Instructor Systems

System Access Information


Administrator Access

The College Security Administrator grants access to the Department Administrator. The Department Administrator will have access to all classes in the department.

There are two levels of Instructor Systems access offered - the first or both may be given:
  • The first level consists of access to Class Lists and Graded Class Lists, Class Lists with Student Images, Email Students in a Class, and Grades Submission Summary.
  • The second level grants the ability to enter grades.
Note: There is an "Instructor Systems - Textbooks Only" access level. This access allows the user to log in to the Textbook Order System via the Instructor Systems Menu, but not have access to any other functions in the Instructor Systems.

Instructor Access

Effective Fall 2021, the Registrar's Instructor Systems and the D2L Course Management System use data entered in the Student Information System to grant access to instructors (faculty and graduate assistants appointed as teaching assistants) on a section-by-section basis.

Instructors listed in SIS with an instructor role of PI (Primary Instructor), VO (Volunteer), and GA (Graduate Assistant) will be granted access to the Instructor Systems.

Terms prior to Fall 2021
The Registrar's Instructor Systems and the D2L Course Managment System use data entered in the Course Load, Instruction, Funding and Modeling System (CLIFMS) to grant access to instructors (faculty and graduate assistants appointed as teaching assistants) on a section-by-section basis. The Schedule of Courses uses this information to display instructor names.

The department of the offering course enters instructor information in CLIFMS. Departments can check who is listed in CLIFMS by accessing the Registrar's Who's in CLIFMS? tool.

Instructors listed in CLIFMS with a TYPE of "FA" (paid faculty member), "VO" (volunteer, or unpaid faculty member), "GA" (graduate assistant), and "3A" (early approval graduate assistant) will be granted access to the Instructor Systems and D2L and will be listed in the Schedule of Courses.

Graduate Assistants linked in CLIFMS with a TYPE of "3N" (not approved graduate assistant) will be listed in the Schedule of Courses, but will not have any system access.

Marking a faculty member ("FA" or "VO") as "Supervisor Only" in CLIFMS for a class will allow the faculty member to have full system access, but not display the faculty member's name in the Schedule of Courses.

Additional Information:
  • From the Code of Teaching Responsibility in the Faculty Handbook Instruction section:

    Applicability of the Code of Teaching Responsibility to Student Assistants: Instructors of courses in which assistants are authorized to perform teaching, grading, or other instructional functions shall be responsible for acquainting such individuals with the provisions of this Code and for monitoring their compliance.
    Therefore, every Student Assistant must have a supervising faculty member. This includes Graduate Teaching Assistants.
  • From the GEU/MSU Contract:

    Article 14 Standard Performance Requirements II. B. Employees are responsible for carrying out their duties under the direction, and according to the requirements, of assigned faculty of record or supervisors.
    Article 14 II C. Employees shall be responsible, under faculty of record or supervisor direction, for maintaining the integrity of scholarship, grades and professional standards in instruction.

If a faculty member or teaching assistant has questions or concerns about his/her access to any of these systems, he/she should contact the department offering the course.

CLIFMS Information:
  • Hint: if you have linked a faculty member or graduate teaching assistant and the TYPE appears as "NF" (not found) on the SII UPDATE SCREEN or in the REPORTS section, verify that the spelling of the name is correct.
  • For linking in CLIFMS, non-academic staff teaching classes must have a paid or unpaid academic appointment approved by MSU Human Resources.
  • Updates in CLIFMS will be recognized by the Instructor Systems, D2L, and the Schedule of Courses by the next morning, excluding weekends.
  • For assistance with CLIFMS, contact Bethan Cantwell at 5-9273 or cantwelb@msu.edu or Margaret Dionise at 4-9461 or dionise@msu.edu on the Office of Planning & Budgets.

For assistance with D2L, please see the D2L Help page.

Classes with Multiple Components and the impact on Instructor System/D2L Access

If a course offering has multiple components (lecture/lab/recitation), a separate section must be created for each, whereas in legacy SIS, one section represented the components with multiple meeting times.

Instructors are linked to each section separately.

Component Types
The current types of components are lecture (LEC), recitation (REC), and lab (LAB/LB2).

Enrollment Section
For multiple component classes, one section is the Enrollment Section and one is the Non-Enrollment Section. The student enrolls in the Enrollment Section and will be automatically enrolled in the Non-Enrollment Section. Instructors linked to the Enrollment Section are not automatically linked to the Non-Enrollment Section(s).

Graded Component
For multiple component classes, one section is the graded component/section and one is not. Grades are only submitted for the graded component/section and only the graded component/section will display on the transcript.

System Functions by Component
Class lists, Email Students in a Class, and EASE reports are available for all sections, regardless of enrollment section or graded component.

Textbook and other class material information can only be submitted for the enrollment section.

Grades can only be submitted for the graded component.

Impact of Multiple Components and Instructor Access
Please be mindful when linking instructors and TAs to sections, as this can impact grade submission and D2L capabilities. Below are a few examples to assist with understanding this impact.


Example 1:

ABC 101 has a lecture component and recitation component. The department has selected the recitation (REC) as the enrollment section and as the graded component.
  • ABC 101 LEC1 (LEC)
  • ABC 101 001 (REC)
  • ABC 101 002 (REC)
  • ABC 101 003 (REC)
  • ABC 101 004 (REC)
Students will select a REC section (section 001, 002, 003, or 004). The student will automatically be enrolled in section LEC1. The REC section will display on the transcript, LEC1 will not.

If a faculty member is linked to the LEC and TAs are linked to the REC sections, there are a few notable impacts.

The faculty member will not be able to submit grades, as grades are linked to the REC sections. This will also impact the faculty member's ability to merge sections in D2L. The faculty member will not be able to submit textbook information, as textbooks can only be submitted for the enrollment section.

In order to allow the faculty member access to the REC sections, the department must link the faculty member to the REC sections. The department can indicate on each instructor link whether to print or not. Not printing the faculty member for the REC sections in this case may be appropriate.


Example 2:

XYZ 201 has a lab component and recitation component. The department has selected the recitation (REC) as the enrollment section and the lab (LAB) as the graded component.
  • XYZ 201 LAB1 (LAB)
  • XYZ 201 001 (REC)
  • XYZ 201 002 (REC)
Students will select a REC section (section 001 or 002). The student will automatically be enrolled in section LAB1. The LAB1 section will display on the transcript, as this was selected as the graded component.

If a faculty member is linked to the LAB and TAs are linked to the REC sections, there are a few notable impacts.

The faculty member will be able to submit grades, as grades are linked to the LAB section. However, the faculty member will not be able to merge sections in D2L. The faculty member will not be able to submit textbook information, as textbooks can only be submitted for the enrollment section.

In order to allow the faculty member access to the REC sections, the department must link the faculty member to the REC sections. The department can indicate on each instructor link whether to print or not. Not printing the faculty member for the REC sections in this case may be appropriate.