Staff Accounts

New Staff

Before adding a staff, it is important to verify that the staff doesn't already exist in VCAT to avoid creating duplicates. If the staff does exist, you only need to edit his account. If the staff is not found, you will need to create a new staff account.

Searching for a staff

• Select All Students. This will allow to get the list for your entire VCAT system.

• Click on Staff List.

• The staff may have a different spelling of his name so typing only part of the last name OR part of the first name in the Name or ID field of the filter bar will help working around that.

If the staff is listed, click on the Edit button in front of his name to update his account. If the staff is not found, you will need to create a new staff account.

Creating a new staff

• Click on + Create Staff on the top left

• Type in First Name and Last Name.

• Click on Find Staff.

• The system searches and returns any possible matches (down to a few common letters :)) it finds.

• If the staff you are interested in is listed in the possible matches, click on the Edit button in front of his row and update his account.

• If the staff you are looking for is not listed, click on the + Create Staff button.

• The First Name and Last Name fields should already be filled in.

• Type in a password.

• Type in the user ID. User IDs are most commonly created using the First Initial and Last Name, but it varies by district. Verify what is used in your district before assigning a user ID.

• If this staff should have access to the entire district (all schools, all students), check the 'Full Access' box. By default, this staff will also have access to Edit all Staff and Student Accounts.

• If this staff should have access to edit Staff and Student accounts, check the 'Can Edit Accounts' box. Keep in mind that this staff will only be able to edit other staff access sets that have the same access or less access than his own. We recommend that the staff that can edit other staff accounts be assigned to all the access sets it can assign to others.

• Go to the Assignments tab to assign Role, Year, School, Course and Section to the staff.

• Go to the Access Sets tab to assign access set(s) to the staff. Access to VCAT is obtained by the combination of assignments and access sets.

• Click Save to save changes and exit the staff account.

• Click Cancel to simply exit the staff account. THIS WILL NOT SAVE YOUR CHANGES, THEREFORE IT WILL NOT CREATE THE NEW STAFF.

Editing a staff

There are four sections in a staff account: Information, Assignments, Access Sets, and Overview. You can travel from one section to another by just clicking on the tabs (Information, Assignments, Access Sets, Overview). If you make changes under multiple tabs, you do not need to Save under each one but at least once before exiting that staff account. Even though a Delete button is visible, do NOT delete any staff yourself. If for some reason a staff must be deleted (e.g. duplicate), mark that staff with 'ToDelete' in the user ID, First Name, and/or Last Name field, and contact us at support@vcat.us with the details. We will gladly take care of it for you.

Staff Access

In order to have access to VCAT, a staff needs at least an assignment and an access set (except if the staff has been given Full Access).

Information Tab

The user ID, password, First and Last Name are required fields. A State ID and middle name can also be added. The Note field can be used to keep track of any information you may feel is relevant and important.

Click Save to save changes and exit the staff account.

Click Cancel to simply exit the staff account.

Assignments Tab

This includes all the Role, Year, School, Course, and Section the staff is currently assigned to or has ever been assigned to in previous years.

Click on + to add a new assignment. Select a Role, the year, school, course, and section.

Click in the box (in column under the pencil) in front of an assignment row if you wish to edit that assignment.

Click on the red circle at the end of an assignment row if you wish to remove/delete an assignment.

Click Save to save changes and exit the staff account.

Click Cancel to simply exit the staff account.

Access Sets Tab

This lists all the access sets available in your VCAT system. The staff is currently assigned to the ones checked.

To assign a new access set, simply click in the box in front of it.

To unassign an access set, simply uncheck the box in front of it.

Click Save to save changes and exit the staff account.

Click Cancel to simply exit the staff account.

Exporting Staff List

VCAT allows you to export a staff list in different formats: PDF, Excel, CSV (comma separated values), or Text (tab delimited text).

• Select the students. Select 'All' if you want the complete list from your VCAT system. Select a particular year if you only want the list of staff assigned to that specific year.

• Click on Staff List.

• Click on Export (top right corner), and the format you want. By default, the list will display the 'Summary' - which includes User ID, State ID, Staff Name, and the summary of Assignments and Access Sets. If you wish to have the details of assignments and/or access sets listed as well, select the appropriate display option before exporting the staff list.