MyUAlbany Faculty Guide

Welcome to MyUAlbany!

The University at Albany introduces MyUAlbany, (http://www.albany.edu/myualbany) -- our faculty and student self-service web site.  MyUAlbany is the "portal" through which faculty and students will access information from the new Student Records System developed using PeopleSoft Software.

From this website, UAlbany faculty will be able to:

  • View and print their schedules, room locations etc.
  • View, print or copy up-to-the-minute class rosters
  • Submit grades via the internet
  • View academic information about their assigned advisees (including AVNs)
  • Update their personal information
  • Obtain important University information

From this website, UAlbany students will be able to:

  • Obtain important University information
  • View their academic records
  • Check their financial aid and billing information
  • Check for 'holds'
  • Update their personal information
  • And register for classes

MyUAlbany is accessible via Internet.  That means users can perform all these functions from home or other off-campus locations as well as from University sites.


GETTING STARTED

Initializing Your MyUAlbany Account

  1. Before using your user ID and password for the first time, your account must be initialized.
  2. Go to www.albany.edu/myualbany.
  3. Click on PASSWORD SET/RESET.
  4. Supply the required information (Albany ID or Social Security Number and your PIN).  You will be asked to supply a MyUAlbany password and to type it twice.  Your Net ID will be displayed for you after you have successfully initialized your account.  You should have received your PIN in a letter from Information Technology Services.  If you have not received one, please contact the ITS help desk at 442-3700.
  5. If you forget your MyUAlbany password, follow the same steps to reset your password.

LOGGING ON TO MyUAlbany

  1. Using your Internet browser, go to www.albany.edu/myualbany.
  2. Click LOG ON.
  3. Enter your Net ID and password and click LOG ON.


MANAGE MY CLASSES

This section provides access to the basic functions required of "instructors of record."  Please note that multiple instructors of record can be indicated (e.g., a faculty member and teaching assistants), providing each with similar access.  Only designated instructors of record for a class can access information about the class.

VIEW MY CLASS SCHEDULE

  1. To see what classes you are scheduled to teach, click VIEW MY CLASS SCHEDULE.
  2.  From the list of available terms, click on the term to be displayed.
  3. The Instructor Schedule tab shows Class Number, Subject, Catalog Number, Section, Component (lecture, lab, etc.) Start Time, End Time, Meeting Days, Building and Room.
  4. Click on the Instructor Schedule 2 tab to show the Start Date, End Date and Session.

VIEW MY WEEKLY SCHEDULE

  1. To view your schedule in a weekly calendar format, return to the home page and click on View My Weekly Schedule.
  2. You may change the dates as well as the start and end time of the displayed schedule by altering the values in the appropriate boxes and then clicking the GO button.

VIEW MY CLASS ROSTERS

  1. From the home page, click VIEW MY CLASS ROSTERS
  2. Click on the desired term under Access Rosters.
  3. Click the appropriate class on the list of available rosters.
  4. You may copy and paste the roster from this page to your preferred grade management software (e.g., Excel Spreadsheet).  Simply click on and highlight the text you wish to copy, select copy, then open the destination document and select paste, to paste the data.


GRADE MY STUDENTS

The official mode of submitting grades is now via this on-line portal.  Thus, only the instructor of record has access to the grade rosters for a specific class.  NetID and password must not be provided to other individuals for any purpose including on-line grading.  The use of your NetID and password are the equivalent of your personal signature on an official grade roster.  (Remember:  teaching assistants may be added as instructors of record.  To do so, contact the person in your school/college or academic department who manages the class schedule.)

  1. Click GRADE MY STUDENTS.
  2. Click on the desired term under Grade Rosters.  (Note: if grade rosters are not yet available from the Registrar, you will see a message indicating that there is no roster for the course.  The Registrar's office will notify faculty when grade rosters are available).
  3. Click the appropriate class on the list of available rosters.
  4. Next to each student's name, in the box under the Grade Input column heading, enter the letter grade that you are assigning to that student.  If you're unsure of the valid grade codes, click the LOOKUP Lookup button, which will bring you to the lookup page.  Click Lookup and the list of valid grade codes for this student in this course will be displayed.
  5. IT IS VERY IMPORTANT THAT YOU click Save PERIODICALLY.  As a security feature, the system is designed to time-out after 20 minutes.
  6. For a student who never attended or stopped attending, click on Note.  Under Note ID click on LOOKUP Lookup button.  Click Lookup and choose the appropriate Note ID.  For Stopped Attending, please include in the Transcript Note area the date (or estimated date) when the student stopped attending.  Use Did Not Attend for students who never attended a class.
  7. When you have completed entering all the grades onto the grade roster, click Save.  Do not use the "Approval Status" drop down menu.
  8. The Registrar will be officially posting the grades at a specific pre-announced time and it is only then that the grades will be available to students.  You may change any grade on line as long as the grade input box is visible under the Grade Input Column.  Once the Registrar posts them, grades will only appear in the "Official Grade" column and then can only be changed using the Grade Change Form which may be obtained from the Office of the Registrar.


ADVISOR SERVICES

The functions in this section permit assigned academic advisors to access academic information about their assigned advisees.

VIEW ADVISEE INFORMATION

Advisee information is available to any faculty member who has been individually listed on a student's record as the academic advisor.  Please consult your academic department to determine if your department is listing individual advisors on students' records.

  1. Click VIEW ADVISEE INFORMATION.
  2. Select the student from the list of students who have you assigned as the advisor.
  3. Information about the assigned student's class schedule, enrollment appointments, grades and the unofficial transcript may be obtained by selecting the desired process and clicking the button marked Go.
  4. Advisee student program, career and major may be viewed by selecting the Information icon.
  5. The Negatve Source Indicator icon indicates the presence of a negative service indicator (hold).  Click on the icon for details.
  6. Any administratively assigned "to do" items for the advisee may be viewed by clicking the To Do List icon.

Note:  Use of "To Do" items by administrative offices will be implemented in the future.

VIEW ADVISEES' AVNs

  1. Click on VIEW ADVISEES' AVNs.
  2. Search for student by name or Albany ID (EMPLID).
  3. The AVN panel for the current semester will display.  Click on the View All link to see AVNs for more than one semester.


OTHER FEATURES

In addition to these features, other general information will be available to faculty and staff from the MyUAlbany page.

CLASS SEARCH

  1. Click SEARCH CLASS SCHEDULES.
  2. Enter the appropriate search criteria.  You may search by any combination of the following fields:  college/school, department/program, subject, catalog number, class number, a keyword in the course title, or instructor last name.  If you would like to see how many seats are available in the resulting list of classes, check the "Seats Available" check-box.
  3. Click Submit.

CATALOG SEARCH

  1. Click VIEW COURSE CATALOGS.  Select UNIVERSITY AT ALBANY in the Institution field.
  2. Select the SUBJECT AREA that you want to find a course for (e.g. Mathematics).  To narrow your search, enter the course catalog number (e.g. 100) in the CATALOG NBR field.
  3. Click the SEARCH button.


MY PERSONAL PORTFOLIO

Within the Personal Portfolio section, faculty and staff will be able to maintain their personal addresses, telephone numbers, and e-mail addresses.  Click on the appropriate heading to update information.

Professional staff and faculty will also be able to link to the Human Resources Leave Reporting page.  You will have to enter your Albany ID (nine-digit number, not your social security number) as usual once you link to that page to report leave.