3_Update Staff

3_Update Staff

The second thing to do before a new school year starts is to update the district staff. Staff members change over time. These changes need to be changed in Teacher Vitae to make sure staff are in the right OU, the State ID is correct, former members are deactivated and new members are added.

Prerequisites

  • Updated staff roster from HR

Export Instructions

  1. Log into Teacher Vitae as an Administrator

  2. Hover over More

  3. Click on Admin

  1. Hover over Admin +

  2. Click Import/Export Employees

  1. Click on + Export

This will download an Excel file to your computer

  1. Find your file EmployeeExport.csv in your downloads folder

  2. Open the file with Excel/Sheets

Review the Employee Document

These fields need to be completed and completed correctly or some reports will not run correctly, especially the Idaho Staff Evaluation Data Collection report.

  1. Review the document and ensure the following has been completed:

    1. First Name

Employees First Name

    1. Middle Name (Optional)

Employees Middle Name

    1. Last Name

Employees Last Name

    1. Sync ID

The ID the Syncs the employee to Teacher Vitae

    1. Title

Employees Title

    1. OU Public Key

The building/school that the employee works

    1. Email

Employees Email Address

    1. Employee Identifier

An employee ID that may be specific to the district

    1. State Identifier

The employees ID that is given from the state

  1. Employee Start Date (Optional)

  2. Employee End Date (Optional)

  3. Position (Optional)

  4. Position Name (Optional)

  5. Position Start Date (Optional)

  6. Position End Date (Optional)

  7. Roles (Optional)

  1. Save the document

Upload the Document

Once finished reviewing and saving the document uploading it back into Teacher Vitae will update the districts employees

  1. Log into Teacher Vitae as an Administrator

  2. Hover over More

  3. Click on Admin

  1. Hover over Admin +

  2. Click Import/Export Employees

  1. Click on +Import

  1. Click Select file

  2. Find the file in your drive

  3. Click Submit Import

The Import could take several minutes. Once complete check the following:

  1. Details

    1. P = Processed

This should match the number of employees that you Imported

    1. I = Inactivated

This will show a count of all employees that were marked inactive because they were not included in the latest import

    1. U = Updated

This will be a count of employees that were update in the Teacher Vitae System

    1. D = Deleted

This will show how many employees were deleted since the last upload

    1. E = Error

This will show a count of errors. If the upload has errors see the section on resolving errors and warnings

    1. W = Warning

These are not errors because they did not stop the upload like an error will but they did not process correctly. If you get a Warning see the section on resolving errors and warnings

  1. Status

    1. Completed

    2. Failed

Resolving Errors and Warnings

If the import fails,  receives errors or a warning, a detailed explanation of what happened is available by clicking the View button in the Actions column. All errors are different. It will be necessary to look at the details, determine the issue, make necessary changes and re-import the file.

  1. Actions

    1. View

  1. Import File

Downloads the file that was imported

    1. Show

Shows Import Details. This is where the error details are located. Under Severity you will find the error. Under Description you will find a detailed error message. Correct the error and re-import the file. 


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