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Personnel Folders - Managing and Security

Allyson Ryan
  • Updated

Electronic personnel folders are identical to paper folders, with folder-naming and color coding for easier translation of the paper-form to digital-form. After a standard set of folders is defined for the district during district on-boarding/configuration, existing paper documents can be scanned and imported into the digital personnel files, and formerly-paper intensive processes can be done paperless. The following documentation describes how to set up, manage and secure electronic personnel folders in SchoolFront.

Applicable Roles

  • Administrator or Solution Architect ONLY

Contents

Setting up Your District's Electronic Personnel Record Folder Structure

Editing Folders

Security Options

Permissions

Personnel Record Folder Structure

  1. Navigate to Feature Administration
  2. In the Human Resources section, select Personnel Folders:

  1. Select the New Personnel Folder link at the top of the grid.

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  1. Folder Name - Enter a Name for the Folder
  2. Select the Tab Color for the Folder - Selection of the colors of these folders will be consistent throughout the district
  3. Enter the Display Order for the Folder - What order the folder should appear in along with the other folders
  4. Enter a Folder Description - Can be duplicate of the folder name, or this can include a more detailed description of the contents of the folder 

  1. Parent Folder - If this folder is to be embedded in another, already existing folder, select a Parent Folder from the drop-down menu. If this folder is a standalone folder with no parent, leave the selection blank Parent Folders must be added to the system first or they will not appear in the drop-down menu. 
  2. Security Settings - Select checkboxes "Visible to..." to allow Read-Only access to this folder's contents
  3. Click Insert
  4. Repeat these steps for each folder you want to add to the system

Note: After the digital personnel folders are created, you can set the destination folder (storage location) for digital salary notices.

Editing Folders

  1. Select a folder by clicking the magnifying glass to the left of the folder name:

  2. Select “Edit” to change the Folder Information that was created in steps #4-9 in Personnel Record Folder Structure. 
  3. Security Settings* - Check or Uncheck the following for Read Only visibility to Folder:
    • Visible to Employees
    • Visible to Manger/Supervisor
    • Visible to PD Supervisors
    • Visible to Attendance Supervisors
    • Visible to Evaluation Supervisors
    • Visible to Supervisor(s)2-6

*These settings were available upon the creation of the folder but are editable here as well.

Personnel Folder Security Options

According to your District/BOCES security policies, users have the ability to assign various staff roles or individual users to different personnel folders. For example, if your district has a Benefits Coordinator, you can grant them Read/Write Permissions for them to see only the information contained in the Benefits Folders of all employees. 

Permissions

  1. To grant folder permissions to individuals/roles/groups, select the "Permissions" tab:

     

  2. Select "New Permission"
  3. When the File Folder Role Permission window opens, enter the necessary information for the role-based permissions you'd like to associate with the folder and click "Save"

Permissions can be assigned by the following drop-down selections:

  • SchoolFront Role
  • Attendance Group
  • Department
  • Bargaining Unit
  • Employee Group

Note: Write permissions allows a user to utilize "Print to SchoolFront" to add items into a folder without seeing file folder contents. 

 

 

 

 

 

 

 

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