Faculty Additional Employment

Short-Term vs Ongoing Work

Adding Faculty Associate Jobs

Faculty Associate jobs (0046–Faculty Associate) were created to manage faculty additional employment and its related compensation in Workday. If a faculty member is performing work for a department or college which is external to their primary department (i.e. outside for their supervisory organization), the department or college for which they are performing the work must create a Faculty Associate job for them in their supervisory org in order to process any compensation. This will require seeking approval from the faculty's primary Department Chair using the form below.

• Additional Employment Form

When processing faculty Associate jobs, best practice is to use an end employment date of 8/15. This is different from the end date of the compensation, which should be the actual date for which the allowance should end. For more information on how to process a Faculty Associate job, please see the WIG on Adding Additional Jobs and the Additional Employment Overview for Faculty.

Instructional Overload

Instructional overload pre-approval must be requested if a faculty member has been asked to teach a course which would place them above 40 SWHs during the academic year. The department requesting the faculty member to teach an overload should first seek instructional budget approval from the Associate Dean for Undergraduate Education via email. If the budget is approved, the department will then initiate the overload pre-approval request by submitting an Instructional Overload ServiceNow Form. In the additional information section, please add a note confirming the pre-approval and its date. 

In the section "Required Approval Routing," please add the following:

• The Department Chair
• Dean's Staff: Jacquelin Llado (jl6538). This field is required in CNS.
• Dean or Dean Designate: Shardha Jogee (sj989)

Please include the course abbreviation, number, and course name in the request.

 In the section "Is there any additional information you would like to share about this request," please note the instructional budget approval date from the Associate Dean for Undergraduate Education.

Only after the overload request has received approval from both the Associate Dean for Faculty Affairs and Provost's Office can the department process the overload compensation in Workday as either a one-time or ongoing payment. Note, if overload is being requested by a department for which the faculty member does not currently have an appointment, a faculty associate position will need to be created in the requesting department in order to process the overload compensation.

Non-Faculty and Instructional Overload

If a non-faculty member (i.e. postdoctoral scholar, staff member, etc.) is asked to teach a course which would put them above their normal 40 SWH job, the department must first receive overload pre-approval from the Associate Dean for Undergraduate Education via email. Once received, the department must then submit an Instructional Overload ServiceNow Form with the required approvals outlined above. 

An instructional overload for a non-faculty member is processed via a 0% Lecturer PAR. Once the PAR has been approved (no additional pre-approval required) and the appointment has pushed into Workday, the department can proceed to process the final approved overload on the 0% Lecturer position as a New Allowance - Instructional Overload (on-going). For more information on how to process the allowance, please see the WIG on Requesting Compensation Changes.

Calculating Overload Compensation

Professional-Track Faculty

Calculating the overload compensation of a professional-track faculty member requires knowing the overload period, the faculty member's 9-month academic rate, and the course credit hours (which are converted into percent-time). Note that one three-hour course is equivalent to 33.33%-time. 

A 3-hour course instructional overload during one semester is calculated as follows:

• Overload compensation = ( 9-month academic rate / 2 ) x 0.3333

Tenure-Track and Tenured Faculty

In the College of Natural Sciences, tenure-track and tenured faculty members can choose one of the following two options when taking on instructional overload work:

• Receive an overload supplement equivalent to the average corresponding professional-track faculty rate in the requesting department.
• In lieu of compensation, faculty can receive a future one-course teaching reduction.

To calculate the overload supplement for a tenure-track or tenured faculty member, a new 9-month academic rate must be determined using the average corresponding professional-track faculty rate in the requesting department in order to maintain equity.  Rates should be confirmed with the CNS Faculty Affairs Office before departments offer overload supplements to their tenure-track and tenured faculty.

A 3-hour course instructional overload during one semester is calculated as follows:

• Overload compensation = ( new 9-month academic rate / 2 ) x 0.3333

Option III Approval and Compensation

Work performed for Option III programs is not considered instructional overload, therefore compensation for these courses must only be pre-approved at the College-level by the Associate Dean for Faculty Affairs. Once approved, Option III payments are processed as either a one-time lump sum or a monthly allowance, depending on whether or not the work is short-term on ongoing.

If the department hosting the Option III program would like to compensate a faculty member from another department for work performed for the program, the requesting department must first process a faculty associate position for the faculty member following the process outlined in the Faculty Associates tab above. Only once the faculty associate position is created can the department process the Option III payment on that position.

For information on processing summer Option III payments, please see the Summer Appointments page.

Intersessions and Maymesters

For information on processing faculty intersession and maymester compensation, please see the Summer Appointments page.

• Additional Employment Form
• Instructional Overload ServiceNow Form
• Faculty Additional and Sporadic Employment Decision Tree
• Additional Employment Definitions
• Change Job Matrix for Academic Employees
• Training Materials - Academic Employment
• Additional and Sporadic Employment for Faculty - Workday Process Overview
• Workday Instructional Guide - Add Additional Job
• Workday Instructional Guide - Request Compensation Change
• Workday Instructional Guide - Request One-Time Payment