for Instructors and Roster Contacts Faculty Center for Instructors and Roster Contacts Roles and Access Faculty Center Features Grade Changes and Approval

Faculty center for Instructors and Roster Contacts The self-service Faculty Center is for Instructors and Roster Contacts to: View and download class rosters Notify students in a class via email Enter final grades Change grades Academic progress reporting

Faculty center for Instructors and Roster Contacts Requesting Access 1) Faculty/ Instructor You will be able to access all classes for which you are an instructor-of-record automatically. If you don’t see a class that you are teaching in the faculty center – contact your dept’s class scheduler to check if you are listed as an instructor for that class.

Faculty center for Instructors and Roster Contacts Accessing the Faculty Center Faculty/ Instructor http://www.asu.edu/interactive For classes starting Fall 2007, select the Faculty Center. Use Rostergrades for Spring and Summer class rosters, grade entry, and for grade changes.

Faculty center for Instructors and Roster Contacts Delegates Instructor Delegates A delegate may be a student (TA), a staff member, or another faculty member. TA’s are generally set up to enter grades, but not submit grade changes or assign delegates to a class. TA’s should be set-up with an Instructor Role of TA with POST access. If a TA is to be the primary instructor, and will both enter and change grades, they should be set up as a primary or secondary instructor with POST access. Department class scheduler can add Instructor Delegates by using the pages under Curriculum Management at: Curriculum Management > Schedule of Classes > Maintain Schedule of Classes Instructor delegates may also be added to a class via the faculty center using the Delegate icon on the front page (coming soon). Instructor Delegates Instructor Delegates are those individuals who are given access to a specific class by department class scheduler. A delegate may be a student (TA), a staff member, or another faculty member. TA’s are generally set up to enter grades, but not submit grade changes or assign delegates to a class. TA’s should be set-up with an Instructor Role of TA with POST access. If a TA is to be the primary instructor, and will both enter and change grades, they should be set up as a primary or secondary instructor with POST access. Department class scheduler can add Instructor Delegates by using the pages under Curriculum Management at: Curriculum Management > Schedule of Classes > Maintain Schedule of Classes Instructor Delegates do not roll from one term to another as other instructor types do. As part of the class roll process, all instructor types of ‘Delegate’ are purged. Instructor delegates may also be added to a class via the faculty center using the Delegate icon on the front page (coming soon).

Faculty center for Instructors and Roster Contacts Requesting Access 2) Roster Contacts To use the faculty center, Roster Contacts must: Complete this training or the online class Request access for the SR Roster Contacts role; include academic organization (dept code). Submit written approval of their Chair/Director Note: You can also see the rosters via other pages if you have “Standard Student Pages view”. Roster Contacts should request the role of: SR Roster Contacts. Roster Contacts will also need the written approval of their Chair/Director before being given access to the Faculty Center. Roster Contacts, who typically have other access in the PeopleSoft system, will access the Faculty Center via the PeopleSoft Navigation menu. While instructors have access to just the classes they are teaching, Roster Contacts will have access to all classes they are responsible for supporting. Roster Contacts will be required to complete training before being granted access. Roster Contacts should rely on the faculty center only when they need to work as a faculty proxy. Standard Screens within the PeopleSoft menu are available for viewing class information without going through the faculty center. When a Roster Contact selects what they need to work with in the faculty center, they are actually becoming a “proxy” for a faculty member. When a roster contact selects a faculty member, or a specific class, they will enter the faculty center as that individual. If a Roster Contact selects a specific class to work with, when they are taken to the faculty center they will see all of the classes taught by that instructor. Since the faculty center will always default to the most current active term that the faculty member is teaching, the default term will not necessarily be the term of a class selected on the Roster Contact selection page.

Faculty center for Instructors and Roster Contacts Accessing the Faculty Center Roster Contacts Log into the system https://hrsa.oasis.asu.edu Log in with your ASURITE ID and Password Navigate ASU Customizations>ASU Student Records>Roster Contacts>Faculty Center

Faculty center for Instructors and Roster Contacts Accessing the Faculty Center Roster Contacts Class Selection Search for classes within your designated Academic Org.

Faculty center for Instructors and Roster Contacts Accessing the Faculty Center Roster Contacts Will have access to classes within your academic organization. Once in the faculty center, and once they have become a proxy for an instructor, they will have access to all classes that that instructor is teaching, regardless of the Academic Org. This will allow a Roster Contact to fully support the instructors in their department, even if they are teaching classes outside of their academic department and/or a cross-listed class. Once the Roster Contact enter their selection criteria, if there is more than one class returned, another selection option displays, allowing them to further select the class(es) they need to work. When a selection is made, control will pass to the faculty center, displaying all of the classes for the instructor selected.

Faculty center for Instructors and Roster Contacts Once classes are displayed for a faculty member or a Roster Contact, the operation of the faculty center is the same for all users. Select Term Refresh Term Download (list of classes) Select Term – enter the term you wish to work with. Click ‘change’ to refresh data. Note: The selected term will default to the most current active term that the person using the Faculty Center is scheduled to teach. If the instructor is not teaching during the current term, the next active term that the instructor is teaching will be the default term. If an instructor is teaching consecutive terms, the default term will be the current term until the last day of the term, and will change on the first day of the next term. Instructors teaching Spring and Fall only will see Spring until the last day of the spring term, after which they will see Fall until the last day of the Fall term. All terms that the instructor has taught, and that were converted into the PeopleSoft system, will be offered in the select term. Note: Terms prior to fall 2006 were not converted as individual sections with instructors, and are therefore not available to instructors via the faculty center. These classes are available to Roster Contacts. Options – you can display all classes for the selected term (Show all Classes), Only classes with enrollment, or View a weekly schedule of your classes. Class Details - view details about a class by clicking on the “class” information. Class Search tab – takes you to the general class search for the entire ASU schedule of classes. Class Roster – The class roster icon will take the user to the roster for the selected class. Download – The Download icon will download an excel spreadsheet with a list of classes begin taught that term. Note: Browser settings can affect your ability to successfully perform downloads. Grade Roster - The Grade Roster icon will appear beside a class when grade rosters have been generated for a class. Grade Rosters are generated nightly by a batch process controlled by the Office of the Registrar. Student enrollment activity (adds and drops) will not be reflected real-time on the grade roster, but will be included each time the grade roster is generated. Click for Class Detail Click for Class Roster Click for Grade Roster Click for Academic Status Report

Faculty center for Instructors and Roster Contacts Class Detail Clicking on the class title will display the course information.

Faculty center for Instructors and Roster Contacts Class Roster Select the Class Roster icon to display a class roster. This class roster displays all students in the class as defined by the selected enrollment status (default is enrolled). Posting ID Notify Students Function Printer Friendly Version Download Download (class roster) Posting IDs Printer Friendly Notify Students Notify Students

Faculty center for Instructors and Roster Contacts Notify Students Function Send emails to all enrolled or selected students. The email will be sent to you for your records (these emails will not appear in your ‘sent’ mailbox), with a Blind Copy sent to each student (this prevents students from seeing other student names in the email they receive).

Faculty center for Instructors and Roster Contacts Printer Friendly Version Select this option to display a class roster best suited for printing.

Faculty center for Instructors and Roster Contacts Download The Download feature allows you to obtain spreadsheets of a list of all your classes for a term or a roster of a selected class. You can obtain a spreadsheet of any class you are teaching by selecting the class roster icon and then the download icon : :

Faculty center for Instructors and Roster Contacts Faculty Center Grade Roster The Grade Roster icon will appear beside a class when grade rosters have been generated for a class. Grade Rosters are generated nightly by a batch process controlled by the University Registrar’s Office. The Grade Roster icon will appear beside a class when grade rosters have been generated for a class. Grade Rosters are generated nightly by a batch process controlled by the Office of the Registrar. Student enrollment activity (adds and drops) will not be reflected real-time on the grade roster, but will be included each time the grade roster is generated. A grade roster is available for a class when the grade roster icon appears: Find Function Find – to find an individual student on the grade roster, use the Find option. Click on Find and enter the student information in the pop-up box

Faculty center for Instructors and Roster Contacts Grade Roster The grade roster type: Final Grade Approval Status: Not Reviewed (unposted/changeable) Post Tonight (post to student records in nightly batch) Complete (all grades posted) Find Function Unassigned grades only Add this grade to all students EN Grades The grade roster type will always be ‘final’. No other grades will be collected via the faculty center grade roster. Approval Status - The Approval Status will begin as NOT REVIEWED. Once you have entered grades and you want to post them to the student’s record, change the roster status to POST TONIGHT. You cannot change grades on the roster once the status is set to POST TONIGHT, though you can change the status back to NOT REVIEWED any time before the batch posting process runs and change a roster grade. When the batch process runs, it will change the Approval Status of the grade roster. If the roster is still incomplete, the status will be set back to NOT REVIEWED. If the grade roster is complete, the status will be set to COMPLETE. Note: While the status of COMPLETE will appear and be selectable in the Approval Status drop-down, the status is only set by the batch process and will generate an error if it is selected and will not allow a SAVE. Unassigned grades only To show only missing grades, click the option. The grade roster will redisplay with just missing grades. Add this grade to all students To set all unposted grades on a roster to the same grade, use this option. Use the dropdown to select a grade and click on the grey box. You can select any valid grade for the class, or set all grades to blank. You can then go back and adjust any that need changing prior to saving the roster, and setting the approval status to POST TONIGHT if you are ready to post grades. EN Grades NOTE: EN GRADES and LAST DATE OF ATTENDANCE will not be implemented until late in the Fall 07 semester.

Faculty center for Instructors and Roster Contacts Academic Status Report Replaces early warning and midterm Both instructors and delegates will be able to submit Academic Status Reports The academic status report icon will display on the screen the first day that the academic status report period is available. For this fall it will not display until Sept. 17th. The icon will remain for the duration of the term and the instructor will be able to view the academic status report information.

Faculty center for Instructors and Roster Contacts Academic Status Report Two Academic Status Reporting periods per semester, each reporting period will be 3 days. For the “D”, “E”, or Unsatisfactory” grades, you are required to select a reason and an action. The instructor can submit the status report during the three day reporting period.  If there was an error in what was submitted, they have until the period closes to resubmit.  Once the period closes, they cannot make changes to what was submitted.

Faculty center for Instructors and Roster Contacts Available NOW! Class Rosters in Faculty Center Coming Soon! Grade Changes Grade Changes Approval Import grade roster Instructor delegate assignment Roster reports Last date of attendance for EN grades

Faculty center for Instructors and Roster Contacts Helpful Links University Registrar’s Office www.asu.edu/registrar/facultyandstaff How to set your browsers for downloads (For Everyone) http://www.asu.edu/courses/oasis/_JobAids/SetYourBrowserforPeopleSoft.pdf How to view rosters via standard student pages view (Roster Contacts) http://www.asu.edu/courses/oasis/_JobAids/SummaryOfEnrollment.pdf How to check what roles you have in PS (Roster Contacts) http://www.asu.edu/courses/oasis/_JobAids/ViewYourRoles.pdf Instructions for applying for access link (Roster Contacts) http://www.asu.edu/oasis/support/documents/RequestAccessForYourself.pdf Link for applying for access (Roster Contacts) http://www.asu.edu/interactive/oasis/AddSecurityRequest

Faculty center for Instructors and Roster Contacts Next Steps Instructors – Access the Faculty Center and see if your classes are there – If not, check with your class scheduler. Roster Contacts – Request access, access class rosters (via faculty center or standard student pages view)

Faculty center for Instructors and Roster Contacts Ongoing Communication For suggestions for improvements: Email AskOasisTraining@asu.edu – put “Faculty Center Suggestion” in the subject line. For immediate help, submit a help ticket http://www.asu.edu/support Select University Technology Office for the organization, Select PeopleSoft for the category Type in a summary and description of your problem.