How to Manage Staff Records in LACES When They Are No Longer Active
When staff members are no longer part of your program, it’s important to manage their records in LACES appropriately. This ensures accurate NRS reporting and compliance with historical data retention policies. Below are the steps and key considerations for handling such records.
Marking Staff as "Left"
If a staff member is no longer active in your program, you cannot delete their record if it has prior-year activity. Instead, follow these steps to update their status:
Change the Status to "Left": Navigate to the staff member’s record and update their status to "Left." This action removes them from the Current Fiscal Year selection.
Set a Manual Status Change Date: Under the status section, enter a Manual Status Change Date that corresponds to the end of the previous fiscal year (e.g., June 30 of the prior year). This ensures the system treats this as the "Left Date." If no Manual Status Change Date is entered, the system will default the Left Date to today’s date.
Why Records Are Retained
Even after marking a staff member as "Left," their records will not be deleted from LACES. This is because records with associated activity are retained for historical purposes and so the numbers on prior year NRS Table 7 does not change. Retaining these records ensures compliance with data retention policies and allows for accurate reporting of prior-year activities.
Best Practices for Managing Fiscal Year Transitions
Plan Ahead: Before the fiscal year rollover, review staff records and update their statuses as needed.
Use Accurate Dates: Ensure the Manual Status Change Date aligns with the end of the fiscal year to avoid discrepancies in reporting.
Retain Historical Data: Understand that records with prior-year activity cannot be deleted, so focus on accurate status updates instead.
By following these steps and best practices, you can effectively manage staff records in LACES while maintaining compliance with historical data requirements.