Tool Search: Staff Locator
The Staff Locator Wizard allows users to search for an existing staff member before creating a new record. Searching first helps prevent duplicate records and ensures consistent staff data in Campus.
District Edition: When a district using Staff State ID generation hires a new employee, the Staff Locator Wizard must be used to add that person and their district employment record into the Campus database.
State Edition: The Staff Locator Wizard MUST be used to enter new employees in a State Edition. It searches the state-level database for the employee based on the criteria entered by the district. This prevents the creation of duplicate person, employment, and/or Staff State ID records.
Staff Locator WizardSee the Staff Locator Wizard Tool Rights article for information about rights needed to use this tool.
Search for a staff member
Searching checks for matching individuals in the local district database. If your district is linked to a State Edition of Campus, the state database is also searched.
To activate the Search button, enter at least one of the following combinations:
- Last Name, First Name, and Gender
- Staff State ID
You can also enter additional search criteria to refine results. If the person previously had a name suffix, that information is included in the search logic.
- Enter the required search criteria.
- Hover over search results to view additional person details.
- Only the last four digits of the SSN are used, if provided.
- Click Search.
- Matching results display.
- In state-linked districts, both district and state databases are queried.
- If the state database is unavailable, a warning message indicates that only the district database was searched.
If an existing person in Campus, whether a student or parent, becomes a staff person, a new Identity record is added for that person once the staff record has been completed.
Understand search results
When a record is returned, the district, the state, or both already contain a record for that person.
The results list may include:
- Name
- Staff State ID
- Gender
- Birth date
- Percent match between the result and the search criteria
If the staff member has ever been employed in the district, an arrow appears to the left of the name. A person is considered an existing staff member if they have any of the following:
- A Staff State ID
- A Local Staff Number
- A District Employment record
- A District Assignment record
If an existing student or parent later becomes a staff member, Campus creates a new Identity record after the staff record is completed.
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 a new staff member
New District Staff Creation
The warning message shown in the image above appears only in state-linked District Editions.
If no matching records are found, you can create a new district staff record.
- Click Create New District Staff.
- In the New Staff editor, enter the required fields:
- Last Name
- First Name
- Gender
Required fields appear in red with an asterisk.
- Click Save.
Complete staff setup
After saving, a New Staff editor, similar to the Demographics or Identity record entry, is displayed.
New Staff Editor
Enter the required fields (those that display in red font with an asterisk - Last Name, First Name, and Gender). Then click Save. If the selected person has never been a staff member in the local district, you can modify their Demographics information on the next editor screen.
- Person information
- Person identifiers
- Personal contact information
- District-defined elements
When you click Save, a new employment record is created.
If the district has enabled the Staff State ID Generation system preference, Campus automatically generates and assigns a Staff State ID. Refer to the Staff State ID article for more information.
All information entered is saved to Demographics and District Employment. After saving, you are redirected to the Demographics tool, where the Staff State ID appears in the Person Identifiers editor.
Staff Locator employment validation
Existing Employment Record Message
The Staff Locator automatically validates whether a person already has an employment-related record in Campus.
During the search, Campus checks both local district and state databases (if applicable) for any of the following:
- District Employment records
- District Assignment records
- Staff State ID
- Local Staff Number
If Campus finds an existing employment-related record, a message appears at the bottom of the search result indicating that an employment record already exists for the person.
This validation helps prevent duplicate employment records and ensures accurate staff assignment tracking.
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. |
