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If a stakeholder’s first or last name is incorrect in eTRACS, that means it is entered incorrectly by HR in myINFO. The only solution to this is to have the said stakeholder contact HR directly as the record holder and revise this on their end.

What needs to be done before submitting an access request?

Info

If you do not have access to create new stakeholders or add/edit ranks, please reach out to department manager or Dean’s Office. There are dedicated personnel who are responsible and trained on creating new stakeholders and managing ranks.

Before submitting access request, you need to make sure that the person that you are submitting access request for is in eTRACS already and they have their rank correctly in eTRACS, so they they are ready to have their access tying to their current Active position. Please follow the steps below.

  1. Check if the person exists in eTRACS by searching their their employee id or name or computing id in the global search bar on the top left.

    1. If their name appears in the search result, click their name to validate if other information is correct. If everything aligns in the stakeholder profile, it means that they exist in eTRACS.

    2. If they are not existed in eTRACS, follow this guide: How to Add a New Stakeholder to create a stakeholder profile for them.

  2. If they exists in eTRACS, you need to check if their rank is correctly created in eTRACS by going into their stakeholder profile → Employment Details → Appointments.

    1. If their ranks appears in the result table, clicking on the the rank name to validate if other information is correct.

    2. If their rank is not exist in eTRACS, read the following conditions through and follow this guide: How to Manage Stakeholder Ranks to create a new rank. When creating new ranks, it's important that the rank, position number, start date and end date is filled correctly.

      1. If the rank belongs to temp pool, you should create them.

      2. If the rank is a Staff rank and not belonging to temp pool, you should wait until eTRACS brings it in from myINFO. If it's not in after the start date, submit a TDX ticket here.

      3. If the rank is a Faculty rank and the start date is not reached yet, you should create it for Course Planning except for Sessional Instructors.

Note

When creating new ranks, it's important that the rank, position number, start date and end date is filled correctly.

Course Scheduler

Can I schedule overlapping co-op courses with the same instructor?

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