Staff

Staff Enquiry

The Staff Enquiry page is displayed when the Staff focus is selected.

Enter at least 2 characters of the Name or 3 characters of the Postcode. 

You may specify Gender, Date of Birth, Role and NI Number. 

You can select a Staff Type from the drop-down of either All People or Early Years Staff. If you select Early Years Staff only those staff whohave been defined using the Early Years Staff link will be retrieved.

When you have set the criteria click the Search button. 

The list will show summary details for each person. The order of the list may be changed by clicking on the header label, e.g. clicking Given Name will display the browse in Given Name order. 

Use Next and Previous buttons to open the details of the previous or next record.

If the person is flagged as an Employee and under Personnel Control on the Personnel Profile panel, it is possible that certain information may not be displayed. Such information may be withheld to non-personnel users by Data Shielding and is indicated by a Shield symbol. 

Click the Open button to see details of the selected member of Staff beneath the list or Open in New Window to open the Staff Details page.

Click the New button to open the Staff Details page to add a new member of Staff.

Staff Details

• Staff Basic DetailsStaff Basic Details

  The Staff Basic Details panel provides a Details  button that gives access to the Person Details for this member of staff.

  A link is available to Communication Log and Early Years Staff.

• Staff Qualification DetailsStaff Qualification Details

  The Add button enables you to add a new qualification for this member of staff. 

  The Qualification Details fields are:

  Qualification	The name of the qualification which the employee has is selected from lookup Table 0010.
  Subject	The main subject in which the qualification is held.
  Second Subject	The second subject in which the qualification is held (if applicable).
  Level	The type of qualification, for example PGCE, BEd. The DCSF codes held here for the purposes of the School Workforce Census return are for post A level qualifications but the code 'ZZZZ - Not for Statutory Returns' is available to use if you wish to record other types of qualification that will not be included in the return.
  Class of Degree	The class of degree or level of other qualification attained by the employee.
  Country of Origin	The country in which the qualification was obtained.
  Place of Study	The college or other location where the study was carried out.
  Title	The title of the qualification. This is a free-text field.
  Date Awarded	The date when the qualification was awarded.
  Verified	This box is ticked to indicate that the person who enters the qualification details on the system has seen the original Qualification Certificate, or that the data has come from a verified source, e.g. the GTC or the Awarding Body.
  Good Honours Degree	Indicates whether or not this is a 1st or 2nd class degree (these were previously classed as “Good Honours Degrees” - this field is now for historical purposes only).

• Training Manager CoursesTraining Manager Courses

  Training Manager courses that have been attended by this member of staff.

• Training SummaryTraining Summary

  Summary information about training courses attended and qualifications obtained. Click the Add button to open the New Training window and record new Training Details.

• ChecksChecks

  This panel is used to record checks that have been made on this member of staff.

  Any checks that have already been made for the member of staff are listed. The list shows the date the check was requested, the date the person was cleared, the clearance type and the application reference for each check. When a line is highlighted the Edit button is available to view and amend the Clearance Check details.

  When adding a check the following fields are available.

  Application Ref	A free text field to record the reference number of the application.
  Disclosure Ref	A free text field to record the reference number of the disclosure.
  Date Requested	Mandatory. The date the check was requested.
  Clearance Type	Mandatory. Select the level of clearance required from the drop down list.
  Date Cleared	The date the person was cleared. If an entry has been made in the Not Cleared Date field a date cannot be entered here for this clearance check.
  Not Cleared	The date the clearance was deemed to have failed.  If an entry has been made in the Date Cleared field a date cannot be entered here for this clearance check.
  Countersignatory	Mandatory. The person who has authorised the outcome of the check. Select the name from the Select Countersignatory lookup.
  Countersignatory Ref	The reference number is displayed if such a number has been recorded for the selected Countersignatory in the Select Countersignatory lookup. It cannot be entered or amended here.
  Reply Destroy Date	The reply to a request for a check should be destroyed after 6 months. This field records the date the disclosure check reply was destroyed by the recipient of the disclosure. This cannot be before the Date Cleared.
  Invoice Number	A suitable invoice number can be entered.
  Invoice Amount	An invoice amount can be entered up to a value of 99.99.

A Memo button is available allowing you to store notes on the Disclosure Checks.

Click Save to save any changes made to this Staff record.

Click New to create a new Staff record.

Early Years Staff

This page is opened when the Early Years Staff link is selected. It allows you to record details relating to staff employed by Early Years providers.

Click Save to save any changes made to this Early Years staff record.

Click New to create a new Early Years staff record.

• Employer DetailsEmployer Details

  The Employer Details panel shows the Provider Name, Employer, Position, Start and End Date for this member of staff. To add this member of staff to an Early Years provider, click the Add button. The New Employer Details window opens to record the following details:

  Provider Name	The lookup opens the Search Childcare Provider dialog.
  Employer	Employer name can be optionally stored.
  Employee Number	Employee Number can be optionally entered.
  Job Title	Job Title is optional.
  Staff Type	Staff Type can be selected from lookup Table ID 0429.
  Start Date	The Start Date for this employment is optional.
  End Date	The End Date or this employment is optional.
  Teacher Status	Teacher Status can be selected from lookup Table ID 0180.
  Health Form Completed	Checkbox to be checked if the employee has completed a health form at this employer.
  Paid Employment	Checkbox to be checked if this employment is paid.
  Direct Involvement	Checkbox to be checked if this employee is directly involved with children at this Provider.
  Reference Checked	Checkbox should be checked if this employee’s references have been checked by this employer.
  Level 2 Qualification	Check box should be checked if this employee has a level 2 qualification.
  Level 3 Qualification - Non-managerial	Check box should be checked if this employee has a level 3 non-managerial qualification.
  Level 3 Qualification - Managerial	Check box should be checked if this employee has a level 3 managerial qualification.
  P45 and P46	Checkbox to be checked to indicate that this employee has a P45 or P46.
  Early Years Professional Status	At the Employer level this box is automatically selected if at least one member of staff has this check box selected.
  Contract Signed Date	The date that the employee signed the contract at this Provider.
  Health Check	The date that the Health Check was completed.
  Police Check	The date that the Police Check was completed.
  Early Years Teacher Status	Checkbox to be checked if this employee has Early Years Teacher status.
  EY Staff Qualifications	Check boxes should be checked to indicate that the employee has this qualification.

  To change any details, highlight the record and click Edit to open the Employee Details. To delete a record, highlight it and click the Remove button. 

• ObservationsObservations

  The Observations panel is used to record the observations that have taken place for the selected member of staff. On this panel, the Observation Date, Observer Name and Observation Type are shown. To record new observations, click the Add button to open the Staff Observation window. This has two panels: 

  Staff Observations

  Observer	The name of the person who recorded the observation. Select by opening the Search Early Years Observer. This will enable you to search for people who have the role of Early Years Observer. Either this field or the Provider must be entered.
  Provider	The provider where the observation took place. Select by opening the Search for Provider. Either this field or the Observer must be entered.
  Observation Date	Mandatory. The date that the observation took place.
  Observation Time	The time that the observation took place.
  Observation Type	Mandatory. Select from lookup Table ID 0578.
  Student Present	The number of children who were present at the observation.
  NCY	The National Curriculum Year group involved in this observation.

  Observation Marks

  The Observation Marks panel is used to record the marks given for each element of the observation (Teaching, Learning, Attainment and Attitude and Behaviour). Marks are selected from lookup Table ID 0579.

  To change any details, highlight the record and click the Edit button to open the Staff Observation window. To delete a record, highlight it and click the Remove button. 

• Staff Other ChecksStaff Other Checks

  This panel shows the dates of the Police Check and Health Check recorded on the Employer Details window.

• Staff ServicesStaff Services

  This panel shows display-only information regarding the employment of this Early Years staff member at a service, their Job Title and whether they have Direct Involvement with children. 

  This information is entered on the Service Provisions page via Focus │Early Years │Search for Provider.