Staff Data

Staff are automatically assigned to roles in Mass Notify, each of which are described on the "Roles" tab below.

The "Role" that a staff member receives in Blackboard Mass Notify is based on several criteria which is pre-programmed into the process that passes staff data from Schooltool and nVision to Mass Notify.

From time to time however, the process "guesses" incorrectly and gives a staff member an unexpected role in Mass Notify.

When these situations occur, you can easily "override" the role a staff member gets, by following the steps in this article: https://www.edutech.org/resources/student-systems/ancillaries/blackboard/mass-notify/schooltool/faculty-data/role-override

Schools using nVision

For schools that use nVision, Staff Data in MassNotify actually comes from what's in nVision as this system is considered the "source of truth" when it comes to staff data.

In regard to data in nVision, only records for staff assigned to an Employee Group where the "Telephone Notification" checkbox is checked, will ever flow automatically into MassNotify:


That means if the checkbox above isn't checked for an employee group that a staff member is assigned, their data won't flow into Mass Notify. The following table illustrates how data stored in nVision "maps" to data in Mass Notify.

Column IDnVision Tab or ModulenVision Field NameMass Notify FieldNotes
1Main Employee ScreenEmployeeIDStaff IDThis is populated with the staff members "Employee ID" as issued by nVision.


2Main Employee ScreenFirst NameFirst Name
3

Main Employee Screen

Last Name

Last Name**See Highlighted Field in Image Above
4

N/A

N/A

Language Preferred

Defaults to English for all staff members as nVision has no field to identify the primary language that staff speak.

5N/AN/ARoleUnless the staff member is actively assigned to a course in Schooltool, the role a staff member in nVision receives by default in Mass Notify is "Staff"
6Main Employee ScreenGenderGenderMale or Female
7Appointment Information>Position Appointment tabEmployee GroupTitleThe name of the "Primary Employee Group" that a staff member is assigned to in nVision becomes their "Title" in Mass Notify.


8Appointment Information>Building Assignment tabBuildingSchoolThe "Buildings" that an employee is assigned to based on their primary employee group in nVision, becomes the "School(s)" they are assigned to in Mass Notify.



**Staff not assigned to a specific building in nVision, are assigned instead to the DISTRICT building in Mass Notify.

If the staff member is actively assigned to courses in Schooltool, the buildings they are assigned to in Schooltool will also be assigned to them in Mass Notify.
9Addresses TabStreet 1
Street 2
City, State, Zip
Address, City, State, ZipOnly the address set as "Default" (Primary) in nVision is sent to Mass Notify.


10Contact Information Tab - "Phone Numbers" areaPhone Number marked as "Default" and not "Private"PrimaryThe phone number labeled as "primary" in Mass Notify is the phone number checked as "Default" in nVision, assuming that it's not also checked as "Private".


11Contact Information Tab - "Phone Numbers" areaFirst Phone Number labeled as "Home" and not marked "Private"HomeThe phone number labeled as "home" in Mass Notify is the first phone number in nVision that's labeled as Home assuming that it's also not checked as "Private".
12Contact Information Tab - "Phone Numbers" area

First Phone Number labeled as "Mobile" and not marked "Private"

MobileThe phone number labeled as "mobile" in Mass Notify is the first phone number in nVision that's labeled as Mobile assuming that it's also not checked as "Private".

13Contact Information Tab - "Phone Numbers" area

First Phone Number labeled as "Work" and not marked "Private"

WorkThe phone number labeled as "work" in Mass Notify is the first phone number in nVision that's labeled as Work assuming that it's also not checked as "Private".

14Contact Information Tab - "E-Mail Addresses" areaEmail Address marked as "Default"Email 1The value becomes the first email address to appearin Mass Notify is the email address checked as "Default" in nVision.


15Contact Information Tab - "E-Mail Addresses" areaFirst Email Address notmarked as "Default"Email 2The value that becomes the second email to appear in Mass Notify is the first email address in nVision that's not checked as "Default"
16Contact Information Tab - "Phone Numbers" areaPhone Number marked as "Default" and not "Private" with a description of "Mobile" or "Cell"SMS 1The value that becomes the first SMS number to appear in Mass Notify is the phone number with a description of "Mobile" or "Cell", if and only if it's also checked as "Default" in nVision assuming that it's also not checked as "Private".
17Contact Information - "Phone Numbers" areaFirst Phone Number not marked as "Default" and not "Private with a description of "Mobile" or "Cell"SMS 2

The value that becomes the second SMS number to appear in Mass Notify is the is the first phone number with a description of "Mobile" or "Cell", if and only if it's not checked as "Default" nor "Private" in nVision.

In situations where there is purposely no staff record for a given person in nVision (i.e. Shared Staff), schools can still enter staff records into Schooltool and have them pass into MassNotify, but those records then must be "flagged" properly in order for the record to make it's way into MassNotify.

Below is information on what fields must be set in order to properly "flag" Faculty Records in Schooltool, so that they are sent to MassNotify:

  1. The "Email" field that appears at the top of the employee's record, cannot be blank --AND-- cannot be an address that contains @edutech.org

  2. In the "Faculty Information" area of the staff record, ONE of the following must be true:

    • The "Department" field must be set to "EduTech"

      --OR--
    • The "Type" field must be set to "Shared Staff"


Schools using Other HR Systems

At this time, schools that do not use nVision as their HR system, must instead use Schooltool as the "system of truth" when it comes to staff data. When staff data residing in the Faculty Module of Schooltool is used to send data to MassNotify, records for staff members will pass to Schooltool if and only if the following situations are ALL true:

Image

  1. At least one "school level" within one building must be checked

  2. The "Active" checkbox must be checked

  3. The "Type" field must be set to a value other than "NONE" (it cannot be blank) - this field is used to determine what type of "Role" the user should receive in Mass Notify as described below:
    Faculty Type
    in Schooltool
    Becomes Role in Mass Notify
    Administrator SchoolAdministrator (4)
    Superintendent Superintendent (5)
    Principal Principal (6)
    Attendance Secretary Attendance Secretary (7)
    Teacher Teacher (8)
    Any Type Not Listed Above Staff (10)


  4. Because the process of automatically selecting roles for users in Mass Notify isn't always a 100% fit for every school, Schooltool administrators can enter an "Override" when ever needed, simply by following the steps in this article:

    https://www.edutech.org/resources/student-systems/...


  5. The "Department" field must be set to a value other than "SELECT ONE", however the following departments if selected will also omit the record from being sent to Mass Notify by default:

    • Other

    • EduTech


  6. The "Faculty ID" and/or "Universal FacultyID" field(s) must contain a value

IMPORTANT: DATA RESIDING IN SCHOOLTOOL FACULTY RECORDS IS NOT CONSIDERED VALID UNTIL ALL OF THE CRITERIA ABOVE HAS BEEN MET

User Roles in Mass Notify

Mass Notify Roles

Users in Mass Notify can be given any one of the following roles:

Role

Role ID

DistrictAdministrator

3

SchoolAdministrator

4

Superintendent

5

Principal

6

Attendance Secretary7
Teacher8
Staff10

The table below describes what each type of account can do once logged into Mass Notify:

District Admin

School Admin

Super-
intendent

Principal

Attend. Secretary

Teacher

Observer

Staff

Accounts

Log into the parentlink.net web interface

Log into the BB Comm HQ app

Edit their own delivery preferences

Edit their own account

View other people's accounts at their organization

✔*

✔ **

Edit other people's accounts at their organization

View other people's accounts across the district

Edit other people's accounts across the district

Messages

Send messages to accounts at their organization

✔ **

Send messages to accounts across the district

Receive messages

Send messages from the BB Comm HQ app

View past messages in the parentlink.net interface

App

Configure/edit app content for their organization

Configure/edit app content across the district

Configure/edit Global App Settings

Sociability

Configure/edit Sociability feeds for their organization

Configure/edit Sociability feeds across the district

Post to their organization's social media accounts

Post to any social media account across the district

Post to social media accounts from BB Comm HQ app

*only student accounts for their organization
**only student accounts associated with their classes and the parents of those students