Staffing Proformas

Using Staffing Proformas to collect Staff data

Staffing Proformas can be a good way to collect your staffing data (ie: which teacher you would like to teach each Activity) from your Heads of subjects / Heads of Departments (HoD) / Heads of Faculty.
It takes the information you have entered on your Curriculum Diagram, and creates an Excel file to send to each HoD.   The HoD then enters the initials of the teacher s/he wants for each activity, and returns the Excel file to you.   You can then import it into your Curriculum Diagram, and those teachers are automatically added to the Curriculum Diagram.    This improves accuracy, saves your time, and involves your HoDs.

For more details, go to 'Activities -> Staffing Flowchart -> Set-up Departments" and say which teachers are offering some lessons of Maths, English, etc (for all departments).
Then go to 'Activities -> Staffing Flowchart -> Distribute and then Import Staffing Proformas' and click on the 'Help' button for an explanation of what to do.
Any questions, let us know.

Some common questions:

1) What happens if a HoD leaves a lesson blank/unstaffed ?
If a HoD leaves a lesson blank/unstaffed, then when you import his/her Excel file, no change will be made to any existing staffing for that lesson.

2) Since I sent my HoDs their Excel files, I have changed my Curriculum Diagram - is this a problem ?
The proformas only work if no changes have been made to the batches / curriculum diagram since you created the proformas ... so the safe / unambiguous way forward is to create new proformas and re-issue them ... otherwise, there is the possibility of some confusion

3) Do I need to enter every teacher who will teach any Maths, into the Maths Department ?
Yes, if you want to send a proforma to your Head of Maths, for him/her to enter the staffing for Maths … then on the Departments screen, it is best if you enter in the “Staff available to this Dept”, all the people who teach Maths … even those who only teach one or two periods.
Alternatively, if you choose not to do this, then your Head of Maths could still enter that teacher on the proformas … but the Head of Maths would need to know that teacher’s initials.   So if a teacher’s initials are “AJ”, then the Head of Maths could still enter “AJ” in the proforma.
But the advantage of saying (on the Departments screen) that “AJ” is offering some periods to the Maths department, is that “AJ” will formally appear on the proforma, in the list of people offering some periods of Maths, along with the number of periods s/he is offering (eg: 2).  This information will help the Head of Maths to plan his/her staffing.