SACS 206 Instructor Records

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SACS 206 Instructor Records

• Our focus will be on how instructor information
  should be entered in Banner!
• Resources available for YOU
• Todays demonstration
• Opportunities for you to ask questions
• UI2 Online Help
• DMI Staff -- call us at 333-3551

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SACS 206 Objectives

• Understand why correct instructor assignments are
  important in Banner
• Review how to assign instructors
• Learn what additional data is required
• Learn how to handle unusual cases

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Why is this important?

• Faculty teaching histories for promotion tenure
  are built from instructor assignments
• IL Board of Higher Education requires correct
  reporting of instructors and instructional costs
• Web-for-Faculty limits access to class rosters to
  the assigned instructor(s)
• Grades must be entered by an assigned instructor

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Whats Changed?

• Instructors will be entered on Banner formsno
  more UI Direct
• Instructors will roll forward each termless
  missing information, more obsolete information
• Section and instructor information will NOT
  automatically be entered for non-controlling
  crosslistings
• Instructors MUST be assigned in order to get
  class rosters and enter grades
• NO MORE PAPER REPORTS FROM DMI!!

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What Hasnt Changed?

• You still need to enter missing instructor
  information
• Name
• Contact Hours
• Percent responsibility
• You still need to verify the instructor
  assignments that are already on Banner
• You still need to designate teaching credit for
  crosslisted sections

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Forms for Instructor Assignments

• SIAINST create a faculty member and assign
  him/her to departments
• SSASECT create sections, meetings, and sessions
  and assign instructors to sessions
• SSASECQ Query for sections
• SIAIQRY Query for instructors
• SIAASGN See an instructors assignments

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Review

• Creating Instructors
• Done on the Faculty Information form (SIAINST)
• Assigning Instructors
• Can be done on either the Schedule form (SSASECT)
  or the Faculty Assignment form (SIAASGN). We
  recommend SSASECT.
• (See SACS 102 to review these steps)

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Review Creating Instructors

• Must already be General Persons in Banner
• May have been created by HR (faculty)
• May have been created by Admissions (teaching
  assistants)
• Use SIAINST to designate a General Person as
  faculty (anyone who is teachinge.g.,
  instructors, grad assistants, visitors--is
  considered faculty by Banner)
• Use SIAINST (next block twice) to indicate that
  this person is a regular instructor in your
  department.
• This allows you to query for your instructors by
  department
• Its not necessary for assigning an instructor to
  your course

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Review Creating Instructors on SIAINST

• Mark Status A (Active)
• Check Faculty box
• Check Advisor box for department advisors

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Review Adding Departments to Instructor Records
This sub-form of SIAINST allows you to enter
information that will help you distinguish this
instructor from others with the same name on all
three campuses.
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Review Adding Departments to Instructor Records
End Term of 199999 limits this instructor to
searches in Urbana terms.
College and department allow you to limit
searches further. No dept affiliations have been
converted from UI Direct.
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Adding Instructors Special Cases

• Courtesy instructors
• All instructors must have a General Person
  record. Use Query to see if the courtesy
  instructor is in Banner first. If not, your HR
  staff will need to add an unpaid appointment
  for this instructor.
• UIC courses
• If an instructor will also teach courses at UIC
  (e.g. in the College of Medicine or Nursing),
  s/he will also need to be activated as an
  instructor in a Chicago term. On the college and
  department block, add a record with a start term
  of 220048 and an end term of 299999.

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SIAINST Maintenance

• Departed instructors
• When an instructor leaves the campus, you should
  change the End Term to be the last term the
  instructor supervises a course and flag the
  instructor as Inactive. Remember that faculty
  often continue to supervise thesis courses after
  they leave.
• If an instructor changes departments
• Add a new record with a new effective date and
  add or delete departments.
• Suggestion dont add department unless you
  expect this instructor to teach more than one
  term in your department.

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Pop Quiz

• Why should you add your department and college to
  an instructor record?
• In order to pay the instructor
• Because the instructor taught your course last
  year
• To allow the instructor to see a class roster
• To help you find the instructor in a query
• To allow this instructor to teach your courses
• So you can create an invitation list to the
  holiday party

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Overview Assigning Instructors Using Schedule
form (SSASECT)

• Create the section on the base block
• Add meetings and sessions on the meeting block
• Add instructors for each session on the
  instructor block
• (See SACS 102 for details!)

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What if the section has rolled forward?

• Unlike UI Direct, Banner will roll forward
  sections AND instructors from term to like term
• In UI Direct, you had to enter every instructor
  every termnow instructors will be there for you,
  but they may be wrong
• Meeting information should be reviewed every term
  and may need changes, just as in UI Direct
• Instructor information should also be reviewed
  and may need changesespecially sections taught
  by graduate assistants

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SSASECT Meeting Block Important Data Items

• Start and end dates (Required)These dates will
  be used to adjust the contact hours for each
  instructor. Term dates are entered by default
  from the term or part of term.
• Correct the defaulted values if needed (for
  example, a second half-term course).

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SSASECT Meeting Block Hours Per Week

• Hours/week (Required)
• Same as Contact hours in UI Direct.
• Will be computed from the meeting times and days
  if present.
• If the course is arranged, enter the
  approximate contact hours (not the students
  credit hours!). You do not need to adjust the
  Session Credit (Sess Cred)this is not affected.
• If there is no contact with an instructor, enter
  0.
• Remember one contact hour 50 minutes

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SSASECT Meeting Block Session Indicators

• Most sections have one meeting and one session.
  By default, Session Ind is 01.
• When you have more than one meeting,
• you need to decide whether all meetings should
  have the same Session Ind or not.
• General Rule If you have different instructors
  for different meetings of a section, assign
  different session indicators to the meetings.
• If you have a packaged course, you will use
• the Session Ind to designate how the section
• components are shared (see SACS 203).

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SSASECT Meeting Block Session Ind Quiz

• Should you assign the same Session Ind or
  different Session Inds to these meetings
• Section A meets Monday 9-10 and Tuesday 4-5.
  Professor Smith teaches both meetings.
• Section B meets Monday 9-10 with a grad assistant
  and Tuesday 4-5 with the professor.
• Section C meets for the first eight weeks with
  Professor Jones and for the second eight weeks
  with Professor Lee.

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Review Assigning Instructors Using Schedule form
(SSASECT)

• From meeting block of SSASECT Next block
• Enter the session indicator.
• Enter UIN of instructor or query to find
  instructor.
• Every session must have at least one instructor
  (unless the Session Ind is ZZ).

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Querying for an Instructor SIAIQRY

• Best practice Query by last name and department
• Without department, you may select the wrong
  instructor.

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Querying for an Instructor

• NOTE If instructor is assigned to multiple
  departments and your query does not include a
  department, Banner displays the first
  college/dept found in alphabetical order.
• A plus sign () indicates that other department
  affiliations exist.

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Review Completing Instructor Assignments on the
SSASECT Instructor Block

• Ignore Instructional Workload and Session
• Mark exactly one instructor as Primary (P)
• If this section is crosslisted or a shared
  component in a package, flag it as Override

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Why do we need these values?

• The primary instructor flag is used for external
  reporting
• It does not affect who can see class or grade
  rosters
• It does not affect who can enter grades
• The first instructor entered will default to
  primaryyou can change the designation if you
  have multiple instructors
• The override flag is used to allow an instructor
  to be listed for more than one section at the
  same time, or one section that will be shared
  among packages
• Needed for crosslisted, meets-with, and certain
  packaged sections
• We will be using the Resp field, not Sess, for
  calculating instruction time

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Percent Responsibility

• Defaults to 100 for all instructors.
• When there are multiple instructors for one
  session, enter a percent responsibility for each.
  
• The sum for all instructors should be 100, but
  Banner will not enforce this.
• We will use this field to distribute the
  enrollments, contact hours, and credit hours for
  the students enrolled in the section among the
  assigned instructors.
• 0 is permitted if this instructor should get no
  credit for teaching the sectionfor example, a
  course coordinator.

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More about Resp

• In UI Direct, the primary instructor defaulted to
  100 and any added instructors defaulted to 0
• In Banner, all instructors will default to 100
• If multiple instructors for one session all show
  100 responsibility, we will divide 100 among
  all the instructorsthey will not EACH get 100
  of the teaching credit
• If your instructor percentages do not add up to
  100, we will reduce or increase them
  proportionately, just as in UI Direct
• If you really want to show that an instructor is
  spending more time in the classroom than the
  Resp will indicate, you can increase the hours
  per week for the instructor(s)for example, if
  two instructors are both in the classroom all the
  time

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Packaged Sections

• A package is where one section (CRN) is mapped to
  multiple meetings of different schedule types
  (e.g., a lab and a lecture). Some of the
  meetings can be shared among sections.
• For example, the same lecture might be included
  in three packages, each having a different lab.
  
• (This is similar to UI Direct packagingbut it is
  rarely used in Banner.)
• Instructors must be entered for each session of
  each section in order for faculty to have access
  to class rosters through Web for Faculty and to
  submit grades. An instructor assigned to one
  component of a package will not automatically
  default to the others.
• The Override flag must be set if an instructor
  will be teaching a shared section.

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Linked Sections

• Most sections that used to be packaged in UI
  Direct are linked in Banner
• Linking is another way of making a student
  register in more than one component of a course
• Sections that will be linked must be set up under
  individual CRNs first
• Instructors are assigned just as in non-linked
  sections
• Instructors must be assigned to all sections
  whether or not they will be linked
• See SACS 203 for detailed instructions on linking
  and packaging

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Overview Crosslisted Sections

• Both crosslisted and concurrent sections in
  UI Direct are crosslisted in Banner
• Banner crosslistings are sections of one or more
  courses taught in the same room at the same time
• Only the primary section needed to be set up in
  UI Directthe secondary sections were
  automatically duplicated
• Banner crosslisted sections are NOT
  automatically duplicatedALL information
  (section, meeting, session indicator, instructor)
  has to be re-entered by the controlling dept

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Formally Approved Crosslisted Sections

• Formally approved crosslistings have the same
  course title and course ID on every course record
  (like UI Direct).
• Section IDs, meetings, session indicators, and
  instructors must be identical across all
  offerings.
• Instructors must be entered for each session of
  each section in order for faculty to have access
  to class rosters through web for faculty and
  for submission of grades.
• ONLY THE CONTROLLING DEPARTMENT WILL BE ABLE TO
  ENTER DATA!
• For our calculations, we will use instructor
  assignments, percent responsibility, contact
  hours, meeting times, from the controlling
  department section only.

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Crosslisted Sections -- Meets-With

• Meets-with crosslistings are sections with
  different course IDs and titles, or sections
  within a single course, which meet together (like
  UI Direct concurrency).
• Section IDs, meetings, session indicators, and
  instructors may vary across the sections.
• Instructors must be entered for each session of
  each section in order for faculty to have access
  to class rosters through web for faculty and
  for submission of grades.
• For our calculations, we will use instructor
  assignments, percent responsibility, contact
  hours, meeting times, from each section
  separately. Instructors do not have to be the
  same across all sections.

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Other Unusual Cases No Instructor

• Some meetings legitimately will not have an
  instructor

• Study abroad sections
• Language lab sections
• Dropped sections with enrollments on 10-day

We can identify dropped sections (statuscancel
or inactive) and study abroad sections (schedule
typeSTA) If there are other sections with no
instructor, please use a special session
indicator, ZZ, on the meeting block
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Other Unusual Cases Independent Study

• Unlike UI Direct, you will be able to enter
  contact hours into each meeting of each
  independent study, just like a regularly-scheduled
  section. Arranged sections will not have any
  hours per week entered by default.
• Generally, departments wait to see the enrollment
  in these courses before entering contact hours.
  (But dont wait too long, or we will have to
  count them as having zero contact hours.)
• Like UI Direct, you should enter the approximate
  number of hours per week that the instructor
  meets face-to-face with the studentNOT the
  students credit hours for the class.

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More about Independent Study

• You will be able to re-use your instructors
  independent study CRNs, just as in UI Direct, IF
  they were rolled forward from UI Direct
• Rolled-forward CRNs belonging to inactivated
  instructors will become available to use again
  for other instructors
• If you have to add a new instructor with a new
  CRN, it will NOT roll forward.

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Other Unusual Cases Holding Sections

• These are a special kind of independent study
  where the student signs up for a holding section
  and selects an instructor later.
• In UI Direct, we sent you a report with all the
  students enrolled and asked you to enter an
  instructor for each student.
• In Banner, we no longer need to make this
  distinction all independent study sections will
  be treated equally.
• If you feel you need to set up a holding section
  in Banner, just treat it as one independent-study
  section with multiple instructors, adding all the
  instructors and their percent responsibility.
  Hours per week should be the sum for all
  instructors.

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Reviewing Instructor Assignments (SIAASGN)

• (It is possible to assign instructors to sections
  through this form, but this is not recommended.)
• We suggest you use this form for reviewing
  faculty assignments and (rarely) for additional
  notes, such as.

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SIAASGN ASTY Assignment Type

• Used by Academic Outreach to identify any
  additional payments, and may be used by
  departments for special types of instructional
  assignments. Current values
• OVCE Overload pay from Continuing Education
• TDON Travel dollars from Cont. Ed, salary from
  dept
• TDOL Travel dollars and overload pay from Cont.
  Ed.
• CRSC Course coordinator
• OVDH Online Discovery Honors
• PRSP Practicum Supervision
• FACC Faculty coordinator

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Derivation of some fields on SIAASGN

• Cont Weekly comes from
• Hrs/Wk on the Meeting Time block of the Basic
  Course Information form (SCACRSE)
• It is factored by
• Resp on the Schedule form (SSASECT)
• (and Sess if used)
• Cont total is
• Sum of all meetings for the term

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Non-Instructional Assignments

• We will not be looking at these fields centrally
• Departments can use them to track committees,
  advising, other work
• To assign, use the Faculty Non-Instructional
  Assignment block of the Faculty Assignment form
  (SIAASGN)

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DMI Section Instructor List Process Changes

• There will be no more paper reports of missing
  instructors or contact hours. Periodic messages
  will be emailed to you, and your error reports
  will be continuously available on the web. Most
  likely, we will also report sections that appear
  to be set up inconsistently.
• The crosslist assignment form for designating
  teaching credit will not be distributed on paper.
  We will create a simple web site for data entry.
• There will be no more holding section data
  collection form. (Ideally, there will be no more
  holding sections!)

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DMI Section Instructor List Process Changes

• There will be no more Individual Instruction
  Contact hours data collection form. You will be
  able to enter these contact hours directly into
  Banner.
• Faculty will still be emailed each term to check
  their current assignments.
• Teaching Load Reports should all be online
  instead of on paper.
• We have not yet decided about whether we should
  mail the final section instructor list to your
  department heads.

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• Were Done! Are There Any Questions?
• Thank you so much!!