Positions

Applicable Roles 

• SchoolFront Support
• HR Administrator
• Business Office
• HR Team

Contents

Creating a New Position

Editing a Position

[Details] Tab

[Staff] Tab

[Ancillary Jobs] Tab

[Pay Modifiers] Tab

[Position Certifications] Tab

[Position Skills] Tab

[Punch Restrictions] Tab

Creating a New Position

1. Navigate to Human Resources > Positions
2. Select
3. Enter values for required fields
   • Fields with a * are required
4. Set other values as needed (described in the Details Tab Fields section below).
5. [Save] to save to exit edit mode, [Cancel] to exit and do nothing

Editing a Position

Single Position

1. Navigate to Human Resources  > Positions
2. Select a row on the grid or the
3. Select on the [Details] tab
4. Populate Required Fields (Indicated with a *)
5. [Save] to validate and save your changes.
6. [Cancel] to exit edit mode and do nothing

Multiple Positions

1. Navigate to Human Resources > Positions
2. Check the rows (positions) you need to edit on the grid
3. Select on grid menu
   

4. Make your changes* (not all fields are mass editable) 
   

   *NOTE: You must check the fields you want changed. The system will skip changes that are not checked.

5. Confirm the count of records you are editing to continue
6. [Update] to save your changes,
7. [Cancel] to close the pop-up and do nothing

[Details: Position Name] Tab

What you set here applies to all Employees listed on the Staff tab.  Some settings can be overridden on the Staff Position record. Settings are described below:

Buttons:

• Edit the Position 

• Delete the Position - NOT recommended, especially if there are active Employees that appear on the [Staff] tab
• Contact support@schoolfront.com for assistance

• Visible when editing a Position
• Saves your updates and closes the edit dialog

• Visible when editing a Position

• Closes the edit dialog without saving changes

Fields:

* Indicates a required field

Title*

• Position Title

Timecard Display Name*

• Enter an abbreviated version of the Position Title (5 Character Limit) to display on the timecard

Substitute Position

• When checked, Employees added to the Position will appear in the substitute finding feature within SchoolFront
• When checked, all other configurable options are hidden except for those in this section

Default Regular Hours Per Day*

• This value is used as the default value for "Regular Hours Per Day" when Staff are assigned to the Position.  It can be overridden on The Staff Position when adding them or editing them afterwards.  "Regular Hours Per Day" defines what a "Day" is (in hours) for Absence Request accrual calculations

State Assignment Code

• Built in list of job assignment codes used for NYS SIRS Reporting.  The enumeration is defined by the state and imported into our system.

Position Classification

• Position Classifications are used by the optional "Appointment Management" feature in SchoolFront and are used to support NYS SIRS Reporting
• Position Classifications are defined by your Administrator during setup in Feature Administration > Human Resources 

Pay Period Group

• Pay Period Groups are defined by your Administrator during setup in Feature Administration > Employee Attendance. They define the duration of a pay period(s) used by the attendance and timekeeping features in SchoolFront
• Select the Pay Period Group from the pull-down list to use for all employees assigned to the position

Pay Type

• Options: Salaried, Hourly, Daily
• Pay Type is a built-in field used by the Attendance and Timekeeping system to classify how employees are paid; it is used for reporting purposes on grids and exports

# Working Months

• Setting this value allows the system to calculate various values (like Seniority) in the Human Resources system of SchoolFront

Export Regular Hours

• Setting this value tells the system to include Regular Hours from an Employee's Timecard in financial system exports within the Attendance and Timekeeping system in SchoolFront.
• By default, only overtime is exported

# of Working Days Per Year

• Setting this value allows the Attendance and Timekeeping system to calculate daily pay rate for employees assigned to the Position

Is Sub Required

• Default is unchecked
• Setting this enables the Attendance System's sub finding feature for employees assigned to the Position 

Allow Staff to request a specific Substitute

• Allows employees assigned to the Position to request specific Staff (designated as subs) 

Employee Can Override Attendance on Timecard

• Default is unchecked
• Checking allows Staff to override attendance information on their timecards
• For departments that empower employees to override absence code information on their timecards

Employee Can Override Event Hours on Timecard

• Default is unchecked
• For departments that empower employees to override Calendar Event Hours on their timecards
• Calendar events from the Staff Position's Work Calendar are automatically added to a timecard
• If a Work Calendar is not assigned to a Staff Position, then this feature should be disabled as it may cause confusion as Calendar Hour overrides on the timecard will have no effect

Employee Can Override Schedule On Timecard

• Default is unchecked
• When checked, employees can override the schedule on their timecards

Employee Can Override Time In/Out On Timecard

• Default is unchecked
• When checked, employees can override In/Out Punches on their timecards and add rows (shifts)

Employee Can Override Ancillary Jobs On Timecard

• Default is unchecked
• When checked, employees can override Ancillary Jobs information on their timecards and add rows (shifts)

Populate Timecard From Schedule

• Default is unchecked
• When checked, Staff assigned to the Position will have in/out punches added automatically from their Work Schedule to their timecard nightly 

Req Pay Rate on Timecard

• Default is unchecked
• When checked, Pay Rate is required on the Timecard

Hide Pay on Time Card

• Default is unchecked
• When checked, the total pay and hourly rates are hidden on their timecard

Employee Can Override Worked Hours

• Default is unchecked
• When checked, employees can override Worked Hours on their timecards

Employee Can Override Lunch Hours

• Default is unchecked
• When checked, employees can override Lunch Hours on timecards

Regular Hours Budget Code

• Set the default Fund / Budget Code for Regular Hours on all Staff assigned to this Position
• The value set here can be overridden on the Staff Position records as well as the timecard 

Is Default

• When checked, the Regular Hours Budget Code above is used as the default when Overtime, Straight Time, Straight Time and Shift Differential budget code defaults (below) are not set anywhere else (Position, Staff Position)
• Note that you can still override the Budget code on the timecard

Overtime Hours Budget Code

• Set the default Fund / Budget Code for Overtime Hours on all Staff assigned to this Position
• The value set here can be overridden on the Staff Position records as well as the timecard (

Straight Time Budget Code

• Set the default Fund / Budget Code for Straight Time Hours on all Staff assigned to this Position
• The value set here can be overridden on the Staff Position records as well as the timecard 

Shift Differential Budget Code

• Set the default Fund / Budget Code for Shift Differential Hours on all Staff assigned to this Position
• The value set here can be overridden on the Staff Position records as well as the timecard (

Approval 1

• Set one of four possible Time Card Approvers from the predefined list 

Approval 2

• Set one of four possible Time Card Approvers from the predefined list 

Approval 3

• Set one of four Time Card Approvers from the predefined list 

Employee Can Approve

• Default is unchecked
• Check only if you want the Employee themselves to approve their own timecards

Please Note: Even if an Employee can approve their own timecard, final approval is still required by the HR Admin, or Business Office user(s)

Only deduct scheduled lunch if the shift exceeds the following number of hours

• Set the worked hours threshold after which the system will automatically deduct lunch on the timecard by the amount set below IF the lunch was set in Work Schedule

Automatically deduct lunch if the shift exceeds the following number of hours

• Set the worked hours threshold after which the system will automatically deduct lunch on the timecard by the amount set below regardless of what's in the Work Schedule

Minutes of Lunch to deduct

• Set the minutes to automatically deduct here
• Note that this value is a default only; the system will only use this value if lunch was not defined in the Work Schedule

Use Time Clock

• Enable the Web App's punch in/out capability for staff assigned to this Position

Use HR Hub Clock

• Enable the Kiosk's (HR Hub) punch in/out capability for staff assigned to this Position

Use Mobile Clock

• Enable the Mobile App's punch in/out capability for staff assigned to this Position

Round Early In Punch To Schedule (Minutes)

• Round early in punches to the scheduled in time when its under this threshold value set here

Round Late In Punch To Schedule (Minutes)

• Round late in punches to the scheduled in time when its under the threshold value set here

Round Early Out Punch To Schedule (Minutes)

• Round early out punches to the scheduled out time when its under this threshold value set here

Round Late Out Punch To Schedule (Minutes)

• Round late out punches to the scheduled out time when its under this threshold value set here

Punch In Rounding Rule*

• Define the increments the system rounds IN punches to when actual punches are outside the above rounding rule minutes OR a Work Schedule is not defined for the user punching in
• 1, 5, or 15 minute increments
• *Required

Punch Out Rounding Rule*

• Define the increments the system rounds OUT punches to when actual punches are outside the above rounding rule minutes OR a Work Schedule is not defined for the user punching in
• 1, 5, or 15 minute increments
• *Required

Minutes Punch In Before Shift

• Set this threshold to report on** Employees that punch in prior to their scheduled Start Time by this value

Minutes Punch In Late

• Set this threshold to report on** Employees that Punch IN after their scheduled Start Time by this value

Minutes Punch Out Early

• Set this threshold to report on** Employees that Punch OUT prior to their scheduled End Time by this value

Minutes Punch Out After Shift

• Set this threshold to report on** Employees that Punch OUT after their scheduled End Time by this value

Please Note: **The Time & Attendance -> Reports/Info -> "Time Card Reports" has columns for "Late In", "Late Out", "Early In", and "Early Out" that use these settings to report on the total minutes early and late for both in and out punches per user / per pay period.

Seniority Accrual

• Overrides the Feature Admin > Human Resources > Settings which determines how seniority is calculated for Appointments**
  • **Only relevant when "Appointment Management Enabled"
• Options:
  • "Real-Time"
    • Default - The system displays a "Seniority Date" for each Appointment adjusted for unpaid Leave of Absences
  • "Accrue Monthly"
    • The system will accrue seniority each month (days) and adjusts the "Seniority Date" for each or the Position's Appointment accordingly by the scheduled days within each month and unpaid Leave of Absences

[Staff] Tab

Employees listed on this tab are referred to as Position Staff.  Add active Employees to this tab to enable Attendance & Timekeeping in SchoolFront.  

KB Article "Add an Employee to a Position's Staff articulates the step by step process for adding users to Time and Attendance.

[Ancillary Jobs] Tab

Ancillary Jobs are non-primary jobs that Staff occasionally perform.  They usually have their own rate * factor and hours worked do not count towards overtime.  Ancillary Jobs listed on this tab are the default list that can be made available to all Staff assigned to this Position. The list can be added to or overridden on the Human Resources > Staff Position > Ancillary Jobs > Tab:

Buttons:

1. Select
2. The system will pop-up the following screen
   
   Figure 2 - Ancillary Job
3. Fill in (at minimum) the required fields above (marked with a *) on the pop-up
   • Fields described in the next section Ancillary Job Fields
4. [Save and Close] to save and close the pop-up, [Cancel] close the pop-up, do nothing

• Select the to edit the Ancillary Job
• Note the field descriptions below

• Select the to delete that Ancillary Job 

Fields:

* Indicates a required field

Ancillary Job *

• Select from a drop-down list of pre-defined Ancillary Jobs in the District

Fund / Budget Code *

• Select from a drop-down list of pre-defined Fund / Budget Codes in the District

Position Staff Job Inheritance: Use or Do Not Use This Job*

• Select from the following Options:
  • Use
    • All Staff Assigned to the Position will have access to this Job when punching in
  • Do Not use
    • Staff with the position will not automatically be assigned this job but, it can be assigned manually 

[Pay Modifiers] Tab

Assign a Pay Modifier Group to the position on this tab.  Pay Modifiers define how the system calculates Weekly / Daily Overtime, Holiday Rate, and Consecutive Day Rules / Rates for Employees assigned to that Position. 

Buttons:

1. Select
2. The system will pop-up the following screen
   
   Figure 3 - Pay Modifier Pop-up
3. Fill in (at minimum) the required fields above (marked with a *) on the pop-up
   • Fields described in the next section Pay Modifier Fields below
4. Select [Save] to save and close the pop-up, [Cancel] to close the pop-up and do nothing.

• Select the to edit the Pay Rate Modifier
  • Note the field descriptions below

• Select the to delete that Pay Modifier

Fields:

* Indicates a required field

Start Date *

• On or after this date, the Pay Modifier is active

Pay Modifier Group

• Select a predefined Pay Modifier Group setup for the district 

[Position Certifications] Tab

Add Position Certifications required for this Position from a subset of the NYS Department of Education's list of supported teacher certifications in NYS.  This list here is for reporting purposes only. 

• Timekeeping > Reports/Info > Position Certifications

Buttons:

1. Select to add a Certification to the list
   Figure 4 - Certification pop-up
    
2. Select [Save] to save and close the pop-up, [Cancel] to close the pop-up and do nothing
   
   Figure 4.1 - List of current Certifications

• Select the to edit a Certification
  • Note the field descriptions below

• Select the to delete that Certification

Fields: 

* Indicates a required field

Certification Area

• Subset of the NYS "Subject Area" grouping from the NYS Certification Requirements website. Imported from a list maintained by BOCES

Certification Level

• Subset of the NYS "Grade Level" grouping from the NYS Certification Requirements website. Imported from a list maintained by BOCES

[Position Skills] Tab

Add other non-certification Position Skills required for this Position. This list here is for reporting purposes only. 

• Time & Attendance > Reports/Info > Position Skills

Buttons:

• Select
  • If the skill you require is missing, email support@schoolfront.com for assistance.

• Select the to edit a Skill
  • Note the field descriptions below

• Select the to delete that Skill

Fields:

* Indicates a required field

Name *

• Skill Name

Description

• Skill Description

[Punch Restrictions] Tab

The system can be setup to flag punches entered on devices not connected to a specific network or where the users' phone is outside an approved location (as indicated by the devices GPS coordinates).

Punches made from devices not connected to an approved network an/or location are flagged in the Timekeeping > Time Punches report AND on the Timecard.

Buttons:

1. Select to edit Mobile App punch settings for all Staff assigned to this Position
   • Note the field descriptions below
2. Select [Update] to save and exit edit more, [Cancel] to exit edit more and do nothing

Fields:

* Indicates a required field

Use the following settings in this section to setup Web and Mobile App network punch restrictions. Punches made from devices not connected to an approved network are flagged in the Timekeeping > Time Punches report AND the Timecard (with a icon next to the punch in question).

Web Clock Must be Connected to Specific Network

• Default is unchecked
• Check to require that users punching in using the mobile app be connected to a specific network
• Select to add an IP Address / Subnet Mask to the list of networks

Mobile Device Must be Connected to Specific Wireless Network

• Default is unchecked
• Check to require that users punching in using the mobile app be connected to a specific network
• Select to add an IP Address / Subnet Mask to the list of networks

Figure 5 - list of networks that users must be connected to otherwise their punches will be flagged in the Timekeeping > Time Punches Report and on the Timecard

The system allows you to setup GPS location restrictions on where users must punch in from otherwise their punch will be flagged in both the Time Punches report and on their Timecard.

Use the following settings in this section to setup these restrictions:

Request that Mobile Device Location Services be ON

• Default is unchecked
• Check to require that location services be enabled on mobile devices connected to this District

Track Mobile Punch Location

• Include the mobile devices GPS coordinates when a Mobile App User punches in/out

Allowed Radius (in Feet)

• Enter a value in feet that the user's phone must be within when punching in/out at: 
  • Their primary work location (mailing address) OR
  • At any of the work locations on the Location Restriction list below (figure 6)
    • Select to add work locations to that approved list
• When the phone is outside the radius, the punch will be flagged as "Outside Location Restrictions" on the Time Punches report and the Timecard (with a icon next to the punch in question)

Track Mobile Punch Location

• Default is unchecked
• Check to record the Punch locations when users punch in / out

Figure 6 - Users are required to be at either their primary Work Location OR at any of the above Work Locations in the above list, otherwise the punch will be flagged