Staff records for faculty and office staff
Keep each faculty member's and staff member's file in the college system: staff ID, joining date, qualifications, earlier jobs and family. With SmartMy HRMS the service dates come from HR and stay the same in both.
PLANSFrom Growth
The problem it solves
- The affiliation inspection asks for every faculty member's qualifications and experience, and the files are in a cupboard.
- The staff ID on the ID card is not the one in the register.
- HR and the principal's office each keep a joining date, and they differ.
- A new assistant professor waits days for a login because nobody knows who creates it.
How it works
- Set up the staff departments and designations once, such as Assistant Professor, Lab Assistant and Office Superintendent.
- Add each person under Staffs: name, staff ID, designation, department, date of joining, work mobile and work email.
- Fill in the tabs: personal details, identity documents, qualifications (Education), earlier jobs (Employment) and, for a married person, the family.
- Tick the people who need a login and press Create User. The login name is the staff ID, and each person gets an email to set a password.
- Each staff member sees their own record under My Profile.
- With SmartMy HRMS, HR keeps the joining, confirmation and resignation dates, and they are copied to the staff record by themselves.
Everything it does
The staff form
- Basic details: name, staff ID, designation, department, date of joining, work mobile and work email (all needed), and subject expertise for faculty
- Personal: date of birth and blood group (needed), family, address and emergency details
- Tabs: Identification Information, Education, Employment and Work Information
- No two staff can share a staff ID, work mobile or work email. The work mobile is a 10-digit Indian number starting with 6 to 9
- The date of joining cannot be in the future
Service and history
- Service: staff ID and date of joining
- Confirmation and exit: date of confirmation and date of resignation, read-only; they come from SmartMy HRMS
- Education: qualification, institute name and pass date, one line each, such as M.Sc., M.Phil., Ph.D. or NET
- Employment: designation, institution, from, to and total experience, one line each
- Family (shown for a married person): name, relationship, gender and date of birth
Logins and ID
- Create User from the staff list; a person who already has a login is skipped
- The login name is the staff ID; the new login has the Staff role
- Add the HOD, Principal or Administrator role on the user where the person needs it
- The staff ID is printed on the staff ID card
- Send Login Invitation again from the user list
Lists
- Staff list and cards with staff ID and date of joining
- Designations, each with its department, under Staffs > Configuration
Who uses it
College office (Administrator)Adds staff, keeps their files and makes their logins.
PrincipalReads the staff files.
Faculty or staff memberSees their own record under My Profile.
HR (with SmartMy HRMS)Keeps the service dates in HRMS; they flow to the college record.
Where you use it
- Web: Staffs > Staffs, Staffs > Configuration (Departments, Designation), and My Profile
- Not in the Campus app: staff files are kept on the web
- Not on the staff form yet: a PF account number box
What you control
Settings
- Departments and designations: your own lists
- Roles on each login: Staff to start with; add HOD, Principal, Administrator or others on the user
Notifications
- Login invitation: an email with a link to set the password, to each new staff login
Works with
SmartMy HRMSThe same people are the employees in HRMS. The joining, confirmation and resignation dates entered in HR are copied to the staff record, when the employee is made and on each change.
Questions
We already use SmartMy HRMS. Do we enter staff twice?
No. The staff are the employees of HRMS. Enter the service dates in HRMS only; the college record follows.Without HRMS, where do we enter the confirmation date?
You cannot yet. The confirmation and resignation dates are filled only from SmartMy HRMS, so without it they stay empty.Can we keep the PF number of each faculty member?
Not yet. The staff form has no box for the PF account number. Payroll numbers such as PF and UAN are kept in SmartMy HRMS.Can we bring our staff list in from Excel?
Yes. The Employees sheet brings in the employee code (it becomes the staff ID), name, work mobile, work email, job title and a login. Qualifications, earlier jobs and family are typed on the form.What is a faculty member's login name?
The staff ID. The person gets an email to set a password and signs in on the web or in the staff view of the Campus app.Related features
ADMISSIONS AND STUDENT RECORDSSet-up and import from spreadsheetsBring your college in from Excel: staff, departments, programmes, batches, semesters, sections, subjects and students with parents. Then the timetable, this year's attendance, fees, marks, credits and the library. The whole workbook is checked first, and nothing is saved until every row is clean.MORE IN THE PRODUCTStudent and staff ID cardsPrint student and staff ID cards from the records you already keep. Each card has your logo, the principal's signature, the photo and a QR code of the register number. Choose one of eight ready-made designs, or print the classic one with no set-up.ADMISSIONS AND STUDENT RECORDSDepartments, programmes, batches and subjectsSet up your departments with their heads and the programmes each one runs. Add the batches that join each year, with their semesters, sections and subjects. Students are placed in a semester and get its subjects, and a whole section moves to the next semester in a few steps.APPS AND PORTALFaculty view in the appThe faculty view of the Campus app puts the day on the phone: today's lectures and registers, assignments, marks, student leave and exam duties. The same app runs the library counter and the activity instructor's sessions, and each person sees only the pages their role allows.TIMETABLE, ASSIGNMENTS, NOTICESClass substitution: cover or swap a periodWhen a faculty member is away, the Substitutions screen lists each lecture that needs cover and the faculty free to take it, best first. Faculty can also ask a colleague to cover or swap a period. The substitute takes that day's lecture and its register, and the weekly timetable stays as it is.
See your own semester run in it.
Tell us how many students you have, which programmes you run, how you hold examinations and how electives are chosen today. We will show you SmartMy College set up that way.