Adding an External Instructor/Person of Interest (POI) in Campus Solutions
Purpose: Use this document to add external instructors to accurately record the Instructor of Record on each class within ctcLink for individuals not employed by your college.
Audience: Institutions or programs that rely entirely or in part on instruction delivered by individuals who are not employees of the Washington State Community and Technical College system.
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.
- In June 2025, SBCTC approved an “External Instructor” faculty classification, referenced in the Policy Manual – 2.35 Classification of Employees.
External Instructor: "External Instructors are not employees of a Washington state Community and Technical College and are engaged to perform instruction for programs such as “College in the High School” where the instruction occurs at a high school or, “Registered Apprenticeship” related supplemental instruction” where instruction is provided by the apprenticeship program. For Faculty coding information see SBCTC Student & Course Coding Manual under Apprenticeships or College in the High School."
- Human Resource (HR) Offices must add the External Instructor in HCM first, and that individual’s person record will then sync to the Campus Solutions pillar.
Verify with your college’s HR Office that the External Instructor has been added in HCM. Colleges must perform a thorough Search/Match process in both pillars before adding a new person in the system. Refer to the following HCM QRGs for specific information:
Instructor/Advisor Table Setup:
The External Instructor must be added to the Instructor/Advisor table with an effective date of 01/01/1901. Select the Instructor Type “External Instructor” when Adding an Instructor to the Instructor/Advisor Table.
Class Setup:
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Class Setup - Maintain Schedule of Classes.
- Refer to any applicable global business process documentation and the SBCTC Student Course and Coding Manual for any coding requirements for the class.
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Instructors For Meeting Pattern - Grading and Faculty Workload (FWL):
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Class Grading:
- If your college is granting External Instructors access to grade classes, ensure they have been added as an “External Instructor” type on the Instructor/Advisor Table.
- Select a Grade Roster Access of “Approved” and an Assign Type of “Unassigned” to ensure FWL calculations are not processed.
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Class Grading:
If your college forgot to add an External Instructor and the class has a blank/missing value, you can go back and add them to the class during the current term without impacting enrolled students. For reporting purposes, missing instructors should be added before Data Services’ QARS Cleanup Deadline, ensuring accurate information for the quarterly snapshot.
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