Personnel Tables
The Personnel reference tables in Human Resources enable you to set up table-verified records that are used in the Human Resources Personnel pages.
The procedures for adding, updating, and deleting Personnel table records are the same as those for maintaining other types of tables in Human Resources. For the standard procedures to follow, refer to Maintain Reference Table Records.
Menu Path
From the Human Resources menu, select Reference Tables. From the Personnel menu, select the desired reference table menu item.
How Personnel Tables Are Used
The list Personnel tables provides the purpose of each table and identifies tables that are required in the Human Resources System.
Table | Purpose | Table Required? |
|---|---|---|
Assignment Codes | Identifies employee work assignments. | Required for school districts to track EEO-5 data. |
Bargaining Units | Identifies employee negotiating pools, such as unions and associations. | Optional |
Certification Areas | Identifies subject areas for certifications earned by employees. | Optional |
Certification Types | Identifies the types of certifications earned by employees. | Optional |
Contract Types | Stores contract types that can be associated with employees. | Optional |
Credential Codes | Identifies credentials related to Highly Qualified Teacher status. | Optional |
Employee Types | Identifies types of employees based on general titles, such as Administrator and Staff Support. | Optional |
Gender Identity | Identifies employee gender identity options. | Optional |
Job Skills | Identifies special skills employees possess beyond their primary job skills. | Optional |
License Types | Identifies types and descriptions of non-teaching licenses held by employees. | Optional |
Locations | Identifies employee work locations for payroll checks, job assignments, and EEO reporting. | Required |
Notifications by Certification Type | Use to set up notifications regarding employee certifications expiring. | Optional |
Other Interests | Identifies employee outside interests or extracurricular activities. | Optional |
Qualification Codes | Identifies the types of qualifications employees possess related to Highly Qualified Teacher requirements. | Optional |
Qualification Methods | Identifies teaching methods related to Highly Qualified Teacher requirements. | Optional |
Qualification Statuses | Identifies status levels related to Highly Qualified Teacher requirements. | Optional |
Race Codes | Identifies employee ethnicity. | Required |
Requirement Codes | Identifies requirements related to Highly Qualified Teacher status. | Optional |
Situation Types | Identifies special employee activities, events, and situations used in the Personnel Activity Tracker. | Required if you use Personnel Activity Tracker. |
Status Codes | Identifies employee status levels, such as active, inactive, and terminated. | Recommended |
Suffix Codes | Identifies the suffixes to be used in the general section of the Employee Information page. | Optional |
Termination Codes | Identifies reasons for termination. | Recommended |
User Defined Codes | Defines codes for table-verified fields in User-Defined windows. | Optional |
Workers' Compensation Codes | Categorizes employee for Workers' Compensation insurance premiums and sets rates for calculating these premiums. | Required for calculating Workers' Comp premiums. |
Applicant Tracking uses Personnel tables, plus one additional table, Interviewer Code table. You should take into account Applicant Tracking when creating Personnel table records.
Assign Codes to Table Records
Table records are identified by the codes you assign. Later, when you create employee and applicant records, you can reference the information in a table by simply entering a record's code. You can also use codes as selection criteria in generating reports and displays. As a result, it is important to plan your codes before setting up tables. Following are some things to consider:
The length and type of the codes is important in developing a coding system. About half of the Personnel tables accept a maximum of four characters, including letters, numbers, or a combination. Codes in the remaining tables vary from 6-15 characters. The exception is the Employee Type table, which uses a one character code.
If you use numbers in your codes, be aware that the system treats them as characters. To ensure proper sorting for reports and displays, use leading zeros where necessary to maintain a consistent length. For example, enter 3 as 003 and 75 as 075. Otherwise, codes such as 100 and 200 will sort ahead of them, since the system sorts alphabetically beginning with the first character.
If you use letters in codes, length is not as important. However, where possible, try to abbreviate the information referenced or use widely-known acronyms so others can recognize the codes.
When you are working with employee records in Human Resources, table help is available for looking up and selecting the codes accepted in table-verified fields.
The toolbars on table pages include Print for generating lists of the records stored in a table. These reports, which are sorted by code, provide a handy reference for staff members.