Faculty Guide to FLAC Page 1 of 10 v1.0, June 2015

Faculty(Guide(to(FLAC(

Overview(FLAC (Faculty Load and Compensation) is a set of processes that streamlines and simplifies the process of communicating information about faculty assignments between the Office of Instruction, Human Resources, and Payroll. City College of San Francisco is using the FLAC system to manage all assignments to part-time faculty, as well as extra pay assignments for full-time faculty. With FLAC, faculty members are able to review and acknowledge assignments early in the process. FLAC is being used for all assignments for part-time faculty and extra pay assignments for full-time faculty. FLAC does not impact full-time inload assignments, cumulative load balance reconciliation, or day-to-day substitutes. This guide covers the following topics:

• How assignments processed via FLAC will appear on a pay stub • How faculty members can use Web4 to review and acknowledge assignments • Frequently asked questions about FLAC

How(Assignments(Processed(via(FLAC(Will(Appear(on(a(Pay(Stub(Here’s an excerpt from a sample pay stub:

This instructor has two assignments, identified as PL7421-AA and PL7421-AB. A faculty member can log in to Web4 to see the specifics of these assignments and how the compensation was calculated (see page 3). (

Faculty Guide to FLAC Page 2 of 10 v1.0, June 2015

How(to(Review(and(Acknowledge(Assignments(in(Web4(The FLAC menu options are available under the “Employee Services” section of Web4:

Up to three menu options may be 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.

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

…select the “Faculty Load and Compensation” link, then…

…select the “Compensation and Acknowledgement” link

Faculty Guide to FLAC Page 3 of 10 v1.0, June 2015

Most faculty members will see just the first option available; only chairs and deans will see the second two options. Once you’ve selected the Compensation and Acknowledgement link, you’ll see your name and a selection list of terms.

Note that there are different terms for credit and noncredit assignments. Noninstructional assignments are typically under the credit term.

Select the appropriate term, and then click the Go button. You’ll see different information for instructional and noninstructional assignments:

Instructional(Assignments(

Notice the code at the upper-left (PV7214-AA). This matches the code on the pay stub. For details, see “Reviewing Assignment Details” below.

Noninstructional(Assignments(

Notice the code at the upper-left (NI7214-AA). This matches the code on the pay stub. See “Reviewing Assignment Details” below.

Acknowledging(Assignments(To acknowledge an assignment, click the checkbox next to the words “Faculty Acknowledgement” next to each assignment you wish to acknowledge, then click the “Acknowledge Selected Positions” button at the bottom of the page. (

Faculty Guide to FLAC Page 4 of 10 v1.0, June 2015

Assignment(not(ready(

This note shows that you have an assignment, but the assignment has not yet been reviewed and approved by your chair and dean. Try again later, or speak with your chair and/or dean to find out when your assignment will be ready to review

Reviewing(Assignment(Details(A wealth of information is displayed in Web4 regarding instructional and noninstructional assignments. The following pages discuss this information in detail.

Instructional(Assignments(The following information is displayed about instructional assignments:

Arrows in this picture show the most important information:

Field Meaning CRN-Session The CRN of the class for this assignment, and a “session” number.

Classes that have a complicated meeting schedule may have that schedule split into multiple “sessions”.

Subject and Course

The subject code, course number, and title of the class

Section The section number of the class Workload The assigned workload for the class, in workload units, where 15

workload units = 1.0 FTEF. Workload is calculated based on the catalog hours of the course and the type of hours (lecture, lab, noncredit). Workload calculations are discussed in detail starting on page 8.

Faculty Guide to FLAC Page 5 of 10 v1.0, June 2015

Field Meaning Responsibility Percent

The percentage of the workload for this assignment. This is typically 100%, but may be a lower value under certain circumstances. The most common examples are:

• If a class is co-taught by two or more instructors, the responsibility will be split between the instructors.

• If a set of classes is scheduled simultaneously (e.g., Beginning & Intermediate Badminton), the percent responsibility will be set to 100 for one of the classes, and zero for all simultaneous classes.

Compensation The gross pay for this class, based on the workload, responsibility percent, and the per-workload pay rate based on column and step.

In addition, the table shows the following:

Field Meaning College A code for the relevant school.

10 = School of Business, Technology, Fashion, & Hospitality 20 = School of Fine, Applied, and Communication Arts 30 = School of Behavioral Sciences, Social Sciences, and Multicultural Studies 40 = School of Health, Physical Education, and Social Services 50 = School of ESL, International Education, and Transitional Studies 60 = School of English and Foreign Languages 70 = Library 80 = Student Development 90 = School of Science, Technology, Engineering, and Math

Department May be blank; may show the department the course is affiliated with. Credit Hours The credit hours (units) students receive for this class.

This value is not used in calculating faculty compensation. Contact Hours The weekly contact hours for the class.

This value is not used in calculating faculty compensation. Head Count The number of enrolled students in the class.

This value is not used in calculating faculty compensation. If you click on the subject and course number link, you’ll see the following information:

Faculty Guide to FLAC Page 6 of 10 v1.0, June 2015

Arrows in this picture show the most important information:

Field Meaning Faculty level Your column and step. The first part (before the S) shows the column:

F, F+15, F+30, F+45, or G. The second part (after the S) shows the step: 1 through 12 for part-time, 1 through 3 for full-time overload.

Rate The per-workload rate, based on your column and step. Salary tables are available on the Employee Relations web site. See page 8 for details.

Workload See discussion above. Responsibility Percent

See discussion of responsibility percentages above.

Compensation Calculated compensation, based on the rate, workload, and responsibility percent. In the example above, this is: $1,661.69 x 4 x 100% = $6,646.76

Additionally, this page shows the following information:

Top(section(of(page:(Field Meaning Name and ID Your name and employee ID number Term The term for the class. Remember that credit and noncredit classes

have different term codes. Contract Type The contract type for the assignment. This will be one of three values:

• P1 – Part-time faculty • PX – Full-time extra pay assignments • PU – Part-time temporary upgrade

CRN-Session The CRN and session number of the assignment (see description above)

Subject-Course

The subject code, course number, and title of the course

Part of Term An indication of the duration of the course. Typically, this will indicate whether the class is full-term or not.

Campus The campus/center code for the class College The school for the class Position-Suffix

The position number and suffix attached to the assignment. See discussion of position numbers below.

Faculty Guide to FLAC Page 7 of 10 v1.0, June 2015

Lower(Table:(Field Meaning Schedule Type The schedule type of the class Calculation Method

The method used to calculate compensation. We’re using workload-based calculations.

Credit Hours Contact Hours Head Count

See discussion above.

Percent of Session

This will typically be 100.

Noninstructional(Assignments(The following information is displayed about noninstructional assignments:

Arrows in this picture show the most important information:

Field Meaning Subject and Course

This actually shows the code and description of the noninstructional assignment.

Department The department affiliated with the noninstructional assignment Workload The workload for the assignment, based on the assigned hours, in

workload units, where 15 workload units = 1.0 FTEF. See discussion of workload calculations below.

Compensation Calculated compensation, based on workload and column & step. Additionally, this page shows the following:

Field Meaning Contact Hours May show the approximate weekly contact hours of the assignment.

This value is not used in calculating compensation. (

Faculty Guide to FLAC Page 8 of 10 v1.0, June 2015

Questions(and(Answers(

I(Forgot(My(Web4(PIN(Number.(What(Do(I(Do?(If you forget your Web4 PIN number, contact the CCSF help desk at 415/239-3711; They’re available 24/7, and they can reset your PIN while you’re on the phone.

How(is(Workload(Calculated?(FLAC calculates compensation based on workload, a measure that takes into account the hours of an assignment and the type of assignment. Workload and FTE are two different ways of measuring faculty load; there are 15 workload units in 1 FTE.

Consider the following examples: • A lecture class that meets three hours per week for an entire semester has a

workload value of 3.• A lab class that meets three hours per week for an entire semester, and which has

the 75% lab load factor, has a workload value of 0.75 x 3 = 2.25.• A noncredit class meets five hours per week for an entire semester. Noncredit

classes have a 60% load multiplier, so this class has a workload of 0.60 x 5 = 3.• A counseling assignment is given for a total of 105 hours. We apply a 50% load

factor and divide by 17.5 weeks in the semester to get a workload of105 x 0.50 ÷ 17.5 = 3.

The Office of Instruction has a Faculty Workload Calculator that you can use to convert different kinds of hours into workload and FTE values. From the CCSF home page, go to Employee Services ! Scheduling Office, and then look at the left-hand navigation area.

How(Can(I(Check(Salary(Tables?(Since FLAC uses workload to convert different kinds of assignments into a common measure of faculty workload, the salary tables used to calculate compensation have been simplified. There are three salary tables used by FLAC:

• The 86% pro-rata salary table is used for nearly all part-time and full-time extrapay assignments

• There is a 100% pro-rata salary table used for counseling, librarian, and studenthealth assignments, as well as assignments for part-time faculty that have beentemporarily upgraded.

• There is a separate table for assignments that use the 67% lab load factor.

Since FLAC uses workload, the salary tables show per-workload rates (as opposed to hourly rates). All salary tables are available at the Employee Relations web site. From the CCSF Home Page, go to Employee Services ! Employee Relations. Look at the following tables:

• Table 51 is the 86% pro-rata salary table• Table 91 is the 100% pro-rata salary table for counseling and librarian

assignments• Table 40 is the separate table for assignments using the 67% lab load factor

(

Faculty Guide to FLAC Page 9 of 10 v1.0, June 2015

How(Do(I(Know(My(Column(And(Step?(To check the column and step used for instructional assignments, click on the subject and course number of the assignment, and then look for the Faculty Level shown in the subsequent page. The first part of the faculty level (before the letter S) shows the column; the number after the S shows the step.

The column and step used to calculate compensation used for noninstructional assignments is not shown in Web4. To determine the column and step used, divide the calculated compensation by the workload to see the per-workload rate, then look up that rate on the appropriate salary table. For example, consider the following noninstructional assignment:

Total compensation is $2,492.54 and workload is 1.5, so the per-workload compensation is $2,492.54 ÷ 1.5 = $1,661.69, which corresponds to column F+15, Step 3 on the 86% pro-rata table. (

Click&here,&then,&Look&here&

Faculty Guide to FLAC Page 10 of 10 v1.0, June 2015

How(will(Total(Compensation(be(Divided(Into(Paychecks?(FLAC shows total gross compensation for each assignment. This total compensation will be divided evenly into the paychecks that span the beginning and end of the assignment. For example, if an assignment spans the entire Fall semester, and the total compensation is $6,200, then this will be divided into five paychecks (August through December), $1,240 each. Remember that FLAC shows gross compensation – take-home pay is subject to tax withholding, STRS contributions, etc.

What(Are(These(Codes(on(the(Pay(Stub?(Web4 and the Pay Stub show Position Numbers and Suffixes to identify individual faculty assignments. The position number is related to the kind of assignment and the accounting information:

• Position numbers that start with PL are used for part-time faculty with instructional assignments

• Position numbers that start with PV are used for full-time faculty with extra pay instructional assignments

• Position numbers that start with NI are used for noninstructional assignments • Position numbers that start with G are used for grant-funded assignments

The suffix is simply a sequential two-letter value used to distinguish individual assignments. For example, a part-time faculty with three assignments in a semester could have suffixes AA, AB, and AC.

Do(I(Need(to(Fill(In(Timesheets(for(Noninstructional(Assignments?(Faculty do not need to fill in timesheets to get paid for noninstructional assignments. However, faculty who have grant-funded noninstructional assignments still need to fill in time sheets for time and effort reporting.

Who(Should(I(Talk(To(If(I(Have(Questions?(During 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 Assignment issues (workload, missing or extra assignments) Chair/Dean Column and Step Payroll

If the pay you receive does not match the calculated pay you see in Web4, please contact the Payroll Department.