Faculty Credentialing & Course Certification Guidelines HR SACS Processes

Office of Human Resources Records Area Primary Contact Kimberly Martinez [email protected] 223.7576 Secondary Contact Bobetta Burns [email protected] 223.7571

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.

September 7, 2012

Southern Association of Colleges and Schools

Southern Association of Colleges and Schools

HR SACS Processes

Reports & SACS Processes Check List Reports

Indicate the faculty member’s Qualifying Credential with a “Q”.

1. Rosters 2. No Qualifying Credential from a institution was marked with a “Q” in XDFI.

Designate Documents on file in HR as SACS Qualified Documents.

3. Expired Licenses. 4. No Certification Status Report.

Enter Graduate and undergraduate course hours, if necessary.

5. Certification report of Not Qualified, Justified, Skilled Instructor statuses. 6. List of Faculty with a Pending certification status.

Certify faculty members as qualified to teach by course. 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 qualifying 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.

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Southern Association of Colleges and Schools

Austin Community College

What If’s...

SACS Datatel Screens

1. If you get the message:

(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.

when you try to pull up a faculty members record. The faculty member needs to be assigned a department 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.

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.

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Southern Association of Colleges and Schools

Southern Association of Colleges and Schools

Table of Contents

Teaching Field Codes

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

Humanities International Business

International Studies Japanese Journalism Latin Linguistics

Undergraduate (UG) Hours…….………………...……..12

Literature

Delete/Edit Grad or UG Hours………………………….13

Marine Biology

Unmark SAQS Qualified Documents…………………...15

Management Marketing Mass Communication Mathematics

SACS Narrative……………………..……………………16

Mathematics Education

About the Faculty Roster………………………………...17

Music

Sample Roster ………………………………………...18-19

Nursing

Teaching Fields……………………………………….20-21

Nurtrition

What If’s..………………………………………………...22

Oceanography

Reports & SACS Processes Check List…………………23

Philosophy Photography

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10 15

International Management 62 Political Science

Graduate (Grad) Hours……...………………………….11

Documents on File in HR as SACS Documents ……….14

60 Physics 61 Physiology

63 46 64 47 36 37 66 55 67 65 28 69 70

58 73 Psychology 76 Radio-Television-Film 30 Reading 77 Religion 75 Research Methods 48 Russian 78 Social Work 74 Sociology 49 Spanish 81 Special Populations Speech Communications 79 68 Statistics 6 Studio Art Technical Communica-

11 tions 16 Theatre

80 33

Visual and Cultural Stud-

54 ies 71 Visual Art Studies 72 Writing/Rhetoric

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5 4 31

Southern Association of Colleges and Schools

Austin Community College

Teaching Fields

Course Certification Statuses

These codes are to be used with entering Graduate or Undergraduate hours in XDFI. Developmental/Adult/ Accounting

1 Secondary Education

American Sign Language 8 Anatomy Anthropology Arabic

Drama Early Childhood Educa14 tion

2 Economics 42 Education Educational Administration Elementary Education

Biological Sciences

3 9 18 13

Biology

12 Environmental Studies

Biotechnology

17 ESL 19 Finance 20 French

Art History Astronomy Biochemistry

Chemistry Child Development

Engineering English

29 32 21 34 35 83 22 84 25 40 38 41 44

Geographic Information Chinese Computer Studies Counseling Creative Writing Criminal Justice Dance Deaf Education Deaf Studies

43 System 23 Geography 82 Geological Sciences

51 50 56

24 26 27 39 7

52 53 45 57 59

Geology Geophysics German Government History

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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

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Austin Community College

Southern Association of Colleges and Schools

Sample Roster Columns 3& 4

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.

3

Credentials

6. The front end screen will populate the certification code, the date the certification status was assigned and the person 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.

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Other Qualifications

MS (System Management), University of Southern Cali- A-Line Body Tech.@ McDavid Collifornia son Ctr. (11/01/05-07/31/09) Automotive Body Repair Technician Nova Southeastern University 3 years, 9 months Work Letter

CSA-6730, Sem: Managerial Accounting (3.00) ACT-6770, Current Iss in Acct Research (3.00)

5. Click on SAVE to update record and to return to the first screen.

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ASE STA-Collision ASE Specialty Test B3 (12/31/15)

ACT-6710, Sem Financial Accounting (3.00) Required License/Certificate DOC-6080, Seminar in Academic Research (2.00) Skills instructor working under the direct supervision of a SACS qualified instructor assisting students in ACT-6760, Sem Acct Info the lab portion of accounting Sys & Auditing (4.00) courses Total: 15.00 Graduate Semester Hrs

SACS Narrative

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Southern Association of Colleges and Schools

Austin Community College

Sample Roster Columns 1 & 2

Change a Course Certification Statuses Screen: XSFCRT

1

2

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

Academic Department: Department Name Name

Courses Taught Spring 2012 ABDR-1419 Basic Metal Repair, 3.00 (UN)

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.

Datatel ID -Last Name, First Name (Full or Partime)

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. Page 18

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Southern Association of Colleges and Schools

Southern Association of Colleges and Schools

Delete Course Certification Status Screen: XSFCRT

The Faculty Roster

How to Delete a Certification Status 1. Go to XSFCRT and type the faculty member’s ID#, name or SSN.

The faculty roster has 4 columns. The information in columns 3 & 4 is pulled from the credentials and documents on file in HR that are marked on XDFI through XSFCRT.

2. Select the course you want to delete the certification status from by clicking on the magnifier icon.

Column One: List the faculty member’s name and indicate if the person is full or part time.

3. The current status for the course is displayed in the

Column Two: Display the courses the faculty member is assigned to teach.

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.

Column Three: list the qualifying academic credentials marked with a “Q” on XDFI through XSFCRT. If no credential is marked with a “Q”, no academic or grad/ undergrad hours entered will be displayed.

6. Verify the certification status was removed. All other courses statuses will be removed if the course qualifications are the same.

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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.

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Austin Community College

Southern Association of Colleges and Schools

SACS Narrative Screen: XSFCRT

Course Certification Emails

How to Enter a SACS Narrative Certification Status Emails 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 Qualifications. 3. Click on the SACS Qualified Documents field at bottom of the screen.

An email will be sent to the faculty member’s dean as determined 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.

4. Next, click on the SACS Narrative field and write narrative 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.

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Austin Community College

Southern Association of Colleges and Schools

Qualifying Credentials Screen: XSFCRT & XDFI

Unmarking SACS Qualified Documents Screen: XSFCRT & XDFI

How to Mark an Institution as the Qualifying Credential 1. In XSFCRT, type the faculty member’s ID#, name or SSN.

8. A “Y” will be populated on the SACS Info column next to the document, if the update was successfully.

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 faculty member’s credentials 4. Determine the credentials from the institution list that best meet the degree requirements of the Course Qualifications. 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. Page 10

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. Page 15

Austin Community College

Southern Association of Colleges and Schools

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 document you want to designate as a SACS Qualified Document by clicking on the magnifier icon next to the number box. 6. In the section provided, describe how the document applies 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 credential 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. Page 14

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 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 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. Page 11

Austin Community College

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. 8.

Now enter the number of hours indicated on the transcript that the course is worth. 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. Page 12

Southern Association of Colleges and Schools

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 clicking 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. Page 13