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.
View Load
The Job Results grid on the History tab under Processes > Faculty Workload > Load Validations displays a View Load pop-up when you select the link in the column View Load.
Use the Faculty Workload Management.Grant Overrides permission to control the access to manual overrides within the security console. Those with the permission should be able to grant overrides, while those without this permission can still process load validations but can't override loads when overrides are in use. Unless an override is used, this permission is not relevant.
For the Failed assignment of the processed batch, the Temporary Assigned and Temporary Overload Value column is displayed with hypothetical values in the View Load pop-up. The values in Assigned and Overload Assigned columns will be 0. Any changes made to the pop-up will reflect in the View Loads section of the Assignment Manager (Select the Processes tile > locate Faculty Workload > select Assignment Manager.).
If you edit values in the View Load pop-up, Anthology Student displays message to requeue or re-validate the assignment.
If Contribution is enabled, the View Load pop-up will be enabled and you can enter a value in Contribution Percentage field and select Recalculate Load to view the modified contributions.
Anthology Student displays the information below in the View Load pop-up to view the modified contribution. Select Recalculate Loads to view the latest load values for modified contributions.
Temporary Assigned and Temporary Overload Value fields hold the hypothetical assigned values used in the evaluation and with which the load validation failed. If the Load Type has the Allow Override, load track, and pay track turned on, you can edit Temporary Assigned.
Column value calculation:
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Consumed Value = sum of Assigned Value, Overload Value, Temporary Assigned, Temporary Overload value for the particular activity irrespective of the assignment status
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Remaining value = Default Value – Consumed Value (if the load factor is not associated with the Activity)
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Remaining Value = Adjusted Default Value – Consumed Value (if the load factor is associated with the Activity)
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The max value that the Temporary Assigned can take is the sum of Remaining Value, Temporary Assigned, Temporary Overload Value
The values will be adjusted on closing and reopening of the View Load pop-up. The latest values updated will be considered for requeue.
Once the load validation is passed, Anthology Student populates the Assigned and Overload Assigned values with actual values. The Temporary Assigned and Temporary Overload Assigned values will be set to 0.
On requeue of the Assignment, the Temporary assigned and Temporary Overload Assigned will be aggregated and used as Assigned Value to re-validate failed assignments.
Assigned Value/Contribution
Anthology Student equally distributes the assigned value/contribution with the assignments and in case any assigned value/contribution needs to be rounded, it is added to the last assignment. For example, if four assignments have an assigned value/contribution distributed and there is 0.1 which needs to be rounded, this value will be added to the last assignment.
If the contribution is defined for an assignment, Anthology Student ignores the equal distribution logic. For example, if there are four assignments in which one of the assignment's contribution is defined, Anthology Student uses the defined contribution value for that assignment and equally distributes the remaining contribution between the other three assignments. In case any rounding is required, it is added to the last assignment.
Generating Earning Lines with GL Codes
You can generate earning lines for assignments using the General Ledger (GL) codes associated with the loads.
Earning lines can be created with the GL codes for Non-Teaching assignments when the Compensation Plan is set to Prorate by Rate or Prorate by Lump Sum.
First, you will perform load validation through Processes > Faculty Workload > Load Validations or Processes > Faculty Workload > Assignment Manager.
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If there is no change in the GL codes, the system maps the default GL codes to the assignment
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If you change the default GL codes for one or more Load Types, the system maps the modified GL codes to the assignment
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if you change the default GL codes mapped for the Onload or Overload value using the Split Assignment Loads option, the system maps the modified GL codes to the assignment
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If you change the default GL codes and split the Load Types using the Split Assignment Loads option, the system maps the modified GL codes to the assignment
Prerequisites
You must have:
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Common - Processes - View authorization
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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
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Select the Process tab.
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Review the following values in the list.
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Select the Next button. Anthology Student displays a list of Assignment records.
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In the Results grid, review the values in the list. The fields displayed will vary and depend on the processing.
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Select the Queue Load Validation button.
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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
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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. -
Review the status and values for the batches in the list.
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Select the name of the batch in the list. Anthology Student displays the details for the job in the Job Results list.
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Review the values in the list.
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To requeue an assignment that was not validated for the processed batch, select the required assignment.
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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:
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Select the link in the View Policy Results
column. -
Review, specify, or change the following values in the Policy Validation Result pop-up.
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Select the Save button. Based on the updates, Anthology Student overrides all the failed policy lines and updates the Load Validation Status
to Passed without requeue.
To view load details:
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Select the link in the View Load
column. -
Review or change the Apply Overload
value. -
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.
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Anthology Student displays the Aggregate FTE value at the bottom of the grid.
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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. For more information, refer toGuidelines for Load Validation
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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:
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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.
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Requeue a passed assignment, Anthology Student displays a message to reset the required assignment to be processed again.
When an assignment has:
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Contribution enabled and requeued, Anthology Student uses the saved contribution % for revalidation.
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Contribution disabled and requeued, Anthology Student uses the modified Temporary Assigned value for validation.
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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.
