Understanding Instructor Workload
Highereducation institutions, particularly community colleges, need to set maximum limits on the workload that is assigned to faculty and other individuals. These institutions also need to track and report actual workload assignments. To accommodate these needs, Student Records has a feature called Instructor Workload, which performs fulltime equivalency tracking.
The Instructor Workload feature enables you to monitor the instructional and noninstructional workload for selected faculty, instructors, and staff. This feature enables you to define workload limits for groups or individuals. In addition, you can define multiple types of instructional and noninstructional work assignments, using different workload standards for each type of assignment. You can have separate workload upper limits for parttime and fulltime individuals and can set automated controls that prevent workload assignments beyond those limits.
If you use the Instructor Workload feature, the system automatically updates fulltime equivalency workload values when you enter data on the class scheduling pages. You can also use a background process to copy workload data from one term to another, to update term workload records, or to produce a simple report.
Note: The term instructor predominates in this product documentation and in field names on pages, but it can include any individual with an employee ID at the institution. Advisors, teaching assistants, and even students can be tracked using this feature. This information is entirely userdefined.
The formulas described in the following sections are the two primary calculations that the Instructor Workload feature performs to update an individual's total term fulltime equivalency percentage. Refer to these formulas for clarification when you are familiar with all of the setup pages.
The Instructor Workload feature uses the following formula to calculate the default workload hours of a course component on the Meetings page:
[(academic progress units × assigned percent) + (component workload hours × assigned percentage)]
x (subject/component multiplier) × (instructor term multiplier) × (load factor)
Note: The system supplies the multiplier values to 100 percent by default if the user does not specify them.
At the academic institution level (Academic Institution 4 page), workload hours for courses are a combination of academic progress units and component workload hours (for example, 0 percent academic progress units and 100 percent component workload hours). Workload hours for noncourses are entered directly on the Term Workload page.
The Academic Subject Table has a subject/component multiplier specific to both the subject and component (for example, math laboratory component multiplier 80 percent, math lecture component 110 percent, math independent study component 50 percent, and so on).
The Term Workload page has an instructor term multiplier that is supplied by default from the Instructor Assignment Class table.
To divide one course component into more than one assignment, you can use a load factor. Inserting multiple rows per course component and assigning each one a load factor (percentage) enables you to divide a component into different assignment types, divide a component among instructors, or both. For example, you might assign instructor A to teach 30 percent of the lecture component, and instructor B to teach 70 percent of the lecture component. The user is responsible to set the load factor. The total load factor for one course component should equal 100 percent.
Note: You must manually enter workload hours for all assignments that are made directly on the Term Workload page. In other words, the system does not supply these types of manual noncoursebased assignments by default using the previous calculation.
In the following example, instructor A is sharing the teaching load for Math 200 with another instructor. This is why you set the load factor to 50 percent. This causes the default workload hours to change from 5 to 2.5 and the assignment fulltime equivalency percent to change from 33.33 percent to 16.67 percent. Notice that instructor B, who is sharing the load with instructor A to teach Math 200, somehow earns an assigned fulltime equivalent (FTE) of 33.33 percent. In addition, the default workload hours read 5, rather than 2.5, as they do for instructor A. This is because you assigned a multiplier of 200 percent to instructor B for this term. All class components to which you assign instructor B count double for this term. Also, notice that instructor A is supervising an independent study course, Physics 499. This subject and component are set to be multiplied by only 50 percent. This is so that whoever teaches physics with a component of independent study earns half credit for the task. Because of this, even though the component workload hours of 3 are 10 percent of the 100 percent weekly workload hours for this assignment type, the subject component multiplier halves this value so that the instructor earns an assigned FTE of 5 percent. This process also causes the default workload hours to differ from those set on the Class Associations  Class Components page (halved from 3 to 1.5).
Instructor 
Assignment 
Class Associations  Class Component Page: Workload Hours 
Subject / Component Multiplier 
Assignment Type / 100% Weekly Workload Hours 
Load Factor 
Meetings Page: Default Workload Hours 
Assign FTE 

Instructor A Term Multiplier = 100% 
Math 200 
5 
Math Lecture/ 100% 
RegLec/ 15 
50% 
2.5 
16.67% 
Physics 201 
5 
Phys Lecture/ 100% 
RegLec/15 
100% 
5 
33.33% 

Physics 499 
3 
Phys Ind Study/50% 
IndStudy/30 
100% 
1.5 
5% 

Total Term FTE% = 55% 

Instructor B Term Multiplier = 200% 
Math 200 
5 
Math Lecture/ 100% 
RegLec/ 15 
50% 
5 
33.33% 
Total Term FTE% = 33.33% 
Total Term FTE% = 33.33% 
The Instructor Workload feature uses three formulas to calculate an individual's assignment fulltime equivalency percentage. The system uses one of two formulas to calculate assignment FTE for regular classes and for open entry and open exit (OEE) classes. It uses another formula to calculate assignment FTE for assignments made directly to the Term Workload page.
Note: The Use Term/Session Weeks in Calc check box on the Academic Institution 4 page enables you to exclude the assigned number of weeks—in the session—and the total weeks in a term from the workload calculation formulas.
Regular Assignment FTE Formula
The system uses the following formula to calculate an individual's assignment fulltime equivalency percentage for a regular scheduled class (nonOEE):
(assignment workload hours × assigned number of weeks × 100) / (100 percent weekly workload hours × total weeks in term).
Field or Control 
Definition 

assignment workload hours 
The number of workload hours that are assigned to the instructor. 
assigned number of weeks 
The total number of weeks in the session for which the instructor is teaching. This number is derived from the session table. 
100 percent weekly workload hours 
The standard number of weekly hours that are required (for example, 15 hours). This number is derived from the assignment type table. 
total weeks in term 
Derived from the term/session table. 
Open Entry and Open Exit Assignment FTE Formula
The system uses the following formula to calculate an individual's assignment fulltime equivalency percentage for an OEE class:
(assignment workload hours × assigned number of weeks × 100) / (100 percent OEE workload hours × total weeks in term)
Field or Control 
Definition 

assignment workload hours 
The number of workload hours that are assigned to the instructor. 
assigned number of weeks 
The total number of weeks in the session for which the instructor is teaching. This number is derived from the session table. 
100 percent OEE workload hours 
The standard number of term hours that are required (for example, 225 hours). This number is derived from the assignment type table. 
The formula that the Instructor Workload feature uses to calculate an individual's assignment fulltime equivalency percentage from an assignment that is made directly to the Term Workload page is:
(assignment workload hours × 100)(100 percent weekly workload hours)
Field or Control 
Definition 

assignment workload hours 
The number of workload hours that is assigned to the instructor. 
100 percent weekly workload hours 
The standard that is required (for example, 15 hours). This number is derived from the assignment type table. 
Examples of FTE Percent Formulas
The following example shows instructor C's assignments. The Biology 100 lecture is quite straightforward. Three workload hours, compared to a 100 percent weekly workload hours value of 15, result in the Biology 100 course totaling 20 percent of the instructor's workload (3 hours is 20 percent of 15 hours). The Biology 100 lab, however, is associated with an assignment type of NotIncl/0 (do not include). This results in zero workload hours, therefore contributing no assignment FTE percentage.
In addition, instructor C teaches Biology 105 over the internet, with an assignment type of Internet. Notice that this assignment type has a 100 percent weekly workload hours value of 6, which means that 6 hours taught on the internet is 100 percent of an individual's workload. This course assignment creates an assignment FTE of 50 percent (3 hours is 50 percent of 6).
Finally, instructor C advises the PreMed Club. This assignment has a workload hours value of 9, which translates into 30 percent of the instructor's assignments (9 is 30 percent of 30).
Instructor D is a good example of how an individual can earn a total term FTE of 100 percent, while assigned only to advising (no class instruction). All types of assignments can contribute to total term FTE percentage.
Instructor E shows how OEE classes can effect FTE. This instructor teaches Psych (psychology) 210, with a workload hours value of 60. Because this section of Psych 210 is an OEE class, multiply the workload hours by the total weeks in the session, and then multiply by 100 (60 × 15 × 100 = 90000). Divide the result by the 100 percent OEE workload hours (225), times the total weeks in the session (15), and you get an FTE of 26.67 percent for this class.
Instructor 
Assignment 
Component 
Class Component Workload Hours / OEE Workload Hours 
Assign Type/ 100% Weekly Workload Hours or 100% OEE Wkld Hrs 
Assignment FTE% 

Instructor C 
Biology 100 
Lecture 
3 
RegLec/15 
20% 
Biology 100 
Laboratory 
1 
NotIncl/0 
0 

Biology 105 
Lecture (Internet) 
3 
Internet/6 
50% 

Advise PreMed Club 
N/A 
9 
Student Club Advisor/ 30 
30% 

Total Term FTE% = 100% 

Instructor D 
Advise Math Club 
N/A 
15 
Student Club Advisor/ 30 
50% 
Advise Math Honor Society 
N/A 
15 
Student Club Advisor/ 30 
50% 

Total Term FTE% = 100% 

Instructor E 
Psych 210 
OEE Lecture 
[60] 
[RegLec/225 (15 weeks)] 
26.67% 
Psych 378 
OEE Lecture 
[90] 
[RegLec/225 (15 weeks)] 
40% 

Psych 378 
Lecture 
3 
RegLec/15 
26.67% 

Advise Psych Club 
N/A 
1 
Student Club Advisor/9 
11.11% 

Total Term FTE% = 104.45% 