Staff List Component Tutorial

LAST UPDATED 7/15/21

Kellie Feramisco & Darren Grubel

TABLE OF CONTENTS:

Should I Use Staff List Components for My Staff Page?

Preparing Staff List Data (Steps 1-5)

Building Staff Page Using Staff List Components (Steps 1-3)

Updating/Editing Staff List Components

Questions?

2

SHOULD I USE STAFF LIST COMPONENTS FOR MY STAFF PAGE?

CONSIDER STAFF LIST COMPONENTS IFYOUARE…

Current Staff Page	Staff List Components

Having trouble with distorted photo dimensions on your staff page?

Spending too much time re-organizing staff page when new hires are made?

Having difficulty keeping consistent fonts,sizes & formatting across staff page?

Upload photos that display with consistent dimensions.

Easily auto-alphabetize or manually organize staff lists.

Move,add or delete staff members without affecting staff page formatting.

4

VISUAL : STAFF LIST COMPONENTS VS.CURRENT STAFF PAGE

Current Staff Page	Staff List Components

d	d

5

- Option to have staff members
automatically listed alphabetically by
last name.
same size & dimensions.
& aesthetic benefits!

PROS & CONS OF STAFF LIST COMPONENTS

			

					
	
- Consistent fonts & sizes across	- Initial time investment of 1-3 entire staff page.	hours – a small amount of time in - Easy to add, remove and re-order	relation to the long-term efficiency staff members without affecting
formatting.	•	For schools without staff photos & teacher websites (e.g.some Elementary schools), and/or already have a current staff list (first & last name,title, email addresses), the time will be closer to 1 hour.
-All staff photos display with the	•	For schools with staff photos & teacher
websites (e.g.Secondary schools), and/or - Once initial set-up is complete,	don’t have a current staff list that can be
ongoing maintenance is very simple	pasted into the Staff ImportTemplate, the & efficient.	time might be closer to 3 hours.

6

PREPARING STAFF LIST DATA

STEP 1: DETERMINE STAFF PAGE STRUCTURE

Your desired Staff Page structure will determine your Department structure.

 If you want your staff page organized by Grade Level,then you will have a Department for every Grade Level + every other category

 If you want your staff page organized by Subject,then you will have a Department for each Subject + one for every other category

		

				

8

Department Name

STEP 2: UPDATE DEPARTMENTS

	IMPORTANT:Create a
		
NEW department name for
	
	each of your departments. DO NOT use pre-existing
		
	departments.

Once you’ve determined Staff Page & Department structure, create your new Departments in the CMSAdmin Tool.

1
Click “AdminTool” in

the Login drop-down.

2
Click School

Name button.

4
Click “Add

Departments”

5
Enter Department

Name.

*Tip:Use consistent naming

3
Click

“Departments”

7
Repeat steps 5 & 6 until last department is added.Click “Save”

conventions!*

6
Click “Save

& New”

after last department.	9

STEP 3: DOWNLOAD & UPDATE STAFFTEMPLATE

1
Click“Admin Home” in the upper black bar,then click“Master Staff.”

3
Click “Click Here to Download the Staff Template.”

	
4
	
An .aspx file will
		
	appear at the bottom left of your screen.

2
Click “Bulk Import Staff”

10

b

STEP 3: DOWNLOAD

c

5

STAFFTEMa)

b) c)

Open Excel and click File Open Browse.
In the window that opens within Excel,be sure that “All Files” is selected in the drop-down to the right of the File Name field. Click Downloads in the left nav
Find the .aspx file you just downloaded called“ImportStaff.” Click on that file.

d	a	d) Click “Open.”

6
A warning window will

open asking if you are sure you want to open

7 The Staff Template will open in Excel. Click
“Enable Editing.”

8

the file. Click “Yes.”	Save the file to your desktop.

IMPORTANT:Be sure to Save as an ExcelWorkbook file (NOT as a web page) with the name “ImportStaff”.

11

STEP 4: UPDATE STAFFTEMPLATE

2	BIO INFO/DETAILS

If staff member has a website they want displayed,enter the text “Website” here.If a staff member has multiple websites, enter the name of each separated by a comma.(You will create the links to the websites later.)

4	PREFIX / SUFFIX

If you want it displayed on the staff page, add“Dr.” (prefix) or“Ed.D.” (suffix) for staff members with that title.

0	NAME

REQUIRED
Enter first & last names as you want them to appear.

Fill in the StaffTemplate with your school’s staff members.Be sure to follow the instructions in the template and below

so that information will display correctly on the final Staff Page.

9	TITLE

1
Enter the staff member’s title as you want it to appear on the Staff Page.If you do not want a title to show,leave it blank.

13	DEPARTMENT REQUIRED

Enter the number for the staff member’s department according to the index at the top of the template.If a staff member belongs to multiple departments,separate by comma.

1

1	EMAIL

REQUIRED
Enter email. It is CRITICALLY IMPORTANT to use the @cusd.com address instead of the long address. Preferred that emails have first letter of first & last name capitalized.

1

Website

1

12

DO NOT USE

- Middle name column - Any HOME columns - CELL Phone column

15	16

Leave“DO NOT USE” columns empty.

X

Once Staff Template is complete,click Save.

X
13

STEP 4: UPLOAD STAFFTEMPLATE

1
Click“Admin Home” in the upper black bar,then click“Master Staff.”

2 Click “Bulk Import Staff”	4

3		Click “Choose File”

Select the “ImportStaff” Excel file you saved on your desktop and click Open.

5
Click “Import”

6
An “Import Complete!”

notification will confirm upload.

14

member with a website
green button.
next to relevant staff
e) Click Insert
a
b

STEP 5A: MAKE MANUAL UPDATES –WEBSITE LINKS (IF APPLICABLE)

Return to the“Master Staff” page (“Admin Home” “Master Staff”).

Enter last name of staff
Click green“Edit” button
1	2	4 a) Highlight the first website name b) Click the hyperlink icon
for which you need to
member.
c) Paste the website link in URL create a link and click	IMPORTANT:If multiple entries	d) Check“Open in new tab” box
d
exist for your staff member,use	c ONLY the one with the

@cusd.com email address.
e

6 Click green“Save” button.

7
Repeat Steps 1-6

for each staff member with a website.

3
Scroll down to the Biography/Info

section.If you entered multiple website names, make sure they are on separate lines.

5 If a staff member has multiple
websites, repeat Step 4 for each until all are linked.

15

STEP 5B: MAKE MANUAL UPDATES – UPLOAD STAFF PHOTOS (IF APPLICABLE)

Return to the“Master Staff” page (“Admin Home” “Master Staff”).

1

4
	
Name of photo file
will appear next to
		
	Choose File.

Click“Edit Entire Staff”

2
Scroll through Staff Members

until you reach one for whom you want to upload a photo.

IMPORTANT:If multiple entries exist for a single staff member,upload the photo ONLY in the entry with the @cusd.com email address.

5	 Continue Steps 2-4 until
all photos are uploaded.

3
Click “Choose

File” to the right of that entry and navigate to where you saved all staff photos. Double-click (or select and click Open) in the folder on the relevant staff member photo.

16

IMPORTANT:When done,scroll to
	
	very bottom of page and click
		
	“UpdateAll Staff Members.”

6	8

After some loading time,a confirmation like this one will appear.Do not leave the page until you see this confirmation.

7

A message like this one will appear.Click the blue“OK” button.

17

BUILDING STAFF PAGE USING STAFF LIST COMPONENTS

STEP 1: ALPHABETIZED OR MANUALLY ORGANIZED?

Use alphabetized if you want a department or group listed alphabetically by last name.

Example: Teachers or Department by subject or grade level,etc.

Use manually organized if you want a department or group listed in a specific order.

Example: Administration,Office/Support Staff,etc.

You can also mix & match the two within your Staff Page!	19

STEP 2: CREATE STAFF PAGE LIST COMPONENTS

1
Navigate to Staff Page and

3
In Type drop-down,select “Staff List.”

click “Edit Page” in upper
right of top black bar.	4	Add Internal Name.

2
Click “Add Page

Component”

This will NOT be seen on the final page.

5	Add Component Title.
This will show as the header of this section on your web page.

6
Click green“Add

Component” button.

20

7
Your new component will appear at the bottom of your component list. Click the green“Edit” button to the right in the new component.

8 Under Display Mode, select “Bio List.”

9
Under Number of Columns,

select “2.”

10

Under Show/Hide Options, check ONLY“Member Image,” “Credentials,” and “First Name First.” DO
NOT select any other fields.

	*
	Tip:Even if you don’t have staff
			
ph
	otos,check the “Member Image”
	
		box.Formatting will auto-adjust and won’t look like anything is

		missing.

IMPORTANT

11

If you want your staff list:

DO NOT selectWebsite URL.

If your staff members have websites,they will be pulled in from the Bio/Info section we already entered because we have selected the Bio List display type.Selecting this box

- Alphabetized,go to page 22.	will show empty pages that teachers are not using. - Manually Organized, go to page 23.

21

IF CREATINGALPHABETIZED STAFF LIST (CONTINUED FROM PAGE 20)

			
2
Under Filtering Criter
choose “Select Departments.”
	
ia,
			
		1
	5
New component will appear alphabetically by last name on your Staff Page.

					
3		Under Select Departments, click th
box next to the Department(s) for whi
you want staff membe displayed in this
component.

e

ch rs

			
4
Click “Save.”

1

1

1

22

IF CREATING MANUALLY ORGANIZED STAFF LIST (CONTINUED FROM PAGE 20)

12
Under Filtering

Criteria, choose “Select Members.”

14
The name you added will

appear in list below. Repeat Step 13 for each staff member you want in this component.

15
Once all names are added,click the up & down

arrows to put them in the order you want them listed in the component.

13 In menu beneath, find staff member
you want to add in the list (alphabetized by last name), and click “Add.”

16
When names are in desired

order,click green“Save” button.

17
New component will appear in

listed order (L-R) on your Staff
Page.	23

STEP 3:CONTINUE UNTIL STAFF PAGE IS COMPLETE

Continue adding staff list components until all staff are listed.

From Edit Page view,components can be dragged into whatever order you wish.

If you want to add section header blocks like“Math” in theTeachers example below,use single-cell table in a Text Window component and drag to desired location.

Administration	Office Staff

Principal, GIS,Learning Directors, Activities
Directors, Athletic Directors, etc.

Teachers

By Subject or Grade

Support Staff

Counselors, Psychologists,
Facilities/Grounds, Library Techs, Cafeteria, Health Services, Etc.

24

UPDATING/EDITING STAFF LIST COMPONENTS

ADD STAFF MEMBER(S)

		

If you try to add a staff member “Add Staff Member” on the Maste
you may not be able to assign member to the department you w
	
by clicking r Staff page, the staff
ant.(Many
		
departments are greyed out and uncheckable.)

1. To add one or more staff members,follow the instructions on pages 10-17.

•	This will ensure you are able to assign the correct department.

2. To add the staff member to a staff list component using:

a)	 “Select Department” (automatically alphabetized, pg. 22), no further action is required.The staff member will automatically be displayed in the component.

b) “Select Member” (manually organized, pg. 23),manually add the staff member to the existing component using instructions on page 23.

26

DELETE STAFF MEMBER(S)

1
Click“Admin Home” in the upper black bar,

then click“Master Staff.” Enter staff member’s last name and click green Search button.

2
In the list that appears,find the staff

member you want to delete.

	IMPORTANT:If multiple entries appears,delete
		
ONLY the one with the @cusd.com email address
	.

3
Click the red“Delete” button.

Completely ignore staff members with @clovisusd.k12.ca.us email addresses. Do not delete or update them.They will not affect your staff lists.

4 Click the blue OK button when the warning appears.
Users with @cusd.com email addresses are not CMS
	
	users and deleting them will not affect their access.

5		Staff List component will automatically update to reflect
this change.	27

UPDATE STAFF MEMBER DEPARTMENT

				

Completely igno staff members w
@clovisusd.k12.c email addresses.
not delete or upd them.They will n
affect your staff li

re ith a.us
Do ate ot
sts.

						
						
			28

1. Click “Admin Home” in the upper black bar, then click “Master Staff,” and then click “Edit Entire Staff.”

2. Scroll through the page until you find the relevant staff member.

•	If there are multiple entries for that staff member,be sure to update the one with the @cusd.com email address.

3. Check and/or un-check boxes to assign to correct department(s).

•	For short department names, checkbox will appear to the left. For longer department names, checkbox will appear ABOVE the department name. Be sure to check the appropriate box.

•      If the department you need doesn’t exist, add a new one prior to completing these steps. (Details on Page 9.)

4. When updates are complete,scroll to the bottom of the page and click “Update All Staff Members” button to save changes. (Details on page 17).

QUESTIONS?

QUESTIONS? CONTACT US!

Kellie Feramisco

kellieferamisco@cusd.com

x79093

Darren Grubel

darrengrubel@cusd.com

x79030

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