Using Staff Agencies > Manage Agency Staff

 Manage the staff listed within each cover agency using the functions available in the Cover Manager module. Add notes next to each member of staff to assist you when arranging cover for lessons.

To manage agency staff, follow the steps below:

1. Open the Cover Manager module and select the Configuration tab.
2. Select Manage Cover Agencies from the right hand menu to display the Manage Cover Agencies screen:
   
3. Click in your selected agency to manage staff records for that agency.
   An example of the window displayed is shown below:
   

A number of functions are available from this window:

• Add a new agency staff record to an agency.
• Make a duplicate of an existing record in another agency. Use this when a teacher is registered with more than one agency. Their record is held with both agencies.
• Edit an existing record. Choose to edit their 'Preferred teacher' status or add notes.
• Archive a record. Use this when an agency teacher is no longer available. Archiving is used instead of deleting a record to ensure that a complete audit trail of cover is logged.

Add Agency Staff

To add a new agency staff record to an agency, follow the steps below:

1. Click Add Teachers to display the Add Agency Teacher wizard:
   
2. Select to Add a new member of agency teaching staff.
3. Click Next Step to display the next window of the wizard:
   

4. Complete the sections available:

   Section	Explanation
   Core Information	Enter a Staff Code, name and gender. Staff Code is used in the same way as School Initials held in the Human Resources Manager, it is used to identify a teacher in timetables and must be unique. It is suggested that you use a standard code prefix or suffix to identify an agency teacher. For example, for 'Tessa Cupp' use 'AgyTC'. Be aware that iSAMS does not cross reference the Staff Code you enter with School Initials held in the Human Resources Manager module which may result in duplicated Staff Codes.
   Optional Information	Preferred Teacher. Select whether the teacher is preferred. indicates a preferred teacher in the agency staff list. Preferred teachers are listed at the top of the agency staff list when you make an agency booking. Type. Select a type for the agency teacher, such as 'Teaching Assistant'. Click to add a new type to the list. Notes. Add notes for the teacher, for example 'Suited to junior department'. These are available to view when you allocate a teacher to cover a lesson. This helps you select the most suitable teacher for the cover.

5. Click Next Step to display the next window of the wizard:
   

6. Click Finish. The agency teacher is displayed in the module. A staff record is also created in the Human Resources Manager module.
7. Select the Manage Staff Linking option and click Run Staff Sync Routine. This ensures that the agency teacher can be used for cover.
   You must add a booking for the agency teacher to use them for cover.

Duplicate Agency Staff

To make a duplicate of an existing record in another agency, follow the steps below:

1. Click Add Teachers to display the Add Agency Teacher wizard:
   
2. Select to Add Existing Agency Staff to....
3. Click Next Step to display the window shown below:
   

4. Complete the sections available:

   Section	Explanation
   Core Information	Use the drop down list to select an agency and teacher record that you want to copy into your selected agency.
   Optional Information	Preferred Teacher. Select whether the teacher is preferred. indicates a preferred teacher in the agency staff list. Preferred teachers are listed at the top of the agency staff list when you make an agency booking. Notes. Add notes for the teacher, for example 'Suited to junior department'. These are available to view when you allocate a teacher to cover a lesson. This helps you select the most suitable teacher for the cover.

5. Click Next Step.
   The window displayed is shown below:
   

6. Click Finish. The agency teacher is displayed in the module for you to use.

Edit Agency Staff

To edit an existing record, follow the steps below:

1. Click in your selected agency staff record.
   The window displayed is shown below:
   

2. Complete the sections available:

   Section	Explanation
   Core Information	Edit a staff code, name and gender. Staff Code is used in the same way as Teacher Initials held in the Human Resources Manager. Staff Codes are used to identify teachers in timetables and must be unique. It is suggested that you use a standard code prefix or suffix to identify an agency teacher. For example, for 'Tessa Cupp' use 'AgyTC'. Be aware that iSAMS does not cross reference the Staff Code you enter with School Initials held in the Human Resources Manager module which may result in duplicated Staff Codes.
   Optional Information	Preferred Teacher. Select whether the teacher is preferred. indicates a preferred teacher in the agency staff list. Preferred teachers are listed at the top of the agency staff list when you make an agency booking. Type. Select a type for the agency teacher, such as 'Teaching Assistant'. Click to add a new type to the list. Notes. Add notes for the teacher, for example 'Suited to junior department'. These are available to view when you allocate a teacher to cover a lesson. This helps you select the most suitable teacher for the cover.

3. Click Save & Close.

Archive Agency Staff

To archive a record, follow the steps below:

1. Click in your selected agency staff record.
   You are prompted Are sure you want to archive this teacher within this agency?
2. Select Yes to archive the record held in this agency.
   Any duplicate records of this teacher with other agencies remains active. Once a record is archived it can be viewed by checking the Include Archived Teachers box. Archived teachers cannot be reinstated for bookings unless you create a new record for them.