Employee information management for Arts and Science Colleges: indexed staff records for every post type
An arts and science college holds records for aided, self-financed and guest staff, as well as clerks and attendants. Records that anyone trained can find help every other HR task.
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Share your requirementsWhy employee information management matters in arts and science colleges
Many colleges rely on registers kept by a single clerk. The clerk remembers where each employee's appointment order, service history and leave record sits. When that person is on leave or retires, finding a paper takes days. Guest lecturers may not have a file at all, only a line in a payment sheet.
A better arrangement is one file or sheet per employee in a standard format, held in an index. It shows post type, department, dates, subjects, leave and training. A second person is trained to use it. The college decides who may view or change entries and checks a sample each term.
How to set it up
1. List what you must know about each person
Post type, department, joining date, subjects, qualifications, leave taken and training. Keep it short.
2. Create a standard employee sheet
The same format for aided, self-financed, guest and non-teaching staff, with a few extra fields where needed.
3. Gather and enter existing data
Copy from registers, mark gaps and ask staff to confirm their details. See employee information management.
4. Train two people to use it
The keeper and a deputy, with a written note on updating, filing and finding entries.
5. Set rules for access and change
Who may view, who may edit and how corrections are made, with a log of changes.
Check these first
Before changing anything, find out what is true today. These take an afternoon and use your own records.
- Ask for the file of a guest lecturer and time how long it takes.
- Count the registers used for staff details.
- Check that a clerk other than the usual one can find an entry.
- Compare two records of the same person for differences.
GullyHR can do this with you. Read how we approach employee information management in general, or share your requirements and we will tell you where to start.
Questions owners ask
For a small or medium college, a well-structured spreadsheet with controlled access can serve. What matters is a standard layout, a named keeper and a check of accuracy each term.
Name, qualification, subjects, session hours, rate, dates of engagement and the person who approved. A short signed note of terms is also helpful to both sides.
Ask each employee to check their entry once a year, correct differences and record the date of checking. Review a sample of entries each term against source papers.