TABLE OF CONTENTS

• Creating New Staff & Teacher Profiles
• Updating Imported Teacher/Staff Profiles

Creating New Staff & Teacher Profiles

In the Teacher/Staff Profile - the expiry dates of the certificates will send you reminders of when you need to obtain new copies of the Staff Members information. 

See here for the information you are required to keep.
How you keep/store this information is up to you.

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

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:

1. Use the back/forward buttons on the calendar to navigate to the relevant month
2. Click on the date the leave will begin
3. 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:

1. Navigate to the Teacher Certifications Tab
2. Select the Create New button to the bottom left of the screen
3. Select the Teacher Certification from the dropdown
4. Select the Certification Effective From date
5. Select an expiry date (if applicable)
6. Input their qualification description
7. Input a comment
8. 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:

1. Navigate to the Staff tab within Discover
2. Select the Staff Member
3. Select the Notes and Documents Tab

New Category

New categories can be added to best manage staff records. 

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

Create New

To add new documents and notes to a profile:

1. Select the green 'Create New' button to the bottom left of the screen. 
2. Add the Note, Reminder Date, Category and input a PDF (optional)
3. 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.

1. Click 'Add'
2. Enter the Hourly Rate Effective From date
3. Enter the Hourly Rate and Hourly Rate Overtime
4. 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.

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

Audit Log

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

Updating Imported Teacher/Staff Profiles 

(From another Software & Discover)

Staff Profiles in Discover allow you to track your team’s information over time. You can access both current and past staff records under the Staff tab.

When updating an imported Staff Profile, two key tabs require attention:

• Staff Details – General staff information
• Teacher Certifications – Certification and qualification records

Imported Staff Data

• If your data has been imported, your staff/teacher records will appear in Discover. However, due to import limitations, some fields may need to be manually completed. Please refer to the Create New Staff Profile section for a full list of available fields.
• For a Discover to Discover Migration, existing staff data from the previous setup will be transferred. You’ll still need to review and fill in any missing information.

Updating Staff Profiles

1. Navigate to the Staff menu.
2. Select the first staff member from the list.
3. Review and fill in any missing details.
4. If an address has been imported, click on the address field and select the correct address from the dropdown list. (Skipping this step may prevent the profile from saving.)

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.