Arts & Letters CLIFMS Policies, Procedures, and

Responsible Individuals

Professional Accomplishments

Reporting Period -- The reporting time period will be the calendar year. Any units currently using the academic year will need to switch to the calendar year starting January 2001. They need to notify the Dean's Office that they are making this switch so OPB can appropriately annotate the University's records.

Documentation -- The numbers entered on the Professional Accomplishments Form need to be annotated for the individual faculty members, e.g., citations for publications, names for advisees, etc. Actual method of documentation is being left to the unit. One suggested possibility was simply numbering the lines on the PAF and providing the required information to document the numbers entered for those lines on a separate sheet. While requests to see this documentation may be made by the Dean's Office, the documentation is to be kept in the unit.

Unit Defined Categories -- If there are special unit definitions for any of the categories or additional categories to better fit unit activities copies of those definitions should be provided to the Dean's Office.

Notification of the deadline for entering Professional Accomplishments comes from OPB annually. The deadline is set so that calculations on Professional Accomplishments can be completed for the initial meeting between the Dean and Provost as part of the APP&R process. This deadline is usually sometime early in the fall semester. While this remains the University level deadline for entering Professional Accomplishments, the College of Arts & Letters has a different deadline. Because all units are now on a calendar year reporting system it is possible for A&L to have an earlier deadline. The deadline is not later than the start of spring break. For entries for calendar year 2005 the deadline is March 3, 2006.

Effort Reporting

The percentages reported are to reflect assignments to duties not self reported actual distribution of effort. The default distribution is 40% teaching, 40% research, and 20% administration, committee time, and public service. The 40% teaching is divided among scheduled instruction, advising and counseling, courses and curriculum, and other instruction. The distribution of effort across these basic categories must equal 100%.

Any of the above categories may be involved with outreach. Consequently, the outreach category is not used in determining the basic 100% of effort. It is reported separately and is the percent of time involved with outreach irrespective of the basic category in which the contribution is made.

Effort Distribution Reporting is to be done every semester including summer semester. Effort Distribution entries should be made prior to the end of the semester on which they are reporting and preferable as early in the semester as is feasible.

Link Courses

Responsibility -- The unit that administers the alpha code of a course being taught by a faculty member has the responsibility for making the necessary entries in CLIFMS to insure a complete link is established.

Relative Effort -- Relative effort is to be reported in hours. For regularly scheduled humanities-type courses in A&L the underlying formula for reporting relative effort is the following.

     ((# contact hours) x 15) + 2 hours finals week                                      = X

(# preparation and grading hours per contact hour)x(#contact hours) x 15 = Y

(# office hours per week x 16)                                                           = Z

Sum equals total number of hours reported for relative effort                     = T

The number of hours to be assumed for preparation each week is three. Office hours will be assumed to be independent of the number of contact hours and set at two per week. This results in 214 hours for a three-credit/contact hour course and 274 for a four-credit course. Courses with other numbers of contact hours will be determined by plugging the number of contact hours into this general schema.

For all other courses, e.g., B independent study, thesis or dissertation courses; and studio course B, individual units will determine the number of hours to be reported.

GA relative effort in hours would be reported based on the contractual maximum allowed for the appointment. Ten hours per week for 1/4 time GAs, 20 hours per week for 1/2 time GAs, and 30 hours per week for 3/4 time GAs. For now the appointment period for a semester is 18 weeks in length. Consequently, a 1/4 time will be considered working 180 hours a semester, a 1/2 time 360, and a 3/4 time 540 hours. 

Courses are to be linked every semester including summer semester. The deadline is no later than the start of classes for each semester.

Non-credit Instruction  

Events that count as non-credit instruction include B non-credit courses, conferences, seminars/workshops, and any other non-credit instruction. Data on these events need to be entered into CLIFMS. These data should be entered into CLIFMS as soon after the event as feasible.

Currently the following units have responsibility for making at least one type of entry in CLIFMS.  The areas in which they have responsibility are indicated by an X.  A C indicates a contingency dependent on the occurrence of a relevant event.

The following is the current list of the responsible staff persons and whether they are authorized.

10/14/2003