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THINGS TO LOOK FOR ON THE PRELIMINARY FAD
The APDB reporting process involves providing the Chancellor's
Office with data from two different sources. The files are the Course Section
file (SIS/ODIN) and the Faculty file (PeopleSoft/PolyData). As part of Cal
Poly's quarterly submission, the CO combines these files to produce a faculty
workload report (the Faculty Assignment by Department/FAD), and also analyzes
the data in each file for other purposes.
The Course Section Report is used by the CO to 1) determine
campus space utilization, and 2) used on campus to justify the need for and
to allocate enrollment growth funds (by FTES taught). The Faculty File is
used by the Chancellor's Office to analyze faculty workload. If requested
by an outside entity (i.e. the Legislature), the CO could use this data to
report faculty instructional activity, and 2) the campus uses this data to
understand workload trends.
Course related changes should be made, by the 26th instructional
day, prior to the printing of the Preliminary FAD. The Preliminary FAD should
be used to identify missing or inconsistent faculty data and initiate action
for corrections.
You will be receiving a listing from Academic Personnel, on
the 20th instructional day, of the 107-A, 107-B and 107-C forms that have
been processed. Use this as your initial tool to verify faculty workloads.
When you receive the Preliminary FAD it is a good idea to compare your copy
of the forms to the report. Compare
Does any faculty member have a partial or full administrative
or Production Manager assignment?
If he/she does, check the FAD for IAF (Instructional Administrative Fraction).
For Department Head/Chair, Dean or Associate Dean, administrative time is
documented with AP101 assignment form. For Production Managers it is necessary
to submit a 107-A form to Academic Personnel.
Do you have a Cal Poly administrator or SSP employee teaching
a class?
An AP101 form (Academic Appointment and Assignment Record), indicating
the employee is a volunteer, needs to be submitted to Academic Personnel.
AP101-S is required for the Summer quarter.
Has a faculty member come from off campus to perform research
or scholarly activities without financial reimbursement?
An AP101 form needs to be submitted to Academic Personnel to document
their appointment even though they are not being paid. This faculty member
is a non-employee volunteer. AP101-S is required for Summer quarter.
Do you have a faculty member released from their teaching assignment to
participate in a grant project supported by non-instructional funds?
This is documented by submitting a 107-C form to Academic Personnel. Compare
your copy of the form to the Preliminary FAD.
Do you have a faculty member participating in a grant project
supported by matching instructional funds?
Grant Matching is documented by submitting a 107-B form to Academic Personnel.
Compare the Assigned Time activities and I-WTU on your 107-B form to the Preliminary
FAD.
Do you have any faculty members that have committee work
or University / Academic Senate assignments?
Instructionally related service is documented by submitting a 107-B to
Academic Personnel.
Are the Assigned Time activities and WTU correct for your
faculty?
Compare your copy of the 107-B forms to the Preliminary FAD. There are
many reasons a faculty member could have Assigned Time. Up to 3 activities,
with a total of 12 WTU can be assigned each quarter.
D-WTU (Direct WTU) is earned from Assigned Time codes of 11, 15, 17 &
18.
I-WTU (Indirect WTU) is earned from Assigned Time codes other than 11, 15,
17, or 18.
Assigned Time can be documented by submitting a 107-B form to Academic Personnel.
If your faculty member has a Split Appointment, is the IFF
(Instructional Faculty Fraction) correct for each Department?
The teaching schedule for a faculty member with a SPLIT APPT is printed
in both departments. The totals for SCU, FCH, D-WTU, I-WTU, and T-WTU are
printed only in the faculty member's department of appointment. Because
the FAD focuses on faculty assignments the report does not accurately reflect
Department and College totals (except Number Assignments and FTEF). The department
offering the course receives the SCU credits. See the Course Prefix Report
- Dept in ODIN for correct SCU totals.
Is a FERP faculty member showing up on the FAD during a quarter
they are not supposed to be working? Do they have the correct time base for
the quarter(s) they are supposed to be working?
Academic Personnel now requires an AP101 form annually to document FERP
teaching assignments. Submit an AP101-S for the Summer quarter.
Does your faculty member have 100% IFF (Instructional Faculty
Fraction) but isn't teaching any classes? If they do, what needs to be done
(if anything)?
In most instances faculty with IFF are teaching classes or have Assigned
Time, but some faculty, such as a Supervising Librarian or a Coaching Assistant,
may have 100% (1.000) IFF and not teach. Just verify that the assignment data
is correct and if not submit the proper form to Academic Personnel.
Is the workload (TSF - Total Support Fraction) for each faculty
member correct? Is the workload for a full-time faculty member more than 100%?
Generally, a full-time faculty has 100% (1.000) TSF, while a three quarters
time faculty has 75% (.75) TSF and a half-time faculty has 50% (.50) TSF etc.
Under special circumstances it is possible for a full-time faculty member
to have more than 1.000 TSF for a quarter.
