Entering New Employees into Jenzabar

Overview

These directions are for employees in the Human Resources department that are responsible for adding new employee information into Jenzabar.

Information Technology uses this information to create FalconNet, email, and My CedarCrest accounts. New employees are created automatically overnight. 

Other departments also use this employee information for various purposes, such as tuition exchange. 

Directions

STEP 1: CHECK FOR EXISTING RECORD

1. Login to Jenzabar and open the Name Entity window.
2. In a Jenzabar activity center such as Name Entity, right-click on the ID# search bar.
3. A menu will appear. Select Search…Advanced
4. The Name Search window will appear.
5. Enter a search parameter. When possible, search using the 9-digit Social Security Number. Select Search.
6. Any matching records will show in the results window.

If the employee does not already exist in Jenzabar, continue to Creating a New Record. If they exist, skip to Modifying an Existing Record.
NOTE: Use Caution when creating a new record in Jenzabar. Once a record is created in Jenzabar, it can NEVER be deleted.

STEP 2: CREATING OR MODIFYING EMPLOYEE RECORD IN JENZABAR

Creating a New Record

NOTE: Use Caution when creating a new record in Jenzabar. Once a record is created in Jenzabar, it can NEVER be deleted.

1. Close and then Re-Open the Name Entity Window. This will bring up a clean window to create a new record.
2. On the Individual tab, enter the following:
   1. Last Name
   2. First Name
   3. Middle Name/Initial if available
   4. Owner, choose HR Human Resources
3. Click the Save button at the top of the window. This will assign an ID number for the employee.
4. Click the User button on the top right corner of the Individual tab and then choose the User Table tab.
5. In the Human Resources section of this page enter the following:
   1. Validation Date, today's date OR the future date the employee's account is approved for creation. The creation process will run every evening.  Therefore, you can enter the current date or a future date, but never a past date.
   2. Employee Type, choose appropriate type
   3. Employee Department from the drop down.  
6. Save again, and close out of the User Defined Forms window.
7. Back on the Name Entity window in the Addresses tab, enter the following for a new mailing address:
   1. Code, verify that it is *LHP Legal/home/permanent
   2. Street Address
   3. City/State/Zip
8. Next, you need to add the personal email address. This is now entered under the Alternate Contact section on the Addresses tab.
   1. Right click in the Alternate Contact field and choose Add Row. 
   2. In the new contact line, enter the following:
      1. Contact Type, enter HEML  Home Email Address  
      2. Contact Address, enter the provided personal email address (CCC email address will be added at creation)
9. Click the Save button at the top of the window.
10. Lastly, click on the Biograph tab. 
    1. In the Employer box, enter 200220, for Cedar Crest College.
    2. Check the Employee of College box. 
11. Remember to SAVE before exiting.

Modifying an Existing Record

There are two scenarios for existing records.

Employee name has not changed

In the Name Entity window:

1. Under the Individual Tab, change the Owner to HR Human Resources
2. Click the User button on the top right corner of the Individual tab and then choose the User Table tab.
3. In the Human Resources section of this page add/modify the following:
   1. Validation Date, today's date OR the future date the employee's account is approved for creation. The creation process will run every evening.  Therefore, you can enter the current date or a future date, but never a past date.
   2. Employee Type, choose appropriate type
   3. Employee Department from the drop down.  
4. Close out of User Defined forms window. (don't forget to save!)
5. Click on the Addresses tab. Search through the left hand column for current address records. You may need to scroll to see all rows.
6. IF there is a current LHP or HEML address code already, please modify these current records with updated information. Leave any other address rows as is. 
7. If there is not a LHP or HEML address row already, please add the appropriate rows to the employee record. 
   1. New LHP Address:
      1. From the top toolbar, choose Options-->Add Row.
      2. Code, verify that it is *LHP Legal/home/permanent
      3. Street Address
      4. City/State/Zip
   2. New HEML Email Address:
      1. Right click in the Alternate Contact field and choose Add Row.
      2. In the new contact line, enter the following:
         1. Contact Type, enter HEML  Home Email Address
         2. Contact Address, enter the provided personal email address (CCC email address will be added at creation)
8. Lastly, click on the Biograph tab. 
   1. In the Employer box, confirm or enter 200220, for Cedar Crest College.
   2. Check the Employee of College box. 
9. Remember to SAVE before exiting.

Employee Name has Changed

• If the employee was a former student, please contact the Registrar's Office before making any changes to the record. Once the Registrar's Office has made the appropriate updates to the student name records, follow the directions above for modifying a current record. 
• If the person is a returning employee who has never been a student at Cedar Crest College, update the Name fields as necessary on the Individual Tab. See directions above under Modifying current records for other changes.