Inactivate Instructors at Multiple Institutions

Purpose: Use this document as a reference for inactivating an instructor at multiple institutions in the Instructor/Advisor Table in ctcLink.

Audience: Class Scheduling Staff

You must have at least one of these local college managed security roles:

  • ZC CM Instructor Advisor
  • ZD CM Instructor Advisor
  • ZD FWL View Cnt Calc
  • ZZ CM Instructor Advisor
  • ZZ CM Local Configuration
  • ZZ FWL Contract Calc

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Instructor/Advisor Table

Navigation:  Curriculum Management > Instructor/Advisor Information > Instructor/Advisor Table

Considering this is a global screen, the employee may have entries for more than one college. Be sure to update the effective row(s) for your institution.

  1. The Instructor/Advisor Table search page displays.
  2. Look up the Instructor by ID or Last/First Name.
  3. Depending on your security access, select Include History or Correct History.
  4. Select Search or select from the list.
  5. The Instructor/Advisor Table tab displays.
  6. Select the plus icon [+] in the Instructor Details section to add a new Effective Dated row.  If you do not add a new effective dated row, you will receive the following error message, "Cannot change current or history records unless in Correction mode."

The Instructor /Advisor Table is a global page and displays multiple institutions for a single advisor. Therefore, when adding a new effective-dated row, the data are inherited from the top row. In some cases, it may be necessary to delete existing data on the newly created row and add your college's academic institution and primary academic organization.

  1. The Effective Date defaults to the system date.
  2. Select Inactive from the Status drop-down menu.
  3. Populate the overarching Primary Acad Org--e.g., WA062CENTRAL.
  4. Select UGRD as an Academic Career option.
  5. Select the Approved Courses tab.
  6.  Select the minus icon [-] and delete the Seq Nbr row(s) for the inactive status.
  7. A message box appears, "Delete current/selected rows from this page? The delete will occur when the transaction is saved." Select OK.
  8. Select Save in the lower-left corner of the page.
  9. Select the Instructor /Advisor Table tab.
  10. Add an Effective Dated row over the inactive row by selecting the plus icon [+] in the instructor details section.  
  11. The page inherits the data from the previous row.
  12. The Effective Date defaults to the system date. Note: All "Inactive" rows must have the same effective date.
  13. Change the Status to Inactive. The status should inherit "Inactive" from the previous row.
  14. Enter or look up the next Institution you wish to deactivate.
  15. Populate the overarching Primary Acad Org--e.g., 063NORTH.
  16. Select UGRD as an Academic Career option.
  17. Repeat steps 11 - 14 to delete Approved Courses.
  18. If there are other institutions, repeat steps 5 - 15.
  19. Once all desired institutions are inactivated, select Save.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

COMING SOON

Video Tutorial via Panopto

View the external link to Inactivate Instructors at Multiple Institutions. This link will open in a new tab/window.

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