How to Update the Schedule of Classes: Staff/Faculty
Instructors (and optionally staff) must be placed on the Schedule of Classes so that they can:
- Grade the class at the end of the semester
- Have access to Canvas
- View the class in the Faculty Center
- Initiate a Change of Grade eForm in the future
The Meeting tab in Maintain Schedule of Classes can still be edited by the Schools/Departments after Schedule of Classes Editing has closed
1. In Maintain Schedule of Classes, click on the Meetings tab
2. Edit/Review Staff and Faculty in the Instructors for Meeting Patterns
Be sure to click the 'View All' button. The default is to only display the first 2 rows.
Add and Remove staff/faculty by using the + and - icons.
3. Enter/Review information in the following fields
Staff/Faculty ID and Name
If the staff/faculty isn't available under the look up icon, you must complete the Instructor/Staff Table Request Form: https://students.uthscsa.edu/registrar/2015/03/forms-for-departments-and-deans-offices/
Instructor Role
- Primary Instructor (required) - This is the course director, i.e. faculty member primarily responsible for the class.
- Secondary Instructor - All other faculty who teach in the class. This is a faculty member who has a level of responsibility secondary to the primary instructor. Everyone with any teaching responsibility must be listed.
- Teaching Assistant - This is a support person at the institution that assists instructing faculty by conducting discussions or providing supplemental instruction to students, especially in laboratory settings. This can never be an enrolled student.
- Executive - This is a program director, chair, assistant dean or associate dean who has no teaching responsibility in the class, but who needs access to the class (i.e., for grading approval in the absence of the primary instructor).
- Staff - This is an administrative support person assisting the primary instructor or course coordinator, for the purpose of accessing class rosters and, if appropriate, completing initial grade entry for subsequent approval by faculty.
- Learning Management Only - This role is intended for faculty who only need access to the class in the current Learning Management System (Canvas), but have no teaching responsibilities in the class. This also allows them access to the class roster in My Student Center via the Faculty Center.
Every course must have one and only one Primary Instructor. If a course has a Course Coord Non-Teaching, then the faculty teaching the course must have the Secondary Instructor Role selected.
Courses cannot have Primary Instructor and Course Coord Non-Teaching roles selected or the course will populate on our error report.
Staff have their instructor role defaulted to Staff Assistant.
This check box determines who is listed publicly on the class when the class is searched or viewed
Access
Access determines who is eligible to enter and approve grades on the class
Access Options:
- Blank - This individual should not enter or approve grade
- Grade - When the grade roster is opened, these individuals will have access to enter student grades for the class into the Faculty Center
- Approve - When the grade roster is opened, these individuals can enter and 'approve' grades in the Faculty Center. Grades must be set to a status of 'approve' before they are final in the official record. Reference Entering Grades in the Faculty Center for additional information.
At least one faculty member must be given 'Approve' access. Multiple individuals can be given Grade and Approve access.
Staff Assistants are restricted to only having Grade access.
Canvas Role
Selections made here determine what level of access this individual has in CANVAS (the university's online learning management system).
CANVAS Training in UT Learns is required for Instructors, Staff, and TAs to be assigned a Canvas Role
If you attempt to give someone CANVAS access who has not had this training, you will receive an error message.
Contact your department or dean's office for additional information on how to receive this training.
CANVAS will reflect the changes by 8 a.m. on the next business day during the term. After the term, information is no longer synced to CANVAS. Contact CANVAS Team directly to have this information updated: https://www.uthscsa.edu/university/canvas
Students who act as TA's or auditors (or any other exceptional access) must contact the CANVAS Team directly to be added: https://www.uthscsa.edu/university/canvas
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