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Faculty Term Workload Process PeopleSoft home page select “Curriculum Management” Select “Instructor/Advisor Information”, then “Instructor Term Workload.”

Enter Faculty ID Number Or Name

Click on “+” sign to add additional assignment line.

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Term Workload Overview Term Workload has two separate areas of data Workload Assignments and APDB Department Assignments:

1) Workload Assignment is pulled from the Schedule of Classes and will automatically populate the fields when the Meetings Tab data is correct. Additional faculty assignments such as IAF, Assigned Time, and OSF need to be entered into Workload Assignment using pull-down menus, spyglass, and hand populating Work Load WTUs.

2) APDB Departmental Assignment fields are populated by the previous session roll and

need reviewing. All Departments that faculty are assigned to teach in need a row with Department number (do not use School or Program numbers).

A) Review APDB Dept Ids entered in Workload Assignment to see if a row needs to be added or deleted.

i. if deleting row you MUST deselect Assign Type Reason pull-down to blank before using minus key to remove assignment.

ii. if “Not Included” is Assign Type where IFF is normally populated this should only be used for an Extended Education course and not added to assignment. Go to meetings panel for each course and select IFF.

iii. If rows are not accessible (grey) make sure Calculate Workload is checked.

B) Assignment totals for IFF, IAF & OSF are entered in APDB Department Assignment fields. Note: Assignment FTE% for IAF automatically calculates two decimal places 33.33 in Workload Assignment, however, when populating IAF in APDB Department the WTU conversion figure is rounded up and replaces the second decimal place as zero.

C) Check to see if Instructional Administrative Fraction (IAF) and Other Support Fraction (OSF) are relevant in the current session.

D) Assigned time is not added in APDB fields.

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Type in your preferred description of Assigned Time.

Select correct Description from drop-down menu. Add department code and number of units.

The IFF fraction for this faculty will be 100%. They do not have any IAF or OSF assignments. Select “OK”.

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APDB Editing Process Step 1 of the editing process: Faculty Snapshot Extract the Faculty Snapshot housed on \\ssu-5\AnalyticStudies\Analytical_Studies\APDB The Faculty Snapshot extracts current data so does not provide historical or effective date information. Extracts faculty assignment information from faculty appointments (contracts) maintained by Faculty Affairs and is used to confirm FTE%, EmplRcd# and associated Job Code, and department assignments. Note: Bozman-Moss in three departments for a total of 100% Instructional Faculty Fraction (IFF).

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Example: Total Assignment FTE% equals 100% (both IFF boxes plus IAF), however, Total Term FTE% is 113.34. In most cases Total Teaching Fraction is not approved 13.34 over the 100.00 allowed by the Chancellor for reporting purposes. 1) Check total for IFF, IAF, and OSF against total FTE% in Faculty Snapshot to determine if this is correct for both departments. In this case faculty is not assigned to department 245 which rolled from previous Fall. You need to delete this row by using the minus button. 2) IAF for Department Chair is entered for 5 WTU and since IAF is calculated on 12th Time Base according to the WTU conversion chart 5 WTUs converts to 42%. In most cases Chair assignments are either 33% at 4 WTUs or 50% at 6 WTUs. When in doubt check the Faculty Snapshot or current Offically Appointed list distributed by Academic Affairs to confirm Dean approved IAF fraction along with conversion chart.

These boxes will automatically be checked (√). Do not un-check.

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When faculty is temporarily re-assigned to another department we are using Term Workload to document their activity. If they are teaching a course in a second department the APDB Departmental Assignment field needs to match the APDB Dept ID in Workload Assignments (course department ID number). If faculty is teaching in more than one department they need a row for each department assignment. It is up to Scheduler in the secondary department to enter this information. It is a common error to enter a School ID number when, for an example, faculty is released to perform an activity on behalf of the School, Acdacemic Affairs, Chancellor’s Office, however, we are documenting the fact that faculty has been released from their Primary Department to participate in this assigned time activity. In this case we enter their home department by changing School ID number 47 to Department 280. This also indicates that Faculty Affairs needs to be contacted to change faculties Primary Department from School to correct primary department number.

Assigned FTE% extracts from Faculty Affairs appointment data.

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Select Assign Type Reason

• Confirm Assignment Type Code is correct. • Select the correct Workload Reason from drop-

down menu • Select “University” for Time Source Code. • Select “OK”

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Once you’ve confirmed data is correct, select “SAVE.”

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Updating Instructional Administrative Fraction (IAF) Use WTU Conversion Chart IAT 12th Time-base Addendum #6 and Faculty Snap to enter the correct WTU and fraction. Tap on Assign Type Reason and use pull-down to select appropriate assignment Ex. Department Chair, Acad Year and time source code, type in department number and workload WTUs.

Tap on Job Code Tab and use spyglass to select appropriate Emplrd# related to assign type reason--in this case Empl Rcd Nbr #3 is Dept Chair AY.

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Assigning Other Support Fraction (OSF)

This faculty has both Assigned Time and OSF. Notice for OSF there is nothing entered in the Workload column. OSF is not reported in units, but percentage of time in the APDB Departmental Assignment OSF box, therefore, entering WTU is optional.

Note this faculty’s IFF is correctly listed as 53% for a total of 100%. The total of all three boxes (IFF, IAF & OSF) should not exceed 100% unless pre-approved with a maximum of 120%.When done select “OK”.

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PeopleSoft Editing Using Auditing Tools Step 1 To initially review Scheduling information that may need to be updated in PeopleSoft use SSU_SR_SCHD_CREATION_REFLIST query to check WTU values, Job Codes, courses needing faculty assigned.

Faculty Workload Detail Report (FWDR) Step 2 Keep in mind that this report relies on enrollment field to pull data and pulls data from the bottom Workload Assignment section of Term Workload so is also an initial step in updating Term Workload. To check PeopleSoft information use Faculty Workload Detail Report by selecting Faculty Workload Detail report under SON Customizations > SON Campus-Wide

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Select the term, the Academic Group & or Academic Organization number for your department (spy glass brings up a list to choose from).

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Selecting Faculty Workload Detail Report will open

Select CSV which will create an excel file so you may manipulate columns of data.

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Using Faculty Workload Detail Report as an Audit Tool Sort FWDR by subject & course number to compare Job Code & Description columns against Faculty Snapshot report found in APDB folder at \\ssu-5\AnalyticStudies\Analytical_Studies\APDB

Job Codes rolls from session to session and may need to be changed. To change go to Meetings panel in Schedule of Classes and correct EmplRc# by using spyglass to review the list and match against Faculty Snapshot to select the correct Job Code. If the correct EmplRc# is not found in the list this indicates that the faculty appointment process is not complete. You should have access to IR_SR_SCHD_JOB_CODE_SCHOOL query if you want to focus on checking and updating job codes active.

If you find a job code that is incorrect in a combined class you must go to the first section using the Schedule Class Meetings panel and change only the first section and the other combined section will be changed. If you receive a warning when you are saving the change select ok and it will save the change.

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Report GD & description refers to Faculty Snapshot grade column. If incorrect contact Faculty Affairs.

Re-sort query by faculty name, subject, and course and check to see if IAF and OSF WTUs are correct in Term Workload.

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Use FWDR to determine which faculty has an IAF assignment. Use Administrative Level Definitions found on page 6 of FAD Overview document and select narrative that best matches activity by selecting Term Workload Assign Type Reason pull-down menu (use mouse hand to enter tab). This step aligns IAF with correct faculty grade for IAF assignment.

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Next check EmplRcd# by tapping on Job Code tab and use spyglass to select the appropriate chair # i.e. If Chair is Academic Year or 12 Month.

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Term Workload Report (TWR) Step 3 Scheduler has completed first term workload editing round in PeopleSoft, contact APDB Coordinator to receive the next audit report. The TWR pulls data from both top and bottom sections of term workload. Review Term Workload report to see if any data is missing, APDB academic organization matches class academic organization, if IAF is current or rolled from previous session (ex. Previous fall Chair to current fall no longer Chair).

Missing fields in report is due to APDB Departmental Assignment fields needing to be populated.

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In this example Dingle’s class academic organization 240 isn’t matching the APDB academic organization 696.

This may be rolled from previous session or an additional row in APDB Departmental Assignments area of term workload needs to be added. In this case add another row by using the plus button and enter department, correct IFF for new row, and subtract IFF from department 696.

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Please not that assignment FTE% is calculated by PeopleSoft.

Due to a limit of three spaces for IFF fraction the additional three in fraction is left off the IFF. Adding IAF and OSF Assignment Fractions

This faculty has both Assigned Time and OSF. Notice for OSF there is nothing entered in the Workload column. OSF is not reported in units, but percentage of time. Select “APDB Assignments Fractions” to enter their percentage.

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Note: only Extended Education courses APDB Dept ID 84 may have not included selected in Assign Type.

Enter the correct OSF percentage in the OSF data field. Note this faculty’s IAF is correctly listed as 53% for a total of 100%. The total of all three boxes (IFF, IAF & OSF) should not exceed 100% unless authorized by Dean.

These boxes will automatically be checked (√). Do not un-check.

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At this time we do not change Instructor Assignment Class field since associated fields have not been implemented for this to work correctly. We hope to address this in future CMS upgrade. Please leave all faculty as FT.

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Here is an example of how to enter faculty who is teaching a course (ENSP 326A) that is being funded by a trust account rather state supported funds and is the only assignment. Note: IFF is zero and course WTU fraction is all in OSF.