Better Management of Instructors An ACEware Users’ Webinar

Taking a look at Student Manager Tools Online Instructor Tools Adding/Maintaining an Instructor Record Assigning an Instructor to a Course Reporting Online Instructor Tools View [selected] course information View/print course and workshop rosters Print attendance sheets Email students Record hours/credits/grades Submit course proposals

The Instructor Record

Add a new instructor 1- File / New / Instructor 2- Module / Faculty

NOTE… INSTRUCTORs are stored in a SEPARATE database… Many fields are identical to a name screen including Source, Occupation, Organization, Subject Code, and Print Label

You have special tools to clone a Student (Based on an Instructor Record)

You have special tools (“Special Button) to create an instructor from a Student

In addition you’ll find fields to set availability, assign a staff handler, whether personal information may be published on the web and if the instructor is “active” Cool feature! Current Year Pay and Cumulative Pay

You can have Reminders to “Call Back” Instructors AND DON’T FORGET: You can have Reminders to “Call Back” Instructors Cool feature! Current Year Pay and Cumulative Pay

Instructor Comments Comments will pop up when someone accesses the record IF you enter an exclamation point (!) as the first character of the field.

enter list of skills/subjects faculty member can teach. Instructor Comments enter list of skills/subjects faculty member can teach.

Instructor Comments Enter any faculty bio/vita information that would be helpful for catalog generation

Instructor Comments ACEweb users can enter faculty information with HTML tags to control the web display.  They can also include HTML image tags to display a picture of the faculty member.

Instructor Additional Information Store links to instructor resume and references Set a Default Pay Type (applied when instructor is added to course) … And a default pay rate (both may be edited at course level)

Collect specialized instructor info with Preferences & UDF’s Add or remove fields on the faculty screen with Edit / Preferences / Faculty Discuss Encrypting Faculty SSN’s and Enabling Callback System NOTE: several preferences affect Cloning Courses

Instructor UDF’s are also available Numeric Field 4 is tied to pay rate regardless of label. Char Field 1 is tied to pay type. Why isn’t this validated? NOTE: use “Pay Type” for Char 1 and it will be the Default pay type at class assignment ..and “Pay Rate” for INUDFN4

Instructor Contact Manager Alt + F12 allows you to track instructor contacts. Entries are automatically added when sending emails and printing mailing labels

Combining Duplicate Instructor Records Open the “good” record and copy the faculty ID Open the “bad” record and paste the “Good ID” over the bad ID Click Save, paying attention to the system warnings

Mass Change Faculty Fields Need to mail information to all instructors? Want to set web access levels in one step?

Assigning an Instructor to a Course

From the course screen, select the Instructor tab Click the plus sign next to +Add Additional Instructor (. . . lather, rinse, repeat)

Need to edit the instructor’s personal information? Click the “Edit Instructor Record” to view and/or edit instructor’s personal information

Remember . . . When multiple instructors are present, select a specific instructor to view their information.

Removing an Instructor Select the instructor that you want to remove and click “Remove Instructor”

Instructor Scoping

Instructor Scoping Subject Scoping When scoping is enabled, only those instructors with a subject code matching the course subject code will display in the Select Instructor List Subject Scoping

Looking for that PERFECT Instructor????? If you want to view an instructor's record, double-click on the instructor's name in the list to open the Faculty Manager record for the instructor.

Talent Search If you want to view an instructor's record, double-click on the instructor's name in the list to open the Faculty Manager record for the instructor.

Instructor Reports

Instructor/Faculty Contracts Generated from the Course screen / Quick Reports or from Reports / Faculty / Contract Agreements NOTE: Faculty reports (like most Student Manager reports) can be modified to your specifications.

Faculty Reports Instructor Lists – generate address and phone lists as well as lists of Instructors with their course information.   This area is also useful for reporting all courses taught by a particular instructor. Performance Data – show which instructors are generating the most enrollments. Check requests - may be printed directly from Faculty Manager.   Faculty Only Reports - reports that do not contain course information.  For example, instructor contact lists, mailing labels, envelopes, etc.   These reports run independent of any course information.   If time allows, run a few reports. Mention: Instructor Lists, Performance Data and Check Request queries must reference course data.

Faculty Reports - Statistics Run Course Statistics (BY INSTRUCTOR)   If time allows, run a few reports. Mention: Instructor Lists, Performance Data and Check Request queries must reference course data.

Any Unanswered Questions?