tracking and maintaining faculty credentials for sacs ...€¦ · tracking and maintaining faculty...

Tracking and Maintaining Faculty Credentials for SACS Credentialing and Staff Planning Dr. Deborah Bouton, Associate Vice President for Learning

Kara Bosch, Director College Administration Support Training Central Piedmont Community College

Central Piedmont Community College

What Are You Doing?

• What is your role?

• What are you currently doing?

• What do you hope to learn from this?


Why Use Colleague for Faculty Credentials?


•Centralization

•Automation

•Accuracy

•Verification

Changing Processes

Centralization


•Files housed in multiple locations

•Departments responsible for tracking

•Files housed in office of Vice President for Learning

•Office of VPL responsible for tracking

•Reports can be run in real time

•Uses beyond credentialing

Automation


Previously all credentialing and reporting was a manual process

•Automated processes needed to create efficient method of

verification

•CPCC employs over a thousand full-time and part-time

faculty

•CPCC hires @25 new full-time and @100 part-time faculty

each semester

Accuracy


Manual Processes = Increased Chances for Human Error

Verification


From one report multiple questions can be answered:

•Who is credentialed to teach a specific course?

•When do certifications expire?

•How many full-time and part-time

faculty are teaching in a specific

division?

How to use Ellucian’s Colleague for Faculty Credentials


Setup issues to be Considered

• Academic Majors: The majors currently listed were only two year majors.

• Institutions Attended: Some four year and certifying institutions were not in the list.

• Certifications: Some certifications were not in the list.

• Transcript Status: How do we indicate the transcript had passed SACS criteria?

• Security Access: Setup security classes within Colleague.

• Audit Information: How do we determine that only Credentials Department staff is using the SACS Official transcript status?



Institutions Attended Summary (IASU)

Not all the institutions we needed were listed.


Institutions are added to the Institutions (INST) screen in Colleague by

our Registration/Admissions staff.


*CPCC created the SACS Official Transcript Status to be used only by the

credentialing office.

SACS OFFICIAL

Transcripts may be: •Official

•Unofficial •Partial •Waived •SACS

Official •HR

Verified

Enter Degrees or Certifications earned. Portfolio information

may be entered here.

Academic Majors were added to the VAL code table

through the MAJR screen.



We chose to add the additional majors to the list beginning with an “X”.


The majors were added with a description and the Active Status was

indicated as “NO” since our students are not actively enrolled in these

majors.


The degree information and academic majors/minors are added on the

Academic Credentials screen, AACR (drill in from INAT).

From the AACR screen into the Bachelor’s Degree:


Certificate information are also added on the Academic Credentials

screen, AACR (drill in from INAT) including an end date (if applicable).

From the AACR screen Drill into the Certificate:


The CPA certificate and Date earned is listed here. You may also populate

the Credentials End Date which will “end” ALL credentials on this screen.


Additional credential information may be entered regarding honors, awards,

thesis, dissertation, and comments related to the specific degree selected.

Limiting Faculty Credentials


Qualifications may be entered on the FQAL screen in order to limit what

classes/courses/subjects a particular faculty member may teach.


Preparing for the Report:

• Used Informer Reporting Tool (works with other reporting tools

as well).

• Created script to Identify if courses were developmental (D),

Undergraduate transferable(UT), or Undergraduate

Nontransferable (UN)

• Allows the users to request the report:

•By term(s)

•Customize sorts

•Select by department and/or academic level (basic skills,

curriculum, continuing education)

• Needed Audit reports to verify data entry and to be proactive

with credential information (check for expiration, etc.)

Customizable Report


Report may be run: • By

Instructor(s) • By term(s) • By Academic

level(s) • By Colleague

Dept Code(s) • By Faculty

Statuses (FT or PT)

• By Transcript Types

Examples of Credentials Report


certifications

Example of Portfolio Comments


(Screen Shot(s) of report)

Next Steps


•Expand teaching credentials information to assist in day to day reporting

•Refinement of report features

•Eliminate duplication of classes by instructor

•Increase ability to create auto generated report for SACS faculty

credentials

•Monitoring audit feature to assure all credential entries are verified

•Staff training to assure integrity of data

Next Steps: Credentials for all employees in Colleague?


•To assist with College Catalog

•Automate E-Directory Information

•Career Planning/ Vacancy Planning

Questions?


Contact Information

[email protected]

[email protected]

mailto:[email protected]

mailto:[email protected]

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