FacultyCenter
Reference Guide
For Faculty and Roster Contacts
Contents
Welcome to FacultyCenter
Accessing the FacultyCenter
Faculty/ Instructor Access
Roster Contact Access
FacultyCenter Features
Class Detail
Class Roster
Notify Students Function
Printer Friendly Version
Downloads
Instructor Delegates
FacultyCenter Grade Roster
Appendix
Welcome to FacultyCenter
The self-service FacultyCenter is the component used by Instructors and Roster Contacts for class roster, grade entry, grade changes, and for notifying students in a class via email.
Objectives
•Roles and Access
•FacultyCenter Features
•Grade Changes and Approval
Accessing the FacultyCenter
Faculty/ Instructor
Faculty/ Instructors do not need to request access to the FacultyCenter role, this will be generated for them based on their entry in the CLASS_INSTR table, picked up in a batch job that is run periodically.
Faculty/ Instructorswill access the FacultyCenter via ASU Interactive.
Until August 2007, faculty will be using Rostergrades for Spring and Summer class rosters, grade entry, and for grade changes.
For class rosters for Fall 2007, select the FacultyCenter option.
Direct link to FacultyCenter:
Roster Contacts
Roster Contact Access
Roster Contacts should request the role of: SR Roster Contacts.
Roster Contacts will also need the written approval of their Chair/Director before being given access to the FacultyCenter.
Roster Contactswill access the FacultyCenter viaPeopleSoft system
Roster Contacts, who typically have other access in the PeopleSoft system, will access the FacultyCenter via the PeopleSoft Navigation menu. While instructors have access to just the classes they are teaching, Roster Contacts will have access to all classes they are responsible for supporting. Roster Contacts will be required to complete online training before being granted access.
Roster Contacts should rely on the faculty center only when they need to work as a faculty proxy. Standard Screens within the PeopleSoft menu are available for viewing class information without going through the faculty center.
When a Roster Contact selects what they need to work with in the faculty center, they are actually becoming a “proxy” for a faculty member. When a roster contact selects a faculty member, or a specific class, they will enter the faculty center as that individual. If a Roster Contact selects a specific class to work with, when they are taken to the faculty center they will see all of the classes taught by that instructor.
Since the faculty center will always default to the most current active term that the faculty member is teaching, the default term will not necessarily be the term of a class selected on the Roster Contact selection page.
Navigation to the faculty center for Roster Contacts:
ASU Customizations>ASU Student Records>Roster Contacts>FacultyCenter
Roster Contact Class Selection
Roster Contacts will be presented with a selection page to identify the class they want to work with in the faculty center. Roster Contacts are only allowed to work with classes within their designated Academic Org.
Once the Roster Contact enter their selection criteria, if there is more than one class returned, another selection option displays, allowing them to further select the class(es) they need to work.
When a selection is made, control will pass to the faculty center, displaying all of the classes for the instructor selected.
Roster Contacts will be allowed to select from classes that are within their own Academic Org. Once in the faculty center, and once they have become a proxy for an instructor, they will have access to all classes that that instructor is teaching, regardless of the Academic Org. This will allow a Roster Contact to fully support the instructors in their department, even if they are teaching classes outside of their academic department and/or a cross-listed class.
FacultyCenter Features
Once classes are display for a faculty member, or selected by a Roster Contact, the operation of the faculty center is the same for all users.
FacultyCenter Front page
Select Term – enter the term you wish to work with. Click ‘change’ to refresh data.
Note: The selected term will default to the most current active term that the person using the FacultyCenter is scheduled to teach. If the instructor is not teaching during the current term, the next active term that the instructor is teaching will be the default term. If an instructor is teaching consecutive terms, the default term will be the current term until the last day of the term, and will change on the first day of the next term. Instructors teaching Spring and Fall only will see Spring until the last day of the spring term, after which they will see Fall until the last day of the Fall term.
All terms that the instructor has taught, and that were converted into the PeopleSoft system, will be offered in the select term.
Note: Terms prior to fall 2006 were not converted as individual sections with instructors, and are therefore not available to instructors via the faculty center. These classes are available to Roster Contacts.
Options – you can display all classes for the selected term (Show all Classes), Only classes with enrollment, or View a weekly schedule of your classes.
Class Details - view details about a class by clicking on the “class” information.
Class Search tab – takes you to the general class search for the entire ASU schedule of classes.
Class Roster – The class roster icon will take the user to the roster for the selected class.
Download – The Download icon will download an excel spreadsheet with a list of classes begin taught that term.
Note: Browser settings can affect your ability to successfully perform downloads.
Class Detail
Clicking on the class title will display the course information.
Class Roster
Select the Class Roster icon to display a class roster. This class roster displays all students in the class as defined by the selected enrollment status (default is enrolled).
Notify Students Function
The notify option allows you send emails to all, all enrolled, or all selected students in your class. The email note that you create will be sent to you for your records (these emails will not appear in your ‘sent’ mailbox), with a Blind Copy sent to each student (this prevents students from seeing other student names in the email they receive).
Printer Friendly Version
Select Printer Friendly Version option to display a class roster best suited for printing.
Downloads
The Download feature allows you to obtain spreadsheets of a list of all your classes for a term or a roster of a selected class.
You can obtain a spreadsheet of any class you are teaching by selecting the class roster icon and then the download icon :
Instructor Delegates
Instructor Delegates are those individuals who are given access to a specific class by a primary instructor or Roster Contact. A delegate may be a student, a staff member, or another faculty member.
Instructor Delegates do not roll from one term to another as other instructor types do. As part of the class roll process, all instructor types of ‘Delegate’ are purged.
Instructor Delegates can be added via the faculty center, or by using the pages under Curriculum Management at:
Curriculum ManagementSchedule of ClassesMaintain Schedule of
Classes
The individual is added to the class as an instructor type of Delegate.
Instructor delegates may also be added to a class via the faculty center using the Delegate icon on the front page.
FacultyCenter Grade Roster
The Grade Roster icon will appear beside a class when grade rosters have been generated for a class. Grade Rosters are generated nightly by a batch process controlled by the Office of the Registrar. Student enrollment activity (adds and drops) will not be reflected real-time on the grade roster, but will be included each time the grade roster is generated.
A grade roster is available for a class when the grade roster icon appears:
Select the grade roster icon to go to the grade roster for the class.
The grade roster type will always be ‘final’. No other grades will be collected via the faculty center grade roster.
Approval Status - The Approval Status will begin as NOT REVIEWED. Once you have entered grades and you want to post them to the student’s record, change the roster status to POST TONIGHT. You cannot change grades on the roster once the status is set to POST TONIGHT, though you can change the status back to NOT REVIEWED any time before the batch posting process runs and change a roster grade.
When the batch process runs, it will change the Approval Status of the grade roster. If the roster is still incomplete, the status will be set back to NOT REVIEWED. If the grade roster is complete, the status will be set to COMPLETE.
Note: While the status of COMPLETE will appear and be selectable in the Approval Status drop-down, the status is only set by the batch process and will generate an error if it is selected and will not allow a SAVE.
Find Function
Find – to find an individual student on the grade roster, use the Find option. Click on Find and enter the student information in the pop-up box.
Unassigned grades only
To show only missing grades, click the option. The grade roster will redisplay with just missing grades.
Add this grade to all students
To set all unposted grades on a roster to the same grade, use this option. Use the dropdown to select a grade and click on the grey box.
You can select any valid grade for the class, or set all grades to blank. You can then go back and adjust any that need changing prior to saving the roster, and setting the approval status to POST TONIGHT if you are ready to post grades.
Save or Return
When you have finished entering grades, click the save icon at the bottom of the page .
If you have entered grades, but have not saved them when we select to Return, you will get the following message:
If you select OK, you can then select Save and Return again to return to the front page.
If you select Cancel, the changes you made will NOT BE SAVED and you will be returned to the front page. ANY GRADES YOU ENTERED, OR STATUS CHANGED, WILL NOT BE SAVED.
Once a grade is posted by the nightly batch process, you cannot change it on the grade roster. Use the Grade Change process for this.
Just as in the Class Roster, you can select to notify students on the grade roster via email, or you may select to produce a printer friendly version of the Grade Roster.
Appendix A
Grade and Rosters Components
Class Rosters
Class rosters provide a list of students enrolled in a class. Options allow the list to include only currently enrolled in a class, student who enrolled and then dropped the class, or both dropped and enrolled students.
Note: Waitlists for classes, and student in Waitlist status will be included as part of future system releases.
Class rosters can be obtained from the PS back-office functions or from the FacultyCenter.
Class Rosters are ‘real-time’ and reflect enrollment activity immediately.
Grading
ASU will only be collecting final grades. Mid-term grades will not be posted at this time. Only final grade roster need to be generated.
Final grades are entered via the FacultyCenter or using the Back Office Components.
Back Office components include:
Curriculum Management>Grading>Grade Roster
Enrollment>Enroll Students>Quick Enroll
Grade Rosters
Grade rosters are must be generated for a class before they are available for grade entry. Grade rosters are not ‘real-time’ and must be rerun to reflect enrollment activity. ASU will rerun grade rosters every night to pick up any enrollment activity for the class.
Grades cannot be entered for a class until the grade roster has been generated. Grade rosters can be generated manually for a single class or for all classes in batch processing. ASU Grade Rosters will be generated as part of a nightly batch processing managed by the Office of the Registrar. Grade Roster generation will begin sometime after the term has started. Grade Rosters must be rerun to include enrollment activity that has occurred since they were last run. Student drops/withdraws and adds will not be included on the grade roster until they are rerun.
Grade Roster Statuses
The grade roster status is set by the instructor entering grades and by the batch grade posting process. The grade roster statuses are as follows:
NOT REVIEWED – This grade roster is either not started, incomplete, or still being reviewed by the instructor. Grade Rosters in NOT REVIEWED status will not be picked up by the nightly batch posting process.
POST TONIGHT – The grades entered on this grade roster are ready to be posted. The roster may be partial or completely entered. Instructors set the roster status to POST TONIGHT when they are ready to post entered grades.
COMPLETE – Roster has been posted and is complete. This status may also be selected by the instructor/Roster contact once the roster is complete and it will be posted like post tonight.
Grade Roster Status is updated by a nightly batch process that will be run nightly, following the grade batch posting process. This process can be run on demand at:
ASU Customizations>Student Records>Update Grade Roster Status
Grade Processing Sequence
Grade rosters are initially produced in NOT REVIEWED status. Grades are posted by instructors via the faculty center. When instructors are ready to post their grades to the student’s records they will change the Roster Status to POST TONIGHT. They may do this for a complete or partially complete roster. When the batch grade posting process runs (each night), the process will pick up only those grade rosters in POST TONIGHT status. If all of the grades for a class have been posted, the batch process will set the Roster Status to COMPLETE. If the roster is only partially complete, the batch process will set the Roster Status back to NOT REVIEWED. Instructors will continue to add grades until the roster is complete.
Appendix B
FAQs
Where is the FacultyCenter? Can I still use Rostergrades?
Instructors can access the faculty center via ASU Interactive (see job aid).
Roster Contacts should use the PeopleSoft menu.
Rostergrades will not longer be available beginning Fall 2007.
I cannot access the faculty center at all
Check with your department classroom scheduler. You must be listed on the schedule of classes as an instructor to access the faculty center. If you are a new instructor it may take up to one day to assign the instructor role that provides this access.
I can get into the FacultyCenter, but I cannot see the classes I am teaching
Check that you have selected the term you are looking for – select from the Select Term drop down and click ‘change’ to see another term.
Why do I see classes for the term that I do?
The FacultyCenter defaults to the most recent active term (according to the PeopleSoft term/session calendar) that you are scheduled to teach. To see another term, just select it from the drop-down menu and select change.
I see some, but not all of the classes I am scheduled to teach
Check with your department classroom scheduler to see if you are listed as an instructor on the classes you are looking for
I need to download a roster, how do I do that?
Click on the Download grid icon. If this does not bring up a download option box you may have problems with your browser settings that are prohibiting the download. Contact the UTO Help Desk for assistance.
I need to see my class rosters from prior to Fall 2006, where can I find these?
While class and student data were converted from our old system to PeopleSoft, individual class sections, with instructors, were not converted as such. For historical information, contact Institutional Analysis. Roster Contacts will have access to these historical classes…
Can I still access Blackboard features as I did in the past?
Blackboard classes and features remain unchanged at this time.
For more information on Blackboard go to:
Roster Contact
I entered a class and term in my class selection criteria, but when I get to the faculty center I see a different term, why is this?
When a Roster Contact selects a class, and is taken to the faculty center, they are working as a proxy for the faculty member teaching the selected class. The faculty center always defaults to the most current term that the faculty member is teaching. Enter a term in the selection criteria will help you find a class, but the faculty center default rules will always be enforced.