Faculty Module Topics

This area provides information on the Faculty Module in Schooltool.

Managing Faculty Information:

The following provides specific information on how to manage "Faculty Information" that appears in Schooltool.

  1. Log into Schooltool if you haven't already
     
  2. Click the Faculty>Faculty List - the following set of fields appear
     
    Faculty List Search Fields

     
  3. Search for the staff record you wish to manage by typing their last name into the "Faculty Name" field that appears and then by clicking the "Search" button that appears just below
     
  4. In the top right hand corner, click the "Edit" ( ) button that appears - the screen will change revealing an upper and lower set of fields

    Upper Fields:
    Faculty Info - Upper Fields

    Lower Fields:
    Faculty Info Lower

     
  5. Modify the Upper Set of fields using the following as a guide:
     
    • Salutation:  Use this field only if you wish to have the teachers name on screens and reports (i.e. report cards when applicable), be absent of the teachers first name (will appear as "Mr Smith" instead of "John Smith").
       
    • First Name:  Enter the teachers full first name in this field - avoid using just an initial or nickname for example as this information will appear on reports and screens throughout Schooltool including the Parent and Student Portal
       
    • Nickname:  This field is optional, but we generally suggest against using it as depending on the report or screen, certain nicknames could be interpreted by someone as inappropriate
       
    • Middle Name:  Enter the teachers middle initial or full middle name - although this might seem like a minor detail, it's a very important field to consistently use which helps to distinguish the difference between two staff members with a same first and last name (e.g. two John Smith's).
       
    • Last Name:  Enter the teachers full last name in this field - avoid using just an initial or nickname for example as this information will appear on reports and screens throughout Schooltool including the Parent and Student Portal
       
    • Gender: Mark the appropriate option to indicate if the staff member is male or female
       
    • DOB:  This field is an optional data element for staff members, but generally we suggest against using it, as it is considered sensitive data and typically is already on file for the staff member in the school's HR system
       
    • 1st Language:  This field is an optional data element for staff members, but assuming the staff member does speak a language other than English as their primary language, specifying a language here may be useful when it comes to the data reaching an automated call system like SchoolMessenger or Blackboard ConnectEd/Mass Notify.
       
    • 2nd Language: This field is an optional data element for staff members, and can be used to identify an additional language that a staff member might speak fluently, however data entered into this field is rarely used by any system.
       
    • Eye Color:  This field is an optional data element, but because this type of data is considered sensitive, we suggest against using this field.
       
    • Hair Color:  This field is an optional data element, but because this type of data is considered sensitive, we suggest against using this field.
       
    • Height:  This field is an optional data element, but because this type of data is considered sensitive, we suggest against using this field.
       
    • Weight:  This field is an optional data element, but because this type of data is considered sensitive, we suggest against using this field.
       
    • EmailDO NOT enter the staff members personal email address in this field.  Instead, enter the staff member's SCHOOL email address here - this is important to do for many reasons, as this address will not only be shared with the ancillary systems your school connects to Schooltool (often used for Single Sign on Authentication), but it can also be used to allow staff members to logon to Schooltool using their Google Email Address and password if your school's mail service is Google Mail.
       
    • Universal Contact ID:  Currently this field has no purpose - leave this field blank unless instructed otherwise.

       
  6. Modify the Lower Set of fields using the following as a guide:
     
    • Building/School Level: Use the check boxes in this area to grant the user permission to view students and data in Schooltool that relate to the program (school level = Elementary, Middle, High) in which the staff member participates regularly within a given building.  They do not necessarily need to teach classes in the program (school level) that you check, but should at least have the need to view data that relates to that program and building.
       
      Building School Level Boxes
    • Active:  This box should be checked if the Faculty Member is actively employed at the school.  If they are not, this checkbox should be unchecked.
       
    • Type:  This field should be ALWAYS be set to something other than "None" as the "Type" field is used to determine if data for the faculty member should be shared with the various ancillary systems used by the school that are connected to Schooltool.

      For example:  Data for Faculty Records that have are given a "Type" of "Other" will be not shared with ancillary systems that are connected to Schooltool, because this type is considered generic and doesn't tell enough about the type of faculty member the person is.  Faculty Records with a type of "Custodian" may also not be shared with ancillary systems, depending on the type of system it is (e.g. Custodians would have no reason to login to a system like eDoctrina or Schoology for example).
       
    • Room Number: Use this field to identify the building (left field) and room number (right field) that the faculty member primarily resides in (i.e. Elementary Teachers), or the the room that they consistently take student (homeroom) attendance in each day. 

      Use this field however, if and only if the schedule for the building/school level that you plan to give them access to, has homerooms where attendance is taken in (i.e. Elementary and Middle Schools).  If the schedule in the building/school level that the teacher has access to (i.e. High School), doesn't make use of "homerooms" for daily attendance, or if the teacher isn't actually designated specifically to a room in the capacity of a "homeroom teacher", then this field should be left blank.
       
    • Department:  Use this field to identify the department that the faculty member primarily is a member of.  Depending on the configuration of Schooltool, making sure this field is set accurately will ensure that the list of teachers available to be assigned to specific course sections, doesn't include teachers whom aren't appropriate to teach a course.

      Example:  When the "Instructor must be from this department" checkbox is checked on a course in the Schooltool Course Catalog, only teachers that have a "Department" in their faculty record, that matches the "Department" of the course, will be available to assign as teachers to sections of that course, thereby eliminating a potential mistake that can be made (i.e. assigning an English teacher to a Science course).
       
    • Grade:  This field is an optional field, and in general may only appear on one or two reports or screens, making the data element rather irrelevant at this time.
       
    • Faculty ID:  This field should always contain the "Employee ID" for the faculty member that was issued to them by the school's HR system when they were hired.  The value you enter here is especially valuable to systems that help to synchronize the username and email address data from your school's Active Directory. 
       
      Description of the Faculty ID and Universal Faculty ID

       
    • Universal Faculty ID:  This field should contain the faculty members TEACH ID as issued to them by NY State, if and only if the faculty member is a certified teacher and was issued such a number.  Otherwise this field can be left blank.
       
    • Special Education:  This checkbox should be checked only in situations where the teacher is designated as a Special Education teacher.  This checkbox when checked, impacts data sent to New York State so be sure you understand what the state uses this data for, before checking this box.
       
    • English as a New Language:  This checkbox should be checked only in situations where the teacher is designated as an "English as New Language" instructor, which when checked, impacts data sent to New York State.  Be sure you understand what the state uses this data for, before checking this box.

      Use the following fields IF AND ONLY IF your school does not use a formal HR system such as nVision, Finance Manager, or WinCap:
       
    • Original Hire Date: Use this field to specify the faculty member’s original hire date
    • Tenure Date: Use this field to specify the date on which the faculty member was given tenure status
    • Tenure Area: Use this field to describe the area the faculty member received tenure status in
    • Exit Date: Use this field to specify the date on which the faculty member was or will no longer be employed at the school
    • Principal Hire Date:  Use this field to specify the date on which the faculty member became a principal at the school, otherwise leave this field blank
    • Principal Tenure Date: Use this field to specify the date on which the faculty member was given tenure status as a principal, otherwise leave this blank