Instructors

The Instructors button opens a screen to add and delete instructors who are qualified to teach this course and to set the default instructors.

When creating a class for this course, the following instructor assignments are displayed:

Depending on the authorization role of the user, the following actions may be available:

To assign a Qualified Instructor for this course, complete the following steps:

Click on the Add button in the left pane.
The Employee Search screen is displayed. Enter the search criteria and click on the Search button.
Employees who meet the selection criteria, and who are also set up as Instructors, are listed.
Check the box to the left of the name of each employee to be set up as a qualified instructor for this course.
Click on the Assign Common Data button to assign the same Default status to each of the selected employees.
Indicates whether the selected instructor(s) should be assigned as the default instructor(s) whenever a new class is created for this course (Yes/No).
- If one instructor is set to Yes, he/she will automatically be assigned as the instructor when a new class is created. However, a different instructor can be selected.
- If more than one instructor is set to Yes, all the instructors will automatically be assigned when a new class is created. Any or all of the instructor assignments can be changed.
- If no instructors are set to Yes, the instructor(s) must be manually selected whenever a new class is created.
Click on the Assign: Individual Data button if one or more of the selected instructors should have a different Default setting.
Note: Instructors selected in this screen are Qualified, regardless of the setting of the Default field.
Click on the Save button in the left pane.

Default Instructors are automatically assigned as instructors whenever a class for this course is created. They can be removed for a specific class if they are not available.

To assign one or more Default Instructors for this course, complete the following steps:

Click on the Add button in the left pane.
The Employee Search screen is displayed. Enter the search criteria and click on the Search button.
Employees who meet the selection criteria, and who are also set up as Instructors, are listed.
Check the box to the left of the name of each employee to be set up as a default instructor for this course.
Click on the Assign Common Data button for multiple instructors or Assign: Individual Data button for a single instructor
Set the Default status to Yes.
Indicates whether the selected instructor(s) should be assigned as the default instructor(s) whenever a new class is created for this course (Yes/No).
- If one instructor is set to Yes, he/she will automatically be assigned as the instructor when a new class is created. However, a different instructor can be selected.
- If more than one instructor is set to Yes, all the instructors will automatically be assigned when a new class is created. Any or all of the instructor assignments can be changed.
- If no instructors are set to Yes, the instructor(s) must be manually selected whenever a new class is created.
Click on the Save button in the left pane.

If an instructor is no longer qualified to teach a course, his/her name can be removed from the Instructors section for this specific course.

Complete the following steps:

From the Configuration section>Education Tracking card, open the Courses/Competencies screen.
Search for and open the affected Course/Competency record.
Select the Instructors section button in the left pane.
A listing of the qualified instructors is displayed.
Check the box to the left of the instructor name(s) that are to be removed.
Click on the Delete Selected button in the left pane.
All selected instructors are removed from the qualified instructors listing.
Note: Instructors that are removed are no longer eligible for selection if settings require a qualified instructor to be assigned for a class related to this course. If these employees are set up as qualified instructors for other courses, that eligibility is still intact. Also, these employees are still considered to be instructors in the system and may be selected for other classes that do not require qualified instructors.

Note: Employees are only returned on the search results if they have been previously set up as Instructors in the Employee Record>General section>Classification tab. The Instructor field must be set to Yes, and then the employee name is displayed on the list of instructors.

Indicates whether the selected instructor(s) should be assigned as the default instructor(s) whenever a new class is created for this course (Yes/No).

The following action buttons may be available in the left pane for adding or deleting related records:

Click on the Add button to open a screen to configure a new record.

Complete the following steps to add a new record:

Click on the Add button in the left pane. The corresponding New Record screen is displayed.
Enter data in applicable fields. The fields with an asterisk are required and must be completed before the record can be saved.
- Fields that require specific values display Field Look Up Values in the right pane. If there is no right pane, the List Selector icon is displayed to the right of a field to open a listing of valid values.
  The List Selector icon opens a screen to select valid options for a specific field. Depending on the field, the values on this list may be set up on the corresponding configuration screen, or may be standard or client-defined values in the system.
  
  Click on the icon to the right of a field to open the List Selector screen. Click the selected value to load it to the field.
  
  Note: This listing option is used in screens when the right pane is not available to display the Field Look Up Values.
  
  If specific values are required for a field, valid options may be displayed in the Field Look Up Values in the right pane. Usually, these values are previously set up on the corresponding Configuration screen. Scroll down the list to find the required value using the vertical scroll bar to the right of the list.
  
  Note: If the first few characters are typed into the field, the list automatically scrolls to the values beginning with the corresponding values.
  
  Screens that do not have a right pane available have the list selector icon to open a listing of valid values. Click this icon to open the list.
  
  Note: Organization Unit information may need to be entered before values are displayed. For example, when accessing a Job Class field, the job class options available are linked to specific organization units. The organization unit where job classes are created must be entered before the options are displayed.
- Fields that require specific standard response values (for example, Yes/No) display a Drop-Down Menu arrow to open a list of valid options.
  If specific standard values are required for a field, valid options may be displayed in a Drop Down Menu. These are usually standard options, or may be client defined. The values are not accessible through a configuration screen.
  
  Click on the drop down menu arrow to display the options.
- Fields that require date values display a calendar in the Field Look Up Values in the right pane. If there is no right pane, the Date Selector icon is displayed to open a calendar to select a date. Date values can also be typed in.
  When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
If there are Indicator and/or Parameter tabs, these must be configured as well. Default values are displayed for all indicator settings (and selected parameter settings), but may be changed for this record. For more information on indicator and parameter settings, the Configuration section>System card>Indicators screen and Parameters screen. See also the Rules and Parameters Specification documentation.
Depending on the screen being set up, there may also be additional Section buttons in the left pane. Click on the buttons to open and configure those additional screens.
When all screens have been completed, click on the Save button to save the new record values.
Note: For more information and screen prints, see Adding a New Record.

The Delete button is used to remove one or more records from a screen.

To delete a record, complete the following steps:

Click on the selection box to the left of each record to be deleted.
A check mark is displayed
Click the Delete button.
If a single record is open, select the Delete button (there are no boxes to select the record).
A message is displayed verifying the record should be deleted. Click on Yes to continue.

The Advanced button loads the expanded search criteria mode with additional fields for locating a record. When the Basic search mode is loaded, the button shows as Advanced. When the Advanced search mode is loaded, the button shows as Basic.

Note: The user can set whether the Basic or Advanced search mode is automatically loaded for each screen. This setting is found under Preferences section>My Preferences card>Search screen>Mode tab. The Advanced/Basic buttons only display on screens with Advanced search capabilities.

The Assign: Common Data button is used when assigning multiple records that need values entered. This indicates that all the selected records should be assigned the same values.

For example, when adding Pool Code assignments to an employee, if the Active status and the employee's Reference Number are the same for all pool assignments, select Assign: Common Data. The user only needs to add these values once and they are assigned to each record.

Note: If records should have different values, select Assign: Individual Data, and each record is opened separately to add values.

The Assign: Individual Data button is used when assigning multiple records that need values entered. This indicates that the selected records should be assigned different values.

For example, when adding Pool Code assignments to an employee, if the Active status and the employee's Reference Number should be different for some (or all) of the pool assignments, select Assign: Individual Data. Each record is open to add values.

Note: If all records should have the same values, select Assign: Common Data, and the values only need to be entered once.

To assign records to another record, check the boxes to the left of each record and click on the Assign Selected button.

After records have been selected in the search, the following additional actions may be available in the left pane: