Load Validation Policies

You can use the Load Validation Policies page to configure load validation policies. Load validation policies define policies to control, track, and limit classes or non-teaching activities assigned to faculty members. The policies validate teaching and non-teaching assignments against the load policy lines. Policies contain basic information that includes assignment type, policy purpose, policy lines, and time frame (term or contract duration).

If your institution uses Full-Time Equivalency (FTE) Factors, you can configure FTE at the parent level with no individual policy lines or at both the parent and policy line levels.

For example, you can create policies that ensure:

  • Adjunct faculty teaching assignments do not exceed 800 hours per year
  • Support staff teaching as adjuncts do not exceed one 16-week class or two 8-week classes per term

Within a policy, you can specify more than one policy line that validates more than one activity. For example, you could have a policy that validates the limits at your institution for: 

  • Teaching activities
  • Non-Teaching activities
  • The total of all activities (both teaching and Non-Teaching) 

Load Validation Policies are required.

The load validation types that you specify here can be selected when you configure:

  • Job Policy Associations page (Select the Configuration tile > locate Faculty Workload > select Job Policy Associations.)

  • Staff Policy Associations page (Select the Configuration tile > locate Faculty Workload > select Staff Policy Associations.)

 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.

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 configured: 

  • Activity types (Select the Configuration tile > locate Faculty Workload > select Activity Types.)

  • Assignment types (Select the Configuration tile > locate Faculty Workload > select Assignment Types.)

  • Load types (Select the Configuration tile > locate Faculty Workload > select Load Types.)

  • Units of measurement (Select the Configuration tile > locate Faculty Workload > select Unit of Measurements.)

Faculty Workload Management automatically populates the terms configured by your Academic Records department when you associate policies with faculty members. 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.)

Access Method

Select the Configuration tile > locate Faculty Workload > select Load Validation Policies.

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. Select All Campuses or select a specific Campus.

  2. Review the values of the records in the grid.

  3. If you want to:

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

    • Add a new list item by copying and modifying an existing list item, select the row in the list, and select the Duplicate button on the toolbar

    • Edit an existing list item, select the Name in the list

  4. Review, specify, or change the following values. The fields that are displayed will vary depending on the assignment type.

    ActiveClosed Specifies whether the associated record is active.

    Assignment TypeClosed 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 PolicyClosed Indicates whether you want to auto-apply the overload policy. By default, the value is set to Yes. This field is displayed only when you select Assignment Type with the Is Overload field set to Yes.

    CampusesClosed 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.

    CodeClosed The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Select or assign the code for this item.

    Maximum ValueClosed Specify the maximum Full Time Equivalency (FTE) factor value for Load Validation. This field is enabled only when you select the Use FTE in Load Validation check box.

    Minimum ValueClosed Specify the minimum Full-Time Equivalency (FTE) factor value for Load Validation. This field is enabled only when you select the Use FTE in Load Validation check box.

    NameClosed The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

    PurposeClosed The policy purpose. If you select Validation, the policy will be used for load validation. If you select Reporting, the policy will only be used for reporting so that you can perform what analyses.

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

    Use FTE in Load ValidationClosed Select the check box if you want to use the Full Time Equivalency factor in Load Validation.

  5. Select the Save button.

    If you are adding a new policy, Anthology Student enables the Policy Lines grid.

  6. In the Policy Lines grid, take the appropriate action. 

    To add or edit a policy line:

    1. If you want to:

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

      • Edit an existing list item, select the name in the list

    2. Review, specify, or change the following values.

      Activity TypeClosed 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.

      Load TypeClosed 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.

      Maximum ValueClosed Specify the maximum allowed load amount as per the policy.

      Minimum ValueClosed 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.

      NameClosed The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

      PriorityClosed The priority of the policy line.

      Units of Measurement Closed The unit of measurement configured by your institution as a standard of measurement to quantify the load types for instructors.

      Validation TypeClosed Specifies the type of validation. 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).

    3. Select the Save button.

    To delete a policy line, select a record and select the Delete button.

    Anthology Student deletes the policy line record.

  7. 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