IA - Instructor Add/Change Screen

Owned by Anthony Schmid
Last updated: Aug 14, 2024 by Sara Cook
3 min read

Function

Allows users in the academic department to manage instructor records.  Instructor records are quarter specific (unlike employment data which is date ranged) and as such may change over time.

Data Elements

Employee ID: This is the employee ID as retrieved from Person Index.

DSIR ID: Is the Employee ID.  When an employee record is loaded the first time and no instructor record exists, the creation of the instructor record will copy this value over.

Name Elements: The first/middle/last name elements are pulled in from Person Index.  A user can try editing these values, but the changes will just be overwritten from UC Path.

Instructor ID: This value is auto-populated based on Last name, first initial, middle initial.  If there's already a record with that value for the term, someone in Scheduling must manually create the record with a unique ID.

Sex: Same as the name elements, you may try changing but it'll be overwritten.

Birthdate: Same

Title Code: This is the value as stored in the instructor record.  This is the one that drives behavior on the Course screens. 

PPS Title Code: This is the value as retrieved from UC Path.  Note: UC Path has no concept of terms on the appointment, so the system tries using appointment start dates compared to the quarter calendar to determine which appointments are in effect for the term.  If an updated appointment is entered, someone must come to the IA screen to copy the 'PPS Title Code' value over to the instructor record.

Subject Area: These are the subject areas affiliated with the instructor.  There are are number of downstream impacts of this field.  It creates an association between the instructor and department for workload purposes.  These values are also used by the Online Scheduling Proof to populate the Instructor dropdown.

Number: Instructor number used in SREG and GOLD for Delayed Sectioning courses.  Departments only need to assign this value if an instructor is going to be offering one of these classes.

One Quarter Only: This value is used by the Roll Forward job (CRGEJ008) to determine whether the instructor record gets copied to the next term.  Defaults to 'N' in Fall/Winter/Spring terms and defaults to 'Y' in Summer.


Add instructor to course drop-down menu selection (for advisors):

If the instructor is set up with an instructor ID, you can get their name to appear in the drop-down menu by adding an "Instructor Number" under their specified subject area in the IA screen in STAR. The way to add a number is to enter an "A" in the "Instructor No" field  below the "Subject Area" and hit 'enter.' The system will then generate the next available number (it usually takes a few seconds). That number is what triggers the display of the instructor in the GOLD drop down for a given subject area. On a related note, if there are instructors that you no longer want to have displayed in the dropdown, the instructor number in their IA screen can be deleted, and they will no longer appear. (Please note it will likely take overnight for the STAR update to be reflected in GOLD.)
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Additional Screens/F-Keys

None

Special Processing/Bugs

There are occasions when you need to Delete and Re-Add a subject area.  Sometimes the Re-Add doesn't stick, so always exit and return to the page to double check.