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.

5. 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

7. 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%

16. Edit Course Allocation Screen To add changes that you have made to the database click on this button.

17. 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 didn’t 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.

31. Section II Entry by Instructor Listing for Department

32. 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 we’ll be able to identify incorrect SSN’s. 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 can’t 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 NAMEon theInstructor Listing by Department screen. This is an example of an instructor we couldn’t 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 department’s 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.

46. Edit Instructor Record Screen Notice there are valid entries in PCT TIME and SEM SAL fields.

47. Edit Instructor Record Screen

48. Edit Instructor’s Appointments • Any time you need to make changes to an instructor’s 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. • Don’t 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 ANDREWSname 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 Appointmentscreen. The appropriate data has been filled in. When complete click on Submit New Appointment.