Manage Instructors for a Class Section

Using the Instructors & Portal Options page, you can: 

• Assign an instructor to the class section, specify the rank, and configure the permissions for secondary instructors in the Student Portal

• Remove instructors

You can also view the attributes specified for the instructor and add attributes specific to the class section. The attributes serve different purposes depending on the needs of your institution. For example, attributes can be used to generate custom reports to show how an instructor is paid or to track instructor utilization.

You can also add class section-specific attributes for instructors to use for external reporting purposes. For example, the attributes can be used to generate reports for external agencies.

The grid displays the instructor you specified on the General tab as the primary instructor. The Post Attendance, Post Grades, and Post Lessons check boxes are selected and cannot be removed for the primary instructor. Any other instructors below the primary instructor were manually added from: 

• This page

• Using the + Add Instructor button under Period Details on the Schedule page

The Term Class Schedule report lists the class sections with basic information about each section (such as the instructors for each period, days of the weeks, start days, and start times). If you need more detailed information for class sections or instructors, you can create a custom view. For example, you can create a custom view that includes the:

• Course name
• Class section name and code
• Class section start and end dates
• Instructor for the period and the hours assigned
• Days and times of those periods
• Buildings, rooms, and locations

Refer to Example Queries for Custom Views.

Prerequisites

You must have:

• Common - Processes - View authorization

• Academics - Class Scheduling - Edit authorization

To display and add attributes, your institution must have configured attributes and specified attributes for the instructors using either: 

• Settings for Staff (Select the Settings tile > expand System > select Staff > select the New button and specify the general information or select an existing staff member in the list > select the HR Information tab.)

• Instructor Maintenance (Select the Processes tile > expand Academic Records > select Instructor Maintenance.)

To remove an instructor, the instructor cannot be the primary instructor. You can designate another instructor to be the primary and then delete the old primary instructor.

Prerequisites Specific to Faculty Workload

If you are using the Faculty Workload Management feature (FWM) and you want to edit the value for Term, Instructor, or Class/Section Start or End, the assignment for the instructor must have a value of: 

• Not Generated, Generated, Failed or Exported Partially (when Status Indicates the status of earning lines. If your institution has not configured integration with an external payroll system, Generated indicates that the earning lines are generated; Exported indicates that the earning lines have been generated and exported. If your institution has configured integration with an external payroll system, Generated indicates that the earning lines are generated; Sent indicates that the earning lines are exported to the external payroll system; Success indicates that the earning lines are exported and success has been acknowledged by the external payroll system; Integrated indicates that the earning lines are exported and integration has been acknowledged by the external payroll system; Error indicates that the earning lines are exported and there is an error in the external payroll system due to which it cannot be processed. The error has been acknowledged by the external payroll system. of all earning line is Error) for Pay Generation Status Indicates the status for the assignment pay generation based on all the earning lines. If your institution has not configured integration with an external payroll system, the Not-Generated status indicates the earning lines have not been generated; Generated status indicates the earning lines have been generated; Failed status indicates the earning lines were not generated due to incorrect configuration; Confirmed status indicates the earning lines have been confirmed and are ready to be exported; File Exported status indicates the earning lines have been generated and exported as Excel. If your institution has configured integration with an external payroll system, the Not-Generated status indicates the earning lines have not been generated; Generated status indicates the earning lines have been generated; Failed status indicates the earning lines were not generated due to incorrect configuration; Confirmed status indicates the earning lines have been confirmed and are ready to be exported; Exported status indicates the earning lines have been generated and exported; Exported Partially status indicates the earning lines have been generated and exported partially.

• Draft for Overall Status Indicates whether the book is assigned for the class section.

If you update other properties of class section other than Term, Instructor, or Class/Section Start or End, Anthology Student saves the changes and does not impact Faculty Workload Management assignments.

Select the Processes tile > locate Faculty Workload > select Assignment Manager.

When using Faculty Workload Management, on save of the class section in Class Scheduling and Non-Teaching activity in configurations, the default position for each faculty based on the term configured will be assigned for the teaching and non-teaching assignments. This is used for the assignment load validation in:

• Load Validations (Select the Processes tile > locate Faculty Workload > select Load Validations.)

• Assignment Manager (Select the Processes tile > locate Faculty Workload > select Assignment Manager.)

If no default position is assigned, Anthology Student will display a blank position and the record cannot be processed by the Batch Processing Load Validations until a position is assigned.

If you are using the Faculty Workload Management feature (FWM) and you want to remove an instructor, the assignment for the instructor must have a value of: 

• Not Generated for Pay Generation Status Indicates the status for the assignment pay generation based on all the earning lines. If your institution has not configured integration with an external payroll system, the Not-Generated status indicates the earning lines have not been generated; Generated status indicates the earning lines have been generated; Failed status indicates the earning lines were not generated due to incorrect configuration; Confirmed status indicates the earning lines have been confirmed and are ready to be exported; File Exported status indicates the earning lines have been generated and exported as Excel. If your institution has configured integration with an external payroll system, the Not-Generated status indicates the earning lines have not been generated; Generated status indicates the earning lines have been generated; Failed status indicates the earning lines were not generated due to incorrect configuration; Confirmed status indicates the earning lines have been confirmed and are ready to be exported; Exported status indicates the earning lines have been generated and exported; Exported Partially status indicates the earning lines have been generated and exported partially.

• Draft for Overall Status Indicates whether the book is assigned for the class section.

Select the Processes tile > locate Faculty Workload > select Assignment Manager.

Access Method

Select the Class Scheduling tile > select the one or more of the following filters > select Apply Filters > add or select the course in the Class Schedule list > select the Instructor & Portal Options tile.

Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column. Course Select the code and name identifying the course the student is enrolled in. You can select one course at a time. Course Offering The Course Offering list enables you to filter courses based on Courses offered at the campus, Courses shared with other campuses, or Courses shared from other campuses.

Departments Lists all active departments. If the page has filters and Department is a filter, you can select up to 10 Departments at a time. The Departments filter in Class Schedule and the Departments property in Copy Class Schedule under Properties to Copy is visible only when you enable Faculty Workload Management. If the Department property is not selected during the Copy Class Schedule, Anthology Student displays a blank value in Department for the new Class Section. Instructor The primary instructor assigned to the course or class section. Terms Select the available terms with start and end dates for each term. You can select up to ten terms at a time.

Procedure to Add or Edit Instructors and Portal Options

1. Review the values of the records in the grid.

   Day/Time The meeting days and time of the class. Instructor Attributes Attributes associated with the instructor. Attributes are configured by your institution and associated with the instructor when they are added as a staff member to Anthology Student. Post Grades Enables the secondary instructor to post final grades. Hours Assigned The number of hours assigned to the instructor. If you are using Faculty Workload, the hours assigned using that module are used by Faculty Workload instead. Instructor The instructor or instructors assigned to the course or class section.

   Primary Yes indicates that the instructor is primary. No indicates that the instructor is secondary. Post Attendance Enables the secondary instructor to post attendance. Post Lessons Enables the secondary instructor to post lessons. Section Instructor Attributes Specifies instructor attributes specific to the class section.

2. Under Instructors, if you want to: 

   • Add an Instructor, select the Add button on the toolbar

   • Edit an existing Instructor, select the field you want to change

3. Review, specify, or change the following values.

   Final Grades Enables the secondary instructor to post final grades. Hourly Assigned The number of hours assigned to the instructor. If you are using Faculty Workload, the hours assigned using that module are used by Faculty Workload instead. Instructors Select one or more instructors for the class section. You can select the magnifying glass icon and select one or more instructors from the list. The instructors are added to the list in the order (rank) you select them. If your institution did not associate instructors to the course or it did and you have permission to override instructor course association and you selected the Show All Instructors check box on the General page, the list displays all the active instructors. If your institution did associate instructors and you do not have permission or you remove the check for Show All Instructors, the list contains only instructors associated with the course. The instructors you specify here can be selected when you use the Schedule page to add period recurrences and the calendars to add periods and class days. You can select a maximum of 50 instructors.

   Post Attendance Enables the secondary instructor to post attendance. Post Lessons Enables the secondary instructor to post lessons. Section Instructor Attributes Specifies instructor attributes specific to the class section.

   If you add more than one instructor, you can change the Rank to indicate which instructor is primary and the order of the remaining secondary instructors. The grid displays the instructor you specified on the General tab as the primary instructor. The Post Attendance, Post Grades, and Post Lessons check boxes are selected and cannot be removed for the primary instructor.

4. Under Portal Options, specify the following items.

   Hide Faculty Prevents the faculty names for this class from appearing in online forms in Portal.

   Hide Location Prevents the location information for this class from appearing in online forms in Portal.

5. If you want to save and: 

• Continue making changes, select the Save button

• Close, select the Save & Close button

Anthology Student checks for conflicts. For example, it checks whether the instructor is already scheduled for that day and time. If there are conflicts, Anthology Student displays a dialog. If you have the specialized permission to override the conflicts, you can select the Override button to override them.

If there are conflicts for the instructor and you select Cancel instead of Override, Anthology Student changes the instructor back to the primary instructor.

Additional Information for Faculty Workload

When the Faculty Workload Management is turned On, you can

• Add a new instructor by selecting the Add Instructor option. This displays multiple instructors and a pop-up window appears displaying the names and codes of the instructors. On selecting and saving the desired instructors, new assignments are created in Faculty Workload Management for the selected instructors and their positions. Once the assignments are successfully saved, the system displays the assigned positions which can be updated on the grid. Save to view the changes on the assignment manager screen. The updated positions will be reflected back, considering the assignment statuses. If you modify the Staff Position on the assignment manager screen, the corresponding position will be updated in the Instructor Portal option.

• Configure the instructional hours for each load type configured in class load type details for the same class section. The aggregated instructional hours for load types would overwrite Assigned Hours configured during the addition of instructors to class section.

Procedure to Remove an Instructor

1. Select the Instructor & Portal Options tile.

2. Highlight the record you want to delete in the list.

3. Select the Remove button on the toolbar.

4. If you want to save and: 

• Continue making changes, select the Save button

• Close, select the Save & Close button