Staff Locator

If Campus Human Resources is enabled, the Staff Locator is not available. See the following article for more information:

Campus SIS Integration with Campus HR


PATH: Census > Staff Locator

The Staff Locator should be used to add new employees. The Staff Locator searches the local district database for the person or if the district is linked to a State Edition of Campus, the local district and state databases. This prevents creation of duplicate people and employment records. 

This article includes the following topics:

The Staff Locator searches all people in an effort to prevent duplicates.

Add/Search for Staff Members in Campus

The first step in using the Staff Locator is to search for the staff member to see if the person already exists within Campus. This step is important as it helps to prevent duplicates within the system and if the person is not found, allows you to easily create a new staff member.

You must enter at least the Last NameFirst NameGender and/or Staff State ID of the person being searched. Locator logic searches for any person matching in the local district database. If your district is linked to a State Edition of Campus, both the local district and state databases are searched. 

Enhanced Functionality for Campus Cloud and Cloud Choice Customers

Campus Cloud and Cloud Choice customers have enhanced Staff Locator functionality, allowing the tool to search for and identify people based on first name synonyms.

For example, a user searching for 'Henry' will also include search results for the first name of 'Hank' or 'Henry'. Likewise, a search for 'Hank' will return results for 'Henry' or 'Hank'.


Assigned Tool Rights to Census > People > Demographics apply when searching and viewing staff information (staff numbers, staff birth dates, etc.).

Add/Search for New Staff Members

  1. Enter search criteria within all available fields. Users must enter at least the Last Name, First Name and Gender, or Staff State ID of the person being searched. Locator logic searches for any person match on the local district database. If the district is linked to a State Edition of Campus, both the local district and state databases are searched. 

    For security reasons, this tool will only utilize the last 4 digits of a person's Social Security Number (SSN)

  2. Select the Search button. Matching search results will appear in the box on the right. 

  3. If matches are found, see the Matching Staff Members Found section for additional steps.
  4. If no matches are found, see the No Matching Staff Members Found section for additional steps.

If an existing person in Campus, whether a student or parent, becomes a staff person, a new Identity record is added for that person once the staff record has been completed.

No Matching Staff Members Found

If a matching person is not returned in a Staff Locator search (indicating he/she does not exist in the district or state (if linked to a State Edition), the new staff member can be added by clicking the Create New District Staff button.

The warning message displayed in the image above (Image 3) only appears in state-linked District Editions.

Matching Staff Members Found

If a person is returned by the Staff Locator search, the district and/or state database already contains records for that person.

The result area will display information on potential matches, including the name, Staff State ID, gender, birth date and the percent match of results compared to search criteria. If the staff member is already employed within the district performing the search, an arrow will appear to the left of his/her name. A person is considered an existing staff member if he/she has ever had one of the following: Staff State ID, Local Staff Number, District Employment record and/or District Assignment record.

 Click here to view detailed information about how the Percent (%) column is calculated

The Percent (%) column is calculated as follows:

  • Match % = (X/Y) * 100
    • Where Y = Number of fields populated for the search, X = Number of fields that matched the person and any associated identities (A single field value matching identities only provides a single point).

For example:

  • User entes search criteria of Last Name, First Name, Gender, State ID, and Birth Date.
    • Y = 5
  • The actual person has two identities:
    • First name matches on one identity (+1)
    • Gender matches on two identities (+1)
    • Last Name matches on two identities (+1)
    • Birth Date matches on two identities (+1)
    • State ID does not match on person (+0)
      • So X = 1+1+1+1+0 = 4
  • So the Percent Match = (4/5) * 100 = 80%

NOTE: Ranking comes after match filtering. When the State ID and or Gender fields are used for searching, records that do not match are excluded from the list. For all other fields, results will appear as long as at least one of those field values match.

Hovering over a person's information in the search results list may display the last district within the state in which he/she was employed, if the state system preference allows display of this information. Please refer to the State-Level System Preferences for more information.

Clicking on a person match within the results window will either direct the user to the New Staff editor to employ the person as a staff member for the first time in the district or direct the user to the Demographics tab of the person if he/she is already a local staff member.

New Staff Editor

The staff member's Demographics information can be modified on the next New Staff editor screen, if the match selected has never been staff member in the local district.
 
Upon clicking the Save button, the person will have a new employment record within the district. 

Fields available in the Employment Information editor will vary by state.

Upon clicking Save, the system will check to see if that staff member has been assigned a Staff State ID. if the district is state-linked and the state has enabled the Staff State ID Generation system preference. Information entered on this screen will be saved to the Demographics and District Employment tabs of the new staff member.
 
After saving, the user will be transferred to the Demographics tab. The Staff State ID will display in the Person Identifiers editor.

Staff Locator Employment Validation

Logic exists within the Staff Locator to check for District Employment records, District Assignment records, Staff State ID and/or Local Staff Number related to the person being searched within the local database and/or state database. A message will appear at the bottom of the record if an employment record already exists.

For more information on district employment validations, see the District Employment page.

Assign Staff State ID when Creating New District Employment Record

When a user attempts to add a new district employment record for a person who does not have a Staff State ID in a state-linked district and the state has enabled the Staff State ID Generation system preference, a verification window will attempt to transfer the user to the Staff Locator:

If the user is employing the person as a staff member, he/she should always allow the transfer to the Staff Locator by clicking OK.

Assign Staff State IDs when Creating New District Assignment Record

When a user attempts to add a new district assignment record for a person who does not have a Staff State ID in a state-linked district and the state has enabled the Staff State ID Generation system preference, a verification window will attempt to transfer the user to the Staff Locator:

If the user is employing the person as a staff member, he/she should always allow the transfer to the Staff Locator by clicking OK.

Assign Staff State IDs through the Census Import Wizard

This functionality may not be available in all states.

The Census Import Wizard has the ability to import new staff members to the state level as part of a Staff Demographics import.

Import staff data, including Staff State ID Number

  1. Set the Import Type to “Staff Demographics.”
  2. Choose whether or not to end existing assignments, as necessary, by marking/unmarking the End Assignment checkbox.
  3. In the Work to Perform field, select the “Load Partial” option.
  4. Click Choose File, select the proper file and click Upload to add the staff demographic information from the file to the state database.

Please see the Assigning Staff State IDs in Districts Not on a Campus State Edition section in the following Staff State ID Logic section.

Import Staff Information (State Import Wizard Tool)

This functionality may not be available in all states.

When staff information is imported through the state-level Import Wizard tool, it first attempts to import to an existing person record, if one exists. The import attempts to match on Staff State ID.

Existing Staff State ID

When a matching Staff State ID exists, the system verifies general person information (lastName, firstName, gender, birthdate, SSN nulls match, middleName nulls and first initials match).

No Existing Staff State ID

If no existing Staff State IDs match those of the staff to be imported, the system attempts to match primarily on general person information (lastName, firstName, gender, birthdate, SSN nulls match, middleName nulls and first initials match) instead of Staff State ID.

For the information to be imported, only one match can be returned. Otherwise, the system will classify the results as ambiguous and will NOT import the information.

Create Staff State IDs for Third-Party Districts

In a State Edition installation, the state is the arbiter of Staff State IDs for all districts in the entire state. In the event that a district within a Campus-implemented state is not actually using Campus, it will need to use an alternate method for receiving Staff State IDs.

This may be done through use of file imports/uploads and exports/extracts.

Assign Staff State IDs in Non-Campus Districts

Scenarios will vary, but the general process for assigning a Staff State ID to a third-party districts is as follows:

  1. Data from the third-party district is uploaded into the Campus State Edition.
  2. A Staff State ID is generated by the Campus State Edition.
  3. An extract is produced that returns a Staff State ID and other identifying information to link the Staff State ID to a staff member.

Consider the way the system handles the following scenarios:

Example A: The staff record is provided in the import, but a Staff State ID is not included.

Example B: A staff record is provided in an import, and a Staff State ID is included. The Staff State ID does not exist in the State Edition (only in the import file).

Example C: A staff record is provided in an import and a Staff State ID is provided with the record, but the Staff State ID is already in use for a staff member in the state.

Assign Staff State IDs in Districts Not Linked to a Campus State Edition

For Campus districts not connected to State Edition of Campus, the Staff State ID field is unlocked and available for manual data entry, however, no Staff State IDs will be auto-assigned.

Automatic generation of Staff State IDs is NOT possible in districts that are not connected to a State Edition installation. In such scenarios, Staff State IDs can only be entered manually.

The district will receive a Staff State ID from the state and should manually enter that number in the Staff State ID field. No validations occur, and if the user makes a mistake in entering the Staff State ID, it can be corrected by manually modifying the number at any time.

Feedback