Adding Instructors to Courses in PeopleSoft€¦ · April 2013 [email protected] 3 Adding Instructors to Courses in PeopleSoft Once the instructor is set up in PeopleSoft, academic

April 2013 [email protected] 1

Adding Instructors to Courses in PeopleSoft

BackgroundCourses in CourseWeb are created and populated with student, instructor and teaching assistant

enrollments each term, on a daily basis, from information residing in the PeopleSoft information system.

Once an instructor is assigned to a course in PeopleSoft for the term, the enrollment information is

passed each day at approximately 6:30 am from the PeopleSoft system to CourseWeb.

So…. if you want to give a Pitt user instructor access to a CourseWeb course, the direct approach is to

get them assigned as the instructor in the corresponding PeopleSoft course section and let the system

carry this information from PeopleSoft to CourseWeb the following morning at 6:30 am. There are

other reasons for doing this – it gives the instructor access to the class roster through the Faculty Center

(accessible from my.pitt.edu), and later, it gives the instructor access to the grade roster, which is

essential for recording student grades for the course. The class roster includes student ID photographs

and is updated to reflect student drops and course withdrawals.

AssigningClassInstructorstoCoursesinPeopleSoftBefore instructors can be assigned to the PeopleSoft Schedule of Classes, faculty member records must

be:

1. Processed through Payroll

2. Processed in CDS (a CSSD system for maintaining user credentials and access rights)

3. Uploaded to PeopleSoft (automatic)

4. Assigned an instructor role in PeopleSoft

This is a one‐time process, where the instructor role stays active until it is changed. Changes require

adding new rows. Once this is complete, an instructor can be assigned to a class using the Schedule

Class Meeting component. It is the assigned class instructor who can access online class and grade

rosters.

Instructor roles must be defined by academic organization (at the department level for classes offered

by Pittsburgh and at the division level for regional campus classes). When a department or division

schedules classes, only those instructor IDs that are assigned a role in the organization that offers the

class will appear in the Look Up list (defining valid values) to assign to that class record.



ProcessResponsibilitiesGenerally, the person responsible for processing the new hire paperwork through the Human Resources

department also maintains the PeopleSoft table (list) of instructors and advisors available to the Class

Schedule. This is usually a representative of the professional school.

Steps:

1. Process Human Resources New Hire paperwork. 2. Check PeopleSoft to see if a new Bio/Demo record has been created (assigning a PeopleSoft ID to new

faculty member).

3. Add new ID to Instructor/Advisor Table.



Once the instructor is set up in PeopleSoft, academic center users (department representatives) have the responsibility to assign them to each section in the Class Schedule. In some cases, the same person may be responsible for both processes (payroll/set up and class assignment). Steps:

4. Assign academic organization(s) to that instructor ID. 5. Assign the instructor to a class.

InstructorIDPersonal data about that faculty member is uniquely identified in PeopleSoft by a system‐generated

numeric code called an ID. The ID follows that individual throughout his or her relationship with the

University. Employee records will be stored in PeopleSoft for many reasons related to student

administration (i.e. recruiters, instructors and advisors).

InstructorDataConversionEmployees who were stored in ISIS as active faculty during the Fall 2004 term were converted directly

into PeopleSoft. At conversion, PeopleSoft created a new ID number for each unique record.

NewAppointmentsAfter new faculty appointment paperwork has been processed by Human Resources and Payroll, it is

then sent to Computing Services and Systems Development to be assigned a new University Computer

Account in Central Directory Services (CDS). There is a batch process which uploads this information to

be stored as Bio/Demo Data in the PeopleSoft Campus Community.

This process automatically creates a new PeopleSoft ID for that faculty member—just like the IDs for

prospective students, applicants and students.

Next, each school must set up permission for that instructor to teach classes in that department

(Pittsburgh) or division (regional campus). After this set up is complete, the instructor can then be

assigned to a class which allows that “class instructor” to access class rosters and grades. Instructors are

assigned by academic organization for phase one. Here are the other choices (lower levels):

Subject area

Course ID

Offer number

Campus

See Assigning Instructors, later in this guide.



FindanExistingIDBefore you can set up the faculty member with an instructor role (permission) and assign him/her to a

class, the new employee record (from CDS) must be moved to PeopleSoft.

If you do not see the instructor as an available choice in your list of valid values (using Look Up), check to

see if the instructor has been assigned a PeopleSoft ID (search the Campus Community).

PeopleSoft allows you to search for existing instructor IDs by name, SSN (national ID) and/or campus ID

(Pitt ID card number begins with 2P...).

Search Match > Search Match > Use > Search Match



NationalIDWhen the National ID country is USA, the National ID will be a United States Social Security Number

(SSN). National ID is not a required field in PeopleSoft, but 999‐99‐9999 is stored where the National ID

is left blank.

Remember to search using only the 9 digits of the SSN (omit dashes).

If you find the Bio/Demo Data record using Search Match, then that new faculty member is now a part

of the PeopleSoft Campus Community. Make a note of the new ID number assigned to him/her.

If you see more than one result from your search, click Detail from the Search Match Results page to help you select the correct ID. If there is an error on the Bio Demo Data page, notify your Human Resources representative of the mistake in CDS. Refer to the Introduction to PeopleSoft training guide for detailed instructions on how to Search Match

(perform a global search of the Campus Community).

Click on the Carry ID button and use your breadcrumbs to navigate to the set up table described below.



InstructorSetUp Any person in the database may be assigned an instructor role, an advisor role or a combination of both

roles in PeopleSoft. The Instructor/Advisor Table is where the faculty rank, advisor status, instructor

availability, and the departments or divisions where an instructor will teach are indicated.

Manage Student Records > Establish Courses > Setup > Instructor/Advisor Table

We concentrate on the instructor role in this document.



If you used it from Search Match, the instructor ID will be filled‐in for you when you open this search

page:

CampusIDIf you did not use Search Match, you may look up the instructor by Campus ID. The campus ID is stored

on the Bio/Demo Data record and represents the 2P number that is assigned to an individual (staff,

faculty, or student) and printed on his/her Pitt identification card.



An instructor’s name is critical in PeopleSoft, as it is tied to security permission lists. You are not

adding new people to the database on this page; rather you are updating information for individuals

who are already a part of the Campus Community.

For example, the correct instructor must be a member of the Campus Community (loaded by CDS) before

being assigned to a class which grants access to online class rosters and grading.

These two tables are involved in assigning faculty to courses after they have been added to the instructor‐advisor table. They appear below and require that the highlighted fields be joined when identifying a specific instructor and his/her roster access for a specific course in a particular term. UD_STW.PS_CLASS_INSTR Name Type class_section varchar2(4) crse_id varchar2(6) crse_offer_nbr integer emplid varchar2(11) grade_rstr_access varchar2(1) instr_role varchar2(4) sched_print_instr varchar2(1) session_code varchar2(3) strm varchar2(4)

US_STW.PS_CLASS_TBL Name Type acad_career varchar2(4) acad_group varchar2(5) acad_org varchar2(10) associated_class integer campus varchar2(5) cancel_dt date catalog_nbr varchar2(10) class_nbr integer class_section varchar2(4) class_stat varchar2(1) class_type varchar2(1) combined_section varchar2(1) crse_id varchar2(6) crse_offer_nbr integer descr varchar2(30) emplid varchar2(11) end_dt date enrl_cap integer enrl_stat varchar2(1) enrl_tot integer equiv_crse_id varchar2(5) institution varchar2(5) location varchar2(10) prim_instr_sect varchar2(4) schedule_print varchar2(1) session_code varchar2(3) ssr_component varchar2(3) start_dt date strm varchar2(4) subject varchar2(8)

April 2013 http://www.cidde.pitt.edu/technology/coursewebblackboard | [email protected] 9

Assigning Instructors and Teaching Assistants to Courses in CourseWeb

Practice Enter the faculty member’s PeopleSoft ID, if known, or search by a combination of Last Name

and First Name. Partial values are accepted.

Press Enter (or click on the Search button).

InstructorDetailsUse the top section of the Instructor/Advisor Table page to establish the instructor’s role within your

institution and organization. PeopleSoft, by default, will show you the most current record as of today’s

(system) date. To add a new row, click the Plus button.

EffectiveDateThe effective date will default to today’s (system) date. Make sure the effective date is on or before the

term start date.

StatusStatus will default to active but can be set to inactive during a sabbatical or other leave of absence

(temporary or permanent).

InstructorTypeInstructor type is instructor or advisor only. If the instructor is also an advisor, select instructor here and

check Advisor (to the right).

AdvisorLeave this box unchecked.



AcademicInstitutionAcademic Institutions are the primary academic element in PeopleSoft database structure. These

identify a university or college. Most schools, including the University of Pittsburgh, will define only one

Academic Institution. Each Institution owns and maintains one Course Catalog and Class Schedule.

PrimaryAcademicOrganizationPrimary Academic Organizations are the primary instructional elements in the PeopleSoft database

structure and own all academic organizations within the institution (at the highest level). Set Academic

Institution and Primary Academic Organization to UPITT (University of Pittsburgh) for all instructors.

InstructorAvailableThis field defaults to Available. Override to track instructor absence or separation of employment.

Instructor/AdvisorRoleUse the bottom section of this page for assigning advisor roles by career, program, plan and/or sub‐plan.

You must set % to assign by to program/plan stack. Career is required for each effective‐dated row

(before you select program and plan).



ApprovedCoursesTo restrict by instructional structure (preferred), click the Approved Courses tab. Here you can define

access for the instructor by academic organization, i.e. by department at PIT and by division at regional

campuses:

On this page, complete only Academic Organization. Sequence number is system‐generated:

SequenceNumberThis number should default to one (1) and will sequence automatically when additional rows are added.

AcademicOrganizationEnter the academic organization in which the instructor is approved to teach. The academic

organization assigned here must match the organization assigned in the Class Schedule.

Hint: Regional organizations start with the campus code (UPB, etc.).

Add additional Acad Orgs for an Instructor by selecting Plus.

When you are finished, click Save.



Demonstration:InstructorSetup

ScenarioSet up an instructor to teach in the MATH organization. Then assign that instructor to a MATH class for

the upcoming fall term.

ConceptAfter a faculty member is uploaded into the Campus Community (and assigned a new PeopleSoft ID, you

can assign him/her an instructor role by academic organization.

UPITT for Academic Institution will be there for you already, if you set it correctly in your User Defaults.

Navigation: Manage Student Records > Establish Courses > Setup > Instructor / Advisor Table

1. Enter your instructor’s name in the last name and first name fields. These fields are not case‐

sensitive, unless you check the box next to Case Sensitive.

2. Press Enter (or click on the Search button).

3. Select any link in your instructor’s row in the results list to display his/her Instructor/Advisor

record.

Click on the “+” button to add new rows:

1. Review the fields on the instructor role page.

2. Complete the following fields on the Approved Courses page.

a. Enter the same academic organizations assigned to your classes.

b. Click on the Save button.

FollowUpNotes Our faculty member is now prepared to be assigned to any class offered within this academic

organization, beginning this fall.

Add additional Acad Orgs for an Instructor by selecting Plus.



InstructorAssignmentsOnly the Offices of the Registrar have access to the Meetings page in Schedule Class Meetings.

Manage Student Records > Establish Courses > Use > Schedule Class Meetings FYI…

Academic Centers assign instructors using a modified page, Class Instructor. This only allows changes to

the Instructors for Meeting Pattern fields.

Since Academic Centers do not schedule final exams, those users only see two pages: Class Instructor

and Enrollment Control.

In training, this modification makes it look like this component has four pages. In production, academic

center users only see the Class Instructor page (shown below).



Example:



Documents

Adding Instructors to Courses in PeopleSoft€¦ · April 2013 [email protected] 3 Adding Instructors to Courses in PeopleSoft Once the instructor is set up in PeopleSoft, academic