Versions Compared

Old Version 12

changes.mady.by.user Vivian Jiang

Saved on

compared with

New Version 13

changes.mady.by.user Vivian Jiang

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.
Table of Contents
minLevel1
maxLevel2
outlinefalse
typelist
printablefalse

Stakeholder Management

Why is a Stakeholder Rank End Date not updated?

If a stakeholder is considered a faculty member (non-staff), has a rank that has been terminated, and no active rank, eTRACS does not receive any rank updates from myINFO anymore. You will have to manually update the Rank End Date.

Stakeholder First or Last Name is Incorrect?

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?

Before submitting an access request, you need to make sure please ensure that the person that you are submitting access the request for is already in eTRACS already and they have that their rank correctly in eTRACS, so they they are ready to have their access tying is correctly recorded. This ensures their access is tied to their current Active active position. Please follow Follow the steps below.:

  1. Check if the person exists Verify the person’s existence in eTRACS by searching their their employee id or ID, name, or computing id ID in the global search bar on at the top left.

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

    2. If they are do 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 Check their rank is correctly created in eTRACS by going into navigating to their stakeholder profile → Employment Details → Appointments.

    1. If their ranks rank appears in the result table, clicking on click the the rank name to validate if other information is correctconfirm the details are accurate.

    2. If their rank is not exist in eTRACS, read missing, review the following conditions through and follow this the 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 a temporary pool, you should create themit.

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

      3. If the rank is a Faculty rank faculty position and the start date is not reached yet, you should hasn't yet passed, create it for Course Planning except for Sessional Instructorscourse planning purposes, 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.

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.

  • 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.

    • 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.

    If their

    ranks

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

  • 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?

    Our team is currently looking into this use case for course scheduling. In the meantime, please use the guide below as a workaround.

    Expand
    titleClick here for more details

    Situation:

    Departments have multiple co-op courses and schedule the classes to be Mon-Fri the whole day preventing students taking other courses during a work term. However, Course Scheduler flags the instructor conflict since those co-op courses have the same instructor, creating a teaching conflict. The instructor is inputted so they can input the grades for the students end of the term so it is crucial to have they added.

    Step by Step Guide:

    1. Go into Course Scheduler (https://tracs.sfu.ca/course_management/course_scheduler)

    2. Use the filters to look for the co-op courses

    3. Drag a offering in

    4. Change Meeting Pattern to User Defined and click on Save

    5. Go into Instructors tab

    6. Remove the instructor by clicking on the red remove button

    7. Search and add a TBA Instructor

    8. Click on Save Instructors button

    9. Click on Meetings tab

    10. Add the Mon-Fri whole day meeting schedule, and click on save

    11. Repeat the above steps for all co-op courses

    12. Once all co-op courses are scheduled with TBA Instructor, go to goSFU Course Data Upload page -> Schedules worksheet to publish the schedules

    13. Once the schedules are published, go back to Course Scheduler and replace the TBA Instructor back to the actual instructor. Then, publish the instructor to goSFU

    Teaching Patterns (TTR)

    Can I add a Study Leave with a value of zero as a placeholder leave?

    No, we have a general Leave (L) code for use cases like these. (L)s do not affect the Total Study Leave Service Years counter so it is perfect for leaves that do not fall in a specific category and used in one off scenarios. The value for these transactions are just dummy numbers that will not impact study leave.

    Can I have OSL and SL in the same term?

    No, our logic currently does not know whether to consider the OSL value first or the SL deductions first when calculating on the fly. Therefore, adding both OSL and a SL in the same term will cause issues in the Total Study Leave Service Years counter down the road.