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Staff User Guide

PowerSchool

Student Information System

Staff User Guide

Introduction

Document Properties

of Apple Computer, Inc. and is for reference only. It is not to be reproduced or

distributed in any way without the express written consent of Apple Computer,

Inc. Other brands and names are the property of their respective owners.

Owner

Technical Communication and Documentation

Last Updated

8/10/2004

Version

4.0

Please send comments, suggestions, or requests for this document to manuals@powerschool.com

Your feedback is appreciated.

Staff User Guide

Introduction

Contents

Introduction ...................................................................................................................................................................... 5

Legend ............................................................................................................................................................................................ 6

Audience................................................................................................................................................................................ 6

Select Staff......................................................................................................................................................................... 7

How to Select Staff by Last Name.................................................................................................................... 7

How to Select Staff by Gender........................................................................................................................... 8

How to Select Staff by Other Fields................................................................................................................. 9

Staff Stored Searches.....................................................................................................................................................11

How to Search for Staff Using Stored Searches.......................................................................................11

How to Edit Stored Staff Search Criteria .....................................................................................................12

How to Create a Stored Staff Search.............................................................................................................15

How to Delete a Stored Staff Search.............................................................................................................17

Work With an Individual Staff Member ................................................................................................................19

Staff Page Layout.....................................................................................................................................................................19

Staff Information..............................................................................................................................................................19

How to Edit Staff Information...........................................................................................................................19

How to Inactivate a Staff Member .................................................................................................................21

Staff Current Schedule..................................................................................................................................................22

How to View Teacher Schedules From the Staff Page.........................................................................22

How to View the Teacher Schedule Matrix ...............................................................................................23

Staff Functions ..................................................................................................................................................................24

How to View Staff Functions.............................................................................................................................24

How to Print a Report for a Staff Member .................................................................................................25

Staff Photos ........................................................................................................................................................................25

How to View Staff Photos...................................................................................................................................25

Staff Schedule Setup......................................................................................................................................................27

How to Edit Staff Schedule Setup ..................................................................................................................27

Staff Security Settings ...................................................................................................................................................28

Staff Transactions ............................................................................................................................................................30

How to View Staff Transactions .......................................................................................................................30

How to Record Staff Transactions...................................................................................................................30

Staff Custom Screens.....................................................................................................................................................32

Staff User Guide

Introduction

How to View Staff Custom Screens ...............................................................................................................32

Work With Staff Groups................................................................................................................................................33

How to Export Staff Using Template.............................................................................................................33

How to List Staff Members.................................................................................................................................34

How to Print Staff Mailing Labels ...................................................................................................................37

How to Print a Staff Report................................................................................................................................38

How to Quick Export Staff..................................................................................................................................39

How to Set Staff Field Value..............................................................................................................................41

Staff Directory....................................................................................................................................................................42

How to View the Staff Directory......................................................................................................................42

How to Filter Staff Groups..................................................................................................................................43

Staff User Guide

Introduction

Use PowerSchool Help to learn the PowerSchool Student Information System (SIS) and to serve as a

reference for your daily work. However, before you can begin using PowerSchool, the PowerSchool

administrator at your school must set up the system and import the data from your previous

system. Once those steps are complete, you can start using PowerSchool. Use PowerSchool Help to

assist you in navigating in PowerSchool.

PowerSchool Help is updated as PowerSchool is updated. Not all versions of PowerSchool Help are

available in a printable guide. For the most up-to-date information, click Help on any page in

PowerSchool.

There are user guides available that include the same information as PowerSchool Help for each

major release of PowerSchool. These user guides include instructions for certain user roles, though

these roles will vary depending on your school or district's circumstances. For the most recent

version of the printable guides, visit the PowerSchool Customer Support web site at

https://www.powerschool.com/support/documentation/userguides/

. This URL is case-

sensitive.

Note: You need a username and password to view anything on the PowerSchool Customer Support

web site. Contact your PowerSchool administrator for access.

You are encouraged to read each section of the help that pertains to you. While the introductory

sections build a foundation of knowledge that you will use every time you log on to PowerSchool,

the remaining sections are independent of each other and can be read in any order. However, if

you have never used PowerSchool before, it will be most helpful if you start with the section

“

Introduction to PowerSchool

.” Whenever you read this guide, keep the following points in

mind:

•

The actions you can perform in PowerSchool depend on your job responsibilities and

subsequently on your level of access to PowerSchool. Some users only have viewing rights

to some pages. Others can view or edit any page. Still other users can view or edit any page,

and create new ones as well. Finally, some pages are view-only for everyone. This guide

outlines viewing, editing, and creating options for most pages. Depending on your needs

and your level of access, only certain options will be applicable and available to you. If you

find that your work requires a greater level of access, contact the system administrator at

your school.

•

Almost all of the activities described in this guide begin by selecting the appropriate

student or group; thus, it is imperative that you understand how to search for and select a

student. For detailed instructions on how to do this, refer to the section "

Search and

Select

•

The school and student records used in this guide differ from those displayed on your page

as you work. You will work with real data based on student records at your school. The

graphics in this guide are only examples.

•

In PowerSchool, different pages provide some of the same information because you view

the same data from a different place each time. If you add, change, or delete data on one

page, it will be added, changed, or deleted on other pages that contain the same field(s) of

data.

Staff User Guide

Introduction

•

The reporting features described in this guide are some of the most important you will use

in the system. A PowerSchool report is a statement of student or staff records that is

produced for viewing or printing and can include information text in addition to the report

listings. PowerSchool reports include report cards, lists of class schedules, lunch balance

sheets, mailing labels, lists of current staff members, and attendance records.

•

Use PowerSchool to create numerous types of reports that pull selected data quickly and

easily. Select from a list of pre-configured reports that have preset parameters or create a

custom report to include parameters needed for a specific task. You should read the

sections "

Custom Reports

" and "

Pre-Configured Reports

" before creating a report.

Legend

•

This guide uses the > symbol to move down a menu path. Thus, if instructed to "Click File >

New > Window", begin by clicking the File menu. Then, click New and Window. The option

noted after the > symbol will always be on the menu that results from your previous

selection.

•

It is easy to identify notes because they are indented and prefaced by the text Notes:.

Audience

This document is intended for school administrators, system administrators, and teachers.

Staff User Guide

Select Staff

Just as it is often necessary to search for students to view or edit student information, you will

periodically need to search for staff. For frequently used searches, utilize the Stored Searches

function. For more information, see the section "

Staff Stored Searches

How to Select Staff by Last Name

1. On the start page, choose Staff from the main menu. The Search Staff page appears.

2. In the Search field, enter the last name of a staff member whose record you want to review.

Note: Alternatively, enter just the first few letters of the staff member’s last name; however,

this produces more records.

3. Use the pop-up menu to choose the type of staff member. To select from all staff groups,

choose All.

4. Click Go. If you search for a staff member who has a unique last name, the search displays

the one record it finds. If you search for a staff member who has a common last name, a list

of staff members appears.

Staff User Guide

Select Staff

5. Click the name of the individual whose record you want to review, or, to work with the

entire group of staff members, click Functions at the bottom of the list to display the Group

Staff Functions page. For more information on the group staff functions, see the section

Work With Staff Groups

How to Select Staff by Gender

1. On the start page, choose Staff from the main menu. The Search Staff page appears.

2. Enter gender=m or gender=f in the Search field.

3. Use the pop-up menu to choose the type of staff member. To select from all staff groups,

choose All.

Staff User Guide

Select Staff

4. Click Go. The "Select a Staff Member" page displays the male or female staff members.

5. Click the name of the individual whose record you want to review, or, to work with the

entire group of staff members, click Functions at the bottom of the list to display the Group

Staff Functions page. For more information on the group staff functions, see the section

Work With Staff Groups

How to Select Staff by Other Fields

Search for groups of staff that share other characteristics besides gender. Search by any staff-related

field in your PowerSchool system.

1. On the start page, choose Staff from the main menu. The Select Staff page appears.

Staff User Guide

Select Staff

2. Click View Field List. The Staff Field List displays a list of all fields that used to perform a staff

search. Many of the fields displayed are the same as the fields in your school’s PowerSchool

system. However, each school can add or delete fields, so your list might differ from the

example.

3. Click Back on the web browser.

4. In the Search Staff field, enter a field to be used in a search, followed by a field operator and

value.

Staff User Guide

Select Staff

5. Click Go. The "Select a Staff Member" page displays the staff members that meet the criteria

you entered.

6. Click the name of the individual whose record you want to review, or, to work with the

entire group of staff members, click Functions at the bottom of the list to display the Group

Staff Functions page. For more information on the group staff functions, see the section

Work With Staff Groups

Staff Stored Searches

Use stored searches to repeatedly search for groups of staff members. Either set up and save the

search or use a search that someone else has set up.

How to Search for Staff Using Stored Searches

1. On the start page, choose Staff from the main menu. The Search Staff page appears.

Staff User Guide

Select Staff

2. Click Stored Searches. The Stored Staff Searches page appears.

3. Click the Search icon next to the stored search. The Group Staff Functions page appears and

asks what to do with your selection.

For more information, see the section "

Work With Staff Groups

How to Edit Stored Staff Search Criteria

If you find that a search is not finding the correct staff members, there could be a problem with the

search commands. On the other hand, perhaps the criteria for a specific group have changed. In

either case, you must edit the search criteria.

Staff User Guide

Select Staff

Note: All PowerSchool users on your system will be impacted by your change. Contact other users

before editing the criteria of a stored search.

1. On the start page, choose Staff from the main menu. The Search Staff page appears.

2. Click View Field List to determine the fields to be used to search for staff members. The Staff

Field List displays a list of all fields that can be used to perform a staff search. Many of the

fields displayed are the same as the fields in your school’s PowerSchool system. However,

each school can add or delete fields, so your list might differ from the example.

3. Click Back on your web browser.

4. On the Search Staff page, click Stored Searches. The Stored Staff Searches page appears.

Staff User Guide

Select Staff

5. Click the name of the stored search to be edited. The Edit Stored Staff Search page appears.

6. Use the following table to edit information in the fields:

Field

Description

Name

Enter a name for the stored search.

Search instructions

Enter the field and field values determined in step 2.

Note: Use one command on each line. Field names must be

entered exactly as they appear in the Staff Field List.

7. Click Submit. The Stored Staff Searches page displays the edited stored search.

Staff User Guide

Select Staff

How to Create a Stored Staff Search

Create a new group of staff members for whom you and other users can search. To create a stored

search that is similar to another stored search, copy a command string from another search and

paste it into a new search group. You must then make the necessary changes or additions to the

command string for the new group.

1. On the start page, choose Staff from the main menu. The Search Staff page appears.

2. Click View Field List to determine the fields to be used to search for staff members. The Staff

Field List displays a list of all fields that can be used to perform a staff search. Many of the

fields displayed are the same as the fields in your school’s PowerSchool system. However,

each school can add or delete fields, so your list might differ from the example.

3. Click Back on your web browser.

4. On the Search Staff page, click Stored Searches. The Stored Staff Searches page appears.

Staff User Guide

Select Staff

5. Click New. The Edit Stored Staff Search page appears.

6. Use the following table to enter information in the fields:

Field

Description

Name

Enter a name for the stored search.

Search instructions

Enter the field and field values determined in step 2.

Note: Use one command on each line. Field names must be

entered exactly as they appear in the Staff Field List.

7. Click Submit. The Stored Staff Searches page displays the new stored search.

Staff User Guide

Select Staff

How to Delete a Stored Staff Search

Remove a stored staff search that is no longer used.

Note: All PowerSchool users on your system will be impacted by your change. Contact other users

before editing the criteria of a stored search.

1. On the start page, choose Staff from the main menu. The Search Staff page appears.

2. Click Stored Searches. The Stored Staff Searches page appears.

3. Click the name of the stored search to be deleted. The Edit Stored Staff Search page

appears.

Staff User Guide

Select Staff

4. Click Delete. The Selection Deleted page appears.

Staff User Guide

Work With an Individual Staff Member

After searching for and selecting a staff member using the methods described in other sections, use

the Staff page to manage the staff record in a variety of ways. Each option discussed in this section

assumes that you selected an individual staff record. If you do not know how to do this, see the

section "

Select Staff

Staff Page Layout

Each view or menu item on the Staff page looks different, but the top of each displays the name of

the page and of the staff member. Look at the staff pages menu on the left side of the screen. All of

the items listed are either possible actions performed or items viewed on a staff member’s record.

This is where you will start the activities described in this section.

Use the following buttons and links to help you find the staff records you need:

•

Search Staff: Displays a search field to look for other staff records

•

List: Displays the current selection of staff members on the "Select a Staff Member" page

•

Previous Record arrow: Displays the record preceding the selected record

•

Next Record arrow: Displays the record following the selected record

The remaining links indicate possible actions to be performed on the selected record.

Staff Information

After selecting a staff member, you can edit information about that person. When a staff member

no longer works at your school, indicate an inactive status for that person. For more information on

adding staff members, see the section "

How to Add a New User

How to Edit Staff Information

1. On the start page, search for and select a staff member.

Staff User Guide

Work With an Individual Staff Member

2. Click Edit Information. The Edit Information page appears.

3. Use the following table to edit information in the fields:

Field

Description

Name

This is the user's last, first, and middle name.

Preferred Name

Enter the user's preferred name, such as a nickname.

Email Address

This is the user's email address.

Title

This is the user's role or professional title.

Gender

Choose either Male or Female from the pop-up menu.

Ethnicity

Choose the user's ethnicity from the pop-up menu.

This is the user's identification number (required).

Homeroom

This is the user's homeroom number.

School

The selected school appears.

Lunch ID

This is the user's PowerLunch identification number. For more

information, see the section "

How to Create Lunch ID

Numbers for Staff

Staff User Guide

Work With an Individual Staff Member

Field

Description

Home Phone #

This is the user's home telephone number.

School Phone #

This is the user's school telephone number.

Street

This is the user's address.

City, State, Zip

This is the user's city, state abbreviation, and postal code.

SSN

This is the user's Social Security number.

DOB

This is the user's birthdate.

Staff Status

Choose the user's status from the pop-up menu. It is

recommended that a status is assigned to each staff member.

This makes searching for and selecting staff members more

efficient.

Status

Choose whether the staff member is Current or "No longer

here" from the pop-up menu. If you choose "No longer here,"

the staff member’s PowerSchool account is inactive, and he or

she cannot access PowerSchool.

4. Click Submit. The Edit Information page appears.

How to Inactivate a Staff Member

1. On the start page, search for and select a staff member.

2. Click Edit Information. The Edit Information page appears.

Staff User Guide

Work With an Individual Staff Member

3. Choose "No longer here" from the Status pop-up menu.

4. Click Submit. The Edit Information page appears, and the staff member can no longer log in

to PowerSchool.

Staff Current Schedule

View the schedule for a specific teacher. You can view a teacher's current schedule from either the

Staff page or the main menu. To view teacher schedules from the main menu, see the section

Teacher Schedules

When viewing a teacher's schedule from the Staff page, you can view the schedule in either a table

or a

matrix

format.

How to View Teacher Schedules From the Staff Page

1. On the start page, choose Staff from the main menu.

2. On the Search Staff page, search for and select the staff member.

Note: For more information, see the section "

Select Staff

3. Click Current Schedule. The selected teacher’s schedule appears.

Staff User Guide

Work With an Individual Staff Member

4. Do one of the following:

•

To work with the group of students in all of the selected teacher's classes listed in

the schedule, click "Make all students listed above the current selection." The Group

Functions page appears. For more information, see the section "

Work With

Groups

•

To add a section to the teacher's schedule, click New and complete the Create New

Section page.

•

Click the term next to a course to view term information for this section. For more

information, see the section "

How to View Sections by Term

•

Click the name of the course in the Course column to view basic course information.

•

Click the section number next to a course to view information about this section.

For more information, see the section "

Sections

•

Click the size to display the section's class roster. For more information, see the

section "

How to View the Class Roster

How to View the Teacher Schedule Matrix

The schedule matrix graphically represents a teacher's schedule for all days, periods, and terms in

the currently selected year.

1. On the start page, choose Staff from the main menu.

2. On the Search Staff page, search for and select the staff member.

Staff User Guide

Work With an Individual Staff Member

Note: For more information, see the section "

Select Staff

3. Click Schedule Matrix. The teacher's Schedule Matrix appears.

The schedule matrix displays the teacher's schedule for each period and day in each term.

Identical colors on the schedule indicate the same section. A blank block means that

nothing is scheduled for that block in that term. Each block includes the following

information:

•

Course name

•

Course number

•

Section number

•

Room number

•

Schedule expression, which is the combination of period(s) and day(s)

•

Term taught

•

Current/maximum enrollment

Staff Functions

Use the Functions page to perform actions related to an individual record. For more information on

working with groups of staff members, see the section "

Work With Staff Groups

How to View Staff Functions

1. On the start page, search for and select a staff member.

Staff User Guide

Work With an Individual Staff Member

2. Click Functions. The functions possible for the selected staff member appear.

How to Print a Report for a Staff Member

Select this option to print reports for a staff member. For more information, see the section "

How

to Print a Staff Report

Staff Photos

This page displays a photo of the staff member. If no photo is available, click "Submit a new photo

for staff member."

How to View Staff Photos

1. On the start page, search for and select a staff member.

2. Click Photo. The Teacher Photo page appears. If a photo is available, it appears in the center

of the page.

3. To change or add a photo for a staff member, click "Submit a New Photo for [staff

member]." The Submit Photo page appears.

Staff User Guide

Work With an Individual Staff Member

4. If you know the file name, enter it in the "Locate the photo for [staff member]" field and skip

to step 6. If you do not know the name of the file, click Browse. The Open dialog appears.

5. Locate and double-click the file. The Submit Photo page appears.

6. Click Submit. The Photo page displays the staff member’s photo.

Staff User Guide

Work With an Individual Staff Member

Staff Schedule Setup

Use this page to edit information related to scheduling for the currently selected staff member.

How to Edit Staff Schedule Setup

1. On the start page, search for and select a staff member.

2. Click Schedule Setup. The Staff Scheduling Preferences page appears.

3. Use the following table to enter information in the fields:

Field

Description

Department

Click Associate to select this teacher's department.

Preferred Room

Click Associate to select this teacher's classroom. The system

always attempts to schedule courses assigned to this teacher in

his or her preferred classroom first.

Staff User Guide

Work With an Individual Staff Member

Field

Description

Maximum Consecutive

Periods

Choose the maximum number of periods this teacher can teach

in a row (according to his or her contract) from the pop-up

menu.

Maximum Periods Free

Choose the maximum number of free periods this teacher can

have in his or her schedule each day from the pop-up menu.

Schedule This Teacher

Select this checkbox if you want the system to schedule this

teacher.

Note: If you deselect this checkbox, the system will not include

this teacher in the schedule build process.

Is Always Free?

Select this checkbox to allow this teacher to be scheduled for

an unlimited number of courses during the same period. For

example, some special education teachers teach different

subjects to different students in the same room during the

same period.

Building Code (optional)

Click Associate to select this teacher's building.

House Code (optional)

Click Associate to select this teacher's house.

Team Code (optional)

Choose the team to which you want this teacher to belong

from the pop-up menu.

4. Click Submit. The Staff Scheduling Preferences page displays the changes.

Staff Security Settings

The PowerSchool administrator uses this page to modify security settings for the selected staff

member. For more information, see the section "

Security Permissions

Staff User Guide

Work With an Individual Staff Member

Staff User Guide

Work With an Individual Staff Member

Staff Transactions

Use the Transactions page to view or record any fee-related transactions for the selected staff

member.

Transactions such as meal purchases automatically appear on the Transactions page. Since

PowerLunch records meal purchases, do not use the Transactions page to enter meal purchases.

How to View Staff Transactions

View any debit or credit transactions for the selected staff member. The Transactions page displays

the staff member's name, ID, and current balance.

1. On the start page, search for and select a staff member.

2. Click Transactions. The Transactions page displays any financial transactions for the selected

staff member:

How to Record Staff Transactions

Use this page to enter transactions such as campus bookstore purchases and payments to staff

members' accounts. Since PowerLunch records meal purchases, do not use the Transactions page

to enter meal purchases.

Transactions cannot be deleted. However, you can reverse a transaction by adding an opposite

transaction. For example, if you enter a credit transaction but meant to enter a debit transaction,

enter two debit transactions of the same amount. Enter text such as Reverse accidental

credit transaction in the Description field for one of the debit transactions.

1. On the start page, search for and select a staff member.

2. Click Transactions. The Transactions page displays any financial transactions for the selected

staff member:

Staff User Guide

Work With an Individual Staff Member

3. Click New to record a new transaction.

The Transaction Record page appears.

Note: Do not manually record transactions that are normally automated transactions, such

as PowerLunch Quicksales. For more information, see the section "

PowerLunch

4. Use the following table to enter information in the fields:

Field

Description

Date of Transaction

Enter the transaction date using the format mm/dd/yyyy or

mm-dd-yyyy. If you do not use this format, an alert appears. If

you submit the date with an incorrect format, the date field will

be submitted as a blank entry.

Description

Enter a description for the transaction. Only the first 24

characters and spaces of the description appear on the

Transactions page.

Debit

Enter an amount for the transaction to decrease the balance on

the staff member's account. If you enter a debit, do not enter

anything in the Credit field. Record credit transactions

separately.

Credit

Enter an amount for the transaction to increase the balance on

the staff member's account. If you enter a credit, do not enter

anything in the Debit field. Record debit transactions

separately.

Staff User Guide

Work With an Individual Staff Member

5. Click Submit. The Transactions page displays the new transaction.

Staff Custom Screens

PowerSchool administrators design custom screens to display a variety of information about staff

members. There is no limit to the number of custom screens that a school can set up to track any

kind of information. Thus, the pages are school-specific and will differ from the examples. After

selecting a staff member and clicking Custom Screens, a list of custom screens at your school

appears.

For more information on creating custom screens, see the section "

Custom Staff Fields and

Screens

How to View Staff Custom Screens

1. On the start page, search for and select a staff member. A list of custom screens appears.

Note: Your PowerSchool administrator can modify this page or create new ones to meet

your school's needs.

2. Click the links to the pages, if available. The custom screen appears.

Staff User Guide

Work With an Individual Staff Member

Work With Staff Groups

Once you have selected a group of staff members using the methods described in the section

Search and Select

," PowerSchool displays the Group Staff Functions page. From here, you can

manage the group’s records in a variety of ways.

How to Export Staff Using Template

Using a template, this function exports staff data for the currently selected staff members.

1. On the start page, select the group of staff members.

2. Click Functions. The Group Staff Functions page appears.

3. Click Export Using Template. The Export Using Template page appears.

4. Choose the template from the "Export template" pop-up menu.

5. Click Submit. The exported staff information page appears.

Staff User Guide

Work With an Individual Staff Member

How to List Staff Members

Use this page to generate a printable report of the currently selected staff members.

1. On the start page, select the group of staff members.

2. Click Functions. The Group Staff Functions page appears.

3. Click List Staff Members. The List Staff Members page appears.

Staff User Guide

Work With an Individual Staff Member

4. Use the following table to enter information in the fields:

Field

Description

Report Title

Enter a report title.

Col.

Enter the field name. Select any of the fields noted in the fields

list. Click Field Name to view the entire list of fields.

Enter the column title. This may or may not be the same at the

field name. For example, to display birthdays on the printed list,

you can title the column Birthday even though the field name is

DOB.

Repeat for each column you want to create for the report.

To number the staff members on the printed list, enter *count

in the Column 1 Field Name field.

Staff User Guide

Work With an Individual Staff Member

Field

Description

Padding in Each Cell

Enter the amount of space between the cell and the text in

points.

Note: One point equals 1/72 of an inch.

# Rows in Between

Breaks

This refers to the number of staff names to print before each

break in the list. After each break, column titles are printed

again. Enter 0 if you do not want breaks inserted.

Gridlines

Select this checkbox to draw lines between rows and columns

and to put a border around the list.

Export

Select this checkbox to create the list in another application. If

you deselect this checkbox, the list appears in your web

browser only.

Sort Field Name

Enter up to three field names to sort items in the selected

columns or fields. Select to sort in ascending or descending

order. If you select to sort more than one column/field,

PowerSchool sorts them in the order listed.

Note: If you have never sorted a list before, it is a good idea to

try different options here to view how list items are ordered

each time.

5. Click Submit. The page displays the list. If it is formatted correctly, continue to the next step.

If not, click Back, make the necessary changes, and click Submit again to preview the revised

list.

6. Click your web browser’s Print button to print the report.

Note: To fit more staff members on the page, change the paper layout or use the reduction

setting on your web browser. Choose File > Print. Make the appropriate selections in the

Print dialog.

Staff User Guide

Work With an Individual Staff Member

How to Print Staff Mailing Labels

Prints mailing labels for the currently selected staff members. Set up the mailing label layouts for

staff from the same area as the student mailing labels. For more information, see the section

Mailing Labels

1. On the start page, select the group of staff members.

2. Click Functions. The Group Staff Functions page appears.

3. Click Print Mailing Labels. The Print Mailing Labels page appears.

4. Use the following table to enter information in the fields:

Field

Description

Print Mailing Labels For

Select an option to indicate the staff members for whom the

report will be run, if necessary.

Use this mailing label

layout

Choose a mailing label layout from the pop-up menu. Click

"mailing label layout" to view, add, or edit a mailing label

layout. For more information on mailing label layouts, see the

section "

How to Add a Mailing Label Layout

How Many Pages?

Select an option to indicate the number of pages to print.

Staff User Guide

Work With an Individual Staff Member

5. Click Submit. The report appears with the specified parameters. Review it from beginning to

end to verify that the formatting and content are correct.

If you are ready to print the labels, see the section "

Run, Print, and Save Reports

How to Print a Staff Report

Use this page to print reports for the currently selected staff members. Set up the report layouts

from the same area as the student reports. For more information, see the section "

Form Letters

1. On the start page, select the group of staff members.

2. Click Functions. The Group Staff Functions page appears.

3. Click "Print a Report." The Print A Report page appears.

4. Use the following table to enter information in the fields:

Staff User Guide

Work With an Individual Staff Member

Field

Description

Which report would you

like to print?

Choose the form letter from the pop-up menu.

For which staff

members?

Select an option to indicate the staff members for whom the

report will be run, if necessary.

Print only the first X

pages

If you only want to print a limited number of pages, select this

checkbox and enter the number of pages.

Watermark Text

If you want to print text as a watermark on each page of the

report, use the pop-up menu to either choose a standard

phrase or select Custom and enter the text you want to print as

a watermark in the field.

Watermark Mode

Choose how you want the text to print from the pop-up menu.

Watermark prints the text behind objects on the report, while

Overlay prints the text over objects on the report.

5. Click Submit. The report appears with the specified parameters. Review it from beginning to

end to verify that the formatting and content are correct.

If you are ready to print the report, see the section "

Run, Print, and Save Reports

How to Quick Export Staff

Use this page to quickly export staff data for the currently selected staff members.

1. On the start page, select the group of staff members.

2. Click Functions. The Group Staff Functions page appears.

Staff User Guide

Work With an Individual Staff Member

3. Click Quick Export. The Export Staff page appears.

4. Use the following table to enter information in the fields:

Field

Description

Export the [#] selected

staff members

Enter the fields to be included on the exported spreadsheet.

Enter as many fields as you want. Separate multiple fields with

spaces. If you need help remembering field names, click Fields

at the bottom of the page.

Field Delimiter

Choose a field delimiter from the pop-up menu. The field

delimiter is the item that separates fields in the exported data. If

you select Other, enter the delimiter in the blank field.

Record Delimiter

Choose the record delimiter from the pop-up menu. This refers

to the item that will separate the records in the exported data:

•

CR: carriage return

•

CRLF: carriage return line feed

•

LF: line feed

If you select Other, enter the delimiter in the field.

Surround Fields

Select this checkbox to surround the fields in the exported data

with quotation marks.

Column titles on 1st row

Select this checkbox to include column titles on the first row of

the exported data.

5. Click Submit. Either save the file to a specified location or open the file to display the report

in a spreadsheet application.

Staff User Guide

Work With an Individual Staff Member

How to Set Staff Field Value

Use this page to change the value of the selected field for all of the currently selected staff

members.

1. On the start page, select the group of staff members.

2. Click Functions. The Group Staff Functions page appears.

3. Click Set Staff Field Value. The Teacher Field Value page appears.

Staff User Guide

Work With an Individual Staff Member

4. Use the following table to enter information in the fields:

Field

Description

Field to Change

Enter the name of the field to be changed.

Note: To view a list of field codes, click Field List on the start

page.

New Field Value

Enter the new value of the field. Put quotation marks around

any values that do not perform calculations, such as constant

characters or a string of characters.

Clear Field Value

Select this checkbox if you want to remove any existing values

for that field.

Do not overwrite existing

data

Select this checkbox if you do not want the system to overwrite

any existing field values.

5. Click Submit. When the operation is complete, click Back. Now you can perform a search to

find the group with the changed value.

Staff Directory

The staff directory displays the staff for the selected school and term. Use the staff directory to filter

groups of staff members according to their functions or to find staff members' email addresses.

How to View the Staff Directory

1. On the start page, choose Staff from the main menu. The Search Staff page appears.

Staff User Guide

Work With an Individual Staff Member

2. Click Staff Directory. The Staff Directory page appears.

3. Click the individual’s email address to send an email message to that staff member.

Alternatively, select the email addresses in the Group Email field. Using your email

application, copy and paste the selected addresses into the address field of a new email

message.

How to Filter Staff Groups

1. On the start page, choose Staff from the main menu. The Search Staff page appears.

Staff User Guide

Work With an Individual Staff Member

2. Click Staff Directory. The Staff Directory page appears.

3. Click a staff group next to Listing Options. The selected staff group appears.

4. Click the individual’s email address to send an email message to that staff member.

Alternatively, select the email addresses in the Group Email field. Using your email

application, copy and paste the selected addresses into the address field of a new email

message.