Whether an employee retires, or moves on to new opportunities, their account should be archived in PAETEP. Archiving a user will:

• Keep your district's portal organized and up to date for your supervisors with the most current employee data
• Restrict access to the archived employee's evaluations so that their information is protected

Table Of Contents

• Step-by-Step Guide
• Frequently Asked Questions (FAQs)

Step-by-Step Guide

Note: All supervisors in PAETEP (Principals, NTP Supervisors, and District Admins) have the ability to archive employees. However, only District Admins can archive supervisor level users.

Step 1: Navigate to the Assignment Management page 

Administration > Assignment Management

Step 2: Assign the user you wish to archive to the "Archived Employees" building

1. Select the checkbox to the left of the employee's name
2. In the first drop down, make sure you have chosen "Assign to"
3. In the second drop down, select "Archived Employees"
4. Click "Update Building(s)"

Step 3: Remove all other building assignment(s) for the user you wish to archive

Note: It is highly recommended that users NOT be removed from their home building until their 13 rating form has been completed for the school year.  Otherwise, when a supervisor goes to complete the user's 13 rating form in the fall when building scores and teacher specific data are released by PDE, they will not see the user listed on their Supervision Management page, and the user will need to be reassigned.

1. Select the checkbox to the left of the employee's name
2. In the first drop down, make sure you have chosen "Remove From "
3. In the second drop down, select the name of the building you wish to remove this user from (highlighted in green)
4. Click "Update Building(s)"
5. Repeat for all remaining buildings the user is assigned to, other than "Archived Employees"

Frequently Asked Questions (FAQs)

• Q: Do I need to remove roles when archiving a user?
• Q: Why is the user still on my portal after archiving?
• Q: How do I access evaluations done on an employee who has been archived?

Q: Do I need to remove roles when archiving a user?

There is no need to remove roles for a user when archiving. If you do choose to remove the employee's roles, you will no longer see their observations listed on their User Summary page. 

However, the data is never lost - if the roles are given back to the archived user, the observations will reappear.

If you still need support, please Submit a Ticket.

Q: Why is the user still on my portal after archiving?

Archiving users in PAETEP is simply a reassignment of buildings. It is important to maintain the record of evaluations done on an employee, so users are never removed entirely.

After a user is archived, they will still appear in the following locations:

1. On the Supervision management page, only in the "Archived Employees" building
2. In the User Management > All Users page
3. In Assignment Management

Please be assured that this user will not be displayed for your district's supervisors while working in their respective buildings from the Supervision Management page.

If you still need support, please Submit a Ticket.

Q: How do I access evaluations done on an employee who has been archived?

As a District Admin user, you have access to all buildings in your district from the Supervision Management Page. 

To view an archived user's evaluations, simply:

1. Navigate to Supervision Management
2. Select the "Archived Employees" building
3. Find the employee you wish to view, and click on their name

This will take you to the User Summary page for that user, which contains a history of employee evaluations. Be sure to user the School Year filters on this page to see items from a previous school year.

If you still need support, please Submit a Ticket.