the primary database for human resources and system access. It ensures that:

• LURITS Compliance: ID numbers and personal details are validated for Department of Education reporting.

• System Functionality: Educators are available to be linked to subject groups and register classes.

• Security & Access Control: Staff members are granted specific rights to view or edit school data.

Step-by-Step Instructions

1. Adding a New Staff Member

1. Click the Load Staff Member button.

2. Complete the following compulsory and optional sections:

• Staff member Information: Core personal details (Red asterisk * indicates compulsory fields).

• Appointment Information: Select the "Appointment for position" (e.g., Teacher, Deputy Principal) and the appointment date.

• Qualifications and Experience Information: Select relevant degrees/diplomas and move them to the right using the double arrows.

• Program Access Information: Define usernames and system languages.

2. Setting User Security and Rights

Only the System Administrator (Superuser) can configure these settings:

• Login Details: Select either Email or SMS to send the user their initial login credentials.

• Security Features: Accounts lock for 60 minutes after 5 failed attempts. They can be unlocked manually by the Superuser, via a password reset, or by waiting for the lockout period to expire.

• Two-Factor Authentication (2FA): Enable this for an extra layer of security. Users will receive a code via SMS/Email unless using a "Trusted Device" (valid for 3 months).

3. Granting Program & Communication Rights

• Program Rights Information: Select between None, View, or View and Change for various modules.

• Communication Rights Information: Grant permission to send bulk communications.

• Note: Enabling Excel export rights may impact the Terms and Conditions between d6 and the school.

• Reports & Timetables: Specific rights must be granted to send reports or timetables via email.

4. Editing and Archiving

• To Edit: Click the Edit (pencil) icon next to a staff member or select their radio button and click Edit at the bottom. Save changes once finalized

• To Archive: Click the Archive (dustbin) icon. Confirm by selecting Yes. To view archived staff, change the filter status from Current to Left.
  

• To Re-activate: Change the Select a status to All staff members. Click the Staff member profile, and then on Re-activate. Confirm by selecting Yes.
  

Frequently Asked Questions (FAQ)

Why was a staff member's data rejected by LURITS? LURITS requires strictly validated data. The most common cause for rejection is an incorrect or missing ID number. Ensure all personal details exactly match official identification documents.

How do I unlock a staff member who entered the wrong password? There are three ways: the staff member can wait 60 minutes for an automatic unlock, use the "Forgot Password" feature, or a Superuser can manually unlock the account via the Staff Edit screen.

Why can't I link a teacher to a class? The staff member must first be loaded in this module and assigned a category (e.g., Intermediate Phase). If they are not present in the Staff list, they will not appear as an option during classroom or subject setup.

Can I select more than one qualification category? Yes. You can select multiple categories (e.g., Academic Degree and Professional Degree) and move them to the "Selected" column using the double arrows.

Restrictions & Reasons

1. Superuser Exclusivity

• Restriction: Regular staff cannot edit "Program Access" or "Program Rights."

• Reason: This maintains system integrity and prevents unauthorized access to sensitive learner or financial data.

2. Compulsory Fields

• Restriction: The system will not allow you to save a profile if red-asterisk fields are empty.

• Reason: These fields are required for database indexing and statutory reporting.

3. Archiving vs. Deleting

• Restriction: Staff members are archived (status changed to "Left") rather than permanently deleted.

• Reason: To maintain historical accuracy for academic and financial audits. Permanent deletion would break the links to historical marks and attendance records.