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Adding new staff to school

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This article will provide the instructions to add a staff member to an existing school.

\uD83D\uDCD8 Instructions

Check if individual exists

  1. Query the ASWBCentral database for the staff member to see if an account exists for the user. You can use the query

    1. DECLARE @Email VARCHAR(256) = '<Replace with email>'
SELECT * FROM dev_person_expanded dpe LEFT JOIN EmailAddresses ea ON ea.ContactID = dpe.ContactID WHERE dpe.[Role Email] = @Email or ea.[Address] = @Email

  2. If the query returns a result, copy the BasicUnitID from the results

    1. If multiple BUID are returned, locate the BUID where the [Role Email] address is the address you searched for

  3. Go to the “Add Staff to School” section below

Create Person Record

  1. Gather contact information for the individual

    1. Usually we are not provided with address or phone number. Go to the schools website and obtain this information, if it is not easily accessible, use the ASWB phone number and address.

  2. Log into the ASWBCentral site admin site

  3. Navigate to the URL https://application.aswb.org/SiteAdministrator/CreateUser

  4. Enter the necessary contact information

    1. The username and email field should be the email that was provided

    2. You may use any password as the individual will not receive a welcome email

    3. Make sure you select the “Educator - Admin” and “Social Worker - Admin” roles for the individual

  5. Press the Save button

Add Staff to School

  1. Locate the school BUID in ASWBCentral

    1. SELECT BasicUnitID FROM Schools WHERE SchoolName like '%<Replace with part of school name>&'

  2. Locate the BasicUnitID and ContactID for the individual

    1. SELECT BasicUnitID, ContactID FROM dev_person_expanded WHERE [Role] = 'Educator' AND [Role Email] = '<Replace with email>'

  3. Insert the OrganizationContact Record

    1. DECLARE @SchoolBUID INT = <Replace with School BUID from 1.a>
DECLARE @IndBUID INT = <Replace with Individual BUID from 2.a>
DECLARE @IndCID INT = <Replace with Individual Contact ID from 2.a>
DECLARE @JIRAID varchar(10) = 'LMR-<Replace with Jira NUMBER>'
INSERT INTO OrganizationContacts ([OrganizationID], [RelatedEntityID], [RoleID], [IsActive], [CreatedOn], [Notes], [ContactID])
VALUES (@SchoolBUID, @IndBUID,'54A2ED95-1740-4C27-B8B0-66D1193667BB',1,GETDATE(),FORMATMESSAGE('Per %s',@JIRAID),@IndCID)

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