Staff Assignments Tab

There are two assignment settings for staff – class and workshop. Classes and workshops must be created at their respective tabs prior to assigning the staff.

The Assignments tab is comprised of two sections - the assignments header and the assignments grid.

Assignments Header

Views

There are two available views on the View dropdown list in the assignment header:

• Assignments (default)

• Meeting Info

Click on the down arrow in the dropdown menu to display and select one of the available views. The selected view will remain in place when using the record indicator at the top right to move forward or back to records within the Enrollments tab.

Each assignment view contains a combination of the following fields:

Assignment Type	Displays the type of assignment setting; Class or Workshop.
*Assign Date	The date on which the staff member was assigned to the class or workshop.
*Start Date	The date the staff member began providing instruction in the class or workshop. This field will default to the class or workshop start date when the staff assignment date is earlier than the class or workshop start date. The start date will default to the assignment date when the date is after the class or workshop start date.
*End Date	The date on which the staff member became inactive in the class or workshop or the date the staff is scheduled to end the assignment, generated from the class or workshop record. The end date must be between the class or workshop start and end dates.
Enrollment ID	Auto-generated class or workshop ID number found in the class or workshop record.
Assign Status	The assignment status specific to the class or workshop. This assignment status is not the staff overall status.
Term	The term entered in the class or workshop record.
Course Number	The course number entered in the class record.
*Title	The title of the class or workshop.
Workshop Type	The type of Workshop, generated from the Workshop record.
Program	The program entered in the class or workshop record. (This is not the program assigned to the staff.)
Primary Assignment	Indicates if the staff is the primary staff member assigned to the class or workshop. If only one staff member is assigned, that staff member is the primary Instructor by default.
Bldg/Room	Indicates the building and room in which the class or workshop meets. Auto-generated from the class or workshop record.
Days	Indicates the days on which the class or workshop meets. Auto-generated from the class or workshop record.
Times	Indicates the time that the class or workshop meets. Auto-generated from the class or workshop record.
Creation Date	System-generated date indicating the date the assignment record was entered in the database.
Edit	Click to open the assignment record for editing.
Delete	Click to delete the assignment record. All staff hours associated with the assignment record must be deleted before the assignment record can be deleted.

Assign a Staff to a Class or Workshop

To assign a staff to a class or workshop:

1. Click the arrow on the dropdown list, and select either Assign to Class or Assign to Workshop.

2. On the data chooser, select one or more class or workshop records by checking the box on the row. Only active classes or workshops that the staff is not currently assigned to will display on the data chooser.

3. Enter an Assign Date at the bottom left of the window, or click Show Selected to display the selected classes or workshops.

4. Show Selected allows you to enter a separate assignment date in the field on the grid if multiple classes or workshops have been selected.

5. Click Assign.

Assignments Grid

The assignments grid displays the staff assignment data. The assignment grid contains Rows and Columns, which work the same as all grids in LACES NexGen. Column headings on the assignments grid can be dragged to the top row heading to group by column.

Editing and Deleting Assignments

Click the Edit button to open an assignment record for viewing or editing. This will open the assignment record and allow you to make and save changes. The fields that you are allowed to edit vary with the type of assignment. When you are editing assignment data, you cannot navigate to a different tab or panel in the staff detail record until the edits to the assignment data are either saved or canceled.

To show that the staff member is inactive in a class, edit the assignment record and select Inactive from the Status dropdown list. Inactive indicates that the staff completed the assignment, or left the assignment. The assign status in a class or workshop does not automatically affect the overall status of the staff. This must be changed manually.

When the class or workshop that the staff is assigned to is completed at the class or workshop record, the status of the staff will automatically update to inactive.

The Delete button allows you to delete existing assignments. Before an assignment record can be deleted, all associated hours must be deleted first.

Be sure to review and update the overall status of your staff members at the end of each fiscal year, especially if the staff member is leaving your program. The overall status of staff members who are not continuing should be changed to ‘Left.’