Processing Non-Instructional Faculty Workload

Purpose: Use this document as a reference for adding Non-Instructional "Special Assignments" to the Instructor Term Workload page, execute the calculation process and update the Maintain Faculty Workload page to complete the data entry for a Special Assignment contract.  Non-Instructional contracts will require some editing of on the FWL Grid and recalculation of the contract from within the Maintain Faculty Workload page to complete.

Audience: Class Scheduling Staff or HR\Payroll Staff

Navigations:

Main Menu → Curriculum Management → Instructor/Advisor Information → Instructor Term Workload

Main Menu → Curriculum Management → CTC Custom → Faculty Workload → Faculty Workload Processing → FWL Calculation Process

Main Menu → Curriculum Management → CTC Custom → Faculty Workload → Faculty Workload Transaction → Maintain Faculty Workload

Note: Non-Instructional 'Special Assignments' refers to any workload assignment for which no class exists in Schedule of Class.  These include, but are not limited to the following types of assignments:

  • Release Time (paid or unpaid)
  • Counseling or Librarian Assignments (not associated with in-class work)
  • WAOL Class Teaching Assignments (where the class is not offered at your institution)
  • Continuing Education (non-class)
  • Math Lab, Business Technology Labs (where pay is for hours unrelated to the contact hours of the class)
  • Special Assignment contracts for community service, course prep, paid office hours, etc.

Add Non-Instructional 'Special Assignment' to Instructor Term Workload

The Instructor Term Workload page is a Campus Solutions page designed to display all instructor class assignments, including the job that assignment is associated with.  This page has been customized for FWL to allow users to add non-instructional “Special Assignment” work to an instructor to be picked up and calculated for instructor pay and full time equivalency for faculty (FTE%).  If an instructor has been assigned to a class, they will have a Term Workload page.  The Term Workload page displays all terms for which an instructor has classes or non-instructional assignments. If an instructor has no assignments, then a new Term Workload page can be added.

Instructors with Existing Term Workload

  1. Search for the instructor in the Instructor Term Workload page enter the following:
    • ID: Empl ID of the instructor.
    • Academic Institution: Enter value or use lookup.
    • Name: If Empl ID unknown, enter at least the first character of the Last Name (Last Name, First Name).
Find an Existing Value
  1. Search for the correct Term page by clicking the Find link.
Term Workload
  1. In the pop-up window enter the Term value, (e.g. 2153) and click OK.
Script Prompt
  1. Once in the correct Term, on the Workload Assignment tab, click the Add a Row (+) button to add an additional Workload Assignment.
Workload Definition
  1. On the Workload Assignment tab, enter the following:
    • Description: Free text field to enter the description of the work being performed. (Does not load into the FWL Grid.)
    • Assignment Type: Click the drop down menu to select a Non-Instructional Assignment Type, (e.g. Crse Prep).
    • Work Load: (Optional) Hours of work being performed (Does not load into the FWL Grid).
    • Click Save.

Adding a Term to Instructors with Existing Term Workload Pages

  1. Search for the instructor in the Instructor Term Workload page enter the following:
    • ID: Empl ID of the instructor.
    • Academic Institution: Enter value or use lookup.
    • Name: If Empl ID unknown, enter at least the first character of the Last Name (Last Name, First Name).
  2. Click the Plus (+) symbol  in the upper right side of the page, under the Workload Definition section header and on the new page enter the following:
    • Term: Enter the term of the non-instructional assignment, or use the Look Up.
    • Instructional Assignment Class: Click in the Assignment Class field and the system will populate LECTUR.
  3. On the Workload Assignment tab, enter the following:
    • Description: Free text field to enter the description of the work being performed. (Does not load into the FWL Grid.)
    • Assignment Type: Click the drop down menu to select a Non-Instructional Assignment Type, (e.g. Crse Prep).
    • Work Load: (Optional) Hours of work being performed (Does not load into the FWL Grid).
  4. On the Job Code tab, enter the following:
    • Empl Rcd#: The Employee's record number
    • Click Save.
Workload Definition
Workload Definition
Term Workload Job Code tab

Warning: If you receive a warning pop-up alerting you that the "Instructor Class is Full-Time, but the Job is Part-Time" you can ignore this.  This is a warning message relative to the delivered Faculty Workload process in PeopleSoft and is unrelated to the custom developed solution.  Click OK to skip this message and close the pop-up.

Adding A New Term Workload Page

  1. Search for the instructor in the Instructor Term Workload page enter the following:
    • ID: Empl ID of the instructor.
    • Academic Institution: Enter value or use lookup.
    • Name: If Empl ID unknown, enter at least the first character of the Last Name (Last Name, First Name).
  2. If the message 'No Records Selected' appears, click the Add a New Value tab and enter the following:
    • ID: Empl ID of the instructor.
    • Academic Institution: Enter value or use lookup.
  3. Click the Add button.
Add a New Value
  1. A blank Workload Definition page will appear.  Enter the following:
    • Term: Enter the term of the non-instructional assignment, or use the Look Up.
    • Instructional Assignment Class: Click in the Assignment Class field and the system will populate LECTUR.
  2. On the Workload Assignment tab, enter the following:
    • Description: Free text field to enter the description of the work being performed. (Does not load into the FWL Grid.)
    • Assignment Type: Click the drop down menu to select a Non-Instructional Assignment Type, (e.g. Crse Prep).
    • Work Load: (Optional) Hours of work being performed (Does not load into the FWL Grid).
  3. On the Job Code tab, enter the following:
    • Empl Rcd#: The Employee's record number
    • Click Save.
Workload Assignment tab

Note: After the Instructor Term Workload page has been updated with the non-instructional assignment, run the FWL Calculation Process to load the assignment into the Maintain Faculty Workload page, and build the FWL Grid.  Refer the the Quick Reference Guide on FWL Calculation Process (batch).

Update Maintain Faculty Workload - FWL Grid to Complete Calculation

  1. Navigate to the Maintain Faculty Workload page to update the newly added FWL Grid page.  All Non-Instruction assignments from the Instructor Term Workload page will load with a 5 digit class number starting with 99999 and increment down in numbers for multiple assignments.  Because this assignment is not driven from Schedule of Class the Component, Subject Catalog Nbr, Class Title and Section will not be populated. The Weekly Contact Hours field will be zero, as those hours are driven from class data.
FWL Grid Details
  1. When Non-Instructional assignments are loaded to the FWL Grid they are missing 3 key data elements which must be added before the contract is Recalculated in order to generate Pay Line data:
    • Start Date
    • End Date  
    • Contracted Hours
  2. On the Third Tab of the FWL Grid Page, enter the Start Date and End Date fields with the begin and end date of the Special Assignment.  Make sure to check the override check boxes to open the fields for editing.
Faculty Workload Start Date End Date
  1. On the Fourth Tab on the FWL Grid Page, enter the Contract Hours.This is the total number of hours associated to this contract for the term.
  2. Click Save to commit the changes to the FWL Grid page.
Faculty Workload Contracted Hours
  1. In order to recalculate the contract to incorporate those changes, on the HCM Data Page tab, click Recalc All button. 
HCM Data Page tab

Warning: Using the Recalc All button on the page will recalculate the non-instructional contract you are attempting to complete, but it may also recalculate other existing/approved contracts IF there have been changes made in Schedule of Class or Instructor Term Workload that would change the FTE%\Pay of the existing contract.  If this occurs, the existing contract will be rescinded and will require verification before being regenerated.

  1. When the recalculation is complete, the page will refresh and a Pay Line will display at the bottom of the page.
CS to HCM Pay Line
  1. On the FWL Calculation Result page,  review the results to confirm the accuracy of the FTE% and pay.
Calculation Results tab
  1. Click back to the HCM Data Page and review Pay Line for the following:
    • First Tab: Verify number of payments were calculated (based on the start\end dates).
    • First Tab: Verify that Pay Group is accurate.
    • First Tab: Verify the Contracted Hours are accurate.
    • First Tab: Make sure the Pay Dates are accurate.
    • Second Tab: Verify the Earn Code is as expected, if not update.
    • Second Tab: Verify the Account (combo) Code is as expected, if not update.
CS to HCM Pay Line
CS to HCM Pay Line
  1. If the draft Pay Line is accurate the instructor is ready to have their online contract generated.

Note: For information on how to generate and manage the online contract(s) refer to the Quick Reference Guide - FWL Contract Generation (Batch).