RED ROCKS COMMUNITY COLLEGE Faculty Load and
Contents
1. SEMESTER YEAR Department Chair Program Coordinator Approval Dean AVP Approval Teaching Responsibilities Regular Courses Credit Class Contact of Pay lt 1 Total Pay Cosi Course Section CRN Hours Dates Hours Students Rate students optional Course Paid Per Student Tror Total Pay Credit Foi Hours ii Class Dates Students optional i Activity Total Semester Load Total Hours eApproval All the stuff that happens BEFORE eApproval All the stuff that happens AFTER eApproval THREE LEVELS OF APPROVAL Org level approver chair lead reviews assignments line items Dean reviews assignments line items plus total workload and sends overloads to VP for approval VP reviews all faculty overloads plus the associated workload Banner workflow email Summary of Approval Levels eApproval THE WORKFLOW EMAIL LOOKS LIKE THIS awa OO Oem ese WF TEST Workload Approval needed 201320 for Message Developer a Ca Pat Lan PS E amp gt LY Sate Lists Reply Reply Forward Delete Moveto Create Other to All Folder Rule Actions Respond 1 Actions Biock Not Junk c Sender ji Subject E WF TEST Workload Approval needed 201320 for Sample Faculty TO CHAIR DEANVP Workload Approval needed for Term 201320 Name2. Sample Faculty Click here to review workload internal request ID 1824284 eApproval BANNER WORKFLOW LOGIN SCREEN When you click on the link in the workflow email this screen will pop up Login and password are the same as your Portal The Rock login and password BANNER WORKFLOW LIfe rnieine sooo000000 Pass yford x eApproval CLICK ON A WORKFLOW ITEM to open the approval screen for an individual p Baner Work low 8 0 whusre Windows lateraet Lxplorer provided by Cok Me la Vow Poote To Hep G e ome RA cava conmnty Ce Ebr wetter ota Jerre wetter errr won f re sef USRE FLAC Workload OVERLOAD APPROVAL EREC Sample Faculty 201320 reqa 1025119 User Profile RoC Leave Request FRCC 100246 Spot Requart Review Normal My Processes bendy 1 20 firt Previous Next Last Go to page j v eApproval FULL APPROVAL SCREEN notice all the fields associated with an assignment Many default directly from the Banner schedule screen yo N REDROCKS Name Blevins Kent 500002960 Employee Class Faculty 11 12 Full Time Term Code 201410 Primary Discipline Radiologic Technology Payroll MN BW Monthly Faculty Position 300980 00 Level Instructional Assignments CRN Prefix Sess Ovr Head Schd Online Pero Prim Asgn Asgn Cred Cont Cred Cone Cale Cale Pay Inc TOT FUND ORGN ACCT PROG Pere Ovrld Posn uff CHAIR DEAN Ovrld YP OPS Comments Course Wkid C
3. Total Workload z E Click on COMPLETE to au finish your work Save Complete Quit eApproval PARTIAL APPROVAL SCREEN Approval buttons on the far right hand side Ovid Posn Suff CHAIR DEAN Ovild VP OPS FOAP or Appr Approve Dist INST AD U A DU Reqd Overload ACCT PROG ORGN 0 111405 660010 1000 1000 Y 611450 98 JBANZHAF SOC QQQ 0 111405 660010 1000 100 0 sf 611450 97 JBANZHAF CCC QQQ 0 111405 660010 1000 100 0 Li 611450 96 JBANZHAF C CCC QQQ 0 111405 660010 1000 100 0 Y 611405 95 JBANZHAF CCC QQQ Approve Total Workload F eApproval Simple Steps for Org Level Approvers 1 Org level approver REVIEWS assignments e Is this the correct instructor e Is this the correct org for the course assignment e Are the rate and total pay correct e Are other fields associated with this assignment correct See discussion of all eApproval fields in the handout titled FLAC eApproval Guide with Tips RRCC 2 Then the org level approver selects one of three options e Approve sends the assignment to the dean for review e Deny send the assignment back one step to the PA Comments are required e Undecided assignment stays in the org approver s queue eApproval Finishing Your Work On the eApproval Screen e Once the org approver is satisfied with the selected status for each assignment the approver clic
4. Banner or a non instructional assignment Both are also referred to in eApproval as line items ORG CODE Organization code A Banner budget from which expenses are paid An org code is a six digit number associated with an instructional program or other activity e Example EMS org code 111370 ORG APPROVER Faculty chair lead who approves in eApproval payments from an org for a instructional course CRN or non instructional assignment More Terms LECTURE and LAB COURSES Some courses are straight lecture example ENG 1 00credit hour 15 contact hours while other course are a combination of lecture lab or entirely lab with more contact hours per credit hour e f your instructional area does not include courses with labs then you do not need to be concerned about this distinction However a rate table is included in the handout titled eApproval Reference Materials handout STANDARD PAY RATE The standard rate per credit hour or contact hour set by Red Rocks Community College At the moment the lecture rate for 1 00 credit hour 15 contact hours 636 90 e Payment for lecture lab and lab courses is derived from the standard rate Setting eApproval in Context eApproval 4 All the stuff that happens BEFORE eApproval All the stuff that happens AFTER eApproval PA finalizes assignment in Banner FLAC HR processes reviews and processes contracts Payroll ge
5. Outlook folder and rule to direct these messages to a separate Outlook folder as they often end up in the junk email folder In order to access approval workflow items you must TURN OFF POP UP BLOCKERS in the internet browser If you click on a workflow link and nothing happens most likely you forgot to turn off the pop up blocker See the RRCC FLAC End User Manual for instructions eApproval ALTERNATE APPROVERS SELECTION OF A PROXY Banner eApproval allows the selection of proxies Refer to the End User Manual for set up directions See your dean to discuss an appropriate proxy and to complete the approval form that will be stored in Business Services Note that proxies will not receive workflow emails notifying them of pending assignments to approve The proxy must log into the Portal and check workflow daily during the period the primary approver indicates STAGED APPROVAL QUEUES for pre approved absences Business Services can set up staged approval queues by effective and end date See your dean to discuss the process eApproval Manual and Handouts RRCC E approval End User Training Manual Spring 2013 FLAC eApproval STEP BY STEP FLAC eApproval Guide With Tips RRCC FLAc eApproval REFERENCE MATERIALS These documents are available to you on the Employee tab of the Portal in the Professional Development channel
6. RED ROCKS COMMUNITY COLLEGE Faculty Load and Compensation eApproval Process MAY 2013 Compiled by Jane Banzhaf Program Assistant amp FLAC Coordinator Instructional Services ait dss REDROCKS COMMUNITY CO What is FLAC eApproval The Colorado Community College System is implementing an enhanced electronic form of faculty and instructor workload approval This will affect the processing of Red Rocks course assignments and other non instructional assignments processed through Banner FLAC Faculty Load and Compensation Banner terms you need to know Workflow e Workload vs assignment e Line item e Org code e Org approver e Lecture vs lab Standard pay rate Banner Workflow The new BANNER automated approval system utilizes workflow an automated notification system in Banner triggered by user action EXAMPLES e Time leave forms that you complete on the Employee tab in the Portal e When you click on the SUBMIT FOR APPROVAL button a Banner workflow message is sent to your supervisor requesting approval e Online timesheets e When the individual completes data entry on the timesheet and submits a Banner workflow message is sent to the supervisor for approval Terms WORKLOAD The total credit hours and contact hours that a faculty or instructor carries for one semester ASSIGNMENT a line item A course with CRN listed in
7. in you must enter a comment for a record that is denied eApproval ALL THOSE FIELDS ON E APPROVE Though the org level approver is primarily concerned with verifying that the correct instructor faculty is connected to a particular course or non instructional assignment and that rate total pay is correct please remember that multiple fields govern correct payment Many fields on eApprove default directly from the Banner scheduling screen Refer to the handout titled FLAC eApproval Guide With Tips for a discussion of each field eApproval COMMUNICATE As you review information on the eApproval screen you may find data that you don t understand or believe is incorrect Refer to the various handouts for help interpreting the data Please do not DENY an assignment without first checking with your Program Assistant The data may be correct after all eApproval Banner eApproval Access eApproval is only accessible while on campus or off campus on a RRCC owned computer loaded with VPN software Virtual Private Network If you anticipate being off campus during periods when assignments need to be approved please speak with your supervisor about having VPN loaded onto your RRCC laptop or tablet eApproval SOME TIPS FOR APPROVERS 1 Banner sends a workflow generated email message from sender flac_noreply cccs edu e You will need to set up a special
8. ks on the COMPLETE button found at the lower left hand side of the screen I I NEVER click on SAVE or QUIT and NEVER just X out of the Screen When you click on COMPLETE a pop up message will appear asking Are you sure Please verify that you actually did click on complete and not one of the other buttons then click on OKAY COMPLETE closes the workflow window and sends records to their selected destination for further work eApproval Wrong Approver Button found on the bottom right hand side of the eApproval screen Click the WRONG APPROVER button if an actionable editable item on the eApproval screen is paid from an org that you do not approve A workflow message will be automatically generated to the FLAC Coordinator who will research the approval queue error and request correction by Business Services eApproval What assignments appear on the eApproval screen ALL assignments line items that have been loaded so far into Banner for a faculty or instructor will appear on the eApproval screen e Only assignments paid from the org that you approve will be actionable editable on the eApproval screen e Assignments paid from other orgs will be grayed out There are editable salary fields on eApproval Am allowed to edit No please do not edit If you are sure that the rate or total pay is wrong deny the assignment and send back for corrections Aga
9. nerates pay Payment happens Faculty submit standard MS Word workload form to Dean by email amp Dean approves PA loads assignments into Banner FLAC PA triggers Banner workflow email to first level org approver Banner workflow email All the stuff that happens BEFORE eApproval Faculty will still submit the standard MS Word workload form to Dean by email amp the Dean approves The form is available on the Portal on the Faculty tab in the Faculty Tools and Forms channel e FACULTY WORKLOADS Faculty submit their own workload forms to the dean themselves INSTRUCTOR WORKLOADS Chair lead submits workload form to dean for instructors supervised PA loads assignments into Banner FLAC PA triggers Banner workflow email to first level org approver Full Time Faculty Assignments Name S Number Department s Semester Academic Year Dean AVP Approval Teaching Workload Course and Section Total Teaching Load Write combined sections courses on one line including leaming community adjustments Sum of credit hours and contact hours divided by two equals adjusted credit hours ACH Non Teaching Workload check one box Dept Credits ACH Amount taken Cost Center Activity Lead Other taken as release as pay i PART TIME INSTRUCTOR WORKLOAD NAME __ 5 NUMBER
10. nt Type Resp Inst Stat End Hrs Hrs Cont Class Wkid Method Rate Pay Pay FOAP or Apprvl Approve Section Chk Date Date Ratio Y N Dist INST ADU ADU Regd Overload JBANZHAF DMS 101470 01 2 0 0 LEC 100 060313 07 2813 20 20 N 2 0 v 636 90 0 01 273 80 011010 211302 660070 1000 00 Y 621302 31 LSNYDER zl Worklo see Workload ece QQQ JBANZHAF DMS252470 Of 20 0 LEC 100 060313 07283 20 20 N 2 ae wl 636 0 D0 j 011010 211302 660070 1000 00 Y 621302 30 LSNYDER m 10610 CCC QQQ JBANZHAF DMS262470 Of 20 0 LEC 100 0633 07283 20 20 N Aa T fw 5838 0 0 6784 011010 211302 660070 1000 0 0 Y 621902 29 LSNYDER a 10811 eCe AQQ JBANZHAF DMS281551 o1 60 o mT 400 Y 06033 07283 60 18 0 Cu mE 0o00 0 0 i 011010 211302 630010 1000 100 0 621302 32 LSNYDER 5 o 10959 CCC QQQ JBANZHAF RTE181551 01 60 0 INT 100 060313 07 283 60 180 N ci P w o o0 000 1 011010 211302 630010 1000 00 621835 32 LSNYDER 5 40960 CCC BOQ TOTALS 18 0 420 18 000 3715 24 Approwe Total Workload D r Non Instructional Assignments Activity Description Dept Cale Hours Calc Pay Asgn Asan Perc Qvrld Total Tot Posn Suf CHAIR DEAN Ovrld POPS Comments Wro n g Type Wid Meth Rate Start End FOAP or Credits Pay Apprvl Approve Date Date FUND ORGN ACCT PROG Dist INST ADU ADU Regd Overload Ap p rover JBANZHAF Sum2013 chair his DMS DMS 30 00 yi o0 060313 08113 011010 111302 630010 1000 00 3 0 i 621302 28 Feed Catone G button DCHR e e TOTALS 3 000 0 000 3 00 0 00 Approve
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