When Should I Manually Create a New Stakeholder Profile and Rank?
During course planning, you may encounter times where you wish to assign a new faculty member to a course in the future but this person has not yet been formally hired or processed by Payroll. In both these cases, no SFU Employee ID exists for this new faculty member yet. eTRACS will allow for you to plan for these future courses assignments by following the guide below to manually create stakeholder profiles and ranks. However, to avoid duplicates, please ensure that no Employee ID exists before proceeding. Then follow the tips in the highlighted sections.
Step-by-Step Guide to Creating New Stakeholders and Ranks
How to Manually Add Stakeholder
Navigate to the menu dropdown under Stakeholders > Stakeholder Profiles.
Click on
located on the top right hand side of the page.Click on
.Review and fill in the search fields and click
. You are not required to fill in all the information to search (e.g. Entering 'Bob' in the first name field will display all stakeholders with the name Bob). The more Stakeholder Search fields you fill out, the more narrowed down your search will be.Review any results returned at the bottom of the page.
If no results are found, please proceed to step 7. If results are found, click on the employee ID to view their profile. If there is no employee ID, you can use the Global Search bar (top left of page in the header) to access their profile.
Once you have followed all of the directions above and completed your searches, you will see a button in the bottom right of Add New Stakeholder pop up modal. Click
.Enter the stakeholder's information. The fields with an asterisk ( * ) are required. All legal names are the stakeholder's names as it appears on official government documents (e.g. what they put on their payroll forms and what appears on an official government document). You do not need a copy of the documentation but a confirmation from the individual.
Click
once you have confirmed that all the information entered is correct.Click
to confirm, and you will automatically be redirected to the newly created profile.Please proceed to How to Manage Stakeholder Ranks to add a rank and academic unit to the person if needed.
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You will never need to add a new Sessional Instructor rank for a new hire. Please stop here if the intended instructor assignment will be a Sessional Instructor and notify your SI Contract handler to take care of the assignment and creation of the contract. This will automatically create a new Sessional Instructor rank. |
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Please note that the employee ID and computing ID are not filled in when you manually add a stakeholder. Once you receive the employee ID, please update their profile with the employee ID immediately to ensure that the stakeholder is not accidentally duplicated in the future. Our system will use that employee ID to pull information from external systems (e.g. HAP, SIMS) for that stakeholder. |
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You will never need to add a new Sessional Instructor rank for a new hire. Please stop here if the intended instructor assignment will be a Sessional Instructor and notify your SI Contract handler to take care of the assignment and creation of the contract. This will automatically create a new Sessional Instructor rank. |
How to Manually Add a Rank to a Stakeholder
Use the Global Search located in the top left to search for the newly added stakeholder
In the Stakeholder profile, go to the Employment Details tab → click on the Appointments panel. If you are unable to see this panel, please contact your Director of Administration.
Click the
button.Select a rank from the dropdown list.
Fill out the remaining rank details. A start date is required for the rank.
Please enter the position number to prevent duplicate ranks for a person as our system updates job history based on this number.
Once finished, click
.Add the appropriate academic unit for this stakeholder's rank. Please ensure that the academic unit corresponds with the 4-digit HAP department ID. You may add additional academic units to the person's rank if needed.
Once you click
, you will be able to view the Stakeholder Profile and add the employee ID if you belong to the same academic unit as that person created.
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You can edit the rank details afterwards if needed by clicking the title of the rank in the Employment Details tab of the Stakeholder Profile. |
Assigning the New Instructor to a Course
You or your team can now assign your new faculty member as an instructor to your desired courses at this point. Please remember to enter the Employee ID in the Stakeholder Profile after it becomes available. Simply click the Edit button in the Personal Details tab to do so.
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Frequently Asked Questions
Why do I need to manually create a new stakeholder?
eTRACS is a planning system, which means that when you are planning and managing your stakeholders, you will need to set up profiles for potential future employees, visitors unique to your department or faculty you wish to track or external stakeholders who may need access to eTRACS to do work. For a new person to be assigned to a future planned course, they must first have a profile.
Why does the profile not exist in eTRACS if they are future employees?
A profile may not exist in eTRACS because the person is new to SFU and has not yet been entered into myINFO. They do not have an employee ID or their employee ID is unknown to the hiring Department. Additionally, myINFO is a payroll system, therefore if someone is not hired as an employee (e.g. Visiting Scholar) they would not be given an employee ID.
Doesn't eTRACS create stakeholders automatically?
eTRACS syncs with myINFO every night using the employee ID to update new stakeholders into the system; however, there is variability in the time that it takes for the job record created by Faculty Relations to be updated into myINFO. As we cannot plan for when this update will take place, manually adding a new stakeholder first will allow you to start planning and documenting information earlier. You may also be adding new stakeholders into eTRACS if you want to track information on people who do not hold an active job at SFU or have no employee ID (e.g. Visiting Scholars, Adjuncts, Associate Members, Coaches, Mentors etc).
What happens if I add a stakeholder in eTRACS and they are later entered into myINFO?
We currently sync our stakeholder profiles with myINFO by using the employee ID. To prevent duplicate profiles in eTRACS, it is important to search for existing profiles and regularly maintain the employee ID of the profiles. One of the primary and most important jobs of the Stakeholder Manager in your Faculty/Department will be to ensure that you request the employee ID from Faculty Relations as soon as it is created and add it to their profile, otherwise a duplicate may be created by the system once it synchronizes with myINFO. Further instructions on how to manage this process here.