Add or Update the Instructor/Advisor Table

Instructors, Teaching Assistants (TAs), Administrative Support, and Global Course Verifiers must be added to the Instructor/Advisor Table before they can be added to Maintain Schedule of Classes or Maintain LMS Users. The Instructor/Advisor Table creates a campus and subject specific listing of personnel who can be added to classes and course spaces.

  • BEST ACCESS: Find the Instructor/Advisor Table from Maintain Schedule of Classes using the Related Content dropdown on the top right of the screen next to "New Window | Help | Personalize Page".

The Effective Date must be a date before the first day of instruction and at least 1 day later than the current row. If you are adding an instructor/TA after the first day of instruction, you must backdate the Effective Date to a day BEFORE the start of instruction. It is recommended to use the first day of the month when instruction begins.

  • Fall: August 1

  • Spring: January 1

  • Summer: May 1

The Effective Date will default to today's date. DO NOT SAVE until you have adjusted the date and added subjects on the "Approved Courses" tab. If you save the entry with a date that is later than the first day of instruction, you will not be able to add them in Maintain Schedule of Classes. Leave a Notes/Request for the Campus Scheduler to use "Correct History" and update the date.

  • Navigate to the Instructor/Advisor Table and Search for the employee: Search using name or WSU ID with the leading 0 (example: 099999999). If the instructor is a new employee, there will not be a record started in the Instructor/Advisor Table. Update the information on the "Instructor/Advisor Table" tab to start a record. If a record exists, see Update an existing instructor.

  • Effective Date: Must be at least 1 day prior to the start of the term the instructor needs access; you may need to back date the date. Recommended dates: Fall: August 1, Spring: January 1, Summer: May 1

    • Default is today's date. You will not be able to add the instructor if the semester has started unless you backdate the entry.

    • If you save the wrong date, contact your Campus Scheduler to Correct History.

  • Status: Active

  • Instructor Type: Instructor

    • Use Instructor for everyone. Ignore the other options.

  • Primary Acad Org: Update with the correct Academic Organization.

    • Use the magnifying glass or check the Basic Data tab in Maintain Schedule of Classes for a class you want the instructor to have access to.

    • Select Description to sort by Description

  • Instructor Available: Available

  • DO NOT select SAVE yet! Move to the Apporoved Courses tab.

A row is required for each subject and each campus that the instructor needs access to. For example, if BIOLOGY will be taught on both PULLM and ONLIN campuses, there will be two rows, one for each campus. Ensure that the Academic Organization is correct for each subject; there may be multiple choices when using the magnifying glass.

Update Acad Org, Subject Area, and Campus only. Course ID & Offer Nbr will disappear after Acad Org is updated. Select "+" to add more rows.

  • Acad Org: Add the Academic Organization Code.

    • BEST: View the Basic Data tab in Maintain Schedule of Classes (MSC) to find the Academic Organization Code used for the course you wish to add the instructor to.

    • Alternative: Use the magnifying glass to find Academic Org. Note that there may be more than once code per subject. Sort the results by selecting Subject or Description. When two codes are listed, usually the "31_XXXX" code is correct. Verify in MSC.

  • Subject Area: Enter the Subject code. Use the magnifying glass to view all options.

    • Crosslisted Courses: Each Subject in a crosslisted course must be listed in the Instructor/Advisor Table for access to the course. In the example below, CES and WOMEN_ST are crosslisted and each listed with the PULLM campus.

  • Campus: Enter the Campus code. Use the magnifying glass to select the correct Campus. There must be a Subject/Campus combination for each campus that the instructor needs access to.

    • Example: Instructor teaching UNIV at PULLM and TRICI would have two listings for UNIV. One with PULLM as campus and the other with TRICI as the campus. See example below.

New Instructor Courses added

Once you have double checked the Effective date and have added a subject and campus for each location needed, select SAVE.

If you find an error, or missed a subject/campus, you will not be able to edit this record. You can add a new record dated at least one day later than the first record. Go back to the first tab, select "+" to add a new row, and set the Effective Date to one day later than your first entry to add more subjects on the second tab. Do not SAVE until the record is completed. Select "-" to remove subjects that are no longer needed IN YOUR DEPARTMENT.

This is easiest if you accessed the Instructor/Advisor Table using the Related Content dropdown from within Maintain Schedule of Classes (MSC).

Navigate to the Meeting tab in MSC. If you can add the new instructor, you have successfully updated the record. If the instructor is not available on your instructor list, review the record in Instructor/Advisor Table. Common errors:

  • Effective Date is after the first day of instruction. Email your Campus Scheduler for assistance.

  • Wrong Academic Organization was used when subject was added. It is best to copy the Academic Organization listed on the Basic Data tab in Maintain Schedule of Classes for a class that this instructor needs access to.

  • Subject was not added for the desired campus. You must have a row for every subject/campus combination that this instructor will teach.