Staff/Users - Staff Record - Mass Inactivation of Supervisors

Receiving Agency Related Guide (RARG)

Summary:
This guide provides the specific steps needed to inactivate supervisor/preceptors that have not taken students in the past 2 to 5 years. This feature also enables you to download an Excel file of all the supervisors that are deactivated each time you use this housekeeping feature. If a supervisor is also a destination coordinator, this procedure will not inactivate anyone who also has the destination coordinator role in their record.

1. Click: Maintenance/staff users1. Select your agency and the department where you wish to inactivate staff records at the agency and department drop down lists.1. Enter % in the last name field (this is to show all staff in that database).1. Click to place a check mark in front of "Supervisor" (or the terminology you selected in department maintenance – all options follow) to display: Supervisor, Preceptor, Clinical Supervisor, Clinical Educator, Clinical Instructor, Fieldwork Guide, or Mentor.1. Click the "Search" button.
A new drop down list appears underneath: "Inactivate Supervisors with:" Select one of the drop downs for 2 to 5 years (since they last took a student).
When you have made a selection from the drop down list a green check mark appears beside the selection. Click the green check mark to inactivate the Supervisors that have not had a student in the number of years you have selected.
After you click the green check mark, a green background message advises how many staff records were inactivated. The message contains a link: View List. Click the link: View List and an Excel file will download to your browser (lower left on Google Chrome). To view the list and save this file as a record of the staff you inactivated, open the file and save as to keep this record on your computer.
10. If you need to restore any of these records in future, insert the % character (or enter a specific name) into the last name field on Staff & User Maintenance, click to place a check mark in front of "show inactive staff," and click "Search."
11, Click the "Activate icon" beside staff you wish to reactivate.