Staff Profile - Main Page

In the Identity section, you see details like the staff member's name, preferred name, sex, DOB, Ethnicity, Religion and Identification. To view this section, you need the Staff Profile: All Staff: View Basic HR Details permission. To make changes to these details, you require the Staff Profile: All Staff - Basic HR Administration permission.

To record missing details in the Identity section:

• Click the green +Add button
• Select what you want to record. Options include:
   
  • Identification Document
  • Nationality
  • Former name
  • Country of Birth
  • School ID card
• Complete the details you want to add on the slide over
• Click Save Changes

To edit existing details, like a name, preferred name or date of birth:

• Click on what needs editing

• On the slide over, click the orange Edit button
• Update accordingly
• Click Save Changes 

To mark a staff member as deceased: 

• Click the row containing their Date of Birth
• On the slide-over, click the 'Mark as Deceased. 

Note: If no date of birth is listed, add a date of birth first, then click on it to see the Mark as deceased button.

Use the Staff Contact Details section to manage the staff email addresses, phone numbers and postal addresses. To view this section, you need the Staff Profile: Contact Details: View permission. To make changes to these details, you need the Staff Profile: Contact Details: Administer permission.

To record new contact details:

• Click the +Add button
• Choose what you want to record. Options include:
   
  • Email address
  • Telephone number
  • Postal address
    
    
     
• On the slide over, record the new contact details
• Click the green button to confirm

You can now view the new details listed in the Staff Contact Details section of the profile.

To edit or remove an existing entry:

• Click on the thing you want to change
• Click the orange Edit button on the slide over
• Make your changes (if applicable)
• Click Save Changes to confirm your edits or click Delete to remove the entry completely

Use the Next of Kin area to view and manage a staff member's family details. To view this section, you need the Staff Profile: All Staff: View Basic HR Details permission. To make changes to these details, you require the Staff Profile: All Staff - Basic HR Administration permission.

Clicking on an entry in this section will display a slide-over with basic details about the family member. You can see full details of next of kin, including how to delete them, here: How to add, edit or delete Next of Kin for staff

When a next of kin is added with a contact number, they are set as the emergency contact for the staff member. These can be viewed quickly at the top right of the profile.

Use the Future, Current and Former Business Roles sections to see an overview of the roles assigned to a staff member.  The Former and Future Roles sections only display roles with end dates in the past (Former) or with future start dates (Future). The Current Roles area shows that no role is assigned.

To view these sections, you need the School: Permissions: View permission. To make changes to these details, you need the School: Permissions: Administer permission.

To view the permissions within a business role, click on the role, then click More Information on the slide-over.

To end a business role, edit the dates or delete it completely:

• Click on the role
• On the slide-over, click on Edit
• Make your changes (if applicable)
• Click Save changes to confirm your changes or Delete to completely remove the role.

Use the User Details section of the profile to view, manage, and edit the login details for staff members in Arbor. To view this area, you need one of these permissions:

• School: General Admin: Administer
• School: User Accounts: View
• Staff Profile: User Details: View

To make edits to these details, you need one of these:

• School: General Admin: Administer
• School: User Accounts: Administer
• Staff Profile: User Details: Administer
   

Clicking on the username listed opens a slide-over with details of their email and non-email usernames, account status, and recent logins. On this slide, you can:

• Reset their password for Arbor by clicking the green "Reset Password" button. An email will be sent to the staff member with a password reset link that is valid for 96 hours.
• Manually set their password by clicking the grey' Change Password' button. Add and confirm the new password using the text boxes on the slide-over, then click the green "Change Password" button.
• Change their non-email username by clicking the grey 'Change username' button. Replace the current username in the text box and click the green Change username button to confirm the edit.
• Revoke staff access to Arbor to prevent them from signing in by using the red 'Disable account' button. This does not delete the staff member, but it does stop them from signing in, even if they have an active business role. Once disabled, you will see (Account Disabled) next to the staff member's username.

The Transportation section provides information on transportation methods and motor vehicles used by the staff member. To view this section, you need the Staff Profile: Transportation: View permission. To make changes to these details, you need the Staff Profile: Transportation: Administer permission.

To record new transportation details:

• Click +Add to add
• Select what you want to add to the pop-up. The options are:
  • Add motor vehicle
  • Add a transportation method
• Add the relevant details on the slide over
• Click Save Changes

When adding a transportation method, you can also add a note. You can see how to update transportation for all students and staff, or add more options here.

Here you can specify when a staff member works. For more information on how working periods work, please refer to this article.

You'll need the Staff Profile: All Staff: Basic HR: View permission to see this section, and you'll need the Staff Profile: All Staff: Basic HR Administration permission to make any changes.

Click +Add to record the staff member's working periods on the slide over. Click on an existing working period and then Edit on the slide-over to change or delete a working period.

Use the Absence section to see the number of absences the staff member has had during the current academic year. You need the Staff Profile: Absence: View to see this section. Click on the academic year to see further details on that year's absences.

The staff members' current qualifications and checks can be viewed in the Qualifications & Checks section. You'll need the Staff Profile: All Staff: Basic HR: View permission to see this section, and you'll need the Staff Profile: All Staff: Basic HR Administration permission to make any changes.

You can find more on managing these here, too: Logging checks on the staff profile

Click on a specific qualification/check to open a slide-over with further details. On the slide over, an attachment can also be uploaded to a particular qualification/check in the Attachments section.

To add either a qualification or check on the staff member's profile:

• Click the green +Add button
• Select what you want to add. Options include:
   
  • Professional Qualifications
  • Any Checks set up under School > All Staff > HR Admin > Checks > Manage Check Types
• Enter the details of the qualification or check on the slide over
• Click the green Create button

The Language Abilities section shows the native and other languages that have been recorded for a staff member. You'll need the Staff Profile: All Staff: Basic HR: View permission to see this section, and you'll need the Staff Profile: All Staff: Basic HR Administration permission to make any changes.

To add a new language,

• Click the green +Add button
• Update the slide over with the language ability details, including:
   
  • Language - Use the dropdown to find and select the relevant language
  • Proficiency - Use the dropdown and set to Fluent, Basic, Intermediate or None
  • Options - use the tick boxes to specify whether the following apply, yes or no:
     
    • First Language
    • Native language
    • Speaks language
    • Understands language
    • Is spoken at home
  • Notes - record any notes/comments you want to leave
• Click Add Language Ability to confirm your choices

Clicking on a language in the overview displays a slide-over with the ability the staff member has in that specific language. 

To make changes to a language ability record or delete it:

• Click the ability
• Click Edit on the slide over
• Make your edits (if applicable)
• Click Save Changes or Delete

The Medical & Dietary Requirements section lists the staff members' medical and dietary information. You'll need the Staff Profile: All Staff: Basic HR: View permission to see this section, and you'll need the Staff Profile: All Staff: Basic HR Administration permission to make any changes.

Clicking on one of the items in the list opens a slide-over with further information on that entry. Documents relevant to specific medical conditions or dietary requirements can be uploaded in the Attachments section of the slide-over.

To add more medical/dietary requirements:

• Click the green +Add button
• Select what you want to add. Otiosn include:
   
  • Impaiments
  • Dietary Requirements
  • Medical Conditions
  • Medical Events

To edit an existing entry:

• Click on the specific medical or dietary requirement
• On the slide over, click Edit
• Make your edits
• Click Save Changes

In the example below, I am adding a dietary requirement. In this instance, you can add a corresponding medical condition. Please note that when editing or removing the dietary requirement, the medical condition must be amended or deleted separately.

The Employment & Financial section gives a quick overview of the current contract(s) associated with the staff member. To view details in this section, you need the Staff Profile: All Staff: View Contract Details permission. To make changes to this section, you need Staff Profile: All Staff: Contract Management.

Click on a contract or bank account to see and edit further details. 

To record new details in this section:

• Click +Add
• Choose what to add. You can choose to add:
   
  • A contract - this option opens a new page where you add the contract details. More on this here
  • A bank account - this opens a slide over
• Enter the relevant details
• Click the green button to Save your choices

This section shows court orders linked to the specific staff member. To view details in this section, you need the Staff Profile: Legal: View permission. To make changes to this section, you need Staff Profile: Legal: Administer.

To add a court order:

• Click the '+Add' button
• Update the slide-over with the court order's details, like:
   
  • Any Additional parties you want to link to this court order
  • A Summary of the course order (required)
  • The Effective and End dates of the course order
  • The Content of the order
  • Whether to Disable access to Arbor for all guardians associated with this court order
• Click the green Create Court Order button to save

You can see more information on Court orders here: Court Orders and stopping guardians from logging in