New Faculty Records (and Searching)

This section provides answers to Frequenlty Asked Questions (FAQs) about creating new faculty records or searching for existing 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: How do I search for an existing faculty record?
A: Since the CCLP is a campus-wide system it is best to search the entire CCLP when searching for an existing faculty record.

1. From the Faculty menu, click the New Faculty/Campus Search button.

2. In the search screen, type in the last name (you can also type the first name), then press Return.

3. Look at the search results to see if there is an existing record for that faculty member.

4. If there is an existing faculty record and the faculty is already associated with the department and subject you are logged in with, then you are done with the search and you can click Return to Faculty Layout (otherwise skip to step 5).

5. If there is an existing faculty record and the faculty is not currently associated with the department and subject you are logged in with (and you want them to be) click the Add My Dept To The List button. Then click Return to Faculty Layout. You are finished now.

6. If your faculty search does not return any search results and you want to create a new faculty record, click Make New Faculty Record. In the New Faculty dialog box, enter the faculty member's CruzID (if you don't know it you can click on the Campus Directory and look it up). If the faculty member does not yet have a CruzID you can click the Create a Temp ID link. Click Continue (this will return you to the Faculty layout where you will see a new Faculty screen).

7. From the blank Faculty screen, enter the last name and first name of the faculty member. From the Faculty Type dropdown, select a faculty type. From the Subcategory dropdown, select a faculty subcategory.

8. If the CruzID exists in AIS, then the next day the Emp ID and AIS ID fields will be filled in.

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Q: How do I create a new faculty record?
A: In order to create a faculty record you must first perform a search as follows:

1. From the Faculty menu, click the New Faculty/Campus Search button.

2. In the search screen, type in the last name (you can also type the first name), then press Return.

3. Look at the search results to see if there is an existing record for that faculty member.

4. If there is an existing record, click the Add My Dept To The List button if the faculty member is not associated with the department and subject you are logged into the CCLP with (otherwise skip to step 5). Then click Return to Faculty Layout. You are finished now.

5. If there is not an existing faculty record, click Make New Faculty Record. Click Create from the Create a New Personnel Record dialog box. In the New Faculty dialog box, enter the faculty member's CruzID (if you don't know it you can click on the Campus Directory and look it up). If the faculty member does not yet have a CruzID you can click the Create a Temp ID link (do not type in your own 'temporary' CruzID -- it needs to be autogenerated). Click Continue (this will return you to the Faculty layout where you will see a new Faculty screen).

6. From the blank Faculty screen, enter the last name and first name of the faculty member. From the Faculty Type dropdown, select a Faculty Category type (the possible values are Temp, Ladder, and LecSOE). From the Sub-category dropdown, select a Faculty Sub-category value. Please note that by default the Faculty Type is set as Temp on new faculty records. If the faculty type is not Temp, it is important to set the Faculty Type on the faculty record before attaching the individual to Sched Dev records in the CCLP because the workload values (and any instructor costs) on Sched Dev records are directly associated with the Faculty Type value. See Faculty Category for more information.

7. If the CruzID exists in AIS, then the next day the Emp ID and AIS ID fields will be filled in.

8. Please note that in order for a new instructor to be able to access eCommons, it is imperative for the HR person to set up the faculty member in DivData with the faculty member's birthdate and social security number.

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Q: How can I add a faculty record that already has a support record for the same individual?
A: Faculty records and support records can share the same CruzID value in the CCLP provided that the CruzID is not a temporary CruzID (one that starts with TMP#####). Here are some steps to follow based on the assumption that the support record has a real CruzID.

1. From the Support screen, search for the support record of the individual for whom you want to add a faculty record. Note the CruzID for the support record. In order for a support record to share a CruzID with a faculty record, the CruzID for the support individual must be a real CruzID and not a temporary CruzID. Write the CruzID down so you can use it for the faculty record.

2. Now from the Faculty screen, you want to make sure that an existing faculty record does not already exist in the CCLP for the same individual (see Searching for a Faculty Record). If there is not an existing faculty record for the same individual that has a support record, you can create a new faculty record and enter the same 'real' CruzID that is being used for the support record (see instructions for Creating a New Faculty Record).

3. If the support record has an AIS ID and Emp. ID, the new faculty record will now have the AIS ID and Emp. ID fields populated.

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Q: How do I add a department and subject to a faculty record?
A: You can only add a department and subject to a Faculty record if you have log in access to the CCLP for that subject (if you do not see the department and subject listed in the Welcome screen then you do not have log in access for that subject).

If you do not have login access for the subject, you will need to have a CLP user who has login access to that subject add the subject to the faculty record. To add a subject to a Faculty record, clicking the New Faculty/Campus Search button, searching for them and if they are found, click the Add My Dept to the List (see instructions for Searching for a Faculty Record).

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Q: I entered a new faculty record that has a CruzID. How do the ID fields (Empl. ID and AIS ID) get populated?
A: In order for the ID fields to be populated there must be a DivData record for the faculty individual. Contact the Academic Personnel individual in your division to inquire about whether a DivData record for the faculty member exists and if it does not, request that a DivData record be added. The CCLP has a nightly interface with DivData and the ID fields will be updated the next day when they are added in DivData.

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Q: The individual for the new faculty record I'm creating does not have a real CruzID yet. What is the right way to create a temporary CruzID for the individual?
A: If there is not a real CruzID for the individual, you will need to have the CCLP create a temporary CruzID. From the New Faculty dialog box, click the Create a Temp ID link. It is very important that you do not type in your own 'temporary' CruzID. The temporary CruzID needs to be autogenerated.

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Q: About the Faculty Category Values
A: There are three faculty category values.:

• Ladder: Faculty that are ladder-based. Ladder faculty have a workload of 5. When a ladder faculty individual is entered on the Instructors tabbed area of Sched Dev, the Hire/App checkbox is always checked. In Sched Dev, no costs are calculated for ladder faculty. On the Faculty screen there are distinct Faculty Subcategory values (in the dropdown list) that correspond to a Faculty Category of Ladder.
• Temp: Faculty that are not ladder-based and who are not lecturers with security of employment. Temp faculty have a workload of 8. When a temp faculty individual is entered on the Instructors tabbed area of Sched Dev, the Hire/App checkbox is always unchecked by default. In Sched Dev, costs are calculated for temp faculty based on calculations of the faculty's salary and the FTE amount. On the Faculty screen there are distinct Faculty Subcategory values (in the dropdown list) that correspond to a Faculty Category of Temp.
• LecSOE: Lecture faculty with security of employment LecSOE faculty have a workload of 8. When a LecSOE faculty individual is entered on the Instructors tabbed area of Sched Dev, the Hire/App checkbox is always checked. In Sched Dev, costs are calculated for LecSOE faculty based on calculations of the faculty's salary and the FTE amount. On the Faculty screen there are distinct Faculty Subcategory values (in the dropdown list) that correspond to a Faculty Category of LecSOE.

Q: The Faculty Record Does Not Appear in the Search.
A: See the FAQ: How to Create a New Faculty Record (instructions on how to make a new faculty record begin on step 5).

Q: What is a Placeholder Faculty Record and How is it Used?
A: A placeholder faculty record is a record that can be used in Sched Dev records as a substitute for an actual faculty record when the instructor has yet to be determined for a course. In the Faculty area of the CCLP, placeholder faculty records usually have a name like STAFF TEMP (for temporary faculty) and STAFF LADDER (for ladder faculty). Placeholder faculty records always have a temporary CruzID that starts with TMP#####. This is as intended.

Placeholder faculty records are used in Sched Dev records to reflect faculty workload and course costs. For example, if you want to indicate that a lecturer will be teaching the course but you don't know who the actual instructor will be, you could assign the placeholder faculty record STAFF TEMP as the instructor. To indicate the course cost for a placeholder lecturer you will need to enter a forced cost value since placeholder faculty do not have salary history. Similarly, if you want to indicate that a ladder faculty will be teaching the course but you don't know who the actual instructor will be, you could assign the placeholder faculty record STAFF LADDER as the instructor. See adding a placeholder faculty record to a course. When you know who the real instructor will be, you will need to remove the placeholder faculty record from the Sched Dev record. See removing a placeholder faculty record from a course.

Placeholder faculty records are not intended to be edited. They should stay as is. It is very important to not modify the first and last name of placeholder faculty records because placeholder faculty records are often assigned in many Sched Dev records (editing the first and last name will impact any Sched Dev records that have the placeholder faculty record assigned).

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