All Personnel Files: District Personnel File Management

Applicable Roles

• Any SchoolFront role that has been assigned access to the folder section

Contents

Grid/Column Definitions

Search and Filter

View/Download Files

Editing: File Names, File Location, Delete Files

PDF Packages, Zipped Package Files, Purge Files, Export Files

Additional Resources

Grid/Column Display and Definitions

Staff ID - The employee's ID number that is entered during district onboarding

Employee Name - As the employee's name appears in SchoolFront and throughout the district

File Name - The name of the digital file

Human Resource Folder Name - Where the file is contained in SchoolFront

Retention Period (Years) - Established with your Administrator or Solution Architect during district onboarding

File Expiration Date - The date the file is set to expire

Expired - If checked, the file is expired

Bargaining Unit - Display of the employee's associated bargaining unit, otherwise this will be left blank

Work Location - The location where the employee works

Active Status - If the employee is active, this is checked; if the employee is inactive, it will be unchecked

Employee Title - The employee's position title 

Filed Date - When the document was filed into the personnel folder

Editor Name - Who filed the document

Date Last Edited - The last time the document was edited in the personnel folder

From QR Coded Scan - Indicates if the document originated from the district-initiated cover sheet scan

Legal Action - If there is Legal Action associated to the employee's record, this will be checked

Assignment End Date - The date the current assignment ends

Hire Date - Employee's date of hire

Last Benefits Date - The last date of benefits coverage for separating employees or employees dropping coverage

Longevity Date - The date the employee was added to the longevity list and from which their longevity is calculated, if they were originally hired into a non-longevity eligible position

Original Hire Date - Differs from the Hire Date column if the current position is not the original position the employee was hired for

Permanent Date - The date the employee became (or will become) permanent with the district

• For Civil Service Staff, this is the date upon completing their successful probationary period
• For Instructional Staff this is their Tenure Date or the day they will be eligible for Tenure after their probationary period

Search and Filter

Tip: For more information about saving grid data and column layouts, see Creating Reusable Grid Data "Searches" (Views) and Create a Custom Layout (Column Sorts and Filters) for Records in a Data Grid

1. To filter, click the funnel at the top of any column you wish to find and filter your results by

2. Enter your criteria in the pop-up window (Note: Depending on the column you are filtering, the filter option example below may differ; see Filtering Records in a Data Grid for more information on different column filter types)

   

3. Click Apply to view the results

   

View/Download Files

1. To view an individual file, click the paper icon in the far-left column

   

2. The document will open in a separate PDF browser window for further actions as needed (download, print, etc.)

   

Editing: File Names, File Location, Delete Files

1. To Edit the File Name or File Location - click the pencil icon

   

2. The Edit Personnel File pop-up will display

   

   1. To Edit the File Name, click in the text bar to add/change the displayed information of the file's name
   2. To change the location of a file to a different Personnel Folder, select the new destination from the drop-down
   3. Click Save Changes to save; Click Cancel to back out without saving

3. To Delete a File, click the Red X (Please Note: Deleting Files is IRREVERSIBLE and PERMANENT!! Proceed with caution!)

   

4. The Confirm File Deletion pop-up will display

   

5. Click Confirm Deletion to delete the file; or click Cancel to back out and do nothing

PDF Packages, Zipped Package Files, Purging Files, Export Files

PDF Package

1. Check boxes of each line item to be included in the PDF Package

2. Click PDF Package

   

3. The documents will open in a separate PDF browser window for further actions as needed (download, print, etc.)

Tip: Utilizing the PDF Package action is exceptionally efficient for gathering information requested by an auditor when a district is being audited. 

It allows the district to quickly gather the requested information without pulling huge paper files and only provides the auditor with only what was requested. 

Zipped Package

1. Check boxes of each line item to be included in the Zipped Package

2. Click Zipped Package

   

3. The files will download and display the following options to open or save them to your device

   

Purge Files

Please Note:

Purging Files is an irreversible action and Files cannot be recovered once purged! Proceed with caution!

1. Check the boxes of each line item to be purged

2. Click Purge

   

3. The Purge File Confirmation pop-up will display

   

   1. Enter the number of selected records
   2. Enter Notes about why these are being Purged
   3. Click Confirm to complete the Purge; Click Cancel to back out without purging

Export to Excel

1. Check boxes of each line item to be included in the export

2. Click Export

   

3. All data from the grid columns will export into an Excel spreadsheet which you can save and modify from your local computer

Additional Resources

To Manage Files in Folders: Manage Files in Personnel Folders