Introduction
Keeping staff and faculty information up-to-date and accurate in PowerSchool is important for various reasons. Schools should be proactive in their efforts to ensure that the contact information (and other details) are checked and updated on a regular basis. This article provides a suggested process for managing faculty information effectively.
Understanding the Monthly Process
If schools are proactive in checking their faculty information in PowerSchool regularly, they should have little issue with maintaining accurate records. The following 3-step process is suggested for managing staff information effectively:
1. Run the School Faculty List SQL report on a monthly basis
2. Check the accuracy of the School Faculty List data
3. Make any changes or updates as required
Running and Using the School Faculty List SQL Report
Please follow these steps on a regular basis to maintain accurate data for staff and faculty in PowerSchool:
1. Navigate to sqlReports from the PowerSchool start page.
2. On the sqlReports page expand the Contact Info category and select School Faculty List (By Primary Role).
3. On the Run sqlReport page, select Submit to run the report.
4. The report will list all staff and faculty currently listed in PowerSchool. Each staff member will appear in a pre-defined category known in PowerSchool as their Primary Role. Click on a "group" header to expanded or collapse the category.
5. Scan the data to see if any information is inaccurate or missing. For example, check staff names and titles for accuracy. Check to see if any contact details are missing. Check to see if faculty members have been assigned to the correct group.
6. If any data is incorrect or missing, contact the staff member to collect the relevant details. Once the information has been collected, click the Edit button to update the staff information in the PowerSchool database.
7. Use the form provided to update staff details, and then click the Submit button to save the changes.
8. Repeat Steps 5-7 for any staff or faculty with missing or incorrect information.
Other Considerations
Confidentiality
Personal information about staff and faculty should never be shared inside or outside the organisation without the express permission of the individual. Work email addresses and work phone numbers are the exception and may be shared internally (within the school) so that staff and faculty can contact each other for school-related purposes.
New Hires
New hires should be entered into PowerSchool as part of the employee onboarding and provisioning process. If new hires do not appear on the School Faculty List, then they should be added immediately. For help with adding new staff members, please contact the Area EdTech team.
Individuals No Longer Employed
Care should be taken to ensure that individuals that are no longer employed are removed from this list. Such individuals should also be deactivated inside PowerSchool. For help with deactivating staff members, please contact the Area EdTech team.
Substitute Teachers
It is recommended that substitute teachers that are used on a regular basis be correctly set up in PowerSchool. Substitutes that are not used on a regular basis may not need to appear on this list. Please use discretion with adding non-permanent staff to your faculty list.
Other Roles
It is recommended that other permanent or fixed-term roles such as drivers, dorm parents, AV specialists, interns, nurses and other miscellaneous roles be added to the PowerSchool database using the Primary Role option labelled "miscellaneous". Such personnel can be added to the database without granting them access to the PowerSchool, PowerTeacher, or Gradebook applications. Keeping contact information for such individuals in the school database can be helpful for various reasons.