Tool Search: Staff Locator
The Staff Locator Wizard is used to add new employees. It searches the local district database for the person, or if the district is linked to a State Edition of Campus, the local district and state databases. This prevents the creation of duplicate people and employment records.
Staff Locator
Locate a Staff Member
Searching for a staff person first allows you to identify whether the individual already exists in Campus; if not, a new staff record can be created. This avoids duplicates within Campus and provides a simple way to add new staff records.
Assigned Tool Rights to Census > People > Demographics apply when searching and viewing staff information (staff numbers, staff birth dates, etc.). Separate tool rights are necessary to see a person's Social Security number.
You must enter at least the Last Name, First Name, Gender and/or Staff State ID of the person being searched. Logic searches for any matching person in the local district database using the entered data. When a person had a suffix as part of their name in a previous district, that field is also used to locate the individual. If your district is linked to a State Edition of Campus, both the local district and state databases are searched.
- Enter search criteria to locate the staff person.
- A Last Name, First Name, and Gender, or Staff State ID must be entered in order to activate the Search button. Additional search criteria can also be entered.
- Hover over the results to see information for the person.
- For security reasons, this tool only uses the last 4 digits of a person's Social Security number (SSN).
- Click the Search button.
- Matching results display.
- On state-linked district editions, both the state and district databases are queried to find matching results.
- When the state database is unavailable, a warning message displays, indicating that only the district database is being queried.
Staff Search Results
When a record is returned by the Staff Locator search, the district and/or state database already contains records for that person.
The result area displays information on potential matches, including the name, Staff State ID, gender, birth date, and the percent match between the results and the search criteria. If the staff member is already employed within the district performing the search, an arrow appears to the left of his/her name. A person is considered an existing staff member if he/she have ever had a Staff State ID, Local Staff Number, District Employment record, and/or District Assignment record.
Staff Locator Results
How the Percent (%) is Calculated
The percentage listed indicates how closely an existing student matches the entered search values. The Percent (%) column is calculated as Match % = (X/Y) * 100, where:
- X = Number of fields that matched the person and any associated identities. A single field value matching identities only provides a single point.
- Y = Number of fields populated for the search
For example, a user enters search criteria of (1) Last Name, (2) First Name, (3) Gender, (4) State ID, and (5) Birth Date. Y = 5
The actual person record has two identities:
- First name matches on one identity (+1)
- Gender matches on two identities (+1)
- Last Name matches on two identities (+1)
- Birth Date matches on two identities (+1)
- State ID does not match on person (+0)
X = 1+1+1+1+0 = 4
Match = (4/5) * 100 = 80%
Staff Locator - Identity Fields Not Editable
Hovering over a person's information in the search results list may display the last district in the state where he/she was employed, if the state system preference allows it. Please refer to the State-Level System Preferences for more information.
Clicking on a person match within the results window (1) directs the user to the New Staff editor to employ the person as a staff member for the first time in the district, or (2) directs the user to the Demographics tool of the person if he/she is already a local staff member.
Results with existing employment information
Create New District Staff When No Matching Staff Members Are Found
When a matching person is not returned in a Staff Locator search (indicating there is no record for that person in Campus in either the district or state (if linked to a State Edition), the new staff member can be added by clicking the Create New District Staff button.
New District Staff Creation
A New Staff editor that is similar to the Demographics or Identity record entry displays. Enter the required fields (those that display in red font with an asterisk - Last Name, First Name, and Gender). Then click Save. At this point, the Demographics tool displays, where additional Person Information, Person Identifiers, Personal Contact Information, and any District-Defined Elements can be entered.
New Staff Editor
The staff member's Demographics information can be modified on the next New Staff editor screen if the match selected has never been a staff member in the local district. Upon clicking the Save button, a new employment record exists for the person.
New Staff Editor
Upon clicking Save, if the state has enabled the Staff State ID Generation system preference, a Staff State ID is generated and assigned to the new staff person. Information entered on this screen is saved to the Demographics and District Employment tabs of the new staff member.
After saving, the user is redirected to the Demographics tool, and the Staff State ID is displayed in the Person Identifiers editor.
Staff Locator Employment Validation
Logic exists within the Staff Locator to check for District Employment records, District Assignment Records, Staff State ID, and/or Local Staff Number related to the person being searched in the local and/or state databases. A message appears at the bottom of the record if an employment record already exists.
Existing Employment Record Message
For more information on district employment validations, see the District Employment page.
Troubleshooting Errors
Potential errors you may encounter when using the Staff Locator Wizard:
| Error Message | Description | Possible Resolution(s) |
| No response from state server. Querying local databases only. | When a state-linked (DIS-enabled) district has trouble connecting to the state database, the Staff Locator only queries the district's local database when searching for and producing search results. | Users can still create new staff members in their district; however, the record may not sync to the DIS-linked state edition or be assigned a State ID until the underlying DIS issues are resolved. The district should report this issue to Campus via their Authorized Support contacts. |
| Advanced State Search Failed | A state-linked (DIS-enabled) district has trouble connecting to the state. | Although this error message indicates that first-name synonym search results cannot be used at this time, you can still proceed with creating new staff in your district. However, you should be extra vigilant in performing multiple searches using variations of a staff member's first name. The district should report this issue to Campus via their Authorized Support contacts. |
