Learn who can manage employment, how the first HR appointment is assigned, and where institution and campus employment rules are configured.
Who can manage employment and HR?
Employment HR is a specific permission, separate from Institution Admin, Campus Admin, and Finance. A role title by itself does not grant access to employment records or contracts.
| Role | Responsibilities | Scope and limits |
|---|---|---|
| Institution Admin | Sets institution employment policies, grades and contract catalog, leave types, tax schedules, contract wording and issuer signature, employment access, and institution-level controls. Assigns the first HR employee contract. | Controls institution setup and can review closed payroll runs. Batch processing still depends on Payroll responsibility scope and Finance permissions. |
| Institution Employment HR | Assigns, amends, and renews employee and teacher contracts; manages authorized HR workflows. | Can work across campuses. Cannot modify institution employment policies/catalog or issue its own contract. |
| Campus Employment HR | Manages employee and teacher appointments and HR workflows at the campuses assigned to the HR account. | Cannot work beyond those campuses or change institution-level policy. |
| Campus Admin | Handles campus administration and approvals granted by the school. | Campus Admin does not automatically have Employment HR privileges. |
| Finance | Previews and closes salary batches, processes salary advances and approved compensation where authorized, records salary payments, reconciles payroll, and reviews staff ledgers. | Payroll access follows campus- or institution-level responsibility. Payroll access does not itself authorize contract issuance. |
| Institution Payroll Finance | Processes salary batches for permitted campus and institution-wide scopes and handles institution-level payroll work. | Assigned separately and available only when Payroll responsibility scope is Institution level. Assign Institution Admin and Institution Payroll Finance to different employees. |
| Employee or Teacher | Reviews their own employment record and contract, accepts or rejects an offer, views payslips, and submits personal leave, advance, resignation, and experience-letter requests. | Can access only their own employment records and requests. |
Who assigns the first HR employee a contract?
Institution Admin enables Employment HR access on the employee profile, then assigns that HR employee's first contract. After the HR employee has an active employment profile and linked portal account, they can manage contracts within the assigned scope. An HR employee cannot issue a contract to themselves; Institution Admin remains responsible for the first HR appointment.
How does an Institution Admin assign the HR role?
- Open Employees and create or open the person's employee profile. Confirm the employee has a linked, active portal account.
- Enable Institution Employment HR for institution-wide contract work, or select one or more campuses under Campus Employment HR access.
- Save the profile and review the selected scope. Do not combine institution HR with campus HR scopes for the same assignment.
- Assign the HR employee's first contract as Institution Admin. Scoped HR can then assign and maintain other contracts as permitted.
Where does the school configure employment policies?
Open System Settings > Employment Policies. Institution settings are the baseline, and a campus policy stores local differences for that campus from its effective date. The Policy Scope selector determines which settings you are editing. A campus policy is not the institution baseline.
- Employment Policies: permitted institution/campus appointments, salary currency, pay frequency, payroll responsibility, overtime and bonus rules, annual step-up options, contract expiry notices, and salary treatment for school breaks.
- Employment Leave: employee leave types, approving authority, half-day support, request limits, paid/unpaid treatment, weekly/monthly/yearly allowance, and carry-forward percentage.
- Employment Grades and Contracts: grade catalog, salary ranges and steps, contract assignments, and contract document settings.
- Employment Taxes: tax types, progressive bands, effective dates, applicable staff group, salary currency/pay frequency, and whether the institution withholds tax, pays it to guarantee a net amount, or uses a mixed treatment.
Institution and campus appointments can be enabled separately. An institution appointment is assigned to the institution; a campus appointment belongs to a campus. Policy scope says which employment rules apply, appointment scope says where the staff member is appointed, and payroll responsibility says which Finance team processes the pay.
Settings and contracts are effective-dated. New terms apply from their effective date. Previously issued contract versions and closed payroll records remain historical snapshots for review and audit. User-facing employment dates follow the institution's configured date format.