Add Employee

Security Actions in User Management

• A user must have a category of Staff-Program Human Resource Master-Action Delete A Perm (Program Level Permission) to allow the Delete button to show-Delete a No Access it will not allow the Delete button to display.

• With the Staff→ Human Resource RW→ SSN → Insert permission, you can hide the SSN in the Human Resource Master after the first input of a new person. When you are making a "New" person and you save it, the SSN will gray out and then when you do Prev/Next, the SSN area will disappear.

• A user must have the action of Update Contact Information set to blank in order to access the tabs at the bottom of the Human Resource Master. If the action is set to Update the user will only have access to the Demographic tab.

Video

Adding an Employee video

Menu Location

On the left navigation panel, select Human Resources > Human Resource Master.

Setup Options

Select School Year - For school year 19/20, 2019 would be displayed. The default value is ALL because when you are entering a new employee, you may want to see returning personnel to update instead of requiring a new employee record.

Enter District Code - Default value will be your district.

Enter School Code - Default value is ALL. This is recommended so that changing of or adding new contracts can be done without changing setup values.

Home Base - Default value is ALL.

Include Substitutes - Default value is YES.

OK - Click to continue.

Cancel - Click to cancel box.

To find definitions for standard setup values, follow this link: Standard Setup Options.

Demographics Tab

Adding a New Employee

New - Click the "new" button at the bottom of the screen.

Note: The Resource Master screen will have the following fields with RED letters for the label--Name, Staff ID, SSN, Gender, Date of Birth. These are critical fields that are required for a new employee record to be created. Additional information will be required for data submission to the DOE for PEP.

Name - Click in the field and a new popup will appear. Enter First Name, Middle Name, Last Name and suffix (if applicable).

Close - Click ok for Name field to be populated.

Staff ID will be automatically generated at this time.

SSN - Click the field for the data entry popup to appear.

NOTE - The generate temporary SSN popup will appear. Click Yes to generate one. Click No then enter the SSN for the employee. In place of a SSN, the staff members State ID can be entered instead.

Close - Click "close" for the SSN field to be populated.

Gender - Click in the box using the drop down list.

Date of Birth - Click this field and use the calendar selection process to select the employee's date of birth.

Close - Click this field for DOB field to be populated.

Save - or continue entering the information in the other remaining fields. Refer to the PEP data requirements below to determine what additional information will be needed for DOE submissions.

Separation Date

• Add a date that the staff member is terminating employment. This is similar to a leave date for students in Student Master except that PEP defines the end date as the last day an employee is assigned work. Student leave dates are the day after their last day of attendance at the school.

No security assigned: When an employee is given a separation date, and if there is no username and password in User Management assigned to the employee, you will get the statement, "No Security Records Found for this Employee."

Security record: When a separation date is assigned, you will then be get the question, "This will immediately inactivate any access the user has to the JCampus system. Do you wish to inactivate this user in security?" You will need to answer Yes or No.

• Then, choose the separation reason and add a comment if necessary; close the box and save the record.

Additional Demographic Data Elements Required for PEP Submissions

Cert Info - Certification Information. Enter information in the Active Certification section--Type, Number, Suffix, and/or Exception. Also, you can import a teacher`s certificates by clicking on the TeachLA button.

Obsolete - Enter the type and code. Use the CTRL key to select multiple values of each category. Note: This is an older way of identifying the function of an employee (object/function) and some payroll vendors still use this field.

General Ethnic/Religion - Select whether employee is Hispanic/Latino or Non-Hispanic/Latino

Applicable Ethnic - Select either 01 American Indian or Alaskan Native, 02 Asian, 03 Black (Not Hispanic), 04 Hispanic (not required if employee is Hispanic), 05 White (Not Hispanic) or 06 Native Hawaiian or Pacific Islander. Multiple ethnic indicators can be selected.

Highest Education - Information required for all employees

Retirement Code - Select retirement system from list

Payroll ID - You may type in this information if you have the security in User Management.

Status Code - Select code from list

Highly Qualified - Enter up to 14 areas in which a certified employee is highly qualified. Each area requires a Method by which HQ was determined.

Retiree CD - Indication of whether a return-to-work retiree salary is with/without salary limits or caps

Change User - Employee who made recent change(s).

Change Date - Date employee made change(s).

Comments - Other comments.

Education Tab

Delete - Delete information in this row

Title - Title of degree

Type - Type of certification

Conferring Date - Conferring date

Degree/Cert No - Degree/Certification number

Funding Source - Funding source

Institution - Institution name

Instr Type - Instructional type

Specialization - Special certification

Postsecondary - Secondary certification

Course Work - Course work taken

GPA - Grade point average

Non Course Ed Program/Staff Dev. Act - List Non-Course Educational programs and Staff Developments attended.

Outcomes - Outcomes of these programs

Distinctions - Distinction awards

Honors and Awards - Names of honors and awards

ID System - ID system of institution

Address/Contact - Address of institution and contact information

Ed Program/Staff Development

Program Support

Rid -

Save -

Key -

Qualification Tab

Delete - Click to delete information in this row

Credential Type

Non Educator Credential Type

Non Teaching Credential Type

Teaching Credential Type

Teaching Credential Basis

Credential Authorized Function

Authorized Instruction Level

Teaching Field or Area Authorized

Fee Amount

Fee Payment Status

Fee Payment Date

Program Sponsor

Credential Description

Date Credential Requirement Met

Credential Issuance Date

Credential Expiration Date

Initial Credential Issuance Requirements

Induction Program Mentor

Credential Renewal Requirements

Number of Units Required for Credential Renewal

Credential Renewal Units Attempted

Staff Advisor for Credential Renewal

Credential Renewal Date

Background Check Type

Background Check Completion Date

Assessment Information

ID System

Institution Information

Save

Rid

Key

Prior Experience

Public Service

Related Traveling Experience

Other Interests

Publications

Internship/Apprentice

Membership

Employment Tab

Delete - Click to delete information in this row.

Institution

Business Type

Start Date

Teaching Assessment & Level

Employment Nature

Status

Seperation Reason

Contact Information

Supervisor and Mentor

Entry Information

Salary Compensation

Benefit Compensation

Benefit Contributions

Beneficiary

Payroll Info

Tax Withholding Info

Attendance Status

Grievances

Save

Record No

Key

Confidential Tab

Bottom

Bottom Tabs

Demographics

Education

Qualification

Employment

Confidential

Bottom Buttons

Delete - Click to delete information.

New - Click to add new employee/information.

Save - Click to save information.

Prev - Click to see previous employee.

Next - Click to see next employee.

Setup - Click to go back to the Setup box.

Print - This will allow the user to print the report.

Help - Click to view written instructions and/or videos.

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