Description and Methodology of Unit Submitted Data:

Temporary Academic Staff Expenditures (FTE and Dollars) and Teaching Strength (FTE)

This information applies to the Cal Profiles line numbers and data categories:
5001 - 5008 Temporary Academic Staff Expenditures, 19900 funds only (dollars)
5011 - 5018 Temporary Academic Staff Expenditures, 19900 funds only (FTE)
5021 - 5026 FTE Teaching Strength

Description

1. Temporary Academic Staff Expenditures (FTE and Dollars)
   1. The budgeted dollar and FTE data shown in the Faculty and Staff Summary section (beginning with Cal Profiles line 300) represent only a portion of the funding available for a unit’s instructional budget. In addition, Letters and Science departments receive annual, in-year General Fund (19900) Temporary Academic Staff allocations from their Dean with which they hire temporary instructors, for example visiting, recall, adjunct or in-residence faculty, lecturers, graduate student instructors, readers and tutors, and several other temporary titles. These Temporary Academic Staff allocations are funded from several sources:
      1. Some permanent funds, dollars and FTE, are budgeted in L&S Division reserves but are shown in Cal Profiles as Non-Recurrent Faculty (lines 309, 359), and Graduate Student Instructor (lines 311, 361).
      2. Another large component comes from academic salary savings generated in departments from faculty leaves and various provisions, including Open Provisions (lines 307 and 357). The savings are withdrawn to division reserves and are redistributed to departments based upon instructional need.
      3. Annual increments to L&S Divisions from the Executive Vice Chancellor and Provost comprise the last major source of funds.

   2. Data Description
      The Temporary Academic Staff Expenditures data (lines 5001 through 5018) report the dollars and FTE associated with the expenditure of 19900 funds from a department’s Temporary Academic Staff Budget. A subtotal, Total Temporary Teaching Staff (lines 5005 and 5015), reports teaching titles excluding teacher-special programs, readers, tutors, and miscellaneous titles.

      These data are provided for four of the Letters & Science Divisions: Arts & Humanities, Biological Sciences, Physical Sciences, and Social Sciences. The remaining Division, Undergraduate Division, is not represented because it maintains its own data, which is collected using a different methodology. Since one Division is not reported, a total for the College of Letters and Science is not provided. The totals for the Divisions sum the temporary academic staff expenses for all units within that Division. They do not, however, report the full use of instructional resources available to each Dean; there are other legitimate uses of these funds, for example supplementary funding of departmental chair compensation and instructional funding sent outside the division.

2. FTE Teaching Strength
   The FTE Teaching Strength calculation (lines 5021 through 5026) reports the actual teaching strength available in departments and is considered by Deans in the evaluation of requests for temporary academic staff funding. It does not attempt to capture course relief granted by departments for various arrangements regarding alternate workloads such as service by a faculty member as department chair.

Methodology

1. Temporary Academic Staff Expenditures (dollar and FTE), lines 5001 - 5018
   The Temporary Academic Staff Expenditure data are extracted from payroll records held in the campus data warehouse. Effective July 1, 2000, the campus initiated a new financial system and a new chart of accounts. The fields and limits used in the data are drawn from the new Bis_PPS_Expense_Detail_Curr.

   The data fields used in the queries are:

   Queries to new financial system, July 1, 2000
   Field	Limit
   Org L2 Control Unit Node	COLLS (College of Letters & Science)
   Org L3 Division Node	LS1SS (Social Sciences); LS1PS (Physical Sciences); LS1BS (Biological Sciences); LS1HU (Arts & Humanities)
   Org L4 Dept Desc
   Fiscal Yr	2008
   Accounting Prd
   Employee Full Name
   Employee No
   Org Code
   Account Code
   Fund Code	19900
   Title Desc
   Title Code	Less than (and not equal to) 3999
   Payroll Full Time Pct
   Payroll Gross Amount
   Payroll Monthly Rt
   Payroll Period End Dt
   Payroll Trans Desc
   Account Desc
   Program Code
   Payroll Hours Worked No (Number)

   1. Temporary Academic Staff Expenditures -19900 funds only ($K), lines 5001-5008
      1. Using the campus data warehouse, Berkeley Information System, the PPS FY200_ Expense Detail tables are queried with limits described above.
      2. To achieve the goal of capturing only temporary instructional titles, the query is first limited to all titles less than (and not equal to) the last academic code, TC3999 (Miscellaneous). The results are reviewed to identify all active temporary titles, and the query is processed again using only these codes. For example, in 2007-2008, they are: 0840, 0841, 0843, 1102, 1106, 1108, 1109, 1202, 1208, 1302, 1308, 1421, 1506, 1507, 1630, 1631, 1632, 1641, 2000, 2020, 2040, 2310, 2311, 2460, 2461, 2500, 2510, 2550, 2551, 2850, 2851, 2854, 2860, 2861, 3250, 3258, 3268, 3278, 3361, 3363, 3377 and 3802. This process excludes permanent faculty and administrative, research, and academic librarian titles.
      3. Dollar expenditures are obtained by summing the payroll gross amount. Effective 7/1/2001, known adjustments to prior year expenditures are excluded.
      4. Results are reported according to the title categories used in this report.
   2. Temporary Academic Staff Expenditures -19900 funds only (FTE), lines 5011 - 5018
      1. FTE expenditures are based on the same query that produced the dollar expenditure report but require more extensive manual editing to eliminate certain anomalies.
      2. Payroll percent full time is summed and divided by 10 or 12, depending on title/title code. The query results are manually reviewed to subtract in a particular month certain instances of multiple percentages for an individual which result primarily from retroactive pay adjustments. FTE are not calculated for known payroll adjustments to prior year expenditures.
      3. By-agreement appointments are manually converted to FTE based on instructional workload, .25 FTE per course except for non-SOE/PSOE Lecturers where credit is .17 FTE per course.
      4. Teacher-Special Programs, Readers and Tutors are paid on an hourly basis. Since 2000-2001, the FTE calculation has been based on Payroll Hours Worked. The fiscal year total of hours worked by these two titles is divided by 174, the average number of work hours per month, resulting in the total equivalent months worked by all Readers and Tutors. The result is divided by 12 months to obtain the FTE. For example, a department’s record reports 388 hours worked by Readers and Tutors: 388 hours / 174 hours per mo / 12 months per year = .19 FTE.. Prior to 2000-2001, a more complicated calculation was used. It was based on total cost and hourly salary rates rather than Payroll Hours Worked. Both methods produce the same result.
2. FTE Teaching Strength, lines 5021 - 5026
   1. Line 5022 Total Budgeted Permanent Faculty: repeats Cal Profiles "Permanent Incumbent" line 356.
   2. Line 5023 Less Faculty on Leave: Displays the subtraction of FTE associated with faculty leaves and other reductions in appointments, including mid-year separations, data collected by L&S. Beginning with 2002-2003, the first full year under the new campus Human Resource Management System, the data are retrieved through a review of the campus financial reporting system, BAIRS, using the 6-column Customer Report form (Prior to that time, the L&S Deans' Office conducted a manual review of permanent faculty Personnel Action Forms, verified through a department review process and ledger reconciliation where possible). These FTE deductions also include FTE attached to retain provisions and vacant Assistant Professor provisions.
   3. Line 5024 Total Permanent Faculty Teaching Strength: Line 5023 is subtracted from line 5022.
   4. Line 5025 Total Temporary Teaching Staff: repeats Cal Profiles line 5015 Total Temporary Teaching Staff, data provided by L&S and described in A2 above.
   5. Line 5026 Total FTE Teaching Strength: Line 5024 Total Permanent Faculty Teaching Strength is added to line 5025 Total Temporary Teaching Staff.

This information is provided by Judy Okawa and Mary Lai, L&S Deans' Office. Email jokawa@berkeley.edu or mary_lai@berkeley.edu or call 642.1864 with questions.