Difference between revisions of "Staff Accounts"

From VCAT WIKI
Jump to: navigation, search
(Created page with " = 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 n...")
 
(Creating a new staff)
Line 49: Line 49:
  
 
• Type in a password.
 
• 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.
 
• 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|Assignments]] tab to assign courses and sections to the staff.
 
• Go to the [[#Assignments|Assignments]] tab to assign courses and sections to the staff.
 
  
 
• Click '''Save''' to save changes and exit the staff account.
 
• 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.
 
• 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 =
 
= Editing a staff =

Revision as of 16:12, 29 December 2014

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

WIKI VCAT2 AllStudents.png

• Click on Staff List

WIKI VCAT2 StaffList.png

• 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.

WIKI VCAT2 StaffList MenuBar Name.png

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

WIKI VCAT2 StaffList CreateStaff.png

• Type in First Name and Last Name.

• Click on Find Staff.

WIKI VCAT2 StaffList CreateStaff2.png


• 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.

WIKI VCAT2 StaffList CreateStaff3.png


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

WIKI VCAT2 StaffList CreateStaff4.png


• 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 courses and sections to the staff.

• 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 three sections in a staff account: Information, Sections, and Demographics. You can travel from one section to another by just clicking on the tabs (Information, Sections, Demographics). 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 his please contact us at support@vcat.us with the details and we will gladly take care of it for you.

Information

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

Click Save to save changes and exit the staff account.

Click Cancel to simply exit the staff account.

WIKI VCAT2 StaffList Edit Info.png


Assignments

This includes all the Years, Schools, Courses, and Sections the staff is currently assigned to or has ever been assigned to in previous years.

Click on + to add a new assignment. Select 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.

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 student account.

Click Cancel to simply exit the student account.


File:WIKI VCAT2 StudentList Edit Assignments.png


Access Sets

This includes all the ??? the staff is currently assigned to or has ever been assigned to in previous years.

Click on + to add a new demographic row. Select the Demographic Set, the Demographic Variable, and the Demographic Value.

Click in the box (in column under the pencil) in front of a demographic row if you wish to edit.

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

Click Save to save changes and exit the student account.

Click Cancel to simply exit the student 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.

• Click on Staff List.

• Click on Export (top right corner), and the format you want. By default, the list includes ... check the Section Details box before clicking Export and selecting the format.

File:WIKI VCAT2 StaffList Export-Section Details.png