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?
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.
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.
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.
If the rank belongs to temp pool, you should create them.
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.
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.
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.
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:
Go into Course Scheduler (https://tracs.sfu.ca/course_management/course_scheduler)
Use the filters to look for the co-op courses
Drag a offering in
Change Meeting Pattern to User Defined and click on Save
Go into Instructors tab
Remove the instructor by clicking on the red remove button
Search and add a TBA Instructor
Click on Save Instructors button
Click on Meetings tab
Add the Mon-Fri whole day meeting schedule, and click on save
Repeat the above steps for all co-op courses
Once all co-op courses are scheduled with TBA Instructor, go to goSFU Course Data Upload page -> Schedules worksheet to publish the schedules
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.
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