April 2013 [email protected]1 Adding Instructors to Courses in PeopleSoft Background Courses in CourseWeb are created and populated with student, instructor and teaching assistant enrollments each term, on a daily basis, from information residing in the PeopleSoft information system. Once an instructor is assigned to a course in PeopleSoft for the term, the enrollment information is passed each day at approximately 6:30 am from the PeopleSoft system to CourseWeb. So…. if you want to give a Pitt user instructor access to a CourseWeb course, the direct approach is to get them assigned as the instructor in the corresponding PeopleSoft course section and let the system carry this information from PeopleSoft to CourseWeb the following morning at 6:30 am. There are other reasons for doing this – it gives the instructor access to the class roster through the Faculty Center (accessible from my.pitt.edu), and later, it gives the instructor access to the grade roster, which is essential for recording student grades for the course. The class roster includes student ID photographs and is updated to reflect student drops and course withdrawals. Assigning Class Instructors to Courses in PeopleSoft Before instructors can be assigned to the PeopleSoft Schedule of Classes, faculty member records must be: 1. Processed through Payroll 2. Processed in CDS (a CSSD system for maintaining user credentials and access rights) 3. Uploaded to PeopleSoft (automatic) 4. Assigned an instructor role in PeopleSoft This is a one‐time process, where the instructor role stays active until it is changed. Changes require adding new rows. Once this is complete, an instructor can be assigned to a class using the Schedule Class Meeting component. It is the assigned class instructor who can access online class and grade rosters. Instructor roles must be defined by academic organization (at the department level for classes offered by Pittsburgh and at the division level for regional campus classes). When a department or division schedules classes, only those instructor IDs that are assigned a role in the organization that offers the class will appear in the Look Up list (defining valid values) to assign to that class record.
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Adding Instructors to Courses in PeopleSoft€¦ · April 2013 [email protected] 3 Adding Instructors to Courses in PeopleSoft Once the instructor is set up in PeopleSoft, academic
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Once the instructor is set up in PeopleSoft, academic center users (department representatives) have the responsibility to assign them to each section in the Class Schedule. In some cases, the same person may be responsible for both processes (payroll/set up and class assignment). Steps:
4. Assign academic organization(s) to that instructor ID. 5. Assign the instructor to a class.
InstructorIDPersonal data about that faculty member is uniquely identified in PeopleSoft by a system‐generated
numeric code called an ID. The ID follows that individual throughout his or her relationship with the
University. Employee records will be stored in PeopleSoft for many reasons related to student
administration (i.e. recruiters, instructors and advisors).
InstructorDataConversionEmployees who were stored in ISIS as active faculty during the Fall 2004 term were converted directly
into PeopleSoft. At conversion, PeopleSoft created a new ID number for each unique record.
NewAppointmentsAfter new faculty appointment paperwork has been processed by Human Resources and Payroll, it is
then sent to Computing Services and Systems Development to be assigned a new University Computer
Account in Central Directory Services (CDS). There is a batch process which uploads this information to
be stored as Bio/Demo Data in the PeopleSoft Campus Community.
This process automatically creates a new PeopleSoft ID for that faculty member—just like the IDs for
prospective students, applicants and students.
Next, each school must set up permission for that instructor to teach classes in that department
(Pittsburgh) or division (regional campus). After this set up is complete, the instructor can then be
assigned to a class which allows that “class instructor” to access class rosters and grades. Instructors are
assigned by academic organization for phase one. Here are the other choices (lower levels):
NationalIDWhen the National ID country is USA, the National ID will be a United States Social Security Number
(SSN). National ID is not a required field in PeopleSoft, but 999‐99‐9999 is stored where the National ID
is left blank.
Remember to search using only the 9 digits of the SSN (omit dashes).
If you find the Bio/Demo Data record using Search Match, then that new faculty member is now a part
of the PeopleSoft Campus Community. Make a note of the new ID number assigned to him/her.
If you see more than one result from your search, click Detail from the Search Match Results page to help you select the correct ID. If there is an error on the Bio Demo Data page, notify your Human Resources representative of the mistake in CDS. Refer to the Introduction to PeopleSoft training guide for detailed instructions on how to Search Match
(perform a global search of the Campus Community).
Click on the Carry ID button and use your breadcrumbs to navigate to the set up table described below.
An instructor’s name is critical in PeopleSoft, as it is tied to security permission lists. You are not
adding new people to the database on this page; rather you are updating information for individuals
who are already a part of the Campus Community.
For example, the correct instructor must be a member of the Campus Community (loaded by CDS) before
being assigned to a class which grants access to online class rosters and grading.
These two tables are involved in assigning faculty to courses after they have been added to the instructor‐advisor table. They appear below and require that the highlighted fields be joined when identifying a specific instructor and his/her roster access for a specific course in a particular term. UD_STW.PS_CLASS_INSTR Name Type class_section varchar2(4) crse_id varchar2(6) crse_offer_nbr integer emplid varchar2(11) grade_rstr_access varchar2(1) instr_role varchar2(4) sched_print_instr varchar2(1) session_code varchar2(3) strm varchar2(4)