9.2 Handling Late Hires in FWL

Purpose: Use this document as a reference for how to add an instructor assignment in the Schedule of Class when their hire date is AFTER the start date of the term in ctcLink.  In that situation, the employee's job record is visible in Maintain Faculty Workload, but not accessible in the Schedule of Class for the terms with a start date before their hire date.

Audience: Class Scheduling Staff, HR/Payroll Staff.

You must have at least one of these local college managed security roles:

  • ZC CM Instructor Advisor
  • ZD CM Instructor Advisor
  • ZD FWL View Cnt Calc
  • ZZ CM Instructor Advisor
  • ZZ CM Local Configuration
  • ZZ FWL Contract Calc

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Handling Late Hires in FWL

Navigation: NavBar > Navigator > Curriculum Management > Instructor/Advisor Information > Instructor/Advisor Table

  1. New hires still require an entry in the Instructor/Advisor table before being processed in Faculty Workload. Refer the the Quick Reference Guide on Adding an Instructor to the Instructor/Advisor Table if you need help.

Add a Newly Hired Instructor in Schedule of Class

You must have at least one of these local college managed security roles:

  • ZC CM Class Builder
  • ZD CM Class Attributes
  • ZD CM Class Builder
  • ZD FWL View Cnt Calc
  • ZZ CM Class Attributes
  • ZZ CM Class Text Book
  • ZZ CM Loal Configuration
  • ZZ FWL Contract Calc

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:  NavBar > Navigator > Curriculum Management > Schedule of Classes > Maintain Schedule of Classes

  1. The Maintain Schedule of Classes search page displays.
  2. Enter the Search Criteria.
  3. Select the Search button.
Maintain Schedule of Classes search page
  1. The Maintain Schedule of Classes page displays.
  2. Select the Meetings tab.
  3. The Meetings page displays.
  4. 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.
  5. Also on the Assignment tab, leave the Empl Rcd# at zero, the system default.
    • Since the Job Data record hire date is after the Term Start Date, the Empl Rcd# Look Up will return no results, this can be updated once in Maintain Faculty Workload.
Meetings tab
  1. Select the Workload Tab.
  2. The Workload tab displays.
  3. Complete applicable fields.
workload tab
  1. The process to add a new hire to Schedule of Classes is now complete.

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

Override Employee Record Number in Maintain Faculty Workload

You must have at least one of these local college managed security roles:

  • ZD FWL View Cnt Calc
  • ZZ FWL Contract Approve
  • ZZ FWL Contract Calc
  • ZZ FWL Contract Gen
  • ZZ FWL Contract Submit
  • ZZ FWL Pay Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

After the FWL Calculation Process has been run to load the FWL Grid, navigate to the Maintain Faculty Workload page.

Navigation:  NavBar > Navigator > Curriculum Management > CTC Custom > Faculty Workload > Faculty Workload Transaction > Maintain Faculty Workload

  1. The Maintain Faculty Workload search page displays.
  2. Enter Search Criteria.
  3. Select the Search button.
Maintain Faculty Workload search page
  1. The Maintain Faculty Workload search page displays.
  2. In the HCM Position Job Summary section, the new job record will be visible and can be viewed in HCM.  
    • All job records for the configured Employee Classifications (FAC, PTF) are visible in 'real time' from HCM so long as the job is in an 'Active' HR status.
    • In order to send faculty pay to payroll, the payroll status must also be in an 'Active' status.
  3. Select the View Job Data link.
HCM Position Job Summary section on HCM Data page
  1. The Job Data page displays in a new window.
  2. If you look at the Job Data record, you will see that the Effective Date of the hire record is after the start of the term, which prevents seeing the job record from the delivered Schedule of Classes page.  If the instructor was hired after the start of the class you may need to prorate the contract pay. For information on prorating pay, refer to the Quick Reference Guide - Prorating Contracts for Instructor Late Starts or Early Departures.
  3. Close the Job Data window to return to the Maintain Faculty Workload page.
Job data page
  1. The Maintain Faculty Workload page displays.
  2. Select the FWL Grid tab.
  3. The FWL Grid page displays.
  4. Make sure the Correct History button is selected.
  5. On the FWL Grid page, select the Second tab.
  6. Check the Empl Rcd Override check box to open the next field for editing.
  7. Update the Empl Rcd Nbr field.
  8. Select Save.
FWL Grid second tab
  1. Select the HCM Data Page tab.
  2. The HCM Data Page tab displays.
  3. Select the Recalc All button.
  4. The 'Are you sure you want to Recalculate all the contracts? message displays.
  5. Select the Yes button.
  6. The system wait icon will appear in the upper, right hand corner of the screen.
  7. When the calculation is complete the screen will refresh and display a draft Pay Line and updated Calculation Results.
Recalc All button
  1. Select the Calculation Results tab.
  2. The Calculation Results tab displays.
  3. Verify the results (FTE%, Pay, Term Contact Hours) are accurate for the student count.
Calculation Results tab
  1. If Calculation Results are accurate, select the HCM Data Page tab, and verify/update the Pay Line Earnings Code and Account Code (combo code) on the Second tab.
Second tab for pay line earnings code
  1. After all lines have been updated, select Save.
  2. Once complete, move on to generating the online contract.

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. The process to handle late hires in FWL is now complete.
  2. End of procedure.

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