ctcLink Reference CenterHuman Capital ManagementFaculty Workload Spokane ONLYProcessing Independent Study Contracts - SPOKANE ONLY

Processing Independent Study Contracts - SPOKANE ONLY

Purpose: Use this document as a reference for how to process Independent Study contracts at Community Colleges of Spokane. Independent Study Contracts are calculated at the Census Date (typically 10th day) of the class.

Audience: Class Scheduling Staff

Navigation:

Main Menu → Curriculum Management → Schedule of Classes → Maintain Schedule of Classes

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

Main Menu → Curriculum Management → CTC Custom → Faculty Workload → Faculty Workload Processing → FWL Contract Generation

Calculating Independent Study contracts (I01-I18) applies to classes that have the Component of Independent Study. At Community Colleges of Spokane instructor pay for Independent Study classes is based on $50 per the number of units (credits) multiplied by the number students enrolled. The resulting value is the amount of pay the instructor is eligible for. For example, $50 per unit for a 5 unit class with 2 students enrolled equates to $500.00 dollars. Independent Study classes do not earn FTE% nor calculate Term Contact Hours. The Load Factor in the Schedule of Class is not a factor in Co-Op pay.

Independent Study contracts do not automatically calculate for variable credit courses where students are enrolled for less than the maximum units of the course.  See the section on managing variable credits for instructions on how to manage these types of contracts.

Note: For Spokane the Assignment Type naming convention begins with 2 to 4 characters code that specify the division issuing the contract (noted by ‘DDDD’ in the example below) for Independent Study contracts the Assignment Type is followed by [I].

DDDD’ [I] - Independent Study

  • Confirm the instructor exists on the Instructor/Advisor Table for the institution with an Effective Date of 01/01/1901.
  • Add the Instructor to class in Schedule of Class once, using the Independent Study Assignment Type, using the plus (+) symbol to add a new row if needed:
    • Ensure that the Empl Record Number is that of the correct job record.
      • If hired after Term start, use system default of 0 and override the Empl Rcd Nbr in the FWL Grid, adjusting start date and prorating Term Max Load Rate if needed.
    • Note: Load Factor is left at 100%, as it is not a factor in Independent Study calculations.
  • Run FWL Calculation Process to Load the FWL Grid.
  • Update FWL Grid-Tab 3 to enter the calculated value of number of students enrolled number of credits in hte Student Census Enrolled field.
  • Select Save.
  • Process a FWL Recalculation.
  • Review and confirm Calculation Results tab.
  • Review the Pay Line, if needed, update Earn Code and Combo Code.
  • Run FWL Contract Generation.
  • Verify the online contract/appointment letter.
  • Update Notes/Comments tab with HCM for HR review.
  • Ensure Dean/Administrator approves the contract.
  • Ensure instructor has gone into Faculty Center and signed the contract.

Note: To confirm an instructor has a record on the Instructor/Advisor Table, refer to the Quick Reference Guide - Adding and Instructor to the Instructor/Adviser Table.

  1. In Schedule of Class, use the search feature to open the Independent Study class and select the Meetings tab.
  2. In the Instructors for Meeting Pattern section, on the Assignment tab, enter the Empl ID of the instructor or use the Look Up to search by name.
  3. Also on the Assignment tab, enter the Empl Rcd# or use the Look Up.
  4. Select the Workload tab.
Meetings tab
  1. On the Workload tab, in the Assign Type field, select the drop-down menu and select the appropriate Assignment Type value for your division with the [I].
  2. Load Factor can be ignored as it is not used in the calculation.
  3. Select Save.
Instructors for Meeting Pattern Workload tab

Note: Not sure how to run the FWL Calculation Process to load the FWL Grid? Refer to the Quick Reference Guide - FWL Calculation Process (Batch).

  1. After the FWL Calculation Process has been run to load the FWL Grid, navigate to the Maintain Faculty Workload page and click on the FWL Grid tab.
  2. On the Calculation Result page: The Contract Type for Independent Study should appear with $0 Total Pay. In order to generate pay, enter the calculated value of the number of enrolled students x number of credits for which the students are enrolled inthe Student Census Enrolled field within the FWL Grid. The number of students is based on the 10th day of enrollment for the quarter.
    • If the calculation result doesn't appear check the following:
      • Is the Empl Rcd Nbr entered in Schedule of Class for an active FAC or PTF job?
      • Is the Subject and Component configured for the Co-Op contract or is the first time this combination has been offered?
  1. Select the FWL Grid tab.
  2. On the FWL Grid page, select the Third tab.
  3. Add the value of number of enrolled students times number of credits on the census date of the class to the Student Census Enrolled field. Example:  if thre are 14 students enrolled in the course which is set with 2 credit value, enter 28 in the student census enrolled field.  
  4. Select Save.
FWL Grid tab

Tip: Did you know you can re-organize the fields you see on the FWL Grid? Just click the Personalize link and re-order the fields. Want all the most relevant fields on the First Tab, just use the fields you want in the Column Order and move them up to the top under the Tab First Tab (frozen) header. You can also hide fields that aren't important to you. This formatting will be tied to only your login and will follow you wherever you go when you login to ctcLink.

  1. Click the HCM Data tab, click the Recalc All button.
  2. At the 'Are you sure you want to Recalculate all the contracts?' message, select the Yes button.
Message
  1. The system wait icon will appear in the upper, right hand corner of the screen.
System wait icon
  1. When the calculation is complete the screen will refresh and display a draft Pay Line and updated Calculation Results.
  2. Select the Calculation Results tab. Verify the Total Pay for Term is accurate for the student count.
Class Information
  1. If Calculation Results are accurate, select the HCM Data tab, and verify/update the Pay Line Earnings Code and Account Code (combo code) on the second tab.
Look Up Earnings Code
Look Up Account Code
  1. After all lines have been updated, select Save.

Note: Not sure how to run the FWL Contract Generation Process to generate the online contract/appointment letter? Refer to the Quick Reference Guide - FWL Contract Generation (Batch).

  1. After the contract has been generated, navigate back to Maintain Faculty Workload, on the HCM Data tab, in the HCM Data Contract Info section, select the View Contract link for the Independent Study contract type (e.g. I01) to open the online contract and verify the details.
HCM Data Page
  1. (optional) Add any comments you deem necessary to communicate information for this specific contract to the instructor.
    • If comments added, select Save then Return.
    • If no comments added, select Return to exit the contract view and return to the FWL page.
Contract Information
Return and Save buttons
  1. After the contract is verified and any comments have been added, selectg the FWL Notes/Comments tab to update the notes with HCM in the first three positions. This will cause this contract to appear on the report run by HR noting which contracts area ready for HR review. If entries already exist on this page, click the Plus (+) symbol to add a new Sequence Number to enter a fresh comment.
  2. Select Save.
FWL Notes Comments
  1. Ensure Dean/Administrator approves the contract.
  2. Ensure instructor has gone into Faculty Center and signed the contract.
Handling Pay Adjustments for Variable Credit Independent Studies

When all students enrolled in an Independent Study class are all enrolled for the same credits, the Faculty Workload process calculates $50 per credit, times the number of students enrolled.  When an Independent Study class has students enrolling for less than the maximum credits of the class the system is not able to calculate pay based on the variation.  In order to manage this follow these steps to change the pay fields on the FWL Grid:

  1. Navigate to the Maintain Faculty Workload page.
  2. Select the FWL Grid tab.
  3. Select the Third tab.
  4. Make sure the Correct History button is selected.
  5. If the Correct History pop-up window apprears, select Cancel to turn on the Correct History.
  6. In the Student Census Enrolled field enter the calculated value of number of enrolled students x number of credits on the census date.
    (Example:  3 students are taking a variable credit course for 3 credits, 1 student is taking the same course for 5 credits, and 1 student is taking it for 2 credits. In the Student Census Enrolled Field, enter 16 [value of 3 students x 3 credits + 1 student x 5 credits + 1 student x 2 credits).
  7. Select Save.
  8. Select the HCM Data Page tab.
  9. Select Recalc All to recalculate the contract, ignoring the Per Credit Rate and directly inputting the Total Pay for the contract.
FWL Grid tab