Staff Policy Associations

You can use the Staff Policy Associations page to associate the load validation policies with faculty members and staff groups. Any policy that a staff needs to be associated with for a successful load validation and compensation will be configured here.

You can also configure the load validation policy to all the positions that the staff is associated with through this page and copy staff policy associations from one term to another.

The policies validate teaching and non-teaching assignments against the load policy lines. For example, you can assign a load validation policy to an instructor that validates teaching and non-teaching assignments against the policy lines.

Staff policy associations are required.

Policies are assigned to positions, but faculty members can have more than one position. You can associate a policy with one position or all the positions at once.

The policies are associated with staff when you configure the Job Policy Associations page (Select the Configuration tile > locate Faculty Workload > select Job Policy Associations.) which automatically processes the batch in Processes >  Faculty Workload > Associate Policies to a Job.

Prerequisites

To view the page, you must have Faculty Workload - Configuration - View authorization.

To edit the page, you must have Faculty Workload - Configuration - Manage authorization.

To edit an item associated with more than one campus, you must have access to all the campuses. For example, if the item is configured to be available at three campuses and you only have access to two of the campuses, you can view the item, but cannot edit it. When you add an item, you can only select campuses to which you have access.

Your institution must have: 

• Added the staff members (Select the Settings tile > locate System > select Staff > select the New button and specify the general information or select an existing staff member in the list.)

• Configured the load validation policies. (Select the Configuration tile > locate Faculty Workload > select Load Validation Policies.)

The faculty member or staff members must be assigned to positions. (Select the Configuration tile > locate Faculty Workload > select Staff Position Assignments.)

Faculty Workload Management automatically populates the terms configured by your Academic Records department when you associate policies with faculty members. The terms are filtered based on the staff position date range. If you want to validate on another time frame, such as a contract duration of a year, you must also have configured those as terms. (Select the Configuration tile > locate Academic Records > select Terms.)

You should be familiar with the Job Policy Associations and Associate Policies to a Job.

Access Method

Select the Configuration tile > locate Faculty Workload > select Staff Policy Associations.

Filters

By default, the grid displays all records for the campuses you are authorized to work with. You can use the drop-down at the top of the page to display only records for a specific campus.

Procedure to Add or Edit Items

1. Specify the values under Selection Criteria to filter the list.

   Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.

   TimeFrame Select the time frame for the policy. The options are All, Term, and Contract Duration.

2. Select the Apply Filters button. Anthology Student displays the list.

   Job The name of the job. They are configured by your institution. The list displays all the jobs your institution configured that are still effective for the current date. A job is a collection of tasks and responsibilities that a faculty member is supposed to perform. For example, Professor and Associate Professor. A position is an individual instance of a job. A job can have multiple positions. Employees are assigned to positions. A position can hold only one employee in a given period of time, but an employee can be assigned to multiple jobs. Job Function Job functions describe high-level functional categories and relate to high-level duties. The job functions are configured by your institution. Job Type Indicates the job type for the policy. They are configured by your institution. Job types group similar jobs into categories. You can then use them for reporting and filtering. Job types can be full-time, part-time, hourly, and salary. Pay Cycle The frequency in which payment is made to the staff. Pay cycles are configured by your institution. A pay cycle is an interval used to pay the instructor. A pay period is an instance of a pay cycle. For example, your institution can configure pay cycles for weekly, bi-weekly, semi-monthly, and monthly payroll. Policy The load validation policy associated with the selected staff position. The policies are configured by your institution. Load validation policy is used to control, track, and limit classes or non-teaching activities assigned to the staff members. Policies contain basic information that includes term or year, assignment type, policy purpose, and policy lines. For example, your institution can create a policy that ensures adjunct faculty teaching assignments that do not exceed 800 hours per year. If you select All Positions or do not select a position in the Staff Position list, Anthology Student uses the policy for all the staff member positions. If you are selecting the policy from the list, it is filtered to policies for the campus.

   Position The position for the staff member. Positions are configured by your institution. The position must have a single staff member assignment for any given duration. If you are associating staff members with load validation policies and you leave the field blank, Anthology Student applies the policy to all positions. Position Type Indicates the type of position. They are configured by your institution. Position types categorize the types of the positions that will be used for jobs. For example, your institution can create different position types for temporary, permanent, and part-time staff members (such as Tenure, On Tenure Track, and Adjuncts). Staff The last name and first name of the staff member who is to be assigned a position. Term Select a term from the list of available terms.

3. If you want to:

   • Add a new list item, select the New button on the toolbar

   • Edit a list item, select the name in the list

   • Copy an item, select the Copy Policies button on the toolbar. Anthology Student displays a dialog box.

     To enable the Copy Policies button, the Time Frame Select the time frame for the policy. The options are All, Term, and Contract Duration. filter value must be either Contract Duration Specifies the length of time for which the policy is evaluated. For example, you can specify a contract duration of a year. Contract durations are configured as terms. or Term Select a term from the list of available terms..

     • Select the following values. The fields that are displayed will depend on the TimeFrame Select the time frame for the policy. The options are All, Term, and Contract Duration. selected.

       Contract Duration Specifies the length of time for which the policy is evaluated. For example, you can specify a contract duration of a year. Contract durations are configured as terms.

       Term Select a term from the list of available terms.

     • Select the Copy button. Anthology Student copies the policies and creates a new record in the grid.

4. If the staff member has been assigned to a load validation policy and you want to view the details of the policy, select the View Policy Details button and review the values.

   Activity Type The type of activity configured by your institution for teaching and non-teaching activities. Activity types are associated with courses and classes for teaching and their equivalents for non-teaching (non-teaching types and non-teaching activities). Teaching and non-teaching activities are associated with load types and limits in the policy lines in load validation policies so that their load can be validated. Note: Faculty Workload Management displays a blank value when the policy line belongs to the Parent (FTE). Assignment Type Specifies the assignment types used in workload validation and pay generation. They are configured by your institution. For example, an adjunct assignment that is paid or an on-load assignment that does not require payroll. Assignment types that were configured with No for Has Payroll, cannot be selected for compensation plans or added to the payroll information for staff. Auto Apply Overload Policy Indicates a blank value for Onload policy lines or whether or not you want to auto apply the overload policy to overload policy lines based on your institution's configuration in the Load Validation Policy Configuration. Load Type Load types store the load information that you can then associate with work. For example, a load type specifies a unit of measure and whether you want the work included in load and pay tracking. Your institution configures load types. Note: Faculty Workload Management displays a blank value when the policy line belongs to the Parent (FTE). Maximum Value Specify the maximum allowed load amount as per the policy.

   Minimum Value Specify the minimum allowed load amount. Policy The load validation policy associated with the selected staff position. The policies are configured by your institution. Load validation policy is used to control, track, and limit classes or non-teaching activities assigned to the staff members. Policies contain basic information that includes term or year, assignment type, policy purpose, and policy lines. For example, your institution can create a policy that ensures adjunct faculty teaching assignments that do not exceed 800 hours per year. If you select All Positions or do not select a position in the Staff Position list, Anthology Student uses the policy for all the staff member positions. If you are selecting the policy from the list, it is filtered to policies for the campus. Policy Line The descriptive name of the policy line. Faculty Workload Management displays Parent value for the policy line that belongs to FTE. Priority Specifies the priority for generating payroll. For example, if you have a faculty member with an onload assignment and an overload assignment, you would want to process the onload assignment so that the faculty member meets the requirements for overload. Note: Faculty Workload Management displays a blank value when the policy line belongs to the Parent (FTE). Validation Type Specifies the type of validation type. When you validate loads using Assignment Status from the Processes tile, Hard specifies that you do not want to override failed validations. Soft specifies that you want to be able to override failed validations by selecting the Override check box. Note: Faculty Workload Management displays a Soft value when the policy line belongs to the Parent (FTE).

   If the load validation policy uses FTE, Anthology Student displays the associated FTE policy line. For more information, see Load Validation Policies

5. Review, specify, or change the values. Anthology Student only displays terms or contract durations in the Valid Date: From and To range you specified when you assigned the position to the staff member. (Select the Configuration tile > locate Faculty Workload > select Staff Position Assignments.)

   If you edit a policy associated with a staff member, Anthology Student applies the modifications only for the new staff policy association records.

   Contract Duration The contract duration associated with the staff position assigned. Policy The load validation policy associated with the selected staff position. The policies are configured by your institution. Load validation policy is used to control, track, and limit classes or non-teaching activities assigned to the staff members. Policies contain basic information that includes term or year, assignment type, policy purpose, and policy lines. For example, your institution can create a policy that ensures adjunct faculty teaching assignments that do not exceed 800 hours per year. If you select All Positions or do not select a position in the Staff Position list, Anthology Student uses the policy for all the staff member positions. If you are selecting the policy from the list, it is filtered to policies for the campus. Staff The last name and first name of the staff member who is to be assigned a position.

   Position The position for the staff member. Positions are configured by your institution. The position must have a single staff member assignment for any given duration. If you are associating staff members with load validation policies and you leave the field blank, Anthology Student applies the policy to all positions. Term Select a term from the list of available terms.

6. If you want to save and: 

   • Continue making changes, select the Save button

   • Continue to add another item to the list, select the Save & New button

   • Close, select the Save & Close button