Manage Staff Roster
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
On the Manage Staff Roster page, you can view, assign, remove, and contact the staff members who are assigned to the session. Details including the role, hiring status, and assigned location for each staff member are displayed on the roster.
To access the Staff Roster, go to the Session summary page and click the Manage Staff Roster link on the Staff Assignment block. You can also click the Session options drop-down and select Staff assignment options, then Manage staff roster.
 |
The staff roster displays the following information for each staff member listed. Click the plus icon 
to expand the row and view all columns.
Column | Description |
|---|---|
Staff Name | The name of the staff member. Click the name or card icon to open the staff member's profile page. |
Position | The staff member's position (e.g., RA, RD, Not Hired). |
Permission | The roles the staff member has been assigned. Click the role name to view the permissions enabled for that role. |
Action | From the Actions drop-down, select one of the available options: Remove, Replace staff, Update staff position, or Update staff assignment. The Replace staff and Update staff assignment options are not available if the staff member's position is Not Hired. |
On-Call Zone | The on-call zone the staff member is assigned to. |
Assignment Zone | The assignment zone the staff member is assigned to. |
Staff Room | The room the staff member has been assigned to. Click the room name to open the Manage Residence Spaces page for that room. |
How To
There are multiple ways to view, filter, and sort the staff roster.
By default, the list displays 15 names at a time, but you can click the Show all button to view the entire list on one screen. Otherwise, use the number links or arrow buttons at the top and bottom of the list to navigate among the pages.
You can use the Staff Filter to narrow the list of staff names.
You can toggle between list view and card view.
You can sort the names on the roster using the Sort by drop-down at the top right or by clicking the header of the column you would like to sort by.
Note
The Sort by option is only available in card view.
To add staff to the roster for a session, open the session summary page.
In the Staff Assignment block, click Manage Staff Roster. The Manage Staff Roster page opens.
You can also access the Manage Staff Roster page by clicking the Session options drop-down and selecting Staff assignment options, then Manage staff roster.
Begin typing the name of the staff member in the search field next to the Add to roster button and select the name of the person you want to add when it appears in the list.
Note
The Add to roster field is only available in list view.
Click Add to roster. The staff person is added to the roster.
Note
Employees must be active in the system to appear in search results. Students must be active and in a current degree program.
To remove a staff member from the roster:
Click the Actions drop-down for the person you want to remove and select Remove. The Remove Staff? pop-up opens, asking you to confirm that you want to remove this staff person from the roster.
Click Yes, remove to remove the staff member from the roster.
Note
If you are using card view, click the Remove icon
at the bottom of the card to remove the staff member.
To replace a staff member:
Click the Actions drop-down for the staff member you want to replace and select Replace staff. The Replace Staff pop-up opens.
Note
The Replace staff option is only available in list view.
Click in the Select Staff Replacement field and begin typing the name of the person you want to replace the current staff member with.
Select the correct name when it appears on the list.
Click Replace. The staff member you replaced will remain on the roster in the same position but will not be assigned to a role.
To update the hiring status or position of a staff member:
On the Manage Staff Roster page, click the Actions drop-down for the person whose position you would like to change and select Update Staff position. The Update Staff Position pop-up opens. The pop-up lists the roles the staff member is currently assigned to and their current position.
Note
If you are in card view, click the Update staff position button.
Select a new role from the Position drop-down menu.
Click Update.
By selecting Update staff assignment from the Actions drop-down, you can assign staff members to new assignment zones or on-call zones and update roles and permissions.
Note
Resident Directors are assigned to on-call zones; Resident Assistants are assigned to assignment zones. When you assign an RA to an assignment zone, the on-call zone and staff room are assigned automatically.
Locate the staff member you need to update and select Update staff assignment from the Actions drop-down. The Update Staff Assignment window opens.
Note
If you are in card view, click the Update staff assignment button. You may need to click the Flip icon 
to see the button.
Note
The Update staff assignment option is only available if the staff member's position is RA or RD. It is not available if their position is Not hired.
The window displays the name, ID, and position of the staff member and includes two collapsible sections: Staff Details and Staff Assignment.
Under Staff Details, you can view and update the roles and permissions assigned to the staff member.
Under Staff Assignment, you can assign the staff member to an on-call zone (for RDs) or an assignment zone (for RAs). If the staff member is an RA, you can also assign them to a staff room. If other RAs are assigned to the staff room, an Additional Room Details section, which lists the other residents, is also available.
Update Staff Details
To view or update the staff member's roles or permissions:
On the Manage Staff Roster page, click the Actions drop-down for the person whose role you would like to update and select Update staff assignment. The Update Staff Assignment window opens.
Click the Staff Details section heading to expand it. Under the Staff Permissions heading, the roles and permissions currently assigned to the staff member are listed.
To edit a specific role, click on the role name. The Edit window for that role opens in the User Management Hub. From here, you can update the permissions, users, and module access for the role. See Edit Role for more information.
To open the general System Roles page rather than the page for a specific role, click the Update permission roles button. The System Roles page in the User Management Hub opens. From here, you can assign the staff member to a new role or create, copy, and edit roles as needed. See System Roles for more information about managing roles and permissions.
Update Staff Assignment
To manage assignment zones and staff rooms for RAs and RDs:
On the Manage Staff Roster page, click the Actions drop-down for the person whose assignment you would like to update and select Update staff assignment. The Update Staff Assignment window opens.
Click the Staff Assignment heading to expand the section.
Under Assignment Information, you can see the assignment zone or on-call zone and the staff room the staff member is currently assigned to. If the staff member is an RA and other RAs are assigned to the same staff room, the other residents are listed under Additional Room Details.
To assign an RA to an assignment zone or staff room (or both):
Click Edit this section. The fields become editable.
Select a new assignment zone from the Assign the RA to an assignment zone drop-down.
If necessary, select a staff room from the Assign the RA to a staff room drop-down.
Note
To make sure you're getting the most up-to-date room information, click Refresh rooms.
Click Save this section.
Click Close to save your changes and close the window.
To assign an RD to a new on-call zone:
Under Assignment Information, click Edit this section. The field becomes editable.
Select an on-call zone from the Assign an on-call zone to the RD drop-down.
Click Save this section.
Click Close to close the window and return to the Manage Staff Roster page.t
You can email one or more staff members directly from the staff roster. If you select multiple staff members, they will receive separate but identical emails.
Select the checkbox next to the name of each staff member you want to email. Click the All icon
to select the entire list.From the Options drop-down, select Send communication. The Create New Communication window opens. The Communication Type defaults to "Email." *
The To field auto-populates with the names of the staff members you selected and is not editable. The From and Contact Type fields also cannot be edited.
The Interaction Code, Name/Description field defaults to "General Student Life Email" but can be changed. Click the Remove icon to delete the current value, then click in the field and select a new option from the list.
Enter a Subject.
Type your message in the Body text field. Use the formatting and data tools provided to format your message.
To include attachments, click the Attach file button and upload the files you want to include. Files must be .DOTX, .HTML, .PDF, or .WAV files.
Click Send. If you are sending the email to more than one staff member, they will each receive separate but identical messages.
* Text messaging is available with Communications Plus.