Child and Youth Management System (CYMS) User Guides
Staff Records User Guide
July 2018
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Table of Contents
Chapter 1: Introduction to Staff Records _____________________________ 3
Chapter 2: Staff Module ___________________________________________ 4
2.1 General Information for Creating a New Record ................................................. 6
2.1.1 Staff Maintenance Screen ....................................................................................................7
2.2 Adding a New Employee/Volunteer Record........................................................ 8
2.2.1 New Staff ID (Required) .......................................................................................................8
2.2.2 Employee Personal Information (Required) ......................................................................10
2.2.3 Permissions List (Required) ................................................................................................11
2.2.4 Employment Status for Core Information (Required) .......................................................12
2.2.5 Employee Date of Birth Field (Required) ...........................................................................13
2.2.6 Ethnicity (Optional) ............................................................................................................13
2.3 Emergency Contact Information (Required)...................................................... 15
2.3.1 Spouse Military Details (Required if Applicable) ...............................................................16
2.4 Job Codes (Required) ....................................................................................... 17
2.4.1 Job Code/Job Title (Required) ............................................................................................19
2.4.2 Employee/Volunteer Classification (Required)..................................................................20
2.4.3 Employment Status for Job Codes (Required) ...................................................................23
2.4.4 Appointment Type (Required) ...........................................................................................24
2.4.5 Hire Date (Required) ..........................................................................................................25
2.4.6 Last Eval/Appraisal (Required) ...........................................................................................25
2.4.7 Location (Required)............................................................................................................25
2.4.8 Pay Plan/Grade, Pay Assignment, Job Series (Required) ...................................................26
2.4.9 Update Job Codes (Required when applicable) .................................................................28
Chapter 3: Staff Record Maintenance ______________________________ 30
3.1 Load Std Codes (Optional for New Staff Records) ............................................. 31
3.2 Background Checks (Required if Applicable) ..................................................... 32
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3.2.1 Add a Background Check Code ..........................................................................................33
3.2.2 Update a Background Check for New and Existing Employees .........................................34
3.2.3 Update a Background Check Code that has been Initiated ...............................................35
3.2.4 Update a Background Check Code that has been Completed...........................................36
3.2.5 Completed Background Check Screen ...............................................................................38
3.3 Credential/Eval (Required) ............................................................................... 39
3.3.1 Update an Existing Credential Code ..................................................................................40
3.3.2 Update initial Standard Credential Codes..........................................................................41
3.3.3 Add a Credential Code .......................................................................................................42
3.4 Medical (Required)........................................................................................... 44
3.4.1 Update an Existing Medical Type Code .............................................................................45
3.4.2 Update initial Standard Medical Codes .............................................................................46
3.4.3 Add a Medical Code ...........................................................................................................47
3.5 Training (Required) .......................................................................................... 48
3.6 Comments (Optional) ....................................................................................... 49
3.6.1 Add a Comment .................................................................................................................50
3.7 Room Visits (Optional) ..................................................................................... 51
3.7.1 Add a Room Visit ................................................................................................................51
3.8 Print and Preview (Optional) ............................................................................ 53
CYMS User Guides: Staff Records User Guide
Chapter 1: Introduction to Staff Records 3
Introduction to Staff Records The Child and Youth Management System (CYMS) is the Navy’s official system of record, unless
otherwise noted within this document. Consequently, all Navy Child and Youth Programs (CYP)
must use CYMS as their primary record keeping management system for all staff records and must
ensure that these files are up-to-date and accurate.
Personnel files and records that must be maintained for each CYP Professional, Volunteer, and
Contractor are explained in more detail in each program-specific Enrollment and Record Keeping
Standards. This CYMS Staff Records User Guide provides steps and instructions on how information
is to be added and maintained in the CYMS Staff Module.
Note: Report templates created for the Inspection Team within the Staff Module for Staff Listing II
reports, and Staff Completed-Due reports, are also available to CYP Professionals. On the main
screen of either report, click on ‘Default Settings’, click on the ‘Templates’ button, highlight one of
the report templates, click on ‘Apply Template Settings’, then run report as usual.
Important Reminder
In order to have accurate reporting data, it is critical to keep information in CYMS current.
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Staff Module A CYMS Staff Record must be created for each CYP Professional, Volunteer, and Contractor.
Because the CYMS Staff Record only contains part of the required personnel documentation,
management and training personnel should refer to the program-specific Enrollment and Record
Keeping Standards for details.
An example of a CYMS Main Menu screen is shown in Screenshot 2.0A. Depending on a user’s
permissions, the screen may have slightly different buttons.
Click the ‘My Staff’ button on the Main Menu Screen (circled in Screenshot 2.0A).
Screenshot 2.0A: Example Main Menu Screen
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Click the ‘Staff Maintenance’ button on the My Staff Screen (circled in Screenshot 2.0B).
Screenshot 2.0B: My Staff Screen
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2.1 General Information for Creating a New Record
To have accurate reporting data, user must ensure all information in CYMS is accurate and kept
current.
All codes within the Staff Module have been standardized across the Navy by CNIC and must
not be changed in any way unless approved by HQ.
When entering information into the CYMS database, use proper capitalization (lower and
upper case).
Picklists are pop-ups that can be accessed by right-clicking or pressing the ‘F9’ key from
within any field with a dual arrow next to it: .
To select an item on a picklist, double-click on it, or highlight the item and click the ‘Select’
button.
Use the ‘Tab’ key to advance to the next field. To return to the previous field, press both the
‘Shift’ + ‘Tab’ keys.
Press the ‘F1’ key from any screen in CYMS to obtain field-level help for each task.
Press the ‘F5’ key to refresh a listing on the screen, which will start the list at the top.
Press the ‘F8’ key to clear the contents of a date field.
Throughout this document, information that is required, optional, or not used by the Navy is indicated as follows:
Required information is circled in red.
Optional information is circled in black with a dotted line.
Any information not circled is not used.
The Child and Youth Management System (CYMS) was developed to serve several branches of the military, not just the Navy. This is why information that is not required by the Navy when creating/updating a record appears on the Staff Maintenance screen.
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2.1.1 Staff Maintenance Screen
The Staff Maintenance Screen, shown in Screenshot 2.1.1A is used for both, to create a staff record,
and to maintain/update existing records.
Note: If a CYP Professional has worked at another Navy CYP facility, or comes to the program
through the Navy Employee Transfer Program (ETP), do not create a new record, rather request the
record to be transferred.
Screenshot 2.1.1A: Staff Maintenance Screen
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2.2 Adding a New Employee/Volunteer Record
2.2.1 New Staff ID (Required)
Click the ‘Add’ button on the Staff Maintenance screen (circled in Screenshot 2.1.1A).
The ‘New Staff ID Add’ pop-up box will appear (shown in Screenshot 2.2.1A).
Screenshot 2.2.1A: New Staff ID
In the ‘New Staff ID’ field, type the first five letters of the employee’s last name and a hyphen (-),
followed by the first two letters of the employee’s first name, with no spaces.
Example: “Mary Smith” is SMITH-MA (shown in Screenshot 2.2.1A).
If there are two employees with similar names (e.g., Mary Smith and Martha Smith), enter as
follows:
Mary Smith: SMITH-MA
Martha Smith: SMITH-M1
If the employee’s last name is shorter than five letters, enter the entire last name followed by a
hyphen (-), followed by the first two letters of the employee’s first name, with no spaces.
John Lee: LEE-JO
Click the ‘OK’ button.
The ‘New Staff Record’ screen will appear (shown in Screenshot 2.2.1B)
Note: Some Regions choose to add a numerical indicator with a New Staff ID, which is acceptable,
but may create problems with duplicate staff records.
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Screenshot 2.2.1B: New Staff Record Core Information Screen
Note: When entering information into the required fields, use proper capitalization (Upper and
lower case).
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2.2.2 Employee Personal Information (Required)
Screenshot 2.2.2A: Employee’s Personal Information
Personal information is entered in the ‘Name and Address’ section of the New Staff Record screen:
Enter information in the following fields:
Name (First Name, Last Name)
Address
Email Address
Phone number for the employee.
Only one phone number is required; however, both may be entered.
Enter ‘HM Phone’ and/or ‘Cell’
The ‘Cell Provider’ field is not used.
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2.2.3 Permissions List (Required)
Screenshot 2.2.3A: Permissions List
The ‘Permissions List’ is a required field which controls who is responsible for overseeing and
updating the record.
Right-click the ‘Permissions List’ field and select the appropriate Permissions code from the
picklist pop-up window.
Important Reminder
The ‘Permissions List’ code must be selected. If the field is left blank, it will default to ‘EVRY1’, meaning EVERYONE working with CYMS staff records within that database will be able to access the record until the appropriate code is selected. This may result in deletion of the record by someone who does not recognize the employee’s name.
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2.2.4 Employment Status for Core Information (Required)
Screenshot 2.2.4A: Employee Status Drop Down Menu
Leave the Status as ‘Active’ to indicate that the employee is currently employed by CYP.
- The ‘Inactive’ code refers to an individual who is no longer employed by the organization.
When an employee leaves, change their status from ‘Active’ to ‘Inactive’, and add the
last day of employment into the ‘Inactv Date’ field.
To retrieve or view an ‘Inactive’ staff record, click the ‘Include Inactive Staff in
Browser?’ checkbox, which is located at the bottom left area below the browser of the
Staff Maintenance screen (circled in Screenshot 2.2.4B).
Important: When an employee leaves, the status under ‘Job Codes’ will also have to be changed!
Please see section 2.4.3 Employment Status in the Job Codes chapter for more details.
Screenshot 2.2.4B: Staff Maintenance Screen ‘Include Inactive Staff in Browser?’ Checkbox
Important Reminder
A CYMS staff record should never be deleted when a CYP Professional leaves.
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2.2.5 Employee Date of Birth Field (Required)
Screenshot 2.2.5A: Employee Date Fields
The calendar picklist pop up window opens by right-clicking any field requiring a date.
‘Service Computation Date’ (Optional)
‘Staff Person Date of Birth’ (Required)
2.2.6 Ethnicity (Optional)
Screenshot 2.2.6A: Ethnicity
The ‘Ethnicity’ field (circled in Screenshot 2.2.6A) is an optional field and not required to be tracked.
However, this information can be collected at the discretion of the Region/Installation. Boys & Girls
Clubs of America (BGCA) does ask for this information on the BGCA Annual Report.
If the employee declines to declare ethnicity, select the ‘Declined to State’ code, which equates to
‘Unknown’ on the BOYS & GIRLS CLUBS OF AMERICA ANNUAL REPORT – MILITARY
ORGANIZATIONS.
Important Recommendation
It is highly recommended that dates are entered by using the calendar picklist pop up rather than manually entering the date to avoid input errors.
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Click the ‘Emergency Info’ button on the New Staff Record screen (circled in Screenshot
2.2.6B).
Ignore the History button (information on an employee’s history is not used).
Screenshot 2.2.6B: Completed New Staff Record Screen
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2.3 Emergency Contact Information (Required)
Enter required information in the following fields (circled in Screenshot 2.3A):
‘Emerg F/L Name’ (First and Last Name)
‘Phone’
‘Ext’ (if applicable)
‘Relationship’
Screenshot 2.3A: Emergency Information Screen
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2.3.1 Spouse Military Details (Required if Applicable)
Screenshot 2.3.1A: Spouse Military Details
If the employee’s spouse is in the military, the information in the ‘SPOUSE Military Details’ section
is required.
Add all applicable information in the fields.
Click ‘Done’ to save your changes and return to the Staff Maintenance screen.
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2.4 Job Codes (Required)
A newly created staff record is not completed without adding the following information. Any staff
member, volunteer, or contractor not linked to a Job Code will not be included in any Staff reports,
therefore it is very important to finish this step.
Highlight the Staff Member and click the ‘Job Codes’ button on the Staff Maintenance screen
(circled in Screenshot 2.4A) which will open the Staff Job Codes Screen (refer to Screenshot
2.4B).
Screenshot 2.4A: Staff Maintenance screen ‘Job Codes’ button
Click the ‘Add’ button (circled in Screenshot 2.4B) which will open the Staff Job Codes Data
Screen (refer to Screenshot 2.4C).
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Screenshot 2.4B: Staff Job Codes Screen
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Screenshot 2.4C: Staff Job Codes Data Screen
Note: Leave the following fields blank (or at default): Full Time Equivalent, Pay Lane, Funding
Source, and Paid Job Title.
2.4.1 Job Code/Job Title (Required)
Screenshot 2.4.1A: Job Code and Description
Find and select the ‘Job Code’ in the browser that matches the employee’s PD (refer to
Screenshot 2.4.8A), or select the applicable code for Volunteer (refer to the list shown in Table
2.4.2B).
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2.4.2 Employee/Volunteer Classification (Required)
Screenshot 2.4.2A: Classification Field
A comprehensive list of job titles and corresponding classifications for all PDs is shown in Table
2.4.2B. The “CYMS Code” in the far left column is also the “PD Number.” Volunteer codes can be
found at the bottom of the list (codes are in alphabetical order).
Click the ‘Classification’ drop-down menu.
Select the classification relating to the Job Title.
Table 2.4.2B: Navy Job Titles and matching Classifications
Navy Job Titles (CYP13 codes are NAF and NV52 codes are GS)
CYMS Code
(PD Number) Description Classification
CAMPADV Camp Adventure Staff Contractor
CYP13-01 CYP Assistant - Entry Direct Care/Non-Supervisory
CYP13-02 CYP Assistant - Intermediate Direct Care/Non-Supervisory
CYP13-03 CYP Assistant Direct Care/Non-Supervisory
CYP13-04 CDH Dir - Large CDH Supervisor
CYP13-05 Regional T&C Specialist Admin/Support
CYP13-06 CDH Dir w/CYP Oversight Lg CDH Supervisor
CYP13-07 CYP School Liaison Officer - Small Admin/Support
CYP13-08 CYP School Liaison Officer - Med/Lg Admin/Support
CYP13-09 Regional CYP School Liaison Officer Admin/Support
CYP13-10 CYP Training & Curriculum Specialist Admin/Support
CYP13-11 CYP Teen & Fitness Coordinator Direct Care/Non-Supervisory
CYP13-12 CYP Youth & Fitness Coordinator Direct Care/Non-Supervisory
CYP13-13 Regional CYP Manager Supervisor
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Navy Job Titles
(CYP13 codes are NAF and NV52 codes are GS)
CYMS Code
(PD Number) Description Classification
CYP13-14 Regional Resource & Referral Dir Supervisor
CYP13-15 Regional Program Analyst Admin/Support
CYP13-16 Regional CYP Director Supervisor
CYP13-17 Regional CDH Director Supervisor
CYP13-18 Installation CYP Director Supervisor
CYP13-19 CDC Dir w/CYP Oversight Lg CDC Supervisor
CYP13-20 CDC Dir w/CYP Oversight Med CDC Supervisor
CYP13-21 CDC Dir w/CYP Oversight Small CDC Supervisor
CYP13-22 CDC Dir - Large CDC Supervisor
CYP13-23 CDC Dir - Sm/Med CDC Supervisor
CYP13-24 CDH Dir w/CYP Oversight Sm/Med Supervisor
CYP13-25 CDH Dir - Sm/Med CDH Supervisor
CYP13-26 Youth Dir w/CYP Oversight Lg SAC/Y Supervisor
CYP13-27 Youth Dir w/CYP Oversight Med SAC/Y Supervisor
CYP13-28 Youth Dir w/CYP Oversight Sm SAC/Y Supervisor
CYP13-29 Youth Dir - Large SAC/Y Supervisor
CYP13-30 Youth Dir - Sm/Med SAC/Y Supervisor
CYP13-31 CYP Supervisor (Annex) Supervisor
CYP13-32 CYP Assistant Director Supervisor
CYP13-33 CYP Teen Coordinator Admin/Support
CYP13-34 CDH Monitor Admin/Support
CYP13-35 CYP Leader Direct Care/Non-Supervisory
CYP13-36 CYP Assistant T&C Specialist Admin/Support
CYP13-37 CYP Operations Clerk Admin/Support
CYP13-38 CYP Food Mgmt Assistant Admin/Support
CYP13-39 CYP Custodian Admin/Support
CYP13-40 CYP Cook Admin/Support
CYP13-41 CYP Food Service Worker Admin/Support
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Navy Job Titles
(CYP13 codes are NAF and NV52 codes are GS)
CYMS Code
(PD Number) Description Classification
CYP13-42 CYP Training Specialist Admin/Support
CYP13-43 Regional Program Analyst (ISM) Admin/Support
CYP13-44 USDA Clerk Admin/Support
CYP13-45 Rec Aide (Teen Employment) Other
NV52008 CYP Assistant Direct Care/Non-Supervisory
NV52009 CYP Assistant - Intermediate Direct Care/Non-Supervisory
NV52010 CYP Assistant - Entry Direct Care/Non-Supervisory
NV52011 CDH Dir - Large CDH Supervisor
NV52012 Regional T&C Specialist Admin/Support
NV52013 Regional CYP School Liaison Officer Admin/Support
NV52014 CYP School Liaison Officer - Med/Lg Admin/Support
NV52015 CYP School Liaison Officer - Small Admin/Support
NV52016 CYP Training & Curriculum Specialist Admin/Support
NV52017 CDH Dir w/CYP Oversight Lg CDH Supervisor
NV52018 CDH Dir w/CYP Oversight Sm/Med Supervisor
NV52019 CDH Dir - Sm/Med CDH Supervisor
NV52020 CYP Teen Coordinator Direct Care/Non-Supervisory
NV52023 CDC Dir w/CYP Oversight Med CDC Supervisor
NV52024 CDC Dir w/CYP Oversight Lg CDC Supervisor
NV52025 CDC Dir w/CYP Oversight Small CDC Supervisor
NV52026 CDC Dir - Large CDC Supervisor
NV52027 CDC Dir - Sm/Med CDC Supervisor
NV52028 Regional Program Analyst Admin/Support
NV52029 CYP Operations Clerk Admin/Support
NV52030 Regional CYP Manager Supervisor
NV52031 CYP Assistant Director Supervisor
NV52032 CDH Monitor Admin/Support
NV52033 CYP Leader Direct Care/Non-Supervisory
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Navy Job Titles
(CYP13 codes are NAF and NV52 codes are GS)
CYMS Code
(PD Number) Description Classification
NV52034 Regional CDH Director Supervisor
NV52035 Regional CYP Director Supervisor
NV52036 Youth Dir w/CYP Oversight Sm SAC/Y Supervisor
NV52037 Youth Dir w/CYP Oversight Med SAC/Y Supervisor
NV52038 Youth Dir w/CYP Oversight Lg SAC/Y Supervisor
NV52039 Youth Dir - Large SAC/Y Supervisor
NV52040 Youth Dir - Sm/Med SAC/Y Supervisor
NV52041 Regional Resource & Referral Dir Supervisor
NV52042 CYP Teen & Fitness Coordinator Direct Care/Non-Supervisory
NV52043 CYP Youth & Fitness Coordinator Direct Care/Non-Supervisory
NV52044 Installation CYP Director Supervisor
PDI15-01 Educational Technician/PDI Direct Care/Non-Supervisory
VOL-NOSP Volunteer Non-Specified Volunteer
VOL-SP Volunteer Specified Volunteer
VOL-SPAD VolSpec-Active Duty Volunteer
2.4.3 Employment Status for Job Codes (Required)
Screenshot 2.4.3A: Status
Click the appropriate ‘Status’ radio button for the employee’s current CYP Position:
The ‘Active’ code is used to indicate that an employee is currently employed by CYP.
The ‘LWOP’ (Leave without pay) code is used to indicate that an employee is still employed
but is on an extended absence such as disability or leave for spouse transferring with active
duty member.
If the ‘LWOP’ code is used, the employee is removed from the Active Employee
listing.
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The ‘Inactv Date’ field does not apply to ‘LWOP’ and should not be filled in.
Once the employee returns to work, change the ‘Status’ back to ‘Active.’
If the employee resigns their positon or transfers to another location, change the
‘Status’ to ‘Resigned.’
The ‘Resigned’ code refers to an individual who is no longer employed under the current
CYP Position, or has left the organization.
Selecting ‘Resigned’ will remove the employee from appearing on the Active
Employee listing (unless another CYP Position was added under Job Codes).
Fill in the ‘Inactv Date’ field with the employee’s last day of employment (last day of
pay).
When an employee leaves, change their status from ‘Active’ to ‘Resigned.’
Important: When an employee resigns their position, or transfers to another Region, the
status on the ‘Core Information’ screen will also have to be changed! Please see section 2.2.4
Employment Status in the ‘Adding a new Employee/Volunteer Record’ chapter for more
details.
2.4.4 Appointment Type (Required)
Screenshot 2.4.4A: Appt
Click the appropriate ‘Appt’ radio button to choose the employee’s appointment type:
‘Full’ (the employee is a full-time employee).
‘Part’ (the employee is a part-time employee).
‘Flex’ (the employee is a regular Flex employee).
‘Seasonal’ (the employee is hired for any seasonal camp (summer, winter, spring) as a Seasonal
Flex employee. This includes Camp Adventure Seasonal employees and Volunteers.)
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2.4.5 Hire Date (Required)
Screenshot 2.4.5A: Hire Date
Right-click in the ‘Hire Date’ field to launch the calendar.
Select the correct Date of Hire.
2.4.6 Last Eval/Appraisal (Required)
Screenshot 2.4.6A: Last Eval/Appraisal
Right-click in the ‘Last Eval/Appraisal’ field to launch the calendar.
Select the correct Date as applicable.
2.4.7 Location (Required)
Screenshot 2.4.7A: Location
Right-click in the ‘Location’ field to launch the picklist pop-up window.
Select the correct code of the employee’s (primary) location from the picklist.
When an employee works in multiple CY Programs, the employee’s file must be maintained
in the facility where the employee’s supervisor is assigned. An employee typically spends the
majority of the workday in the same facility as his/her supervisor.
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Example: An employee spends the first 2 hours of their work schedule at the before school
program at the YP and the remaining 6 hours are spent working at the CDC. In this case, the
employee’s file would be maintained at the CDC where they spend the majority of their time.
2.4.8 Pay Plan/Grade, Pay Assignment, Job Series (Required)
Pay Plan/Grade, Job Series, and Job Title are found in the Position Description cover sheet (example
shown in Screenshot 2.4.8A), and must be updated in CYMS any time an employee changes
positions.
Screenshot 2.4.8A Position Description (PD) Cover Sheet
Important Reminder
When the employee’s primary ‘Location’ is not selected, the employee will not appear on any associated reports which use this field to filter data.
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Pay Plan/Grade (not applicable for Volunteer records)
Screenshot 2.4.8B: Pay Plan/Grade
Right-click the ‘Pay Plan/Grade’ field to launch the ‘Staff Pay Plan/Grade Code Picklist’ pop-up
window.
Select the appropriate code to match the Pay Plan/Grade found on the employee’s PD.
- Pay Plan/Grade selection would be ‘NF-02 – NAF Employee-02’ for the PD example shown
in Screenshot 2.4.8A.
Pay Assignment (not applicable for Volunteer records)
Screenshot 2.4.8D: Pay Assignment
Right-click the ‘Pay Assignment’ field to launch the ‘Staff Pay Assignment Code Picklist’ pop -up
window.
Select the CYP program the employee works for (CDC, SAC, etc.). This is the program where
the employee spends the majority of their time. If the employee works in multiple programs,
refer to Section 2.4.7 - Location.
Job Series (not applicable for Volunteer records)
Screenshot 2.4.8F
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Right-click the ‘Job Series’ field to launch the ‘Staff Job Series Code Picklist’ pop -up window.
Select the appropriate Job Series from the ‘Occupational Code’ field found on the employee’s PD
(refer to Screenshot 2.4.8A).
- Job Series selection would be ‘0303 – Job Series 303’ for the PD example shown in Screenshot
2.4.8A.
2.4.9 Update Job Codes (Required when applicable)
It is important to add Job Code information for a newly created staff record, as well as updating
existing information when applicable.
Note: If the employee started out in one position, then gets hired for another, and the historical data
is needed, change the Status for the first Job Code to ‘Resigned’, and enter an ‘Inactive Date’. Then
add the new position information as described in the beginning of this section.
Click the Job Code to be updated (this will highlight the row in blue).
Click the ‘Change’ button on the Job Codes screen (this will activate the lower half of the screen
as shown in Screenshot 2.4.9A).
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Screenshot 2.4.9A: Job Codes Details Screen (lower half activated)
Update applicable fields as needed.
Click the ‘Save’ button.
If the employee has resigned from a position, change the Status for the Job Code to
‘Resigned’, and enter an ‘Inactive Date’ (see section 2.4.3 Employment Status for Job Codes).
Status for the record will also have to be changed to ‘Inactive’ on the Staff Record’s Core
Information screen (see section 2.2.4 Employment Status for Core Information).
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Staff Record Maintenance Anytime employee/volunteer information changes in a required field, updates must be made in
CYMS as soon as possible. Add information as applicable using the required buttons (circled in
Screenshot 3.0A).
Screenshot 3.0A: Staff Maintenance Screen
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3.1 Load Std Codes (Optional for New Staff Records)
Required standard codes pertaining to employees regardless of position have been established for
medical, credentials, education, and also include all ‘CY’ orientation training codes. These codes
automatically populate when the ‘Load Std Codes’ button is used. Please read following information
in its entirety before using the ‘Load Std Codes’ button.
Important: There are now specific orientation training codes for specific jobs. Depending on the job
title, the list of orientation training codes will have to be manually adjusted when using the ‘Load Std
Codes’ button. Please see ‘Standard Training codes by Job Title’ document for detailed list of needed
training.
Job Titles that require ALL ‘CY’ orientation training codes: CDH Monitor, Admin Clerk, Direct
Care Staff, Managers, Training & Curriculum Specialist (T&C), Teen Coordinator, Teen & Fitness
Coordinator, and Youth & Fitness Coordinator.
Job Titles that do NOT require all ‘CY’ orientation training codes (Some ‘CY’ codes need to be
deleted, and specific orientation training needs to be added manually): Contractor, Custodial, Bus
Driver, Food Service, Volunteers and Coaches, PDI Staff, School Liaison Officer (SLO), and Teen
Employee.
To load all standard codes for a new employee record:
Highlight the record just created and click the optional ‘Load Std Codes’ button (circled in
Screenshot 3.0A).
Update each of the following screens*:
Credential/Eval
Medical
Training
*No dates are associated with pre-loaded codes; therefore, as applicable, dates must be added
manually.
Note: Instead of using the ‘Load Std Codes’ button, all required codes may be added manually to a
new staff record.
As a reminder, all codes within the Staff Module have been standardized across the Navy by
CNIC and must not be changed in any way unless approved by HQ.
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3.2 Background Checks (Required if Applicable)
Required background checks are not included in the Load Standard codes process and must be added
manually as applicable.
Screenshot 3.2A: Background Checks Screen
Descriptions for the background check screen in Screenshot 3.2A above:
‘Missing Completed Dates Only’ checkbox (When this checkbox is checked, the system will
turn on a filter so that it will display only background checks with a missing completed date.)
‘Add’ (Add a background check code.)
‘Change’ (Update a background check code. This button activates the lower half of the screen
for any applicable input/updates.)
‘Delete’ (Use only as indicated throughout this manual.)
‘View Document’ and ‘Print Document’ (Use for those programs that have implemented
the scanning and linking of documents.)
‘<<Staff’ (Return to Staff Maintenance screen.)
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‘Exit’ (Exit the Staff Module completely and return to the main screen.)
3.2.1 Add a Background Check Code
Click the ‘Add’ button on the Background Checks Screen (circled in Screenshot 3.2A above).
Select the Background Check(s) to be added (this will highlight the row in blue).
Hold the ‘ctrl’ key on the keyboard when selecting more than one code.
Screenshot 3.2.1A: Background Checks Selection Screen (several codes selected)
When adding a single Background Code (dates may be added on this screen):
Enter the ‘Due Date’ if a completed check is due again (or ‘Initial Date’ for newly created record).
Set the ‘Status’ to ‘Pending.’
Click the ‘OK’ button.
When adding several Background Codes (dates will be added on Background Checks screen
for each code as applicable) :
Set the ‘Status’ to ‘Pending.’
Click the ‘OK’ button.
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Screenshot 3.2.1B: Background Checks Screen (several codes added)
3.2.2 Update a Background Check for New and Existing Employees
Click the Background check code to update (this will highlight the row in blue).
Click the ‘Change’ button - this will activate the lower half of the screen to allow updates to the
Background Check code (refer to Screenshot 3.2.2A below).
Enter information as applicable.
Click the ‘Save’ button.
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Screenshot 3.2.2A: Background Checks screen (lower part activated)
3.2.3 Update a Background Check Code that has been Initiated
Click the Background Check code to update (this will highlight the row in blue).
Click the ‘Change’ button - this will activate the lower half of the screen to allow updates to the
Background Check code (refer to Screenshot 3.2.2A above).
Leave the ‘Due Date’ as is (for reporting purposes). For newly created staff records, this date may
be blank (refer to Screenshot 3.2.3A below).
Enter the ‘Date Initiated.’
Leave ‘Status’ as ‘Pending.’
Click the ‘Save’ button.
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Screenshot 3.2.3A: Newly Created Staff Record CNACI Initiated - Example
3.2.4 Update a Background Check Code that has been Completed
Click the Background check code to update (this will highlight the row in blue).
Click the ‘Change’ button - this will activate the lower half of the screen to allow updates to the
Background Check code (refer to screenshot 3.2.2A above).
Enter ‘Date Completed.’
Do not delete ‘Date Initiated’ (this keeps a record of the process length for the background
check). See example in Screenshot 3.2.4A below.
Change ‘Status’ from ‘Pending’ to ‘Satisfactory.’
Click the ‘Save’ button.
If this Background Check is due again, see section 3.2.1 Add a Background Check Code.
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Screenshot 3.2.4A: Background Check CNACI Completed and Due Again - Example
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3.2.5 Completed Background Check Screen
This screenshot contains most of the required codes entered, due to the fixed CYMS screen size the
92CNACI code is not shown with the new due date. A newly created staff record should have a
similar background check screen.
Screenshot 3.2.5: Completed Background Check Screen Example
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3.3 Credential/Eval (Required)
Standard credential codes required for each staff record (circled in Screenshot 3.3A) will upload when
the ‘Load Std Codes’ button is used (refer to section 3.1 – Load Std Codes). If ‘Load Std Codes’ is not
used, required codes must be added manually.
Screenshot 3.3A: Credential/Evaluations Screen
Update these codes by completing the required dates. Any other required code applicable to the
employee’s position must be added manually (refer to Section 3.3.3 – Add a Credential Code).
Descriptions for the Credential/Evaluations screen in Screenshot 3.3A:
‘Missing Cred Dates Only’ checkbox (When this checkbox is checked, the system will turn
on a filter so that it will display only credential codes with a missing credential date.)
‘Add’ (Add a credential code).
‘Change’ (Update a credential code. This button activates the lower half of the screen for any
applicable input/updates.)
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‘Delete’ (Use only as indicated throughout this manual.)
‘View Document’ and ‘Print Document’ (Use for those programs that have implemented
the scanning and linking of documents.)
‘<<Staff’ (Return to Staff Maintenance screen.)
‘Exit’ (Exit the Staff Module completely and return to the main screen.)
3.3.1 Update an Existing Credential Code
Click the credential code to be updated (This highlights the row in blue.)
Click the ‘Change’ button to activate the lower half of the screen to allow updates to the
Credential Code.
Screenshot 3.3.1A: Credential/Evaluations (lower half activated)
Enter the ‘Due Date’ with ‘Date Completed’ (for initial hire). If the code already has a due date,
enter only the ‘Date Completed’ – leave due date as is.
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Click the ‘Save’ button.
Enter the same code again with the appropriate due date if applicable.
3.3.2 Update Initial Standard Credential Codes
CPR Certificate (C-CPR) and First Aid Certificate (C-FIRSTA) Codes
The required CPR Certificate and First Aid Certificate have future Due Dates stored in this section
and Refresher Training dates stored in the Training section.
For initial (required) codes, enter ‘Due Date’ and ‘Date Completed’ (these dates may be the same
date for both fields).
Add both codes (‘C-CPR’ and ‘C-FIRSTA’) again.
Add a ‘Due Date’ of two (2) years from the ‘Date Completed’ for each code.
Example: If the initial CPR and First Aid Certificates were completed on 3/25/2017, then the
next CPR and First Aid Certificate codes would have a ‘Due Date’ of 3/25/2019.
Screenshot 3.3.2A: Completed CPR Certificate and First Aid Certificate Screen
Education Verif (E1-HSGED) Code
Add the date the degree was earned in the ‘Date Completed’ field.
Screenshot 3.3.2B: Completed Education Verif Check with HSGED Screen
Note: All other codes are to be added manually as needed.
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3.3.3 Add a Credential Code
Additional Credential codes (circled in Screenshot 3.3.3A) are specific to each employee and must be
added manually:
Click the ‘Add’ button on the main Credential/Evaluations screen (see Screenshot 3.3A).
Screenshot 3.3.3A: Credential/Evaluations Selection Screen
Click the ‘Credential Code’ to be added.
Enter the ‘Due Date’ or ‘Date Completed’ for each Credential if applicable.
Click the ‘OK’ button.
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Other Credential/Eval codes (Associate, Bachelor, Advanced degrees) for Verification of Education
All of the non-standard education qualification codes (Associate, Bachelor, and Advanced degrees) are
added manually in the Credential/Eval section in CYMS and updated as needed for each employee.
Follow the steps below to add this information:
Enter only the ‘Date Completed’ (This is the date the degree was earned), and state specific field
of study in the comment section.
If necessary, such as for CDA and MSA, add the code again and enter a ‘Due Date’ reflecting the
expiration date of the credential.
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3.4 Medical (Required)
Standard medical codes required for each staff record (circled in Screenshot 3.4A) will upload when
the ‘Load Std Codes’ button is used (refer to section 3.1 – Load Std Codes). If ‘Load Std Codes’ is not
used, required codes must be added manually.
Screenshot 3.4A: Medical Requirements Screen
Update each of these fields manually by completing the required dates. Any other required code
applicable to the employee’s position must be added manually (refer to Section 3.4.3 – Add a Medical
Code).
Descriptions for the Medical Requirements screen in Screenshot 3.4A:
‘No Completed Dates Only’ checkbox (When this check box is checked, the system will
turn on a filter so that it will display only medical codes with a missing completed date.)
‘Add’ (Add a ‘Medical Type Code.’)
‘Change’ (Update medical codes in the screen. This button activates the lower portion of the
screen for any applicable input/updates.)
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‘Delete’ (Use only as indicated throughout this manual.)
‘View Document’ and ‘Print Document’ (Use for those programs that have implemented
the scanning and linking of documents.)
‘<<Staff’ (Return to the Staff Maintenance screen.)
‘Exit’ (Exit the Staff Module completely and return to the main screen.)
3.4.1 Update an Existing Medical Type Code
Click the medical code to be updated (this highlights the row in blue).
Click the ‘Change’ button to activate the lower half of the screen to allow updates to the Medical
Code.
Screenshot 3.4.1A: Medical Requirements Screen (lower half activated)
Enter the ‘Due Date’ with ‘Date Completed’ (for initial hire). If the code already has a due date,
enter only the ‘Date Completed’ – leave due date as is.
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Click the ‘Save’ button.
Enter the same code again with the appropriate due date if applicable.
3.4.2 Update Initial Standard Medical Codes
Health Screen (MEDICAL) and Flu Shot (SHOTS) Codes
For initial (required) codes*, enter ‘Due Date’ and ‘Date Completed’ (these dates may be the same
date for both fields).
Add both codes (‘MEDICAL’ and ‘SHOTS’) again.
Add a ‘Due Date’ of one (1) year from the ‘Date Completed’ for each code.
Example: If an employee’s annual Health Screen was completed on 3/25/2018, then the next
annual Health Screen would have a ‘Due Date’ of 3/25/2019.
*The initial flu shot will only be given if it is flu season. If it is not flu season, set the date to 11/30 of
current year.
Example: A new employee who starts in December or January—after the November 30 flu vaccine
due date but still during flu season—must get the flu shot. An employee who starts in June—after the
November 30 due date from the prior year but before flu season has begun for the current year—
should wait until flu season begins to get the flu shot. Enter due date for the flu shot code as 11/30 of
current year.
Screenshot 3.4.2A: Example Health and Flu Shot Screen
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3.4.3 Add a Medical Code
Additional Medical codes (circled in Screenshot 3.4.3A) are specific to some employees and must be
added manually.
Click the ‘Add’ button on the main Medical Requirements screen (see Screenshot 3.4A).
Screenshot 3.4.3A: Medical Codes Selection Screen
Click the ‘Medical Type’ code to be added.
Enter the ‘Due Date’ or ‘Date Completed’ for each Medical Type code if applicable.
Click the ‘OK’ button.
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Immunization Waivers
If the employee submits an ‘Employee Immunization Waiver Request-CNICCYP1700/46A’ for
exemption from any or all of the immunization requirements:
Click the ‘Add’ button and select the ‘WAIVER’ code.
Enter the date the waiver was signed in the ‘Date Completed’ field.
Type one of the following as applicable in the comment field:
Medical or Religious Immunization Waiver on File
Example: “Medical WAIVER for Flu shot.”
Click the ‘OK’ button.
Note: If an Immunization Waiver for the Flu shot is on file and the ‘WAIVER’ code was added,
delete the ‘SHOTS’ code.
CDL (Commercial Drivers License) Physical
This code applies to CDL drivers when a separate physical is needed. Add this code with complete
and due dates to the employee’s file if applicable.
3.5 Training (Required)
The Training Specialist enters and tracks all training completed by each CYP Professional/Volunteer
in this section of the Staff Maintenance screen. Refer to CTG-61a Staff-Training 103 Navy, located in
the E-Library for additional information on how to add training.
For a listing on required training by Job Title, refer to ‘Standard Training codes by Job Title.’
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3.6 Comments (Optional)
The comments field (circled in Screenshot 3.6A) is an optional field used to track additional
information regarding the employee, which does not apply to any other area of the Staff Module. Do
not add any derogatory information here, or in any section of the Staff Module.
Screenshot 3.6A: Comments Screen
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3.6.1 Add a Comment
Click the ‘Comments’ button (circled in Screenshot 3.0A: Staff Maintenance Screen) to view the
Comments Screen (shown in Screenshot 3.6A).
Click the ‘Add’ button.
‘Comment Date’ (Defaults to today’s date and can be updated as needed).
‘Author’s User ID’ (Defaults to the currently logged-in User and is not editable).
Enter the comment.
Do not add any derogatory information here, or in any section of the Staff Module.
Press the ‘Shift’ and ‘F7’ keys together to run a spell check.
Click the ‘Save’ button.
‘<<Staff’ (return to the Staff Maintenance screen).
‘Exit’ (exit the Staff Module completely and return to the main screen).
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3.7 Room Visits (Optional)
The Room Visits section is used to track classroom observations.
Screenshot 3.7A: Room Visits Screen
3.7.1 Add a Room Visit
Click the ‘Room Visits’ button (circled in Screenshot 3.0A: Staff Maintenance Screen) to view
the Room Visits screen (shown in Screenshot 3.7A).
Click the ‘Add’ button (circled in Screenshot 3.7A) to go to the Room Visits Details Screen (refer
to Screenshot 3.7.1A).
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Screenshot 3.7.1A: Room Visits Details Screen
Click the appropriate ‘Visit Code’ (circled in Screenshot 3.7.1A).
‘Visit Date’ (right-click to select the applicable date).
‘Beg Time’ (enter the time the visit began).
‘End Time’ (enter the time the visit ended).
‘Due Date’ (leave blank).
‘Staff User ID’ (defaults to the ID of the logged-in user and is not editable).
Click the ‘OK’ button to save the record.
‘<<Staff’ (return to the Staff Maintenance screen).
‘Exit’ (exit the Staff Module completely and return to the main screen).
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3.8 Print and Preview (Optional)
Any and all of the employee’s records entered in the Staff Module can be viewed or printed in a
report to verify that all data entered is correct and accurate.
Click the ‘Print’ button (circled in Screenshot 3.0A: Staff Maintenance Screen) to go to the print
screen (shown in Screenshot 3.8A)
Screenshot 3.8A: Print Screen
‘All On’ (view all of the employee’s data).
‘All Off’ (reset the options).
Click a checkbox to view just that information
‘<<Staff’ (return to the Staff Maintenance screen).
‘Exit’ (exit the Staff Module completely and return to the main screen).
Click the ‘Print’ button to go to the Output Selection screen (shown in Screenshot 3.8B):
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Screenshot 3.8B: Output Selection
‘Print’ checkbox (prepares the report for printing to the printer that is listed in the drop
down menu).
‘Preview’ checkbox (view the information in report format).
It is highly recommended to preview before printing.
Click the ‘Finish’ button.