People and positions

HR Manager maintains the employee as the central person record. The record ties a person to a position, department, location, manager and payroll calendar. Job titles and pay grades describe the seat; the employee record says who currently fills it. This matters in education, where a teacher may move between a school and a district office or a support employee may serve a different department next term.

The position can be planned, open, filled, frozen or retired. A vacancy should therefore be checked against the position before a requisition is opened. The employee’s own status distinguishes active service, leave and termination. A manager can examine the position and employee separately when deciding whether a new requisition is needed or an existing seat should be filled.

• Organization structure. Departments can have a parent and named head; locations identify the campus or work site.
• Seat and person. Positions connect job titles, departments and locations, while employees occupy those seats.
• Change history. Employment history records a dated hire, transfer, manager change, leave or separation.

A transfer is a useful rehearsal case. The HR Manager checks the effective date and records the previous and new position or manager. They review the employee’s department and location after the change. The related faculty assignments should still point to the right employee, even if the person’s current department has changed.

Establish a stable employee identifier, department code, location code and position code before import. Decide who can change compensation and who can see it. The employee contains base salary and national ID, so access cannot be decided only by whether someone manages the employee’s teaching work. Payroll calendars, countries and employing entities need explicit choices for each employee.

Agree the meaning of part-time, contractor and intern for your operations. Decide which employment events require a reason and who records them. If the school uses another directory or identity service, map the employee and user identities during setup, with one owner for corrections. Define how position headcount is reviewed when a worker leaves or a requisition is cancelled.

Follow one new hire from an accepted offer into the employee record, position and onboarding checklist. Confirm the position points to the correct job title, department and campus. Then run a transfer rehearsal: change the manager and position with an effective date, and check that the history preserves the prior values. A payroll specialist should see the current payroll calendar; a faculty coordinator should see the employee tied to the assignment.

For separation, verify the termination date and employee status before creating an offboarding checklist. The owner should reconcile open leave, timesheets, benefits and faculty work as separate records, each with a responsible person. A status change on the employee does not by itself complete those handoffs.

• Employee roster — Active staff and staff on leave with their current position and campus.
• Onboarding task queue — Assigned tasks that reveal whether a new employee’s setup is still pending.

Use hire and onboard for the entry case and time, leave and pay for subsequent work. Review roles before importing sensitive data.