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2 Task Force Chairs and Program Coordinators


Task Force Chairs and Program Coordinators handle appointment and eligibility information, make section assignments, reserve and unreserve sections for individuals, view and edit faculty preferences, set deadlines for the entry of faculty preferences, and view reports.

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. Appointment and Eligibility recommendations are made by Task Force Chairs and Program Coordinators and approved by the appropriate Dean. A faculty member's eligibility is the list of courses they are eligible to teach.

Prerequisites

To perform Task Force Chair and Program Coordinator operations, you must have:

If you have an ACC email login, use it; if you don't have an ACC email User ID, you should have an eStaffing User ID. If you don't have an eStaffing User ID either, contact the Help Desk to get one.

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 to get one.

  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.

    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 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 Executive Menu Page

The 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, section assignments, overloads, faculty preferences, and reports in the departments your are authorized to work with.

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 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 Select Term page opens.


  1. Click on the term you want and then click on Select Term.
  2. The 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 assignment process that term is.


Appointments

Appointments are made on a department basis. They are recommended by Task Force Chairs and Programs Coordinators and approved by their Dean.

  1. To enter or view appointments for this term, click on Appointments in the menu bar.
  2. The Department Selector page opens.

    On this page, you select 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 Faculty Appointment Selector page opens.

    This page shows all faculty members with pending or approved appointments for the term in this department. The name column lets you see detail for an individual faculty member.



View or Edit Appointment Information

  1. To view a faculty member's appointment information, on the Faculty Appointment Selector page, 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 that the faculty member is teaching for the first time, for the first time at ACC, or for the first time in this department this term.

  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, or Cancel to discard them.

    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 another ACC department, on the Faculty Appointment Selector page (see Appointments), click on Add Existing Faculty to Department Appointments.


  1. 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. See the Related Information area at the bottom of the page for relevant LEH data.

    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 Chair or Program Coordinator to notify them that a new person has been assigned, and 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.

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

  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 on the Adjunct Faculty Appointment page, click on the Update button.

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

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, on the Faculty Appointment Selector page, click on Add New Faculty to System.


  1. An empty Edit Faculty Preferences page opens.


  1. Fill in the required information and click on Save Changes to save the information.
  2. The Adjunct Faculty Department Appointment page opens.


  1. Enter the basic departmental appointment data for this faculty member in this department.

    You must choose the appropriate Level for the appointment. See the Related Information area at the bottom of the page for relevant LEH data.

    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 Chair or Program Coordinator to notify them that a new person has been assigned, and 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.

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

  2. When you have entering data, click on the Update button to return to the Faculty Appointment page.

    Note: If you do not click on the Update button, or if you click on Cancel, the data you have entered on this page will be lost.

    Each new appointment has Remove Appt entered in the Remove column on the Faculty Appointment Selector page until the appointment is approved by the appropriate dean. This default Remove Appt entry is provided to allow Task Force Chairs and Program Coordinators to correct data entry errors.

Remove an Appointment

  1. To remove an appointment for a faculty member, on the Faculty Appointment Selector page, click on Remove Appt for the faculty member. Remove Appt is for correcting data entry errors.

Note: A Task Force Chair or Program Coordinator can only remove an appointment if there is no pending or approved eligibility associated with the appointment; otherwise the Dean has to do it.

  1. The Delete Adjunct Faculty Department Appointment page opens.

    Note: The Delete button will only show up if the dean has not approved the appointment, and there is no pending or approved eligibility associated with the appointment.



  1. To complete the deletion, click on Delete; to cancel the deletion, click Cancel.
  2. If you click Delete, you will be asked to click Delete again to confirm the deletion.

    Delete is provided to physically remove mistakes. For Task Force Chairs and Program Coordinators, Delete only works until the faculty member receives course eligibility. After that, Task Force Chairs and Program Coordinators can only recommend removal to the dean.

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.

Eligibility allows you to

Add a Faculty Member to Department Eligibility

  1. Click on Eligibility in the menu bar to open the Department Selector page.


  1. To select a department, click on its name.
  2. The Faculty Eligibility page opens.

    This page contains a list of the faculty in the department along with their eligibility and appointment information.

    Eligible Courses specifies the number of courses the faculty member is eligible to teach in this department. Pending Approval is the number of courses the faculty member has been recommended for which have not yet been approved.

    Appt Status is the status of the faculty member's appointment. It may be Pending or Approved. Pending means that it has been recommended but the recommendation has not yet been approved by your Dean. Approved means that the dean has approved the recommendation.

  3. To see details about an individual, click on their name.


  1. To add a Faculty Member to the eligibility list for a department, click on Add Faculty to Department Eligibility to open the Faculty Eligibility from Appointment Selector page.

    This page lists all the faculty in the department who have pending or approved appointments.

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



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

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

    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, see View or Edit Course Eligibility Information

View or Edit Course Eligibility Information

  1. Click on Eligibility in the menu bar to open the Department Selector page.


  1. To select a department, click on its name.
  2. The Faculty Eligibility page for that department opens.

This page contains a list of the faculty in the department along with their eligibility and appointment information. Click on a name to see details about an individual.

Appt Status is the status of the faculty member's appointment. It may be Pending or Approved. Pending means that it has been recommended but the recommendation has not yet been approved by your Dean. Approved means that the dean has approved the recommendation.

  1. To view eligibility information for an individual, click on their name in the list to bring up the Faculty Eligibility for Department page for that faculty member.

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

    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. If they are approved to teach this course as a telecom course, also click on the Telecom Approved box.

    Use 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 Hire 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 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.

  1. To recommend that eligibility be removed for this course, click on the Remove Eligibility Requested check box.
  2. Fill in any needed information for that course and click on Save to add the eligibility information to the database or Cancel to cancel your changes.

Reserve Sections

Sections can be reserved for full-time faculty. You can view, add, or remove sections reserved for full-time faculty using the Reserve menu item.

View Reserved Sections

  1. To view sections reserved for full-time faculty, click on Reserve in the menu bar to open the Department Selector page for the departments you oversee.

  1. Click on the name of the department to open the Reserve Section for XXX Department Full-Time Faculty page.

    The Reserve Section for XXX Department Full-Time Faculty page lists all of the currently reserved sections in the department, section details, and who they are reserved for, arranged by course number, excluding those that are already fully assigned.



  1. Scroll, if necessary, to view the sections you are interested in.

Reserve a Section

  1. To reserve a section for full-time faculty, click on Reserve in the menu bar to open the Department Selector page for the departments you oversee.


  1. Click on the name of the department to open the Reserve Section for XXX Department Full-Time Faculty page.


  1. Click on the Course: arrow () and scroll, if necessary, to view a list of course numbers in the department.


  1. Click on the course number for which you want to reserve a section.
  2. Click on the Show Unreserved for this Rubric and Number button to view the available sections.


  1. Scroll down if necessary to find the desired section, type the faculty member's name in the name box for that section, and click on Reserve to reserve that section for that faculty member and return to the Reserve Section for XXX Department Full-Time Faculty page.

Free a Reserved Section

  1. To free a section reserved for full-time faculty, click on Reserve in the menu bar to open the Department Selector page for the departments you oversee.

  1. Click on the name of the department to open the Reserve Section for XXX Department Full-Time Faculty page.


  1. Scroll, if necessary, to find the section you want to free.
  2. Click on the Free button for that section.
  3. The entry for that reserved section disappears.

If that section fails to reappear on the Reserve Section for XXX Department page (see Reserve a Section) after you free it, it had already been fully assigned, either in Datatel or in eStaffing before you freed it.

Make Assignments

Before you make section assignments, all instructors who are to be assigned must be set up with appointments (see Appointments) and eligibility (see Eligibility), and the appropriate dean must have approved the appointments and eligibility. A faculty member who has not been appointed, had eligibility assigned, and had both approved will not be assigned sections in eStaffing.

The section assignment process is divided into two phases:

Assignments is a process involving several steps.

  1. First Assignments divides the list of approved instructors into seven groups: MSTA-Senior, MSTA, IA-Senior, IA, and three levels of Adjunct: Senior faculty with Highest Priority Hire, Highest Priority Hire, and simple Adjunct. Within each group, it randomizes the order the instructors are to be assigned to sections.
  2. Once the instructor lists have been randomized, you work through the list of instructors, one group at a time, starting with the MSTA-Seniors, and assign sections to each instructor.
  3. For each instructor, you will see three groups of unassigned courses which that instructor is eligible to teach.
    • Preferred Sections—Sections which the instructor has selected as preferred
    • Preferred Campus and Times—Sections which the instructor has not selected, but which fit the instructor's preferred days and times
    • Non-Preferred Eligible for Courses—The remaining courses for which the instructor is eligible
  4. For each instructor, you assign sections until their LEH is reached or no more courses are available. You may split courses to allow a portion of a course (lecture or lab or a portion of a lecture/lab) to be assigned. No overloads can be assigned during Assignments.
  5. Once all possible courses for a given instructor have been assigned, you move to the next instructor in the list. If the instructor you have finished with is the last one at their level, you move on to the next level, and so forth until you have assigned all the instructors in the lists.

    Once all the instructors have been assigned, no additional assignments can be made for these instructors using Assignments. If new instructors are subsequently added, only the new instructors can be processed using Assignments.

After the Assignment Loop Deadline, Assignments for a given department becomes inactive on the menu and Remaining and Re-Assign become active. Subsequent assignments must be made using Remaining and Re-Assign. The Assignment Loop Deadline, like the faculty Section Preferences Entry Deadline, is determined on a department-by-department basis and is set by the appropriate Task Force Chair or Program Coordinator on the Time Line page. See Time Line for more information.


Once the assignment loop processing for a given department has concluded, that department will become inactive under the Assignments menu item and active when you click on Remaining and Re-Assign. Remaining/Re-Assign provides more flexibility to get assignments finalized. In this procedure, instructors are assigned to courses instead of assigning courses to instructors. This allows you to directly manipulate both unassigned and assigned classes. A list of unassigned sections can be called for each discipline to find instructors, and, where necessary, sections can be reassigned and overloads can be assigned.

Assignments

Assignments allows you to assign sections to faculty members based on the preference and availability information they have entered into the system. Assignments groups instructors by level (MSTA-Senior, then MSTA, etc.), and then puts the individual instructor names in random order for assignment. To assign sections to instructors, follow the procedure below until either all instructors have been assigned or all sections have been assigned.

  1. To make teaching assignments for a department, click on Assignments in the menu bar to open the Department Selector page for the departments you oversee.


  1. Click on the desired department to open the Assignment Module Progress page for that department.
  2. After you have selected a department, an informational screen is displayed. To proceed with randomization, click on Initiate Assignment Processing for this Department.

    Since there could be hundreds of instructors, the initial randomization could take a few seconds.



  1. Once the randomization has been completed, the Assignment Status page opens. This page summarizes where you are in the assignment process for this department. Click Proceed with Assignments to enter the assignment loop.

    Assignment will start with the highest level that has work to be performed. Regardless of how many times you exit and re-enter this status screen, you will always start where you left your work last.



  1. After a few seconds of calculations, the Assignment page for the first instructor in the list opens.

Initially the Assigned LEH is 0.00 / 0.00. This indicates 0 LEH have been assigned in the current discipline and 0 LEH have been assigned in all disciplines.

There are three mutually exclusive lists of sections from which you can assign sections:

  1. The Show Preferences link will display a quick view of this instructor's preferences.


  1. The Show Assignments link will display a quick view of this instructor's assignments (across all disciplines). Initially, it will be blank.

    Note that the first column is Approval. Its initial value is Pending. Approval indicates whether the faculty member has accepted or declined the assignment, or has not yet done either. New assignments are automatically assigned a value of Pending until the faculty member makes a decision.



  1. The binocular button () opens the Eligible Faculty Sorted by Seniority and Assigned LEH page. Instructors are listed in three sections:
    • Those instructors who chose this course as a preferred section
    • Those instructors whose campus and day/time preferences match this course
    • Those instructors whose preferences do not match this course

    You can view the Assignments and Preferences of each instructor using the links in the last column.



  1. To select a section or sections, click in the Assign/Split checkbox for the section or sections you want to assign and then click on Assign Courses.


Schedule Conflicts

If you attempt to assign a section which conflicts with an existing assignment LEH, the assignment will fail and the page will display a warning message, WARNING: Course XXXX NNNN section YYY conflicts with a previous assignment.

If you attempt to assign two conflicting sections at the same time, you will receive a similar message.

You can override a schedule conflict between classes at local campuses if there are no other conflicts between the two assignments, you are adding a single section, and there is sufficient time between the end of the first class and the beginning of the second class to get from one classroom to the other. The eStaffing system calculates whether there is sufficient time, based on the location of the classes and parameters set by the System Administrator. If the conflict can be overridden, the conflict error message will say

Confirm this assignment and override the typical travel time with the Assign Courses button above.

If you get this message, look at the location of the two classes, and if the campuses are relatively close together and you are convinced that there is time to get from one classroom to the next in the time allowed, click on Assign Courses. If the campuses are relatively far apart, click on Split Course or Next Instructor.

This mechanism allows you to assign conflicting sections if they are at nearby campuses and disallow them if they are at distant campuses.

Overloads

If you attempt to assign a section which puts the instructor over their LEH, the assignment will fail and the page will display a warning message, WARNING: Course XXXX NNNN section YYY would overload LEH.



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

  1. To split a course, click in the checkbox for that course, and then click on Split Course.

    Note: You can only split one course at a time. You must complete the split for that course before working on another.







  1. When you have assigned all the sections you can to this instructor, on the Assignment Module page, click on Next Instructor.

    Note: If instructors are appointed and given course eligibility after you have been through the Assignments process, they will appear as new work that needs to be handled from the Assignment Module for XXX Department page the next time you click on Assignments.

Assign Remaining Sections

After the Assign Process Deadline, sections are assigned to instructors based on courses rather than instructors. Assign instructors to sections remaining unassigned until you run out of sections or instructors.

  1. To see what sections remain to be assigned, click on Remaining in the menu bar, which will open the Department Selector page.

    Note: If you have not completed the Assignment loop for the department you select, the department name will not be underlined, indicating that it is inactive for Remaining and will not open.



  1. Select a department to open the Unassigned Courses for XXX Department page.


  1. To assign a section, click on the assign button to open the Assignment - Assign course between instructors page for the course.


  1. To add an instructor, click on the appropriate Add Instructor button (for Lecture, for Lab, etc.) to open the Add Faculty page, which contains a list of all faculty eligible to teach the course.

Faculty members are listed in three mutually exclusive lists, from which you can assign faculty members to sections:

  1. To view the instructor's current assignments, click on View Assignments.


  1. To view the instructor's current eligibility, click on Show Eligible to open the Faculty Eligible Courses Status Summary page.




  1. To select an instructor from the list, click on their name to open the Edit-Split Course page. (If you do not want to select anyone from the list, click on Return to Previous Screen.)


  1. To confirm an instructor's selection, click on Save; to void the selection, click on Cancel.

Overloads

If you attempt to assign a section which puts the instructor over their LEH, before the Schedule Assignments Overload Date, the page will display a warning message, WARNING: Course YYY within section ZZZ assigning X.XX hours would overload. You must either cancel the assignment by clicking on Cancel or reduce the number of allocated hours to eliminate the overload, and click on Save.



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

If you are past the Schedule Assignments Overload Date, you can either click Cancel or provide a reason for the overload and click on Save. See Overloads for details.

  1. Assign instructors to sections remaining unassigned until you run out of sections or instructors.

Schedule Conflicts

If an assignment conflicts with an existing assignment, the page will display a warning message WARNING: Course XXX within section YYY would conflict with another assignment. To eliminate the conflict, click Cancel and select another instructor.

You can override a schedule conflict between classes at local campuses if there are no other conflicts between the two assignments, you are adding a single section, and there is sufficient time between the end of the first class and the beginning of the second class to get from one classroom to the other. The eStaffing system calculates whether there is sufficient time, based on the location of the classes and parameters set by the System Administrator. If the conflict can be overridden, the conflict error message will say

Confirm this assignment and override the typical travel time with the Save button above.

If you get this message, look at the location of the two classes, and if the campuses are relatively close together and you are convinced that there is time to get from one classroom to the next in the time allowed, click on Save. If the campuses are relatively far apart, click on Cancel.

This mechanism allows you to assign conflicting sections if they are at nearby campuses and disallow them if they are at distant campuses.

Re-Assign

Sometimes after the Assignments process it may be necessary to reassign sections from one instructor to another in order to staff all sections. That's what Re-Assign is for.

  1. To reassign sections, click on Re-Assign in the menu bar to bring up the Department Selector page.


  1. Select a department to open the Faculty Selector Reassign page for that department.

This page has a complete listing of all assigned sections in the department.

Scroll down if necessary.

  1. To select an instructor for possible reassignment, click on their name to open the Redistribute Sections page.


  1. To select a section to reassign or split, click on its Re-Assign button to bring up the Assignment-Assign courses between instructors page with that section and instructor listed.


  1. To remove an instructor from a section, click on Delete.
  2. To add an instructor, click on the appropriate Add Instructor button (for Lecture, for Lab, etc.) to open the Add Faculty for Course Teaching Method page, which contains a list of all available faculty eligible to teach the section.

Faculty members are listed on in three mutually exclusive lists, from which you can assign faculty members to sections:

  1. To view the instructor's current assignments, click on View Assignments.
  2. To view the instructor's current eligibility, click on Show Eligible.
  3. To select an instructor from the list, click on their name to open the Edit-Split Course page.

    If you do not want to select anyone from the list, instead click on Return to Previous Screen.



  1. To confirm an instructor's selection, click on Save; to void the selection, click on Cancel.

Edit or Delete an Assignment

In addition to adding an instructor to a section, as described above, you can edit or delete an assignment from the Assignment - Assign course between instructors page by clicking on the Edit or Delete button for that section.







Overloads and Conflicts

If it is before the Schedule Assignments Overload Date (see below) and you attempt to assign a section which puts the instructor over their LEH, the page will display an overload warning message. The overload must be resolved, either by editing the assignment to bring the LEH below the conflict level (see Edit or Delete an Assignment) or canceling the assignment.

Overloads cannot be assigned until after the Schedule Assignments Overload Date, which is generally 10 days before the start of classes. 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 dean.

If an assignment conflicts with an existing assignment, the page will display a conflict warning message. The conflict must be resolved for the assignment to be made.

  1. To reassign sections from another instructor, click on Re-Assign, select another instructor, and repeat the reassignment process.

Faculty View

Faculty View is a research screen that allows you to search for sections to be assigned to faculty. It allows you to research current section assignment, eligibility, and preference information by individual faculty member, course, and section and make assignments based on the information you find.

Faculty View is available after the Assignment Loop Deadline, along with Remaining and Re-Assign. The faculty list is gathered from the list of approved appointments. Selecting a faculty member from this list gives you a summary of all courses that faculty member is eligible to teach. Clicking on one of those courses gives you details about each section within the course definition. These details include the hours already assigned and the hours remaining to be assigned for each teaching method.

The Assign button in the detail view is shown for every section regardless of whether it is fully assigned. This helps in the negotiation process that you may need to go through to complete assignment of courses. You may need to reassign a course that has previously been assigned to someone else and shuffle assignments around to arrive at a satisfactory set of assignments overall.

  1. To conduct section research, click on Faculty View in the menu bar to bring up the Department Selector page.


  1. To view the basic information for the available faculty in a department, select the department name, to open its Faculty Selector for Eligibility Section Research page.

LEH Assigned Dept/Total lists the LEH assigned to that faculty member from the current department/the total LEH assigned from all departments.

  1. To find more information about a faculty member, click on their name to open their Faculty Eligible Courses Status Summary page.


  1. To use the Faculty Eligible Courses Status Summary screen to view details about the sections of a course and be able to assign it, click on Show Details for that course. The Faculty Eligible Courses Status Details page opens.

You can view the faculty member's preferences and assignments from this page as well.

  1. To view details about a section assignment, click on Assign to open the Assignment - Assign course between instructors page.

Note that the instructor who is currently assigned to the section is shown, along with the assignment status.

Status refers to where in the staffing process the assignment is; it may be Pending, Accepted (with a date entry), Refused, or In Datatel. Pending means the assignment has not yet been accepted. Accepted means it has been accepted by the faculty member, and In Datatel means that the assignment has been transferred into the Datatel system. Once a section assignment has been accepted and the assignment data has been transferred to the Datatel system, its status changes to In Datatel, and changes can no longer be made from the eStaffing system.

  1. To assign a section, click on the appropriate Add button (Add Instructor for Lecture, Add Instructor for Lab, etc.) to open the Add Faculty for Course Teaching Method page.

You can check each available faculty member's assignments and eligibility from this page.

  1. To select a faculty member to assign the section to, click on their name to open the Edit Faculty Course Split Allocation page.


  1. Click Save to confirm the assignment; click Cancel to cancel the assignment.

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.

Create Overload

  1. When you make an assignment which creates an overload, you will get a warning message, Warning: This assignment would cause faculty to have an overload portion of X.XX LEH. Please provide justification for overload.


  1. To make the assignments, provide a justification in the Overload Justification: box and click on Save.
  2. To cancel the overload assignment, click on Cancel.

View Overloads

  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 course and the reason for the overload.



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

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



Faculty Prefs

  1. To view faculty preference information for this term, click on Faculty Prefs in the menu bar.
  2. The Faculty Finder page opens.

This 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 view that faculty member's preferences.

  1. From the Edit Faculty Preferences page you can view and edit a faculty member's preference.


  1. To view and edit preferences, click on the category of information you want, and the corresponding page opens. See the material starting with Campus Prefs in Chapter 1, Adjunct Faculty Preferences for details on how to view and edit faculty preference information.

Time Line

Time Line allows you to, on a department-by-department basis,


  1. To view, edit, or set any of the Time Line parameters, click on Time Line in the menu bar to open the Executive Section Preferences Date page.


  1. To set a date for a department for the selected term, enter the date in the text box for that department and click on the Save button.

    After the Section Preferences Entry Deadline, no changes may be made in that term's faculty preferences.

    After the Assignment Loop Deadline, section assignment shifts from instructor-based to course-based (see Make Assignments).

    Note: These settings can also be changed by the appropriate dean and the system administrator; if they change and you did not change them, look there.

  2. To enable single-section acceptance and refusal of assignments for a department or the auto-transfer of assignment data to Datatel, click on the appropriate box for the department concerned and click on the Save button.

    A check mark means the feature is enabled; a blank box means it is not enabled.

Reports

The eStaffing system provides a variety of reports on the current status of the staffing process so that you can keep track of where things are, where there may be problems, and so forth.

  1. To see what reports are available, click on Reports in the menu bar to open the Executive Reports page.

    These reports are generated on a routine basis; the generation date and time is specified in the heading of the report.



  1. Click on the report you wish to see.

    Instructors without Sections by Task Force Chair / Program Coordinator is selected this example.

    • For by Task Force Chair / Program Coordinator reports, a Department Selector page will open.

      Note: Show Faculty Preferences takes you to the Faculty Finder page (see step 2 on page 59), where you search for the faculty member whose preferences you want to view.


Click on the name of the department to open its report page. The Accounting Department is selected in this example.





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, 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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