9.2 Adding an Instructor to the Instructor/Advisor 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.

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.

Supporting Information: 

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

Audit Information:

  1. Auditing on the Instructor\Advisor tables was turned on 10/13/2023. Changes made on or after 10/14/2023 have been recorded.
  2. The audit record for the top part of the “Instructor/Advisor Table” tab can be accessed using the PS Query.
    • QCS_SEC_INSTR_ADVR_TBL_AUDIT
  3. The audit record for the bottom part of the “Instructor/Advisor Table” tab can be accessed using the PS Query.
    • QCS_SEC_INSTR_ADVR_ROLE_AUDIT
  4. The audit record for the “Approved Courses” tab can be accessed using the PS Query.
    • QCS_SEC_INSTR_CRSE_AUDIT
  5. Because the role ZZ SS Advisor and ZZ SS Faculty are added  dynamically, there is no entry in the Role\User audit table that  corresponds to when those two roles are added or removed dynamically, so  the queries above will tell you when the user would have been granted  these roles dynamically. Manual edits to a user’s roles are stored in  the Role\User audit table can be accessed using the query QXX_SEC_USER_ROLE_HISTORY.

CampusCE Information:

Instructors teaching in the CNED career for continuing education must also be in the Instructor/Advisor Table. If they already exist in the table, add a row.

Add an Instructor to the Instructor/Advisor Table

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

  1. The Instructor/Advisor Table search page displays.
  2. Look up the Instructor by ID or Last/First Name.
  3. Select the Search button.
  4. 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/Advisory Table search page
  1. The Instructor/Advisor Table page displays.
  2. In the Instructor Details section of the Instructor/Advisor Table tab, 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.
      1. Note, when Advisor Only is selected, the Advisor checkbox is checked.  
    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.
  3. The Instructor/Advisor Role section has no bearing on pay, to add values enter the following:
    1. Academic Career: Enter or look up.
    2. Remaining fields are optional.

Note for CampusCE

Add a second row for CNED if the instructor is already teaching in the UGRD career.

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.

Instructor/Advisor Table tab
  1. The Approved Courses tab limits the specific subjects or courses in which instructors can be assigned. These fields are optional and are based on local configuration in the CS Academic Organization table. Please consult your local configuration in the Academic Organization table to determine how this configuration is utilized at your college.
  2. Select 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 old role of CTC_INSTRUCTOR, nor the new security redesigned roles ZZ SS Faculty or ZZ SS Advisor (if the Advisor checkbox is checked) Role.

Add 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. Select the Instructor/Advisor Table tab.
  2. From the Instructor Details section, select the plus symbol (+) to add a second Effective Dated row.
Add an effective dated row
  1. The new row displays.
  2. 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.
  3. Select the Save button.
new effective dated row
  1. Select 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. Select the Save button.
change date to 01/01/1901
  1. Process complete.

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