Managing Districts and Facilities (ROE/ISC Staff Guide)

Managing Districts and Facilities (ROE/ISC Staff Guide)

As an ROE or ISC staff member, you can manage facility contacts, link educational entities to automate principal information, update fire department links, and view past inspection histories.

Step 1: Navigating to Your District

1. From your main dashboard, click the Edit Districts and Facilities button.

2. You will see a list of all districts under your jurisdiction. Select the district you want to manage.

Step 2: District-Level Management

On the specific district page, you can manage District Level Facility Managers.

• Note: District Level Facility Managers will automatically receive notifications for every individual facility within that entire district.

• Below the manager management section, you will see a complete list of all Facilities in the district. Select the specific Facility you wish to manage to open its dedicated page.

Step 3: Understanding the Facility Page Sections

Once you select a specific facility, the page is broken down into five key sections:

1. Facility Info

This section displays the core data for the building.

? Data Sync Note: All facilities in the HLS system are automatically pulled from ISBE’s HLS system every night. If any information in this section is incorrect, you must contact ISBE HLS to have it updated. It cannot be edited directly in this system.

2. Linked Educational Entity

You can link a facility to its corresponding school entity to automatically pull the principal's contact information from ISBE's EPS system.

• To manage links: Click the blue Link School button to link, unlink, or switch the linked entity.

• Incorrect Principal Info? If the principal's name or contact info is wrong, it must be updated directly in ISBE's IWAS system.

3. Facility Managers

This section is for assigning Building-Level Facility Managers.

• Use this to assign managers who should only receive notifications and access for this specific building.

• (Reminder: District-level managers assigned on the main district page already receive notifications for this building automatically).

4. Fire Department

We are currently transitioning away from legacy fire department contacts to a more efficient linked system.

• The New Fire Department Link (Recommended): This allows you to link a fire department entity to multiple facilities. When a fire department's contact details change, you only have to update it once, and it fixes it for all linked buildings. It also supports multiple fire department contact emails.

• Legacy Fire Department Contact: This older method only supports a single contact email per building and must be manually updated on every individual facility page. We highly encourage all users to switch from the legacy system to the new Fire Department link.

5. Inspection History

At the bottom of the page, you will find a chronological list of every inspection this facility has received. Click on any year to view that specific inspection report.