WISEstaff: User Guide - Person Search Menu
Person Search - Menu in WISEstaff Portal
Click the links below to navigate to different sections of this page:
Person Search: Overview
This screen contains a brief description of the functions that can be performed within the screens contained in the Person Search menu.
Person Search/Edit
Use this page to search for a staff member and to manually enter staff contract and assignment data from step 2a and step 2b of the Staff Collection Checklist. If the staff member is new, you’ll need to use the Create Staff screen. If the staff member exists but needs their information edited, use the Person Edit screen.
To start a search:
- Enter information in all or some of the fields on the Person Search/Edit screen.
- If you enter a WISEid, Entity ID, or Local Person ID in the ID field, you are not required to enter any other search criteria.
- If you are not searching by WISEid, Entity ID, or Local Person ID in the ID field, then you must enter a First Name and Last Name, as indicated by the asterisks.
- If you search for a WISEid that was deactivated because of merged duplicate WISEids, you will see the results for the active WISEid.
- Click Search.
- Results appear in a table below the search fields, and above the Advanced Search feature.
- Green highlighted boxes match your search criteria as entered.
- Click the expander icon at the far left to see more summary details.
- Click the person's hyperlinked WISEid to get to the Edit person screen.
- If the person you are viewing has any errors or warnings, validation messages display at the top of the page.
When viewing search results, verify first and last name, birth date, and any other information displayed (previous contracts and assignments, other names) to determine if the person you are looking for already has a WISEid record.
Be very alert to potential matches! Don’t create a new record when one already exists. It is important to find a match if one exists, so please remember to use maiden names or other names when relevant.
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Create Staff
You are given the option of creating a new record if no match is found. This is your starting point if you have new staff for whom to add contracts/assignments.
Click Create new record (red button) to go to the Create Staff screen of the Person Search menu. Carefully enter information into each required field (required fields are marked with a red asterisk * symbol). Only click Save if you are certain that you are entering a new staff member, otherwise you will have to go through the Report Duplicates process.
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Person Edit
Many fields on the Edit Staff screen have information icons to assist you in knowing what information is required in that field. The Edit Staff screen organizes information into sections:
- Personal Information - you can edit items:
- If you want to edit the person's legal name, birth date, gender, or race/ethnicity, you can perform that in WISEid.
- For more information about Change Requests, refer to the Change Request section on the WISEid Message Center Menu User Guide.
- Local person IDs are required in order to edit or add assignments and contracts.
- Educator License ID - editable
- Current Year Contract Details - including:
- Your hiring agency assignments: editable
- Other hiring agency Contract Details: view-only
- Other hiring agency assignments: view-only
- Current Year WISEdata Roster Detail: view-only
- Previous Years’ Contract Details: informational only
- Previous Years’ Assignment Details: informational only
Having performed the above Person Search steps, select the staff member you want to edit from the list of persons appearing in your search results. The Edit Staff screen of the Person Search Edit menu in WISEstaff is where you can edit a person's record, including demographic data and the Local Person ID. This is also the screen you need to add contracts and add assignments from Steps 2a and 2b of the Staff Collection Checklist.
If you want to edit the person's legal name, birth date, gender, or race/ethnicity, you can perform that in WISEid. For more information about Change Requests, refer to the Change Request section on the WISEid Message Center Menu User Guide.
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Add Contracts
Adding contract information is either step 2b or 3c in the Staff Collection Checklist. Uploading contract information is optional for Step 2b and required for Step 3c.
Click +Add Contract (on the right side) from the Current year Contract Details header. This expands the section and allows you to complete adding information for your staff.
NOTE: Only a hiring agency can enter contract information.
Data Elements that pertain to Contracts are:
When you have entered the correct information, click either Save or Run Validation.
- Save - Saves the contract.
- Run Validation - Validation automatically runs nightly through the WISE system. Errors and warnings will appear for incorrect information. These appear on your Staff Collection Checklist. However, you can also run an immediate validation for the current entry.
When this is done, move on to complete Step 2b of the Staff Collection Checklist by clicking the Home menu expander, then Staff Collection Checklist screen.
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Add Assignments
Data Elements that pertain to Assignments are:
On the Edit Staff screen, scroll down until you find the +Add Assignment button on the right side.
Click +Add Assignment to get to the Assignment screen within the WISEstaff Person Search menu.
Enter the information in each field as it applies, using the drop-down menus where available. On fields where there are no drop-down menus, notice the information icons again to help you enter in the required details.
- Select the Working LEA from the drop-down menu.
- Select the appropriate Working School from the drop-down menu.
- If the staff member works for the entire district and has no set schedule in which to break up assignment and FTE information, you may choose the 0000 - District-wide option.
- Select the Position from the drop-down menu.
- Depending on the position you choose, a set of assignment related questions (see below) may be required for you to answer about the assignment.
- Select the Area of assignment from the drop-down menu.
- Enter an LEA Assignment Title. This is the title of the assignment used within your district. It may be different from the WISEstaff assignment title. DPI reviews local assignment titles to determine if new position and assignment codes are needed to meet the needs of district staffing positions.
- The LEA Use field is optional. You can elect to use this field to store any additional information used by your district in conjunction with this staff position.
- The LEA Assignment Code field is also optional. It may be used to correlate the staff record in your district's local system to WISEstaff.
As you fill information into these remaining fields (LEA Assignment Title, LEA Use and LEA Assignment Code), a new field of Assignment Related Questions appears to the right of these original data elements.
As Positions and Areas change with data entry, so do the Assignment Related Questions, as they are dynamically linked, asking questions that pertain to each assignment. These questions all match columns in an assignment upload file.
Here are the Assignment Related Questions for a high school history teacher:
Here are the Assignment Related Questions for an elementary principal:
When you have entered the correct information, click either Save or Run Validation.
- Cancel - Clears all entered data.
- Save - Saves the assignment.
- Additional Assignment - Allows for entry of multiple assignments for a single staff member.
- Run Validation - Validation automatically runs nightly through the WISE system. Errors and warnings appear for incorrect information. These appear on your Staff Collection Checklist. However, you can also run an immediate validation for the current entry.
When this is done, you can move on to complete Step 2c of the Staff Collection Checklist by clicking the Home menu expander, then Staff Collection Checklist screen.
Return to WISEstaff Info and Help page
View License
Click the expander at the right side of this section for a drop-down list of all licenses that are acceptable and appropriate for the assignment information you entered above so as to avoid showing up in the DPI audit. This list is dynamic, adjusting to the information provided in each assignment.
Licensing Information
This section shows you any active licenses, expired licenses and background checks that have been completed for the staff member for whom you are adding an assignment.
At the very bottom of the WISEstaff Edit Staff screen, previous years’ contract and assignment details display. If this staff member also works at another district, all of their contract and assignment information is listed in the sections below. You can only change information about staff in your own school/district.
Report Duplicates
Use the Report Duplicates screen to report any instances where you suspect that two WISEid records exist for the same person. Be sure to include comments as to why you believe the WISEid records are for the same person so that DPI has all relevant information when reviewing the records. Helpful comments include why names may differ, or why a birth date for one record may be incorrect.
It is possible that duplicate WISEids may be created for the same person. Any duplicates should be reported to DPI for review. To report a duplicate, begin by clicking the Report Duplicates link located under the Person Search menu at the top of the screen.
Enter the two WISEids you believe are duplicates. For example, if James Jones, birth date 1/1/2001 has the WISEid 234567, and Jim Jones, birthdate 1/1/2001, has the WISEid 256789, and you believe that both IDs describe the same person, enter both IDs on this screen. The order does not matter.
DPI staff review the submissions and, if necessary, merge duplicate records into one. All WISEids remain valid, but only one will be considered the active WISEid. Subsequent updates may be made only to the active WISEid.