Scheduling and Staffing System Orientation
and
How To Guide
As of 10/07/2003
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Contents
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Overview
………………………….. 3
Where Do I Begin?
………………………….. 6
Instructor List
………………………….. 8
Schedule and Staffing ………………………….. 12
Adding a Course
………………………….. 14
Updating a Course
………………………….. 19
Deleting a Course
………………………….. 22
Adding an Instructor ………………………….. 25
Editing an Instructor ………………………….. 28
Removing an Instructor ………………………….. 32
Reporting
………………………….. 35
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Overview
• What is Alchemy?
– Alchemy is the website used by the Dean’s office and all the
associated schools and departments within the College to collect
and report on data relating to administrative functions of the
College.
• How do I access Alchemy?
– The website is http://alchemy.usc.edu
• What do I need to access Alchemy?
– A web browser (preferably Microsoft Internet Explorer 5.5)
– A user account and password
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Overview
•
Who can I talk to about any questions, problems, or comments regarding Alchemy
and the Scheduling and Staffing System?
– General Information and Access to Alchemy
Roger Stewart
stewart@hermes2.usc.edu
213-740-2531
– Faculty Issues
David Haugland
haugland@hermes2.usc.edu 213-740-2545
Hannah Shin-Heydorn
shinheyd@usc.edu
213-821-2479
– Graduate Assistant Issues
Jane Cody
jmcody@usc.edu
213-740-8555
– General Education Issues
Jane Cody
jmcody@usc.edu
213-740-8555
Richard Fliegel
fliegel@usc.edu
213-740-2961
– MDA, Thematic Option, Writing Program
Jane Cody
jmcody@usc.edu
213-740-8555
– Enrollment History
Business Office
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Overview – How do I log in to Alchemy?
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Open an internet browser.
In the address box at the top of your screen type in http://alchemy.usc.edu.
This will bring you to the Alchemy log in page.
Log in using your User ID and password.
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Where Do I Begin?
• After a successful login you
will be at the Administrative
Intranet Main Menu*.
• Click on
Schedule and Staffing System.
* Note: The Main Menu is unique to
each user. Only those applications
that you work with will appear
after a successful login.
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Where Do I Begin?
• You will now be at the Schedule
and Staffing System Main Menu
for your department.
• These are the basic steps for
every department:
– Input all instructors and
graduate assistants by
clicking on Instructor List.
– Input a course and assign
instructors to a course by
clicking on Schedule and
Staffing.
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Instructor List
• To verify tenure track
instructors and input non-tenure
track instructors, click on
Instructor List.
• You will be directed to the
Instructor List screen.
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Instructor List
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Verify all tenure track instructors are listed with correct information.
– You cannot make any changes to the tenure track instructors. If any additions, updates, or
deletions are required, call or email Michael Messier.
Verify all non-tenure track instructors are listed with correct information.
– You can make changes to non-tenure track instructors.
– You can add non-tenure track instructors.
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Instructor List
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To make a change to a non-tenure track instructor, from the Instructor List screen,
click on the instructor’s name.
You will be taken to the Edit Instructor Info screen.
– You can make changes to any of the fields below.
– Click Clear to clear all the fields and start over.
– Click Save once you are done and ready to save your changes.
Note: The instructor information will continue to appear in the Schedule and Staffing
System until the edit is approved by the Dean.
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Instructor List
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To add a non-tenure track instructor, from the Instructor List screen, click on the
Add A Non-Tenure Track Instructor button.
You will be taken to the Add An Instructor screen.
– Input as much of the information as possible.
– Click Clear to clear all the fields and start over.
– Click Save once you are done and ready to save your changes.
Note: The instructor information will not appear in the Schedule and Staffing System
until the add is approved by the Dean.
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Schedule and Staffing
• Click on Schedule and
Staffing from the Schedule and
Staffing System main menu.
• You will be directed to the Edit
Schedule and Staffing Info
screen.
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Schedule and Staffing
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There are 4 actions you can take from this screen.
Click on this and you can add a course.
Click on this and you will return to the main menu.
Click on this and you can update an existing course and edit or remove an instructor from
a course.
Click on this and you can delete a course.
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Adding a Course
• To add a course, click Add A Course at the top of the screen.
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Adding a Course
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This will take you to the Add A Course screen.
Fill in as much information as possible. On the next page is a description of
each field, along with required fields. You will not be allowed to submit a
change unless all required fields are filled.
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Adding a Course


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
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
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
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
 = REQUIRED FIELD
Term – The year and semester this course is being added for. The first two positions are the year,
the third position is the semester.
 Example: 033 – 2003 Fall
Program Prefix – This is the department abbreviation and it will be pre-filled.
Course Number – The number that identifies the course with the registrar’s office.
Course Suffix
Course Title – The title that identifies the course with the registrar’s office.
Class Type – The type of class.
 Computer Lab, Discussion, Lab, Language Program Coordinator, Lecture, LectureDiscussion, Lecture-Lab, Other Non-Classroom, Quiz, Science Lab
Class Number – The number that identifies the class with the registrar’s office.
Units – The number of units the class is being offered for.
AL FTE
TA FTE
# Lect Sect – The number of sections associated with this course.
Remarks – Any additional pertinent information.
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Adding a Course
• Click Clear to clear all the fields and start over.
• Click Update once you are done and ready to submit your changes.
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Adding a Course
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After clicking the Update button, you will be directed to a Remarks screen. Enter any
remarks to be submitted along with your proposed change in the text box such as the
reason for the change. If other changes need to be made as a result of this change,
please enter those changes through the Schedule and Staffing System separately.
After entering your remarks, click the Update button. This will update the proposed
addition and return you to the main menu.
Note: The course will not appear in the Schedule and Staffing System until the addition
is approved by the Dean.
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Updating a Course
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You can make updates to a course that is in the Schedule and Staffing System.
This can be done from the Schedule and Staffing Info screen.
Scroll down until you find the course to update – making sure that you are in
the right term.
Click Edit on the right hand side of the screen.
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Updating a Course
• You can make updates to any of the fields below.
• Click Clear to clear all the fields and start over.
• Click Update once you are done and ready to submit your changes.
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Updating a Course
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•
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After clicking the Update button, you will be directed to a Remarks screen. Enter any
remarks to be submitted along with your proposed change in the text box such as the
reason for the change. If other changes need to be made as a result of this change,
please enter those changes through the Schedule and Staffing System separately.
After entering your remarks, click the Update button. This will update the proposed
addition and return you to the main menu.
Note: The updated course information will not appear in the Schedule and Staffing
System until approved by the Dean.
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Deleting a Course
• You can delete a course from the Schedule and Staffing System.
• This can be done from the Schedule and Staffing Info screen.
• Scroll down until you find the course to delete – making sure you are in
the right term.
• Click Delete located on the right hand side of the screen.
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Deleting a Course
• You will be directed to a confirmation screen that contains the Term,
Course Number, Course Title, Class Type, Class Number, and Instructor.
If this is the correct course, click the Delete button. If this is not the
correct course, hit your browser’s back button, which will return you to
the Schedule and Staffing System.
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Deleting a Course
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After clicking the Delete button, you will be directed to a Remarks screen. Enter any
remarks to be submitted along with your proposed change in the text box such as the
reason for the change. If other changes need to be made as a result of this change,
please enter those changes through the Schedule and Staffing System separately.
After entering your remarks, click the Update button. This will update the proposed
deletion and return you to the main menu.
Note: The course will continue to appear in the Schedule and Staffing System until the
deletion is approved by the Dean.
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Adding an Instructor
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Once a course has been added and approved and appears on the Schedule and
Staffing System, you must add at least one instructor to the course.
This can be done from the Schedule and Staffing Info screen.
Scroll down until you find the course for which you want to add an instructor –
making sure that you are in the right term.
Click the Edit button located on the right hand side of the screen.
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Adding an Instructor
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You will be taken to the Edit A Course screen. Instructor Information appears at
the bottom of the screen.
Select the instructor you wish to add from the drop-down menu.
Fill in the information for % Of Course and NTT/OL salary. Without this
information you will be unable to submit the proposal.
– Note: You do not need to input any information for Tenure Track faculty under the
NTT/OL Salary field.
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Once you have added all the instructor information, select the Add This
Instructor button.
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Adding an Instructor
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After clicking the Update button, you will be directed to a Remarks screen. Enter any
remarks to be submitted along with your proposed change in the text box such as the
reason for the change. If other changes need to be made as a result of this change,
please enter those changes through the Schedule and Staffing System separately.
After entering your remarks, click the Update button. This will update the proposed
addition and return you to the main menu.
Note: The added instructor will not appear in the Schedule and Staffing System until
the addition is approved by the Dean.
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Editing an Instructor
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You can make changes to an instructor’s % Of Course they are teaching or
NTT/OL Salary.
This can be done from the Schedule and Staffing Info screen.
Scroll down until you find the course for which you want to edit an instructor –
making sure that you are in the right term.
Click the Edit button located on the right hand side of the screen.
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Editing an Instructor
• You will be taken to the Edit A Course screen. Instructor Information
appears at the bottom of the screen.
• Select the Edit This Instructor button.
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Editing an Instructor
• Fill in the updated information for % Of Course and/or NTT/OL Salary.
• Click Clear to clear all the fields and start over.
• Click Update once you are done and ready to submit your changes.
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Editing an Instructor
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After clicking the Update button, you will be directed to a Remarks screen. Enter any
remarks to be submitted along with your proposed change in the text box such as the
reason for the change. If other changes need to be made as a result of this change,
please enter those changes through the Schedule and Staffing System separately.
After entering your remarks, click the Update button. This will update the proposed
addition and return you to the main menu.
Note: The edited instructor information will not appear in the Schedule and Staffing
System until the edit is approved by the Dean.
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Removing an Instructor
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If there is a change in instructor for a course after you have input a record into Schedule
and Staffing, you must remove the old instructor before adding the new instructor.
This can be done from the Schedule and Staffing Info screen.
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Scroll down until you find the course for which you want to remove the instructor –
making sure that you are in the right term.
•
Select the Edit button located on the right hand side of the screen.
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Removing an Instructor
• You will be taken to the Edit A Course screen. Instructor Information
appears at the bottom of the screen.
• Select the Remove This Instructor button.
• Now you can go back and add the new instructor.
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Removing an Instructor
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After clicking the Update button, you will be directed to a Remarks screen. Enter any
remarks to be submitted along with your proposed change in the text box such as the
reason for the change. If other changes need to be made as a result of this change,
please enter those changes through the Schedule and Staffing System separately.
After entering your remarks, click the Update button. This will update the proposed
addition and return you to the main menu.
Note: The instructor will not be removed from the Schedule and Staffing System until
the removal is approved by the Dean.
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Reporting
• There is a report that allows
you to view all the proposed
changes for your department.
• From the Schedule and
Staffing System main page,
under the Reports section,
from the drop-down menu
select All Proposed Changes.
• Pick the appropriate academic
year.
• Click the Run Report button.
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