Purpose Statement

The Employment History tab within the Personnel module allows users to document and track historical employment events for personnel, including promotions and rank changes.

This feature helps departments maintain accurate employment records, document career progression, and schedule employment changes to take effect on a specified date.

Background Information

The Employment History tab is located within an individual personnel record in the Personnel module.

Users can review existing employment history and add new historical events, such as promotions. Each event can include supporting information, such as an event description, rank, effective date, notes, and attachments.

When adding a promotion, users can specify a future effective date to indicate when the promotion should take effect.

Required Permissions

Users must have the appropriate permissions to access the Personnel module and edit personnel records.

Note: The specific First Due permission settings required to add employment history should be verified with your department administrator.

Video

Step-by-Step Guide

Step 1: Navigate to the Personnel Module

1. Open the Module Stack.
2. Select Personnel.
3. Click Personnel List.
   
   
   
    

Step 2: Open the Personnel Record

1. Locate the personnel record you want to update.
2. Navigate to the Actions column for that record.
3. Click Edit to open the personnel record.
   
   
   
    

Step 3: Access Employment History

1. Within the personnel record, scroll down to the Employment History section.
   
   
   
    
2. Review any existing employment history entries associated with the employee.
3. Click Add in the upper-right corner to create a new employment history entry.
   
   
   
    

Step 4: Select the Employment History Event

1. Click the Event Type dropdown.
   
   
   
    
2. Scroll through the available historical event types.

3. Select the appropriate event type.
   
   
   
    

   Example: Select Promotion to document an employee's promotion to a new rank.

Step 5: Enter the Promotion Details

1. Enter a description of the employment event.
   
   
    

   Example: Promoted to Captain.
    

2. Select the promotion date using the date field.
   
   
   
   Example: March 1, 2027.
    
3. Complete any additional fields as applicable.
    

4. Locate the Rank dropdown and select the employee's new rank.
   
   
    

   Example: Captain.

Step 6: Add Notes and Supporting Documentation

1. Enter any relevant information in the Notes field.

2. Attach supporting records or images if applicable.
   
   
   
    

   Example: Attach a promotion letter or other supporting documentation.

Step 7: Set the Effective Date

1. Locate the Effective Date field.

2. Select the date the promotion should take effect.
   
   
    

   Example: March 1, 2027.
    

3. Review the entered information to ensure the effective date and promotion details are correct.

Step 8: Add the Employment History Entry

1. Click Add to save the employment history entry.
   
   
   
    
2. Review the Employment History section to confirm the new entry appears.

3. Verify that the promotion details and effective date are correct.

   Example: The employee's promotion to Captain is recorded with an effective date of March 1, 2027.

Best Practices

• Verify effective dates: Ensure the correct effective date is entered before adding an employment history event.
• Select the appropriate event type: Choose the historical event that accurately reflects the personnel change.
• Maintain accurate rank information: Confirm the selected rank matches the employee's new position.
• Include supporting documentation: Attach relevant records, such as promotion letters, when available.
• Use descriptive notes: Provide additional context to help explain employment changes.
• Review existing history: Check for previously recorded events to avoid duplicate entries.
• Verify saved entries: Confirm that the new event appears in the Employment History section with the intended information.

Troubleshooting & FAQs

How do I add a promotion to an employee's employment history?

Navigate to Personnel > Personnel List, edit the employee's record, and locate Employment History. Click Add, select Promotion, complete the applicable fields, and click Add to save.

Can I enter a future effective date for a promotion?

Yes. When adding a promotion, you can specify a future effective date. The system uses this date to determine when the promotion should take effect.

Can I attach documentation to an employment history entry?

Yes. The employment history entry allows users to attach supporting records or images.

Where can I view previously recorded employment events?

Open the employee's personnel record and navigate to the Employment History section to review existing entries.

What should I do if I cannot edit a personnel record?

Contact your department administrator to verify that your account has the appropriate permissions to access and edit personnel records.

What is the difference between the promotion date and the effective date?

The promotion date records the date associated with the promotion event. The effective date identifies when the promotion is scheduled to take effect in the system. In the training example, both dates are March 1, 2027.