staff imports

In ALMA, you will be inserting information for STAFF members in the following way:

All full time licensed staff need to be in Alma for reporting purposes.

- - - They do not have to have Alma access or a log in if they don't need to get into Alma.
    - For their ROLE - you pick what you want this to be based on needs. BUT for School Partners, be sure you identify your TOR as a role for reporting purposes.
    - Then - I need ALL of the state reporting compliance fields filled out on licensed staff (described below)
    - THEN upload their license in the dropbox folder

1. - - Fill out the custom field on their BIO tab indicating license information (these fields will be available 8/8/25)

All Alma users at your school (these don't have to be licensed staff for your school, just people you want to have access)
1. - - This will allow you to insert roles for them (Registrar, Secretary)
    - You can do this from your admin portal in alma and push "add staff" on the right.

Contracted Staff that you are reporting on HR or Dec. Count
1. - - ERBOCES will enter these into Alma for you since they might be shared with other schools. (Speech Path, etc)
    - Please provide us a list of those when you can!!

VIDEO OF HOW TO ENTER STAFF BELOW

Entering Staff in Alma (training from Rachel Curtis).mp4

**NOTE - their EDID goes in the STATE ID field.

If you don't have an EDID on a staff member, please fill out the EDID request form located here

Then I will get that to you via Alma after you put your staff in Alma one by one - OR via spreadsheet.

For the Licensed teachers - BOCES is required to report the following collections to the state:

1) Staff Profile (Two times a year - Fall and July)

2) Staff Assignment (once a year - fall)

3) Staff Evaluation (at end of year - July)

This is information we have always collected at the BOCES for state reporting on staff.
However, in the past, it has been through google forms and excel sheets sent out to you throughout the year, and then I have been putting it into excel templates and uploading it to the state.
This is done for all staff across the BOCES, which for this past year, was around 500 staff members.
Now this STAFF data will all LIVE in ALMA and I will pull it from there.
This means I need all information on all 3 collections above inserted by you on your licensed teachers
Then, as I submit these collections to the state throughout the year, errors will be returned, and I work with each of you within ALMA to resolve these to become error free on all fields for all staff!!

You can enter information for staff assignment, staff profile, and staff eval (end of year) in three ways:

1) "table imports" and pick on the appropriate collection

2) "spreadsheet data editor" and pick on the appropriate collection

3) directory on that specific staff member, then push "Additional fields" next to bio and pick on the appropriate collection

Each of these is described below to show where to go in Alma to do this. If you have just a few staff members - spreadsheet data editor is the easiest way and it makes the changes across all Alma fields!

You will do this for each category listed under the table fields for staff as below....which will populate the necessary reports.

You can also use the spreadsheet Data editor (under reporting) to view empty fields to navigate to the relevant state report views that contain those fields and table fields!

You can also navigate to the staff member's Bio tab --> Additional Fields Tab for staff, and use the "Custom Views" drop down to navigate to the relevant state report views that contain those fields and table fields!

To add information on staff - to go the correct dropdown as shown above. Cick in the space that says "no records" and then it will give you the option to "add row" as shown here. Then you can type in what you need and save!! See three steps below

On the assignment dropdown - you can add multiple rows for those teachers that have more than one assignment.

You can also see all of the state reporting compliance fields needed on staff by clicking on this dropdown in custom view below. This will pull up Staff assignment, staff profile, staff evaluation - and you would fill in everything on that page.

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