Adding or adjusting an instructor

1 Instructor requests are typically received through the regstep@uwaterloo.ca email asking for them to be added.
2 If when you look them up in Lookup ID and their name doesn’t appear the following steps can be taken.
3 If you have searched but the name is common or has a lot of different people, then here’s the next steps:
4 If the instructor already has a different user id entered in Quest than what’s showing up in the UW_RS_SCH_HR_INSTRUCTOR query.
5 If the instructor isn’t paid by the University but they still need them on the schedule of classes:
6 If the instructor is paid by the University but they still need them on the schedule of classes and don’t want to wait:

The most important take away is that we do not create duplicate student id numbers, so we try so hard to ensure that duplicates aren’t created. We also cannot add an instructor without an HRiD number (there’s an exception to this) so we usually just have to wait for them to appear on the query from workday.

The most common navigations that should be used:

Waterloo Student Admin → Operator Synchronization → Use → UWDir Students Snapshot

Campus Community → Personal Information → Add/Update a Person

Reporting Tools → Query → Query Viewer

Curriculum Management → Instructor/Advisor Information → Instructor/Advisor Table

Authenticated WatIAM: https://idm.uwaterloo.ca/search/

Instructor requests are typically received through the regstep@uwaterloo.ca email asking for them to be added.

To see if you can first add an instructor without having to create them in Quest navigate to Curriculum Management → Schedule of Classes → Maintain Schedule of Classes

Enter in the term, subject area, and catalog Nbr of the course you are trying to add the instructor to.

Once you are into the desired course for the correct term, head to the meetings panel and select the magnifying glass of the highlighted field above.

A pop-up screen will appear and listed are the all the active instructors that have the courses subject area entered as a Subject in their Instructor/Advisor table. You can search by the last name.

If the instructor is there and available, they can be attached to the course by clicking on any of the blue text of the search result. The pop-up window will close, and the course needs to be saved.

The instructor is now attached.

If when you look them up in Lookup ID and their name doesn’t appear the following steps can be taken.

Navigate in Quest to: Reporting Tools > Query > Query Viewer and run this query “UW_RS_SCH_HR_INSTRUCTOR” (sometimes in a pinch this one too “UW_SEC_HR_INSTRUCTOR“) and look them up using their last name (it’s case sensitive) to ensure that they have been given an HRiD number and are coming over from Workday as a valid instructor

Look them up using their watiam in Quest:

Waterloo Student Admin → Operator Synchronization → Use → UWDir Students Snapshot

This should hopefully also give you their existing student ID number.

Navigate with in Quest to:

Curriculum Management → Instructor/Advisor Information → Instructor/Advisor Table

Search by their last name and see if they are already listed. If their name is quite unique then click on the name and enter their instructor/advisor table

Sometimes it’s a missing subject code, but they are already an active instructor, if that’s what’s happening, then add an effective dated row, which should be the first day of the current term. If it’s August 23^rd, the date that should be chosen is May 1^st. Then select the Approved Courses tab and add the “Subject area” and “Acad Org”, Save then now you can take the student number and attach it to the course.

If the instructor is inactive, add a newly effective dated row, change the status to “Active” and the “Instructor Available” to Available, then add the subject area, and acad org, then attach it to the course.

If the instructor is there but listed as “Advisor Only” and the “Advisor” box is checked, add an effective dated row with the first day of the current term, change the drop-down menu to “Instructor” but keep the Advisor box checked on. That’s removed or added by the systems team, and there’s no reason for us to touch or change that. Also ensure the “instructor Available” is Available.

If you have searched but the name is common or has a lot of different people, then here’s the next steps:

Navigate to: Reporting Tools → Query → Query Viewer and enter in this query name “UW_RS_SCH_HR_INSTRUCTOR” or “UW_SEC_HR_INSTRUCTOR“ Search by the last name with % at the start and end of name, and its case sensitive. This will give you a list of instructors from Workday that are available to be added to Quest, or already are in Quest.

Search for the first name in the list that’s created within the query if they aren’t there, then they likely aren’t ready to be added to the course yet, email the requestor back and say “We are unable to add this instructor at this time, once they become available on workday we can update their HRid number and attach them to this course, we will hold on to this request and check periodically to see if they have become available.”

If the instructor is on the list, but their Quest ID is missing, then you’ll want to look them up with their last name in: Campus Community → Personal Information → Add/Update a Person, or you can use their WATIam username in Waterloo Student Admin → Operator Synchronization → Use → UWDir Students Snapshot.

If their birthdate is also listed on the query output, you can look them up with this query: UW_RS_DATE_BRTH_NAME_EG using their first name if their last name has been changed.

If you have confirmed that the new instructor doesn’t already exist with a student ID number in Quest, and you are creating them for the first time. In quest follow this navigation: Campus Community → Personal Information → Add/Update a Person, select “Add a New Value”, then NEVER CHANGE the “NEW” from the *ID field. Just click “Add”

The fields to be entered in is “Last Name” and “First Name” and “Campus ID” and ideally the Date of Birth too (but that’s optional!). Once the new student ID number has been created, head to: Curriculum Management → Instructor/Advisor Information → Instructor/Advisor Table then fill out the information, we always use “Instructor” as the drop down for “Instructor Type”

If the instructor already has a different user id entered in Quest than what’s showing up in the UW_RS_SCH_HR_INSTRUCTOR query.

We need to create a Jira at Manage Student Information Systems Access (Quest) to explain that there’s two user id’s and that one of them needs to be destroyed, they can’t have two userid’s in the system.

If the instructor isn’t paid by the University but they still need them on the schedule of classes:

The Chair would have to put in a request to get them added to WatIAM
They must sponsor a WatIAM account: https://uwaterloo.ca/information-systems-technology/help

Once they have a sponsor the department chair needs to submit the Jira to Manage Student Information Systems Access (Quest) letting the systems team know they want them added without being paid by UW

If the instructor is paid by the University but they still need them on the schedule of classes and don’t want to wait:

If you want the instructor to have access sooner, and they don't want to wait for Workday to give them an HRiD number you can have the Chair of your department submit a Jira to "Manage Student Information Systems Access (Quest)" and ask the systems team to force on their instructor role so that they can get added to the course and then they will get LEARN access after that.