SACS Coordinators Meeting April 25, 2012 Cheryl Gater - Director, SACS Accreditation
Faculty Credentialing & Course Certification · PDF fileSouthern Association of Colleges and...
Transcript of Faculty Credentialing & Course Certification · PDF fileSouthern Association of Colleges and...
Secondary Contact
Bobetta Burns
223.7571
Primary Contact
Kimberly Martinez
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
Page 2
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.
Southern Association of Colleges and Schools
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.
Southern Association of Colleges and Schools
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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
Page 3
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.
Southern Association of Colleges and Schools
Page 4
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
Southern Association of Colleges and Schools
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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
Southern Association of Colleges and Schools
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
Austin Community College
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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
Southern Association of Colleges and Schools
Page 6
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.
Austin Community College
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
Southern Association of Colleges and Schools
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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
Austin Community College
Page 7
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.
5. SAVE to update record and to return to the first screen.
6. Verify the certification status was removed.
All other courses statuses will be removed if the course
qualifications are the same.
Southern Association of Colleges and Schools
Page 8
Delete Course Certification Status
Screen: XSFCRT
Southern Association of Colleges and Schools
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.
Austin Community College
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.
5. SAVE to update record and to return to the first screen.
6. Verify an “X” was populated in the SACS Narrative field
7. Click on SAVE again to update out of record.
Southern Association of Colleges and Schools
Page 9
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.
Austin Community College
Page 10
Qualifying Credentials Screen: XSFCRT & XDFI
How to Mark an Institution as the Qualifying Credential
1. In XSFCRT, type the faculty member’s ID#, name or
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.
Southern Association of Colleges and Schools
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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.
Austin Community College
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.
1. In XSFCRT, type the faculty member’s ID#, name or
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.
Southern Association of Colleges and Schools
Page 11
Graduate Hours Screen: XSFCRT & XDFI
Entering Graduate (GRAD) Hours
1. In XSFCRT, type the faculty member’s ID#, name or
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.
9. In the “Q” column, type in a “Q” next to the institution
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.
Austin Community College
Page 12
Undergraduate Hours Screen: XSFCRT & XDFI
Entering Undergraduate (UG) Hours
1. In XSFCRT, type the faculty member’s ID#, name or
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.
9. In the “Q” column, type in a “Q” next to the institution
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.
Southern Association of Colleges and Schools
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.