Faculty Workload Web Application

1
Faculty Workload Web Application

• Training

2
System Entry Screen
3
Department Listing Screen

• Departments will only see their department in the
  drop down menu
• Colleges will see all the departments in their
  college on the dropdown menu
• Note There is an indicator in the drop down
  menu to show whether or not the department is
  certified.

4
We will look at the Show all Courses method
first, after we look at the main Help screen.
There are 2 ways to use the system.
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Help Screen
Shows how classroom teaching credits are
calculated
Shows a listing of OBJECT CLASS codes
Shows a listing of and definitions for all the
EQUIV TEACHING CREDITS
Shows definitions of appointment codes
6
Section I

• Entering by Course Listing by Department

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Course Listing by Department

• Automatically shows 100 level courses
• Navigate through course levels using the menu
  under the department name

8
Navigate thru levels
Note
Note When a course has more than one type of
instruction, a separate entry will be shown for
each (each shown at 100 responsibility).
9

• Same screen listing other 100 level courses
• ENGR 111 (SECT 506) lecture and lab both show 50
  responsibility
• The notice indicates that this might be an error,
  or the course is team taught by a faculty member
  in another department

10
Course Listing by Department Screen
Click here to see if there are other instructors
11
Shows that faculty members from different
departments are team teaching this course.
Different departments
Note You can only make changes to the faculty
member in your department, contact the other
department or OISP to make changes to other
faculty members.
12
Course Listing by Department Screen
Example of a course being team taught by faculty
in the same department
Michael Rabins is not teaching this
course. Clicking DELETE brings a pop-up box
13
This gives you an opportunity to change your mind
and discontinue deleting a faculty member from
the course.
However, if you want to delete the faculty member
assigned to the course, click OK.
14
Course Listing by Department Screen
Error message
Click EDIT to change
15
Edit Course Allocation Screen
We have changed PCT RESP from 50 to 100
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Edit Course Allocation Screen
To add changes that you have made to the database
click on this button.
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Confirm Changes to Course Allocation Screen
Allows you to review the changes you have made
before you change the database. Changes will be
shown in RED.
18
Confirm Changes to Course Allocation Screen
This is the bottom of the screen. If all data is
correct click Submit Changes.
19
After submitting the changes we are returned to
the Course Listing Screen to review the
changes. In reviewing the data, we have
determined that D. Fowler is not teaching ENGR
400-500. Click EDIT to make changes.
20
Brings us back to the Edit Course Allocation
Screen. Click on the drop down arrow for
Instructor name.
21
The drop down menu will show all instructors in
the database.
22
Find and click on the name of the correct
instructor. In this case GRIFFIN, RICHARD. Then
click Submit Course Allocation button at the
bottom of this screen.
23
We come again to the Confirm Changes screen. Note
the changed fields listed in red. Click the
Submit Changes button when you are sure the
changes are correct.
24
We return again to the Course Listing screen and
can see the changes we made. From this screen we
can also review all the courses taught by a
faculty member by clicking on his/her name.
25
This screen shows all the courses taught by a
faculty member. We will discuss this screen
further in the next section.
26
In this example we have determined that BICH
107-500 is team taught but the other instructor
didnt receive credit for the course Click on add
instructor.
27
Edit Course Allocation Screen
This brings you to Edit Course Allocation screen.
Select the additional instructor from the drop
down. If you click on add an instructor on this
screen you will go to the Add a New Instructor to
the Data Base screen.
28
Again this lets you confirm changes. Notice this
screen is not from and to, but base value and new
values. This indicates that you are adding a
faculty rather than changing from one faculty to
another.
29
Shows both instructors at 100 PCT RESP. Edit each
entry for the proper PCT RESP.
30
We have skipped some steps that we have already
shown. Shows the final changes for the team
taught course.
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Section II

• Entry by Instructor Listing for Department

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Instructor Listing for Department Screen

• Shows all faculty who are budgeted in your
  department and all faculty who are teaching a
  course in your department
• We make 2 passes against the active payroll
  budget file
• First pass identifies all faculty with faculty
  title codes and the source of funds from FACULTY
  SALARIES in the departmental accounts.
• Second pass we look for budget records for course
  instructors not found on the first pass, in all
  TAMU accounts.
• If we find a budget record, we plug in the
  appropriate data. If not we make a dummy record
  where the APPT Code is 01, PCT TIME is 100 and
  SEM SALARY is 0

33
This is the primary screen where well be able to
identify incorrect SSNs. We will address that in
just a moment.
34
Instructor Listing for Department Screen
This is the bottom part of the screen.
If you have a faculty member not listed, you can
add them to the database by clicking on this
button.
35
Correcting a SSN

• Find faculty names listed twice on the
  Instructor Listing by Department screen
• Determine if both of these entries are for the
  same instructor
• When you click on APPOINTMENTS for both
  instructor names the one with 100 PCT TIME and
  ZERO SEM SALARY is the incorrect entry
• To correct this error, you must change the course
  entries to the correct SSN and the delete the
  incorrect faculty listing.
• We cant show an example of this error because
  this Fall 2000 data has by been cleared of
  errors.

36
This is the Add Instructor screen. You may need
to obtain a current form 500 for the faculty
member in order to complete this screen. If the
instructor is teaching a course, he/she is
already in the data base. In that case, changes
must be made on the Edit Instructor Record
screen. We will review that in a moment.
37
Add Instructor Screen
This the bottom part of the screen. Click on Add
this Instructor when you have filled in the data
for the new instructor.
38
This screen shows all the courses taught by a
faculty member. It also shows the classroom
teaching credit by course and total for the
instructor. The procedure used to calculate this
credit can be found in the Help screen.
Notice under DEPT one course has been assigned
to INTG department. If you feel this is an error
you must contact OISP for changes.
39
In this example you will notice several courses
with an entry in the XLIST Code. This code is
used to identify cross listed courses and meets
with courses where several sections meet together
for a common lecture. Notice that the faculty
gets credit for only one lecture section per
XLIST Code.
40
This is an example of a distance education t.v.
course. The XLIST code is in place. By clicking
on the course number you will get the Edit Course
Allocation screen.
41
This course is taught at the Woodlands. If this
is incorrect notify OISP for changes. If any
meeting times or locations are incorrect you can
change them on this screen.
42
This is the Edit Instructor Record screen. You
will get to this screen by clicking on the
INSTRUCTOR NAME on the Instructor Listing by
Department screen. This is an example of an
instructor we couldnt find on the active payroll
budget.
43
Edit Instructor Record Screen
Notice that PCT TIME is 100 and SEM SAL is zero.
100
Use this area of the screen to add the budget
information for Instructors (GATS) whose Form 500
was not processed in time to be included on the
departments active budget file.
100
100
44
Edit Instructor Record Screen
100
100
45
This is an example of a faculty member that we
found on the active payroll budget file.
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Edit Instructor Record Screen
Notice there are valid entries in PCT TIME and
SEM SAL fields.
47
Edit Instructor Record Screen
48
Edit Instructors Appointments

• Any time you need to make changes to an
  instructors appointment codes print the original
  data and make all PCT TIME and SEM SAL changes by
  hand before attempting to do it on line. Make
  sure that the total SEM SAL has not been changed.
• If total PCT TIME and SEM SAL have actually
  changed, you can show those changes on this
  screen.
• Dont let OBJECT CLASS code intimidate you. The
  two primary ones for our purposes are
  1410-Faculty and 1415-GATS. These are to be used
  with the 01 and 02 appointment codes.
• If there has been a budget change for a faculty
  you will probably need a current Form 500 to make
  the appropriate changes on this form.

49
Edit Instructor Record Screen
We have clicked on MALCOLM ANDREWS name on the
Instructor Listing by Department screen, then
scrolled down to Add New Appointment for this
Instructor. For this example we are going to make
MALCOLM ANDREWS the Department Head. Click on 02
Administrative.
50
This is the Add an Appointment screen. The
appropriate data has been filled in. When
complete click on Submit New Appointment.
51
We are now back to the Edit Instructors
Appointment screen. Notice we have an error,
Malcolm Andrews is now over 100. This is
consistent with the entire faculty workload
system. You must add the new entry then correct
the old entry. To edit click on EDIT on the 01
appointment code.
52
The old 01 appointment code entry is shown at
the lower half of the screen. The change area is
at the top. We have already entered the correct
data in the appropriate blocks. Click on Submit
Changes to Appointment.
53
This is the Confirm Changes to Instructors
Appointment screen. It gives you a chance to
review your changes before you submit them to the
data base. Click on Submit Changes.
54
We are returned to the Edit Instructors
Appointment screen. Here we can see the changes
that we made.
55
In this example, we have Bruce McCormick in
Computer Science whose classroom teaching credits
are below the standard 9 credits and is not
compliant.
56
In the Edit Instructors Appointments screen
click on MODIFY in APPT CODE 01, under EQV TCH
CRDTS.
57
Here we have added A1 appointment code for 3.0
credits. Click on Submit Equivalent Credits when
complete.
58
Notice that the 3 hours have been added. The
faculty member is now in compliance.
59
In this example we have a faculty member who is
on approved sick leave for the Fall 2000 semester.
60
(No Transcript)
61
By clicking on Reason for Non-Compliance we see
the options in the drop down menu. In this case
the reason is Sick Leave. If you choose Other
you must include an explanation of the reason for
non compliance. Click here to complete the
changes.
62
Again an opportunity to review your changes
before adding them to the data base.
63
This screen shows that the reason for
non-compliance has been added to the data base.
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Section III

• Final Certification

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When you are ready to certify, click on
Department Certification. In this case it shows
an error because one faculty member does not have
a reason for being non-compliant.
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When all faculty have been corrected, click on
Department Certification. This screen will ask
you to identify the department head. The
department head must have been assigned B1
Administrative credit or you will receive an
error message.
67
(No Transcript)
68
(No Transcript)
69
This screen shows that you have successfully
certified the data. You will not be able to
re-enter the system. If you find additional
corrections you must contact your deans office
or OISP.
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Helpful Hints

• Instructor and faculty are synonymous throughout
  the training manual.
• When a drop down is colored, the change option is
  still active. If you use the scroll button on
  your mouse, you will change the value in the drop
  down. Select on an area outside the drop down to
  complete your change.
• Be careful using the back button. The best way
  to use the system is to be sure you use the
  proper button to add changes to the data base,
  then go to the top of the screen and click on the
  screen you want to review.
• Any changes you make to PCT TIME may require that
  you make changes to SEM SAL. If a faculty is
  100 01 Appointment code and you change them to
  50 without changing SEM SAL, you have just
  doubled their average FTE salary.
• Dont delete any courses without consulting OISP
• When assigning courses to GATS, use their SSN if
  they have one at the time of this report

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Faculty Corrections We Have Covered

• Deleting a faculty teaching a course, p. 12
• Changing a course to a different instructor, p.
  19
• Adding an instructor to a team taught course, p.
  26
• Correcting courses and faculty entries with
  incorrect SSNs, p. 33
• Adding new instructors to the data base, p. 36
• Correcting the budget entry for an instructor who
  is employed but not on the active departmental
  budget at the time we ran the report p. 43
• Adding a new appointment code, Administrative B1,
  for the department head, p. 49
• Adding equivalent teaching credits, p. 55
• Justifying a faculty not in compliance, p. 59