CAMPUS SOLUTIONS INSTRUCTOR TERM WORKLOAD (CSAPDB) USER’S .
CS 9.0 Fall 2014 Business Process GuideInstructor Term WorkloadCAMPUS SOLUTIONSINSTRUCTOR TERM WORKLOAD(CSAPDB)USER’S MANUALSAN FRANCISCO STATE UNIVERSITYACADEMIC RESOURCESADM 467August 2014Last Revised:06/29/20FINAL:08/26/14
FINALCS 9.0 Fall 2014 Schedule of Classes BPGREVISION CONTROLDocument Title:CS 9.0 Fall 2014 Business Process Guide – Instructor Term WorkloadAuthor:Academic Resources, San Francisco State UniversityFile Reference:CS BPG SFO CSAPDB Manual final PT854.pdfDateByActionPages07/31/14S. LengCreation of documentAll09/02/14S. LengUpdated Instructor Term Workload Overview6-710/10/14S. LengUpdated Table of Contents, What is Faculty Assigned Time/NonTeaching Workload, Instructor Term Overview, Entering Assigned Time,Entering Non-Teaching Workload, Assigned Time & Non-TeachingWorkload Reports3-4, 6-7, 9, 1112, 15-1611/01/16S. LengAdded Deadline, What is APDB, Faculty Workload, How Workload isCalculated, Faculty Batch Process, Job Codes, Instructor TermWorkload; Updated Instructor Advisor Table, Overview of the InstructorTerm Workload, Faculty Assigned Time Entry, Faculty Non-TeachingWorkload Entry, IAF, OSF4-2411/08/16S. LengUpdated APDB Reports2511/09/16S. LengAdded Step-to-College in SFSU Common Practice for Appendix AAssigned Time Codes2703/15/17S. LengUpdated CS Numbers (Non-Supervision) WTU Calculation andConversion of Common WTUs to Appointment Times, added 2393 and2403 job codes, revised IAF7-8, 10, 20-2103/15/18S. LengUpdated Appendix A and Appendix C27-31, 3304/25/18S. LengUpdated What is APDB, Selecting an Instructor Term Workload, APDBReports, Appendix A and Appendix B5, 9, 14, 25, 2731, 32-3304/26/18S. LengAdded Faculty Volunteers and Post-Census faculty; Updated InstructorTerm Workload, Faculty Assigned Time Entry7-8, 15, 1907/12/18S. LengUpdated Assigned Time (AT) with new codes 36 and 37, APDB FacultyBatch Process, Updated Job Codes – removed 0051 job code, NSS,added new codes 36 and 37 to Appendix A – Assigned Time Codes andAppendix B – Assigned Time Action & Reason Combinations8, 11, 12, 33, 3609/21/18S. LengUpdated Appendix A – Assigned Time Codes & Definitions and AppendixB – Assigned Time Action & Reason Combinations29-3810/05/18S. LengAdded Student Program Fees to Assigned Time Code 22 in Appendix A– Assigned Time Codes & Definitions and Appendix B – Assigned TimeAction & Reason Combinations32, 3711/21/19S. LengUpdated OSF; APDB Reports; removed Program Coordinators/Directorsoption for Assigned Time Code 21 in Appendix A- Assigned Time Codes& Definitions; updated Appendix B – Assigned Time Action & ReasonCombinations; updated Appendix C – Non-Teaching Assigned TimeCodes, Reasons and Description24-25, 27-28, 31,37-38, 3806/29/20S. LengUpdated How Workload is Calculated9Review/Approval HistoryDateByActionPages08/25-08/26/14A. Lee, M. ChinReview and InputAll08/16/17A. LeeReview and InputAllLast Revised 06/29/20Fall 2014Page 2 of 38
FINALCS 9.0 Fall 2014 Schedule of Classes BPGConfidentiality StatementThis document has been checked and screen shots do not contain any confidential information (staff names,addresses, social security numbers).Please add a new line, verifying that screen shots have been checked each time this document is published.Publishing DateName of Individual Checking Screen Shots08/25/14Sylvia Leng03/15/17Sylvia Leng11/28/17Sylvia Leng03/27/18Sylvia Leng04/25/18Sylvia Leng07/12/18Sylvia Leng09/21/18Sylvia Leng10/05/18Sylvia Leng11/21/19Sylvia LengLast Revised 06/29/20Fall 2014Page 3 of 38
FINALCS 9.0 Fall 2014 Schedule of Classes BPGTable of ContentsPageAbout This Manual .5Deadlines 51.0What is APDB?. 62.0Faculty Appointments and Workload 72.1Faculty Appointments . 72.1.1Faculty Volunteers . 72.1.2Post-Census Faculty 72.1.3Assigned Time (AT) .82.1.4Non-Teaching Workload (NTW) . 82.2How Workload is Calculated 92.2.1CS Numbers (Non-Supervision) WTU Calculation .92.2.2Supervision WTU Calculations . 92.2.3Conversion of Common WTUs to Appointment Times 102.2.4Calculation of FTES (Full-time equivalent students) . 103.03.1APDB Faculty Batch Process . 11Job Codes . 124.0Instructor Advisor Table 135.0Instructor Term Workload . 155.1Selecting an Instructor Term Workload 155.2Overview of the Instructor Term Workload .176.0Faculty Assigned Time Entry .197.0Faculty Non-Teaching Workload Entry . 227.1IAF 227.2OSF . 247.3NSS . .268.0APDB Reports 27Appendix A – Assigned Time Codes & Definitions. . . 29Appendix B – Assigned Time Action & Reason Combinations 37Appendix C – Non-Teaching Assigned Time Codes, Reasons & Description 38Last Revised 06/29/20Fall 2014Page 4 of 38
FINALCS 9.0 Fall 2014 Schedule of Classes BPGAbout This ManualThis manual has been produced by Academic Resources as a guideline for the faculty assignedtime and non-teaching workload entries and the reporting of faculty workload in Campus Solutionsfor the Academic Planning Database (APDB). This reporting process within Campus Solutionswas implemented at San Francisco State University, effective the semester of Fall 2014. For anyquestions regarding the processes within the manual, contact Academic Resources in ADM 467,acadroom@sfsu.edu or 415-338-1011 (on campus, x8-1011).DeadlinesAcademic Resources publishes the Class Schedule Production Calendar, which outlines the duedates for the production of the Academic Planning Database (APDB) and Class Schedule. Thecalendar is available at http://academicresources.sfsu.edu/sched/calendars under “ProductionCalendar by Semester”.The following dates are listed on the Class Schedule Production Calendar and are important forthe production of the APDB:1. Census Date2. Preliminary APDB Deadline3. APDB Deadline.Last Revised 06/29/20Fall 2014Page 5 of 38
FINALCS 9.0 Fall 2014 Schedule of Classes BPG1.0What is APDB?APDB refers to Academic Planning Database. The APDB is made up of two files:1. Section File that contains information, as of census, on each class section that is offeredand the resources used to teach these courses each term.2. Faculty File that contains information, as of census, on all person who are compensatedfrom instructional budget accounts and person having teaching responsibilities in the CSUregardless of funding sources. This file also contains faculty’s non-teaching workload dataentered by the College APDB Coordinator.Each semester Academic Resources audit a series of section and faculty data in CampusSolutions in preparation for generating the APDB files. The APDB files will then undergo a seriesof additional edits at the Chancellor’s Office level.Below are data elements reported in APDB that the departments and colleges should payattention to while building the Class Schedule and reconciling faculty workload.Section FileEnrollmentSpace TypeMeeting PatternFacility IDTBA HoursLearning ModeLoad FactorFaculty FileEmpl Rcd/Job CodeInstructional Faculty Fraction (IFF)Instructional Admin Fraction (IAF)Administrative LevelAssigned Time CodeAssigned Time WTUOSFNSSLast Revised 06/29/20Fall 2014Page 6 of 38
FINALCS 9.0 Fall 2014 Schedule of Classes BPG2.0Faculty Appointments and Workload2.1Faculty AppointmentsIFF Instructional Faculty Fraction; state instructional funds that support a portion of a faculty’sappointment for instructional activities.IAF Instructional Administrative Fraction; state instructional funds that support a portion of afaculty’s appointment classified as administrative time for Department Chair, College Dean andAssociate Dean.OSF Other Support Fraction; state non-instructional funds (e.g., teaching) and non-statereimbursed funds (e.g., grant) to support a portion of a faculty’s appointment.NSS Non-State Support Fraction; non-CSU funds such as a trust fund to support a faculty’sappointment.2.1.1Faculty VolunteersEffective Spring 2018, Human Resources no longer require faculty volunteers to have anETRAC appointment. Instead, the Department or College will direct these faculty volunteers tocomplete an online Community Request and submit volunteer paperwork as required by HumanResources. Contact Human Resources for additional information and guidelines. These facultyvolunteers are reported in APDB as long as they are assigned to a course.2.1.2Post-Census FacultyPost-census faculty is a faculty who replaced an existing faculty in a class after Census hasbeen declared. In APDB, the original faculty assigned is reported. Post-census faculty is notreported. Follow the instructions below to assign a post-census faculty to a class.1. Pull up the class using the Update Print Ctl/Instructor ID pageMain Menu AOC Administration Update Print Ctl/Instructor ID2. In Meetings, click on “ ” to add a new row for the post census faculty3. Enter ID4. Set Instructor Role as ‘Secondary Instructor’5. Uncheck ‘Print’ for the original faculty so that this faculty will no longer print in the ClassScheduleLast Revised 06/29/20Fall 2014Page 7 of 38
FINALCS 9.0 Fall 2014 Schedule of Classes BPG6. In the Workload tab, change ‘Assign Type’ to ‘Not Includ’ for the post-census faculty7. Delete the Load Factor for the post-census faculty2.1.3Assigned Time (AT)Faculty workload may be reduced for research, grants, contracts, service, and special projectsfor the department, college, university or CSU through special assignment (assigned time).Assigned time are use for faculty not teaching but are still paid through state-support generalfund.Assigned time is a portion of the faculty member’s appointment allocated to a specific CSU,university, college or department non-teaching instructionally related activity (research,contracts, service, and special projects).Faculty may receive no more than 12 WTUs of assigned time per semester and cannot reportmore than 3 types of assigned time.Direct Assigned Time Codes: 11, 15-18 (these assigned time are directly related to instruction)Indirect Assigned Time Codes: 12, 14, 21-23, 31-37, and 41 (these assigned time are notdirectly related to instruction)Refer to Appendix A on pages 29-36 for a list of assigned time codes and their description.2.1.4Non-Teaching Workload (NTW)Non-teaching workload refers to the portion of a faculty member’s appointment that is IAF, OSFor NSS.Refer to Appendix C on page 38 for a list of non-teaching workload codes.Last Revised 06/29/20Fall 2014Page 8 of 38
FINALCS 9.0 Fall 2014 Schedule of Classes BPG2.2How Workload is CalculatedBelow are references for calculating classroom instruction and supervision workload for afaculty.2.2.1CS Numbers (Non-Supervision) WTU CalculationCS NumberK-FactorC1 to C61C7 to C141.3C151.5C16 to C172C186C19 to C213C782.2.2UnitsWTUS(K-Factor .2712341.32.63.95.20.090.170.260.35Many courses have split (two)classifications. To calculate totalWTUS:1231.53.04.50.100.200.30CS-4 (2 Units)CS-7 (1 Unit)Total 06.09.012.00.200.400.600.80C78 classification is used forcourses that do not fit into any ofthe usual classifications. C78 isdifferent from others because itdoes not generate WTUs. ForC78, an appropriate number ofassigned time WTUs and assignedtime code 15 should be used.Notes:The CS # for a course can befound on the Course Catalog inCampus Solutions. The K-Factoris defined by the CSU for each CS#.2.0 WTU1.3 WTU3.3Supervision WTU CalculationsSupervision CoursesWTUs are calculated by the number of students enrolled.CS#:Last Revised 06/29/20Fall 2014S-25S-36S-48# Students x 0.48# Students x 0.33# Students x 0.25Page 9 of 38
FINALCS 9.0 Fall 2014 Schedule of Classes .4Conversion of Common WTUs to Appointment TimesAppointment Time 500.60Notes:For lecturers, a full workload is 15 WTUs.Therefore, WTUs/15 Appt time.For full-time tenured/tenure-track faculty, fullworkload is 15 WTUs. However, faculty received 3WTUs service credit from CSU for advising andcommittee work.For summer, appt time for lecturers andtenured/tenure track faculty are calculated byWTUs/12 Appt time.Calculation of FTES (Full-time equivalent students)Course Credit Units (CCU)FTES Course Credit Units x Enrollmentdivided by 15X Enroll Student Credit Units (SCU)1.0152025304075152025304075SCU/15 75901202253.04.05.06.08.015.0¹Effective Summer 2006, the State of California agreed that the CSU should change the calculation ofgraduate full-time equivalent students (FTES) to recognize how graduate instruction differs fromundergraduate instruction. Graduate FTES is calculated at 12 students credit units per FTES, in contrastto 15 students credit units per FTES used for undergraduate enrollments. The graduate formula is used tocalculate FTES for enrollments of students who are officially designated as either classified graduate,conditionally classified graduate and doctoral students.Last Revised 06/29/20Fall 2014Page 10 of 38
FINALCS 9.0 Fall 2014 Schedule of Classes BPG3.0APDB Faculty Batch ProcessAPDB Faculty Batch Process is a job that Academic Resources run to bring over all recurring andnew faculty appointments from HRMS job table to the Instructor Term Workload in CampusSolutions. This process is scheduled to run daily at 2am from the beginning of each semesteruntil the APDB deadline. The daily run captures and brings any new appointments to CampusSolutions that Human Resources have approved the day before.The process brings over only the IFF and IAF appointment data and inserts them into the APDBDepartmental Assignments fields in the Instructor Term Workload page. OSF appointments arenot brought over by the process. College APDB Coordinators will need to identify OSFappointments in the Instructor Term Workload page. Academic Resources will enter the OSFafter the APDB deadline. See page 24 for OSF instructions.When the process is running, the APDB Departmental Assignments in the Instructor TermWorkload are temporary wiped out. Once the process is completed, any new and current APDBDepartment Assignments will be mapped. As a result of this behavior, the process is scheduledto run afterhours to prevent interference with the College APDB Coordinator’s auditing process.The data in the OSB R12 report relies on the daily run of the APDB Faculty Batch Process foraccuracy. When changes are made in the Update Print Ctl/Instructor ID, Schedule of Classesand/or Instructor Term Workload, the APDB Faculty Batch Process needs to run in order for thechanges to be reflected on the OSB R12 report. Changes made during the day will be reflectedon the OSB R12 report the next morning. If changes made need to be reflected on the OSB R12report immediately, please contact the Academic Resources APDB Coordinator.Last Revised 06/29/20Fall 2014Page 11 of 38
FINALCS 9.0 Fall 2014 Schedule of Classes BPG3.1Job CodesFaculty appointed with job codes listed in the charts below are defined in the APDB Faculty BatchProcess to be brought over from HRMS job table to Campus Solutions. It is crucial when enteringassigned time in the Term Workload page and building the Class Schedule that the correct jobcode and job record are selected as it affects how Chancellor’s Office .Class/Job CodesDescriptionAssignment Type2354GTA AYIFF2355GAIFF2356Sub Instr FacIFF2358Lec AYIFF2359Lec 12MIFF2360Instr Fac (T/TT) AYIFF2361Instr Fac 12MIFF2374Head Coach 10MIFF2375Head Coach AYIFF2377Coach 10MIFF2378Coach AYIFF2384Coach Asst AYIFF2387Grant Fac AYIFF2388Grant Fac 12MIFF2393Visiting Faculty AYIFF2399Instr Fac (T/TT New Wave) AYIFF2403FT Faculty Unit-Addtl EmploymentIFF2481Chair 12MIAF2919LIB 10MOSF2920LIB 12MOSF2977PRESIAF3300Admin IVIAF3306Admin IIIIAFSummer Class/JobCodes2324DescriptionGTA - Summer TermAssignment TypeIFF2457Instr Fac Summer Session State SupportIFFLast Revised 06/29/20Fall 2014Page 12 of 38
FINALCS 9.0 Fall 2014 Schedule of Classes BPG4.0Instructor Advisor TableFaculty must be in the Instructor/Advisor Table before they can be selected as a faculty in theSchedule of Classes. The Primary Org and Approved Courses must be defined in this table. Ifthe faculty is teaching a cross-listed course, all subjects of the cross-listed must be defined underApproved Courses. Once the faculty members are assigned to their classes, their sections willappear in the Instructor Term Workload page.Below is an example of an Instructor/Advisor Table of a faculty whose Primary Academic Org iswith the Finance Department. Based on the Academic Org identified in the Approved Coursestab, the faculty can be assigned to FIN and BUS courses. If the faculty is scheduled to teachanother subject, such as ACCT, the department must submit an Instructor/Advisor Table form tothe College to add ACCT to the Approved Courses.Last Revised 06/29/20Fall 2014Page 13 of 38
FINALCS 9.0 Fall 2014 Schedule of Classes BPGTo add a faculty to the Instructor/Advisor Table, follow the steps listed below:1. Run the SFO CS SR OSB FACULTY ORG query to check if the faculty exists in thedepartment.2. Provide to Academic Resources the information outlined below on the Instructor/AdvisorTable form. Fax the form to 415-338-6790 (on-campus, x8-6790).Existing instructor, SFSU IDProvide Academic Resources the following onthe Instructor/Advisor Table form:1.2.3.4.5.NameSFSU IDPrimary Academic OrgApproved Subjects (if cross-listed,provide the cross-listed subject(s) aswell)ETRAC #New hire, no SFSU ID1.2.ETRAC to generate a SFSU IDSubmit ETRACProvide Academic Resources the following onthe Instructor/Advisor Table form:3.4.5.6.7.NameSFSU IDPrimary Academic OrgApproved subjects (if cross-listed,provide the cross-listed subject(s) aswell)ETRAC #Example of an Instructor/Advisor Table FormLast Revised 06/29/20Fall 2014Page 14 of 38
FINALCS 9.0 Fall 2014 Schedule of Classes BPG5.0Instructor Term WorkloadThe Instructor Term Workload consists of a faculty’s job data as well as instructional and noninstructional workload for each semester. This feature allows for the monitoring of the faculty’sworkload assignments and the entry of assigned time and or non-teaching workload.Faculty job and workload assignments data are available for auditing through a number of APDBrelated queries and reports in Campus Solutions as listed on pages 27-28 of this manual. It isthe responsibility of the College APDB Coordinator to audit these data and reconcile any issuesrelated to the faculty’s instructional and non-instructional assignments. The reconciled data areused to prepare systems-wide statistical reports, reports for outside agencies such as theLegislature, and to monitor compliance with the collective bargaining agreement. These data arealso reported to the Chancellor’s Office in the APDB prepared each semester by AcademicResourc
campus solutions instructor term workload (csapdb) user’s manual . san francisco state university . academic resources . adm 467 . august 2014 . last revised: 06/29/20
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