TASM: Teaching Assignment and Section Management

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Frequently Asked Questions (FAQs)

Q. What is the SISC Section Controls screen?

A. The SISC Section Controls screen is a new tab in the SISC Course Domain that allows the user to assign Instructors and TAs to sections and specify one or more Duties for that assignment.

Q. The filter is defaulted to my department; will I be able to select other departments from the filter?

A. This is recent change. The Department filter is not defaulted. The first time into the screen the user will be able set the filter and it will remain for subsequent logins until changed by the user (ie. It will be persistent between login sessions).

Q. What information do I need to search for an Instructor or Teaching Assistant?

A. You can search based on Firstname, Lastname or Employee ID.

Q. What does the search button do?

A. It will match the string entered with Firstname, Lastname or Employee ID.

Q. How do I sort the columns?

A. Select the column header.

Q. Can I change the order of the columns?

A. No.

Q. What is the "Available List"?

A. The Available List shows the list of individuals who can be assigned to a section. The information is retrieved from four sources: HRMS, ePAF, ISIS and EarlyID. The names are also filtered by job code, only employees with Instructor Job Codes (100+ codes), TA Job Codes (4 codes) and Nursing Clinical Associates Job Code (1 code) will be listed. The Available List is refreshed on a nightly basis.

Q. Why does my TA not appear in the Available list?

A. Check: Did you wait a day before ePAF data entry to get an employee ID? Does he/she have a true TA job code (no GRAs)?

Q.  What does the TA need to do to ensure their employee number is attached to their CWL?

A. In order to access Connect and FSC the TA has to make sure that their employee number is attached to their CWL. 

There are a number of ways this can be done:

1. Log in at the HR website at http://www.hr.ubc.ca/ .  At the Log In menu choose Faculty/Staff Self Service Center.  The TA will need their PIN.
   • The website will ask for the PIN and possible some additional security information.  Once these details have been entered, their employee number will get connected to their CWL.
2. Contact IT Service Helpdesk at 822-2008 .  The TA will likely still need their PIN to have it connected.

 Once the employee ID is connected to the CWL, the TA can log into FSC: https://ssc.adm.ubc.ca/fsc/home

They will see their sections listed the same as an instructor does.

 There are further  instructions in the FSC Help.

3.  CWL users can attach the employee ID to the existing CWL login using CWL my Account.  https://www.cwl.ubc.ca/myaccount/

It is important that TAs maintain their existing CWL and DO NOT create a new one as this may cause them access issues. 

Q.  Is it possible to assign a TA to a section without giving them a duty?

A.  Yes.  it is possible to assign the instructor or TA to a section without a duty.  This means we can still record the assignment even if no access/evaluation is required.  Detailed below are the impacts this will have on FSC and SEOT.  Details about Connect will be published later. 

FSC (Impact of having no duty)

Instructor and TA can log into FSC when he/she is assigned to a section with or without a duty. If an instructor or a TA is assigned to a section without a duty, when clicking on the section hyperlink, the following message will be displayed: You have no assigned duties to the selected section(s). Please contact your Department Timetable Representative or Department Duty Administrator. 

SEOT (TeachEval)

TeachEval does not look at the duty or TA assignment right now. The SEOT project is currently underway to design a new TeachEval (December) which will extract all assigned TAs and Instructors, regardless of duty. The project is still underway, but it is my understanding that, by default, TAs/Instructors will be set to "Don't Evaluate", so users will be making a decision on whether or not to evaluate a person within TeachEval. SEOT mapping to be updated once final confirmation received.

Q.  How does staff data get into SIS

A. Staff (Instructor, Teaching Assistant, and Clinical Associate) must be actively employed.

1. Staff record must be entered into one of:
   1. HRMS
   2. ePAF (electronic Personal Action Form) (http://www.hr.ubc.ca/information-systems/hrms/hrms-uniform-workflow/quick-help-guides/epaf-quick-help-guide-for-approvers/) (The appointment for re-hired or re-appointed employees must be approved.)
   3. Early ID System(http://www.hr.ubc.ca/information-systems/hrms/early-employee-id-assignment/)
   4. ISIS (Integrated Sessional Information System) – Sessional Instructors
2. Once the staff appears as "active" in HRMS, the data will be sent to HR's reporting database overnight.
3. ePAF treats brand new employees and re-hired/re-appointed employees differently.
   1. Brand new employee - Record will be created immediately in Early ID.
   2. Re-hired/Re-appointed employee - Record will appear as "active" in HRMS after the employee record gets to Payroll (it takes approx. 2 weeks). Employees rehired in ePAF do not get the UBC_CWL flag set in HRMS. This may result in the delay of employee record uploaded to SIS.

Q.  Where can I request access to the SISC Section Controls screen so that I can assign my TAs and Instructors to sections?

A.  Access should be requested via SIS security

Complete the SIS administrative form based on your unit - http://facultystaff.students.ubc.ca/request-administrator-access-siscfscscmc

Return completed forms to SIS Security, 2016-1874 East Mall, Vancouver, BC, Canada, V6T 1Z1

Tel:  604.822.3711604.822.3711   Email:  sis.security@ubc.ca