implementing faculty assignment contracts suzie deane kelly lyons north idaho college july 30, 2015...

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IMPLEMENTING FACULTY ASSIGNMENT

CONTRACTS

Suzie Deane

Kelly Lyons

North Idaho College

July 30, 2015

Coeur d’Alene, Idaho

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SESSION RULES OF ETIQUETTE

Please turn off your cell phone/pager

If you must leave the session early, please do so as discreetly as possible

Please avoid side conversations during the session

Thank you for your cooperation!


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ABOUT US

Suzie Deane – HR Information & Metrics Analyst

Kelly Lyons – Senior Records & Technology Specialist

NIC has 161 fulltime faculty and 204 adjunct faculty. Typically 600-700 stipends are paid each semester and during the fall and spring semesters we offer around 1450 sections.


Suzie Deane

What else should we say about NIC?

Kelly Lyons

Maybe the number of sections we offer? Averages are Fall/Spring - 1450 and Summer - 230.

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SESSION AGENDA

1. Our original process

2. Why we needed a change

3. Implementation steps

4. Our new process

5. Challenges

6. Where we are now


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OUR ORIGINAL PROCESSSlow…painful…error-prone…did I mention slow???


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OUR ORIGINAL PROCESS

Divisions entered class schedules

Registrar’s Office proofed schedule, and maintained faculty status and credit loads

And then……..the much-hated spreadsheet Submitted by divisions to HR after add/drop deadline

LOAs created using a WORD merge

Changes and corrections required updated spreadsheet


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OUR ORIGINAL PROCESS

Problems with the original process: Bottleneck – that would be ME!

Timeline driven by need for data entry time

Lots of opportunity for errors

Frustration from correcting those errors


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WHY WE NEEDED A CHANGEBecause everyone HATES the spreadsheet!


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WHY WE NEEDED A CHANGE

Eliminate errors

Provide accurate reporting

Reduce turnaround time

Save my fingers and my sanity!


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IMPLEMENTATION STEPSLesson learned – too many cooks, blah, blah, blah


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IMPLEMENTATION STEPS

Training by Ellucian

Identified 4 divisions to participate in pilot

Began with summer semester

Each division identified “test” faculty to use, both adjunct and fulltime

Identified roles for non-instructional assignments, i.e. Division Chair, Dual Credit Mentor

Identified unique scenarios prior to fall semester

After spring semester, created a training document with multiple scenarios for training other divisions


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Data clean-up was required Divisions:

• Notified HR of all budget numbers needed for each faculty member

• Notified Registrar’s Office of all departments for each faculty member

• Much work and discussion around credit equivalencies

Registrar’s Office

• Updated credit loads

• Batch copy process

• Faculty status


Suzie Deane

Kelly - can you update these billets? We can move to another slide if necessary.

Kelly Lyons

The only update I would make is to remove the credit equivalencies. That wasn't really something our office worked on. That was on the instruction side.

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HR

• Created overload positions

• Updated earn type on overload and adjunct positions

• Added new positions to faculty as identified by divisions

IT

• Updated subroutine with credit rate

• Creating reporting view to be used for generation of LOA documents and load reporting


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OUR NEW PROCESSStill learning but cautiously optimistic…


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OUR NEW PROCESS

Divisions enter sections and attach the contract information

Spreadsheets are submitted to HR for LOA creation and parallel testing

Prior to the first pay period, CLPS process is run to create stipends

Reports are distributed to each division for review prior to payroll processing

HR uses the spreadsheets to compare to the CLPS reports as a parallel test


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CHALLENGESIf it were super easy it wouldn’t be fun – do you buy that?


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CHALLENGESThese are a few of the unique scenarios submitted by the divisions that we had to define for our document

Split overload

Cross-listed classes/ IVCO-IVCR

Labs

Multiple Instructors

Changes after CLPS has been run: When to “break the link”

• Cancelled class

• Change in faculty

• Entry error


Suzie Deane

Kelly - any others we should discuss?

Kelly Lyons

Added Mulitple Instructors

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WHERE WE ARE NOWHoping to see the death of the spreadsheet soon


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WHERE WE ARE NOW

All divisions but one onboard as of summer 2015

Currently only doing contracts for assignments based on the per-credit rate

Scenarios still being handled under the old process: Music instructors

Internships

Independent and Directed study

Anything not paid on a per-credit basis

Reporting view still in process

Spreadsheets still being submitted to HR


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SESSION SUMMARY

Faculty assignment contracts has reduced the amount of time to create stipends and has greatly reduced errors

We will soon be able to produce accurate load reports for the Office of Instruction.


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QUESTIONS & ANSWERS


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THANK YOU!Suzie Deane – [email protected]

Kelly Lyons – [email protected]


implementing faculty assignment contracts suzie deane kelly lyons north idaho college july 30, 2015...

Documents

blahcoeur dalene

divisionscoeur dalene

errorscoeur dalene

adjunct faculty

fulltime faculty

test faculty

original processdivisions

original processproblems