The APDB reporting process provides the Chancellor’s Office with data from two different sources: the Course Section file and the Faculty file. As part of Cal Poly's quarterly submission, the Chancellor’s Office 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 file is used by the Chancellor’s Office to determine campus space utilization. It is used on campus to justify the need for and to allocate enrollment growth funds (by FTEs taught). The Faculty file is used by both the Chancellor’s Office and the campus to analyze faculty workload and to report faculty instructional activity.
The timing for error correction by departments for course-related data has changed. Due to recent procedural revisions implemented by the Chancellor’s Office involving the need for our campus’ FTEs (reported on the Enrollment Reporting System – Student [ERSS] report) and the FTEs on the FAD report to match, the Course Section file must now be pulled and frozen on the 28th instructional day of each quarter. Previously, departments had the entire quarter to identify and correct course problems. The timing for submission of faculty assignment forms to Academic Personnel remains the same. They must be submitted, allowing sufficient time for signatures and processing, before the final APDB submission at the end of each quarter.
To assist in monitoring the activities associated with the Course Section and Faculty files, a Faculty Assignment by Department (FAD) Calendar has been designed. The FAD Calendar is distributed by IP&A before the beginning of each academic year.
By the 20th instructional day of each quarter, Release Time & Volunteer Assignments are due to the Deans' offices (107-A, 107-B, 107-C, and AP101 forms).
Beginning of the 5th week, ignoring holidays, Release Time (107 forms) need to be entered into PeopleSoft by the Deans' offices.
Any discrepancies related to course data should be reported to the University Scheduling office for correction by the 26th instructional day of each quarter (see the FAD Calendar for exact dates). All courses must be added or cancelled in the PeopleSoft database. All courses, including Supervision classes with enrollment, must be assigned an instructor, and team-teaching fractions must be correct. The 26th instructional day is after MIR-II updates are submitted to University Scheduling, so these items should already be in place. Time is allowed for unexpected problems before the Course Section file is frozen on the 28th instructional day. The first Faculty file is extracted on the 28th instructional day (except for Summer, when the creation of a “new” PeopleSoft year delays adding faculty to the file).
After the Course Section and Faculty files are extracted, IP&A runs all of the edit reports and investigates any errors that are found. Previously, many of these edit reports were run after the Preliminary FAD was produced. It is hoped that this change will identify certain types of errors earlier in the process. IP&A contacts departments and/or the University Scheduling office with course-related problems. At this point in time, only errors related to the faculty ID or name on an existing course can be made to the extracted file. Other changes to the course data will be reflected in the campus database but will not be included in the Course Section file sent to the Chancellor’s Office. Per current procedure, IP&A will refer faculty assignment problems, as identified in the Faculty file, to the appropriate Dean’s office. The Dean’s office will follow up with Academic Personal if needed.
Preliminary FAD (Revised Procedures)
An e-mail will be sent to the appropriate personnel in each department and to the Deans' offices when the report is available. This e-mail will replace the FAD memo that has previously accompanied the Preliminary FAD report. Two hard copies of the report will also be distributed to the Deans' offices.
Deans' offices and departments should use the Preliminary FAD report to verify all faculty assignments. At this point in time, all corrections to the Course Section file have been made. Department questions regarding faculty assignments should be directed to the Dean’s office. That office will follow up with Academic Personnel if necessary (per current procedure).
Faculty and course data collected prior to the Final FAD is officially reported to the Chancellor’s Office (see FAD Calendar for dates). Faculty changes received by Academic Personnel after the Final FAD will appear in the campus database but not in the official report. No course changes will be accepted after the Final FAD is reported. Related correspondence will be retained for possible audit review. The notification and distribution procedures are the same as the Preliminary FAD report.
Because interpreting the FAD report is certainly not intuitive and because personnel can change in the Deans' offices and especially at the department level, IP&A has developed documentation designed to assist in interpreting the FAD report.