Campus Solutions Instructor Workload Training Course Summary This - - PowerPoint PPT Presentation

Campus Solutions

Instructor Workload Training

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Course Summary This workshop will show you how to assign instructors to your classes. Audience: Academic Administrators Training Material PowerPoint Trainer/Contact: MDConnectinfo@mdc.edu Version Date: May 11, 2016

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Classroom Ground Rules

Complete training sign-in Silence cell phones Refrain from side conversations Complete post-training evaluation Check email during breaks ONLY

@

Log in to computers only when instructed

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Upon completion of this course, you should be able to:

• Add a FT instructor to a class as their first inload and with default points
• Add an Academic Org to an instructor’s list of “Approved Courses” in the

instructor/advisor table

• Add a FT instructor to a class as inload with additional points for large class

size as overload

• Add multiple instructors to class with one meeting pattern
• Add two instructors to class with two meeting patterns

Instructor Workload Training

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The MDConnect Instructor Workload System

Schedule Class Meetings Instructor Assignments Instructor Assignment Class Define instructor assignment class values Assignment Type Define instructor assignment type values Instructor Term Workload Create, update, or review an instructor's term workload record Instr/Advisor Table Add and modify instructor and advisor records Assign Instructors - CWCS Generate dataset for College- wide Course Selection Copy/Update Workload Process Run batch process to copy workload from term to term or to update workload Instructor Workload Variance Generate workload variance reports Instructor Bank Points View banked point history Instructor Term Workload Self-Service Faculty View Instructor Bank Points Self-Service Faculty View

Faculty Staff & Admin Back Office

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Key Process Changes and Impacts

Current Process New Process Instructor workload is calculated in points Instructor workload will remain calculated in points ASTRA to Odyssey entry of instructor assignments is delayed by an overnight lag time MDConnect Instructor Workload is unitary. There is no lag time as there is in Odyssey/ASTRA and ASTRA/Odyssey. ASTRA has point limit hard stops MDConnect Instructor Workload has no hard stops. Point limits must be maintained manually and via Instructor Workload Variance Reports.

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Add a FT instructor to a class as their first inload and with default points

Schedule Class Meetings Instructor Assignments

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Workflow

Class is created or rolled over in Semester Schedule

• f Classes by

College Registrar Instructor exists in MDConnect and has taught recently in your department Attach instructor to class and assign default points

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

You need to navigate to the Schedule Class Meetings screen to add a an instructor to a class. Follow the navigation below.

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

• 1. You can enter…

MDC01 (You can later set this up as a default setting) 2167 (Fall 2016) ENC1101 is entered as two values Campus = IAC MDC01 2167 ENC 1101 IAC

• 2. Click Search.

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

• 1. Click the magnifying

glass to find Term or enter 2167 for Fall 2016.

• 2. Click any value

in the data row to select the Term.

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

• 1. Click the magnifying

glass to find Term or enter 2167 for Fall 2016.

• 2. Click any

value to select the Campus.

• 3. Click Search

to display list of classes.

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We are going to select Class Nbr

• 3488. To do so,

click any value in this row.

Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

Greenberg Liza

• 1. Click the magnifying glass to

find the instructor, Liza Greenberg.

• 2. Enter the instructor’s name in the

Look Up ID window.

• 3. Click Look Up

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

Click any value in the data row to select the instructor.

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

• 2. The default instructor role is

Primary Instructor, the other is Secondary Instructor. Do not select Teaching Assistants.

• 3. For the Access drop-down

menu, always select Approve. In some instances, Secondary Instructors may be given the Grade option.

• 1. The instructor has been

added.

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

• 2. Click the Empl Rcd# magnifying

glass to select the Empl Record number for this instructor.

• 1. You will now select the Empl

Rcd# for this instructor. This defines the source of pay.

• 3. Click any field in the record

data row that you wish to

• select. In this instance, this is

an in-load assignment in the instructor’s home department.

• 4. Click on the Workload

tab to enter workload values.

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

• 1. Inload CNV and Overload

CNV are drop-down menu selections that apply only to ASTRA converted data. They will not appear in Production. Not Includ is reserved for 0- point load assignments (i.e., Intervention Specialists). 2. The default points for the course will be displayed. This value may be modified accordingly. See Course Catalog for component values (Main Menu > Curriculum Management > Course Catalog> Course Catalog) Non-default values assigned to FT and PT instructors will be closely monitored.

• 3. Click the

Save button to save your work.

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Add instructor eligibility to the instructor/advisor table using the MDC Faculty Credentials System as a guide

Instr/Advisor Table Add and modify instructor and advisor records Schedule Class Meetings Instructor Assignments

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Workflow

Class is created or rolled over in Semester Schedule

• f Classes by

College Registrar Instructor exists in MDConnect and has not taught in your department Check Term Workload to view current assignments, if any Attach instructor to class and assign default points Check credentials in the MDC Faculty Credentials System Instructor has been previously approved to teach class

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P30448069

https://wape.mdc.edu/FacultyCredentials/FacultyInfo.aspx

You are looking for PT instructor Lauren Birden. At this point in time you must enter an MDID or an SSN. EmplID lookup will be added to the Faculty Credentials System. Lauren Birden is approved to teach ENC1101, 1102, 1112, and 1113. This is the URL for the Faculty Credentials System.

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This instructor does not exist in your Academic Org so you are going to attach her in the Instructor/Advisor Table by first navigating to the page.

Navigation: Main Menu > Curriculum Management > Instructor/Advisor Information > Instructor/Advisor Table

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birden Navigation: Main Menu > Curriculum Management > Instructor/Advisor Information > Instructor/Advisor Table

• 1. ID is the new EmplID

Campus ID is our old MDID (if you have this value, then you can use it).

• 2. You are going to search by last name.
• 3. Click to search.

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Click on any field of the desired instructor record.

Navigation: Main Menu > Curriculum Management > Instructor/Advisor Information > Instructor/Advisor Table

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Navigation: Main Menu > Curriculum Management > Instructor/Advisor Information > Instructor/Advisor Table

You are going to add a new data row with an Effective Date to this instructor. This will allow you to attach your Academic Org as per the Effective Date. Click on the plus sign.

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• 1. Note that the new Effective

Date is 05/03/2016 and that there are now two records.

Navigation: Main Menu > Curriculum Management > Instructor/Advisor Information > Instructor/Advisor Table

• 2. Clock Approved Courses

to enter Academic Org

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• 1. Note the new Effective Date.

Navigation: Main Menu > Curriculum Management > Instructor/Advisor Information > Instructor/Advisor Table

• 2. Click the plus sign to add a

new Academic Org row.

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Navigation: Main Menu > Curriculum Management > Instructor/Advisor Information > Instructor/Advisor Table

Click the magnifying glass look up button.

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Navigation: Main Menu > Curriculum Management > Instructor/Advisor Information > Instructor/Advisor Table

iac

• 1. To quickly find

your Academic Org, select “contains” from the Description drop-down menu.

• 2. Enter your

campus name

• r abbreviation.
• 3. Click the

Look Up button.

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Navigation: Main Menu > Curriculum Management > Instructor/Advisor Information > Instructor/Advisor Table

Click Save to save your work.

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Navigation: Main Menu > Curriculum Management > Instructor/Advisor Information > Instructor Term Workload

You will now check to see if this adjunct instructor has not exceeded the semester’s point limit before you assign the class. You will do this in Instructor Term Workload. For point limitations, see: https://www.mdc.edu/hr/ASTRA/default.asp

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Navigation: Main Menu > Curriculum Management > Instructor/Advisor Information > Instructor Term Workload

Since this instructor has a relatively uncommon name, you will enter the Academic Institution and search by her last name. Click Search.

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Navigation: Main Menu > Curriculum Management > Instructor/Advisor Information > Instructor Term Workload

This instructor is miscoded as a FT faculty. Her status needs to be changed to Adjunct by clicking the Instructor Assignment Class magnifying glass and select Adjunct.

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Navigation: Main Menu > Curriculum Management > Instructor/Advisor Information > Instructor Term Workload

Select Adjunct by clicking any value in the relevant table row.

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This adjunct has Total Term Inload of 12 points. The Fall limit for adjuncts is 48 points. You can assign her a class.

Navigation: Main Menu > Curriculum Management > Instructor/Advisor Information > Instructor Term Workload

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

Now you will add the instructor to an existing class by navigating to the Schedule Class Meetings page.

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• 1. Enter values for:
• Academic Institution
• Term
• Subject Area
• Catalog Number

OR Use magnifying glass to look up and select values

• 2. Enter the Class Nbr, if you know it

and click Search or leave Class Nbr field blank and click Search.

Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

• 1. Click the magnifying glass to

select Lauren Birden.

• 2. The, Look Up ID

window will display. Click the column header titled Last Name to sort names in alphabetical order.

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

Select Lauren Birden by clicking on any field in the data row.

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

• 1. Instructor Role must be set

to Primary Instructor OR Secondary Instructor. Never set it to TA.

• 2. Always set grading Access

to Approve.

• 4. Click the Workload tab to

set load type and points.

• 3. The Empl Rcd# for adjunct

instructors is usually 0.

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Adjunct Assignments Type is ALWAYS In Load Twelve Points is the default load value for ENC1101 Click Save when finished.

Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

Do not change Load Factor.

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Logging Into MDConnect

Log into the training environment: https://mymdcstrain.oracleoutsourcing.com/SMYM5J/signon.html

1. User ID: Your current User ID 2. Password: Your current 15 digits Password You have successfully logged in if you see this header:

Pause…

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Add a FT instructor to a class as inload with additional points for large class size as overload

Schedule Class Meetings Instructor Assignments Instructor Term Workload Create, update, or review an instructor's term workload record

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Navigation: Main Menu > Curriculum Management > Instructor/Advisor Information > Instructor Term Workload

You will first need to check the points and their distribution for this FT faculty member by going to the Instructor Term Workload screen.

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Navigation: Main Menu > Curriculum Management > Instructor/Advisor Information > Instructor Term Workload

• 1. Enter the Academic Institution, and

instructor’s last name if you do not have their EmplID.

• 2. Click the

Search button.

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Navigation: Main Menu > Curriculum Management > Instructor/Advisor Information > Instructor Term Workload

Select Octavio Roca by clicking any value in the data row.

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Navigation: Main Menu > Curriculum Management > Instructor/Advisor Information > Instructor Term Workload

Octavio Roca has a full load and no

• verload points for 2167.

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Navigation: Main Menu > Curriculum Management > Instructor/Advisor Information > Instructor Term Workload

Click Job Code to view the fields shown below.

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To view a specific class, click on Class Nbr, as shown below.

Navigation: Main Menu > Curriculum Management > Instructor/Advisor Information > Instructor Term Workload

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Navigation: Main Menu > Curriculum Management > Instructor/Advisor Information > Instructor Term Workload

To view additional assignment fields, click Class Data.

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

You will now navigate to the Schedule Class Meetings page to check enrollment and adjust points.

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

• 1. You are going to search for a PHI2010 class at the North
• Campus. The Class Nbr is 5917. The only other values that

you need are Academic Institution, MDC01 and Term, 2167.

• 2. Click Search

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

Octavio Roca has been assigned this class. Click Enrollment Cntrl to verify that the class enrollment for the first class roll after the 100% refund date.

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Number of Students From To Points Paid 50 54 13 55 59 14 60 64 15 65 69 16 70 74 17 75 79 18 80 84 19 85 89 20 90 94 21 95 99 22 100 104 23 105 109 24 110 114 24 115 119 24 120 124 24 Compensation for Large Class Size (based on 3-credit 12 point class)

• 2. The current enrollment

in this class is 60. This entitles the instructor to additional compensation for a large class.

Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

• 1. In order to assign the 3
• verload points, you need

to return to the Meetings page by clicking the Meetings tab.

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

Next, click the tab titled Workload that is situated beneath Instructors for Meeting Pattern heading.

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

Next, click the plus button to add a new row..

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

You can copy and paste the ID or use the magnifying glass to select the instructor.

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

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• 1. Click the Assign Type

drop-down menu and select OL Pay. The values Inload CNV and Ovrld- CNV will not appear in

• Production. The value Not

Includ is used for 0-point assignments.

• 2. Enter 3 points for Work

Load.

• 3. Click the Save button.

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

The message below will appear when you attempt to

• Save. Always click OK.

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Octavio Roca will now receive 15 points for this class, consisting of 12 points in-load and 3 points

• verload pay.

Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

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Navigation: Main Menu > Curriculum Management > Instructor/Advisor Information > Instructor Term Workload

Now, check Octavio Roca’s Term Workload by navigating to the Instructor Term Workload page.

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Navigation: Main Menu > Curriculum Management > Instructor/Advisor Information > Instructor Term Workload

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Logging Into MDConnect

Log into the training environment: https://mymdcstrain.oracleoutsourcing.com/SMYM5J/signon.html

1. User ID: Your current User ID 2. Password: Your current 15 digits Password You have successfully logged in if you see this header:

Pause…

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Add multiple instructors to class with one meeting pattern

Schedule Class Meetings Instructor Assignments

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

You need to navigate to the Schedule Class Meetings screen to add a second instructor to a class.

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

• 1. You will select an adjunct-taught

ENC1101 class in the 2167 schedule with Class Nbr = 3496.

• 2. Click Search

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

Click the button to create a new row under Instructors For Meeting Pattern, Assignment.

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• 1. You are going to look up a class that needs to have a

second instructor assigned to it. To do this, you will need to enter at the very least the following information:

• Academic Institution (if you have not set it as a

default)

• Term
• Class Number
• 2. Click Search

Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

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Click the plus button under Instructors for Meeting Pattern to add a new Assignment

Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

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Click the magnifying glass to select the second instructor.

Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

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• 1. You are going to add Tricia

Marie Foster as the second

• instructor. Enter her last name in

the Last Name [begins with] field.

• 2. Select Tricia Foster by clicking

any field in her displayed row

Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

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• 1. Tricia Marie Foster will have

her Instructor Role set to Secondary Instructor.

• 2. She will have her grading

Access set to Approve.

• 3. You will need to select the

correct job by clicking the Empl Rcd# magnifying glass .

• 4. Click Workload

to set the points for both instructors.

Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

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• 1. Note that Lauren Birden has

been set at 8 points and Tricia Foster has been set at 4 points. Reminder: Adjuncts have their Assign Type set to In Load.

• 2. Click Save to save your work.

Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

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Add two instructors to a class with two meeting patterns

Schedule Class Meetings Instructor Assignments

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• 1. This class has two distinct

meeting patterns and you are going to assign a new instructor to the second meeting pattern.

• 2. Click View All to see both

meeting patterns.

Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

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The first meeting pattern is taught by Lauren Birden.. The second meeting pattern will be assigned to Cathleen Chambless, EmplID 1001331459 by clicking the magnifying glass in the ID field.

Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

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• 1. Enter her last name or EmplID

and then click Look Up.

• 2. Select the instructor by clicking
• n any field in the data row.

Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

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• 1. Set Instructor Role to Sec Inst.
• 2. Set Access (Grades) to Approve.

Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

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Click Workload for both instructors.

Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

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Set both instructors to 6 points or any

• ther combination that equals 12, the

load value for ENC1101. Click Save to save your work.

Navigation: Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings

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1. The Production URL for Curriculum Management, Instructor Workload is https://mymdcsprod.oracleoutsourcing.com/psp/PMYM1J/?cmd=login 2. Please assign as many FT faculty and PT faculty as possible by Friday, May 20, 2016. 3. All intended non-zero point assignments must be set to the default points for the class. 4. Assignment Type Not Includ is reserved for 0-point load assignments, such as SLS classes for Intervention Specialists. 5. If you are unsure of the point values for component courses, check the Course Catalog. In general, instructors must work all teachable components in order to receive full point value. 6. All adjunct instructors must be coded as In-load. Overload assignments pertain only to FT faculty. 7. If an instructor’s Instructor Assignment Class - ADJ, FULL, PEC1 (18-25), PEC2 (15-17), PEC3 (12-14) in the Instructor Term Workload page is incorrect, fix it using the drop-down menu. 8. You will initially enter all FT instructor assignments as In-load. Overload designations will be made later. 9. Task and Release points will be entered later this summer. There will be additional training on how to enter Task and Release points. 10. The Access field (Grade Roster Access) in the Schedule Class Meetings screen should never be left blank. Leaving it blank will prevent an instructor from submitting end-of-term grades. Set the field to Approve for all single-instructor taught classes. You can set the field to Grade for the first instructor of a two instructor taught class or you can set both instructors to Approve. Never set the second instructor or the last instructor in a series of multi-instructor taught class to Grade. This setting will prevent the last instructor from submitting final grades.

Recap…

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MDC Course Hours, Credits, and Load Values

LECTURE LAB CLINIC 0.25 0.1875 0.21875 # Hours Credits Points # Hours Credits Points # Hours Credits Points 1 16 1 4 1 16 0.5 3 1 48 1 10.5 2 32 2 8 2 32 1.0 6 2 96 2 21.0 3 48 3 12 3 48 1.5 9 3 144 3 31.5 4 64 4 16 4 64 2.0 12 4 192 4 42.0 5 80 5 20 5 80 2.5 15 5 240 5 52.5 6 96 6 24 6 96 3.0 18 6 288 6 63.0 7 112 7 28 7 112 3.5 21 7 336 7 73.5 8 128 8 32 8 128 4.0 24 8 384 8 84.0 9 144 9 36 9 144 4.5 27 9 432 9 94.5 10 160 10 40 10 160 5.0 30 11 176 11 44 11 176 5.5 33 12 192 12 48 12 192 6.0 36 13 208 13 52 13 208 6.5 39 14 224 14 56 14 224 7.0 42 15 240 15 60 15 240 7.5 45 16 256 8.0 48 17 272 8.5 51 18 288 9.0 54 19 304 9.5 57 20 320 10.0 60

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