How to set up returning adjunct faculty to be on the [e-mail] mail list

The [e-mail] mail list is generated automatically every night. A person is added based on his or her status in PeopleSoft. At the end of Spring Semester, adjunct faculty are marked as terminated in the HR system.  The HR process that codes returning adjunct faculty teaching in a given semester doesn't happen until sometime after the semester has begun. Therefore, returning adjuncts may not receive important semester start up information. 

ITS has created a screen in PeopleSoft that bridges the gap between the time information starts flowing prior to the start of the semester and the time the HR process is completed.

The screen to add returning adjuncts, so that they receive the faculty emails, is accessed by logging into AccessAU HR and navigating from the Main Menu to AU Custom Folder, Authorize Faculty. Enter search criteria for the person to be added. Click on the person in the resulting list. By default the current term will be selected. To add a future term, click on the magnifying glass icon and select the term. Once all information is correct, click on Save and the person will be added to the mailing list for the selected terms in the next overnight data load.

This process is used only for the start of employment or the return to employment, of adjunct faculty members. Those continuing from one semester to the next (Fall and Spring) do not need to be added in this way, except for the first semester.

You may select additional terms for this person. To do so, click on the + for Add row and select the term. 

You may add people to the list at any time. The mailing list process will look at dates of terms and add to the mailing list accordingly.

A separate process in the HR department will ensure that new, permanent faculty are automatically added to the faculty mailing list.