Adding an Instructor to the Instructor/Adviser Table

Purpose: Use this document as a reference for how to add an instructor to the Instructor/Advisor table in ctcLink.

Audience: Class Scheduling Staff

Navigation:  Main Menu → Curriculum Management → Instructor/Advisor Information → Instructor/Advisor Table

When a new instructor is hired, they will be entered into HCM and synched to Campus Solutions to create a person record in Campus Community. Once the record is available, follow these steps to make them a valid instructor for selection in the class schedule.

Note: An instructor working at more than one college must have an Instructor/Advisor Table entry for EACH Institution with a 01/01/1901 Effective Date.

  1. Look up the Instructor by ID or Last/First Name then click Search or select from the list. The results returned will be records that exist in HCM.  At a minimum, a new employee must have a person record stored in HCM which will be synchronized to Campus Solutions in a batch process executed nightly, or twice daily during peak processing times. Once the employee has been hired, an Employment Instance would then need to be added in HCM.  An instructor cannot generate a contract or be paid until a job record exists in HCM.
Instructor/Advisor Table - Find an Existing Value tab
  1. On the Instructor/Advisor Table tab in the Instructor Details section enter the following:
    1. Effective Date: Defaults to current date, set date to 01/01/1901.
    2. Status: Will default to Active.
    3. Instructor Type: Select from List. The values used are at the college discretion and have no bearing on pay.
    4. Academic Institution: Enter or look up.
    5. Primary Academic Org: Select from the list associated with the selected institution.
    6. Instructor Available: Select Available.
    7. Check the Advisor check box if they have advisor responsibilities.
  2. The Instructor/Advisor Role section has no bearing on pay, to add values enter the following:
    1. Career: Enter or look up.
    2. Remaining fields are optional.
Instructor Advisor Table tab

Failure to add the Instructor/Advisor Table entry with an 01/01/1901 Effective Date can cause calculation failures if date is inconsistent with terms being calculated. Always use the 01/01/1901 Effective Date.

  1. The Approved Courses tab fields are optional and not recommended. Approved Courses limits the specific subjects or courses in which instructors can be assigned. If academic instructors at your college are offered contracts in Continuing Education or moonlight contracts for teaching outside their primary subject it is not recommended that this page be used.
  2. Click the Save button.
Approved Courses tab

Security Access: The role allowing access to the Faculty Center is dynamically assigned once the instructor has been added to the Instructor/Advisor Table.  The process that performs this assignment runs periodically. Instructors will NOT be granted access to the Faculty Center until this entry exists and the process executes.  

College Security Managers cannot manually assign the CTC_INSTRUCTOR Role.

Adding a Second Instructor/Advisor Entry

If an Instructor/Advisor Table entry already exists for another college, especially with multi-campus districts, a second entry may be required to support calculation of pay across multiple institutions.

  1. Click the plus symbol (+) to add a second Effective Dated row.
Instructor Advisor Table tab
  1. On the Instructor/Advisor Table tab in the Instructor Details section enter the following:
    1. Effective Date: Use the default (current date) value initially.
    2. Status: Will default to Active.
    3. Instructor Type: Select from List. The values used are at the college discretion and have no bearing on pay.
    4. Academic Institution: Enter or look up for the second institution.
    5. Primary Academic Org: Select from the list associated with the selected institution.
    6. Instructor Available: Select Available.
  2. Click the Save button.
Instructor Advisor Table - Instructor Details section
  1. Click the Correct History button (requires security access).
  2. Use the arrow icons in the Instructor Details ribbon to select the newly added record with the current Effective Date.
  3. Edit the Effective Date to 01/01/1901.
  4. Click the Save button.
Instructor Advisor Table tab