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Chairs and Dean’s Guide to FLAC of 9 v1.1, May 2016

ChairandDeanGuidetoFLAC

OverviewFLAC (Faculty Load and Compensation) is a set of Banner processes that streamlines and simplifies the process of communicating assignments to part-time faculty as well as full-time extra pay assignments. This document is a guide for department chairs and deans, and covers the following topics:

• Basic processing of faculty assignments using FLAC• Key changes in Office of Instruction/HR/Payroll processes• How chairs and deans navigate Web4 to review and approve assignments• Troubleshooting Web4 issues• How to get questions about assignments answered• How to manage changes to instructional and noninstructional assignments

BasicProcessingofFacultyAssignmentsusingFLACThe basic steps of FLAC are as follows:

1. Department chairs and Deans communicate with the Office of Instruction aboutfaculty assignments. There are two major ways this happens:

a. The schedule development processb. Submission of schedule change forms and forms related to

noninstructional assignments.2. Office of Instruction staff enter assignments into Banner, run a process to

calculate compensation for assignments, then communicate with DepartmentChairs and Deans when assignments are ready to be reviewed and approved.

3. Department Chairs and Deans log into Web4 to review and approve assignments.4. Faculty members log into Web4 to review and acknowledge assignments.

5. HR and Payroll processes are run, and faculty are paid.

FLAC does not impact the following areas: • full-time inload assignments and cumulative load balance reconciliation• day-to-day substitutes• department chair stipends


KeyOfficeofInstruction/HR/PayrollProcessChanges1. We no longer use Hourly Paid Assignment forms to communicate new, changed,

or deleted assignments for faculty. Existing forms related to schedule changes have been modified and new forms have been introduced to allow communication between department chairs, deans, and Office of Instruction staff.

2. Faculty given noninstructional assignments will no longer need to submit time sheets to Payroll. Once processed, these faculty members will be paid automatically based on their assignment. Deans and department chairs who used timesheets to manage specific hours for faculty members with noninstructional assignments will need to work with the Office of Instruction instead.

3. All assignments will be paid based on workload. Splitting an instructor’s load for a class between in-load and extra pay is still possible.

4. Deans and chairs need to be mindful of the new step of reviewing and approving compensation via Web4. Faculty will not be paid for assignments that have not been approved in Web4.

NavigatingWeb4toReviewandApproveAssignmentsThe FLAC menu options are available under the “Employee Services” section of Web4:

Click the “Employee” tab or the “Employee Services” link, then…

…select the “Faculty Load and Compensation” link


Three menu options are available:

• Compensation and Acknowledgement is used by faculty members to review and acknowledge assignments.

• Faculty Compensation Administration is used by chairs and deans to review and approve assignments.

• Summary View of Locked and Unlocked Status is a quick way for chairs and deans to review the approval status of assignments.

When you choose Faculty Compensation Administration, you’ll be presented with some filter criteria. The first thing to do is to select the appropriate term and click the Go button. Note that credit and noncredit terms are separated. Do this first to ensure that the filter criteria are set up appropriately. Use the filter criteria, or just select “All”, then click on either the Organization Summary or Employee Summary buttons on the bottom of the screen:


You’ll now see a list of faculty assignments and calculated compensation:

The following information is shown:

Field Meaning COA and Organization

Chart of Accounts and Org Code for the assignment

Faculty Assignment Changes

This will say either “no” or “yes”, but the value displayed does not have a significant meaning.

Position and Suffix Each assignment has a position number and suffix. The position number is based on the org number and type of assignment: • PL#### - PT faculty• PV#### - FT extra pay• NI#### - Noninstructional• GA#### - Grant-funded

The suffix is a two-letter sequence, unique to each assignment that allows us to track specific assignments.

Contract Type • P1 – Part-time faculty• PX – FT extra pay• PU – Part-time temporary upgrades

CRN Session

For instructional assignments, the CRN for the course. If a course has multiple meeting lines (e.g., class meets MWF 9:10-10:00 and M 10:10-1:00), then it will have different session numbers for each meeting line.

For noninstructional assignments, it’ll just say “NIST” Subject and Course For instructional assignments, the subject code, course number,

and course title.

For noninstructional assignments, the code and description of the noninstructional assignment.

Section For instructional assignments, the section number. Course Load Changes

This will say either “no” or “yes”, but the value displayed does not have a significant meaning.


Field Meaning Compensation The calculated compensation for that faculty member for that

assignment. Overload Exists We are not using this feature.

You can view more information about an assignment by clicking on it. For instructional assignments, you’ll see a screen like this:

The following information is shown:

Field Meaning Schedule Type Assignment schedule type (e.g., Lecture, Lab, Noncredit) Faculty Level Column and Step information. Rate The per-workload rate, based on that column and step Calculation method How compensation is being calculated. FLAC allows for

different calculation methods – we’re using workload-based compensation calculation.

Workload The default workload for the course and schedule type Credit Hours Number of units associated with the course. This has no bearing

on how we’re calculating compensation. Contact Hours Number of weekly scheduled hours. This also has no bearing on

how we’re calculating compensation. Head count Number of enrolled students. This also has no bearing on how

we’re calculating compensation. Responsibility percent

The percentage of the workload for which the faculty is assigned. This will normally be 100%, but if an instructional assignment is split between two or more faculty, this will show the percentage assigned to this instructor.

Percent of session This will normally be 100%. Compensation The gross pay the instructor will receive for the assignment.

This should be rate times workload times responsibility percent. Deans – to approve assignments for an instructor, start by clicking on the “Lock” icon next to the instructor’s assignments. You’ll see the following screen:


Click on the checkbox next to each unlocked assignment that you wish to approve, then click the “Save” button at the bottom of the page. The page will refresh, and the “Lock Status” column of each assignment you approved will be updated. The faculty member will now be able to review their assignments and compensation in Web4. In addition to the above methodology, you can also use the “Summary view of locked and unlocked status” to get a quick view of all unlocked assignments.

TroubleshootingWeb4Issues Issue What to Do Forgot Web4 PIN Contact CCSF help desk at 415/239-3711; They’re available

24/7, and they can reset your PIN while you’re on the phone. Don’t have access to org I should have access to.

Contact Kerry Wilhite in Payroll.

AnsweringQuestionsaboutAssignmentsDuring the review and approval processes, questions may arise about a number of items related to faculty assignments and compensation. Questions should be directed as follows:

Topic Faculty should ask Chairs and Deans should ask Missing assignment Chair/Dean Office of Instruction staff Extra assignment Chair/Dean Office of Instruction staff Workload for Assignment Chair/Dean Office of Instruction staff Column Human Resources Human Resources Step Employee Relations Employee Relations

ManagingChangestoInstructionalandNoninstructionalAssignments

InstructionalAssignmentsChanges to instructional assignments occur for a variety of reasons. The following table summarizes how different scenarios will be handled.

Scenario How Handled New Class The Schedule Change Form – Add/Substitute/Cancel has

been modified and asks for workload details. Once the class is created, Office of Instruction staff will run the process to calculate compensation, and the assignment must be approved in Web4.


Scenario How Handled Cancelled Class The Schedule Change Form – Add/Substitute/Cancel asks if

class was cancelled before it started or not. • If cancelled before it started, then Office of

Instruction staff will delete assignment. • If cancelled after it started, last date of class meeting

will be used to pro-rate workload, and any pay will be adjusted accordingly.

Change of Instructor’s Load

A new Schedule Change Form asks about changes to instructors’ workload.

• If the instructor is unavailable and a new instructor is found, then indicate both new workload for the new instructor and reduced (or zero) workload for the original instructor.

• If the class is split between multiple instructors, and the ratio of the split needs to change, then indicate the new split.

• If an instructor’s assignment is changing from inload to extra pay (or vice versa), indicate the new split between inload and extra pay.

For help in calculating workload splits, talk with Office of Instruction staff.

Note that changes in the specific schedule of a class will not typically require any recalculation of compensation, since compensation is done by workload. The only change to a schedule that would require recalculation would be for courses that are defined in the course outline as variable-hour courses. All forms are available on the Scheduling Office web site (CCSF Home Page à Employee Services à Scheduling Office) in fill-in-able PDF format. The web site also has a faculty workload calculator.

NoninstructionalAssignmentsNew forms have been created to handle the creation and management of noninstructional assignments. Remember that, under FLAC, noninstructional assignments will be paid without the processing of time sheets. Any changes to noninstructional assignments will need to be processed through the Office of Instruction. All forms are available on the Scheduling Office web site (CCSF Home Page à Employee Services à Scheduling Office) in fill-in-able PDF format. The web site also has a faculty workload calculator.

https://www.ccsf.edu/en/employee-services/scheduling-office.html

https://www.ccsf.edu/en/employee-services/scheduling-office.html


Noninstructional assignments are categorized using a coding system so that the College can manage and report aggregate statistics about these assignments. The following tables summarizes this system.

Category Definition/Usage Academic Senate Release time for officers of the Academic Senate Accreditation/External Compliance

Used by faculty in departments that are externally accredited, or for faculty with particular assignments for the College’s accreditation

Advising Faculty other than counselors that provide discipline-specific advising, such as work experience placement

AFT Contract Administration As defined in Article 7.H of the District/AFT Collective Bargaining Agreement

Ancillary Assignment As defined in Article 18.D of the District/AFT Collective Bargaining Agreement

College Program Coordination

Coordination of a college-wide program, such as the Honors program

Counseling Used to manage assignments for Counselors Curriculum Development Typically used for grant-funded curriculum

development activities DCC Coordinator As defined in Article 16.F. of the District/DCC

Collective Bargaining Agreement DCC Officer Release As defined in Article 7.G.3 of the District/DCC

Collective Bargaining Agreement Dept. Chair Base Release As defined in Article 16.C. of the District/DCC

Collective Bargaining Agreement Dept. Chair ESRU As defined in Article 16.E. of the District/DCC

Collective Bargaining Agreement Dept. Chair Liaison Release As defined in Article 16.D. of the District/DCC

Collective Bargaining Agreement Dept. Program Coordination Coordination of a department-specific program,

such as the Medical Assisting program within Health Care Technology

Lab Management Supervision of a larger lab facility; includes coordinating the scheduling of faculty lab monitors, as well as equipment and software management.

Lab Monitoring Monitoring and assisting students using laboratory facilities during open lab time.

LAC Lab Assignments to the Learning Assistance Center lab Librarian Used to manage assignments for Librarians Matriculation Advising Matriculation Development

Work with the Matriculation Office


Category Definition/Usage PE Athletic Director PE Coach PE Dance Production PE Intramural

Used by PE & Dance faculty

Program Development Typically used for grant-funded program development activities

Site Supervisor Faculty providing evening and weekend support in the Evening Division office and certain centers

Student Health Counselor Used to manage assignments in Student Health Testing Monitor Used by faculty involved in ESL testing

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