Faculty Account Assignment

Process for Assigning Faculty ID Numbers

  1. Offer letters, personal data forms, employment forms, and information concerning employee benefits are sent to prospective faculty members. Upon acceptance of the contract, the forms are completed and submitted to Human Resource Services.
  2. Once these documents are submitted to Human Resource Services the data is coded on the Banner HR system. The coded data entered includes employee type and date when access to University facilities is to be granted. Based on the coding entered on the Banner HR forms PPACERT and PEAEMPL, and final approval from Payroll and Benefits, employees are placed into NBAJOBS to be assigned a VAX ID for email. (Note: For Payroll information contact Kay Wood and Benefits information contact Angie Miller)
  3. In order for NBAJOBS to issue a userid the following data is needed:

    SSN - from spbpers
    Name - from spriden
    Home dept. code - from pebempl (pebempl_orgn_code_home)
    Campus address - from spraddr (spraddr_atyp_code = "SC"

  4. Each night, Information Technology Services runs NBAJOBS which examines the access fields. If the access date is met on PP_ACCESS_YY, PP_ACCESS_MM and PP_ACCESS_DD, the userid is placed on the CSO (online directory available from the Appalachian State University home page), a paper memorandum is generated to the employee in the home department notifying him/her of the VAX ID, the temporary password, facilities for which he/she have access, how to log on ASU systems and read email, and how to establish their permanent password.
  5. A second step is the granting of access to student information for faculty and teaching graduate assistants. This link is made by the home department or the Registrar's Office when the faculty name and identification number are added to the Student Information System (SIS).
  6. Faculty in special contractual situations who do not fall under the Banner system can have access by completing the personal data form.

Note: The Faculty ID Number is a unique number which is used to identify the faculty member throughout the Student Information System, Faculty Management (1FM Screens), and Web For Faculty in accessing class lists, final grading, advising, etc. It is also used by Institutional Research in Enrollment Reporting to General Administration.

Procedures for Verifying and Updating Faculty ID Numbers

  1. Print RBA402_A, CTF Assigned or Blank Faculty ID, from E-Print.
  2. Identify the following types of courses:

    a. Valid Instructor Name with Instructor ID listed as 999-99-9999 or BLANK.     Using the Faculty Management Name Search Screen (1F2), enter the last name. If there is no match, enter the first letter of the last name and check for a match. Sometimes the last name has been misspelled or the wrong initial is used on the system. If you find that is the case, go to Screen 129 and correct. If the faculty is not listed in Faculty Management, call the individual department.

    b. Instructor Name listed as "Staff" with course enrollment(s).     Call the individual department. They may update Screen 132 directly or give you the information.
  3. Check report each morning thereafter until all names and ID's have been corrected or added.
  4. It is important that this process must be completed in a timely manner for the following reasons:

    Web for Faculty     - Faculty cannot access their Teaching Schedule, Class List, Class Roll, Photo List, Email Options, Academic Progress Report and Grade Posting. During the summer sessions, this cleanup falls shortly after the last day to add a class. A e-mail is generated by the Registration Manager to all faculty to notify them of the process and deadline for reporting final grades on the Web.

    Enrollment Reporting - General Administration requires that all UNC institutions complete an "Enrollment Census" on the 10th class day of the term. Since the Faculty ID is the field that is linked to multiple files in SIS, it must be loaded correctly with each course to properly report teaching assignments. Also, any sections assigned on SIS to "Staff" or to the wrong faculty may hurt funding for the department in which this occurs. Therefore, the information on SIS needs to be as complete and as accurate as possible by this date.