Scheduling and Staffing System: How to Set-Up a New Academic Year As of 12/05/2003

As of 12/05/20032 Overview There are four main steps required to set-up a new academic year in Alchemy. –Steps 1, 2, and 3 are detailed in the Schedule and Staffing System Overview handout provided at the last meeting. –If you need another copy of the handout, it can be found at –Step 4 is detailed in this handout. This handout will reference the set-up steps for Academic Year

As of 12/05/20033 Set-Up Steps for Academic Year Step 1: Review the tenure-track and non-tenure track instructors in your department. (Instructor List, pg. 8-11)

As of 12/05/20034 Set-Up Steps for Academic Year Step 2: Review the courses that are listed for the Fall 2004 and Spring 2005 semester. As a starting point, we have rolled over the courses from academic year You can add a course, edit a course, or delete a course as needed. (Schedule and Staffing, pg )

As of 12/05/20035 Set-Up Steps for Academic Year Step 3: Add the appropriate instructor(s) for each course. (Adding an Instructor, pg ) You can edit or delete an instructor at a later date if there are changes. (Editing/Removing an Instructor, pg )

As of 12/05/20036 Set-Up Steps for Academic Year Step 4: Update the Faculty Profiles and Faculty Loads section of Schedule and Staffing.

As of 12/05/20037 When do I use Faculty Profiles? Faculty Profiles document the number of units (undergraduate, graduate, and undesignated) that a faculty member is contracted to teach in a single academic year. All faculty (tenure track and non-tenure track) will need to have their profile updated for Academic Year (Note: Any previous values have been removed as they related to course loads and not unit loads.) The Faculty Profile will be constant and not subject to annual revisions. Changes can only be made after consultation with and approval by the College Deans.

As of 12/05/20038 Faculty Profiles From the Schedule and Staffing System Main Menu, click on Faculty Profiles.

As of 12/05/20039 Faculty Profiles This will take you to the Faculty Profiles screen. Faculty Profiles are the number of units (undergraduate, graduate, and undesignated) that a faculty member is contracted to teach in a single academic year. The typical contractual load is 16 units per academic year. –Example: A faculty member is contracted to teach three 4-unit undergraduate courses, and one 4-unit graduate course. You would enter 12 (3 courses x 4 units) in the Undergraduate Load section, and 4 (1 course x 4 units) in the Graduate Load section. The Total Annual Load would be 16 units. To update, click on a faculty member’s name.

As of 12/05/ Faculty Profiles Once you click on a faculty member’s name, you will see the Edit Faculty Profile screen below. Input the appropriate undergraduate, graduate, and undesignated load. Click Update when you are done. The Total Annual Course Unit Load column will be automatically calculated and reflected on the Faculty Profile screen.

As of 12/05/ Faculty Profiles After clicking the Update button, you will be directed to a Remarks screen. Enter any remarks to be submitted along with the faculty profile in the text box. After entering your remarks, click the Update button. This will update the proposed faculty profile and return you to the main menu. Note: The faculty profile information will not appear in the Schedule and Staffing System until approved by the Dean.

As of 12/05/ When do I use Faculty Loads? Faculty Loads should only be used to notate any non-course related circumstances. Not all faculty members will require an adjustment to their faculty load. Examples of non-course related adjustments include leaves of absence, service as chair, service as program director, and course buy-outs. Faculty Loads is populated in two ways: (1)By automatically pulling information from the Schedule and Staffing data that is input, and (2)By the Add An Instructor Load option.

As of 12/05/ Faculty Loads To make an adjustment to a faculty load, click on Faculty Loads from the Schedule and Staffing System Main Menu.

As of 12/05/ Faculty Loads This will take you to the Faculty Loads screen below. Select the semester you wish to view.

As of 12/05/ Faculty Loads Once you click on the semester you wish to view, you will see the screen below. To adjust a faculty member’s load, click Add An Instructor Load. –Example: A faculty member is normally required to teach four 4-unit undergraduate courses, so their Faculty Profile shows a total load of 16 units. In academic year , the faculty member is taking a one semester sabbatical. This should be notated in Faculty Loads using the Add An Instructor Load option. The Faculty Profile does not change.

As of 12/05/ Faculty Loads This will take you to the screen below. Input the appropriate information using the drop-down boxes where provided. If the reason for the load adjustment is not in the Other Load drop-down menu, select the Other-Remarks option, and explain in the Remarks section of the screen. Once you have input all the information, click Save.

As of 12/05/ Faculty Loads After clicking the Save button, you will be directed to a Remarks screen. Enter any remarks to be submitted along with the faculty load adjustment in the text box. If other changes need to be made as a result of this change, please enter those changes through the Schedule and Staffing System separately. After entering your remarks, click the Update button. This will update the proposed faculty load adjustment and return you to the main menu. Note: The faculty load adjustment information will not appear in the Schedule and Staffing System until approved by the Dean.

As of 12/05/ Faculty Loads You can edit or delete a Faculty Load adjustment that you have made once it is approved by the Dean and appears on the Faculty Loads screen. From the Faculty Loads screen, click on Edit or Delete in the right-hand column. Edit will allow you to make changes to the information. To save, click the Update button. Delete will direct you to a Delete Confirmation screen. If you wish to delete the load adjustment, click the Delete button. If this is not the correct course, hit your browser’s back button, which will return you to the Faculty Loads screen.