Deactivate or Reactivate Staff

Updated 12/20/24

This article describes how to deactivate and reactivate records for staff in your ABE program.

If your staff person is shared with another site, the activation steps may be different. In that case, contact us at [e-mail] for guidance.

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It's important to keep staff records updated for database security and accurate reporting.

• When staff stop working with your program, deactivate their record. (This won't delete or hide the person's name from the Staff tab, which must be kept for historical records.)
• When staff return to work with your program, reactivate them.

Determine which staff are currently designated as active

1. On the Staff tab, look for the Active column.
2. Click the down arrow in the search box. 
3. Select "Checked" from the menu. A check mark means the person is currently part of your program (based on their Program Entry/Exit Status history item). A blank means they are not currently working with your program.
   

Note: you cannot check or uncheck the Active box. SiD marks it automatically by looking at the Staff>History tab. The most recent ABE Program Status history item of Entry or Exit determines whether the Active box is marked.

Deactivate staff

Giving a staff person a Program-Entry/Exit Status history item of "Exit" DOES NOT remove their ability to log in to the database. To completely cancel staff access to the database, you must remove their login privileges. Be sure to complete Step 4 below when appropriate.

1. Exit the staff from all classes.
2. Go to the Staff>History tab.
3. Create a new history item. 
   • For the Effective Date, use the date the person left.
   • In the History Groups menu, choose Program - Entry/Exit Status.
   • From the History Item menu, choose Exit. Add any comments you like.
   • Click the Save button.
     
     
4. Remove any staff account privileges.*
   
   • Go to the Staff>Account subtab.
   • Click the Remove Login Rights link to clear the staff account. When the Remove Login Rights link is not visible, the staff person does not have an active SiD login account; you can skip this step.
     
     

*If your staff person is shared with another site, the activation steps may be different. Contact us at [e-mail] for guidance.

Reactivate returning staff

1. On the Staff tab, search for the person's name.
2. Go to the Staff>History tab.
3. Create a new Entry Status history item. 
   • For the Effective Date, use the date the person returned.
   • In the History Groups menu, choose Program Entry/Exit Status.
   • From the History Item menu, choose Re-ENTRY - or ENTRY. Add any comments you like.
   • Click the Save button.
     
     On the Staff tab, the Active box should now be checked. (It may take a few minutes to refresh.)

4. Add or update Staff Experience and Education Completed rows, and other history items as needed.
5. On the Staff>Summary screen, update the State Staff Type and Staff Hourly Type fields as needed.
   
   
6. Add any staff account privileges for staff.*

• • Go to the Account subtab.
  • Create a new account for the staff person. See Add, Change, or Remove Login Privileges for Staff for complete details.

*If your staff person is shared with another site, the activation steps may be different. Contact us at [e-mail] for guidance.