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Staff

Purpose​

A Staff represents an employment record within a School.

Staff members are responsible for carrying out academic, administrative, financial, and operational activities within the School.

A Staff record extends a User with employment-specific information.

Staff is not an identity.

Authentication and authorization remain the responsibility of the User and School Membership domains.

Business Context​

Staff members perform operational responsibilities within a School.

Examples include:

  • Teacher
  • Principal
  • Vice Principal
  • Accountant
  • Receptionist
  • Librarian
  • Office Administrator

A Staff member must be associated with a User account.

A User may exist without being a Staff member.

Examples:

  • Parent
  • Platform Administrator

Relationships​

Staff to User​

  • Each Staff record belongs to exactly one User.
  • A User may have at most one Staff record within a School.

Staff extends the User with employment information.

Staff to School​

  • Each Staff record belongs to exactly one School.
  • A School may contain many Staff records.

Staff to School Membership​

  • Each Staff member must have a School Membership.
  • Roles are assigned through School Memberships.

Examples:

  • Teacher
  • Principal
  • Accountant
  • Receptionist

Staff does not own role assignments.

Staff to Academic Assignments​

A Staff member may participate in:

  • Homeroom Teacher Assignments
  • Subject Teacher Assignments

Academic responsibilities are assigned through Academic Assignment entities.

Key Design Decisions​

Staff and User are Separate Entities​

User represents identity.

Staff represents employment.

Examples:

User:

  • Email
  • Mobile Number
  • Authentication

Staff:

  • Employee Number
  • Joining Date
  • Designation

Teacher is a Role​

Teacher is not a separate entity.

Examples:

  • Staff + Teacher Role
  • Staff + Principal Role
  • Staff + Accountant Role

Roles are assigned through School Memberships.

School Scoped Employment​

Staff records belong to a School.

Staff information is managed independently by each School.

Employment Information​

Employment-related information belongs to Staff.

Examples:

  • Employee Number
  • Date of Joining
  • Designation
  • Department

These attributes do not belong to User.

Staff Authentication​

Staff members authenticate through User accounts.

Staff records do not contain:

  • Passwords
  • Authentication Credentials
  • MFA Settings

Authentication remains the responsibility of the User domain.

Attributes​

Identity​

  • StaffId
  • SchoolId
  • UserId
  • EmployeeNumber

Employment​

  • Designation
  • Department
  • DateOfJoining
  • DateOfLeaving

Status​

Possible values include:

  • Active
  • OnLeave
  • Resigned
  • Retired
  • Archived

Notes​

  • Notes

Audit​

  • CreatedAt
  • CreatedBy
  • UpdatedAt
  • UpdatedBy

Identity Rules​

StaffId​

  • System Generated
  • Immutable
  • Internal Primary Key

Employee Number​

  • Mandatory
  • Unique Within a School

Examples:

  • EMP-0001
  • EMP-0002

Employee Number is the primary business identifier for Staff.

Status Lifecycle​

Active​

Staff member is actively employed by the School.

OnLeave​

Staff member is employed but currently unavailable.

Examples:

  • Medical Leave
  • Maternity Leave
  • Sabbatical

Resigned​

Staff member has resigned from the School.

Historical records remain available.

Retired​

Staff member has completed service and retired.

Historical records remain available.

Archived​

Staff record is retained for audit and historical purposes.

Constraints​

Staff Uniqueness​

A User may have only one Staff record within a School.

Valid:

  • User A → School A → Staff Record
  • User A → School B → Staff Record

Invalid:

  • User A → School A → Staff Record 1
  • User A → School A → Staff Record 2

Employee Number Uniqueness​

Employee Number must be unique within a School.

Membership Requirement​

Every Staff member must have a corresponding School Membership.

Role assignments must be managed through School Memberships.

Administrative Ownership​

School Administrators may:

  • Create Staff Records
  • Update Staff Information
  • Assign Roles
  • Mark Staff On Leave
  • Record Resignations
  • Archive Staff Records

Staff management is always scoped to the School.

Exclusions​

The following information does not belong directly to Staff:

  • Authentication Credentials
  • Passwords
  • MFA Settings
  • Student Information
  • Attendance Records
  • Fee Records

These belong to their respective domains.

Future Considerations​

The following capabilities may be introduced later:

  • Payroll Integration
  • Employee Documents
  • Qualifications
  • Certifications
  • Work Experience
  • Background Verification
  • Performance Reviews
  • Staff Attendance
  • Leave Management

These capabilities should not require redesign of the Staff model.

Summary​

Core decisions:

  • Staff represents employment.
  • User represents identity.
  • Staff and User are separate entities.
  • Staff belongs to a School.
  • Teacher is a role, not an entity.
  • Roles are assigned through School Memberships.
  • Employee Number is the primary business identifier.
  • Academic responsibilities are assigned through Academic Assignment entities.