Adding, or Deactivating, Staff Members In PowerSchool

Guidelines for Adding a Staff Member

Each individual currently or previously employed at a school in the district must have a Staff Record in PowerSchool.

• Active Staff Records are for currently employed staff.

• Inactive Staff Records are for previously employed staff.

Preventing Duplicate Staff Records

Before entering staff into PowerSchool, take the following steps to avoid creating duplicate records:

1. Verify Previous Employment: Ask the staff member if they have ever been employed at a school within the district, including any inactive or transferred schools.

2. Confirm Prior School Name: Obtain the name of the prior school to help verify if a PowerSchool Staff Record already exists.

Data Entry for New Staff Member

Please make sure you have verified and input the following fields:

• Last Name, First Name, Middle Name***: Enter the staff member's legal name as written on their birth certificate. Note: Use initials for the middle name only if there is an initial on the birth certificate.

• Preferred Name: Enter the staff member's preferred name or nickname, if applicable.

• Email Address*: Enter the staff member's school email address.

• Title*: Enter the staff member's title (e.g., Principal, Guidance Counselor, Nurse, Assistant Principal, etc.).

• Gender*: Select the staff member's gender (Male (M) or Female (F)).

• Ethnicity*: Select the ethnicity as reported by the staff member.

• Race*: Select the race as reported by the staff member.

• Reporting Ethnicity*: Select the reporting ethnicity as reported by the staff member.

• Teacher Number*: This is the unique number automatically assigned to the staff/teacher in the district's PowerSchool database. Do not change or edit this number.

• StatePrid (Cert #)*: For certified teachers and staff, enter the teacher's educator certificate number.

• Homeroom (required for Teachers): Enter the user's homeroom number.

• HomeSchool*: The staff member's school name will display as read-only.

• Lunch ID (optional): Populate this field only if the school uses PowerLunch in PowerSchool.

• Home Phone #*: Enter the staff member's home phone number. Format: 803-123-4567 or (803) 123-4567.

• School Phone #*: Enter the staff member's school/office phone number. Format: 803-123-4567 or (803) 123-4567.

• Street*: Enter the staff member's street address.

• City, State, Zip*: Enter the staff member's city, state, and zip code.

• SSN: The SCDE recommends not populating this field.

• DOB*: Enter the staff member's date of birth. Format: MM/DD/YYYY.

• Staff Type*: Select “Teacher” only for staff members who are teaching a class. All other staff members should be coded as Staff, Substitute, or Lunch Staff. Select the type from the dropdown.

Note: This is an opportunity to input CRDC Data at the bottom of the, "Staff Demographic" Page.

Creating a New Staff Record or Activating an Existing One

1. On the PowerSchool Homepage, select People from the left side vertical navigation.

2. Under People, click Staff > New Staff Member.

3. Enter the information of the staff member and click Submit.

4. Review the list of potential matches:

   • If the staff member appears in the list, verify that the last name, first name, and previous school match.

   • Note: Clicking on any name in this list will automatically activate the staff record and associate it with your school. If this is done, it will need to be corrected. Please contact CIE for further instruction.

5. If the record is a verified match, click on the name. You will be redirected to the Security Settings page for the existing staff record. This page will be updated later. For now, click on the Information page and wait to proceed with further data entry.

6. If no match appears, click Create to make a new staff record and proceed with data entry.

Deactivating Staff Members

Deactivating Staff is an essential process that ensures that only current and active personnel have access to the system. This helps maintain the integrity of the data and protects sensitive information within the platform.

Reasons for Deactivating Staff

There are several reasons for deactivating staff members in PowerSchool, including:

- Termination of Employment: When an employee leaves the organization, their access should be revoked.

- Role Change: If a staff member transitions to a different role that does not require access to PowerSchool, deactivation is necessary.

- Temporary Leave: For staff on extended leave, it may be prudent to deactivate their account until they return.

Steps to Deactivate Staff

The process for Deactivating Staff typically involves the following steps:

1. Access the Admin Panel: Log into your PowerSchool account with administrative privileges.

2. Navigate to Staff Management: Locate the staff management section where you can view all active accounts.

3. Select the Staff Member: Find the staff member you wish to deactivate by searching or scrolling through the list.

4. Deactivate the Account: Click on the option to deactivate the account, ensuring you confirm the action when prompted.

5. Review Changes: After deactivation, check to ensure the account is no longer active.

Best Practices

To ensure effective deactivation of staff in PowerSchool, consider the following best practices:

- Regular Audits: Conduct regular audits of staff accounts to identify those that need deactivation.

- Communication: Inform staff members about the deactivation process and any implications it may have on their roles.

- Documentation: Keep records of all deactivations for compliance and review purposes.

By following these guidelines, organizations can maintain a secure and efficient PowerSchool environment while ensuring that staff management remains organized and up-to-date.