Overview

The Employment Type in the Contacts record of a staff member can be set either to Sessional, for staff who are paid on a casual / contract basis for the exact hours they work, or to Salaried for staff who are employed on a permanent (full time or part time) basis.

This setting is picked up in any enrolments that are allocated to this teacher, and listed as the Pay Category for that enrolment. That entry is copied again as the Pay Category for any Attendance records that are created from these enrolments.

So when you change a teacher's Employment Type, you need to follow through and update the records that have a Pay Category derived from the old Employment Type.

Make The Changes

Staff Contact Record

First, obviously, you need to change the Employment Type in the teacher's Contacts record.

  • Home Screen > People > Staff
  • Select the staff member in question

Change the entry to the correct option.

Ensembles

While still in the teacher's record, you can select each ensemble from the list of those they're assigned to, and edit the staffing information.

Tuition Enrolments

The Pay Category is recorded in each individual enrolment record, so you need to update all of them.

  • Home Screen > Student Activity > Tuition
  • Find:
    • Teacher: [the one in question]
    • Status: Current
    • Select Perform Find
  • If your found set now correctly includes just the current enrolments for that one teacher, change the Pay Category to the correct option in one of the records.
  • With the cursor still in that entry, go to the grey top bar, select Records > Replace Field Contents
  • After reading the dialogue to confirm that it's going to replace the correct records with the correct entry, select Replace

Attendance Records

If you have made all of the above changes before generating any rolls that the change relates to, you will not need to edit any attendance records. They will be generated with the new information.

But if roll records relating to the period after the change takes effect were already created before you made the update, they were created with the old information and will need to be changed.

If any of these roll records have already been marked and/or paid, you will need to be logged in with admin privileges to make this change.

  • Common Tasks > Roll-marking TUITION > Search for and view records
  • Enter the search criteria:
    • Week Commencing: > [the day before the change takes effect]
    • Staff ID: [the teacher in question]
  • On the right-hand end of the screen that comes up is the field Pay Category. Correct one entry.
  • With the cursor still in that entry, go to the top grey bar and select Records > Replace Field Contents
  • After reading the dialogue to confirm that it's going to replace the correct records with the correct entry, select Replace

Log out as admin and log back in as yourself after making this change.