Сreate an Instructor Record

An Instructor record can be created using one of the following methods:

  • A worker record is created in the Human resources module and assigned to a position of faculty type.

    For information on creating a position record of faculty type, see Create a Position of Faculty Type.

  • An Instructor record is created manually in the Faculty management module.

This topic provides information on creating an instructor record in the Faculty management module.

  1. Click Faculty management > Periodic > Create Instructors for Employees.

  2. In the New group, click Instructor.

  3. Enter the first, middle, and the last name of the person you are registering as an instructor.

  4. Expand the Contact information FastTab and add a primary email address and phone records.

    Important
    For Faculty Management integration: 

    • The Primary Email Address must be filled in Anthology Finance & HCM with the official email address provided by the institution to the instructor.

  5. Fill in other information related to the instructor.

After you save the record, it is added to the global address book.

This topic provides instruction on creation of Instructors in Faculty management for existing employees.

Follow these steps to run a batch job.

  1. Running the Batch Job:

    • Select Faculty management > Periodic > Create Instructors for Employees

    • In the Parameters fast tab, fill the necessary details for

      • Department

      • Faculty Type

      • Employee Id

      • Create Staff in Student (On/ Off)

        • If On, it updates in Anthology Student and another batch job is not created. Allows to update by triggering the existing Real-time synchronization.

        • If Off, it only creates the Instructor and a different batch job is run to send data to Anthology Student.

    • In the Run in the Background fast tab, ensure the necessary details are entered for

      • Batch processing

      • Task Description

      • Batch Group

      • Private

      • Critical Job

      • Monitoring Category

    • Click OK.

    • Monitor the execution process and upon completion, review the log file for appropriate success and exception messages.

  2. Logs:

    The Log file displays the success and exception messages.

    Note: If an error occurs, skip the employee, log the exception, and proceed to the next one. If an instructor already exists for the employee, skip the record.

  3. The below table displays the success and error messages:

    Sucess Messages Success: n of n employees successfully created as Instructor.
    Error messages

    List of error messages are provided below.

    • Error while sending Instructor to Student for ‘Name, Instructor ID’.

    • The primary email length exceeds the maximum permitted limit for ‘Name, Instructor ID’.

    • The primary phone number length exceeds the maximum permitted limit for ‘Name, Instructor ID’.

    • Ensure that the First Name and Last Name fields do not exceed 25 characters each, and the Middle Initial field contains only one character for ‘Name, Instructor ID’.

    • FirstName, LastName, Primary email is mandatory for action for ‘Name,Instructor ID’.

    • No primary Phone details available to synchronize for Staff for ‘Name,Instructor ID’.

    • Primary address is incomplete. Enter details for all address components to synchronize for Staff for ‘Name, Instructor ID’.

This topic provides instructions for executing the batch job to send instructors to the Anthology Student within the Faculty management module.

Roles and Privileges

Users must have one of the following roles:

  • Faculty Manager

  • Faculty Instructor

Follow these steps to run the batch job.

  1. Running the Batch Job:

    • Select Faculty management > Periodic > Send Instructors to Student

      Note:
      1. The FM integration flag must be turned off before running the batch job.
      2. The "Staff Id in Student" field must be populated for newly created staff in Anthology Student.
      3. Records created in Anthology Student must be displayed as part of the batch job execution.

    • Select the Faculty Type.

    • Turn on Batch Processing.

    • Click OK.

    • Monitor the execution process and upon completion, review the log file for appropriate success and exception messages.

  2. Logs:

    • During the batch job execution, success and exception messages are logged in the designated log file.

    • Check the log file to ensure all operations are recorded accurately.