Add or Edit Assignments, Validate Loads, and Generate Earning Lines

You can use the Assignment Manager page to: 

• Add non-teaching assignments

• Complete the configuration for teaching assignments

• Validate the loads for teaching and Non-Teaching assignments using the load validation policies associated with the staff members

• Generate the earning lines

• Convert overloads to banked loads as partial or total assigned loads.

If you select All or Teaching in the Teaching/Non-Teaching field, Anthology Student lists the teaching assignments (classes) that your institution assigned to staff members using the Class Scheduling tile. You must complete the configuration for the non-teaching assignments before you can validate the loads.

You can filter the assignments by selecting particular Departments in the Department field.

Because teaching assignments are classes, you cannot add teaching assignments here. You must manage those using the Class Scheduling tile.

In the Class Scheduling workspace, you can use the Copy Class Schedule button to copy:

• All Class Sections to Term
• Single Class Section
• Selected Class Section

Anthology Student creates the class sections and non-teaching activities as assignments for the respective faculty. The created assignments are displayed on the Assignment Manager page.

For assignments created using the New command on the Assignment Manager page, the faculty member can only be removed/changed to another faculty through the Non-Teaching Activity configuration window. Editing a non-teaching assignment to edit a faculty member from the Assignment manager is not possible.

If Anthology Student is integrated with an external human resources (HR) and payroll system (for example, Anthology Finance & HCM or any third-party HR and payroll application), you must use Anthology Student to manage the items (such as generating or exporting earning lines, and so on). 

Prerequisites

You must have:

• Common - Processes - View authorization

• Faculty Workload - Processes - Assignment Manager - View and Manage authorization

You should be familiar with the Guidelines for Load Validation.

Before you can view or validate workloads for teaching activities, your Academic Records department must have scheduled classes. (Select the Class Scheduling tile.) When Faculty Workload Management validates loads, it automatically includes all the previously allocated loads for the faculty (associated with the other class sections) for which the load validation is performed.

To also generate pay for an assignment, the assignment type must have been configured with Yes for Has Payroll Specifies whether you want Anthology Student to also generate earning lines for an assignment. For Yes, the assignment type can be selected in compensation plans and is included in payroll..

To integrate with an external payroll system, your institution must have configured Yes under Settings > Faculty Workload > General for the feature: Export Payroll Earning Lines from FWM Select whether you want to export payroll earning lines to the Azure Service Bus (ASB). If Yes, it will be sent to the ASB. If No, it will be exported as a file.

To perform load validation, configure load types for an activity in the locations specified in the table before you configure Assignment Manager.

Load Type	Location
Teaching Activities	Class Load Type Details page ( Select the Configuration tile > locate Faculty Workload > select Class Load Type Details. )
Non-Teaching Activities	Non-Teaching Activities page (Select the Configuration tile > locate Faculty Workload > select Non-Teaching Activities.)

If you want to edit the load factor for load validation, review the Timing Guidelines.

Access Method

Select the Processes tile > locate Faculty Workload > select Assignment Manager.

Procedure to Validate Loads

If an assignment is created from a load bank (refer to Load Banks), all fields will be read only in the Assignment Manager grid when you select a Teaching or Non-teaching link. You can select Get Loads and view the loads and details of existing assignments but cannot proceed with Load Validation..

1. To add a non-teaching assignment:

   1. Select the Assignment Actions button > New command.

      Anthology Student displays a dialog with General accordion expanded and Non-Teaching displayed for Teaching/Non-Teaching Select the type of activity. Select Teaching for class activities. Select Non-Teaching for the activities that your institution configured as not teaching, but contributions to the education process. Select All if you want to view both the teaching and non-teaching activities.

   2. Change or specify the values.

      Activity The name of the activity. For teaching activities, it is the name of the course. For non-teaching activities, it is the name specified when it was configured. Apply Overload Select this check box if you want to manually apply overload for the assignment. This check box is displayed based on the selection of Assignment Type. Assignment Type Specifies the onload assignment types used in workload validation and pay generation. They are configured by your institution. Assignment types that were configured with No for Has Payroll field, cannot be selected for compensation plans or added to the payroll information for staff. Contribution Percentage If all load types for the activity were configured with a value of No for Allow Override, specifies the percentage the staff member is contributing. For example, if the default is 12 credit hours, the value for the remaining is 12, and you specify 50%, Anthology Student displays 6 credit hours.

      Staff The last name and first name of the staff member who is to be assigned a position. Staff Position The position for the staff member. They are configured by your institution. Position must have a single staff 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 The available terms.

   To complete the configuration for a teaching assignment:

   1. Select the link in the Type of Activity The types of activities 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. column for the staff member and assignment and specify the following values to complete the configuration for the teaching assignment.

      Apply Overload Select this check box if you want to manually apply overload for the assignment. This check box is displayed based on the selection of Assignment Type. Assignment Type Specifies the onload assignment types used in workload validation and pay generation. They are configured by your institution. Assignment types that were configured with No for Has Payroll field, cannot be selected for compensation plans or added to the payroll information for staff.

      Contribution Percentage If all load types for the activity were configured with a value of No for Allow Override, specifies the percentage the staff member is contributing. For example, if the default is 12 credit hours, the value for the remaining is 12, and you specify 50%, Anthology Student displays 6 credit hours. Staff Position The position for the staff member. They are configured by your institution. Position must have a single staff 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.

2. If you want to: 

   • Save the assignment before the load validation, select the Save Assignment Details button. Anthology Student saves the assignment record.

   • Review the load details, select the Get Load Types button. Anthology Student expands the Load Details accordion with the number of Registered Student Count for only teaching assignments which have valid load factors configured for the class section campus.

   • Reset the assignment before the load validation, select the Reset button. Anthology Student resets the assignment record.

   • Save assignment post load validation but before Earning Lines Exported, select the Save & Reset Assignment Details button. Anthology Student resets the assignment and saves the assignment record.

3. Review and edit the load types and details in the Load Details grid. The fields that are displayed will vary depending on the Linked Overload Assignment Type Indicates the linked overload assignment type. This drop-down displays only the active assignment types where the Is Overload field set to Yes for the selected campus. This field does not display the assignment types that are already linked to other assignment types. and if you configured the Full Time Equivalency (FTE) Factor.

   Allow Override Specifies whether the default amount or the assigned value specified for the activity can be overridden when the activity is assigned using Processes > Faculty Workload > Assignment Manager. Assigned The amount assigned. If Allow Override for the load type is No, the value will be the default value configured for the load type and cannot be changed. Assigned FTE Specifies the Assigned FTE (Full-Time Equivalency) value. Anthology Student multiplies the FTE Factor and Assigned values and displays the Assigned FTE value for that Load. Adjusted Load Indicates the adjusted load value. If you use load factors, the adjusted load value is calculated by multiplying the load factor with a default value. For example, if the load factor is 1.33 and the default value is 40, the adjusted load value is 53.20. If you do not use the load factor, Anthology Student displays N/A the same value as load factor. Consumed If the same activity is assigned to another staff member, the amount consumed by that staff member. Default The value to be used as default load when the load type is selected. Earning Code The earning codes uniquely identify the type of earnings that your instructors receive. They are configured by your institution. For example, you could have an earning codes for salaries and bonuses. You can associate an earning code with load types when the load type is configured with Yes for Track Pay. If Allow Override for the load type is set to Yes, the earning code is editable. FTE Factor Specifies the Full-Time Equivalency (FTE) Factor value applied to the Assigned Load.

   Load Factor Indicates the load factor applied. Based on the range defined in load factor configuration by registered student count ranges. Anthology Student displays N/A if load factor is not used in the assignment. Load Tracked Indicates whether you have opted for the load tracking when you configured load type. This field is not editable. Load Type The type of load. Load types store the load information that you can then associate with work. For example, it specifies a unit of measure and whether you want the work included in load and pay tracking. Load types are configured by your institution. Overload Earning Code The earning codes that uniquely identify the type of earnings that your instructors receive for overload. They are configured by your institution. For example, you could have earning codes for salaries and bonuses. You can associate an earning code with a load type when the load type is configured with Yes for Track Pay. If Allow Override for the load type is set to Yes, the earning code is editable. Overload Rate Specifies the amount of pay for overload. It can be a rate for the unit of measure or a single lump sum for the activity. Pay Tracked Indicates whether you have opted for the pay tracking when you configured the load type. This field is not editable. Rate Specifies the amount of pay at that level. It can be a rate for the unit of measure or a single lump sum for the activity. Remaining Indicates the amount remaining. If you use the load factor, the value is calculated based on the difference between adjusted load and consumed value and if not, it is calculated based on the difference between the default and consumed value.

   Edited items are shown with a highlighted background. Anthology Student displays the Total FTE value at the bottom of the grid.

4. Expand Existing Assignments () and review the values. To review the details for the staff member in the term, select the down arrow ().

   Activity The name of the activity. For teaching activities, it is the name of the course. For non-teaching activities, it is the name specified when it was configured. Assigned Value Specifies the Assigned value for each existing assignment. Assigned FTE Specifies the Assigned FTE (Full-Time Equivalency) value for each existing assignment. This is accurately calculated based on the assignment details and policy limits. Load Type The type of load. Load types store the load information that you can then associate with work. For example, it specifies a unit of measure and whether you want the work included in load and pay tracking. Load types are configured by your institution.

   Overload Value Specifies the overload value applied. Overload measures anything over a faculty member’s regular hours. Overload FTE Specifies the Overload FTE (Full-Time Equivalency) value for each existing assignment, representing any FTE allocation beyond the standard capacity, indicating overload. This value is accurately calculated based on the assignment details and policy limits. Position The position for the staff member. Positions are configured by your institution. The position must have a single staff assignment for any given duration.

5. Select the Validate Load button.

   Anthology Student validates the loads and expands the Results section.

6. Review the details in the Results grid.

   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 type name associated with the policy line. 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 Specify the maximum allowed load amount as per the policy. Minimum Specify the minimum allowed load amount. For example, if you are creating a policy line for overload, you can specify a minimum to make sure the activity qualifies as overload. Override If the validation has failed, select the check box to override the failure and specify that it has passed. The check box is disabled if the policy line has passed or has a Hard validation. You can only override soft validation.

   Policy The name of the load validation policy for the assignment. Policy Line The descriptive name of the policy line. Faculty Workload Management displays Parent value for the policy line that belongs to FTE. Reason Reason for the change in a record or a value in the record. Result Indicates the result of the load validation. The types of results are: - Passed indicates that it passed for the policy line. - Passed by Overload indicates that it passed by overload for the policy line. - Passed By Parent indicates that it passed by a parent for the policy line. - Failed indicates that it failed for the policy line. Term The available terms.

7. Select the Proceed with Bank Load button if you want to override overload values and bank an assignment.

   The Proceed with Bank Load button is displayed in the Results grid when the Advanced Feature flag Enable Load Banking The Advanced Feature flag "Enable Load Banking" can be set to Yes to allow an institution to bank loads for full-time faculty members for later applications. Load banking is not used for adjunct (part-time) faculty members. The load banking feature includes the FTE Bank Load Limit configuration functionality and any related database tables. Once the feature flag is enabled, it remains enabled permanently. is set to Yes.

   This button will be enabled only if the values in the Results grid are:

   • Passed by Overload at the Policy line level

     — OR —

   • Failed and you choose to override the failed Policy lines

   The button will be disabled if:

   • The Assignment result is Failed and the user doesn't have the option to override

   • The Assigned is Passed by Overload FTE

8. After you select the Proceed with Bank Load button, the Bank Loads section is expanded.

   If the Assignment is FTE driven, the Total FTE on the Load Details grid considers only the FTE of those load types when the Load Track is set to TRUE for aggregation. The FTE Overload value displayed below the Bank Loads accordion label is the total value of the FTE Overload.

   The Amount to Bank Specify the overload amount amount to bank. Once an assigned load is validated and split between an onload and overload, the banking action is available for the overload portion of the assignment. The assignment may have been validated from the Load Validations batch process but banking the load is accomplished only from the Assignment Manager. and FTE Banked Load This is a calculated field from the Amount to Bank. are editable columns in the Bank Loads grid.

   • The Amount to Bank should not exceed the Overload Assigned Value The overload amount assigned. Overload measures anything over a faculty member’s regular hours.

   • The FTE Banked Load should not exceed the total FTE Overload Value Specifies the Overload FTE (Full-Time Equivalency) value for each existing assignment, representing any FTE allocation beyond the standard capacity, indicating overload. This value is accurately calculated based on the assignment details and policy limits.

   The validation for the Total FTE value will trigger when you select Save/Save & Generate Pay.

   If a faculty member carries a bank balance and banking the entire overload on an assignment exceeds the maximum bank limit, the system displays the following message when you select Save or Save & Generate Pay:

   "This faculty member has load types that are close to the banking maximum for the load type and cannot accept the entire load in the bank. Please reduce the load being banked on the following loads to ensure banked totals are less than the maximum."

   The message window also displays the values for the Banked Amount, Bank Limit, and Bank Balance for the faculty member. Upon selecting OK, you will be returned to the Bank Loads accordion to adjust the loads.

   The assignment is not bankable if:

   • Overload Assigned Value The overload amount assigned. Overload measures anything over a faculty member’s regular hours. is blank and the Assignment is Passed by FTE Overload

   • Load Track Indicates whether you have opted for the load tracking when you configured load type. This field is not editable. is set for False/No against all Load Types

9. If you want to: 

   • Save without generating earning lines, select the Save button

   • Generate the earning lines, select Save & Generate Pay

   If you select Save & Generate Pay, Anthology Student generates the earning lines and redisplays the grid with a value of Generated in the Pay Generation Status column.

If you generated pay, you can then View and Confirm Earning Lines for an Assignment.

Example of Load Factor Based Calculation for Load Validation

In the following example, your institution configures the ranges below for load factors:

Registered Student Count Low	Registered Student Count High	Load Factors
1	3	0.25
4	998	0.5
999	9999	0.75

Note: Ranges cannot cross or skip values (for example, row 1 is 1 to 3, then row 2 cannot have a value of 2 to 4).

In this example, the institution does not adjust the weight factors for classes above the max class size on the scheduled section.

To calculate the load on class sections with the above load factors, the table below displays the expected calculation.

Class Section	Number of Students Registered	Maximum Class Size of the Section	Load Factor from Above Table	Class Section Normal Load from Load Details	Class Section Adjusted Load
Section 1	1	20	0.25	3	0.75
Section 2	5	20	0.5	3	1.5
Section 3	8	20	0.5	3	1.5
Section 4	995	1000	0.5	3	1.5
Section 5	9990	10000	0.75	3	2.25

The formula for calculating Class Section Adjusted Load is Load Factor x Class Section Normal Load.

If Load Factors	For Load Validation Calculation Anthology Student Uses
Exists	Adjusted load
Does not exists	Default load