Faculty Information Window

This window can be used to define specific information for all of the professors and instructors within your institution. After the information has been defined for your professors and instructors, you may assign the faculty member to specific courses.

The Spouse, Miscellaneous, Office, and Course Authorizations group boxes are to define specific details about the faculty member. This information is stored in the Faculty Master table.

Tabs and Columns

Faculty Tab

Achievements Tab

Use this tab to enter professional affiliations and educational achievements of the employee. If you do not have the Personnel module, no columns are available.

Education Panel

Highest Earned Cert/Degree?

Cert/Degree State Type

Affiliations Panel

Faculty Degree History Tab

Faculty Load Tab

Use this tab to view an instructor's course load in any or all terms and courses. It contains information from the Faculty Load window and the Courses window.

Faculty Load Table

The top data table lists all the instructor's course sections in every term and subterm. You can use the Year and Term fields to narrow the list. The information is read-only here, but you can edit the columns in the Detail data table below.

Faculty Load Detail for the Selected Course Section

The bottom data table shows details for the course selected in the top table. The Faculty ID and Name columns aren't editable, but the other columns are. Changes you make here are saved to the top data window and the Faculty Load table. The columns include these:

Texas State Tab

Use this tab to verify, edit, or add information about instructors that needs to be reported to Texas for CBM reporting.

If your school is licensed for the Payroll (PA) module and the faculty member's information for the calendar period associated with the J1 Year/Term selected has been entered there, it appears on this tab. Hover over the information

icons to find out where specific information comes from and/or more details about the data.

If the information required by the state is not already collected in the Payroll module, then the data for many of these columns fills in from entries on the Texas State Position Information window associated with the faculty member's Payroll position.

If the data does not exist in Payroll or the Texas State Position Information window, or if you need to modify the value, select the value from the drop-down list.

Arkansas State Tab

Use this tab to verify, edit, or add information about instructors that needs to be reported to the Arkansas Department of Higher Education (ADHE).

icons to find out where specific information comes from.

If the information required by the state is not already collected in the Payroll module, then the data for many of these columns fills in from entries on the Arkansas State Position Information window associated with the faculty member's Payroll position.

If the data does not exist in Payroll or the Arkansas State Position Information window, or if you need to modify the value, select the value from the drop-down list.

% Time Employed by Institution

Academic Position Source

Academic Rank Code

Faculty Category

Instructor Primary CIP Code

Position Title Code

Salary Source

Course Credit Hours

% Time Assigned to Instruction

OK UDS Prof Staff Tab

Use this tab to verify, edit, or add information about staff members for the Oklahoma UDS Professional Staff Report. Hover over the information icons for information on each column.

These fields need to be updated for each year's report.

This tab appears in several windows. Use the Faculty Information window for faculty, and use either the HR Employee Master via Payroll window or the HR Employee Master via Personnel window for staff who are not faculty. The information is saved to the same place in the database no matter which window you use so you can edit or view it in any of the windows.

Columns

Values in many of these columns are mapped (or related to values that are mapped) on the Institutional Reporting Definitions window.

Year and UDS Year

Administrative Title

Manpower Res Category

Basic Contract Period

Last Promotion Date

Position Category Prior to Promotion

Primary CIP Code

Secondary CIP Code

Years Prof Admin Instr Experience Higher Ed

Years Experience This Institution

Total Salary Fiscal Year

% Extension/Public Service

% Administration

% Professional Other

Last Hiring Date

New Hire FT/PT Status

Reemployed Retiree Academic Rank

Last Leaving Date

Termination FT/PT Status

Termination Reason

How To

Click the Achievements tab.

Access the Education panel.

If the employee's current or previous education experience provider currently exists within J1, enter or select the ID Number.

To quickly search for an education experience provider within J1 Desktop, right-click and select Advanced Search.

To view and/or enter feedback regarding the employee's education:

a.	Click the Add Feedback or Review Feedback icon. The Review/Add Comments and Attachments window appears.
b.	To add a comment, enter it in the Comment box and click the Add button.
c.	To add an attachment, click the Add Attachment button. The Select the File to Attach window appears. Locate the file, select it, and click the Open button. The file appears as an attachment.
d.	To print the comments, click the Print button. The Print window appears. Select the appropriate printer and settings, and click the Print button.
e.	Click the Close button. The Review/Add Comments and Attachments window closes and the HR Employee Master window reappears.

In the Name column, enter the name of the education provider where the employee received the education.

From the Country drop-down options, select the country where the employee received the education.

If the country where the employee received the education isn't listed, right-click and select Maintenance Screen to add a new country.

Use the address columns to enter the where the employee received the education.

From the Education Type drop-down options, select a description of the education the employee received. For example, trade school, conference, university, etc.

If the employee's education type isn't listed, right-click and select Maintain Definitions to add a type of education.

From the Education Received drop-down options, select the type of education the employee received. For example, a bachelors degree, a certification, etc.

If the type of education the employee received isn't listed, right-click and select Maintenance Screen to add a new type of education.

10.

In the Description column, enter any additional information about the education received.

11.

If this is the employee's highest earned degree or certification, select the Highest Earned Cert/Degree? checkbox.

12.

In the Major columns, enter the employee's major field(s) of study.

13.

In the Minor columns, enter the employee's minor field(s) of study.

14.

In the Years Completed column, enter the number of years it took the employee to achieve the education.

15.

In the Completed When column, enter the date the employee completed the education.

16.

If the employee completed a graduating program, select the Graduated? checkbox.

17.

If the employee completed the graduating program with special academic achievement, select the With Honors? checkbox.

18.

From the Cert/Degree State Type options, select the state type of the certificate or degree from the drop-down list, for example Master's or No Degree.

If the state type isn't listed, right-click and select Maintain Definitions to add a new option to the drop-down list.

19.

In the License # column, enter any applicable license number the employee earned.

20.

From the Date Expires options, enter or select the date when the license earned expires.

21.

If this is the highest attainable degree in the area of study, select the Terminal Degree checkbox.

22.

To include additional education, right-click and select Add Row. A new row appears. Repeat this task.

23.

Click the Save button.

· To view or update existing information for a year and term, select that Year/Term listing from the left panel.

You can filter existing Year/Term listings by selecting from the Year and/or Term drop-down lists at the top of the tab.

· To add a new Year/Term listing, select the year and term from the Year and Term drop-downs at the top of the tab, then choose Add Row from the right-click or Options menu.

1. Verify, update, or add the J1 year and term for this Year/Term listing in the J1 Year/Term fields. The ADHE Year/Term appear based on this selection.

ADHE and J1 years and terms are mapped on the Institutional Reporting Definition window. Hover over the information icon for mapping instructions.

2. In the Contract Length field, verify, update, or select the option that best fits the instructor's contract length.

3. In the Contract Salary field, verify, update, or enter the salary recorded on the employee's contract for the current reporting year. Hover over the information icon for more details.

4. In the % Time Employed by Institution field, verify, update, or enter the proportion of time this person is employed at your institution, based on full-time workload.

5. If this position is compensated through an academic position in your institution's state appropriation, select the Academic Position Source checkbox.

6. In the Academic Rank Code field, verify, update, or select the option that best fits the instructor's current academic rank.

7. In the Faculty Category field, verify, update, or select the option that best fits the instructor's current faculty category.

8. In the Instructor Primary CIP Code field, verify, update, or select the option that best fits the instructor's current faculty category.

9. In the Position Title Code field, verify, update, or select the option that best fits the instructor's current position title.

10. In the Salary Source field, verify, update, or select the option that best fits the instructor's current salary source.

11. In the Course Credit Hours field, verify, update, or enter the total number of course credit hours taught by the instructor. Hover over the information icon for more details.

12. In the % Time Assigned to Instruction field, verify, update, or enter the total number of course credit hours taught by the instructor divided by the FT Teaching Load defined for this term in the Term Definition window. Hover over the information icon for more details.

	Information Exists
	Information Does Not Exist
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	Unsaved Changes
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