Academic Coordinator Maintenance Table Guidelines

Relevant to: faculty and staff

This article contains information considered accurate at the time of publishing. Technology updates, changes in University security practices, and/or policies and procedures may affect the information in this article - updates to articles are scheduled on a periodic basis and will address any required changes.

Introduction

Use this link to access the table: The Academic Coordinator Maintenance Table. Access is permission-based. If you experience any issues, submit a Service Desk ticket. Requests for new access will be verified with the appropriate college dean.

Purpose

The purpose of the Academic Coordinator Maintenance Table (AC Table) is as follows: 

• For undergraduate courses, the purpose is to track which Academic Coordinators (ACs) are associated with which coordinator-managed courses (previously known as adjunct-ready courses).
• For graduate courses, the purpose is to track which ACs are associated with which subject codes.
• For both the graduate and undergraduate level, the table will also track who is covering for an AC if they are on sabbatical.
• Data from this table is then used by Learning Management System (LMS) Administrators, Empire Online, and other units to map LMS access permissions, course update approval hierarchies, and other role-related access and responsibilities.

Note: The purpose of the table is different for the graduate and undergraduate levels because most graduate level courses do not use the coordinator-managed course management model. At the undergraduate level, ACs only oversee coordinator-managed courses.

Description of Table Columns

• The Owner column reflects the current AC.
• The CrseBKUP column reflects the faculty member covering for an AC on sabbatical or extended leave.
• The BKUP Begin Date column reflects the start of the coverage period for the backup AC.
• The BKUP End Date column reflects the end of the coverage period for the backup AC.
• The Language column reflects the Language the course is delivered in – this is to accommodate Spanish language Bachelor of Business Administration courses.
• The Activity Date column reflects the last date the row was changed.
• The User ID column reflects the last user to change the row. 

Procedures

Adjusting Individual Records

Use the pulldown menu in the Owner or CrseBKUP columns to choose the AC or backup AC.

When populating the CrseBKUP column, be sure to include start and end dates in the BKUP Begin Date and BKUP End Date columns.

Bulk Adjusting Records

1. Using the filters at the top of the table, filter the table so the courses for which you want to replace the course owners are visible on the table.


2. Select the owner or backup radio button at the bottom of the table to choose which column to modify.


3. Select the new course owner/backup from the "To =>” pulldown list.


4. Click “Submit.”


5. This will override the owner of all the filtered records visible on the table. 

Adding Faculty to the List of Possible ACs

If the faculty member you would like to assign as AC is not currently available in the pulldown list, first use the “Add New Faculty to Course Owner Filter” feature at the bottom of the table to add them by finding them in the pulldown list and clicking “Add”. You may need to refresh the table after performing this action.

Adding a Course to the Table

Courses are automatically added to the table as they are added to the course catalog. Manually adding courses should only be needed for instances in which a record for a Spanish Version of a course is needed. To do so, use the filters at the top of the table to select the subject code, course number, and Academic Coordinator for the record you need to create, and click “Add”.