Milestone 2.1: Mastering Staff/Teacher/Coordinator/Educator Profiles

Modified on Fri, 28 Feb at 5:28 PM

TABLE OF CONTENTS

Updating your Staff Profiles after Migration from another Software
Generate Staff Pins
Add in ECE Yearly Census Details
Teacher Certifications
Add a new Staff Profile

Updating your Staff Profiles after Migration

(From another Software & Discover)

Staff Profiles (Records) can be created in Discover to track your team and their information over time. Current and previous staff records are located under the Staff tab in the left-side menu.

There are two primary tabs of importance when creating a new Staff Profile; Staff Details and Teacher Certifications.

If you have had your data imported, you will see your staff/teacher/coordinator/educator data in here. Due to import limitations you will need to fill in any data that has not come over.

Go to the Staff Menu > Click on the First Staff Member in the list >

Fill in the gaps

If the Staff Address has been imported, please click on the address field, and select the address from the drop down. This will save from google maps. (If you fail to do this step, the profile may not save)

Generate Staff Pin

If you are using the Discover Tablet for digital sign in and out, under the Address is Staff Pin. Click on Suggest and this will generate the Staff Pin for you.

Add in ECE Yearly Census Details

Scroll down to ECE Yearly Census. If this information has not been imported, you will need to select the fields and then click on Save.

Teacher Certifications

Click on the same staff profile > Go to the Teachers Certifications Tab. Check that the Staff Members Qualifications have been Imported.

Feel free to enter any extra information you wish to.

Creating New Staff Profiles

2.1a - Centre Based Staff & Teacher Profiles

To create a new Staff Profile, Navigate to the Staff Screen & Click on Create New

Go through & add all the relevant Staff Details about this staff member such as:

Staff Member details
Child Protection Training status
User Permissions for Discover
Roster Group Allocation
Qualifications and Certifications (Please note: this is important to include for RS7 Funding and MOE reporting)
Safety Checks
Driver and Vehicle information
Employment details
ECE Census Details
Emergency Contact information

Any mandatory details will highlight red when you go to the save the information and it is missing.

Please ensure that you have added the ECE Census Details & Staff Qualifications.

Holidays

Through this tab, administrators are able to view and audit leave an task hours on a monthly and yearly view. Administrators may wish to view:

Approved leave days
Declined leave days
Upcoming leave days
Download the staff hours details report
Leave days by year/assignment
Work activities by year/task

To add leave for a team member:

Use the back/forward buttons on the calendar to navigate to the relevant month
Click on the date the leave will begin
Within the pop up screen, include from date, to date, from time (optional), to time (optional), reason and notes (optional)

Any holidays input through this screen will be visible in the Roster sheet and scheduler tabs.

Teacher Certifications

Staff member qualifications should be recorded through this tab in addition to qualification and certification information in the Staff Details tab.

ECE qualified teachers with practising certificates - count towards the 80% funding ratio and 50% ECE rule
Primary teachers - count towards the 80% funding ratio but not towards the 50% rule
Students - count towards the 50% rule but not the 80% funding ratio
Expired ECE Qualification - count towards the 50% rule but not the 80% funding ratio

To enter certifications, within the Staff Members Profile:

Navigate to the Teacher Certifications Tab
Select the Create New button to the bottom left of the screen
Select the Teacher Certification from the dropdown
Select the Certification Effective From date
Select an expiry date (if applicable)
Input their qualification description
Input a comment
Select 'Create'

You'll now see the Certification on the screen.

Notes and Documents

Administrators are able to hold digital records of notes and documentations for educators. To navigate to this tab administrators will:

Navigate to the Staff tab within Discover
Select the Staff Member
Select the Notes and Documents Tab

New Category

New categories can be added to best manage staff records.

Select the '+New Category' button to the bottom left of the screen.
Add the category title and select 'Save'.
Done

Create New

To add new documents and notes to a profile:

Select the green 'Create New' button to the bottom left of the screen.
Add the Note, Reminder Date, Category and input a PDF (optional)
Select 'Save'

Health

Relevant health information relating to the staff member can be added in via the Health Tab, including:

Doctor information
Special Diet
Immunisation
Staff Diseases
Category 1 Medicines
Category 3 Medicines
Allergies

Payroll

Payroll information for Staff Members can be added, which will assist in Payroll data exports, including:

Payroll ID: To export payroll information from Discover to a third party payroll system, please place the unique payroll code from the third party software in this field.
Bank Account: Branch Code and Account Number.
Department: If integrating with a third party payroll system, place the third party unique pay-rate code here.
Tax Code
Unique Code
IRD Number
Appraisal Date

Pay Rate

Staff member's pay rates can be entered in this section by clicking. This will help inform rostering costs and pay roll reports within Discover.

Click 'Add'
Enter the Hourly Rate Effective From date
Enter the Hourly Rate and Hourly Rate Overtime
Click 'Save'

If you are tracking Pay Parity please set this up also - see here

Staff Availabilities

Administrators can input staff members availability within this tab. This will create a digital record which can be referred to when rostering within the Discover system.

Click on the '+Add New Staff Availability' button
Select the day of the week
Click on Available From and use the clock to indicate the starting hour, then minutes
Click on Available To and repeat as above
Select the Centre Function (Task) from the dropdown

Audit Log

Administrators will be able to review any tasks completed against the staff's profile.

2.1b - Home Based Staff, Co Ordinator & Educator Profiles

Create New Staff Profile

When creating new staff profiles, we suggest checking for any possible duplicates first by performing a search from the top search bar on the dashboard. If the staff member does not exist, select 'Create New' to create a profile for them.

Please Note: Ensure 'Past Staff' filter is ticked when searching.

To create a new staff profile:

Navigate to the Staff tab via the left-side menu.
Select 'Staff & Educators'.
In the Staff list, to the bottom left, click the green 'Create New' button.
Input the relevant information to build out the core of this new staff profile.
Under 'Employment Details', select 'Coordinator' or 'Educator' in the 'Staff Member Type' field based on the role of the Staff Member.
Press save at the bottom right of the screen.

Please note: Once you have saved the profile, you can re-enter by clicking on the Coordinators name from the Staff list, to add further details to their record.

If the profile does not save, please be sure to check all mandatory fields have been entered in the profile. A red outline will be displayed for any required fields that have been missed.

Once all Staff Records have either Coordinator or Educator Selected in the Staff Member Type Field, you can then Assign Coordinators to your Educators.

Educator Profile > Adding Qualifications

Click on the Staff/Educators Name > Go to the Teacher Certifications Tab > Add in the Educators Certification here

Educator Profile > Associates

Educators for homebased services are required to declare any adults/children aged 16+ that live in the premises they are caring for the children in.

These adults are also required to undergo police checks and be vetted appropriately, regardless of whether they are present in the home during operating hours normally. To help services track who these associates are and make sure these checks are up to date, they can be added via the Associates tab on the Educator's profile.

1. Click 'Create New'.

2. Enter the Associate's details.

3. Click 'Save'.

An existing contact within Discover can be added by clicking on 'Link Associate'.

Educator Profile > Home Tab

The Homes tab functions as a type of 'Personal License' for Educators. When enrolling children, the Home record for the educator will be the room assigned*.

Once your Educator profile has been created, navigate to the Homes tab at the top of the record.

**If Educators are collecting Payments from the Parents, you can set up Parent Fees to be invoiced in Discover. The Payment Details you add here, will be the Educators Payment Details if the Educator collects the payments directly from the parents without going directly through the Administrators.
Your Onboarding Specialist will help you set this up during onboarding.

Assigning Educators to Co Ordinators

Once your Coordinators profile has been saved, a new tab entitled 'Educators' will be available.

To assign an Educator, their profile must have been created first. Please see here for guide.

1. Click 'Create New'.

2. Select the date the Coordinator began supervision of the Educator.

3. Select the Educator from the dropdown list.

4. Click 'Create'.

If the Educator has been added in error, they can be removed from the Coordinator by clicking the bin icon next to their name.
If the Educator is ending their time with the coordinator, clicking on the date under the 'Date From' column will allow you to enter a 'Date To'.

For further information on Staff Profiles, including the Staff Details, holidays, Teaching Certifications, Notes & Documents, Health, Payroll, Availabilities and Audit Log tabs, please see our article Staff: Profiles

Children Tab

As of 2023, Educators need to include any child of their own as one of the children in their home that will count towards the number of children in their care. To monitor this, their child needs to be registered in Discover.

With a few exceptions, this child will not be eligible for any funding whilst in their parent/guardian's care.

1. Under the Children tab, click 'Create New Educator Child'.

2. Enter the details of the Educator's child and click 'Create'.

Please note: Once the Educator's child has been saved, Discover will automatically create an enrolment for the child that will be visible under the Educator's 'Child' tab.
Creating their child via 'Create New Educator Child' means the child will not appear on the Attendance tab in the main menu as they do not have an NSI.
They will also not be visible in the Child list. Their profile will only be accessible via the Educator's profile.

For further information on Staff Profiles, including the Staff Details, holidays, Teaching Certifications, Notes & Documents, Health, Payroll, Availabilities and Audit Log tabs, please see our article Staff: Profiles

2.1c - Play Centre Staff/Educator Profiles

** For Play Centres - Child & Parent Profiles MUST be created first. Go to Child & Parent Profiles 2.2c before creating Staff.
When a Parent is also an Educator at a Play centre the Child & parent profiles are created first.

At the bottom of the Parent Profile is a tick box - Parent is also an Educator.
When you tick this box - it will automatically create the Staff Profile as well.

Once the Staff / Educator Profile has been created for any one that is also a parent, you will need to go through and fill in any missing information.

Especially the ECE Census Details - once all the details have been entered, click on Save at the bottom. Any mandatory missing fields, will display red. Fill these in & Click on Save.
Then click on the Staff Name again > Go to the Teacher Qualifications Tab > Enter the Persons Qualification & Save.

If the Staff Member is not also a Parent of a Child at the Play Centre > Click on Create New and Complete.

Once the Profile has been saved, go to the Teachers Certifications Tab

1. click on Create New

2. Date the person became qualified

3. Expiry Date

4. Save

Within 4 weeks of expiry the Discover Dashboard will alert you that their qualification requires updating. (as well as any other information in Discover due to expire)

----------------------------------------------------------------------------------------------