FACULTY WORKSHOP
Ginger Philips
2014
Welcome
Faculty Overview
1
• Getting the Faculty forms
to IR
2
• Faculty Activation
3
• Faculty Workload
What’s New?
In an effort to continue improving
customer service, the Office of
Institutional Research has created a
“share drive” for a few of our customers
who require access to distribute pertinent
faculty information. This will significantly
reduce the number of emails that are
being sent with SSN and cut down on
possible security breaches. Access is
limited to two people per college/unit.
Maintaining the security of the files is of
the utmost importance.
1
• Required Documentation
Faculty Documents
Faculty Database Form
Official Transcripts
Email Account
Contract (MOA, Supplemental Pay or
Security Agreement form)
Faculty Database Form
Faculty Transcript
Transcripts must show the degree is awarded
along with the date.
See example below:
Faculty Email
The contract must be signed by all parties and
will not be accepted otherwise.
Before activating, the faculty member must
have a valid email account.
2
• Faculty Activation
Faculty Information
Tenured\On-Track Faculty
Will remain active in the system. MOA is still
required for updating and maintaining the
contracts in the system.
New Faculty
The IR office will need a faculty database
form, contract, a copy of the official
transcript and an active email account before
activation will be granted in Banner.
Faculty Information
Returning Faculty (Adjunct, Visiting, etc.)
If any information has change since the last
teaching cycle, a new Faculty Database Form
is required along with a copy of the contract
and a copy of the official transcript.
NOTE: All faculty members must have a signed contract, valid
email account, copy of official transcript and a Faculty
Database Form on file before they can be activated…NO
EXCEPTIONS.
Faculty Activation
After all the required documentation is
received, the faculty will be activated and an
email notification is sent to the sender.
3
• Faculty Workload
Completing the Report
• Every department will receive a faculty workload
Excel template that shows all faculty teaching
and non- teaching faculty that includes course
information, calculated workload and salaries.
• Use this file as a starting point to complete the
workload as thoroughly and as accurate as
possible.
• Include any information regarding “Other Duties”
in the “Note” section.
• Return the file to the IR Office.
Excel Template
Banner Forms
SIAINST
Verify the faculty information, and see if the
faculty has been activated
SIAASGN
Review faculty workload assignments.
SSASECT
Review course information, type, SCH’s and
enrollment.
SZAFACU
Enter the total faculty workload percent of time
and salary information (NO Punctuations)
Faculty Information
Review faculty information on “SIAINST” for accuracy
Faculty Course Information
Verify faculty course information on “SIAASGN”
Faculty Information cont’d
Verify the instructor of record in Banner on “SSASECT”
Verify
Instructor’s
of Record is
Correct
Workload Calculation Foundation
Things you will need to know in order to
calculate the workload
Course Type (Lecture, Laboratory, Seminar, etc.)
Semester Credit Hours
Total Enrollment
University Faculty Workload Formulas
Contract Length
Full-time or Part-time
Faculty Information cont’d
Course schedule type, semester credit hours and contact hours
can be found on “SSASECT”
Course
Schedule
Type
Credit Hours
&
Contact Hours
Information
Faculty Information cont’d
Calculated
Workload
Hours
Faculty Information cont’d
Enrollment can be found on “SSASECT” under the section enrollment tab.
Course
Section
Enrollment
Faculty Information cont’d
Select
Type
Enter
workload
hours
Enter College
and
Department
Select
Assignment
Type
*Select the type of “other assigned duties”, enter the amount of
workload hours, college, department and assignment type.
Faculty Information cont’d
Example
Faculty Information cont’d
Non-Instructional Type
“SZAFACU” Form
Term must
be entered
FICE Code must be
entered, always
“003630”
Uncheck
Compliance, only
if the faculty is
“Out of
Compliance”
% of time must
be 3 numbers;
example “025”
equals 25%
Semester
Salary
Only
No longer have “Flex
Courses”
Only check: “New
Hire” if they’re fulltime.
Faculty Information cont’d
University Appointments:
University Salary:
01
-
Classroom Teaching Activity
01
-
State Appropriations: Account numbers
starting with 11, 18 or 17
02
-
Teaching-Related Activity: Department
Administrations, Department Head
Supervising & Enhancement Activity
02
-
Designated: Account numbers starting
with 22 or 24
11
-
Academic Support: Dean/College Level
03
-
Restricted: Account numbers starting
with 41 or 55
12
-
Research (Not paid by Department
Funds)
04
-
Auxiliary: Account numbers starting with
33
13
-
Public Service – Executive, Direction &
Control, Athletics, Auxiliary, Student
Services, Financial Aid, Librarian.
05
-
Overload
FE
-
Flex Time (No Longer Have)
06
-
Flexible Entry (No Longer Have)
Faculty Information cont’d
Required Faculty Workload Signature Page
Salary Calculations
• 4.5 Month Faculty = Semester Salary
• 9 Month Faculty = Divide by 2
• 12 Month Faculty = Divide by 12 multiply by 4.5
• Summer Faculty = Summer Budgeted Salary
Common Questions Regarding Faculty
 Who do I call if I can’t find the faculty in Banner?
 First check your documentation, then contact the IR Office
(x2184) to make sure all documentation has been received.
 The faculty member hasn’t received a contract. What do I
do?
 Check with your department head and then Academic Affairs
 Banner is down. Who do I call? Contact IT at x2525.
 I can’t remember my sign on. Who do I call? Contact
x9300 or reset password at:
https://mypassword.pvamu.edu
Common Questions cont’d
• Where do I begin?
– Review the “Excel” spreadsheet that is sent to
your department.
– Complete the Banner Faculty Workload Forms
“SIAASGN” and “SZAFACU”.
• Who do I include in the report?
– ALL PERSONS WITH FACULTY RANK,
APPOINTMENTS, TEACHING or PAID FROM
FACULTY SALARIES.
Common Questions cont’d
• Do I need to include a faculty who is on sick leave or
sabbatical?
– ALL faculty on SABBATICAL, SICK LEAVE,
UNPAID LEAVE, ETC. must be included on the
workload as "out-of-compliance.” Send letters of
justification to Dr. Dean Williamson, Office of
Institutional Research & Effectiveness, with a
copy to Dr. Felecia Nave, Provost and VPAA.
Common Questions cont’d
• I have a faculty member who is teaching a course
but is not getting paid for it, do I include him/her on
the workload report?
– EVERYONE TEACHING A COURSE must be
included on the workload whether they are being
paid or not. Report all duties, include staff
members teaching 100% and if a course is an
overload.
• What about research scientists? Do they need to be
included on the workload report?
– ALL RESEARCH SCIENTISTS must be reported
on the workload if they have faculty rank whether
teaching or not, with duties identified.
Common Questions cont’d
•
•
•
•
Where do I put the overload information?
– Percent of time goes into the 01 Teaching field and
the salary goes into the overload field.
Do I put the annual salary amounts in the form?
– No only the semester salary.
How do I calculate the semester salaries?
– 9 Month faculty – divide salary by 2.
– 12 Month faculty – divide annual salary by 12 then
multiply by 4.5.
Where do I find the formulas to calculate the workload?
– All formulas are located in the Faculty Workload
Policy at:
http://www.pvamu.edu/Include/IR/Faculty_workloa
d/Faculty-NEW-Workload-Policy-2003.pdf
TARGET DATES
Fall
Spring
Summer
First Monday in November
First Monday in March
Second Monday in July
Who’s Who in IR?
Contact information
C. Dean Williamson, PhD
cdwilliamson@pvamu.edu
Ruby Stevens Morgan, PhD
rjstevens@pvamu.edu
Ginger Philips
gmphilips@pvamu.edu
James Howard
jmhoward@pvamu.edu
Resources
Faculty
Workload
Information
Faculty Workload Forms:
http://www.pvamu.edu/ir/faculty-workload/
QUESTIONS?