Add Faculty Members

Add Faculty Members

Create new faculty records with complete profile information and qualifications.

Time required: 10 minutes per faculty member

Prerequisites

• HR Admin or Academic Admin role
• Department structure configured
• Document types defined

Steps

Step 1: Navigate to Faculty

1. Go to OpenEduCat -> Faculty -> Faculty
2. Click Create

Step 2: Enter Personal Information

Field	Required	Description	Example
Name	Yes	Full name	”Dr. John Smith”
Employee ID	Yes	Unique identifier	”FAC-2024-001”
Email	Yes	Work email	”john.smith@edu.org”
Phone	No	Contact number	”+1-555-0100”
Gender	No	Gender	”Male”
Date of Birth	No	Birth date	1985-05-15

Step 3: Enter Employment Details

Field	Required	Description	Example
Department	Yes	Academic department	”Computer Science”
Designation	Yes	Job title	”Associate Professor”
Joining Date	Yes	Start date	2024-01-15
Employment Type	No	Full-time/Part-time	”Full-time”
Reporting To	No	Supervisor	”Dr. Jane Doe”

Step 4: Add Qualifications

1. Go to Education tab
2. Click Add a line
3. Enter each qualification:

Field	Description
Degree	Qualification name
Specialization	Field of study
University	Awarding institution
Year	Completion year
Grade	Marks/Grade obtained

Step 5: Add Experience

1. Go to Experience tab
2. Click Add a line
3. Enter work history:

Field	Description
Organization	Previous employer
Position	Job title
From Date	Start date
To Date	End date
Description	Responsibilities

Step 6: Upload Documents

1. Go to Documents tab
2. Upload required documents:
   • Photo (for ID card)
   • Resume/CV
   • Degree certificates
   • Experience letters
   • ID proof

Step 7: Save Faculty Record

Click Save to create the faculty record.

Post-Creation Steps

Assign to Subjects

1. Go to Subjects tab
2. Click Add a line
3. Select course and subject
4. Specify batch (optional)

Grant Portal Access

1. Click Action -> Grant Portal Access
2. Select access level
3. Faculty receives login credentials

Configure Payroll (Enterprise)

1. Go to HR Settings tab
2. Link to employee record
3. Configure salary structure

Faculty Types

Type	Description
Permanent	Regular full-time faculty
Contract	Fixed-term appointment
Visiting	Guest faculty
Adjunct	Part-time external
Emeritus	Retired but active

Field Reference

Personal Details

Technical Field	UI Label	Type	Notes
name	Name	Char	Required
employee_id	Employee ID	Char	Unique
email	Email	Char	Required
mobile	Mobile	Char	Phone
gender	Gender	Selection	M/F/Other
birth_date	Date of Birth	Date

Employment Details

Technical Field	UI Label	Type	Notes
department_id	Department	Many2one	Required
designation	Designation	Char	Job title
joining_date	Joining Date	Date	Required
employment_type	Type	Selection	Full/Part-time
manager_id	Reporting To	Many2one	Supervisor

Troubleshooting

Employee ID already exists

Employee IDs must be unique. Check existing records or use a different ID format.

Cannot save record

Check:

• All required fields are filled
• Email format is valid
• Department is selected

Portal access error

Verify:

• Email is valid and unique
• Portal user license available
• Email server configured

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Related: Configure Faculty | Manage Faculty