peoplesoft emory comprehensive guide faculty essentials and

Comprehensive Workflows for Faculty: Daily and Administrative Tasks in PeopleSoft

End-to-End Workflow for Course-Related Activities

Submission and Tracking of Enrollment Adjustments
Enrollment adjustments—including drops, adds, waitlist management, and permission numbers—must be processed through PeopleSoft’s Student Center and Faculty Center modules. The workflow begins with faculty identifying adjustments via the Class Roster (accessed under Faculty Center > Class Roster) and submitting requests through the Enrollment Adjustment tool (Faculty Center > Enrollment > Adjustments).

Key Deadlines:

Add/Drop Deadlines: Follows the Emory Academic Calendar (e.g., 100% tuition refund deadline typically by the 5th class day).

Late Adjustments: Requires approval from the department chair or dean, with potential tuition implications.

Grade Submission Process
Grade submissions follow a structured timeline with multiple checkpoints to ensure accuracy. Faculty submit grades via the Grade Roster tool (Faculty Center > Grades > Grade Roster), which integrates with the university’s grade approval workflow.

Grade Submission Deadlines:

Midterm Grades: Due by the midpoint of the term (dates published in the Academic Calendar).

Final Grades: Due by the last day of final exams (typically 48 hours after the final exam period ends).

Incomplete Grades: Require formal petitions via Faculty Center > Grades > Incomplete Grade Petitions, with deadlines for resolution (e.g., 30 days for summer/fall terms).

Student Petitions and Exceptions
Faculty handle student petitions (e.g., late drops, grade appeals, schedule conflicts) through the Petition Management tool (Faculty Center > Petitions). Petitions require supporting documentation and often involve departmental review.

Petition Processing Timeline:

Initial Review: Faculty review petitions within 5 business days of submission.

Departmental Approval: Routing to department chairs/deans may add 3–7 business days.

Final Decision: Students receive notification via email and the Student Center > Petitions portal.

Managing Faculty Schedules and Conflict Resolution

Viewing and Updating Class Assignments
Faculty schedules are managed via the Faculty Schedule tool (Faculty Center > Schedule), which displays teaching assignments, office hours, and meeting times. This tool integrates with the university’s Time Schedule system to reflect real-time updates.

Key UI Elements in the Faculty Schedule Interface:

Steps to Update Class Assignments:
1. Access the Schedule: Navigate to Faculty Center > Schedule and select the term.
2. Identify Adjustments: Locate conflicting or outdated entries (e.g., incorrect room numbers).
3. Request Changes:

Resolving Schedule Conflicts
Conflicts arise from overlapping teaching, research, or administrative duties. PeopleSoft’s Conflict Resolution tool (Faculty Center > Schedule > Conflicts) automates the identification and prioritization of issues, with routing to departmental schedulers for resolution.

Steps for Conflict Resolution:
1. View Conflicts: Navigate to Faculty Center > Schedule > Conflicts to see highlighted overlaps (e.g., two classes at the same time).
2. Prioritize: Use the Severity column to identify critical conflicts (e.g., mandatory teaching vs. optional research).
3. Submit Resolution Request: Select the conflict and choose:

Administrative Task Checklist with Deadlines and Dependencies

Course-Related Administrative Tasks

1. Syllabus Updates

   Deadline: Prior to the first class meeting or as required by department policies (e.g., annual revisions for lab safety protocols).

   1. Update syllabi via Faculty Center > Curriculum > Syllabus Management. Attach revised documents and note changes in the Version History.
   2. For courses with lab components, submit updated safety protocols to the department’s compliance officer.
   3. Dependencies: Approval from department chairs if syllabus changes affect course learning outcomes.Faculty Resource Management: Tools and Best Practices PeopleSoft at Emory provides faculty with integrated tools to streamline resource allocation, time management, and administrative workflows. Efficient use of these features ensures compliance with university policies while optimizing productivity. Below are structured guidelines for managing lab equipment, classroom reservations, departmental budgets, and time-tracking functionalities, along with best practices to avoid common pitfalls.
      

      Lab Equipment and Classroom Reservations

      PeopleSoft’s Resource Management Module allows faculty to request, track, and manage shared resources such as lab equipment, classrooms, and departmental spaces. This system integrates with Emory’s scheduling tools to prevent conflicts and ensure equitable access.

      Key Features:
      

   4. Equipment Requests: Faculty can submit requests for specialized lab equipment (e.g., microscopes, 3D printers) through the Resource Inventory portal. Approval workflows route requests to departmental administrators or procurement teams for validation.
   5. Classroom Reservations: The Classroom Scheduling tool enables faculty to book rooms for lectures, labs, or meetings. Reservations sync with Emory’s master schedule to avoid double-bookings and provide real-time availability updates.
   6. Departmental Allocation: Budgets for equipment purchases or renovations are managed via the Budget Management dashboard, where faculty can view allocated funds, pending requests, and expenditure reports.

   Best Practices:
   Faculty should:
   

   7. Submit requests at least 7–10 business days in advance for equipment or high-demand classrooms to accommodate approval and scheduling processes.
   8. Use the Resource Search Filter to identify alternative spaces or equipment if primary requests are denied.
   9. Regularly check the Approval Status Dashboard for updates on pending requests and follow up with administrators if deadlines are missed.

   Departmental Budget Management

   PeopleSoft’s Budget Management tool provides faculty with transparency into departmental funding, enabling informed decision-making for research, travel, or operational expenses. The system categorizes budgets by fiscal year, project, or grant, with drill-down capabilities for detailed tracking.

   Key Features:
   

   10. Fund Allocation: Faculty can view real-time balances for departmental, grant-funded, or personal budgets, with alerts for low-fund thresholds.
   11. Expense Tracking: Submitted expenses (e.g., lab supplies, conference registrations) are logged in the Expense Report module, with automated reconciliation against budget codes.
   12. Forecasting: The Budget Forecasting tool generates projections based on historical spending, helping faculty anticipate funding needs and adjust allocations accordingly.

   Best Practices:
   

   13. Align Expenses with Budget Codes: Ensure all transactions use the correct Fund Group, Department, and Project codes to avoid misclassification and delays in processing.
   14. Monitor Approval Workflows: Department chairs or fiscal officers may require additional documentation (e.g., invoices, justifications) for large or unusual expenses. Submit supporting materials proactively.
   15. Leverage Budget Reports: Use the Budget vs. Actuals report to compare planned vs. actual spending and identify areas for reallocation before fiscal year-end.

   Time-Tracking and Leave Management

   PeopleSoft’s Time and Leave Management module ensures compliance with Emory’s policies on leave accruals, sabbaticals, and time-tracking for grants or administrative roles. Integration with the university’s HR system automates eligibility checks and approvals.

   Key Features:
   

   16. Leave Balances: Faculty can view accrued leave (sick, vacation, personal) and submit requests via the Leave Management portal. Approvals follow departmental and university hierarchies.
   17. Time Tracking: For grant-funded projects or administrative hours, the Time Entry tool logs billable time against specific accounts, with validation against contract terms.
   18. Sabbatical Planning: The Sabbatical Leave module guides faculty through application deadlines, eligibility criteria, and replacement planning tools.

   Best Practices:
   

   19. Submit Leave Requests Early: Emory’s policies require advance notice (e.g., 30 days for vacation, 90 days for sabbaticals). Use the Leave Calendar to identify conflicts with university events or deadlines.
   20. Cross-Check Time Entries: Ensure time logged against grants matches project deliverables and funding terms. Discrepancies may trigger audits or funding adjustments.
   21. Integrate with University Policies: Familiarize with Emory’s Faculty Handbook for leave policies, such as the requirement to use accrued leave before applying for unpaid leave.

   Customizing the PeopleSoft Dashboard for Efficiency

   Faculty can personalize their PeopleSoft dashboard to prioritize frequently used tools and reduce navigation time. The Dashboard Customization feature allows drag-and-drop placement of widgets, shortcuts to key modules, and role-based views.

   Recommended Widgets and Shortcuts:
   

   22. Quick Links:
   23. Resource Requests (for lab equipment/classrooms)
   24. Leave Balance (to monitor accruals)
   25. Budget Overview (departmental fund status)
   26. Worklists:
   27. Pending Approvals (for submitted requests awaiting review)
   28. Task List (to track deadlines, e.g., grant reports)
   29. Reports:
   30. Time Entry Summary (for grant compliance)
   31. Expense Report Status (to track reimbursements)

   Customization Steps:
   1. Access the Dashboard from the PeopleSoft homepage.
   2. Click Customize > Add Widgets and select from the Available Items list.
   3. Drag widgets to the Dashboard Layout and save preferences.
   4. Use the Keyboard Shortcuts (e.g., `Ctrl+Shift+R` to refresh data) to streamline navigation.
   

   Common Pitfalls and Mitigation Strategies in PeopleSoft
   Faculty often encounter delays or errors due to:
   

   Missed Deadlines: Leave requests or equipment orders submitted after approval cycles close (e.g., end-of-semester rushes). Solution: Set calendar reminders for deadlines (e.g., sabbatical applications by October 1).

   Permission Errors: Access denied to modules due to incomplete role assignments. Solution: Contact the Emory IT Help Desk or departmental administrator to verify permissions.

   Incorrect Budget Codes: Expenses posted to wrong funds, causing reimbursement holds. Solution: Cross-reference budget codes with the Departmental Budget Guide before submission.

   Unsubmitted Time Entries: Grant-funded hours not logged, leading to underbilling. Solution: Enable auto-save in the Time Entry module and set weekly reminders.

   Ignored Approval Notifications: Pending requests overlooked in inboxes. Solution: Configure email alerts for Pending Approvals in PeopleSoft settings.

   

   Integration with Academic Systems: Grading, Attendance, and Compliance

   PeopleSoft at Emory integrates seamlessly with core academic systems to streamline faculty workflows while ensuring compliance with institutional policies and federal regulations. This section outlines the processes for synchronizing grade submissions with the registrar’s office, recording attendance with FERPA adherence, and generating compliance reports. Faculty will learn how PeopleSoft’s native tools compare to third-party systems, along with best practices for data accuracy and institutional reporting.
   

   Grade Submission and Synchronization with the Registrar’s Office

   Faculty submit final grades in PeopleSoft, which automatically syncs with the Emory registrar’s office after validation checks. The system enforces grade submission deadlines and provides real-time feedback on errors, such as invalid grade codes or missing student records.

   Validation Checks and Error Resolution
   PeopleSoft performs the following validations before submission:
   

   32. Grade Code Validity: Ensures submitted grades match the course’s defined grading scale (e.g., A, B+, F, or numeric equivalents).
   33. Student Enrollment Status: Verifies that the student is officially enrolled in the course and has not withdrawn.
   34. Deadline Compliance: Flags submissions made after the registrar’s published deadline, requiring faculty approval for extensions.
   35. Duplicate Submissions: Prevents overwriting previously submitted grades unless explicitly requested.

   Steps for Resolving Errors
   Faculty receive an email notification with a detailed error report, including:
   1. Error Code: Identifies the specific issue (e.g., `INVALID_GRADE` or `STUDENT_NOT_ENROLLED`).
   2. Affected Records: Lists students impacted by the error.
   3. Corrective Actions:
   

   36. For invalid grades, select the correct grade from the dropdown menu in the Grade Roster module.
   37. For enrollment discrepancies, contact the registrar’s office to confirm student status.
   38. For deadline extensions, submit a request via the Faculty Service Center with justification.

   Example Workflow for Grade Submission
   1. Navigate to Main Menu > Faculty Center > Grade Roster.
   2. Select the term and course section.
   3. Enter grades in the provided fields and click Submit for Validation.
   4. Review the validation report and resolve errors.
   5. Submit final grades by the deadline to avoid delays in transcript processing.
   

   Attendance Recording and FERPA-Compliant Monitoring

   PeopleSoft supports attendance tracking through the Class Roster and Attendance Log modules, with built-in safeguards to protect student privacy under the Family Educational Rights and Privacy Act (FERPA). Faculty can record attendance manually or via automated tools, while institutional policies restrict access to attendance data to authorized personnel only.

   Attendance Recording Methods
   Faculty may use one or more of the following methods:
   

   39. Manual Entry: Log attendance for each class session in the Attendance Log tab of the Class Roster.
   40. Automated Tools: Integrate with Emory’s Classroom Response Systems (e.g., Top Hat) or Biometric Systems (where available) to auto-populate attendance records.
   41. Proxy Reporting: Designate teaching assistants (TAs) to record attendance, with faculty oversight to ensure accuracy.

   FERPA Compliance Considerations
   

   42. Data Access: Only faculty, department chairs, and authorized administrators can view attendance records. Student names are never shared outside this group without explicit consent.
   43. Directory Information: Attendance data classified as directory information (e.g., last date of attendance for withdrawn students) may be released publicly unless restricted by the student.
   44. Audit Trails: PeopleSoft logs all attendance modifications, including timestamps and user IDs, to prevent unauthorized changes.

   Generating Attendance Reports
   To export attendance data for institutional review:
   1. Navigate to Main Menu > Faculty Center > Class Roster.
   2. Select the course and term.
   3. Click Generate Attendance Report and choose the format (CSV, PDF, or Excel).
   4. Filter by date range or student status (e.g., present, absent, excused).
   5. Submit reports to department chairs or the registrar’s office via secure email.
   

   Comparison of PeopleSoft Grading Tools with Third-Party Systems

   PeopleSoft’s grading functionality integrates directly with Emory’s academic workflows, but faculty may also use third-party systems (e.g., Canvas, Blackboard) for course management. Below is a comparative table focusing on data transfer, faculty workflows, and compliance:
   

   Feature	PeopleSoft	Canvas/Blackboard	Emory-Specific Notes
   Grade Submission	Direct submission to registrar’s office with validation checks.	Requires manual export/import or LTI integration for syncing.	PeopleSoft enforces Emory’s grade deadlines; third-party systems may lack institutional sync.
   Attendance Tracking	Built-in FERPA-compliant logs with audit trails.	Often requires plugins (e.g., Respondus) or manual entry.	PeopleSoft attendance data is automatically linked to student records.
   Data Transfer	Seamless, real-time sync with registrar and financial aid systems.	May experience delays or errors during bulk transfers.	Third-party systems must comply with Emory’s Data Privacy Policy for integration.
   Compliance Reporting	Native modules for ADA, conduct, and FERPA reports with pre-defined templates.	Limited; requires manual compilation or third-party tools (e.g., Power BI).	PeopleSoft reports are pre-approved for institutional audits.
   Faculty Workflow	Optimized for Emory’s academic calendar and grade scales.	Flexible but may require additional steps for Emory-specific processes.	Faculty using third-party systems must cross-check grades with PeopleSoft before submission.
   Error Handling	Real-time validation with actionable error codes.	Errors often surface post-submission, requiring faculty intervention.	PeopleSoft provides email alerts for unresolved errors.

   Key Takeaway for Faculty
   While third-party systems offer flexibility for course management, PeopleSoft remains the official record for grades, attendance, and compliance. Faculty should:
   
   45. Use third-party tools for teaching aids (e.g., quizzes, discussions) but rely on PeopleSoft for official submissions.
   46. Cross-reference all attendance and grade data between systems to avoid discrepancies.
   47. Consult the Emory IT Service Desk for guidance on integrating third-party tools with PeopleSoft.

   Generating Compliance Reports in PeopleSoft

   PeopleSoft facilitates the creation of compliance reports required by Emory’s policies, including ADA accommodations, student conduct records, and FERPA disclosures. These reports are generated directly from the system to ensure accuracy and adherence to institutional standards.

   Required Compliance Reports and Their Use Cases
   Faculty may generate the following reports via Main Menu > Faculty Center > Reports:

   1. ADA Accommodation Summary
   

   48. Purpose: Tracks students with approved accommodations (e.g., extended test time, note-taking assistance).
   49. Required Fields:
   50. Student ID and name (redacted for FERPA compliance).
   51. Accommodation type (from the Disability Services dropdown).
   52. Faculty acknowledgment of receipt (timestamped).
   53. Output Format: PDF or Excel, shared with Emory’s Office of Disability Services for audits.

   2. Student Conduct Records
   

   54. Purpose: Documents formal warnings, probation, or disciplinary actions linked to a student’s academic record.
   55. Required Fields:
   56. Incident date and type (e.g., plagiarism, harassment).
   57. Sanction imposed (e.g., written warning, course drop).
   58. Faculty signature and department chair approval.
   59. Output Format: Secure PDF, submitted to the Office of Student Conduct via the Faculty Service Portal.

   3. FERPA Disclosure Log
   

   60. Purpose: Maintains a record of all student data disclosures, including third-party requests (e.g., research studies, legal inquiries).
   61. Required Fields:
   62. Student name and ID.
   63. Date of disclosure and purpose.
   64. Recipient’s name/affiliation.
   65. Faculty authorization (if applicable).
   66. Output Format: CSV for institutional review, with encrypted student identifiers.

   Step-by-Step Instructions for Generating Reports
   1. Access the Reports module under Faculty Center.
   2. Select the report type (e.g., ADA Compliance Report).
   3. Input filters:
   

   67. Term and course section.
   68. Date range (for conduct/attendance reports).
   69. Student status (e.g., active, withdrawn).
   4. Click Generate and choose the output format.
   5. Review the report for completeness, then export or submit as required.

   Example: ADA Accommodation Report
   

   70. Input: Select Fall 2023 term and BIOLOGY 101.
   71. Output: A table listing 5 students with accommodations, including:
   72. Student ID: `E12345678`
   73. Accom

   Troubleshooting and Support: Faculty-Specific Issues in PeopleSoft

   PeopleSoft at Emory University provides robust tools for faculty to manage academic workflows, yet technical challenges may arise, particularly during peak usage periods or system updates. This section addresses common faculty-specific issues—such as login failures, module freezes, or access restrictions—by offering structured solutions, escalation protocols, and self-service resources. Faculty can mitigate disruptions by following standardized troubleshooting steps, reporting issues with precise details, and leveraging Emory’s dedicated support channels. The following content outlines proactive measures, escalation pathways, and institutional resources to ensure minimal downtime and efficient resolution.
   

   Common Technical Issues and Step-by-Step Resolutions

   Faculty frequently encounter technical disruptions in PeopleSoft that can hinder productivity. Below are the most reported issues, categorized by severity, along with immediate corrective actions. For persistent problems, faculty should proceed to the Escalation Pathway section.
   
   • Login Failures or Authentication Errors

     Common causes include incorrect credentials, expired passwords, or network connectivity issues.

     1. Verify credentials: Ensure the Emory NetID and password are correct. Reset passwords via Emory’s Password Management Portal if forgotten.
     2. Check browser compatibility: Use the latest version of Google Chrome, Firefox, or Edge. Clear cache/cookies or try a private browsing window.
     3. Test network connection: Disconnect and reconnect to the university Wi-Fi (e.g., "Emory-Secure") or use a wired connection if available.
     4. Enable cookies and JavaScript: PeopleSoft requires these for session management. Disable browser extensions (e.g., ad blockers) temporarily.
     5. Contact IT Support: If the issue persists, provide the following to :
        • Exact error message (e.g., "Invalid credentials" or "Session expired").
        • Browser/device details (e.g., "Chrome v120 on MacOS Ventura").
        • Timestamp of the failed attempt.
   • Module Freezes or Slow Performance

     Overloaded servers, large data queries, or outdated system caches often cause delays.

     1. Refresh the page: Press Ctrl+F5 (Windows) or Cmd+Shift+R (Mac) to bypass cached data.
     2. Reduce concurrent tasks: Close other browser tabs or applications consuming high memory (e.g., video conferencing tools).
     3. Use the "Lite Mode" for PeopleSoft: Navigate to User Preferences > Performance Settings and select "Optimized for Speed."
     4. Check for system alerts: Monitor Emory’s IT Status Dashboard for scheduled maintenance or outages.
     5. Report to IT: If the module remains unresponsive, include:
        • Specific module (e.g., "Course Roster" or "Grade Submission").
        • Duration of freeze (e.g., "30 seconds" or "continuous").
        • Screenshot of the frozen screen (attach to the ticket).
   • Access Denied or Role Restrictions

     Faculty may lack permissions due to role misconfigurations, departmental updates, or pending approvals.

     1. Verify role assignments: Confirm with your department administrator that your faculty role (e.g., "Primary Instructor" or "Course Coordinator") is active in PeopleSoft.
     2. Check for pending actions: Navigate to My Access Requests in PeopleSoft to complete any outstanding approvals.
     3. Test in a different module: Attempt accessing a secondary module (e.g., "Student Center") to isolate whether the issue is role-specific.
     4. Escalate to IT: If access is still denied, submit a request to with:
        • Module and exact error message (e.g., "Insufficient privileges for Grade Roster").
        • Confirmation of role from your department.
        • Screenshot of the restricted screen.
   • Data Entry Errors or Validation Failures

     Incorrect formats, missing fields, or system constraints (e.g., grade limits) trigger validation errors.

     1. Review error messages: PeopleSoft often highlights invalid fields in red. Hover over the field for specific guidance.
     2. Validate input formats:
        • Dates: Use MM/DD/YYYY format (e.g., "09/15/2024").
        • Grades: Ensure entries match the course’s grading scale (e.g., "A" instead of "4.0" if the scale is letter-based).
        • IDs: Use 9-digit Emory student IDs (e.g., "123456789") without hyphens.
     3. Check for required fields: Some modules (e.g., "Attendance Tracking") mandate entries before submission.
     4. Save drafts: Use the Save button to preserve progress before correcting errors.
     5. Consult the PeopleSoft Help Guide: For persistent issues, refer to Emory’s PeopleSoft Faculty Guide under "Data Entry Troubleshooting."

   Script for Reporting Bugs or Access Adjustments

   Faculty should follow this structured approach when submitting issues to PeopleSoft administrators to expedite resolution. Providing precise details reduces back-and-forth communication and ensures IT can replicate or resolve the problem efficiently.
   

   Subject Line Format:
   [PeopleSoft] [Issue Type] – [Module Affected] – [Faculty Name/NetID]
   Example: [PeopleSoft] Access Denied – Grade Submission – jdoe123

   • Required Information for All Reports Include the following in the body of the email to or via the Emory IT Helpdesk Portal:
     1. Issue Description: A clear, concise summary of the problem (e.g., "Unable to submit final grades for BIOLOGY 101; system displays 'Error 403: Permission denied'").
     2. Steps to Reproduce: Detailed instructions for IT to recreate the issue:
        • Action 1: Log in to PeopleSoft.
        • Action 2: Navigate to Faculty Center > Grade Roster.
        • Action 3: Select Submit Grades button.
        • Action 4: Error appears.
     3. Error Codes/Messages: Copy-paste any on-screen errors verbatim (e.g., "PSFT_HR_9999").
     4. Screenshots: Attach images showing the error, frozen screen, or restricted module (name files as "Issue_[Module]_[Date].png").
     5. Browser/Device Details: Specify:
        • Browser (e.g., "Mozilla Firefox v115").
        • Operating system (e.g., "Windows 11" or "iOS 16.4").
        • Device type (e.g., "Dell Latitude" or "iPad Pro").
     6. Timestamp: Include the date and time (EST) when the issue occurred.
     7. Workaround (if applicable): Describe any temporary fixes (e.g., "Refreshing the page resolves the freeze temporarily").
   • Template for
     

     Advanced Features and Customization for Faculty Productivity

     PeopleSoft at Emory University provides faculty with robust tools to enhance productivity through automation, customization, and integration with academic workflows. Faculty can leverage advanced features such as workflow rules, custom views, and mobile access to reduce manual effort, improve data accuracy, and maintain seamless communication with students and departments. This section explores practical methods for automating repetitive tasks, creating personalized data access solutions, and utilizing remote tools while adhering to security best practices. Examples of faculty-designed templates and their integration with PeopleSoft further demonstrate how these features can streamline administrative and instructional responsibilities.
     

     Automating Repetitive Tasks with Workflow Rules and Alerts

     PeopleSoft supports the creation of automated workflows and alerts to notify faculty of deadlines, approvals, or critical updates without manual intervention. These features minimize delays and reduce administrative burden by ensuring timely actions on tasks such as course approvals, student petitions, or budget requests.

     Key Automation Capabilities:
     

   • Deadline Reminders: Faculty can configure system-generated alerts for submission deadlines (e.g., syllabus approvals, grade rosters, or research compliance forms). These alerts can be sent via email or within the PeopleSoft portal, with customizable frequency (e.g., 7 days, 24 hours, or 1 hour before the deadline).
   • Example: A workflow rule triggers an email notification to faculty when a student’s petition for course substitution is submitted, prompting a response within 48 hours.

   - Approval Notifications: Multi-step approval processes (e.g., curriculum changes, departmental budget allocations) can be automated using PeopleSoft’s Workflow Engine. Faculty designated as approvers receive real-time notifications with actionable links to review and respond directly in the system.
   

   • Example: A department chair receives an alert when a faculty member submits a request for teaching load adjustments, with a pre-populated form for quick approval or feedback.

   - Conditional Triggers: Workflows can be designed to activate based on specific conditions, such as changes in student status (e.g., probation, withdrawal) or financial aid disbursements. For instance, a rule can automatically generate a notification to faculty advisors when a student’s financial hold status changes.

   Implementation Steps for Faculty:
   1. Identify Repetitive Tasks: Review common administrative tasks that involve manual follow-ups (e.g., grading deadlines, student inquiries).
   2. Consult IT or Faculty Support: Collaborate with Emory’s PeopleSoft support team to define workflow rules. Support may provide pre-built templates for standard processes (e.g., grade submission alerts).
   3. Test and Refine: Pilot the workflow with a small group to ensure alerts are timely and actionable. Adjust thresholds or recipients as needed.
   4. Document Workflows: Maintain a record of active workflows and their purposes for future reference or troubleshooting.
   

   Best Practice: Prioritize workflows that impact student success (e.g., financial aid deadlines) or compliance (e.g., IRB approvals) to ensure critical tasks are never overlooked.

   Creating Custom Views and Saved Searches for Efficient Data Access

   Faculty frequently access specific datasets (e.g., student portfolios, project budgets, or course evaluations) that may not be immediately visible in standard PeopleSoft views. Custom views and saved searches allow users to filter, sort, and display data relevant to their roles, reducing time spent navigating complex interfaces.

   Common Use Cases for Custom Views:
   

   • Student Portfolios: Faculty teaching writing-intensive courses can create a saved search to pull all student submissions for a specific assignment, sorted by submission date or grade.
   • Project Budgets: Researchers can design a custom view to track expenditures across multiple grants, with columns for remaining balances and pending approvals.
   • Course Evaluations: Instructors can save a search to retrieve student feedback for a particular semester, grouped by question or response category.

   Steps to Create a Custom View:
   1. Access the Search/Saved Search Tool:
   

   • Navigate to the relevant component (e.g., Student Center, Budget Management).
   • Click the Search or Saved Search button to open the query builder.

   2. Define Search Criteria:
   

   • Select fields to include (e.g., student ID, course section, budget code).
   • Apply filters (e.g., "Show only students with incomplete assignments" or "Display projects with budgets under $5,000").
   • Use logical operators (AND/OR) to refine results.

   3. Customize Display:
   

   • Reorder columns to prioritize frequently used data (e.g., place "Grade" before "Student Name").
   • Adjust row formatting for readability (e.g., highlight overdue tasks in red).

   4. Save the View:
   

   • Assign a descriptive name (e.g., "Spring 2024 Writing Portfolio – Section A").
   • Choose visibility settings (e.g., private to your account or shared with department members).

   Example Search Criteria for Student Portfolios:
   

   Component: Student Assignment Grades

   Fields: Student Name, Assignment Title, Submission Date, Grade, Comments

   Filter: Course Term = "Fall 2023" AND Assignment Type = "Research Paper"

   Sort: Submission Date (Descending)

   Sharing Custom Views:
   
   • Saved searches can be exported and imported as templates, or shared with colleagues via the PeopleSoft Community or departmental collaboration tools.
   • For department-wide use, request IT support to publish a view in a shared dashboard (e.g., a "Faculty Productivity Hub").

   Leveraging PeopleSoft’s Mobile App and Remote Access

   Emory’s PeopleSoft mobile app and remote access features enable faculty to manage tasks from anywhere while maintaining data security. These tools are particularly useful for reviewing student progress, approving requests, or monitoring budgets during travel or off-campus work.

   Mobile App Features:
   

   • Offline Access: Faculty can download frequently used components (e.g., grade rosters, approval queues) for review without an active internet connection. Changes sync automatically upon reconnection.
   • Push Notifications: Critical alerts (e.g., overdue grade submissions) appear on mobile devices, with direct links to take action.
   • Mobile-Friendly Forms: Approval requests and data entries can be completed via touchscreen, with autofill options for recurring fields (e.g., course codes).

   Security Considerations for Remote Access:
   

   • Multi-Factor Authentication (MFA): Required for all remote logins to PeopleSoft. Faculty should enable MFA via Emory’s Duo Security or similar tools.
   • Device Management: Only use Emory-approved devices (e.g., university-issued laptops or personally owned devices enrolled in Emory’s Mobile Device Management program).
   • Session Timeout: Configure automatic logout after periods of inactivity (e.g., 15 minutes) to prevent unauthorized access.
   • Data Encryption: Ensure mobile connections use VPN (Emory’s Emory VPN) or secure Wi-Fi networks to encrypt data transmission.

   Remote Access Workflows:
   

   • Grade Entry on the Go: Faculty can update grades or attendance records using the mobile app during conferences or fieldwork, with changes reflected in real-time in the student information system.
   • Approval Workflows: Department chairs can review and approve budget transfers or curriculum changes while attending off-site meetings.
   • Student Communication: Mobile access to PeopleSoft allows faculty to respond to student inquiries (e.g., grade disputes) by pulling relevant records directly from the system.

   Mobile App Setup Checklist:
   

   Download the Emory PeopleSoft Mobile App from the App Store or Google Play.

   Log in using Emory NetID and MFA credentials.

   Enable offline mode for components used frequently without internet (e.g., grade books).

   Test notifications by submitting a mock approval request to confirm alerts.

   Faculty-Designed Templates for Integration with PeopleSoft

   Faculty at Emory have developed templates to bridge PeopleSoft with external tools (e.g., email, spreadsheets, or presentation software), enhancing communication and data presentation. These templates standardize formats, reduce errors, and save time by automating data extraction from PeopleSoft.

   Examples of Faculty-Created Templates:
   

   Template Type	Integration with PeopleSoft	Use Case
   Email Notifications	Pulls student data (e.g., grades, deadlines) from PeopleSoft and formats into a professional email.	Automated alerts to students about grade updates or upcoming deadlines.
   Report Formats	Exports course evaluation data or budget reports into Excel/Word with pre-defined charts and tables.	Sharing semester-end summaries with department chairs or accreditation bodies.
   Student Portfolios	Combines assignment submissions, feedback, and grades into a single PDF or digital portfolio.	Submitting to external reviewers (e.g., for tenure or program assessments).
   Approval Trackers	Logs all approval requests (e.g., teaching load changes) in a shared spreadsheet linked to PeopleSoft.	Department heads monitor pending requests and track response times.

   How to Create and Use Templates:
   1

   Mastering PeopleSoft at Emory transforms faculty administrative tasks from cumbersome processes into structured, efficient workflows that align with academic and institutional goals. By understanding module-specific functionalities, leveraging resource management tools, and integrating compliance features, educators can reduce manual efforts while maintaining accuracy in critical operations. This guide not only demystifies the platform’s capabilities but also positions faculty to proactively troubleshoot issues and customize their experience for optimal productivity. Ultimately, the effective use of PeopleSoft enhances both individual and departmental performance, fostering a seamless bridge between teaching responsibilities and university operations.

   • academic workflows
   • compliance reporting
   • faculty administration
   • peoplesoft emory
   • resource management

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