Introducing SCAIT

What is SCAIT?

SCAIT is the system that allows you to enter instructors into your courses each semester.

The deadline for instructor entry each term is the census date, except for variable credit courses which must be completed in the following two weeks.

Once instructors are entered, their names will appear in the AriesWeb course reports (after an overnight data process) and the instructors will have access to Canvas.

Why does SCAIT matter?

The system is also integral in producing the student credit hour reports which are used to understand instructional workload and influences department funding. Using the instructor percentage entered in the system, student credit hours are assigned to the appropriate instructor, department, and college.

Missing or inaccurate data can result in missed funding opportunities, affect program review conclusions, or skew annual instructor reviews.

Returning Users

New Users

Complete the electronic PDF form, print, sign, and route to the Registrar’s Office. This normally takes a couple days to process.

During the processing time, explore the SCAIT instructions and the training video. 

SCAIT Training Resources

For further questions not covered through the training resources, email Tyson Koss, Office of Institutional Research, Planning and Effectiveness.

Frequently Asked Questions

I can't enter instructors, there's no place to put them.

When a course has no instructors listed in SWASINS there will initially be no row in which to enter them in the “INSTRUCTOR CHANGES” block. When this is the case, click the “SAVE” button in the bottom right corner of the form and a row will open (Note – you will see a “No changes to save” message in the upper right which you can disregard). At this point, you can enter your desired instructors and proceed normally. 

Why am I getting a missing instructor or "Faculty does not have an active assignment" error?

This error message appears when an instructor is new and/or hasn’t yet taught a course at CSU. An instructor needs to be added to the SCAIT system itself first in order to be added to a course. If you receive this error simply contact us with the employee’s CSU ID number and term you wish them to be active. Once we enter them into the system we will notify you and you’ll be ready to go.

I know my Faculty is active, why am I getting an error message when entering into SWASINS?

Are you getting an error message when entering an instructor into SCAIT that you know is active? Are you copying and pasting the ID number? Check the cursor after you paste; there may be an invisible character between it and the last digit. Just delete the space or enter the number manually. If that doesn’t work, feel free to contact us and we’ll help troubleshoot.

Why is my RI Headcount different than my total headcount?

The RI headcount (indicating it is eligible for state funding) is taken at census.  The total headcount will include non-RI students (cash funded, not eligible for state funding) or students that added the course after census.  Even though a student is not in the RI headcount and may not show up on the student list, they can still be awarded a grade without issue.

Why does my instructor show "TBD" in Aries Web when I have an instructor in the course?

A primary instructor must be selected in the SWASINS form in order to display in Aries Web. Verify that this is the case in the form, and if not click in the “Primary Instructor” box next to their name. Note that only one instructor can be selected as primary.

I'm receiving an "Integrity error...duplicated key" message

This error is likely generated if you are trying to enter information that may already be in the course, e.g. you are trying to enter an instructor that is already there.  You may wonder, “why would I do that? I don’t see the instructor.”  The answer is probably that the data is on another page in the section. If you look at the navigation arrows at the bottom you will probably see additional pages. You can move through the pages with the arrows, or use the “page per” drop down to reveal more records.

What's the "No Meeting Time Established. You can not enter data for this section" warning all about?

This error is generated by an issue that Classroom Scheduling can easily fix. We don’t know the specifics, but give them a ring at 1-7212 and let them know the details (Course Reference Number, Term, etc.) and they’ll fix you right up.

I'm receiving an "Invocation Error - Couldn't Access Remote Service"

This error occurs primarily while using the Chrome browser and can be resolved by clearing the cookies. Navigate to Google’s support / instructions of clearing the cache and cookies for guidance. If you wish to avoid this, the Firefox browser seems to sidestep this error.

What is a "Concurrency Violation Error?"

That error message occurs when you continue editing a SWASINS form after having saved it. Unfortunately, it won’t allow you to enter instructors, save the form, then continue adding instructors without first exiting.

While we would like to be able to save as we go, especially for courses with many instructors, we have been unable to get the form to cooperate. If you have many instructors to enter you might think about “batching” them. For example, entering five then save. Exit the form and then go back in to enter five more and so on.

SCAIT - Why do people call it SCAIT?

The historical evolution stems from a system that was developed in 1993. It has undergone three major version overhauls. The only element that exists from the original Schedule Course Adjustments, Instructors and Times is the Instructors component and there is no I in Team.