Before Requesting for eTRACS Access

Owned by Annie Zhou
Last updated: Oct 21, 2024 by Vivian Jiang
2 min read

  1. You will need to ensure that the person you are submitting the request for is already in eTRACS

  2. Make sure the person’s rank is correctly recorded in eTRACS

1. How do I know if someone is in eTRACS?

Searching for stakeholders in eTRACS:

  1. Navigate to eTRACS. At the top left of the page, enter the user’s name, employee ID, or computing ID in the global search bar, then press enter:

  1. Check whether they are in eTRACS:

If they are in the system, you should see their name in the pop-up modal that appears.

Access their profile by clicking their name and verify that the information on their profile is correct.

If they are not shown in the modal as above – they can’t be found in eTRACS

Follow this guide to create a profile for them on eTRACS: How to Add a New Stakeholder

2. How do I validate a person’s rank?

  1. Navigate to their stakeholder’s profile (follow the steps above if you’re unsure how to search for a stakeholder)

  2. Click the Employment Details tab on their profile

  1. Click the Appointments Panel to expand it to view a person’s previous and current active ranks

Possible scenarios:

A. If their rank appears in the results table, click into the corresponding rank title to verify if their information is accurate

B. If their rank is missing, review the following criteria below to assess whether you should create a new rank for them or not:

i. Rank is part of a Temporary Pool: If their rank belongs to temporary pool, you should create it. Follow this guide to create a new rank: How to Manage Stakeholder Ranks

ii. Rank is a Staff Position not under Temporary Pool: If it’s a regular staff position, wait for it to be automatically updated in eTRACS from myINFO. It should come in on the start date of the position. If it’s still not available after their start date, submit a TDX ticket here.

iii. Rank is a Faculty Position (e.g. Lecturer, Professor): If it’s a faculty position and their start date hasn’t yet passed, you can create it for course planning purposes. However, do not create a new rank for sessional instructors.

Once these steps are complete, you can move on to requesting for eTRACS Access: https://tracs.atlassian.net/wiki/x/FYBGKw