New Faculty Entry

Standard Operating Procedure

Description: New faculty hire approved by Human Resources have to be entered and activated in Banner SIAINST in order to assign them to courses and provide other relevant access

Written By: Maliha Zaman

Banner Form: SIAINST

Contact Information:  Samantha McMahon ✉️ mcmahonsl@hollins.edu 📞 540-362-6466

Last Updated: December 15, 2025

Purpose:

Once a new faculty has been hired, they need to be vetted by Human Resources. Once the vetting process is completed, HR creates a A# in Banner, updates the information in one drive file. Provost office who initiates the hiring process then uses the A# to update faculty details in Banner form SIAINST. This allows reporting of faculty in their correct category (e.g. Part vs. full time, Assistant vs. Associate etc.). Information in SIAINST does not affect any Banner forms at the moment. May do so if Banner related tenure forms are implemented.

Scope:

The information entered affects all areas of faculty record. Human Resources only provides A#. Provost offices completes all other fields in SIAINST. Registrar’s office relies on this form to assign courses that have been approved by the department chair. Student success relies on this form to assign advisors after the full-time faculty has gone through their advisor training. The two critical fields are:

• STATUS - has to be selected for Registrar’s Office to assign courses

• ADVISOR - has to be selected after new faculty has gone through advising training provided through office of Student Success. This has to be selected in order for students (advisee) to be assigned to faculty  

  

Step-by-step instruction

1. Login to Banner (user access needed)

2. Type SIAINST

3. The following steps refer to the image below

   

   1. Enter ID or lookup name of faculty

   2. Enter TERM for the record being updated

   3. Click GO

      TERM selection

      This can be different from when faculty officially starts working. At times Registrar’s Office may require faculty status to be updated so as to facilitate other Banner functions.

4. The following steps refer to the image below

   

   1. Enter STATUS (FCST) as AS

   2. Enter STATUS DATE as that of when the records needs to be active (Usually the day of entry)

   3. Enter APPOINTMENT DATE as of the starting date in the contract

   4. Select CATEGORY (FCTG) type (contract document may be a resource)

   5. Select STAFF TYPE (FSTP)

      MATCH Human Resources (HR)

      Contact Human Resources before selecting staff type. It should match employee’s staff type as stored in HR files (either staff or faculty; part or full time)

5. Click SAVE

6. Click Next Section drop arrow at the bottom of left hand corner

   

7. Click Next Section drop arrow at the bottom of left hand corner (again). Section Faculty Contract is left empty

8. The following steps refer to the image below

   

   1. Select HOME

   2. Type under COLLEGE - HU (COLLEGE DESCRIPTION will auto fill to Hollins University)

   3. Select DEPARTMENT using the ellipsis (three dots) that appear when clicked (DEPARTMENT DESCRIPTION will auto fill)

   4. Type the amount of time allotted to department under PERCENTAGE (this information will be provided by Department Chair)

9. Click SAVE

Resources

• Human Resources - begins the process in Banner. A record first needs to be created that sets up A#. The type of employee (Staff/Faculty; Full/Part time) is dictated by HR.

• Contract document - will provide majority of the information needed to complete the form

• Department Chair - will provide details on when faculty will need access to various applications and also percentage new faculty will work for them (usually 100%)

• Registrar’s Office - will set the semester for which the faculty needs to be activated (and also deactivated)

• Student Success - will inform the Provost Office when a new faculty completes advisor training

Review History:

Appendix

STVFCST

This may be periodically updated. Can be requested by Provost Office. Can only be updated by Registrar’s office

A code that is not longer in use have Prefix HIST. They can not deleted as they are assigned to an existing record in the past

Active/Inactive refers to the record it is assigned to not the code itself

Code A - ACTIVE

Code I - INACTIVE (prevents Banner from giving faculty related access to other areas of Banner)

FCTG & FSTP connection

FCTG CODE DICTATES FSTP CODE

SATAFF TYPE COMES FROM HUMAN RESOURCES (even though the term ‘faculty’ is used widely in Academic Affairs it is important to establish their primarily role as set by HR so that there is agreement in the institutional data)

FSTP

This may be periodically updated. Can be requested by Provost Office. Can only be updated by Registrar’s office

FAD - is used for any employee with a faculty status who is primarily and permanently in an administrative role. The change is dictated through the Provost office and have the final approval. This has no impact on HR side.

This section contains any additional information, charts, diagrams, etc., that support the SOP.