Collin County Community College
District
FACULTY LOAD GUIDELINES
INDEX
III. FACULTY LOAD DATA ENTRY DUE DATES
IV. HOW TO PROCESS FACULTY LOAD
REPORT CHANGES
V. FULL-TIME FACULTY: LOAD AND COMPENSATION GUIDELINES
VI. DEPARTMENT CHAIR GUIDELINES
VII. COURSE
BANKING GUIDELINES
VIII. ASSOCIATE
FACULTY: LOAD AND COMPENSATION
GUIDELINES
X. PROCESS FOR ENTERING FLEX
ENTRY CLASSES
Collin
County Community College District
FACULTY LOAD GUIDELINES
I. PURPOSE OF FACULTY LOAD
The faculty load report is a method of tracking teaching (credit courses) and non-teaching assignments of full-time and associate faculty throughout the college. It is also a uniform database used to generate faculty contracts, to create payroll assignments and to pay faculty accurately, and to report data to the Texas Higher Education Coordinating Board. In addition, it is a tool to monitor and ensure college policies on pay and workload are accurately implemented.
Extra-service and associate faculty
contracts generated from the faculty load system are requested by Human Resources
each semester following the faculty load due date. They are then printed by Computer Operations
staff and distributed to the faculty members through interoffice mail by Human
Resources.
“Special” and “Per Head” assignments are coded as an “SF”, “SP”, “OH” or “PH” and are used for assignments that do not fall within the long semester census date. These are paid from a flex faculty load (described in a later section). For new assignments (other than those with a published pay rate such as tutor, accompanist, skills instructor, etc.), the compensation must be approved by Human Resources prior to discussion with the employee and in advance of the contract being submitted.
The SF, SP, OH, and PH class lists run each
month for assignments when the process flag is set to “Y” by the Assistants to
the Deans. Employees may be added to the
faculty load for payment after September and February by using the SF, SP, OH
and/or PH and setting the process flag to “Y” and emailing the Payroll Office
and HR that this has been done.
Teaching and non-teaching assignments of
faculty that are not on the primary faculty load each term must be submitted
for review/approval by the Vice President prior to processing. The Vice President’s approval is forwarded to
the Payroll Office at “payroll@ccccd.edu.” When the Payroll Office has received and
processed this “special” assignment, the approval documentation is stored in a
shared GroupWise folder that the Assistants to the Deans, Payroll and Human
Resources can all view.
Full-time contracts are prepared by Human
Resources and are generally issued in the Spring semester, following completion
of the approval processes.
III. FACULTY LOAD
DATA ENTRY DUE DATES
Faculty
Load Due Dates
Faculty Load Due Dates 2004-2005
Fall –
v
Faculty
Load data entry deadline is
v
Wintermester
–
v
Faculty
Load data entry deadline is
v
Spring
–
v
Faculty
Load data entry deadline is
v
Maymester
–
v
Faculty
Load data entry deadline is
v
Summer
I & III –
v
Faculty
Load data entry deadline is
v
Summer
II –
v
Faculty
Load data entry deadline is
v
“Flex”
- Due dates for flipping the process flags to “Y” for
classes that are
not 16-week classes with the normal census date:
Census Dates:
Fall –
Wintermester –
Spring –
Maymester –
Summer I –
Summer III –
Summer II –
Screen 131 (Skip for CE)
Enter
to advance to the section Registration Control screen 131. Controls set
on this screen determine the eligibility of a student to register for a course;
i.e.: pre-reqs, co-reqs,
and assessment scores.
To
add a registration control rule such as a course pre-req
or lab, enter the control type in the CTL
TYPE: field. Pre-reqs will only be included for
A
control type PDP will restrict
enrollment in a class until a permit has been issued.
Screen 132
ENTER
to advance to the Faculty Assignment screen 132. Linefeed down to the Act: field and enter the activity type,
then add the Instructor SSN.
If
the SSN is unknown, enter the last
name. You will need to enter the instructor’s SSN for each course section activity along with the Pct. Load. If more than one instructor
is entered, you must also enter the percent of teaching load carried by each
instructor. Percentage total of all
instructors must = 100.
For
CE classes, input the total number of contact hours for the class in the Group Contact Hrs: field on the 1st
Activities line.
IV. HOW TO PROCESS FACULTY LOAD REPORT CHANGES
After the semester begins, when there is a
change in the faculty member assigned to a particular class, the Mid-Term
Course Reassignment/Termination Worksheet Form, also known as the “purple
form,” must always be completed and forwarded to Human Resources, CPC for
processing. Please also notify the
payroll staff via e-mail at “payroll@ccccd.edu.”
If the change/correction occurs prior to the faculty load report’s final sign-off, in addition to the purple form, you need to also change the instructor ID on SIS for the course. However, in the fall and spring semesters, if the changes occur after the faculty load report has been approved and finalized, please DO NOT MAKE CHANGES TO FACULTY LOAD since the “purple form” will ensure correct salary calculations. If you need to make a change on SIS after faculty load has been finalized, PLEASE WAIT until the state report (CBM-008) has been finalized. HR will notify you when the state report has been finalized.
In the summer, there is no state report, so as long as the purple form is completed and processed, changes can be made to SIS.
The state report (The Texas Higher Education Coordinating Board CBM-008 Report) is a listing of all faculty members who teach classes at CCCCD, their percent of load, the type of assignment, the dollar amount they received, as well as a variety of demographic characteristics. The assistant to the deans/administrative assistants play a major role in the accuracy of the CBM-008 report by assigning the correct assignment code since this field “drives” most of the CBM-008 report and errors can result in possible funding losses. Note: The assignment codes are included in the Glossary.
V. FULL-TIME FACULTY: LOAD AND COMPENSATION GUIDELINES
Full-time faculty members generally teach between 15-18 instructional units each regular 16-week semester. Any exceptions require approval, prior to placement on the faculty load report.
Full-time faculty load exception path
a.
Non-teaching overload/extra-service assignments
Upon development of non-teaching extra-service assignments, the dean establishes rates of pay and/or reassignment (release) time in conjunction with the Human Resources Office. The appropriate dean must secure approval for reassignment (release) time and pay exceptions from the appropriate Vice President and the President. Reassignment (release) time may also be granted for non-teaching assignments through the Council on Excellence.
Reminder:
Non-teaching assignments should be entered on the NTH
faculty load screen. During the long semesters (Spring/Fall), if the assignment
is for an administrator or staff member, make sure to build a non-teaching
assignment for the 100 percent load on 1F4 and code "RA" for “Regular
Assignment (staff)”.
b. Maximum overload/extra-service assignments
The maximum overload/extra-service assignment – whether a teaching and/or non-teaching assignment – for full-time employees is the equivalent of 7 instructional units, which also equates to approximately $3,934 ($562 per instructional units x 7). Continuing Education courses are not “counted” toward the maximum overload at this time.
For the purposes of calculating the maximum overload, beginning with FY2002, the number of students taught on a “per head” basis should be totaled and every ten students considered as the equivalent of a full course. If there are differences in the instructional units between the sections taught on a “per head” basis, the highest lecture/lab (instructional units) will be used as the basis for the calculation toward the load limit.
Reminders
Department Chairs are not eligible for teaching overloads, except in the
summer.
Extra-pay
assignments for full-time faculty and staff must be accomplished outside
the employee’s regular schedule and generally outside
Faculty load approval
path
Faculty load exception path
c. Compensation for
extra-service assignments of full-time faculty and
staff
Compensation for full-time employees teaching credit classes on an extra-service basis is $562 per weekly lecture/recitation and $450 per lab/clinical contact hour. For example, a typical History class meets three hours per week for a normal 16-week semester. The extra-service pay for that course would be $562 x 3 = $1,686. If there was one lab hour per week in addition to the lecture, the compensation for the semester would include an addition $450,for a total of $1,686 + 450 = $2136.
d. Compensation for summer teaching assignments
of full-time faculty
Full-time faculty members who teach during the summer, do so on an
extra-service basis.
Reminder
Availability of summer assignments are contingent upon needs of the division
and the college, and may include a review of factors such as enrollment,
availability of funds, etc., and subject to approval by the appropriate dean
and vice president.
Formula Pay
Assignments
Full-time faculty members, who
accept a Summer session formula pay assignment at 7% of their annualized
salary, teach between 3-4 contact hours. To qualify for 14% of salary
formula pay, a full-time faculty member must teach between 6-8 contact
hours. Foreign language and other faculty members, in which each class is 5
contact hours, would continue to request an exception on load to qualify
for the 14% but with the requirement for a special project to balance the
workload. Responsibilities of a formula pay assignment may include teaching,
academic advising, registration, curriculum development, administrative
functions and special projects.
SUMMER I and II:
Full-time, five-week assignment includes teaching a minimum of
six contact hours and a minimum of four office hours per week,
plus two hours committee/task force, at 14% of annualized salary.
Half-time, five-week assignment includes teaching a minimum of three contact hours and a minimum of two office hours per week, plus one hour committee/task force, at 7% of annualized salary.
SUMMER III:
Full-time, ten-week assignment includes
teaching a minimum of six contact
hours and a minimum of two office hours per week, plus one hour
of committee/task force, at 14% of annualized salary.
Half-time, ten-week assignment includes teaching a minimum of three contact hours and a minimum of one office hour per week, plus one hour committee/task force, at 7% of annualized salary.
Reminder
Full-time faculty who teach one
summer session at formula pay may teach the second summer session at the
associate faculty pay rate ($562 lecture/ $450 lab). Office hours are not required of full-time faculty teaching at the
associate faculty pay rate.
Distance
Learning
Faculty who teach distance learning classes as part of their
summer load are allowed to teach one
class at 7%, with all other distance learning classes compensated at the
associate faculty rate.
Summer employment that involves only non-teaching assignments, will be compensated on an hourly basis, or on a contract basis upon project completion. The appropriate dean recommends the rates for these assignments to the appropriate vice president, with approval by the president.
6-8 contact hours
in Summer I and 6-8 contact hours in Summer II, or
6-8 contact hours Summer I and 6-8 contact hours in Summer III, or
6-8 contact hours in Summer II and 6-8 contact hours in Summer III, or
12-16 contact hours in Summer III
Wintermester: 3-4 contact hours (paid at associate faculty rate)
Maymester: 3-4 contact hours (paid at associate faculty rate)
The “per head” rate of pay is equal to 1/10th of the associate faculty rate for a full class. For example, an English class with four students that the dean and VPAA approve to offer with limited enrollment, would be paid at 1/10th of $1,686 ($169) for each of the 4 students, for a total of $676 instead of the full $1,686. Likewise, for a French class with 4 students enrolled that would normally pay $2,586, the faculty member would be paid $259 per student for a total of $1,036 for the four students.
g. Compensation
for Concurrent Enrollment/Dual Credit Courses
Full-time or part-time faculty members who teach concurrent enrollment classes receive a $400 stipend per section. The stipend compensates for the additional duties required of faculty teaching concurrent enrollment sections. Full-time faculty members who teach concurrent enrollment classes as a part of their load are also eligible for mileage reimbursement. However, full-time faculty may not teach the course as a part of their regular load unless the course is needed to “make” their full load, and therefore, do not teach any overloads.
h.
Compensation for Telecourses
Telecourse compensation for teaching faculty is calculated on the number of students enrolled (rather than number of class sections offered or campuses involved). Enrollment is limited to 30 students per class section; and no more than 40% of the regular load may be made up of telecourse classes.
Telecourse compensation is based on the number of students in orientation and enrolled as of the 12th day of class. DENTS
|
Number of Students |
Compensation |
|
1-9 |
$169 per student |
|
10-30 |
Equals one section |
|
31-40 |
Equals one section + $169 per student over 30 |
|
41-60 |
Equals two sections |
If the number of telecourse students is sufficient to make a whole class, it can be considered a part of the full-time faculty member’s load for the semester. Normally, the portion of a class paid on a “per-student” basis is considered extra-service.
Reminder
When the “per head” portion of a class is greater than one section - Example:
class contains 35 students – the professor will be paid for one section (30
students) that should be coded either “RG” or “OV” for full-time or “PT” for
associate faculty and the remaining 5 students are “per head” pay – coded “OH”
or “PH” on faculty load. (See glossary for definitions of the
assignment codes.)
Telecourse load exception path
i. Compensation
for Internet Courses
Compensation related to teaching an Internet course is calculated on the number of students enrolled (rather than number of class sections offered or campuses involved). Enrollment is limited to 25 students per class section; and no more than 40% of the regular load may be made up of Internet classes.
Compensation is based on the number of students in orientation and enrolled as of the 12th day of class. The rate schedule follows: ENTS
|
Number of Students |
Compensation |
|
1-9 |
$169 per student |
|
10-25 |
Equals one section |
|
26-34 |
Equals one section + $169 per student over 25 |
|
35-50 |
Equals two sections |
If the number of Internet students is
sufficient to make a whole class, it can be considered a part of the full-time
faculty member’s load for the semester. Normally,
the portion of a class paid on a "per-student" basis is considered
extra-service.
Reminder
When the “per
head” portion of a class is greater than one section, [Example: class contains
30 students] the professor will be paid for one section (25 students) that
should be coded either “RG” or “OV” for full-time or “PT” for associate faculty
and the remaining 5 students are “per head” pay – coded “OH” or “PH” on faculty
load. (See glossary
for definitions of the assignment codes.)
Internet course exception path
j. Compensation
for Co-operative Work Experience (CWE) Courses
CWE has an on ongoing enrollment period. As each new section is added during the semester, the faculty member is compensated on a "per head" basis at $163 per student per semester as shown on the table below.
A maximum of two CWE sections (40 percent) per semester per faculty member is authorized.
CWE exception path
|
Number of CWE Students |
Compensation |
|
1-9 |
$169 per student |
|
10-30 |
Equals one section |
|
11-19 |
Equals one section + rate per student over 10 |
|
21-29 |
Equals two sections + rate per student over 20 |
Reminder
When the “per head” portion of a class is greater than one section, [Example: class
contains 12 students] the professor will be paid for one section (10 students)
that should be coded either “RG” or “OV” for full-time or “PT” for associate
faculty and the remaining 2 students are “per head” pay – coded “OH” or “PH” on
faculty load. (See glossary for definitions of the assignment codes.)
VI. DEPARTMENT CHAIR
GUIDELINES
The academic chair position
is a three-year, extra-service appointment.
The contract includes the normal faculty calendar of workdays in a
nine-month academic year, plus required on-campus days, including those listed
below. Changes to any of these dates
must be documented and approved in writing by the appropriate dean and
forwarded to Human Resources.
·
the first two weeks in August,
·
one week in January before the spring
semester, and
·
one week in May before the summer
semester.
An academic chair may elect
to teach in the summer, but may not teach other overloads (including
“Wintermester” and “Maymester”), with the exception of a limited number of
students taught on a “per head” basis, as approved by the appropriate
dean. Responsibilities of this position
are outlined in the Department Chair position description at: http://iws2.ccccd.edu/hr/descriptions/DEPARTMENT_CHAIR_FACULTY_03_04.htm.
The Academic Chair Structure
was developed through a review of the number of part-time faculty, full-time
faculty, sections, courses offered, sites served, student headcount and
complexity. Complexity includes advisory
committees, dual enrollment courses, outside agency coordination and
certificate programs.
a. Department Chair Structure
Level I: $10,000 stipend plus four (4) classroom reassignments
(releases) annually. Disciplines
included in this level are:
·
Biology
·
Developmental Math
·
Math
Level II: $10,000 stipend plus three (3) classroom
reassignments (releases) annually.
Chairs in this level have the option of “selling” one course
reassignment (release) at associate faculty pay annually, with approval by the
Dean and VPAA. Clusters/ Disciplines at
this level include:
·
Accounting, Business, Economics and
Paralegal
·
Behavioral Sciences (Psychology,
Sociology, Social Work)
·
Computer Sciences
·
Developmental Reading, Writing and ESL
·
Information Systems, Web Development, E-
Business, Office Systems, Pharmacology, and Transcription
·
Philosophy and Humanities
·
Physical Education
·
Political Sciences (Government, Criminal
Justice)
·
Social Sciences (History, Geography)
·
Speech and Foreign Language
Level III: $10,000 stipend plus two (2) classroom reassignments/releases
annually. Clusters/ disciplines at this
level include:
·
Applied Graphic Design
·
Art
·
Chemistry/Physics
·
Geology/Environmental
Studies/Anthropology
·
Music
Level IV: $9,000 stipend with no classroom reassignment/release
annually. The chair may buy a one (1)
course release at associate pay per semester, with the Dean’s approval. Clusters/ disciplines include:
·
Computer Aided Drafting/Interior Design
·
Child Development
·
Culinary Arts/Hospitality
·
Interpreter Preparation Program
·
Marketing/Management
·
Real Estate
·
Theatre
Level V: $7,000 stipend with no classroom release
annually. The chair may buy a one (1)
course reassignment/release per semester, with approval of the Dean. This level includes the following
disciplines, as well as future start-up programs:
·
Dance
·
Photo
b. Department
Chair and Faculty Load Coding
The "pay" portion of the chair assignment
should be added to the faculty load report (to capture the load), but with zero
dollars. Any reassignment/release time
should also be added to the faculty load.
Both pay and reassignment/release should use the same faculty load codes
as the old coordinator system, Chair Pay “CP”/Chair Reassignment/release “CR.”
Process:
1) Complete a paper extra-service contract form for the
academic year, dividing the annualized stipend into twelve equal
installments.
Note:
Decisions regarding reassignments (releases) for fall and spring must be
decided by the Chairs prior to the first payroll cutoff so that compensation
can be calculated correctly for the year.
The Payroll Office must be
notified immediately if changes are required due to approved changes in
academic priorities.
2) For the Chair
Pay portion of the assignment:
a. On Screen 1F4 on SIS, use Assignment Code of CP
(Chair Pay) and zero percent FTE.
b. On Screen NTH:
·
Switch the “Process flag” to Y.
·
Add the cost center.
·
Add Assignment Type of “SF”.
·
Use “zero” dollars since the actual
compensation is being processed in the Payroll Office from the paper contract.
·
Hit “enter” to complete the NTH screen.
3) For the Chair
Reassignment (Release) portion of the assignment:
a. On Screen 1F4 on SIS, use Assignment Code of CR (Chair Reassignment/Release). The Chair Reassignment percent load equals the difference between 100% and the teaching load.
b. On
Screen NTH:
·
Switch the “Process flag” to Y.
·
Add the cost center.
·
Add Assignment Type of “RG.”
·
The compensation will automatically
calculate a percentage of the full-time salary.
·
Hit “enter” to complete the NTH screen.
Chair I is always $10, 000 spread into twelve payments for
the year at $833.33 per month, plus two reassignments (releases) (40%) in the
Fall and two reassignments (releases) (40%) in the Spring.
Screen 1F4 “Description”: Chair
I + 2F + 2S
Chair II has an option to “sell” one of the three course
reassignments (releases) allocated to this level. That means that the value of the stipend
increases from $10,000 for the year to incorporate compensation equal to the
value of one course, currently $1,686.
In this scenario, the annualized stipend would be $11,686 for a monthly
rate of $973.83, with one (1) course reassignment (release) in the Fall and one in the Spring.
Normal Screen 1F4 “Description”: Chair
II + 1F + 2S (or 2F + 1S)
Alternative Screen 1F4 “Description”: Chair IIa + 1F + 1S
Chair III is always $10,000 spread into twelve payments for
the year at $833.33 per month, plus one reassignment (release) (20%) in the
Fall and one reassignment (release) (20%) in the Spring.
Screen 1F4 “Description”: Chair
III + 1F + 1S
Chair IV is compensated at $9,000 per year and paid in twelve
installments at $750 per month. This
level has an option to “buy” one course reassignment (release.) This means that the value of the annualized
stipend decreases from $9,000 to $7,314 with a monthly pay of $609.50.
Normal Screen 1F4 “Description”: Chair
IV
Alternative Screen 1F4 “Description”: Chair IVa + 1F (or 1S)
Chair V is compensated at $7,000 per year and paid in twelve
installments at $583.33 per month. This level
has an option to “buy” one course reassignment (release.) This means that the value of the annualized
stipend decreases from $7,000 to $5,314 with a monthly pay of $442.83.
Normal Screen 1F4 “Description”: Chair
V
Alternative Screen 1F4 “Description”:
|
Codes for Full-time Faculty |
Codes for Associate Faculty |
|
RG – regular teaching |
PT – regular teaching (used only for
courses with the standard 16-week census date) |