Category Archives: Staff_Record

Staff PD-Events

The PD-Events (Professional Development Events) tab in the Staff record provides a location for recording professional development and staff evaluation events for employees. The All PD Events grid displays details for each saved professional development event, including date, event type and notes.

PD events tab

To add a new professional development event record, click the ‘Add PD Event’ button.

Record date, type (including options for professional development plans, staff classroom observations and performance evaluations), who conducted the event and notes.

PD event_menu

Save the event by clicking ‘OK’.

saved PD event

Staff PD-Training

The PD-Training tab in the Staff record houses professional development and training records for employees. The tab summarizes data into three areas: Basic Training, Training Hours in the Past Year and All Training Received.

The Basic Training  section displays most recent date and expiration date of state required trainings like CPR, Mandated Reporter and First Aid, as well as Act 48 PPID (Professional Personnel ID).

The Training Hours in Past Year section presents hours received towards DHS, PQAS, Act 48 trainings in addition to PA Stars-specific specialty areas within the last 365 days. This display updates daily.

Training records are added to the All Trainings Received grid by clicking the ‘Add Staff Training’ button.

PD training tabDetails, such as the date, title of training, instructor, type, hours, can be captured for each training. Be sure to select the correct training type, as this designation is important for accurate reporting for Keystone Stars and DHS regulations. For Keystone Stars-relevant training, users can indicate if this training counts towards PQAS (Pennsylvania Quality Assurance System) credit, the knowledge area, competency level and topic codes.

adding new training

Click ‘OK’ to save. Saved trainings display in the All Trainings Received grid, while the Basic Training section enables users to understand when required trainings expire.

As with required staff clearances, it is helpful to set up your To Do list to receive notifications for staff whose basic trainings are approaching their expiration date or have expired.

saved trainings

Staff Documents (ChildWare PLUS)

Note: The Staff Documents tab will only appear for agencies subscribed to ChildWare PLUS. To learn more about the additional system features available through an expanded subscription, visit the ChildWare PLUS page.

To quickly view and add a variety of documents for each employee, navigate to the Documents tab. This tab compiles documents uploaded here and on several other tabs in the staff member’s record.

From the Documents tab you can:

  • add a new document (using the ‘Add Staff Document’ button); and
  • print a report of all employee documents (using the ‘Print Document List’ button).

staff document tabThe Document Type menu contains many options listed in alphabetical order to help find the document you want to add. After selecting a document type, upload your document (see instructions for uploading files here).

documentation type menu

Press ‘OK’ to save the new document.

The Documents tab also allows you to print a report of all saved documents for a staff member with the ‘Print Document List’ button. The report will open as a new tab or window in your browser and can be reviewed or printed, as needed.

Staff Schedule

The Schedule tab allows sites to document each employee’s schedule, which informs staff/child ratio reporting.

schedule tabClick the ‘Add Schedule Period’ button to record an employee’s schedule. Specify the days of the week, begin time, end time, room and activity. If an employee’s hours or room vary from day to day, enter each day’s schedule details separately.

Note: site activities, such as lunch break or prep time, can  be created in the Rooms tab of the site set-up.

recording schedule

Click ‘OK’ to save the schedule. The saved schedules will appear in the Staff Schedule grid.

staff schedule grid




Staff Log

The final tab in the Staff record is the Log, which reflects the updates made to an employee’s record in ChildWare. Note: not all changes to a record are recorded to the log. If you subscribe to ChildWare PLUS, you will have an attendance log which records staff arrival and departure time. Click here to learn more about the Attendance and Time Tracker.

staff log

This tab is especially helpful to investigate the details of an update or deletion to the staff record. The grid display includes:

  • the type of change that occurred (either ‘Update’ or ‘Delete’);
  • the tab and field which was changed;
  • the old and new value of the field that was changed;
  • the date that the change occurred; and
  • the user who made the change.

Staff Clearances

The Clearances tab in the Staff record stores child care and medical clearance information for each employee, including a place to record completed child abuse checks, FBI checks, physical examinations and tuberculin tests.

staff clearances tabUpload documentations for child abuse and FBI clearance checks, as well as physical completion documents, using the attachment icon. Click ‘OK’ to save information on this tab.


Unless an employee has been marked ‘exempt’, clearances will expire according to state regulations. It is helpful to set up your To Do list to receive notifications for staff whose clearances are approaching their expiration date or have expired.

Staff Credentials

The Credentials tab enables agencies to record credentials, PA Keys career lattice levels and ECE credits for each staff member. The number of years of ECE experience is calculated based on the years of experience at hire (on the Hiring tab) and the staff member’s current employment history.

credentials tab

To record a credential for a staff member, click the ‘Add Credential’ button. Based on the credential type selected, credential-specific fields appear, such as license type, date enrolled, date awarded and expiration date.

add credential

The Career Lattice/ECE Credits grid is tailored to the PA Keys to Quality Early Learning Career Lattice, which provides a roadmap for early childhood practitioners as they plan the credentials and degrees needed to obtain the early childhood position they desire.

To add a new career lattice/ECE credit verification record, click the ‘Add Career Lattice/ECE Credit’ button.  Lattice level, ECE Credits and information on the person, agency and date of verification can be recorded here. Click ‘OK’ to save. You can verify career lattice level and ECE credits separately or together. If you are reverifying ECE credits, list the complete number of credits earned, as reporting will look at the most recent verification on file and not the total.

career lattice

Staff Hiring

The Hiring tab in the Staff record houses information on each employee’s experience, references, required documents (such as resume, proof of age and residency verification) and former Head Start parent designation. Many of the fields on this tab link up with reporting for DHS inspection.

hiring tabIn the References area, you can capture name and date of reference verification, as well as attach letters of reference or other similar documentation.

To upload a letter of reference, click on the attachment icon. Choose the file you would like to attach, record relevant notes in the Comments field and click ‘OK’ to save.

attaching reference upload

The References area will display attached files in blue.

references area with saved attachmentClick ‘OK’ on the Hiring tab to save.

Staff Main

The Main tab in the Staff record serves two purposes: to record demographic information (such as date of birth, sex, race, ethnicity and language) and to reflect employment history (including transition, termination and rehire).

Record demographic details in the provided fields and click ‘OK’ to save.

staff mainThe Employment History grid may be updated in two ways; first, to terminate a current staff member, click ‘Select’ to the right of the employment record. Record transition/termination date, reason and notes and click ‘OK’ to save.

terminatingThe Employment History grid will update with the termination date and note. When a previously-vacant Head Start position has been filled, users will need to return to the terminated employee’s record to check the ‘Position Replaced Mid-Year’ checkbox. This information is especially important for the yearly PIR (Program Information Report) that is submited to the Office of Head Start.

To add an employment record, click the ‘Add Employment History’ button. Hiring information, such as location, hire date, title, type (including contractor, paid employee and volunteer) and status can be recorded.

If the new employment record is for a Head Start position, select the ‘Head Start Staff’ and ‘Fulfilling Vacant Position’ checkboxes where relevant.  Depending on the title and status selected, additional checkboxes will appear to indicate if this position is filling a vacancy of more than 3 months or if this position has a family caseload.

add employment record

Click ‘OK’ to save the new employment record. The new employment record will display in the Employment History grid for the staff member.

employment history with new role