Editing Faculty Records

This section provides answers to Frequently Asked Questions (FAQs) about editing faculty records in the CCLP. If you don't find the answer to your CCLP question, try putting a keyword or phrase into the Search CCLP field (in the upper right corner) and press Return, or you can submit an idea for a FAQ.

Q: Why can't I type into the AIS name fields?
A: The AIS Name fields are read only. If a faculty member has a CruzId value that is not a TMP CruzId and it matches a CruzId value in AIS, the AIS Name fields will be populated.

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Q: Why can't I type into the AIS ID or Emp. ID fields?
A: The AIS ID field and Emp. ID fields are both read only. If a faculty member has a CruzID value that is not a TMP Cruz ID and it matches a CruzID value in AIS, the AIS ID and Emp. ID fields should be filled in.

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Q: How can I change a faculty's temporary CruzID value in the CCLP to their real CruzID?
A: Here are the steps:

1. You first need to take note of the faculty member's real CruzID value. You can refer to the Campus Directory.

2. In the faculty screen of the CCLP locate the faculty member's record.

3. Click in the CruzID field.

4. From the Change CruzID dialog box, click Change.

5. In the New CruzID text box, type the faculty member's real CruzID. Then click Continue.

6. You will get a dialog box that informs you that the CruzID will be changed during the nightly processing.  Click OK. You will not see the temporary CruzID change immediately; you will see it the next day. Any Sched Dev records for that faculty record will have the CruzID value updated to the real CruzID.

7. Additional Step (Create one-offs): AIS is not notified when you have updated the faculty member's temporary CruzID. Once the CruzID change has been processed in the CCLP you will need to create one-offs on those Sched Dev records for the faculty member and indicate that you changed the temporary CruzID to a real CruzID. This is only true for Sched Dev records that have already been sent in the Batch or have previously been sent in a one-off.

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Q: I requested a change to a CruzID but I changed my mind and want to cancel the CruzID change request.
A: CruzID changes are processed in the nightly interface. If you want to cancel a CruzID change in the CCLP please contact Corinne during the same day that you made the request so she can revert it before it is changed during the nightly processing.

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Q: I have two faculty records for the same individual. One has a temporary CruzID and one has a real CruzID. How can I merge them?
A: Ideally there should only be one faculty record for the same individual. To merge a faculty record that has a temporary CruzID with another faculty record for the same individual (where that record has a real CruzID):

1. Find the faculty record that has the real CruzID (see Searching for a Faculty Record).

2. Take note of the CruzID value.

3. Now find the faculty record that has a temporary CruzID (that you wish to merge with the other faculty record).

4. Click in the CruzID field.

5. From the Change CruzID dialog box, click Change.

6. In the New CruzID text box, type the faculty member's real CruzID. Then click Continue.

7. You will get a dialog box that informs you that a record with that CruzID already exists and asks you to confirm that you want to merge. Click Merge.

8. You will get a dialog box that informs you that the CruzID will be changed during the nightly processing.  Click OK. You will not see the temporary CruzID change immediately; the next day the record with the temporary CruzID will no longer be there and information that was in the record with the temporary CruzID will be merged with the other faculty record. Any Sched Dev records for that faculty record will have the CruzID value updated to the real CruzID.

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Q: I have a faculty record with a real CruzID but the AIS ID and Emp. ID fields are blank.
A: There are a couple of possible reasons:

• If the faculty member is new, it's possible their information is not complete in DivData. If the birth date value is not specified in DivData then this could be the issue.
• If this is not the case, then check the Campus Directory to make sure the CruzID value matches the CruzID in the Campus Directory. If you notice that the CruzID is not the same, you can change the CruzID (see How to Change a Faculty CruzID). CruzIDs are changed during the nightly processing and will not be reflected until the next day.
• If the faculty record continues to not have an AIS ID and Emp. ID value, contact your Local CCLP Subject Matter Expert.

Q: When I search for a faculty individual the record is there but has a Faculty Status value of Inactive. How can I set the Faculty Status value to Hired (or Pending)?
A: Find the faculty record for the individual, then click on the Faculty Status value of Inactive. A dropdown list will appear. Select Hired. Note that faculty individuals who have a Faculty Status set to Inactive will not be listed in the possible list of instructors on the Instructors tabbed area in Sched Dev.

Q: When a faculty member has passed away can I delete their faculty record in the CCLP?
A: No, instead you should change the status to Inactive on the faculty record.

Q: I Updated the Faculty Name in the AKA Fields but the Name in AIS Name Fields Haven't Updated
A: The CCLP is not the system of record. See the Registrar's web site FAQ on How to Request a Professional Name Change in AIS.

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