STARS HSLC Quick Reference Guide fr Registratin Crdinatrs Cntents Overview... 2 TC Registratin... 2 Manage Staff... 4 Manage Persnnel... 4 Search fr Persnnel... 4 View Brief Persnnel Infrmatin... 5 View Persnnel Recrd... 5 Edit Persnnel... 7 Edit Persnnel Infrmatin Fields... 8 Manage Registratin... 13 N Current Registratin... 13 Srt Results... 13 View Class Details... 13 Accept / Decline Registratin Requests... 14 Submit Registratin Acceptance r Declinatin... 14
Overview In additin t the features utlined in the Standard User Guide, individuals wh manage HSLC Registratin fr their Agency have additinal HSLC functins available, including the TC Registratin, Manage Staff, and Reprts Sectins. This Quick Reference Guide cvers TC Registratin and the Manage Staff tpics available t Registratin Crdinatrs: View Persnnel Infrmatin and Manage Registratin. Reprts are cvered in a separate guide. TC Registratin The TC Registratin sectin is used t search the upcming class schedule fr State Spnsred training and Register (Nminate) staff fr training. Search Schedule 1. Select Learning > TC Registratin. 2. Enter Yur Search Criteria t Search the Schedule and click the Magnifying Glass t start yur search. Search Results Classes that meet yur criteria will be returned in the Schedule Search Results Table, belw the Search Criteria Fields. Srt and Filter Search Schedule Search Results - If yur search returns many results, yu may wish t Srt the results (by clicking n any Clumn Heading in the Results Table) r Filter (using the Search Bx) the results t narrw the list. Fr mre infrmatin n hw t srt and filter, refer t the HSLC Standard User Guide and t HSLC Quick Tips. Add t Favrites If this is a search yu will cmplete frequently, Use the Add t Favrites Icn search. The search will be available frm yur HSLC Hme Page. t save the criteria entered fr this View Mre Schedule Details Hver the muse ver the Class Title t view a pp up with additinal infrmatin abut the class. Registratin Page Click the Register Icn in the right mst clumn f a class rw t register students fr that class. The Screen will change, adding a Registratin sectin belw the Search Criteria and abve the Search Results. Current Rster: The panel n the right displays a list f any students frm yur agency already n the rster fr this class (a missing panel indicates n ne frm yur agency is currently registered). Click n any clumn heading t srt this list. Hver the muse ver a student s name fr a Persnnel Infrmatin pp up. Mve the muse ff f the name t clse the pp up Click in the Pririty Text bx t edit the student s pririty fr registratin fr this class and click Save Pririty. Click the Remve Icn t the right f a staff member s name t remve them frm the rster. Yu will get a pp up asking yu t cnfirm. Click OK t remve the student r Cancel t leave the student n the rster. Click the Refresh Icn t update the number f available spts t the current time. Last Updated: 8/30/2013 HSLC Help Desk: starssupprt@bsc-cdhs.rg r 1-800-413-3210 Page 2 f 14
Search fr Students t Register 1. Type the First Name, Last Name, User ID, and / r Email Address f the persn yu d like t register, r Click the Orange Dwn arrw fr additinal search fields (Jb Title, Jb Unit, Jb Type, and / r Functinal Area). 2. Click the drp dwn arrw fr any f these fields t select an ptin t add t the search criteria. Fr each f these fields, the ptins will highlight blue as yu hver the muse t make a selectin. Click n the desired selectin nce it is highlighted blue. 3. Click Search Helpful Hint! Enter nly the first few letters f a persn s last name t get all staff whse names start with thse letters! Example Search: A search fr Jhn in the First Name field in the Jb Unit Technlgy returned the tw students in ABC Cunty DSS with the first name Jhn, in the Technlgy Unit wh are nt currently n the class rster. Persnnel Fund Search Results T Srt the Persnnel Fund list in ascending r descending rder by Persn, Agency, and/r Branch click n the clumn heading(s) as described in the HSLC User Guide and in HSLC Quick Tips. View the Persnnel Infrmatin Pp up cntaining the student s: Name, Agency, Branch, Email Address, User ID, Jb Title, Jb Unit, and Functinal Area by: Hver the muse ver the student s name. Mve the muse ff the student s name t clse the pp up. Register Staff fr a Class Frm the list f staff that match yur search criteria, yu can register ne, multiple, r all staff n the list. Register ne student r Multiple Students (nt all) 1. Place a check mark in the bx(es) t the left f the student name(s). If a staff member has a schedule cnflict, yu will get a warning message. Click OK. The warning message will disappear and yu will return t the list f Persnnel Fund. 2. Uncheck the name f any staff member in the list that yu dn t want t register r wh had a cnflict. 3. Click Add Trainees (yu may have t scrll dwn t see Add Trainees). The staff member(s) will be placed n the current list f trainees. Register all staff n Persnnel Fund List (r all but a few) 1. Click Check All lcated just abve the Add clumn heading. Yu will see the Verify Persnnel Cnflicts Pp Up appears, listing any cnflicts (r nne) fr selected staff members. Click the X t clse the pp up. 2. Uncheck the name f any staff member in the list that yu dn t want t register r wh had a cnflict. 3. Click Add Trainees. Students will be added t the current rster. Last Updated: 8/30/2013 HSLC Help Desk: starssupprt@bsc-cdhs.rg r 1-800-413-3210 Page 3 f 14
Manage Staff In the Manage Staff Sectin f HSLC, Registratin Crdinatrs may view and Edit Persnnel Infrmatin fr staff in their Agency, Apprve and Deny Registratin Requests fr staff they supervise, and View Current Registratin fr Staff. Manage Persnnel T View Persnnel Infrmatin, select Manage Staff > Persnnel. In the Persnnel Sectin, yu are able t search fr staff within yur branch t view Persnnel Details. Search fr Persnnel T find persnnel, yu may search by any f the fllwing: First Name, Last Name, Email Address, User ID, Jb Type and / r Jb Title. Yu can als search nly Active Students, nly Inactive Students, nly students n leave, r All Students. Search by name (Standard Search) Enter the staff members Last Name and / r First Name in the apprpriate Text bx. Use qutatins arund the search fr exact matches. Select the radi buttn t the left f Active, Inactive, On Leave, r All. Click the Magnifying Glass. Advanced Search Click the Orange Arrw t the right f the Magnifying Glass. The Advanced Search fields (Email Address, User ID, Jb Type, and Jb Title) will pen belw the Name fields. Yu may search by any cmbinatin f the Standard Search fields and Advanced Search fields. T Search by Email Address r User ID: Type the email address r User ID int the apprpriate text bx. T Search by Jb Type: Select the Jb Type frm the drp dwn menu by clicking n the black drp dwn arrw. The ptins will highlight blue as yu hver the muse t make a selectin. Available chices are (State defined): Administratr; Casewrker/Case Mgr/Scial Wrk; Clerical/Supprt Staff; Cnsultant; Direct Child Care Wrker; Eligibility Wrker; Fster/Adptive Parent; Health Care Wrker; Investigatr; Prfessinal (Plicy, PrgDev); Recreatin Specialist; Supervisr/Manager; Teacher Vcatinal Specialist; Vlunteer Wrker T Search by Jb Title: Select the Jb Title frm the drp dwn menu by clicking n the black drp dwn arrw. The ptins will highlight blue as yu hver the muse t make a selectin. Click n the desired ptin nce it is highlighted blue The ptins available in the Jb Title are the jb titles entered by Training Crdinatr. Last Updated: 8/30/2013 HSLC Help Desk: starssupprt@bsc-cdhs.rg r 1-800-413-3210 Page 4 f 14
Manage Persnnel, Cntinued Persnnel Search Results Search Results that match the criteria yu entered will be returned in the Persnnel Fund Table, with Last Name, First Name, Jb Title, HSLC status (Active, Inactive, r On Leave), and the View Icn. Srt Persnnel Search Results As with ther search results tables in HSLC, yu may srt by any clumn heading (Last Name, First Name, and Jb Title) in the table r by multiple clumn headings Fr mre infrmatin abut Srting, see HSLC Quick Tips. View Brief Persnnel Infrmatin Yu may view a pp up with Brief Persnnel Infrmatin (Name, Email Address, User ID, and whether the persn has permissin t Lgin t HSLC) abut a staff member in the list f recrds directly frm the table withut ging int the recrd. T view the Brief Persnnel Infrmatin Pp Up: Hver the muse ver (r click n) the emplyee s Last Name. Mve the muse away frm the emplyee s Last Name (r click the x ) t clse the pp up. View Persnnel Recrd Click n the View icn in the rw fr that emplyee s persnnel recrd t view the Persnnel Infrmatin that has been entered int HSLC fr that staff member. The Persnnel Infrmatin sectin will expand belw the Search Fields and abve the Search Results Recrds Table. T view Persnnel Infrmatin fr anther emplyee, Click n the View icn in the rw fr that emplyee s persnnel recrd. Click the x t clse the Persnnel Infrmatin. Last Updated: 8/30/2013 HSLC Help Desk: starssupprt@bsc-cdhs.rg r 1-800-413-3210 Page 5 f 14
Manage Persnnel, Cntinued Field Name Last Name First Name Salutatin Agency Branch Status Address City Zip Cde Phne number Cellphne Cell Carrier Email address Degree User ID Supervisr Date Hired Staff Type Date Changed Jb Change Jb Type Jb Title Unit Supervisr Is Trainer Ntes CPS Supervisr CPS On Call Functinal Area Functinal Percentage View Persnnel Infrmatin Field Definitins Field Descriptin Emplyee s last name Emplyee s first name Title related t the emplyee s name, such as Mr, Mrs, Ms., Dr. r Rev Name f Emplyee s Agency Name f Emplyee s Branch Emplyee s status in HSLC (Active r Inactive) Address f emplyee s primary wrk site City in which emplyee s wrk site is lcated Zip cde fr emplyee s wrk site Emplyee s wrk site phne number Emplyee s cell phne number Emplyee s cellphne carrier Emplyee s email address Degree held by emplyee, if any Emplyee s NY.gv ID. Must be entered in rder t cmplete sme web based curses. Name f emplyee s supervisr Date emplyee was hired Type f Staff, Select frm Emplyee: Fster Parent, Student r Other Date f emplyee s mst recent change in emplyment status Mst recent type f change in emplyment status Occupatinal categry f emplyee s psitin (A state defined field) Name f emplyee s psitin (Defined by agency/branch in Maintenance > Jb Titles) Organizatinal cmpnent t which emplyee is assigned (Defined by agency/branch) Indicates if emplyee is a supervisr (Yes r N) Indicates if emplyee is a trainer (Yes r N) Any additinal ntes abut emplyee, such as reasnable accmmdatins requirement Indicates if the emplyee is a CPS Supervisr (Yes r N) Indicates if the emplyee is a CPS On Call Staff (Yes r N) Functinal grup within the agency where the emplyee s jb functin is allcated. Up t three areas may be designated. A minimum f ne is required (A state defined field). Allcatin f resurces between functinal areas. If mre than ne area is specified, the ttal percentage must add up t 100%. Last Updated: 8/30/2013 HSLC Help Desk: starssupprt@bsc-cdhs.rg r 1-800-413-3210 Page 6 f 14
Edit Persnnel T Edit the Persnnel Infrmatin that has been entered int HSLC fr a staff member: Click n the Edit icn in the rw fr that emplyee s persnnel recrd. The Edit Persnnel Infrmatin sectin will expand belw the Search Fields and abve the Search Results Recrds Table. In the Recrds Table, the First and Last Name f the staff member yu have selected will turn t Red text. Last Updated: 8/30/2013 HSLC Help Desk: starssupprt@bsc-cdhs.rg r 1-800-413-3210 Page 7 f 14
Persnnel, cntinued Edit Persnnel Infrmatin Fields Field Name Instructins / Definitin Image Status: Click n the drp dwn arrw t select a status fr the staff member. The ptins will highlight blue as yu hver the muse t make a selectin. Click n the desired city nce it is highlighted blue. Available ptins are Active, Inactive, On Leave Selecting Inactive will maintain the emplyee s HSLC recrd (persnnel infrmatin, class registratin histry, etc.) but prevent them frm shwing in HSLC functins related t Active emplyees (when yu are registering staff fr classes fr example). Persnal Infrmatin Salutatin: Select a salutatin when needed by clicking n the drp dwn arrw and then n the apprpriate title. The ptins will highlight blue as yu hver the muse t make a selectin. Click n the desired ptin nce it is highlighted blue. Available chices (State defined) are: Chief; DDS; Dctr; Esq.; Hnrable; Jr.; Majr; MD; Minister; MPH; Pastr; Reverend; RN, BSN; Sister; Sr; Sr. Gender: Click n the drp dwn arrw t select the staff member s gender. The ptins will highlight blue as yu hver the muse t make a selectin. Click n the desired city nce it is highlighted blue User ID: Enter the emplyee s NY.gv ID (this ID has been previusly called LDAP, NYSDS, and Centerprt). This is required fr sme web based curses Last Name: Enter the emplyee s last name First Name: Enter the emplyee s first name Middle I: Enter the emplyee s middle initial City: Click n the drp dwn arrw t select the city fr the emplyee s primary wrk site. The cities will highlight blue as yu hver the muse t make a selectin. Click n the desired city nce it is highlighted blue. Helpful Hint! Type the first few letters f a city name t jump t matching cities. Address: Enter the street address fr the emplyee s primary wrk site Zip Cde: Enter the zip cde fr the emplyee s primary wrk site Phne: Enter the emplyee s wrk site phne number Phne Ext: Enter the emplyee s phne extensin, if any Email: Enter the emplyee s wrk email address. This is required fr sme web based curses! Jb Infrmatin Hired: Enter the date the emplyee was hired in mm/dd/yyyy frmat Date Enter the date f the mst recent change in emplyment status in mm/dd/yyyy frmat Changed: Last Updated: 8/30/2013 HSLC Help Desk: starssupprt@bsc-cdhs.rg r 1-800-413-3210 Page 8 f 14
Persnnel, cntinued Change: Click n the drp dwn arrw t select the type f mst recent change in emplyment status. The ptins will highlight blue as yu hver the muse t make a selectin. Click n the desired ptin nce it is highlighted blue Available chices (State defined) are: Change Jb Status; Change f Unit; Deceased; End Temprary Assignment; Leave f Absence; New Hire; Part Time; Permanent; Prmtin; Reassigned; Resigned; Retired; Return frm Leave f Absence; Temprary; Terminated; Transfer Unit: Click n the drp dwn arrw t select the emplyee s Unit. The ptins will highlight blue as yu hver the muse t make a selectin. Available chices are the nes yur agency/branch has entered in Maintenance > Units. Helpful Hint! If the Unit yu need fr this persnnel recrd is missing, yu can add a Unit t yur Branch frm this screen withut having t navigate t Maintenance > Units! Click n Unit fr the Add Unit Pp Up. Type the name f the Unit in the text bx. Click Save Unit. The pp up bx will clse and the Unit yu entered will be available in the drp dwn menu. Click the X t clse the Add Unit pp up bx withut adding a new Unit Jb Title: Click n the drp dwn arrw t select the emplyee s Jb Title. The ptins will highlight blue as yu hver the muse t make a selectin. The chices available in this field are the nes yur agency/branch has entered in Maintenance > Jb Titles Helpful Hint! If the Jb Title yu need fr this persnnel recrd is missing, yu can add a Jb Title t yur Branch frm this screen withut having t navigate t Maintenance > Jb Titles! Click n Jb Title fr the Add Jb Title pp up. Type the name f the Jb Title in the text bx. Click the Classificatin Drp dwn Arrw t select a Jb Classificatin if applicable. The ptins will highlight blue as yu hver the muse t make a selectin. Available chices are thse yur agency / branch has entered in the Jb Classificatin sectin f Maintenance > Jb Titles. Click Save Jb Title The pp up bx will clse and the Jb Title yu entered will be available in the drp dwn menu. Click the X t clse the Add Jb Title pp up bx withut adding a new Jb Title. Last Updated: 8/30/2013 HSLC Help Desk: starssupprt@bsc-cdhs.rg r 1-800-413-3210 Page 9 f 14
Persnnel, Cntinued Jb Type: Click n the drp dwn arrw t select the emplyee s Jb Type. The ptins will highlight blue as yu hver the muse t make a selectin. Available chices (State Defined) are: Administratr; Casewrker / CaseMgr / ScialWrk; Clerical/Supprt Staff; Cnsultant; Direct Child Care Wrker; Eligibility Wrker; Fster/Adptive Parent; Health Care Wrker; Investigatr; Prfessinal (Plicy, PrgDev); Recreatin Specialist; Supervisr/Manager; Teacher Vcatinal Specialist; Vlunteer Wrker Staff Type: Click n the drp dwn arrw t select the emplyee s Staff Type. The ptins will highlight blue as yu hver the muse t make a selectin. Available chices (State defined) are: Emplyee; Fster Parent; Other; Student Degree: Click n the drp dwn arrw t select the emplyee s Degree, if any. The ptins will highlight blue as yu hver the muse t make a selectin. Available chices (State defined) are: BSW; MSW; Other Bachelr s degree; Other degree r diplma; Other Graduate degree Other Infrmatin Ntes: Type any ntes abut this emplyee in this field, fr example a reasnable accmmdatin that is required fr training. This field is visible in the User > My Prfile sectin t emplyees wh have lg in permissin t HSLC. Additinal Rles: Place a check mark in the apprpriate bx(es) t identify if an emplyee is a Supervisr, a Trainer, Hme Cnfirmatin, r a Staff Cntact. CPS Rles: Place a check mark in the apprpriate bx t indicate if an emplyee is a CPS Supervisr r CPS On-Call Supervisr. Last Updated: 8/30/2013 HSLC Help Desk: starssupprt@bsc-cdhs.rg r 1-800-413-3210 Page 10 f 14
Persnnel, Cntinued Functinal Area: The Functinal Area is the grup within the agency where the emplyee s jb functin is allcated. A minimum f ne is required, as many as needed may be added. (A state defined field). The Functinal Percentage is the allcatin f resurces between functinal areas. If mre than ne area is specified, the ttal percentage must add up t 100%. Adding a Functinal Area: Click the Add Functinal Area Icn The Add Functinal Area pp up will appear displaying the Available Percentage with a drp dwn menu fr Functinal Area and a Text Bx fr Percentage. When the percentage is at 100% (either ne area r divided between tw), yu will be unable t add anther Functinal Area until yu Edit r Delete the existing Functinal Areas. Yu will see a pp up stating Ttal Percentage is 100 percent. Please edit ther functinal areas first. Click n the Drp Dwn arrw t select the Functinal Area. The ptins will highlight blue as yu hver the muse t make a selectin. Available chices (State Defined) are: Administrative Functins; Adptin; Adult Services; Blind & Visually Handicap; Child Prtective Services; Child Supprt Enfrce; Day Care; Dept f Health / Other; Dept f Labr / Other; Disability Determinatins; DJJOY; Dmestic Vilence Prev; Energy Prgrams; F-30 Nn/Admin/Lcal; Fd Stamps; Fster Care; Fraud & Abuse; Hmeless Services; Indian Affairs Services; Legal Affairs / Cunsel; Managed Care; Medicaid Eligibility; Medicaid Skills; Prev/Family Supp Svc; Residential Child Care; Services / Other; Temprary Assistance; Transitinal Services; Welfare t Wrk Type the percentage fr this Functinal area in the Percentage Text bx. Click Save Changes. The Functinal Area will be added t the persnnel recrd. Repeat the steps abve t add as many functinal areas as needed, ttaling 100 % Last Updated: 8/30/2013 HSLC Help Desk: starssupprt@bsc-cdhs.rg r 1-800-413-3210 Page 11 f 14
Persnnel, Cntinued Deleting a Functinal Area: Click the Delete Icn in the rw f the Functinal Area yu wish t delete. Yu will see a cnfirmatin ppup. Click OK t Delete the Functinal Area r Click Cancel t return t the Edit Persnnel Infrmatin Screen. Yu will see Yu have successfully remved this functinal area. Saving Changes: When yu are finished editing the Persnnel Infrmatin Click Save Changes in the lwer right hand crner f the Edit Persnnel Infrmatin sectin f the screen. Yu may nw select anther staff member frm the list f Persnnel Recrds fund, enter new search criteria, r click the x t clse the Edit Persnnel Infrmatin sectin. Last Updated: 8/30/2013 HSLC Help Desk: starssupprt@bsc-cdhs.rg r 1-800-413-3210 Page 12 f 14
Manage Registratin In the Manage Staff > Registratin sectin f HSLC yu can view a list f current registratins r requested registratins fr all staff members whse HSLC Persnnel Recrd lists yu as their supervisr, and apprve r decline the requested registratins. In the list ff Staff Currently Registered, yu will als see yur wn current registratin fr classes. T access Registratin, select Manage Staff > Registratin. N Current Registratin If nne f the staff members whse HSLC Persnnel Recrd lists yu as their supervisr have requested registratin fr a class, the Staff Requesting Registratin table will display N current staff members are requesting registratin. Srt Results As with ther search results tables in HSLC, yu may srt the Staff Requesting Registratin table and / r the Staff Currently Registered table by any clumn heading r by multiple clumn headings. Fr mre infrmatin abut Srting, see HSLC Quick Tips. View Class Details T view mre infrmatin (including Class Name, Prvider, Descriptin, and a cpy f the Annuncement) abut a class that a staff member is requesting registratin fr r registered fr: Hver yur muse ver the Class Name fr the Class Details Pp Up. Click n Get Annuncement (frm inside the Pp Up) t view the annuncement fr the class. The Annuncement will pen in a new brwser windw. Use the brwser s print functin t print the annuncement Clse the brwser windw cntaining the annuncement t return t the HSLC Manage Registratin page. Click the X t clse the pp up Last Updated: 8/30/2013 HSLC Help Desk: starssupprt@bsc-cdhs.rg r 1-800-413-3210 Page 13 f 14
Manage Registratin, cntinued Accept / Decline Registratin Requests T Accept r Decline registratin requests, place a check mark in the apprpriate clumn fr each class rw. Fr example I have decided t apprve Jhn User s request t attend LL: ON Call Training (E-1) but nt Test Curse Class. T Accept r Decline all requests, place a check mark in the bx abve Accept r Decline. The crrespnding bx fr each class will be autmatically checked fr yu. T accept r Decline all but ne (r a few) when yu have multiple registratins t prcess, place a check mark abve Accept r Decline, and then remve the check mark frm individual class rws as needed by checking the ppsite bx in that rw. Fr example, t apprve all classes request except fr Test Curse Class: I placed a check mark abve Accept, and the system autmatically filled in the Accept clumn fr curses. I then placed a check mark in the Decline clumn fr Test Curse Class and the system autmatically remved the Accept check mark fr that rw. Submit Registratin Acceptance r Declinatin If there is a class yu are nt ready t accept r decline, leave that rw blank (n check mark in Accept r Decline) and navigate back t this page later t prcess. Once yu have cmpleted marking Accept r Decline fr each class, click Submit. In the cnfirmatin pp up bx, click yes t prcess the registratins r n t g back t the Staff Requesting Registratin page and make changes. Accepted registratins will nw display in the Staff Currently Registered table. Declined registratins will be remved frm the Staff Requesting Registratin table. Students will receive an email r text ntifying them f any change in registratin status, based n the settings they created in User>My Settings, Persnal Ntificatin Settings. Last Updated: 8/30/2013 HSLC Help Desk: starssupprt@bsc-cdhs.rg r 1-800-413-3210 Page 14 f 14