faculty credentialing & course certification · pdf filesouthern association of colleges...

Secondary Contact

Bobetta Burns

[email protected]

223.7571

Primary Contact

Kimberly Martinez

[email protected]

223.7576

Office of Human Resources

Records Area

We hope you will find the HR SACS processes to

be highly proactive in the credentialing of faculty

and in the certification of faculty member’s

qualifications to teach the courses they are

assigned.

Office of Human Resources

Records Area

September 7, 2012

Faculty Credentialing & Course

Certification Guidelines

HR SACS Processes

Southern Association of Colleges and Schools

HR SACS Processes

Indicate the faculty member’s Qualifying Credential with

a “Q”.

Designate Documents on file in HR as SACS Qualified

Documents.

Enter Graduate and undergraduate course hours, if neces-

sary.

Certify faculty members as qualified to teach by course.


Page 23

Reports &

SACS Processes Check List

Reports

1. Rosters

2. No Qualifying Credential from a institution was marked

with a “Q” in XDFI.

3. Expired Licenses.

4. No Certification Status Report.

5. Certification report of Not Qualified, Justified, Skilled

Instructor statuses.

6. List of Faculty with a Pending certification status.

Check List

1. Does the Faculty member have a department assigned to

them in FCTY?

2. Verify a “Q” has been entered in XDFI next to the quali-

fying credential, if applicable.

3. Make sure institutions with Gad or UG hours are entered

and marked with a “Q” in XDFI

4. Make sure HR Documents on file are designated as

SACS Qualified Documents in XDFI if applicable to the

Course Qualifications.

5. SACS Narratives must be written for certification

statuses of Justified or Not Qualified in XSFCRT.


Page 22

What If’s...

1. If you get the message:

when you try to pull up a faculty members record.

The faculty member needs to be assigned a de-

partment in FCTY.

2. If the Course Qualifications are wrong in XSFCRT or you

find a typo, who do I contact?

Notify Kimberly or Bobetta via email who will

research. Please provide Course Name.

Don’t assign a Certification status if the Course

Qualifications are wrong.

Austin Community College

SACS Datatel Screens

(1.) XSFCRT (Function)

Assign a certification status of (C) certified, (NQ) not

qualified, (J) justified, (S) skills instructor, (T) Clinical

Teaching Assistant or (P) pending to courses that faculty are

assigned to teach.

XSFCRT (Viewing Functions)

1. List all courses a faculty member has been assigned to

since Jan. 2011 and displays course certification status.

2. View course qualifications from Faculty Qualifications

Table.

3. See Qualifying credentials indicated with a “Q” in XDFI.

4. Access to see Documents on File in HR designated as

SACS Qualified and SACS Narrative

5. XDFI access.

(2) XDFI (Functions)

1. View credential information and Documents on file in

HR Records.

2. Indicate the qualifying credential by marking a “Q” next

to the institution.

3. Enter Graduate and Undergraduate Hours.

4. Designate Documents on file in HR as relevant to the

course qualifications for SACS.

5. Write a SACS Justification Narrative.


Table of Contents

Certification Statuses……………………………………...5

Assign Course Certification Status………………………6

Change Course Certification Status…..…………………7

Delete Course Certification Status……………………….8

Course Certification Emails………………………………9

Qualifying Credentials with a “Q”……………………..10

Removing the “Q” from a Credential…………………..10

Graduate (Grad) Hours……...………………………….11

Undergraduate (UG) Hours…….………………...……..12

Delete/Edit Grad or UG Hours………………………….13

Documents on File in HR as SACS Documents ……….14

Unmark SAQS Qualified Documents…………………...15

SACS Narrative……………………..……………………16

About the Faculty Roster………………………………...17

Sample Roster ………………………………………...18-19

Teaching Fields……………………………………….20-21

What If’s..………………………………………………...22

Reports & SACS Processes Check List…………………23


Page 21

Teaching Field Codes

Humanities 60 Physics 10

International Business 61 Physiology 15

International Management 62 Political Science 58

International Studies 63 Psychology 73

Japanese 46 Radio-Television-Film 76

Journalism 64 Reading 30

Latin 47 Religion 77

Linguistics 36 Research Methods 75

Literature 37 Russian 48

Management 66 Social Work 78

Marine Biology 55 Sociology 74

Marketing 67 Spanish 49

Mass Communication 65 Special Populations 81

Mathematics 28 Speech Communications 79

Mathematics Education 69 Statistics 68

Music 70 Studio Art 6

Nursing 11 Technical Communica-

tions 80

Nurtrition 16 Theatre 33

Oceanography 54 Visual and Cultural Stud-

ies 5

Philosophy 71 Visual Art Studies 4

Photography 72 Writing/Rhetoric 31


Page 20

Teaching Fields

These codes are to be used with entering Graduate or Under-

graduate hours in XDFI.

Accounting 1 Developmental/Adult/

Secondary Education 29

American Sign Language 8 Drama 32

Anatomy 14 Early Childhood Educa-

tion 21

Anthropology 2 Economics 34

Arabic 42 Education 35

Art History 3 Educational Administra-

tion 83

Astronomy 9 Elementary Education 22

Biochemistry 18 Engineering 84

Biological Sciences 13 English 25

Biology 12 Environmental Studies 40

Biotechnology 17 ESL 38

Chemistry 19 Finance 41

Child Development 20 French 44

Chinese 43 Geographic Information

System 51

Computer Studies 23 Geography 50

Counseling 82 Geological Sciences 56

Creative Writing 24 Geology 52

Criminal Justice 26 Geophysics 53

Dance 27 German 45

Deaf Education 39 Government 57

Deaf Studies 7 History 59


Course Certification Statuses

Definitions of Certification Statuses

(C) Certified indicates the faculty member has 1) all

qualifying documents on file in HR and 2) have met the

minimum course qualifications.

(NQ) Not Qualified indicates faculty members who don’t

meet the minimum course qualification to teach the course.

(J) Justified is to categorize faculty who do not met some or

any of the minimum course qualifications but qualify

through alternative credentials.

(S) Skills Instructor indicates faculty members that work

under the direct supervision of a SACS qualified instructor

assisting students for a certain portion of the course.

(T) Clinical Teaching Assistant indicates instructors that

assist with student instruction in clinical and lab under

director supervision of a SACS Qualified, MSN faculty

member.

(P) Pending indicates faculty members that meet the

minimum course qualifications but are missing qualifying

paperwork that have not yet been received in HR Records.

All faculty

must be assigned

a course certification status


Assigning a Course Certification Status

Screen: XSFCRT

How to assign a Course Certification Status

1. In XSFCRT, type in the faculty member’s ID#, name or

SSN.

2. Select the course you want to assign a certification status

to by clicking on the magnifier icon.

3. Compare the faculty member’s credentials in XDFI to the

course qualifications to determine the certification status.

If necessary, use XDFI functions to identify

more qualifying credentials to meet course

minimum qualifications. (see pgs. 10-16)

4. Click on the down arrow of the Add/Chg Status field to

select a status.

5. Click on SAVE to update record and to return to the first

screen.

6. The front end screen will populate the certification code,

the date the certification status was assigned and the per-

son who assigned the status.

Other courses with the same qualifications of the course

assigned a certification status will also be given the

same certification status automatically.


Page 19

Sample Roster

Columns 3& 4

Credentials Other Qualifications

MS (System Management), University of Southern Cali-fornia

A-Line Body Tech.@ McDavid Colli-son Ctr. (11/01/05-07/31/09)

Automotive Body Repair Techni-cian

Nova Southeastern Univer-sity 3 years, 9 months

CSA-6730, Sem: Managerial Accounting (3.00)

ACT-6770, Current Iss in Acct Research (3.00)

ASE STA-Collision ASE Specialty Test B3 (12/31/15)

ACT-6710, Sem Financial Accounting (3.00) Required DOC-6080, Seminar in Aca-demic Research (2.00)

ACT-6760, Sem Acct Info Sys & Auditing (4.00)

Skills instructor working under the direct supervision of a SACS quali-fied instructor assisting students in the lab portion of accounting courses

Total: 15.00 Graduate Se-mester Hrs SACS Narrative

License/Certificate

Work Letter

3 4


Page 18

Sample Roster

Columns 1 & 2

Academic Department: Department Name

Name Courses Taught

Datatel ID -Last Name, First Name (Full or Partime)

Spring 2012 ABDR-1419 Basic Metal Re-pair, 3.00 (UN)

1 2


Change a Course Certification Statuses

Screen: XSFCRT

How to Change a Certification Status

1. Go to XSFCRT and type in the faculty member’s ID#,

name or SSN..

2. Select the course you want to change the certification

status to by clicking on the magnifier icon.

3. The current status for the course is displayed in the

field, located to the

right of the screen.

4.Next, click on the down arrow of the Add/Chg Status

field to change the current status.

5. SAVE to update record and to return to the first screen.

All other courses with the same qualifications of the

course assigned a certification status will also

change to the new status.

Certification statuses that are programmatically given

the same certification statuses can be identified with

an asterisk next to your name in the Operator Column.

How to Delete a Certification Status

1. Go to XSFCRT and type the faculty member’s ID#,

name or SSN.

2. Select the course you want to delete the certification

status from by clicking on the magnifier icon.

3. The current status for the course is displayed in the

field, located to the

right of the screen.

4. In the Delete Current Status field, located underneath the

Current Status field, type in a Y for yes.


6. Verify the certification status was removed.

All other courses statuses will be removed if the course

qualifications are the same.


Delete Course Certification Status

Screen: XSFCRT


Page 17

The Faculty Roster

The faculty roster has 4 columns. The information in col-

umns 3 & 4 is pulled from the credentials and documents on

file in HR that are marked on XDFI through XSFCRT.

Column One: List the faculty member’s name and indicate

if the person is full or part time.

Column Two: Display the courses the faculty member is

assigned to teach.

Column Three: list the qualifying academic credentials

marked with a “Q” on XDFI through XSFCRT. If no cre-

dential is marked with a “Q”, no academic or grad/

undergrad hours entered will be displayed.

Column Four: List documents that help establish the faculty

member’s qualifications. If no Documents on file in HR

are designated as a SACS Qualified Document in XDFI

through XSFCRT, the column will be blank.


Page 16

SACS Narrative

Screen: XSFCRT

How to Enter a SACS Narrative

SACS Narratives must be written if the certification status

Justified, is selected.

1. In XSFCRT, type the faculty member’s ID#, name or

SSN.

2. Select the course you want to view the Course Qualifica-

tions.

3. Click on the SACS Qualified Documents field at bottom

of the screen.

4. Next, click on the SACS Narrative field and write narra-

tive in the section provided.


6. Verify an “X” was populated in the SACS Narrative field

7. Click on SAVE again to update out of record.


Course Certification Emails

Certification Status Emails

An email will be sent to the faculty member’s dean as deter-

mined by their primary department on the FCTY screen, and

the VP of Instruction.

Emails are only sent if a status of N (Not Qualified), J

(Justified), P (Pending) or S (Skilled Instructor) is selected.


Qualifying Credentials Screen: XSFCRT & XDFI

How to Mark an Institution as the Qualifying Credential


SSN.

2. Next, select the course you want to attach a qualifying

credential to.

3. Read the Course Qualifications and click on the XDFI

field located at the bottom of the screen to view the fac-

ulty member’s credentials

4. Determine the credentials from the institution list that

best meet the degree requirements of the Course Qualifi-

cations.

5. In the “Q” column, type in a “Q” next to the institution

(s) that meet the Course Qualifications.

6. Click on SAVE button to update record.

Only institution information

marked with a “Q”

will display on the Faculty Roster

How to Remove the “Q”

1. In XDFI or through XSFCRT type the faculty member’s

ID#, name or SSN

2. In the “Q” column type in a “N” next to the institution if

you need to remove the “Q”.

3. Hit Enter and then click on the SAVE button to update

record.


Page 15

Unmarking SACS Qualified Documents

Screen: XSFCRT & XDFI

8. A “Y” will be populated on the SACS Info column next to

the document, if the update was successfully.

Send current faculty documents to Kimberly.

How to Unmark a SACS Qualified Document

1. Follow steps 1-4 on how to mark a HR Doc on file SACS

Qualified.

2. Click on magnifier icon next to the document you want

to unmark as SACS Qualified.

3. Click on the number box that contains typed information

by selecting the box that contains the line with data you

want to delete.

4. A window with three options will pull up: Insert, Delete,

Cancel.

5. Select Delete and click on SAVE until you are back to

XDFI (Institution list).

6. Click on Documents on File in HR field again and verify

“Y” was removed.


Page 14

Documents on File in HR as SACS Qualified Documents

Screen: XSFCRT & XDFI

How to designate a Doc on file in HR as SACS Qualified.


SSN.

2. Next, select a course to view the Course Qualifications &

note which non degree qualifications are needed.

3. Click on the magnifier icon next to the XDFI field

(located at the bottom of the screen).

4. Now click on magnifier icon next to the Documents on

file in HR field (located @ bottom of institution list).

5. Review the list of documents on file and select the docu-

ment you want to designate as a SACS Qualified Docu-

ment by clicking on the magnifier icon next to the num-

ber box.

6. In the section provided, describe how the document ap-

plies to the Course Qualifications for SACS.

If you need to see the actual document, go to the

Fortis system to pull up the faculty member’s cre-

dential file.

6 After describing how the document applies, click on the

SAVE button to update out of screen and again to update

back to XDFI.

7. To verify document was designated as a SACS Qualified

Document, Click on magnifier icon next to the Documents

on file in HR field again.


Graduate Hours Screen: XSFCRT & XDFI

Entering Graduate (GRAD) Hours


SSN.

2. Next, select a course to view the Course Qualifications

3. Click on the XDFI field at the bottom of the screen and

select the institution you want to enter Graduate hours by

clicking on the magnifier icon next to the GRAD HRS

column.

4. Confirm that the correct institution has been chosen.

5. In the GRAD Hours section at the top of the screen, type

in the Course Number and the Course Name in the sec-

tions provided.

*This information can be obtained on the transcripts in

Fortis*

6. Next select the teaching field the grad hours apply to by

typing … in the Teaching Field Column.

7. Now enter the number of hours indicated on the tran-

script that the course is worth.

8. Click on the SAVE button to update back to the institu-

tion list.


you entered Grad Hours to.

If you don’t type a “Q”, the Grad hours will not

display on the roster.

10. Click the SAVE button until you update out of XSFCRT.


Undergraduate Hours Screen: XSFCRT & XDFI

Entering Undergraduate (UG) Hours


SSN.

2. Next, select a course to view the Course Qualifications

3. Click on the XDFI field at the bottom of the screen and

select the institution you want to enter undergraduate

hours by clicking on the magnifier icon in front of the

UG HRS column.

4. Confirm that the correct institution has been chosen.

5. In the Undergraduate Hours section at the bottom of the

screen, type in the Course Number and the Course Name

in the sections provided.

*This information can be obtained on the transcripts in

Fortis*

6. Next select the teaching field the grad hours apply to by

typing … in the Teaching Field Column.

7. Now enter the number of hours indicated on the

transcript that the course is worth.

8. Click on the SAVE button to update back to the

institution list.


you entered UG hours to.

If you don’t type a “Q”, the UG hours will not

display on the roster.

10. Click the SAVE button until you update out of XSFCRT.


Page 13

Deleting or Editing Graduate or Under Graduate Hours Screen: XDFI

Deleting Hours

1. Go to XDFI and type in the faculty member’s ID#, name

or SSN.

2. The institution list will have a “Y” in either the Grad Hrs

or UG Hrs column if course hours were entered.

3. Select the institution you want to delete hours from by

clicking on the magnifier icon.

4. Click on the number you want to delete by selecting the

box that contains the line with hours you want to delete.

5. A window with three options will pull up: Insert, Delete,

Cancel.

6. Select Delete once and then again when prompt to do so.

7. Click on the SAVE button to update record.

8. If the institution is not a qualifying credential, make sure

to remove the “Q” so the credential does not display on

the Roster

Editing Hours Entered.

1. In XDFI, type the faculty member’s ID#, name or SSN.

2. Select the institution you want to edit hours to by click-

ing on the magnifier icon.

3. Click on the section you want to change and type over

the information.

4. Click on the SAVE button to update record.