Introduction to ACCeStaffing

In this workshop, you will be introduced to ACCeStaffing. This workshop is geared towards an audience consisting of adjunct faculty, Deans, Department Chairs, TFC/PCs, and ACCeStaffing support staff. During this workshop you will begin to understand the fundamentals of eStaffing and learn to use the web-based system to enter preferences, approve faculty appointments, eligibility, and assign classes.

By the end of this workshop you will be able to:

  • Select terms and/or appointments
  • Identify eligibility
  • Understand section assignments, including overloads and schedule conflicts
  • Identify remaining sections and re-assign sections
  • Identify faculty member eligibility and timelines

This workshop is most beneficial for those who have access to eStaffing using their ACCeID or temporary ACCeStaffing account. If you do not have permissions to use eStaffing this workshop may only enable understanding of how ACCeStaffing works, however you will not be able to get the most out of the workshop unless you are able to access and use the web-based system.

Goals

The goals of ACCeStaffing are to:

  • Enforce Administrative Rules
  • Provide randomized assignment
  • Enable Internet-based access
  • Transfer/Synchronization with Datatel
  • Centralized management of eligibility and preferences
    • Considered when making staffing decisions
  • Report/Track key information to improve the process

ACCeStaffing Process

The ACCeStaffing process:

  1. The Task Force Chair (TFC)/Program Coordinator (PC) setts up the eligibility lists for all faculty members who will be teaching in their discipline (with Deans’ approval).
  2. Then, adjunct faculty enter their teaching preferences.
  3. Next, the TFC/PC receives a list of courses and sections to be assigned for the upcoming term and preferences of every adjunct faculty member(s) who have entered preferences by the deadline
  4. The TFC/PC works through the list of courses, assigning sections to instructors in randomized order taking into account the entered preferences (but there is no guarantee for assignments)
  5. Assignments are then presented to faculty members by discipline.
  6. Faculty members accept or decline assignments.
  7. Once all adjustments are made, teaching assignments are forwarded to the Dean for approval.

Information in the system is organized on a term-by-term basis, since scheduling is done that way. There is a default term, usually the term you are entering preferences for. If the term shown is the one you want, you don’t have to select a term.

If you want to view or edit data from some term other than the one currently selected, select it here.

To select a term to work on, click on Term in the menu bar.

ACCestaffing term in menu bar

Click on the term you want and then click on Select Term.

The Faculty Menu page opens with that term selected. The contents of the menu may vary depending on which term you select (depending on where in the section assignment process that term is).

Appointments

Appointments are made on a departmental basis:

  • Recommended by TFC/PC
  • Approved by their Dean

ACCeStaffing appointments

When Appointments is selected the Department Selector page opens

  • Select the department you would like to work on…

ACCeStaffing select department

The  page shows all faculty members with pending or approved appointments for the term in this department. The name column lets you see detail for an individual faculty member.

Faculty Appointment Selector

Status is the status of the faculty member’s appointment. It may be Pending or Approved. Pending means that it has been recommended but the recommendation has not yet been approved by your Dean. Approved means that the Dean has approved the recommendation.

An entry of Yes in the Suspended column indicates that this faculty member’s appointment has been suspended. When an appointment is suspended, the faculty member’s information is maintained in the eStaffing system, but the faculty member is not included in the assignment process. Appointments are suspended when a faculty member goes on leave or is otherwise unavailable for teaching but is expected to return.

An entry of Remove Appt in the Remove column indicates that the appointment for this individual should be removed; it is used to correct data entry errors.

View, Edit and/or Add Appointments

To view a faculty member’s appointment information, on the Faculty Appointment Selector page, scroll down, if necessary, and click on the faculty member’s name.

The Adjunct Faculty Department Appointment page for that faculty member opens.

Adjunct Faculty Department Appointment page

New to Teach College, New to Teach at ACC, and New Appointment to Department mean that the faculty member is teaching for the first time, for the first time at ACC, or for the first time in this department this term.

To suspend an appointment, click on Suspended Appointment. An appointment is suspended if a faculty member is going to be away for a period of time, but is expected to return. The faculty member’s records remain in the system, but they are not included in section assignment processing until the appointment is reactivated. Torestore a suspended appointment, click on the check mark by Suspended Appointment to remove it and thenclick on Update.

You can review this faculty member’s appointment history in this department by clicking on Show History to bring up the Previous Faculty Appointments page.

To return to the Adjunct Faculty Department Appointment page from the Previous Faculty Appointmentspage, click on the faculty member’s name.

From the Adjunct Appointment Faculty Appointment page, you can review and, if necessary, modify basic departmental appointment data for this faculty member in this department. When you have finished making changes,click on the Update button, or Cancel to discard them. Note: If you do not click on the Update button, or if you click on Cancel, your changes will be lost.

Add an ACC Faculty Member to the Department

To add a faculty member who is already a member of the ACC faculty to another ACC department, on the Faculty Appointment Selector page, click on Add Existing Faculty to Department Appointments.

Add Existing Faculty to Department Appointments

The Faculty Finder page lets you search for an individual faculty member, using one of three methods

Faculty Finder

Whenever a faculty member with New fields is assigned a course section, an email notification is sent to the appropriate Task Force Chair or Program Coordinator to notify them to monitor or mentor the new faculty member.

Eligibility

Each faculty member who is appointed to a department is eligible to teach some courses in the department and not to teach others, depending on their background and training. Eligibility recommendations are made by Task Force Chairs and Program Coordinators and approved by their Dean. A faculty member’s Eligibility is the list of courses which they are eligible to teach.

eligibility menu within ACCeStaffing

Add a Faculty Member to Department Eligibility

Click on Eligibility in the menu bar to open the Department Selector page.

Department Selector page

To select a department, click on its name. The Faculty Eligibility page contains a list of the faculty in the department along with their eligibility and appointment information.

Eligible Courses specifies the number of courses the faculty member is eligible to teach in this department.Pending Approval is the number of courses the faculty member has been recommended for which have not yet been approved.   Appt Status is the status of the faculty member’s appointment. It may be Pending or Approved.Pending means that it has been recommended but the recommendation has not yet been approved by your Dean.Approved means that the dean has approved the recommendation.

To add a Faculty Member to the eligibility list for a department, click on Add Faculty to Department Eligibility(see image above) to open the Faculty Eligibility from Appointment Selector page. This page lists all the faculty in the department who have pending or approved appointments.

Status is the status of the faculty member’s appointment. It may be Pending or Approved. Pending means that it has been recommended but not yet been approved by your Department Chair or Dean. Approved means that the Department Chair or Dean has approved the recommendation.

To see details about an individual, click on their name.

To add a course or courses to the faculty member’s eligibility in this department, scroll down, if necessary in the Add new course(s) to faculty member’s eligibility box, and click on the course or courses you want to add. If they are approved to teach this course as a telecom course, also click on the Telecom Approved box.

adding a course or courses

Hire Priorities and Telecom methods

Click on the down arrow under Hire Priority and click on the appropriate Hire Priority (New, Eligible, or Highest).

Click on the Add Courses button. A message acknowledging the addition or explaining why it failed appears below the left end of menu bar.

Use CONTROL-click or SHIFT-click to add more than one at a time.

Telecom Approved is entered for this course on this screen, if this faculty member is approved to teach this course as a Telecom course.

To recommend that eligibility be removed for this course, click on the Remove Eligibility Requested check box.

Fill in any needed information for that course and click on Save to add the eligibility information to the database or Cancel to cancel your changes.

Assignments

Assignments is a process involving several steps.

assignments menu within ACCeStaffing

First Assignments divides the list of approved instructors into seven groups: MSTA-Senior, MSTA, IA-Senior, IA, and three levels of Adjunct: Senior faculty with Highest Priority Hire, Highest Priority Hire, and simple Adjunct. Within each group, it randomizes the order the instructors are to be assigned to sections.

Once the instructor lists have been randomized, you work through the list of instructors, one group at a time, starting with the MSTA-Seniors, and assign sections to each instructor.

For each instructor, you will see three groups of unassigned courses which that instructor is eligible to teach.

Preferred Sections—Sections which the instructor has selected as preferred

Preferred Campus and Times—Sections which the instructor has not selected, but which fit the instructor’s preferred days and times

Non-Preferred Eligible for Courses—The remaining courses for which the instructor is eligible

Assigenment Screen within ACCeStaffing

3 mutually exclusive lists of sections form which you can assign sections

To make teaching assignments for a department, click on Assignments in the menu bar to open theDepartment Selector page for the departments you oversee.

Click on the desired department to open the Assignment Module Progress page for that department.

After you have selected a department, an informational screen is displayed. To proceed with randomization, click on Initiate Assignment Processing for this Department. Since there could be hundreds of instructors, the initial randomization could take a few seconds.

Initiate Assignment Processing for this Department.

Initiate Assignment Processing for this Department.

Once the randomization has been completed, the Assignment Status page opens. This page summarizes where you are in the assignment process for this department. Click Proceed with Assignments to enter the assignment loop. Assignment will start with the highest level that has work to be performed. Regardless of how many times you exit and re-enter this status screen, you will always start where you left your work last.

Proceed with assignments

Proceed with assignments

For each instructor, you assign sections until their LEH is reached or no more courses are available. You maysplit courses to allow a portion of a course (lecture or lab or a portion of a lecture/lab) to be assigned. No overloads can be assigned during Assignments.

Eligible faculty sorted by seniority and assigned LEH - 3 sections

Eligible faculty sorted by seniority and assigned LEH – 3 sections

If you attempt to assign a section which conflicts with an existing assignment LEH, the assignment will fail and the page will display a warning message:

  • WARNING: Course XXXX NNNN section YYY conflicts with a previous assignment.

If you attempt to assign two conflicting sections at the same time, you will receive a similar message.

If you attempt to assign a section which puts the instructor over their LEH, the assignment will fail and the page will display a warning message:

  • WARNING: Course XXXX NNNN section YYY would overload LEH.

Overloads cannot be assigned until after the Schedule Assignments Overload Date:

  • Generally 10 to 30 days before the start of classes
    • Determined by the rules of the college
    • Set by the System Administrator

Assignments and Remaining/Re-Assign: What happens after the Assignment Loop Deadline?

This section assignment process is divided into two phases:

  • Assignments, which is instructor-based, and takes place before the assignment loop deadline
  • Remaining/Re-Assign, which is course-based, and takes place after the assignment loop deadline

Once all possible courses for a given instructor have been assigned, you move to the next instructor in the list. If the instructor you have finished with is the last one at their level, you move on to the next level, and so forth until you have assigned all the instructors in the lists. Once all the instructors have been assigned, no additional assignments can be made for these instructors using Assignments. If new instructors are subsequently added, only the new instructors can be processed using Assignments.

After the Assignment Loop Deadline, Assignments for a given department becomes inactive on the menu andRemaining and Re-Assign become active. Subsequent assignments must be made using Remaining and Re-Assign. The Assignment Loop Deadline should be the same for all departments and is set by ACC.

A faculty member who has not been appointed, had eligibility assigned, and had both approved will not be assigned sections in eStaffing.

Remaining and Re-Assign

Note: If you have not completed the Assignment loop for the department you select, the department name will not be underlined, indicating that it is inactive for Remaining and will not open.

Select a department to open the Unassigned Courses for XXX Department page.

ACCeStaffing select department

After the Assign Process Deadline, sections are assigned to instructors based on courses rather than instructors.Assign instructors to sections remaining unassigned until you run out of sections or instructors.

remaining menu item within ACCeeStaffing

remaining unassigned instructors

Re-assign enables you to reassign sections from one instructor to another in order to staff all sections (it may be necessary to re-assign after the Assignments process).

re-assign menu within ACCeStaffing

re_assign screen

Faculty View

Faculty View is a research screen that allows you to search for sections to be assigned to faculty. It allows you to research current section assignments, eligibility, and preference information by individual faculty member, course, and section and make assignments based on the information you find.

Faculty view screen within ACCeStaffing

Faculty View is available after the Assignment Loop Deadline, along with Remaining and Re-Assign. The faculty list is gathered from the list of approved appointments. Selecting a faculty member from this list gives you a summary of all courses that faculty member is eligible to teach. Clicking on one of those courses gives you details about each section within the course definition. These details include the hours already assigned and the hours remaining to be assigned for each teaching method.

Time Line allows you to, on a department-by-department basis:

  • Set deadlines for entering section preferences
  • Set deadlines for completing the Assignment Loop
  • Set deadlines for starting and ending the Accept/Refuse process for faculty assignments
  • Determine whether assignments are done on a block or single-section basis
  • Determine whether assignments are automatically transferred to the Datatel system when they are accepted and approved.

Note: For an assignment to be transferred it must be accepted by the faculty member, and if there is an overload, be approved by the appropriate dean. If this option is not checked, assignments must be manually entered into the Datatel system.

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