The Staff New page provides centralized management for staff accounts. Creating a new Staff Member, a new Security User Account, adding an associated school level Teacher Record,  Job Assignment, Credentials , Assignments and High Qualified Teacher Status  can be accomplished using the Staff New page. The Staff New page can be accessed from the main menu.


 

Staff Data (STF)


Staff information can be centrally managed by choosing a staff member from the selection menu on the left side of the page at the District or the School level. At the School level, make your account selection from the list of staff members in the list on the left side of the page. 

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.



Add Staff Member


To add a new Staff Member (STF) using the Staff New page, login to Aeries using an Admin account or an account that has been granted permissions to create user accounts. Then, navigate to the Staff New 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 Rule in School Options for Automatically Generate Staff IDs is set.




The staff member's information is stored in the STF table:

  • Last Name
  • First Name
  • Middle Name
  • Suffix: Jr., Sr., etc.
  • Staff ID a unique number (within the district) for the staff member; up to 10 numbers in length
  • State ID State SEID number
  • Primary School The primary school (or district) for staff member association
  • Sex: staff member's gender
  • 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
  • Mobile Phone; Mobile telephone number
  • Notification Preference (used by Aeries Communications)
  • Emergency Contact; Emergency Contact Name
  • Contact Telephone; Emergency Contact Telephone Number
  • 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
  • Title; Staff Member’s title
  • Previous Last Name
  • Previous First Name
  • Previous Middle Name
  • Ethnicity: primary ethnicity code
  • Race - Race 5: 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
  • 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.



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 follow 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) can also be deleted here by first selecting the edit icon next to the record you would like to remove and then selecting the delete icon.


  • 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)


A Job Assignments (STJ) entry for the currently selected Staff Member can be added or adjusted using the Job Assignments (STJ) band. When logged in as either an Admin or an account that has been granted permissions to make Job Assignment’s STJ table changes, 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.



  • 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


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



Adding a New Job Assignment


Select the Add New Job Assignment button to create a new Job Assignments (STJ). 



Complete the form then select the save icon to the left of your newly added 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 Credentials’ STC table changes, select the chevron on the far right of the Credentials (STC) band to reveal any existing credentials information for the currently selected Staff Member.



Make desired adjustments for the currently selected Staff Member’s Credentials (STC) 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.



Adding a New Credential 


Select the Add New Credential button to create a new Credentials (STC record).



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



Make desired adjustments for the currently selected Staff Member’s Assignments (STA) 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
  • Lang Language 
  • Type of Inst to EL’s type of instruction to English learners
  • Teacher Funds
  • School


Adding an Assignment

 

Select the Add Assignments button to create a new Assignments (STA record).



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.



Make desired adjustments for the currently selected Staff Member’s Highly Qualified Teacher Status (STH) 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.



Adding a Highly Qualified Teacher Status


Select the Add New Highly Qualified Teacher Status button to create a new Highly Qualified Teacher Status (STH record).



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

  

 

Auto Assign Teacher No 


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.