Academic Planning Data Base (APDB) Process & Faculty Assignment by Department (FAD) Report

Introduction

The APDB reporting process provides the Chancellor’s Office with data from two different sources: the Course Section file and the Faculty file. As part of Cal Poly's quarterly submission, the Chancellor’s Office combines these files to produce a faculty workload report (the Faculty Assignment by Department/FAD) and also analyzes the data in each file for other purposes.

Purpose

The Course Section file is used by the Chancellor’s Office to determine campus space utilization. It is used on campus to justify the need for and to allocate enrollment growth funds (by FTES taught). The Faculty file is used by the Chancellor’s Office to analyze faculty workload. If requested by an outside entity (i.e., the Legislature), the Chancellor’s Office could use this data to report faculty instructional activity. The campus uses this data to understand workload trends. At the end of each quarter, Institutional Research provides the FAD reports to Academic Personnel for their records. Please work with Academic Personnel in necessary paperwork for faculty.

Timeline

The timing for error correction by departments for course-related data has changed. Due to recent procedural revisions implemented by the Chancellor’s Office involving the need for our campus’ FTES (reported on the Enrollment Reporting System – Student [ERSS] report) and the FTES on the FAD report to match, the Course Section file must now be pulled and frozen on the 28^th instructional day of each quarter. Previously, departments had the entire quarter to identify and correct course problems. The timing for submission of faculty assignment forms to Academic Personnel remains the same. They must be submitted, allowing sufficient time for signatures and processing, before the final APDB submission at the end of each quarter.

To assist in monitoring the activities associated with the Course Section and Faculty files, a Faculty Assignment by Department (FAD) Calendar has been designed. The FAD Calendar is posted on the Institutional Research Portlet under Publications & Reports – Faculty Assignment by Department (FAD).

Any discrepancies related to course data should be reported to the University Scheduling office for correction by the 26^th instructional day of each quarter (see the FAD Calendar for exact dates). All courses must be added or cancelled in PeopleSoft by this time. All courses, including Supervision classes with enrollment, must be assigned an instructor, and team-teaching fractions must be validated and accurate. This allows time for edits, if needed, before the Course Section file is frozen on the 28^th instructional day. The Faculty file is extracted daily in order to identify faculty problems early within the term, again allowing plenty of time for adjustments to be made.

After the Course Section and Faculty files are extracted, Institutional Research runs the edit reports designated by the Chancellor’s Office and investigates errors that are found. The Deans’ offices are notified of certain types of errors early in the process so that accurate information is reported. Institutional Research contacts College Deans’ Offices, departments and/or the University Scheduling office with course-related issues for correction. After the 28^th day (15-day census), only errors related to the faculty ID or name on an existing course can be made to the extracted file. Other changes to the course data will be reflected in the campus database but will not be included in the Course Section file sent to the Chancellor’s Office. Per current procedure, Institutional Research will refer faculty assignment problems, as identified in the Faculty file, to the appropriate Deans’ office. The Deans’ offices will follow up with Academic Personnel if needed.

Raw FAD

On the 3^rd working day after Faculty Assignments have been entered into PeopleSoft Term Workload, IR will generate an electronic copy (PDF format) of the report that will be e-mailed to the Deans’ offices for distribution to the appropriate departments.

Deans’ offices and departments should use the Raw FAD report to verify all faculty assignments. The FAD report should mirror the faculty dashboard as well.

Initial FAD

On the 28^th instructional day, an electronic copy (PDF format) of the report will be e-mailed to the Deans’ offices for distribution to the appropriate departments.

Deans’ offices and departments should use the Initial FAD report to verify all faculty assignments. At this point in time, all corrections to the Course Section file have been made. Department questions regarding faculty assignments should be directed to the Dean’s office. That office will follow up with Academic Personnel if necessary.

Preliminary FAD

Six days after the ERSS (Enrollment Reporting System) reports are submitted to the Chancellor’s Office, the Preliminary FAD report will be e-mailed to college Deans’ offices in the same format as the Raw and Initial FAD. Deans’ offices and departments should use the Preliminary FAD report as a final verification of all faculty assignments. At this point in time, all corrections to the Course Section file have been made. Department questions regarding faculty assignments should be directed to the appropriate Deans’ office. That office will follow up with Academic Personnel if necessary.

Final FAD

Faculty and course data collected prior to the Final FAD is officially reported to the Chancellor’s Office. See the FAD Calendar, located on the IR Portlet for these dates. Faculty changes received by Academic Personnel after the Final FAD will appear in the campus database but not in the official report. No course changes will be accepted after the Final FAD is reported. Related correspondence will be retained for possible audit review. The notification and distribution procedures are the same as the FAD reports.

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