Load Validations

You can use the Load Validations page to queue a batch where your institution can perform load validations for several assignments by term, assignment types, positions, staff, load validation statuses, departments, teaching and non-teaching activity.

Use the History tab to review the status of all the batches, review the results of specific batches, and manage the batches.

Guidelines for Load Validation

When you use Anthology Student to perform load validations for the work load of faculty members, consider the following guidelines.

Prerequisites

You must have:

• Common - Processes - View authorization

• Faculty Workload - Processes - Load Validations - Queue authorization

You should be familiar with the Guidelines for Load Validation.

Access Method

Select the Processes tile > locate Faculty Workload > select Load Validations.

Procedure to Queue the Batch

1. Select the Process tab.

2. Review the following values in the list.

   Assignment Types Specifies the list of active onload assignment types. They are configured by your institution. Departments The department associated with the record. Load Validation Statuses The status of load validation. Not Validated indicates it has not been validated yet. Passed indicates it meets the requirements of the policy. Failed indicates it did not meet the requirements of the policy. If Failed is displayed, you can select the link to display a dialog that lists failed policy lines along with the reason why they failed. Positions The position of 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.

   Terms Specifies the term associated with the record. Terms are configured by your institution. The term start date must be before the end date of the award year. 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. Staff The last name and first name of the staff member.

3. Select the Next button. Anthology Student displays a list of Assignment records.

4. In the Results grid, review the values in the list. The fields displayed will vary and depend on the processing type.

   Activity Name 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. Assignment Type Specifies the name of the onload assignment type applied to the assignment. 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. Department The department associated with the record. 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. Has Payroll For Overload Specifies whether the assignment's overload assignment type is configured for generating earning lines. This value depends on the Overload Assignment Type Applied column. Load Validation Status The status of load validation. Not Validated indicates it has not been validated yet. Passed indicates it meets the requirements of the policy. Failed indicates it did not meet the requirements of the policy. If Failed is displayed, you can select the link to display a dialog that lists failed policy lines along with the reason why they failed.

   Overload Assignment Type Applied Specifies the name of the overload assignment type applied for the assignment. If it is blank, it is not applied. Position The position of 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. Staff The last name and first name of the staff member. Term Specifies the term associated with the record. Terms are configured by your institution. The term start date must be before the end date of the award year. 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 of load validation policies, allowing their loads to be validated.

5. Select the Queue Load Validation button.

6. In the Queue Batch dialog, review or change the name of the batch and select the Queue button.

   Anthology Student processes the batch.

Limitations to Queue the Batch

We recommend that you wait for the batch to complete the process before you queue/requeue a new batch with the same faculty member. You can iteratively process any faculty member.

The table shows the approximate time for the process to complete based on the number of records.

Number of Records	Average Time Taken to Complete
1000	30 - 45 minutes
2000	1 hour - 1 hour 30 minutes
3000 - 5000	2 hours

Procedure to Review Results

1. Select the History tab.

   Batches on this tab are available for 28 days by default. Anthology Student removes them after 28 days. If you need to keep the information for a batch, use the Export () button on the toolbar.

2. Review the status and values for the batches in the list.

   Batch The name assigned to the batch. The name can include the date when the batch process was started. Duration The amount of time it took to process the job or batch. Date Added The date when the item or person was added or the status change was entered.

   Started The date and time when the first job within the batch started executing. Status A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed, and ALL job statuses are Succeeded. Completed indicates all jobs in the batch have been executed, some jobs may be in the Succeeded status, but at least one of the jobs is in Deleted status. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled. Submitted By The name of the staff member who submitted the background job or batch for processing.

3. Select the name of the batch in the list. Anthology Student displays the details for the job in the Job Results list.

4. Review the values in the list.

   Activity Name 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. Assignment Exceptions Indicates the reason for assignment exceptions only if the assignment configuration is missing. For example, if the Rate is not defined for the Assignment Type in the compensation structure. Assignment Type Specifies the name of the onload assignment type applied to the assignment. 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. 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. Has Payroll For Overload Specifies whether the assignment's overload assignment type is configured for generating earning lines. This value depends on the Overload Assignment Type Applied column. Job Created The date and time when the job was added to the background job queue. Job Results Indicates the processing result for the job. If it was successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed. Job Started The date and time when the job was pulled from the queue and started executing. The start time for a job will be the same time or later than the start time for the batch. Manually Validated Indicates whether the assignment was validated from Assignment Manager under Processes > Faculty Workload > Assignment Manager.

   Job Status The status of the job. Enqueued indicates the job is in the queue waiting to be executed. Scheduled indicates the job is scheduled to run at a future time. Processing indicates the job is running. Succeeded indicates the job was completed with no errors. Deleted indicates the job was completed with errors. Load Validation Status The status of load validation. Not Validated indicates it has not been validated yet. Passed indicates it meets the requirements of the policy. Failed indicates it did not meet the requirements of the policy. If Failed is displayed, you can select the link to display a dialog that lists failed policy lines along with the reason why they failed. Overload Assignment Type Applied Specifies the name of the overload assignment type applied for the assignment. If it is blank, it is not applied. Position The position of 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. Remaining FTE The remaining FTE bank value after subtracting the consumed FTE bank value for the faculty member. Staff The last name and first name of the staff member. Term Specifies the term associated with the record. Terms are configured by your institution. The term start date must be before the end date of the award year. 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 of load validation policies, allowing their loads to be validated. View Load Select the View load link to view and edit available values. This link is visible only for the Failed or Passed Load Validation Status. For any changes made to the pop-up, Anthology Student reflects in the View loads section of the Assignment Manager. View Policy Results Select the View Policy Lines link to view and edit available values.

5. To requeue an assignment that was not validated for the processed batch, select the required assignment.

6. To requeue a failed assignment for the processed batch, select the link in the View Load/View Policy Results column and update as required.

   We recommend that you select View Policy Lines to check whether you can override them. You must do this check before you edit the values on the View Load pop-up.

   To view policy line results:

   1. Select the link in the View Policy Results Select the View Policy Lines link to view and edit available values. column.

   2. Review, specify, or change the following values in the Policy Validation Result pop-up.

      Activity Name 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. Note: Faculty Workload Management displays a blank value when the policy line belongs to the Parent (FTE). Assignment Type Name 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. This field is disabled for Assignment Types with "Is Overload" set as Yes. By default the minimum value is set to 0. 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. Note: Faculty Workload Management does not allow you to override any Full Time Equivalency (FTE) Factor based assignments. 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 the Parent value for the policy line that belongs to 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). Reason The reason for the change in a record or the reason why a process failed. 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 Specifies the term associated with the record. Terms are configured by your institution. The term start date must be before the end date of the award year.

   3. Select the Save button. Based on the updates, Anthology Student overrides all the failed policy lines and updates the Load Validation Status The status of load validation. Not Validated indicates it has not been validated yet. Passed indicates it meets the requirements of the policy. Failed indicates it did not meet the requirements of the policy. If Failed is displayed, you can select the link to display a dialog that lists failed policy lines along with the reason why they failed. to Passed without requeue.

   To view load details:

   1. Select the link in the View Load Select the View load link to view and edit available values. This link is visible only for the Failed or Passed Load Validation Status. For any changes made to the pop-up, Anthology Student reflects in the View loads section of the Assignment Manager. column.

   2. Review or change the 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. value.

   3. Review, specify, or change the following values in the View Load pop-up. The columns displayed depend on the use of Full Time Equivalency (FTE) Factors.

      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. 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. 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). Load Tracked Indicates whether you have opted for the load tracking when you configured load type. This field is not editable. 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. Temporary Assigned Specifies the temporary 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. Temporary Assigned FTE Specifies the temporary assigned FTE (Full-Time Equivalency) value. Anthology Student multiplies the FTE Factor and Assigned values and displays the temporary assigned FTE value for that Load. The Temporary Assigned FTE field accepts up to 4 decimal places and supports up to 7 digits before the decimal, allowing values as high as 9999999.9999. Temporary Overload Assigned FTE Specifies the temporary overload assigned 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. Temporary Overload Value Specifies the temporary overload value applied.

      Anthology Student displays the Aggregate FTE value at the bottom of the grid.

      For more details about enhancements to the View Load grid and its edit functionality, refer to View Load.

   4. Select the Save button.

   Anthology Student displays Temporary Assigned, Temporary Overload Value, Temporary Assigned FTE, and Temporary Overload Assigned FTE columns with hypothetical values in the View Load pop-up. The value in the Temporary Overload Value column will be 0. Refer to Guidelines for Load Validation

7. Select the Requeue button. In the Queue Batch dialog, review or change the name of the batch and select the Queue button.

Implications on Requeue of the Batch

If you want to:

• Edit any value after you process it, the best practice is to requeue the assignment from the Job Results list. Anthology Student processes the modifications.

• Requeue a passed assignment, Anthology Student displays a message to reset the required assignment to be processed again.

When an assignment has:

• Contribution enabled and requeued, Anthology Student uses the saved contribution % for revalidation.

• Contribution disabled and requeued, Anthology Student uses the modified Temporary Assigned value for validation.

• Not Validated status and queued, Anthology Student uses the logic of equal division of Contribution / Assigned Value for validation.

We recommend processing assignments either from the Assignment Manager or the Load Validation process once any assignment is reset. This avoids the use of the re-queue option.