Staff Compliance

About this report

Information

Data Source: SAP, MyPL

Updated: Daily

Designed for

The Staff Compliance report is designed for Principals to keep track of compliance factors, including training, for all of their staff.

Note: for a full list of definitions used in this report, please refer to 'data fields' section. For other commonly asked questions please refer to the FAQ section at the end of this page.

Benefits

How can I use this report?

This report allows users to confirm teaching approval and see the number of days remaining until expiry on a range of other requirements for all current staff engagements.

What should I look for?

Certificates that have not yet been completed ('Not certified') or those that need to be renewed ('Expired') will be highlighted, as will those close to expiry, indicating further action may be required.

Positions ending within the next four weeks have also been flagged and will appear red with a link to casual nominations within SAP.

Screenshot of the report
Image: Overview of Staff Compliance

Data fields

Definitions of terms used in the table

School leaders can use this table to support the interpretation of data displayed in the table below.

MyPL sends reminder emails to staff members 14 days before expiry, 7 days before expiry and on the day of expiry. Note that E-Safety course certification is provided to MyPL, and all E-Safety course reminders are processed from MyPL.

Ensuring that one-off mandatory training is completed is part of the school induction procedures and no reminder emails are sent for these courses.

Report Column
Explanation

Employee ID

Standard DoE Employee ID (or serial number)

Employee email

Standard DoE Employee email

DoE Start Date

The DoE start date is used when determining compliance for those courses that became mandatory at a specific time, and were not required to be completed retrospectively.

Assignment number

Standard DoE Assignment number

Name

This field shows staff member’s preferred which may be different to their email.

Schools will usually be aware of any difference.

Position name

Current position, taking into account any higher duties or secondment to another school. There will be cases where staff members appear on multiple school reports where they work across multiple sites or are on secondment from their usual school.

Position ID

Standard DoE Position ID

Employee classification

The current employee classification is shown, reflecting any current higher duties assignment.

This data is relevant as some courses are mandatory for leadership roles.

Position start date

The start date for the current position and reflective of any higher duties assignment.

Position end date

The end date for the current classification for the current position and reflective of any higher duties assignment.

Permanent positions are set to a date far in the future.

Days left until end date

If there are less than 28 calendar days remaining in the current position, data will display in red.

Note that this may indicate: the end of higher duties, a temporary contract or a casual nomination period.

Teaching Approval

Must be Y for all teaching staff.

If a staff member has been with the department for many decades their approval to teach may currently be showing as ‘expired’. Work is underway to digitise these records will flow into this report soon.

WWCC days left until expiry

This field displays the number of days remaining until the WWCC expires. If there are less than 28 calendar days remaining, the data will display in red. An ‘Expired’ status is also displayed in red. Both the principal and the staff member receive reminder emails.

E-Emergency days left until expiry

This field displays the number of days remaining until the training certificate expires. If there are less than 28 calendar days remaining, the data will display in red. ‘Expired’ or ‘Not certified’ statuses are also displayed in red.

Data is sourced from the E-Safety system. See Mandatory training for schools for more information about this training.

Anaphylaxis e-learning days left until expiry

This field displays the number of days remaining until the training certificate expires. If there are less than 28 calendar days remaining, the data will display in red. ‘Expired’ or ‘Not certified’ statuses are also displayed in red.

Data is sourced from the E-Safety system. See Mandatory training for schools for more information about this training.

Code of Conduct days left until expiry

This field displays the number of days remaining until the training certificate expires. If there are less than 28 calendar days remaining, the data will display in red. ‘Expired’ or ‘Not certified’ statuses are also displayed in red.

Data is sourced from MyPL daily. See Mandatory training for schools for more information about this training.

Annual Child Protection Training days left until expiry

This field displays the number of days remaining until the training certificate expires. If there are less than 28 calendar days remaining, the data will display in red. ‘Expired’ or ‘Not certified’ statuses are also displayed in red.

Data is sourced from MyPL daily.

From 2021, the annual Child Protection Update must be completed by all school staff before the end of February each year or as soon as possible after commencing in their roles.

See Mandatory training for schools for more information about this training.

Child Protection Awareness Training (CPAT)

CPAT is a one-off course and is mandated for staff who have commenced with the department beginning from January 1 2006.

To support principals and staff managing their current workload, only those staff who commenced with the department after January 1 2020, will be required to retrospectively complete the course. Staff appointed between January 1 2006 and January 1 2020, will be recorded as ‘N/A’ although they have not completed the course. This recognises that these staff have since completed multiple annual mandatory Child Protection training courses, and also takes account of the significant workload associated with all non-compliant staff being required to complete CPAT retrospectively.

Where ‘Not certified’ appears, the staff member commenced after January 1 2020 and has not yet completed this mandatory requirement. They are required to do so.
If the employee has completed the training (regardless of start date), it will be recorded as ‘Certified’

Data is sourced from MyPL daily. See Mandatory training for schools for more information about this training.

Corruption Prevention days left until expiry

This field displays the number of days remaining until the training certificate expires. If there are less than 28 calendar days remaining, the data will display in red. ‘Expired’ or ‘Not certified’ statuses are also displayed in red.

Data is sourced from MyPL daily. See Mandatory training for schools for more information about this training.

Administration Of Medication days left until expiry

This field displays the number of days remaining until the training certificate expires. If there are less than 28 calendar days remaining, the data will display in red.

This course is not mandatory for all staff, and for those staff not completing the certification, ‘N/A’ is displayed. Staff who are required to administer medication to students must complete this training.

Data is sourced from e-Safety. See Mandatory training for schools for more information about this training.

WHS Induction for Employees

This is a one-off course that was mandated from March 2015. Those staff who commenced with the department before this date, and who have not completed this course, will be recorded as ‘N/A’. Where ‘Not certified’ appears in red, the staff member commenced from March 2015 onwards and has not completed this mandatory requirement.

Reporting Data Breaches days left until expiry

This field displays the number of days remaining until the training certificate expires. If there are less than 28 calendar days remaining, the data will display in red. ‘Expired’ or ‘Not certified’ statuses are also displayed in red. Data is sourced from MyPL daily. See Mandatory training for schools for more information about this training.

Managing Data Breaches days left until expiry

This field displays the number of days remaining until the training certificate expires. If there are less than 28 calendar days remaining, the data will display in red.

This course is mandatory for principals. Those staff act or relieve in the principal role will also need to complete this course. For those staff not completing the certification, ‘N/A’ is displayed.

Data is sourced from MyPL system daily. Mandatory training for schools for more information about this training.

Disability Standards for education leaders days left until expiry

This field displays the number of days remaining until the training certificate expires. If there are less than 28 calendar days remaining, the data will display in red.

This course is mandatory for educational leaders. Those staff act or relieve in an educational leadership role will also need to complete this course. For those staff not completing the certification, ‘N/A’ is displayed.

Data is sourced from MyPL system daily. See Mandatory training for schools for more information about this training.

Using the report

Select the results you want

The slicers at the top of the report allow you to select your school, position type, a particular staff member or an Executive Director Group.

The selection slicers
Image: The selection slicers

Hold control (Windows) or command (Mac) to make multiple selections.

Use the eraser icon to clear any selections and view all available options in that slicer.

Clear selections with the eraser icon
Image: Clear selections with the eraser icon

View the table

Your selections will automatically be applied to the table

The table displays selected staff along with position information, approval to teach, and days remaining on relevant training certification.

Example of the staff compliance table
Image: Example of the staff compliance table

Information can be sorted by the value in any column that displays a black arrow when hovering on the column heading. Click or select the column heading to sort the table by that column, click or select again to reverse the order.

Sorting columns
Image: Sorting columns

Export data

You can download the results in this report for further analysis using the ‘More Options’ tab on the top right of some charts. Click on the three dots, or ellipsis, to bring up the menu, then select ‘Export data’.

Reset to default

If you wish to remove selections you have made and return to the initial view of the report, select ‘Reset to default’.

Reset to default
Image: Reset to default

FAQs

These FAQs are also provided to DELs as a resource for the Supporting school audit success series of presentations for Semester 2 2021. DELs may refer to Module A – Introduction and Mandatory training. They have been included here also for other users of the Staff Compliance report:

Question Answer

Why can’t I see all mandatory training?

Phase 1 is complete (July 2021).

Phase 2 will include more training (e.g. face-to-face CPR) and will be delivered by end 2021.

How do I focus on a specific staff member?

Select the staff member. Scroll across the data. Unselect by clicking on the staff member again or on Staff Compliance on left menu.

Why are some staff listed twice?

If you sort by staff name, you’ll see that some staff may be employed under different contract e.g. casual / temporary/and permanent.

Why are some casuals listed when we don’t engage them anymore?

Consider the position end date. For casuals, this will be the end date of the casual nomination.

Note that the staff member will drop off the report when they are no longer contracted to your school because the data is sourced from SAP to ensure currency.

How do I know which training is mandatory?

Search ‘professional learning mandatory’ in your portal.

See https://education.nsw.gov.au/teaching-and-learning/professional-learning/mandatory-training-for-schools

Which members of my staff have mandatory training that has expired, or was potentially never commenced?

Sort report for a mandatory training course by clicking on the column header. E.g. sort E-Emergency in ascending order. You’ll easily see staff who have not completed the training, followed by those who have expired, soon to expire, to those with almost 3 years remaining.

Note that different courses have different expiry periods, and Scout will report based on the expiry date. Some courses don’t expire as they only need to be done once.

Can I check new casuals using this report?

Your staff won’t show on this report until they are employed as the data is drawn from SAP to ensure currency (e.g. temporary contract or casual nomination).

You will need to run new staff through a checklist before they start employment. ClassCover provides green ticks for all casuals who have Approval to Teach and who are compliant with their mandatory training.

How often should I check this report?

Set a reminder to check in on this report regularly (good practice is twice a term). From time to time, you might need to act on a backlog of staff completing mandatory training.

My staff have come down sick before an overnight excursion. Which regular casuals have First Aid and Administration of Medication?

The capacity to quickly access and sort data in this way is a useful feature of this Scout report.

These courses are not mandatory for all staff.

If a staff member is currently certified, you’ll be able to see their current certification to support your planning.

Should I download this data as a spreadsheet?

Sorting, searching and filtering are all available using Scout. As with most Scout reports, you can use the download to spreadsheet feature. Consider if a download provides you with additional functionality. Note that the auditor will want to look at current compliance data, not a saved spreadsheet.

I have staff relieving in leadership positions. What am I looking for?

Some mandatory courses are for mandatory for leaders (e.g. Disabilities… Data breaches…). This report will show you staff who are currently certified.

Do I have to collect certificates?

No, in almost all cases. The only records you need to access are for training that is not on this report currently.

I’ve seen the certificates for my new staff, but they are not showing in the report. What’s happening?

Some teachers have undertaken training in MyPL and E-Safety using a non-DoE email. Some pre-service teachers elected to do all their training on e.g. a gmail account and have kept that going for some years.

If so, ask teacher(s) to raise a ticket in MyPL and with E-Safety asking for their training records to be merged. Given this is a key step, you may wish to verify that this has been done to ensure accurate data.

What if I’ve got more questions?

We’re asking DELs to collate these questions and send them back for our team to review!

Need Further Help?

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