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  3. Instructor Assistant User Guide

Instructor Assistant User Guide

Faculty and staff can utilize the Instructor Assistant Request form to request to assign instructional roles of Course Assistant, Course Assistant II, Course Coordinator, Course Coordinator II, Grader, Grader II, and Teaching Assistant for those who are serving a faculty-supporting role. These assignments will feed from the central student information system to ancillary systems such as Brightspace, YES, and the Course and Teaching Evaluation system. Anyone serving as Instructor of Record should continue to be assigned through the Campus Planning Interface.

All Instructor Assistants (IAs) are required to complete Vanderbilt's FERPA training module and assessment before being assigned to instructional roles in the student information system. This policy applies to the following roles that have access to FERPA-protected material: Teaching Assistant, Course Coordinator, Course Coordinator II, and Grader.

Per accreditation standards, undergraduate students may not be assigned as Teaching Assistants. Undergraduate students who need to be evaluated should be assigned as Course Assistant II, Course Coordinator II, or Grader II.

If you have any questions, please contact academicscheduling@vanderbilt.edu.

To view a pdf version of this user guide, including screenshots, click  here: Instructor Assistant User Guide.

Navigating to the Instructor Assistant Request Form

  1. Open the Instructor Assistant Workflow at https://vanderbilt.kualibuild.com/app/builder/app/64e62a49e776e4011019bdd0/run
  2. The Instructor Assistant Workflow form will open. Please note the roles defined at the top of the form. It is essential that the correct role be assigned in order for the instructor assistant to have the appropriate access.
  3. The requestor’s information will auto-populate.

Completing the Form

  1. Select the term in which the class is being offered.
  2. Enter the subject, course number, and section number.
  3. Select if you will be adding or removing the Instructor Assistants.
  4. Enter the requested information for the instructor assistants to be assigned, selecting Classification and Role from the drop-down menus. The fields to the right will auto-populate.
  5. If you need to add/remove additional instructor assistants, click + Add Another Row. Continue to enter the requested information and click + Add Another Row until all instructor assistants have been requested.
  6. Click Submit.

Note: FERPA Tutorial Completion Status: A COMPLETED status indicates that the student has completed all requirements of the FERPA Tutorial Learning Item in Oracle. An UNKNOWN status indicates that the learning item is in progress or has not yet been started. Instructional assistants with an UNKNOWN status will not be assigned and will be notified to complete the FERPA Tutorial. The submitter will need to resubmit the request once the user is in completed status (24 hours after completing the tutorial in Oracle).

Workflow

Requests for Instructor Assistants will route to the Academic Scheduling team in the Office of the University Registrar. Requests will be processed as quickly as possible, but please allow for necessary time to process the assignment (generally 24-48 hours) and have it feed into the ancillary systems (this can be up to 24 hours for Brightspace access).

Notifications

Requestors will receive notification once the request has been processed in the student information system. Please allow up to 24 hours for assignments to feed to Brightspace.

Requests Sent Back

At any point in the process, an approver may send the form back to you for updates. If a request is sent back to you, you will receive an automated email message from the workflow system. Click View Item to access the form and make any necessary changes.

Please contact the YES Help Line at yes@vanderbilt.edu or 615-343-4306 if you have questions or need additional assistance.