Procedure: Faculty Workload / Chair Process

Objective

• To provide instructions on completing the faculty workload portion of the Faculty Workload application

Resolution

Step 1: Assign Faculty Workloads

1. In Workday, enter Manage Faculty Workloads in the top search bar
2. You should come to a page that looks like the following:
    
3. The first box, Assign Faculty Workloads, will allow you to assign a Workload Equivalent (Teaching Intensive, Teaching & Active Research, etc) as well as WLE values for Research, Admin Service, and Non-admin Service. It will also compute an Instructional WLE
    
4. Click Manage and a small window will open. The Academic Unit and Workload Assignment Year will be pre-populated. You can select track types and/or faculty or you can leave these blank to get a complete list of faculty for your department. Click OK
    
5. For each faculty listed, you will see a View button that will allow you to view any research/service activities that have been entered by the faculty as well as any grants associated with the faculty
    
6. In the Workload Equivalent column you will be required to select a value (Teaching Intensive, Teaching & Active Research, etc). The Workload Equivalent selection will determine acceptable values for the other WLE fields
    
7. After you select the Workload Equivalent, the Research WLE will automatically populate. Fill in values for Administrative Service WLE and Non-Administrative Service WLE. The Instructional WLE column will automatically populate based on the values in the other fields. The Total WLE will always show 10. Click on the Reference your Divisional Guidelines button toward the top of the screen, if you need guidance on WLE values. Alerts and errors will pop up if a value is not correct or within the specified range
    
8. If you need to enter values that are outside of the preset ranges (ex: Teaching & Medium Research has a Research WLE value of 2 but you need it to be 3), click on the checkbox in the Exception column and enter a note
    
9. If the Locked column is checked, this means that FWL values have already been assigned and cannot be edited
    
10. Click Save or Cancel when you are finished with this page. Note: You MUST assign values on this page in order for a faculty member to appear in the next step

Step 2: Manage Instructional Activities

1. On the main Manage Faculty Workloads page, click Manage on the Manage Instructional Activities block. This is where you will assign the intended courses and teaching WLE
    
2. A small window will open. Academic Unit and Workload Assignment Year will be pre-populated. Click OK
3. Faculty names will appear in the far left column. You will also see Target Teaching WLE has been prepopulated based on the value from the previous step. Assigned Teaching WLE will default to 0 but will populate as you assign courses and fill in the WLE value.
   • Note: The only records that will appear on this page are faculty who were assigned WLE values in the previous Assign Faculty Workload step
      

To the right, you can add intended courses by clicking on the plus icon. By default, the TBD course will appear. Use the TBD course as a placeholder course if needed. To assign actual courses, start by typing the course prefix, such as MTH for math or POL for political science and then hit Enter. Select the course and the Course Hours column will populate. You must enter an Intended WLE value as well as an Academic Period. If the faculty is teaching the course for fall and spring, add the course twice, once for each semester. Remove a course by clicking on the minus icon next to the course. When you are finished assigning courses, the Target Teaching WLE and Assigned Teaching WLE must match. Alerts and errors will pop up if a value is not correct. Click Save or Cancel to exit the page
 

Tips for searching for courses

• You must hit Enter in order for course search results to appear
• You can search in upper or lower case
• You must enter a space between the course prefix and course number in order to return a result. For example, MTH 002 will return a course but MTH002 will not
• MTH or mth will return all MTH courses
• 101 will return all 101 courses in all departments, including H101 courses, 101H courses, 101W courses, etc

Step 3: (Optional) View Faculty Workloads

1. On the main Manage Faculty Workloads page, click View on the View Faculty Workloads block. This is where you can view the faculty workloads you have created
    
2. A small window will open. Academic Unit and Workload Assignment Year will be pre-populated. Click OK

Faculty who have been assigned WLE values will appear. You can click on the View button to see Non-Instructional Activities, grants associated with the faculty member, and instructional activities, but nothing can be changed from this page.

Step 4: Submit Faculty Workloads

1. On the main Manage Faculty Workloads page, click Submit on the Submit Faculty Workloads block
    
2. A small window will open. Academic Unit and Workload Assignment Year will be pre-populated. Click OK
    
3. A complete list of faculty will appear. Similar to the View page, you cannot make edits on this page. Review the records and click Submit at the bottom of the page. Only faculty with WLE values assigned will be submitted; locked records will not be re-submitted. If you need to make changes, click Cancel at the bottom of the page to return to the main Manage Faculty Workloads page and then go to Assign Faculty Workloads or Manage Faculty Workloads to make your changes
    
4. After clicking Submit, a task will be sent to the Faculty Workload Reviewer to review the records. The Faculty Workload Reviewer can submit it to the Dean or send it back to the Chair for changes. Note: If the Chair submits a FWL and it hasn't finished the approval process, the Chair cannot submit any additional FWLs for approval
5. You will receive a notification and task if the FWL is sent back for changes. You can make the changes to WLE assignment and corresponding WLE values inside the task and then click Submit. If the WLE assignment and/or WLE values change and the teaching WLE no longer matches the WLE for the assigned courses, the task will not submit and will stay in the task inbox with an error message. You will need to go back to the main Manage Faculty Workload page, click on Manage Instructional Activities, update the teaching WLE/course assignments, click Save and then return to the task inbox and click Submit again in order to send the process to the Faculty Workload Reviewer again

User

• Miami University Faculty Chairs

System

• 1944467 : Faculty Workload Extend Application
  • Faculty Workload