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3 Deans


Deans review appointments and eligibility, review overloads, view and edit faculty preferences, set deadlines for the entry of faculty preferences, and view reports. Deans' staff can review and edit faculty preferences, and assign, reserve, and reassign classes.

Deans can perform all of the functions that Task Force Chairs and Program Coordinators can, as well as such additional functions as approving appointments and eligibility. For basic functions such as making (as opposed to approving) appointments, assigning (as opposed to approving) eligibility, see Task Force Chairs and Program Coordinators.

Prerequisites

You must have a Dean's login, and a computer connected either to ACCNet or to the Internet. The computer must have a browser, either Internet Explorer 4.0 or later or Netscape Navigator 4.5 or later.

Logging In

  1. Start your browser.

    Note: You should avoid using the Back and Forward buttons on your browser. If you do use the browser buttons to move from one screen to another, click on the Refresh button to make sure that your data is current.

  2. Click on the browser's File menu, select Open, type www3.austin.cc.tx.us/afs/ in the Open dialog box, and click on OK (or press the ENTER key).

    If your department provides you with another address to use or a button to click from another Web page, use that instead.



  1. A Login page appears.


  1. Type your ACC email User ID in the User ID box.

    Note: If you don't have an ACC email User ID, use your ACC eStaffing User ID. If you don't have an eStaffing User ID either, contact the Help Desk at 223-HELP.

  2. Type your Password in the Password box, and click on Login (or press the Enter key).

    Remember that User IDs and passwords are case-sensitive.

    • If you have forgotten your password, type your ACC User ID in the first box and click on Send My Password. This will email your password to the email address listed for you in the system, which you can then retrieve from your email.
    • If you're having trouble with your login or password, click on Contact the Help Desk.
    • If you don't have an ACC email account, you may request one by calling the Help Desk at 223-HELP.

    Note: If either your User ID or your Password is incorrect, you will receive an error message (Password does not match the login provided. or Login does not exist.), and you must re-enter User ID and Password.

    Once you have logged in, if there is no activity for 20 minutes you will be logged out, and when you go to perform the next action, you will be taken back to the Login page. You do not otherwise need to log out; simply close your browser.

    Note: There may be a Logout menu item at the end of your menu bar. To preserve the privacy of your preference data, log out by closing your browser instead of using Logout. If you use Logout, you will be logged out but your browser will remain open and you will be returned to the Login screen.

  3. The Dean's Executive Menu page opens.

    Notice that on each page (except the Login page) a page name and a term appear near the top. Use this information to keep track of where you are in the system and which term's data you are working with.



The Dean's Executive Menu Page

The Dean's Executive Menu page has a menu bar with a series of menu items which allow you to review, verify, enter, or edit information about you, appointments, eligibility, reserved sections, assignments, overloads, faculty preferences, date preferences, and reports in the departments you oversee.

The items on this menu may vary somewhat from term to term, depending on where in the assignment process that term is.

To select a menu item, click on it.

MyInfo

The MyInfo page has basic information about you, such as your name, email address, login name, login level (the type of account you have), and a password-change function. To review or edit that information, follow the instructions below.

  1. To review the information in the system about your name, address, etc., click on MyInfo in the menu bar.
  2. The Dean's Executive Info page opens.

You should review the information on this page for errors.

  1. To update your email address, simply replace the old email address in the Email: box with the new one and click on the Update Email button.
  2. To change your password, click on Change Password.

    Note: Change Password only works for those eStaffing users who do not have ACC email accounts and therefore have eStaffing-only User IDs and passwords. If you have an ACC email account, your email User ID and password are also your eStaffing User ID and password, and the eStaffing Change Password function will not change your password. To change your ACC email password, contact the Help Desk.

  3. The Change Login Password page opens.


  1. Type your old password in the first box, your new password in the second and third boxes, and click on Change Password.

Term

Information in the system is organized on a term-by-term basis, since scheduling is done that way. There is always a default term, which is usually the term you are scheduling. If the term shown is the one you want, you don't have to select a term, but if you want to view or edit data from some other term, you select the term here.

  1. To select a term to work on, click on Term in the menu bar.
  2. The Dean's Select Term page opens.


  1. Click on the term you want and then click on Select Term.
  2. The Dean's Executive Menu page opens with that term selected. The contents of the menu may vary, depending on which term you select, because you may have different options depending on where in the preferences and assignment process that term is.


Appointment

Appointments are made on a discipline basis. They are recommended by Task Force Chairs and Programs Coordinators and approved by the appropriate Dean.

The Faculty Appointment Selector page contains summary appointment information for your departments. It allows you to:


  1. To open the Faculty Appointment Selector page, click on Appointments in the menu bar.
  2. The Department Selector page opens.

    On this page, you select the department you want to work on. Only the departments you are responsible for are displayed.



  1. To select a department, click on its name.
  2. The Dean's Faculty Appointment Selector page for the department opens.

    This page shows all faculty members with pending or approved appointments in this department. Clicking on a name in the Name column allows you to view detail for an individual faculty member. See View, Edit, or Approve Appointment Information for details.


Approve or Disapprove Appointments

  1. To approve or disapprove faculty appointments, from the Faculty Appointment Selector page (see Appointment), click on Appointment Approval Checklist.


  1. The Faculty Appointment Approval Checklist page opens.


  1. Select the individuals to be approved or disapproved, and then click on Approve Selected or Disapprove Selected.
    • To select an individual, click on the square preceding their name.
    • To select everyone on the page, click on Select All.
    • Click on Approve Selected or Disapprove Selected.

Remove an Appointment

  1. To remove an appointment whose removal has been recommended, from the Faculty Appointment Selector page (see Appointment), click on Remove Appt. Remove Appt is for correcting data entry errors.


  1. The Delete Adjunct Faculty Department Appointment page opens.


  1. To remove the appointment, click Delete; to cancel the removal click Cancel.
  2. If you click Delete, you will be asked to confirm the removal by clicking Delete again (or click Cancel to cancel the removal).

    Once you have deleted an appointment, it cannot be recovered.

View, Edit, or Approve Appointment Information

  1. To view, edit, or approve a faculty member's appointment information, from the Faculty Appointment Selector page (see Appointment), scroll down, if necessary, and click on the faculty member's name.
  2. The Adjunct Faculty Department Appointment page for that faculty member opens.

New to Teach College, New to Teach at ACC, and New Appointment to Department mean exactly what they say: the faculty member is teaching for the first time, for the first time at ACC, or for the first time in this department in the term under discussion.

Whenever a faculty member with New fields is assigned a course section, an email notification is sent to the appropriate Task Force Coordinator or Program Chair to notify them to monitor or mentor the new faculty member.

  1. To suspend an appointment, click on Suspended Appointment. An appointment is suspended if a faculty member is going to be away for a period of time, but is expected to return. The faculty member's records remain in the system, but they are not included in section assignment processing until the appointment is reactivated.

    To restore a suspended appointment, click on the check mark by Suspended Appointment to remove it and then click on Update.
  2. You can review this faculty member's appointment history in this department by clicking on Show History to bring up the Previous Faculty Appointments page.


  1. To return to the Adjunct Faculty Department Appointment page from the Previous Faculty Appointments page, click on the faculty member's name.
  2. From the Adjunct Appointment Faculty Appointment page, you can review and, if necessary, modify basic departmental appointment data for this faculty member in this department. When you have finished making changes, click on the Update button.

    Note: If you do not click on the Update button, or if you click on Cancel, your changes will be lost.

Add an ACC Faculty Member to the Department

  1. To add a faculty member who is already a member of the ACC faculty to a department they are not now a member of, click on Appointments In the menu bar to open the Department Selector page.

    On this page, you select the department you want to work on.



  1. To select a department, click on its name to open the Dean's Faculty Appointment Selector page for that department.


  1. Click on Add Existing Faculty to Department Appointments.
  2. The Faculty Finder page opens.

The Faculty Finder page lets you search for an individual faculty member, using one of three methods:


Scroll down if necessary, click on the name you want, and click on Select Faculty Member to add a faculty member to the list.


Scroll down if necessary, click on the name you want, and click on Select Faculty Member to add a faculty member to the list.


Scroll down if necessary, click on the name you want, and click on Select Faculty Member to add a faculty member to the list.

  1. Once you have added a faculty member to the list, the Adjunct Faculty Department Appointment page opens.


  1. From the Adjunct Appointment Faculty Appointment page, you can review and, if necessary, modify basic departmental appointment data for this faculty member in this department.
    • You must choose the appropriate Level for the appointment.
    • Several fields default to New status. Whenever a faculty member with New fields is assigned a course section, an email notification is sent to the appropriate Task Force Coordinator or Program Chair to notify them that a new person has been assigned, and that the TFC or PC may want to mentor them or monitor their progress.
    • New to Teach College, New to Teach at ACC, and New Appointment to Department mean exactly what they say: the faculty member is teaching for the first time, for the first time at ACC, or for the first time in this department in the term under discussion.
  2. You can also review this faculty member's appointment history by clicking on Show History to bring up the Previous Faculty Appointments page.


  1. To return to the Adjunct Faculty Appointment page, click on the faculty member's name.
  2. When you have finished making changes, click on the Update button to save your changes, Approve to approve the appointment, Delete to delete the appointment, or Cancel to discard your changes.

    Note: If you do not click on the Update button, or if you click on Cancel, your data will not be saved.

Add a New Faculty Member to the System

  1. To add a faculty member who is not already a member of the ACC faculty to another ACC department, from the Faculty Appointment Selector page (see Appointment), click on Add New Faculty to System.


  1. An empty Edit Faculty Preferences page opens.


  1. Enter the required information for the new faculty member and click on Save Changes to add the faculty member to the system. Then add the faculty member to the department as described in Add an ACC Faculty Member to the Department.

Eligibility

Each faculty member who is appointed to a department is eligible to teach some courses in the department and not to teach others, depending on their background and training. Eligibility recommendations are made by Task Force Chairs and Program Coordinators and approved by their Dean. A faculty member's eligibility is the list of courses which they are eligible to teach.

The Faculty Eligibility page contains summary eligibility information for your departments. It allows you to approve, revoke, view or add course eligibility for this term.


  1. To open the Faculty Eligibility page, click on Eligibility in the menu bar to open the Department Selector page.


  1. To select a department, click on its name to open the Faculty Eligibility page for that department.

This page contains a list of the faculty currently eligible to teach in the department along with their basic eligibility and appointment information.

Approve or Revoke Pending Eligibility

Note: To remove or approve eligibility for individual courses (as opposed to all of the recommended courses), see View or Edit Individual Eligibility Information.

  1. To view pending eligibility decisions in a department, on the department's Faculty Eligibility page, click on Eligibility Approval Checklist.
  2. The Faculty Eligibility Approval Checklist page opens.

This page lists all the faculty members in this department whose eligibility has not yet been approved or revoked.

The Task Force Chairs' and Programs Chairs' recommendation for each faculty member is listed in the Pending / Remove column. Those recommended for approval are listed as Pending; those recommended for revocation are listed as Remove. For example, a Pending / Remove listing of 3/1 means that three courses are recommended for approval, and one for revocation; a listing of 5 means five are recommended for approval and none for revocation, and a listing of 0/1 means none for approval and one for revocation.

  1. To approve the recommendations for adding and removing eligibility for faculty members, select the individuals and then click on Approve Selected.
    • To approve the recommendations for some individuals but not all of them, click on the square preceding each name to be approved and then click on Approve Selected.
    • To approve the recommendations for everyone on the page, click on Select All, and then click on Approve Selected.

      Note: Approve Selected approves both Pending and Remove recommendations.

  2. To revoke eligibility, select the individuals whose eligibility is to be revoked, and then click on Revoke Selected.

    Note: Revoke Selected revokes the eligibility for both Pending and Remove eligibility recommendations. It is used to eliminate an individual from the eligibility lists.

    • To revoke the eligibility for some individuals but not all of them, click on the square preceding each name to be revoked and then click on Revoke Selected.
    • To revoke the eligibility of everyone on the page, click on Select All, and then click on Revoke Selected.

Add a Faculty Member to Department Eligibility

Note: To add eligibility to teach individual courses to faculty who are already eligible to teach courses in the department, see View or Edit Individual Eligibility Information.

  1. To add a faculty member to the eligibility of a department, click on Add Faculty to Department Eligibility.


  1. The Faculty Eligibility from Appointment Selector page opens. This page lists all the faculty in the department who have pending or approved appointments.


  1. Scroll down, if necessary, and click on the name of the faculty member to open the Faculty Eligibility For Department page.

    Note: You can also get to this page directly from the Faculty Eligibility page by clicking on the faculty member's name.

    This page shows the details of this faculty member's eligibility, including the courses they are eligible for, their hiring priority (New, Eligible, or Highest Priority), start and end date, mentor if any, and the Status of their eligibility (Pending until it is Approved).

    Note: This page is empty until eligibility for courses is assigned.



  1. To add a course or courses to the faculty member's eligibility in this department, scroll down if necessary in the Add new course(s) to faculty member's eligibility box, and click on the course or courses you want to add. (Use CONTROL-click or SHIFT-click to add more than one at a time.) If the faculty member is approved to teach this course as a telecom course, also click on the Telecom Approved box.
  2. Click on the down arrow under Hire Priority and click on the appropriate priority (New, Eligible, or Highest).


  1. Click on the Add Courses button. A message acknowledging the addition or explaining why it failed appears below the left end of the menu bar.


  1. To open the Course Eligibility Information page for any course, click on the course number.

Telecom Approved is entered for this course on this screen, if this faculty member is approved to teach this course as a telecom course.

Note: The Remove Eligibility Requested check box is used by Task Force Chairs and Program Chairs to recommend that eligibility for a course be removed. It will be checked if that recommendation has been made.

  1. Fill in any needed information for that course and click on Save to add the eligibility information to the database, Approve Eligibility to approve eligibility for this faculty member to teach this course, Revoke Eligibility to revoke eligibility for this faculty member to teach this course, or Cancel to cancel your changes.
  2. Save, Approve, and Cancel return you to the Faculty Eligibility For Department page with updated information for the faculty member.

    Revoke Eligibility takes you to the Revoke Faculty Eligibility page.



  1. To revoke eligibility to teach the course, select a reason from the Revoke Reason: box or enter a reason in the Revoke Desc: box and click on Revoke.

    To cancel the revocation and return to the Course Eligibility Information page, click on Cancel.

View or Edit Individual Eligibility Information

Note: To approve multiple individuals or multiple courses, click on Eligibility Approval Checklist. See Approve or Revoke Pending Eligibility.

  1. To view or edit an individual faculty member's eligibility information, from the Faculty Eligibility page (see Eligibility), scroll down if necessary, and click on the faculty member's name.
  2. The Faculty Eligibility page for this faculty member opens.

The Faculty Eligibility page lists all the courses in this department that this faculty member is eligible to teach as well as a history of revoked eligibility. From this page, you can view basic eligibility information for this faculty member and add eligibility for additional courses.

Note: This page is empty until eligibility for courses is assigned.

Status is the status of the faculty member's eligibility. It may be Pending or Approved. Pending means that it has been recommended but not yet been approved. Approved means that the dean has approved it.

  1. To add a course or courses to the faculty member's eligibility in this department, scroll down, if necessary, in the Add new course(s) to faculty member's eligibility box and click on the course or courses you want to add (CONTROL-click or SHIFT-click to add more than one at a time)
  2. Click on the down arrow under Hire Priority and click on the appropriate priority (New, Eligible, or Highest).


  1. Click on the Add Courses button. A message acknowledging the addition or explaining why it failed appears below the left end of the menu bar.


  1. To open the Course Eligibility Information page for any course, click on the course number.

Telecom Approved is entered for this course on this screen, if this faculty member is approved to teach this course as a Telecom course.

Note: The Remove Eligibility Requested check box is used by Task Force Chairs and Program Chairs to recommend that eligibility for a course be removed. It will be checked if that recommendation has been made.

  1. Fill in any needed information for the course and click on Save to add the eligibility information to the database, Approve Eligibility to approve eligibility for this faculty member to teach this course, Revoke Eligibility to revoke eligibility for this faculty member to teach this course, or Cancel to cancel your changes.
  2. Save, Approve, and Cancel return you to the Faculty Eligibility For Department page with updated information for the faculty member.

    Revoke Eligibility takes you to the Revoke Faculty Eligibility page.



  1. To revoke eligibility to teach the course, select a reason from the Revoke Reason: box or enter a reason in the Revoke Desc: box and click on Revoke.

    To cancel the revocation and return to the Course Eligibility Information page, click on Cancel.

Reserve

Reserve works the same way for Deans as it does for Task Force Chairs and Program Coordinators. See Reserve Sections for details.

Assignments

Assignments works the same way for Deans as it does for Task Force Chairs and Program Coordinators. See Make Assignments for details.

Remaining

Remaining works the same way for Deans as it does for Task Force Chairs and Program Coordinators. See Assign Remaining Sections for details.

Re-Assign

Re-Assign works the same way for Deans as it does for Task Force Chairs and Program Coordinators. See Re-Assign for details.

Faculty View

Faculty View works the same way for Deans as it does for Task Force Chairs and Program Coordinators. See Faculty View for details.

Overloads

An overload is incurred when a faculty member is assigned more hours than the maximum LEH their appointment allows.

Overloads cannot be assigned until after the Schedule Assignments Overload Date, which is generally 10 to 30 days before the start of classes and is the same for all departments. The Schedule Assignments Overload Date is determined by the rules of the college and is set by the System Administrator.

All overloads must be approved by the appropriate Program Coordinator or Task Force Chair.

  1. To view overloads for a department, click on Overloads in the menu bar to open the Department Selector page for the departments you oversee.


  1. Click on the desired department to open the Overload Status Review page for that department. This page lists all of the faculty members in the department who have been assigned overloads, along with details of their overload courses and the reason for the overloads.


  1. To see details of a faculty member's teaching assignments in the department, click on Assignments to open the Adjunct Faculty Assignments page.

Note: The overload section is indicated by an * in the Assigned LEH column.

  1. If you open the Adjunct Faculty Assignments page, click on Return to Previous Screen to return to the Overload Status Review page.
  2. On the Overload Status Review page, select the individuals whose overloads are to be approved or disapproved, and then click on Approve Selected or Disapprove Selected.
    • To select an individual, click on the square preceding their name.
    • To select everyone on the page, click on Select All.
    • Click on Approve Selected or Disapprove Selected.

Faculty Prefs

Faculty Prefs works the same way for Deans as it does for Task Force Chairs and Program Coordinators. See Faculty Prefs for details.

Time Line

Time Line works the same way for Deans as it does for Task Force Chairs and Program Coordinators. See Time Line for details.

Reports

Reports works the same way for Deans as it does for Task Force Chairs and Program Coordinators. See Reports for details.

Logout

There may be a Logout menu item at the end of your menu bar. If there is, to preserve the privacy of your preference data, log out by closing your browser instead.

If you use Logout to log out of the eStaffing systems using, you will be logged out but your browser will remain open and you will be returned to the Login screen. (See Logging In.)


 
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