Adding New Faculty Member for Course Planning

Owned by Vicky Leung
Last updated: Oct 30, 2024
3 min read

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

  1. Navigate to the menu dropdown under Stakeholders > Stakeholder Profiles. 

  2. Click on   located on the top right hand side of the page.

  3. Click on .

  4. 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.

  5. Review any results returned at the bottom of the page.

  6. 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.

  7. 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  .

  8. 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.

  9. Click once you have confirmed that all the information entered is correct.

  10. Click  to confirm, and you will automatically be redirected to the newly created profile.

  11. Please proceed to How to Manage Stakeholder Ranks to add a rank and academic unit to the person.

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.

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

  1. Use the Global Search located in the top left to search for the newly added stakeholder image-20241030-172309.png

  2. 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.

  3. Click the  button.

  4. Select a rank from the dropdown list.

  5. Fill out the remaining rank details. A start date is required for the rank.

  6. Please enter the position number to prevent duplicate ranks for a person as our system updates job history based on this number. 

  7. Once finished, click .

  8. 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.

  9. 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.

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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