FLAC- SIAASGNStep-by-step guide to the initial data entry of Supplemental and

Temporary Faculty assignments in the FLAC system

1These are general FLAC instructions for all of UNCW. Your unit’s instruction may differ from this documentation. Please follow your specific unit level guidelines.

• Before FLAC records can be created, the Temporary or Permanent Faculty member/Employee must be setup in SIAINST (completed by AARM) and PEAEMPL (completed by HR).

• Which means that the individual has been established as an employee by Human Resources and faculty hiring paperwork has been submitted to AARM.

• Assignments on SSASECT default to SIAASGN. All assignments to be compensated through FLAC must be finalized on SIAASGN.

• If no course teaching assignments populate in SIAASGN for an individual, this means they have not been assigned any courses on SSASECT for this term. You may also receive the error below, which can be bypassed to enter non-instructional assignments.

• If you receive the error below- this means SIAINST information is missing. Contact your FLAC Manager.

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Important Note…

All assignments for permanent faculty during the academic year will be pre-populated with their permanent position number and NA suffix and extracted into SSB in SeaNet before the term opens. Position/suffix will not populate in Summer.

If these assignments are to be paid as an overload, appropriately update the position, suffix and contract type in SIAASGN. PEPFLAC will then need to be run as an A twice- once to delete the assignment from SSB and another time to add the updated assignment back to SSB (see PEPFLAC instructions).

Do not alter any assignments in SIAASGN until the term is open as per the University FLAC Calendar on the UNCW FLAC website.

Contact your FLAC Manager if unsure of when a term is open.3

Step 1. Navigate to SIAASGN in Banner. Enter ID number of employee and term code in which assignments will be completed (Term Code Example: Fall 2017-201810, Spring 2018- 201820, Summer 2018- 201860)

All assignments entered in the Summer term code will calculate as part of a 9 month faculty’s out-of-contract amount. Enter all non-instructional assignments being completed between 05/16-08/15 under the summer term code. The pay dates can be confirmed and appropriately adjusted in SSB.It is particularly important for grant payments on 5 funds to be entered into the correct term code.

Step 2. Click “Go” to complete Instructional records. This screen is for course teaching assignments only. (Next Block to enter non-instructional assignments. See non-instructional instructions, step 7)

Use the arrows circled above to move between course teaching assignments for the faculty member OR use the drop down to view multiple course assignments per page.

The Contract Type for full-time faculty/perm EHRA in AA “FT” will populate for each assignment. These fields will need to be changed if an assignment is in addition to regular duties.

“TE” will populate for all temporary employees and will need to be changed for summer teaching, non-paid assignments (combined courses), and non-instructional assignments.

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SIAASGN instructional assignment information auto-populates from SSASECT.

Step 3. Enter a position number & suffix for each assignment.

• Assignments for permanent employees that are part of their full-time teaching load (FT) require the employee’s full-time position number and suffix NA.

- The full time position number and the NA suffix will be populated on each assignment on SIAASGN and in SSB during the academic year. If the assignment is to be paid as an overload, this information will need to be changed in SIAASGN and PEPFLAC run (see PEPFLAC instructions) to update the record in SSB. If it is truly part of the faculty’s full time load, nothing needs to be done to the record. Position/suffix will not populate during the summer term.

• Supplemental assignments for permanent employees (OV/SS/EX) and paying temporary faculty assignments (TE/TZ/ST) both require a pool position number and numbered suffix. A pool position number created for temporary faculty cannot be used for a supplemental payment and vice versa.

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Assigning position numbers & suffix’s to Overloads, Summer Session and Temp Fac assignments

• The Position Number should be chosen according to unit/departmental practice. The Active FLAC Positions with Funding SSRS report can be utilized for identifying pool position numbers if unknown. HR Campus > Supplemental Compensation > FLAC > Active FLAC Positions with Funding. Please refer to your FLAC Manager if assistance is needed.

• The Position Number Suffix should start with 00 for each time a new position number is assigned to an employee. When a Position Number is repeated on an employee’s job record during that term or subsequent terms (for both instructional and non-instructional), the Suffix must increase in value.

• For an assignment that is part of a permanent faculty’s full time load the Suffix should be NA, signifying no supplemental pay in addition to yearly salary.

Supplemental Payment on same position number for same faculty/employee

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Supplemental PaymentPart of full time load

Assigning position numbers & suffix’s to Overloads and Temp Fac assignmentsThe correct suffix number for each assignment depends on how many times an employee has been assigned to the position number attached to the assignment, beginning with 00 for the first assignment, 01 for the next, 02, 03, etc.How to know what suffix to use for each assignment:1. Use the pop-up menu next to the Position Number

2. and select List of Employee’s Jobs (NBIJLST)

3. and change query date to 07/01/2006 (OR semester employee was first hired if known) &

4. Click at the top of the page to query, type in position number being used and click

5. Double click the position number that populates with the highest suffix number

6. This will attached position number to assignment on SIAASGN.

7. Change suffix on assignment in SIAASGN to be one higher

8. If the position number in question does not populate, type the position number in SIAASGN field and use suffix 00.

9. Be sure to also check the individuals current SIAASGN record for use of this position number to ensure the correct suffix is used, as this information would not yet be a job record in Banner, and therefore not appear in the List of Employee’s Jobs.

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Step 4. Review and adjust Contract Type (when necessary)A default contract code will populate in the contract type box for each employee as designated on SIAINST. This may need to be adjusted according to assignment type. Contract Type options for an employee can be chosen from the pop-up menu

• Permanent Faculty (FT): The Contract Type FT will populate on all assignments for permanent faculty/EHRA in AA, communicating to the system that this is part of their Full Time Teaching Load and not to calculate additional payment for this assignment.

- When an assignment is a Course Teaching Overload, meaning in addition to regular duties, the contract type will need to be changed to OV.- Non-Instructional, supplemental assignments will need to be changed to EX (see non-instructional assignments)

- Supplemental Summer Session assignments will need to be changed to SS

- If a permanent faculty member gains an instructional assignment mid-term, contract type XX will need to be assigned to that course, with the pay amount entered in the Override Workload field.

- For an additional, non-paid assignment, change to NA (Noted Assignment). This means pay will not calculate.

- The NA contract type (combined with the NA suffix) can also be used for combined courses for which one is to be paid as an overload, and the other is noted on their record.

If the correct contract types do not populate in the drop down as listed above, please contact your FLAC Manager or unit contact for SIAINST, as this indicates that SIAINST has not been completed properly for the individual.

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• Temporary Faculty EHRA (TE): The Contract Type TE will populate on all assignments, which signifies Temporary Course Teaching.

- Non-Instructional temp fac assignments will need to be changed to TZ.- Summer Session teaching will need to changed to ST.- If a temp fac gains an instructional assignment mid-term, contract type TX will need to be assigned to that course, with pay amount entered in the Override Workload field.- For non-paid assignments the NA contract type can be used, indicating that this is a Noted Assignment.- The NA contract type (combined with the NA suffix) can also be used for combined courses, to calculate payment for one and not the other.

• Temporary Non-Faculty EHRA (TE): The Contract Type TZ will populate on all assignments, which signifies Temporary EHRA non-instructional assignment.

- If an assignment is non-paid (e.g. a combined course) the NA contract type can be used, indicating that this is a Noted Assignment.

• EHRA Administrators in AA (credentialed) (EP): The Contract Type FT will populate for those in an academic unit the title of Chair, Director, Assoc Dean, Dean, Library Special Faculty. If an EP does not have an on-load teaching component this should be changed to OV. OV will populate for all other EPs in AA. If they are not credentialed for course teaching the contract type EX will populate, indicating that they are not currently allowed to be assigned to a course.

• Permanent SHRA exempt employees (credentialed) (SE): The Contract Type OV will populate, as they will have only additional assignments in FLAC.

If the correct contract types do not populate in the drop down as listed above, please contact your FLAC Manager as this could indicate that SIAINST has not been completed properly for the individual.

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Step 4 cont’d. Review and adjust Contract Type (when necessary)

Additional steps (necessity varies) Step 5. Workload- If a course schedule type is not set up for calculation in FLAC as per your unit’s pay scale specifications, enter pay amount in the Override Workload field. Generally not required for majority of assignments; necessity varies by unit.Confirm with your unit’s FLAC Manager and/or unit specific documentation before adjusting.

Note: “Workload” typically represents the credit/contact value associated with the assignment for the employee. If the Schedule Type, associated with the CRN for this assignment, is setup on PTRFLAC to pay based on “Workload‟, this is the data that will be used to establish the default FLAC compensation.

Step 6. Percent Responsibility indicates the percentage of the assignment that the employee is responsible for.

Note: If a course is split between multiple instructors, the Percent Responsibility for each should be noted accordingly in SSASECT (check to ensure the correct percentage populated from SSASECT). FLAC will include this percentage when calculating compensation. Percent Responsibility must always add up to 100%.

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Schedule Conflict Error

Important Note for Instructional Assignments:If you receive an error when saving in SIAASGN that indicates a schedule conflict, follow the instructions below:

1. Banner will automatically highlight the CRN with the conflict. 2. Click “Override Conflicts” and Save.

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Entering Non-Instructional AssignmentsIn FLAC, any assignment not tied directly to a CRN in SSASECT (a course teaching assignment/course teaching overload) must be entered on the Non-Instructional form.

Step 7: Next Block (from the Instructional Assignment form) to access the Non-Instructional Assignment form to create non-instructional assignments on SIAASGN.

Step 8. Enter a non-instructional code into the Type section by selecting the appropriate code from the pop up menu. Type is the purpose code/non-instructional code that best represents the non-instructional activity (for example: RSCH - Research, ANON - Admin Non Instructional, or AADV - Academic Advising).

Note: The default compensation rate will calculate from the Type entered12

If non-instructional assignments already exist for the employee, click Insert on the right hand side of the screen to create a new line OR use your down arrow on your keyboard. Please do not type over an existing assignment. Always ensure you are starting on a new, blank line. Otherwise, you will delete the existing assignment from SIAASGN and from SSB on SeaNet once PEPFLAC is run.

Step 9: Workload/Weekly Contact- adjust as appropriate. Confirm with your unit’s FLAC Manager and/or unit specific documentation before adjusting.

• Workload is typically equal to the credit associated with the assignment for the employee. If the Type associated with the assignment is setup on PTRNIST to pay based on “Workload‟, this is the data that will be used to establish the default compensation. (Generally set on PTRNIST as workload 1, meaning if the pay amount is $1000.00, 1000.00 would be entered into workload)

• Weekly Contact (not utilized at this time) captures the number of actual hours worked or contact hours associated with the assignment. If the Type associated with the assignment is setup on PTRNIST to pay based on “Contact Hours‟, this is the data that will be used to establish the default compensation.

Note: Although the SIAASGN form shows Weekly Contact, it is actually not weekly for non-instructional assignments. The contact hours for the entire semester for this assignment are what would be entered in this field (if utilized). 13

Step 10: Enter or select College. College is the code representing the college where the assignment occurs (hiring college). If you do not know what the College code is, you can browse from the pop-up menu.

Step 11: Enter or select Department. Department is typically the discipline code with which the assignment is associated (hiring department). If you do not know what the Department code is, you can browse from the pop-up menu.

Step 12: Adjust the Contract Type/Code. A faculty’s default contract code will populate in this field. This will need to be changed to the correct non-instructional code. Please refer to the Contract Code Reference List, slide 15. Note: EX (extra assignment for permanent faculty, indicating non-instructional supplemental pay) and TZ (extra assignment for temporary faculty) will be most utilized on this form. Please refer to step 4.

Step 13: Enter Position Number and Suffix, following the steps described for Instructional Assignments. Please refer to step 3.

Step 14: Save (should be done after each assignment is entered/adjusted)

Important Note:Assignments can be updated and extracted individually, as they are adjusted. For instance, if an employee has 4 instructional assignments that populate in SIAASGN, 3 in Biology and 1 in Honors College, a preparer in the Honors College can assign their position number and suffix to that one job, save and extract that assignment to Self-Service Banner using proper parameters, and leave the other three untouched for the preparer in Biology to adjust.

When this is done, a notice may appear on the screen, alerting the preparer that there are unassigned entries. This notice can be by-passed.

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SIAASGN- Contract Codes for Permanent Faculty Instructional AssignmentsContract Code Contract Description Applies To: Used For: Effective Dates:

FT Full Time Permanent Faculty-Default Code

Indicates that this permanent faculty member’s primary function is to teach. This contract code is used for ALL assignments that fall under regular course/work load for the permanent faculty member.

N/A – This is part of the regular course load.

NA *Noted Assignment Permanent & Temporary Faculty Can be used as a contract code to capture combined courses and other non-paying

assignments.*Both Instructional and Non-instructional Contract

N/A – Non-paid

OV Course Teaching Overload Supplemental Pay

Permanent Faculty; EHRA/SHRA Teaching Staff

Indicates that the permanent faculty member has a teaching assignment above the regular course load.Indicates that an EHRA/SHRA employee has an additional teaching assignment.

Start of semester to end of semester.

SS Summer Session Permanent Faculty; EHRA/SHRA Teaching Staff

Indicates that a permanent faculty member is teaching summer school.June – Summer IJuly – Full Summer, Sumer IIJuly – Aug - OAP

XX Course Teaching Adjustment

Permanent Faculty;EHRA/SHRA Teaching Staff

Indicates that permanent faculty member or staff has added an extra teaching assignment outside of the beginning of the semester. For example, a course changes from one faculty to another in mid-semester.

Begin varies, EOS end date, level pays

SIAASGN- Contract Codes for Temporary Faculty Instructional Assignments Contract Code Contract Description Applies To: Used For: Effective Dates:

TE Temporary Faculty Teaching

Temporary Faculty Default Code Indicates that the temporary faculty member is teaching a course.

Start of semester to end of semester.

TX Temp Faculty Course Teaching Adjustment

Temporary Faculty Indicates that the temporary faculty member has added an extra teaching assignment outside of the beginning of the semester.

Begin varies, EOS end date, level pays

ST Temp Fac Summer Session

Temporary FacultyIndicates that a Temporary Faculty member is teaching a summer session course

June – Summer IJuly – Full Summer, Sumer IIJuly – Aug - OAP

NA *Noted Assignment Permanent & Temporary Faculty

Indicates combined courses and other non-paying assignments.*Both Instructional and Non-Instructional Contract

N/A

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SIAASGN- Contract Codes for Non-instructional Assignments (not tied directly to CRN)Contract Code Contract Description Applies To: Used For: Effective Dates:FT Full Time Permanent Faculty-

Default CodeIndicates that this permanent faculty member’s primary function is to teach. This contract code is used for ALL assignments that fall under regular course/work load for the permanent faculty member.*Both Instructional and Non-instructional Contract

N/A – This is part of the regular course load.

*EX Extra Assignment Supplemental Pay

Permanent Faculty, EHRA/SHRA Indicates that permanent faculty member or staff member is engaged in additional non-

instructional assignments above the regular workload. *Can manually adjust end dates and factors/pays.

Begin varies, EOS end date, level pays

*TZ Temp Faculty Extra Assignment

Temporary FacultyIndicates that the temporary faculty member is engaged in additional non-instructional assignments such as academic advising.*Can manually adjust end dates and factors/pays.

Begin varies, EOS end date, level pays

NA Noted Assignment Permanent & Temporary Faculty Can be used as a contract code to capture regular research and service work, for example.

*Both Instructional and Non-instructional Contract

N/A- Non-Paid assignment

SIAASGN- Non-Instructional Codes (examples of codes currently created)

Description

AADV Academic Advising

ANON* Admin Non-instructional*

IDEV Instructional Development

IPRO Instructional Program Lead

PSW Public Service Workshop

RSCH Research

UNCW Type/Non-Instructional Codes•Non-instructional codes are 4 characters long and represent common non-instructional assignments •Uses contract codes EX (Perm) or TZ (Temp)•Effective dates: Begin varies (dependent on month assignment is entered), end date always end of semester•Level pays•Can be expanded•Description helps inform faculty member of the work that is attached to the assignment

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