Staff Data (STF)

Staff Pictures

Security User Accounts (UGN)

Adding a Security User Account

Associated Teacher Records (TCH)

Adding a New Teacher Record

Job Assignments (STJ)

Credentials (STC)

Assignments (STA)

Highly Qualified Teacher Status (STH)

Auto Assign Teacher Number

Reports


Overview

The Staff page provides centralized management for staff accounts. Creating a new Staff Member, a new Security User Account, adding an associated school level Teacher Record (non-flex and non-section staff schools only), Job Assignment, Credentials, Assignments, and High Qualified Teacher Status can be accomplished using the Staff page. The Staff page can be accessed from the main menu under the School Info category.


The page is arranged in horizontal "accordion" tabs which can be expanded or collapsed using the up/down caret at the right of each tab. The page headers will remember the previously expanded sections for each continuous search.  When the accordions are collapsed, the number of records in each section will display.  If the page is refreshed, all sections will collapse.


NOTE: The sections pertaining to Master Schedule Classes (MST) and Scheduling Master Schedule Classes (SMS) will only display for schools who have enabled Flex or Sections Staff.  For more information, see Flex Scheduling - Staff Data.


 

Staff Data (STF)  


Staff information can be centrally managed by searching and choosing a staff member from the search field at either the District or the School level.  Searches can be performed using partial or full criteria using ID, SEID, Last Name, or First Name. 


Each of the column headers can be sorted by clicking on each header. The last sorted header will remain set through continuous searches. If the Staff page is refreshed, sorting will be reset.



Page numbers are located at the bottom of the search area and can be clicked to jump through the list of staff members. The first and last error button can be clicked to quickly jump to the end of the list or the beginning of the list.


The list of accessible accounts can be filtered to display staff accounts based on account status and/or filtered to display accounts whose primary school matches the current school using the check boxes above the account selection list.



Note: The option for "Only records related to this school" is not available at the district level.


Add Staff Member  


To add a new Staff Member (STF), login to Aeries using an Admin account or an account that has been granted permissions to create user accounts. Navigate to the Staff page. Select the Add New Staff Member button in the blue Staff Data (STF) bar.


The following page will be displayed.



Enter the requested information then select Save at the bottom of the form.


Note: The Staff ID field will contain the next available staff ID number (STF.ID) if the District Setting for Automatically Generate Staff IDs is set.




The staff member's information is stored in the STF table: See Staff and Table fields for field name information.

  • Last Name (LN) - Staff member's preferred last name
  • First Name (FN) - Staff member's preferred first name
  • Middle Name (MN) - Staff member's preferred middle name
  • Suffix (SF) - Preferred Jr., Sr., etc. 
  • Gender (GN) - Staff member's preferred gender
  • Legal Last Name (LLN) - Staff member's legal last name
  • Legal First Name (LFN) - Staff member's legal first name
  • Legal Middle Name (LMN) - Staff member's legal middle name
  • Legal Suffix (LSF) - Staff member's legal suffix
  • Legal Gender (LGN) - Staff member's legal gender
  • Staff ID (ID) - A unique number (within the district) for the staff member; up to 10 numbers in length
  • State ID (SID)- State SEID number
  • Primary School (PSC)- The primary school (or district) for staff member association
  • Birthdate: Month/day/year of staff member's birth in MM/DD/YYYY format
  • Birth Yr: Year of birth (will auto populate based on Birthdate if left blank)
  • Tag: Active (blank) or inactive if not blank
  • Address: Home address
  • City: Home address city
  • State: Home address state
  • Zipcode: Home address zipcode
  • Extn: home address zipcode extension
  • Email Address (used by Aeries Communications)
  • Alternate Email Address
  • Internal Ext: Local District or School telephone extension
  • Alternate Phone; Alternate Telephone number
  • Ext: Alternate Telephone number extension
  • MobilePhone; Mobile telephone number
  • Notification Preference (used by Aeries Communications)
  • Emergency Contact; Emergency Contact Name
  • Contact Telephone; Emergency Contact Telephone Number
  • Title - Staff members Title
  • Total Year(s) of Edu Service
  • Total Year(s) in this District
  • Date Years incremented
  • Hire Date: most recent district hire date for staff member
  • Leave Date: last day of employment if staff member has left the district
  • Position Status Tenured, Probation, Long Term
  • Time% (FTE): percentage of working time; full time or part time equivalency
  • English Learner Ed: indicates if the staff member is an English Learner Educator
  • Education Lvl: education level
  • Yr Degree: the year when the staff member earned their degree
  • Previous Last Name
  • Previous First Name
  • Previous Middle Name
  • Ethnicity: primary ethnicity code
  • Race - Race5: multiple ethnicity codes
  • TB Test Date
  • Result: TB test result
  • Millimeters: TB test result
  • TB Test type
  • TB Test Expiration
  • User codes U1- U8 - user definable fields
  • TIA Designation - Teacher Incentive Allotment (TIA) Designation dropdown includes fixed codes based on DC165
  • TIA Cred Yr - TIA Creditable Year of Service is used to identify that the staff member has a creditable year of service in the current year. This field will be reset to "unchecked" during the rollover process to the new school year database.
  • Comments


To update or delete an existing staff member, select the edit icon to the left of that staff member’s name.


The Save, Cancel, and Delete options will then become available at the bottom of the resulting form.



Additional staff information can be viewed by selecting the More Info link.



The More Info area, once expanded, can be switched back to a more condensed view by selecting the Less Info link at the bottom of the expanded band.



When the Staff Data (STF) band is expanded using the More Info link, the Time in Service for the current Staff Member can be updated for either the current Staff Member or all Staff Members in the current school by selecting the Update Totals button. If you are logged in at the District level, an option to update Time in Service for the entire District will become available.



Staff Pictures  

Staff pictures can be added the same way Student pictures are added. A picture can be taken directly with an attached camera or uploaded from a file


See Mass Add Pictures - Staff Upload Process for full details.



Staff ID cards can be printed using the icon from within a school site. Multiple Staff ID Cards can also be printed from Reports > Staff ID Cards.



Security User Accounts (UGN)  


A Security User Account for the currently selected Staff member can be added or adjusted using the Security User Accounts band. When logged in as either an Admin or using an account that has been granted permissions to make security (UGN table) changes, select the chevron on the far right of the Security User Accounts band to expand/reveal any existing User Account (UGN) information for the currently selected Staff Member.



Non admin users must have the UGN Admin permission to make changes to Security User Accounts (UGN).


Security adjustments can be made for the currently selected Staff Member by selecting the edit icon to the left of the desired UGN record in this band.



Select a User Type, Identity Provider and a user name for the account.


Note: The user’s Aeries access password can also be changed or updated when editing an existing record in this area of the form.


A user’s security account can be deleted by first selecting the edit icon next to the record you wish to remove and then selecting the delete icon.



Adding a Security User Account  


Select the Add New User Account button to create a new Security Account (UGN record) for the currently selected Staff Member.



The following fields will display.



  • ID: User ID number (UGN.UID)
  • User Type: This field distinguishes between normal users, groups, and administrators. Valid values for this form field are: 
    • User
    • Admin
    • Active Directory User
    • Active Directory Admin
    • Teacher
    • Active Directory Teacher
    • Substitute Teacher
    • Active Directory Substitute Teacher
  • Identity Provider: This is used to support alternative authentication methods in addition to storing passwords in Aeries. Currently, the valid values are - 0: Aeries, 1: Google
  • Username: User account name used to login
  • Security: Groups: Groups where the user account has membership
  • Password: Account Password
  • Status:
    • 0: Active (default value) – Accounts must have an Active Status in order to login.
    • 1: Locked
    • 2: Disabled
    • 3: Pending


Note: The Set Groups button will not be accessible until after the new record has been saved.


Enter a Password for the account and confirm by reentering the same password in the Confirm Password field. This form can also be utilized to perform regular Aeries password resets. Active Directory passwords are set within your AD LDAP so access to these fields is disabled on this form for Active Directory User Type accounts.


The Status of the Security User account will affect the user’s ability to access Aeries. You can tag a Status of Active, Locked, Disabled or Pending. When a user is given a Status of Locked, Disabled or Pending, the user will not be able to log into Aeries.


Complete the form then select the save icon to the left of your newly added record to save your work.



The account emulation icon can also be utilized to conveniently move from the current logged in user’s account to a user emulation mode for testing of the selected user’s access.



Associated Teacher Records (TCH)  


An Associated Teacher Records (TCH) entry for the currently selected Staff Member can be added or adjusted using the Associated Teacher Records (TCH) band. When logged in as either an Admin or using an account that has been granted permissions to make Teacher Account (TCH table) changes, select the chevron on the far right of the Associated Teacher Records (TCH) band to reveal any existing Teacher Account information for the currently selected Staff Member.



Make desired adjustments for the currently selected Staff Member’s Associated Teacher Records (TCH) by selecting the edit icon to the left of any existing TCH record.



A Staff Member’s Associated Teacher Record (TCH) cannot be deleted using this page. The Staff ID must be removed from the Teachers page in order for it to also be removed from the Staff page.


  • School: Related school for the TCH record
  • Teacher#: Teacher Number assigned to the TCH record for the named school
  • Associated Staff 1: TCH.ID’s associated STF ID number (STF.ID). This value is set when the TCH record is created and cannot be changed using this form.
  • Staff 2: TCH.ID2 associated with STF. ID number (STF.ID). (optional) This value can be changed using the Teachers form. Displayed here as reference information.
  • Staff 3: TCH.ID3 associated with STF. ID number (STF.ID). (optional) This value can be changed using the Teachers form. Displayed here as reference information.
  • Status: Any value other than blank indicates the teacher record is inactive.


Note: More detailed Teacher (TCH) information for entries shown here (i.e. Room Number etc.) is available by selecting the Teachers form from the main menu.


Complete the form then select the save icon to the left of your record to save.


Adding a New Teacher Record  


Select the Add New Teacher Record button to create a new Teacher Account (TCH record).



If you are logged into Aeries at the school level, a new Teacher Record (TCH) will be created under the school you are currently using and for the Staff Member you have currently selected.


If you are logged in at the district level, a list of schools that have turned on the Auto Assign Teacher No in their School Options settings will appear (see end of this document for more information).



Select from the provided list of schools to create a new TCH record for the selected Staff member at the selected school.

Relevant information from the currently selected Staff member will pre-populate the newly created Teacher (TCH) record.

Complete the form then select the save icon to the left of your newly added record to save.



Job Assignments (STJ)  


An admin or user with proper permissions to the STJ table can add Staff Job Assignments for a staff member. Select the chevron on the far right of the Job Assignments (STJ) band to reveal any existing job assignment information for the currently selected Staff Member



Make desired adjustments for the currently selected Staff Member’s Job Assignments (STJ) by selecting the edit icon to the left of an existing STJ record.  Select the Add New Job Assignment button to create a new Job Assignments (STJ).


NOTE: The existence of an STJ record controls the ability for a Teacher's login to access the schools listed on the record. 


  • Job Classification: Job Class
  • FTE: Full time Equivalent percentage
  • Start Date: Job Assignment start date
  • End Date: Job Assignment end date 
  • School: School if other than the school you are currently logged into


  • Role Description
  • FTE: Full time Equivalent percentage
  • Start Date: Job Assignment start date
  • End Date: Job Assignment end date (This date also controls the ability to log into the school. See note above the previous screenshot.) 
  • School: School if other than the school you are currently logged into. This will auto-populate only if the teacher to be added has a primary school that is different from the currently logged in school.
  • Instruction Type:  regular or non-regular
  • Service ID
  • Population Served
  • Monthly Minutes
  • Number of Students


Complete the form then select the save icon to the left of your record to save.



Credentials (STC)  


A Credentials (STC) entry for the currently selected Staff Member can be added or adjusted using the Credentials (STC) band. When logged in as either an Admin or an account that has been granted permissions to make changes in Credentials STC table, select the chevron on the far right of the Credentials (STC) band to reveal any existing credentials information for the currently selected Staff Member.


Select Add New Credential to add a new record. Make desired adjustments to an existing record by selecting the edit icon to the left of any existing STC record.



  • Date: the date the credential or certification was earned
  • Type: the type of credential
  • Code: the credential or authorized teaching area
  • Document#: the credential document number


Complete the form then select the save icon to the left of your record to save.



Assignments (STA)  


An Assignments (STA) entry for the currently selected Staff Member can be added or adjusted using the Assignments (STA) band. When logged in as either an Admin or an account that has been granted permissions to make Assignments (STA table) changes, select the chevron on the far right of the Assignments (STA) band to reveal any existing Teacher Account information for the currently selected Staff Member.


In the past, the Assignments (STA) tab was used for credentialed staff.  Currently, job assignments for credentialed staff are reported to CALPADS using the information on the Job Assignments (STJ) tab. The Assignments (STA) tab may still be used for CBEDS ORA reporting of classified staff's job assignments.  This data is stored in the Assignments (STA) tab and used with the CBEDS ORA extract available in Aeries.  See Create CBEDS ORA Files.


Note:  Custom values can be added to the Code field (STA.CD) using the Update Code Table process.


Select the Add New Assignments button to create a new STA record. Make desired adjustments for an existing STA record by selecting the edit icon to the left of any existing STA record.



  • Code type of assignment
  • %Time percentage of time allocated to assignment
  • Job Classification
  • Start Date
  • End Date if applicable
  • Lang Language 
  • Type of Inst to EL’s type of instruction to English learners
  • Teacher Funds
  • School 


Complete the form then select the save icon to the left of your newly added record to save.



Highly Qualified Teacher Status (STH)  


A Highly Qualified Teacher Status (STH) entry for the currently selected Staff Member can be added or adjusted using the Highly Qualified Teacher Status (STH) band. When logged in as either an Admin or an account that has been granted permissions to make STH table changes, select the chevron on the far right of the Highly Qualified Teacher Status (STH) band to reveal any existing Teacher Account information for the currently selected Staff Member.



Select the Add New Highly Qualified Teacher Status button to create a new Highly Qualified Teacher Status (STH record).  Make adjustments to an existing record by selecting the edit icon to the left of any existing STH record.



  • NCLB Core Area: NCLB Subject area
  • Highly Qualified Status: How status was determined/defined


Complete the form then select save icon to the left of your newly added record to save the information.


 

Auto Assign Teacher Number  


Turning on the Auto Assign Teacher No option in School Options at the School level activates a process which allows users to conveniently create individual teacher records from existing staff data (STF). To activate this feature for a school, change the following option to “Yes”.



Once the option is set to “Yes”, the school will appear in a selectable list of schools when the Staff New form is utilized. The TCH.TN value will be automatically assigned when a new TCH record is created.



Note: This choice is set in School Options at the school site level as some schools prefer to assign teacher numbers manually based on a locally defined teacher numbering convention.


Reports  

The Staff Information Details report can be printed from Reports > Staff Information Details.