Shala Darpan Staff Details

Written by Gautami Bandopadhyay, founder of Shala Darpan Guide.

What staff details contain

Your staff profile on Shala Darpan holds all the information the education department has about you. This includes your name, date of birth, NIC-SD ID, posting school, qualification, and service history. Keeping these details accurate matters because they affect your transfer eligibility, pay, and career records.

Every government school teacher and staff member in Rajasthan has a profile on Shala Darpan. The system stores data that the school and block office enter during joining, transfer, and promotion. When you check your profile, you see the same record the department uses for administrative decisions.

What information is shown

When you open your staff profile, you see several sections of information. Here is what each one covers:

Personal information: Full name, date of birth, gender, category (SC/ST/OBC/general), mother's name, father's name, marital status, and residential address. The system uses this data for identity verification and for printing official documents.
Employment details: NIC-SD ID, designation (such as senior teacher, headmaster, or lecturer), date of joining, and the school where you currently work. The NIC-SD ID is your unique identification number for the Rajasthan education system. It stays with you for your entire career and does not change even if you transfer schools.
Qualifications: Educational qualifications (such as B.A., B.Ed., M.A.), the university from which you graduated, year of passing, and any professional training records. The system tracks which qualifications were verified at the time of appointment and which were added later.
Posting history: A list of every school where you have worked, with the date you joined and left each school. This history is used to calculate your service period and to check if you meet the minimum posting duration required for a transfer.
Transfer records: Past and current transfer applications and their status. You can see whether your application was submitted, approved, rejected, or is still pending.
Leave records: Casual leave, medical leave, earned leave, and other leave types. The system tracks how many days of each leave type you have used and how many remain.
Pay and promotion history: Basic pay, grade pay, increments, and promotion dates. This data is used by the treasury for salary disbursement.

How to access staff details

There are two main ways to view staff details on Shala Darpan. The method you use depends on whether you need to see your own record or someone else's.

Through Staff Login (your own record)

The Staff Window lets you log in with your NIC-SD ID and password. Once logged in, you see your full profile including all sections listed above. You can also make limited changes to your own record, such as updating your mobile number or address.

Through Citizen Window (public search)

The Citizen Window on Shala Darpan lets anyone search for a teacher or staff member by name, school, or district. This search shows basic information such as name, school, designation, and NIC-SD ID. It does not show personal details like date of birth, address, or pay information. The Citizen Window is useful when you need to find someone's NIC-SD ID or confirm which school a teacher is posted at.

Through School Window (school head access)

The school head or principal can access staff details for all teachers posted at their school through the School Window. This view includes additional information that is not visible in the Staff Window, such as pending approval requests and documents uploaded by staff members.

How to view your details

Log in to Staff Window
Go to rajshaladarpan.rajasthan.gov.in. Click Staff Login. Enter your NIC-SD ID and password. If you have not registered yet, you will need your NIC-SD ID, mobile number, and date of birth to create an account. See the Staff Login guide for step-by-step registration instructions.
Go to Profile
In the dashboard, click "My Profile" or "Staff Details." Your full profile opens. Take a moment to read through each section. Check your name, date of birth, and qualifications against your original documents.
Review and update
Check each section carefully. If anything is wrong, click the edit option for that field. Some changes, like mobile number and address, save immediately. Other changes, like name corrections or qualification updates, need approval from the school head or block office before they take effect.

What you can update yourself

Not every field in your profile can be edited by you. Some changes require approval from the school head or block office because they affect official records. The table below shows what you can change directly and what needs approval.

What staff can update vs what needs school head approval
Detail	Can you update it?
Mobile number	Yes, from your profile. The system sends an OTP to verify the new number.
Email address	Yes, from your profile.
Residential address	Yes, from your profile. Update this if you move so that official correspondence reaches you.
Qualifications	Needs school head approval and document upload. Upload a scan of your certificate, then wait for the school head to verify and approve it.
Name or date of birth	Needs school head approval plus official documents. You must submit a copy of your marksheets, appointment letter, or birth certificate through the school head.
Posting school	Only through the transfer process. You cannot change your school on your own.
NIC-SD ID	Cannot change. This number is fixed for your entire career.
Designation	Updated by the block office after a promotion or reclassification. You cannot change this yourself.

How to correct wrong information

If you find an error in your staff profile, the correction process depends on what needs to be fixed.

Self-service changes (mobile, address): Log in, go to your profile, edit the field, and save. No approval is needed.
School head approval changes (name, DOB, qualifications): Tell your school head about the error. Upload supporting documents through the Staff Window. The school head reviews the documents and approves the change. If the school head is unavailable, you can contact the block office directly.
Block office changes (posting history, designation, pay): Contact the block education office. They handle changes that affect official service records. Bring original documents and photocopies when you visit.

For name and date of birth corrections, you need at least one of these documents: marksheets from class 10 or 12, appointment letter, birth certificate, or a gazette notification. The school head submits these to the block office for final approval.

Common issues

Name is wrong in the system

This happens when data entry staff make a spelling mistake during registration. Tell your school head. They can fix it through the School Window with supporting documents such as your marksheet or appointment letter. The correction usually takes 7 to 10 working days. Until the correction is made, your records may not match other government documents, which can cause problems with pay and transfers.

Wrong date of birth

This is rare but serious. Your date of birth affects your retirement date, seniority, and pension calculations. If the DOB in the system does not match your birth certificate or class 10 marksheet, get it corrected immediately. Contact your school head with a copy of your birth certificate or class 10 marksheet. The school head will forward the request to the block office. Do not wait until you need the correct date for a transfer or retirement application.

Qualification not updated

If you completed B.Ed or a new degree after joining, upload the certificate through the Staff Window. Go to the Qualifications section and click "Add New Qualification." Upload a scan of your certificate and marksheet. It needs school head approval. Once approved, the qualification appears in your profile and may affect your pay scale.

Posting history incomplete

Old postings from before Shala Darpan was introduced may not be digitized. This is common for teachers who joined before 2015. Ask the block office to add them. You will need joining letters or transfer orders from those schools. Without a complete posting history, your service period calculation may be wrong, which affects transfer eligibility and seniority.

NIC-SD ID not showing

Your ID may not be generated yet. This happens when your data has not been entered into the system, or when there is a mismatch between your school records and the block office records. Contact the block education office and ask them to check your status. See the Employee Code guide for more details on how NIC-SD IDs are generated.

Cannot log in to Staff Window

Common login problems include forgetting your password, using the wrong NIC-SD ID, or having an account that has not been activated yet. Try the "Forgot Password" option on the login page. If that does not work, contact your school head or the block office to verify that your account is active. You can also check your NIC-SD ID through the Citizen Window.

School changed but profile shows old school

After a transfer, it can take some time for the system to update your posting. If more than 30 days have passed since your joining date at the new school and the profile still shows the old school, contact the block office. They need to update the transfer record in the system.

Date of joining is wrong

The joining date affects your service period and pay increments. If it is wrong, contact the block office with your original appointment letter or joining letter. The block office will correct it in the system.

Why accurate details matter

Wrong details affect your career in several ways.

A wrong name means problems on certificates, pay slips, and transfer orders. If your name in Shala Darpan does not match your other government documents, you may be asked to provide extra proof during transfers or promotions.

A wrong date of birth affects your retirement date, pension calculations, and seniority ranking. If the DOB is earlier than your actual birth date, you may lose years of service. If it is later, you may work past your actual retirement date.

Inaccurate qualifications mean you may not get the pay benefit you earned. For example, if your B.Ed is not recorded in the system, you may not receive the higher pay scale that comes with that qualification.

Your posting history matters for transfer eligibility and seniority. The system calculates your minimum posting duration based on this history. If old postings are missing, the system may think you have not completed the required years at your current school.

Tips for keeping your records accurate

Check your profile at least once every six months. Log in to the Staff Window and read through each section.
Compare the data in Shala Darpan with your original documents. Check your name spelling, date of birth, and qualifications against your marksheets and appointment letter.
Update your mobile number if you change it. The system sends important notifications to this number, including transfer application updates.
Upload new qualifications as soon as you complete them. Do not wait for a transfer or promotion to update your B.Ed or other degrees.
Keep photocopies of all documents you submit for corrections. If the block office loses a document, you will need to submit it again.
Ask the block office to add old posting records if you joined before Shala Darpan was introduced. This is important for accurate service period calculations.
Report errors to your school head right away. The sooner you fix a mistake, the less it affects your records.