Maintain the Instructor/Advisor Table in PeopleSoft

INSTRUCTOR/ADVISOR TABLE

BUSINESS PROCESS GUIDE

Table of Contents:

Intended Audience......

Pre-Requisite

Purpose......

Log into PeopleSoft......

Navigate to the Instructor/Advisor Table......

Instructor/Advisor Table page......

Instructor Details scroll area......

Instructor/Advisor Role scroll area......

Approved Courses page......

Changes to the Instructor/Advisor table......

Intended Audience

This document is for:

  • Those who have responsibility for (or knowledge of) new hires on the department level or
  • Those who know the academic responsibilities of instructors and advisors on the department level.

Pre-Requisite

Those people who will maintain the instructor/advisor table for your department will need to complete these items:

1)Fill out a security form found at:

  1. Fill in section 1.
  2. In section 2, put “Instructor/Advisor Table”
  3. Sign section 3
  4. Have the supervisor sign section 4
  5. Fax the form back to the number on the top of the form.

2)Establish your user profile:

  1. Open your web browser
  2. Go to
  3. Log in with your ASURITE ID and your network password.
  4. Click on the “Sign out” link in the upper right corner and close the window.

3)Review the navigation tutorial in the OASIS PeopleSoft Training Organization:

  1. Log into blackboard with your ASURITE ID and network password
  2. Click on the Organization tab
  3. Search for OASIS and click on the GO button.
  4. You will see the “OASIS PeopleSoft Training” organization.
  5. Click on the “Enroll” button on the far right of the screen.
  6. Then click on the organization title.
  7. Click on the “OnLine Training” button
  8. The first link is the navigation tutorial.

Purpose

The Instructor/Advisor table is used to maintain instructor and advisor data that is used by other pages in PeopleSoft.

Instructors must be in this table before they can be selected as an instructor in the Schedule of Classes. The instructor must be listed in the Schedule of Classes in order to use Faculty Self-Service to view class rosters and enter grades.

Teaching assistants, delegates and anyone else who will be responsible for teaching or for entering grades must first be entered in this table.

Advisors must be in this table in order to assign students to advisors. Advisors can then use Advisor Self-Service to view academic data for their assigned advisees or for other students who may want to be advised.

Note: A person is not created in this table. The personal data on each individual must already exist in the bio-demo pages. This occurs when they are hired by HR and their personal data is entered into OASIS. Once the personal data exists, the instructor or advisor can be added to this table. If you don’t find the person in the system, contact or call 965-6500 for the help desk.
Log into PeopleSoft

To log into Peoplesoft, open your web browser. Go to

Use your ASURITE ID and password.

Navigate to the Instructor/Advisor Table

Navigate to Curriculum Management, Instructor/Advisor Information, Instructor/Advisor Table.

Search for the person you want to add to the instructor/advisor table using the ID or Name. You can enter the full name or partial name. Click the Include History checkbox. Press Search to retrieve the person.

If only one person matches the search criteria the data displays on the next page. If multiple results match the criteria, they display in the Search Results. View the results and click on the appropriate link to bring the data to the next page.

Instructor/Advisor Table page

This page is divided into two scroll areas headed by bold blue bars. The top blue bar indicates the area below is related to Instructor Details. General data about the instructor or advisor is entered in this area. This data is effective dated. As data changes related to this person you can add new rows using the plus sign under the blue bar. For example, in the screen print below, if the instructor is promoted to Associate Professor effective Fall 2007, you can add a new row with a new effective date 0f 08/20/2007 and select the Instructor Type of Associate Professor. All other data entered on the previous row display on the new row. Or, if the instructor goes on sabbatical you can add a new row, enter the effective date of the sabbatical, change the Instructor Available field to “Sabbatical” and save the page. This instructor is no longer available to select in the Schedule of Classes. You can also add another row and enter the effective date when the instructor will return from sabbatical. On this future dated row you will change the Instructor Available field to “Available”. This future effective date should be on or before the first day of the term the instructor will return to teach. This allows the instructor to be assigned to classes for the term he/she is returning to teach, but not allow him/her to be scheduled during the sabbatical. The system retains the history of all these changes. To view history, you must have the Include History button selected at the bottom of the page. You can select the button on this page if you did not check the Include History checkbox when you searched.

The second blue bar indicates the scroll area below is related to the Instructor/Advisor Role. Data is entered in this area when the Instructor Type is Advisor Only, or when the Instructor Type is something else and the Advisor checkbox is checked.

It is recommended that you tab from one field to the next when entering data. Sometimes the value of the field does not display until you tab out of it.

Instructor Details scroll area

  1. Enter an effective date. This date must be on or before the begin date of the term in which the instructor will be assigned to classes in the Schedule of Classes. For advisors the effective date must be on or before the begin date of the term when the advisor will advise students for registration.
  2. Status should be Active.
  3. Select the Instructor Type. If you select a value of Advisor Only, the system selects the Advisor check box by default and you cannot change it.
  4. Enter the Academic Institution: ASU00.
  5. Select the primary Academic Organization. The Academic Org is the academic department of the instructor or advisor. You can click on the magnifying glass to look up valid values to select from. Academic Org values begin with C for credit department values and Z for non-credit department values. So, for the department of Accountancy, in the search box you can enter the partial Academic Org name, CACC, and press Search. All values that match this will display in the Search Results. You can select the correct department from these results by clicking on the link to bring the name to the page.
  6. Select the instructor's availability to teach. Select Available, Sabbatical, or Unavailable.The value must be “Available” to attach an instructor to a class. If the instructor/advisor has an advisor type of Advisor Only, the system populates the Instructor Available field with Unavailable by default. This means the advisor will not be available to select as an instructor on the Schedule of Classes. You can override this value.
  7. If the instructor is also an advisor, put a checkmark in the Advisor box and complete the lower portion of the page in the scroll area.
  8. Note: All individuals who teach classes must be entered in this table before they can be attached to a class in the Schedule of Classes. They must be in the Schedule of Classes before they can enter grades. All TAs, RAs and Delegates must be entered here. All staff who advise students must be entered in this table, even when their official title is not Advisor. If they have an advising role and are entered in this table, they will have access to Adviser Self-Service.

Instructor/Advisor Role scroll area

This area is used to indicate in which careers and programs advisors can advise students. The Academic Career choices are Undergraduate, Graduate, Law and Non-Credit. The Academic Program is equivalent to a College or School. Academic Program codes begin with the career abbreviation and the college code. For example, the Academic Program code for undergraduate liberal arts is UGLA.; the Academic Program code for graduate business on the Tempe campus is GRBA, etc.

The Academic Plan is equivalent to the SIS major code. The Academic Sub-Plan is equivalent to a concentration or certificate. ASU will not assign advisors on either the plan or sub-plan level.

.Both the Academic Career and Academic Program fields must be completed. The instructor/advisor will be able to advise all students in the career/program indicated. You can use the plus sign below the second blue bar to add additional careers/programs.

  1. Advisor Number: The system populates this field with 1 by default. If an instructor/advisor advises students in more than one academic career or program, you will have multiple advisor numbers when rows are added.
  2. Percent of Appointment: Will not be used at this time.
  3. Academic Career: Select the academic career to which the instructor or advisor is linked. This field is required.
  4. Academic Program: Select the academic program for the instructor or advisor. This field is must be completed.
  5. Academic Plan: This field will not be used by ASU.
  6. Academic Sub-Plan: This field will not be used by ASU.

If the advisor can advise in additional careers and/or programs, click the plus sign to add a new row. The Advisor number will increment by 1 with each new row. Enter the new Academic Career and the Academic Program data. Continue to add rows until you have indicated all appropriate careers and programs this person can advise.

For example, if the advisor can advise in five different programs/schools in the Undergraduate Career and in two program/schools in the Graduate career, add seven rows. The first five will have an Academic Career of Undergraduate. The Academic Program will be different for each row. The last two rows will have an Academic Career of Graduate and each row of the Graduate Career will have a different Academic Program. This setup allows students in these careers and programs to be assigned ot the advisor in the Student Advisor pages.

If this person is an Advisor Only, save this page before exiting. If this person is also an instructor, go to the Approved Courses page to complete the course information.

Approved Courses page

This page is used to identify the courses the instructor is approved to teach. There are two scroll areas on this page, designated by two bold blue bars. The instructor name displays above the first scroll area. The first scroll area is Instructor Details. This data displays from the previous page. The second scroll area is Course Description. This is the area used to indicate the courses the instructor is approved to teach. Since courses are tied to academic orgs or departments, the instructor can be scheduled in all courses related to the department entered here. Multiple departments can be added as needed.

  1. Use the magnifying glass to look up valid values and select the Academic Org related to the classes this instructor is approved to teach. This indicates the instructor is approved to teach all courses related to that Academic Org. In the example above, the instructor can be selected in the Schedule of Classes for all classes associated with the School of Social and Family Dynamics.
  2. To add additional Academic Org values, click on the plus sign below the second blue bar and enter the next Academic Org or department for this instructor. Continue entering data until all Academic Orgs for this instructor are displayed.
  3. Save before exiting.

Changes to the Instructor/Advisor table

If the instructor now has advising responsibilities, or the advisor assumes teaching responsibilities, you will add new effective dated rows to the table. The new effective dated row is always added by clicking the plus sign in the Instructor Details scroll area. Enter the appropriate effective date, keeping in mind this date must be on or before the first day of the term these new responsibilities begin. If advising responsibilities are being added, be sure the Advisor checkbox is checked. Enter the appropriate data in the Instructor/Advisor Role scroll area and save these changes. If teaching responsibilities are being added, be sure the Instructor Available field is set to Available. Go to the Approved Courses page and enter the Academic Org or department information and Save.

If the instructor/advisor changes jobs and no longer is teaching or advising, add an effective dated row by clicking the plus sign in the Instructor Details scroll area. Enter the date when the person is no longer an instructor or advisor. Remember that this date must be prior to the beginning of the term in which these responsibilities are no longer valid. If the effective date is after the beginning of the term, instructors can be assigned to classes and students can be assigned to advisors. If the role has changed from instructor/advisor to instructor, make sure the Instructor Type is correct and change if necessary. Uncheck the Advisor box. In the Instructor Advisor Role scroll area, remove the Academic Career and Academic Program rows. Use the minus sign in this scroll area to make this change. If the role has changed from instructor/Advisor to Advisor, change the Instructor Type to Advisor Only. Verify that the data in the Instructor/Advisor Role scroll area is correct or make changes as needed. Go to the Approved Courses page and remove the Academic Org rows. Use the minus sign in the Course Description scroll area. When all changes have been completed, save the pages before exiting.

If the instructor/advisor is leaving the university or will no longer have a teaching or advising role, add an effective dated row on the Instructor/Advisor Table page. Change the status from Active to Inactive. Save the page. The instructor or advisor is no longer available for selection as of the effective date the record becomes inactive.

As of Fall 2006, this instructor is available to teach all subjects associated with the School of Social and Family Dynamics.

As of Spring 2008 term this instructor’s status is inactive and he is no longer available to teach.

Confidential to ASUPage 1Last revised 10/23/2006