FCT – FACULTY COMPENSATION TRACKING
REFERENCE MANUAL
May 1, 2012
Refresher: July 20, 2012
Proprietary and Confidential. For Internal Kaplan Use Only.
Proprietary and Confidential. For Internal Kaplan Use Only.
1
End to End Process Flow:
Adjunct Payroll Automation & LOE Generation
Proprietary and Confidential. For Internal Kaplan Use Only.
2
CampusVue – Assignments & Impact on FCT





CampusVue assignment is the ‘trigger’ for all compensation
activity in FCT. FCT does not react to MSS status changes once
the term has started.
Date of assignment of the instructor in CampusVue drives
compensation calculation in FCT and this includes ‘late
assignments’ stipends.
Primary instructor cannot be replaced unless it is for the
remainder of the term.
Substitute instructors, due to illness or vacation, must be
assigned as “secondary” instructors. Secondary instructors do
have access to class grade book. Scheduling teams need to
reach out to CampusVue team or the Registrar for assistance.
Errors in instructor assignments create undue burden on the
compensation system such as over/under payments.
Proprietary and Confidential. For Internal Kaplan Use Only.
3
Designating Overloads
Definition of Overload: An ‘overload’ assignment is only applicable to a
Full Time instructor. A FT instructor’s teaching load, typically 3 classes per
term, is paid through their full-time salary. “Overload” means that you are
compensating the instructor for an assignment in excess of their full time
salary, that is, through a Letter of Engagement.
To designate an overload in FCT, you need to access the corresponding
‘queue’ and search for the specific instructor and assignment that will
receive ‘overload’ compensation.
Proprietary and Confidential. For Internal Kaplan Use Only.
4
Designating Overloads
Process to follow each term:
1.
2.
T-9 Reminder should prompt action to take care of any overload designations in
FCT.
Once in the queue, initiate an “Advanced Search” for the term and enter the last
name of the instructor to whom you wish to assign overload compensation; OR
you can enter your last name in the ‘supervisor’ field.
Proprietary and Confidential. For Internal Kaplan Use Only.
5
Designating Overloads
Click on the instructor record:
Once in the record detail, select the ‘Teaching Assignments” tab; there is a dropdown menu that allows you to select the specific class you wish to designate as
an ‘overload’ course.
Proprietary and Confidential. For Internal Kaplan Use Only.
6
Designating Overloads
•
•
Select the ‘edit’ button on the bottom of the screen; which opens up the
“overload” field within the assignment.
Click the space and a ‘check mark’ should appear; then simply click on
‘save’, also at the bottom of the screen. One last step is critically
important, however.
Proprietary and Confidential. For Internal Kaplan Use Only.
7
Designating Overloads
•
•
You must return to the “overview page” (see screen below);
Select the “overload” button at the bottom of the screen. This is the critical
step that allows the system to recognize that this instructor has an assignment
designated for “overload” compensation.
Proprietary and Confidential. For Internal Kaplan Use Only.
8
Assigning Additional Duties
Process to follow each term:
1.
2.
3.
Additional duties include activities such as: course leads, portfolio evaluations,
content development, content revision, mentoring, substitute teaching, etc.
They MUST be assigned no later than T-9 so that they can be included in the T-5
Letters of Engagement. Not doing so jeopardizes Faculty Payroll’s ability to
compensate the instructor properly.
Access FCT, and select the “Additional Duties” item to assign any duty to your
instructor(s) for the term.
Proprietary and Confidential. For Internal Kaplan Use Only.
9
Assigning Additional Duties
Do an advanced search for the instructor, at minimum, by last name
Proprietary and Confidential. For Internal Kaplan Use Only.
10
Assigning Additional Duties
Select the instructor, click on the “Add additional duty” button at the bottom of
the screen…
Proprietary and Confidential. For Internal Kaplan Use Only.
11
Assigning Additional Duties
Proceed to complete all required fields.
Proprietary and Confidential. For Internal Kaplan Use Only.
12
Assigning Additional Duties
Batch Processing:
 When multiple instructors will be receiving the same additional duty, batch
processing can be used to process 25 – 30 instructors at one time.
 In the “last name” search field simply list multiple last names separated by a
semi-colon “ ; “ .
 When the search results are displayed, mark the check box for each
applicable instructor and then click the additional duty button.
 Follow instructions for inputting additional duty information and save by
clicking the “apply” button.
 Repeat process as needed until list is completed.
Proprietary and Confidential. For Internal Kaplan Use Only.
13
Assigning Additional Duties
Viewing, editing, and deleting Additional Duties
Proprietary and Confidential. For Internal Kaplan Use Only.
14
Faculty Workload Policies
Kaplan University policies regarding faculty workload are as
follows:
 Weekly workload – adjunct instructors are part-time employees.
Kaplan designates a part-time employee as one who works 37.5
hours or less per week. Adjunct assignments must always take into
consideration the weekly hours that an adjunct instructor will work.
Hence, cross-track teaching is not allowed. Exceptions must be
approved by the School Dean.
 Overloads – FT Instructors or FT employees who teach are only
allowed two (2) overloads per calendar year; that is, they can only
teach two courses in addition to their full-time load or job
responsibilities. Exceptions must be approved in writing by the
School Dean or designated Academic leader.
Proprietary and Confidential. For Internal Kaplan Use Only.
15
Faculty Workload Policies
Kaplan policies regarding faculty workload are as follows:
 Adjunct Term load -- the approved teaching load for an
Adjunct instructor is 2 courses per term. Exceptions must
be approved in writing by the School Dean or designated
Academic leader.
 Adjunct YTD Load – Adjunct instructor are allowed a
maximum of 15 combined teaching assignments and
additional duties in a calendar year – January 1st through
December 31st. Exceptions must be approved in writing by
the School Dean or designated Academic leader
Proprietary and Confidential. For Internal Kaplan Use Only.
16
FCT – Workload Violations
 Workload violations will be triggered in FCT whenever
assignments exceed the established policies established by
Kaplan University.
 The Faculty Analyst will contact the Department Chair whenever a
violation is flagged by the system. In order to override the
violation, the Chair must either:
a. assign the course or additional duty to another instructor; or
b. provide written approval to their Payroll Analyst to override
the exception with the appropriate explanation.
Proprietary and Confidential. For Internal Kaplan Use Only.
17
Late Assignment Stipends
 Kaplan policy, as outlined in the Faculty Handbook, is that all
instructors are entitled to a late assignment stipend if a class is
assigned at certain timeframes, and will be included in the LOE.
 FCT will automatically calculate a late assignment stipend
whenever an instructor is assigned in CampusVue, even if the
instructor was notified of the class earlier, as follows:
a)
b)
$125 – if the assignment date in CampusVue is between
T-4 and T-1; and
$200 – if the assignment date in CampusVue is on the day
the Term starts or any time thereafter.
Proprietary and Confidential. For Internal Kaplan Use Only.
18
Cancellation Stipends

Kaplan University policy, as outlined in the Faculty Handbook,
establishes that all instructors are entitled to a cancellation
stipend if a class is cancelled after certain timeframes.

FCT will automatically calculate a cancellation stipend
whenever a class is cancelled in CampusVue 4 days prior to a
term start or any time thereafter. The cancellation stipend, in
the amount of $200, will be added to the instructor’s LOE.
IMPORTANT: Scheduling errors in CampusVue may trigger both
late assignment and cancellation stipends inadvertently and the
system will add to the LOE.
Proprietary and Confidential. For Internal Kaplan Use Only.
19
Emergency Instructor Replacements
 Please ensure you notify your Payroll Analyst of any and all instructor
replacements. It helps us monitor and audit system calculations.
 When an instructor is replaced in CampusVue, FCT will pro-rate
compensation for both instructors based on the number of days worked
or days remaining in the term and the school’s pay scale.
 If the replacement is due to an involuntary termination, please:
- Consult with your HR Business Partner, Gloria Siebert;
- Notify immediately your Payroll Analyst – we must ensure we
comply with State labor laws in terms of issuing final paycheck;
- Process the MSS transaction with appropriate termination code
and submit a ticket to the Help Desk for proper de-provisioning of
system access.
Proprietary and Confidential. For Internal Kaplan Use Only.
20
Emergency Instructor Replacements
 If you determine you wish to compensate a replacement
instructor for more than what FCT will calculate, you need to:
 Notify your Payroll Analyst in writing; and
 Submit an Additional Duty transaction in FCT for the
appropriate amount, under “MISC” type and with all
details in the “Activity Description”.
Proprietary and Confidential. For Internal Kaplan Use Only.
21
Changes impact FCT
In the new automated environment, any change impacts FCT
calculations. Please ensure you communicate to Faculty Payroll
any intended changes at least 3-4 weeks in advance to ensure we
can review and can be accommodated.
 Promotions, demotions – can only be approved with the start
of a term
 Course transfers between schools
 Pay scale changes – need at least 4-5 weeks notice in order
to determine how to implement
 Job code changes
 New Courses created in CampusVue
 Name changes to Schools in WPONet
Proprietary and Confidential. For Internal Kaplan Use Only.
22
Financial Controls in FCT
Financial controls are in place in the system and adjunct payroll
activity is now closely monitored by the Finance Department.
Below a listing of typical instances they audit for:






Overrides of system calculations
Unusual compensation amounts
Faculty workload violations
Late assignment stipends
Excessive number of overload assignments
Additional duty activity
Proprietary and Confidential. For Internal Kaplan Use Only.
23
Frequently Asked Questions
1. When do/will I receive an LOE?
Letters of Engagement are issued every term as follows:
• Five days prior to term start (T-5) and based on assignments
scheduled in our system at that point in time.
• After add/drop to allow for changes, student enrollment
increases, late assignments, cancellations, etc. – again,
based on schedules in our system.
• If you have been given an assignment by your Department
Chair and yet, you have not received a Letter of
Engagement, please contact them directly.
Proprietary and Confidential. For Internal Kaplan Use Only.
24
Frequently Asked Questions
2. When will I receive my next paycheck?
Please refer to your Letter of Engagement (LOE) which lists the term’s biweekly pay dates. Total compensation for the term is disbursed evenly across
six (6) bi-weekly pay dates for A, B, and C tracks and four (4) bi-weekly pay
dates for D track. Pay dates and tracks are clearly outlined in your LOE.
3. Why is my LOE missing an assignment?
The LOE only includes assignments and information in the system at the time it
was issued. If your assignment was not scheduled in the system until after the
first LOE release, it will be included in a revised LOE when the second wave of
LOEs are generated after add/drop. Please note that you need to accept or
decline the original LOE in order to receive a revised copy.
If you do not receive a revised LOE after add/drop, please call 954-515-3351
between the hours of 10:00 am and 4:00 pm EST.
Proprietary and Confidential. For Internal Kaplan Use Only.
25
Frequently Asked Questions
4. Why is my pay less than normal?
Please note student enrollment at the time the LOE was delivered. If
your course classifies as low enrollment, a low enrollment
compensation scale will apply. If student enrollment increases or
the class becomes fully enrolled, you will receive a revised LOE to
acknowledge the increased compensation.
For specifics or an explanation regarding your school’s pay scale, or
low enrollment compensation, please contact your Academic
Department Chair.
Proprietary and Confidential. For Internal Kaplan Use Only.
26
Frequently Asked Questions
5. What should I do if I’m a full-time instructor or a full-time KU
employee and I qualify for overload compensation?
It is the instructor’s Chair’s responsibility to ensure that they designate
a specific assignment in the system as ‘over and above full-time load”.
Once this is done, the system will automatically generate an LOE for
the overload assignment and compensation will be paid accordingly.
If you do not receive an LOE for the overload assignment either at T-5
or after add/drop, please contact the Department Chair in charge of the
course to make sure that your overload has been approved and
processed.
Proprietary and Confidential. For Internal Kaplan Use Only.
27
Frequently Asked Questions
6. Whom do I contact for direct deposit, lost checks or tax issues?
For tax withholding W-4, W-2 issues, lost checks, and direct deposit
issues, please contact Kaplan University’s Payroll Department at:
payroll@kaplan.edu or by phone at: 877-586-9729.
For Employment Verifications, please navigate to:
http://intranet.kaplan.edu/HRPortal/Pages/VerificationofEmployment.aspx
7. What should I do if I cannot access my LOE as outlined in the
notification email?
Please call 866-348-1196 for the Faculty Support Help Desk.
Proprietary and Confidential. For Internal Kaplan Use Only.
28
Faculty Compensation Tracking
For general questions, issues or exceptional situations, please
contact:
• Denise Alvarado, Manager of Faculty Payroll, at
dalvarado@kaplan.edu
• Thomas Petroski, Faculty Payroll Analyst, at
tpetroski@kaplan.edu or
• Zully Francisco, Executive Director of Faculty Operations at
zfrancisco@kaplan.edu.
Proprietary and Confidential. For Internal Kaplan Use Only.
29