Updating Your Staff Roster

What is your staff roster?
Your staff roster is a feature on your I-LEAD account that shows everyone who works for your child care program. This feature shows who has accepted an educator invitation and connected their I-LEAD account to your license(s) as well as the status of their consent forms. Educators who accept their educator invitations sent by a provider admin will have a consent form for each educator invitation they accept per license and be added to the Associated Educator roster.

Who has access to the staff roster?

Any I-LEAD user who accepted their admin invitation from another provider admin or submitted their licensing paperwork will have access to the license's roster. If someone needs the ability to manage staff consent forms or do licensing paperwork, the current license holder can send them an admin invitation.

If a child care center has a new director, the old director needs to send an admin invitation to the new director's email so they can be connected to the license. Please see "Provider Admins" below for more information.

Where is the staff roster?
The staff roster can be found on the same I-LEAD account that accepted the admin invitation. To find it:

1. Log in to I-LEAD.
2. Scroll down to your Provider section on the I-LEAD Dashboard.
3. Click View Details next to the license you wish to view. Each license has its own Associated Educator roster that should show everyone eligible to work at that site.
4. Scroll down to Associated Educators. This roster shows all educators who submitted past consent forms or accepted their invitations for this particular license.

Managing Your Provider Details Page
The Provider Admin page has six different sections (in order from top to bottom of the page). Please click on each one below for more information on each section and how to manage it:

• Provider Information

• Provider Admins

• Invited Admins

• Provider Applications

• Invited Educators

• Associated Educators

Note: It is recommended that all staff use their personal email addresses when creating an I-LEAD account. This is to ensure educators maintain access to their historical training records on Indiana Learning Paths when they change providers.

How to Keep Your Staff Roster Up to Date and Accurate

Once a provider admin of a facility is logged into I-LEAD, associated educators will be visible within each facility. There are several ways to manage your team from there:

• A section entitled Invite Status appears if the status of the invitation is either declined or pending.

• Update allows you to update an existing employee’s educator type and/or hire date.

• View Details allows you to view the email address(es) a person is registered under, what licenses they're connected to and when a consent form was submitted and expires.

• Remove allows you to enter a termination date for employees who no longer work for your agency, which removes the individual from the facility educator listing. Use the MM/DD/YYYY format to remove them. Those with missing hire dates and educator types will need those details added before they can be removed or do their consent form.

It is recommended that you use the personal email address of each associated educator since I-LEAD accounts are associated with individuals, rather than a particular position or employment situation.

Need Additional Help?

If a person is duplicated on the roster, unable to merge with their records, did not receive their invitation, cannot complete their consent form or you have additional questions about managing the license’s Associated Educator roster, please contact the OECOSL Child Care Support Line at 1.800.299.1627 for additional help.