Manage Faculty Records

Manage Faculty Records

Create and maintain faculty records including personal information, qualifications, and assignments.

Time required: 10-15 minutes per faculty

Module: openeducat_core, openeducat_core_enterprise

User role: System Administrator, HR Admin

Prerequisites

• System Administrator or HR Admin role
• Departments configured
• User accounts available (optional)

Steps

Step 1: Navigate to Faculty

1. Go to OpenEduCat -> Faculty -> Faculty
2. Click Create to add new faculty

Step 2: Enter Personal Information

Field	Required	Description	Example
Name	Yes	Full name	”Dr. Jane Smith”
Employee ID	Yes	Staff ID	”FAC001”
Email	Yes	Official email	”jane.smith@school.edu”
Phone	No	Contact number	”+1 555-0123”

Step 3: Add Professional Details

Field	Description	Example
Department	Primary department	”Computer Science”
Designation	Job title	”Associate Professor”
Joining Date	Employment start	2020-08-15
Employment Type	Full-time/Part-time	Full-time

Step 4: Enter Qualifications

In the Education tab:

Degree	Institution	Year	Field
PhD	MIT	2015	Computer Science
M.Sc	Stanford	2010	Software Engineering
B.Sc	UCLA	2008	Computer Science

Step 5: Add Specializations

In the Specialization tab:

• Research interests
• Teaching areas
• Industry experience
• Certifications

Step 6: Configure System Access

Setting	Description
User Account	Link to Odoo user
Portal Access	Enable self-service
Access Rights	Set permissions

Step 7: Assign Subjects

In the Subjects tab:

1. Click Add a line
2. Select subjects faculty can teach
3. Set as primary/secondary

Step 8: Upload Documents

In the Documents tab:

• Resume/CV
• Qualification certificates
• ID proof
• Employment contract

Step 9: Save Faculty Record

Click Save to create the faculty record.

Faculty Status Management

Status	Description	Actions
Active	Currently employed	Full access
On Leave	Temporary absence	Limited access
Resigned	Left employment	Archive
Retired	Completed service	Archive

Bulk Import Faculty

For multiple records:

1. Go to Favorites -> Import records
2. Prepare CSV with columns:
   • Name
   • Employee ID
   • Email
   • Department
   • Designation
3. Upload and import

Field Reference

Faculty (op.faculty)

Technical Field	UI Label	Type	Notes
name	Name	Char	Required
employee_id	Employee ID	Char	Unique identifier
email	Email	Char	Official email
department_id	Department	Many2one	Primary department
designation	Designation	Char	Job title
joining_date	Joining Date	Date	Start date
emp_type	Employment Type	Selection	full/part/contract

Troubleshooting

Employee ID already exists

Each faculty must have unique employee ID. Check existing records.

Cannot link user account

Verify user account exists and is not already linked to another faculty.

Department not showing

Ensure departments are created in Configuration before creating faculty.

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Related: Manage Departments | Manage Contact Records