Give each staff file a clear structure
When a new teacher joins, the office may collect qualification certificates, identity documents, and previous employment records. Later, staff need to know which documents were submitted and which still need follow-up.
InstiKit keeps these records alongside the employee profile. The school can organise documents by type and maintain qualifications and experience as separate, structured records.
Record documents and their dates
A document record can include its type, title, number, issue date, validity dates, and description. Supporting files can be attached, and staff can record whether an original was submitted.
This gives the office more information than a filename alone. For example, staff can find a document by its type and refer to its recorded dates when checking an employee file.
Maintain teacher qualifications and work experience
Qualification records include the level, course, institute, affiliation, study dates, and result. Additional details can include the academic session and marks.
Experience records hold the previous organisation, job title, location, job profile, employment type, and dates. These details help the school maintain a useful professional history for each employee.
For a teacher who joins after working at another school, HR can record that experience and the relevant qualifications without placing all the information in a general remarks field.
Review documents submitted by employees
Where employees have self-service access, they can submit supporting records for review. Authorised staff can verify or reject submissions and record comments.
The verification status helps distinguish a submission waiting for review from one the school has checked. It records the school's review decision; it does not replace the school's process for checking the original evidence.
Find missing document records
Select the document types the school wants to check and generate a missing document report for accessible active employees. The report shows staff who do not have records for one or more of those types.
For example, HR can use the report to prepare a follow-up list at the start of a term. A recorded document counts as submitted in this report, so verification and validity should be reviewed separately where needed.