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Section I: Faculty Manual Johns Hopkins Carey Business School Office of Finance Full Time Faculty Policy and Procedure Manual

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Section I: Faculty Manual Johns Hopkins Carey Business School Office of Finance Full Time Faculty Policy and Procedure Manual Johns Hopkins Carey Business School Office of Finance Full Time Faculty Policy and Procedure Manual 2018-19 August 16, 2018 Section I: Faculty Manual Johns Hopkins Carey Business School Office of Finance Full Time Faculty Policy and Procedure Manual Contents Page I. Introduction 2 II. Full Time Faculty Workload Accounting System 3 III. Faculty Discretionary Spending Accounts 7 IV. Sponsored Projects 9 V. Travel and Business Expense Reimbursement and Procedures 11 I. Introduction This document provides guidance on policies and procedures for faculty workload, sponsored projects and business travel and related expenses. Guidance for Carey Business School policies not specifically found in this document may be found in the following documents located on Inside Carey (Carey.jhu.edu/Inside): Faculty Handbook http://carey.jhu.edu/inside/resources-for-faculty/faculty-handbook/ Office of Finance http://carey.jhu.edu/inside/office-of-finance/ o Accounts Payable o Finance Forms/Links o Parking o Payroll (for RA/TA timesheet deadlines and procedures) o Travel and Expense Reimbursements All forms referred to in this policy manual are available from the Carey Office of Finance and are also located on Inside Carey. The responsibility for this document rests with the Carey Office of Finance, and supersedes all previous such documents. Note that policies may be subject to change during any given academic year. Organizational Responsibility Office of Faculty & Research The Vice Dean for Faculty & Research, along with the Office of Faculty & Research (OFR) in consultation with the Vice Dean for Education and the Dean of the School are responsible for assigning faculty workload (instructional and service) prior to contract renewal. OFR is also responsible for assigning and maintaining accurate faculty assignment records in SIS (Student Information System). Office of Finance & Administration, Carey Office of Finance The Office of Finance oversees all financial transactions related to the School. Specific responsibilities include, but are not limited to: track and report faculty workload; workload departures and compensation; review, process and approve travel and expense reimbursements/travel advances; track and report usage of faculty discretionary spending accounts; and manage the Harvest time-keeping system for TA/RA payroll. JHU Accounts Payable Shared Services JHU Central Accounts Payable Shared Services reviews, approves and processes disbursement of funds for travel advances, travel expenses and payment to vendors. Payments must be reasonable, properly documented, provide the appropriate approvals and within the guidelines of the JHU Travel policy. Invoices and Independent Contractors must be paid directly by JHU. Full Time Faculty Member It is the responsibility of the faculty member to comply with University and School policies governing workload, travel, entertainment and purchasing. Faculty members are responsible for ensuring the accuracy and documentation of any changes to their workload in a timely manner. Page 2 of 18 Revised August 2018 II. Full Time Faculty Workload Accounting System A. Full time Faculty Contracts Faculty contracts are reviewed and amended annually, effective August 16th of each calendar year. The contract period includes fall, spring, and summer semesters. Contracts and the specifics contained therein are determined by the Dean of the School in conjunction with the Vice Dean for Faculty and Research. At the beginning of each contract year, full time faculty will be provided with the following: Compensation letter Instructional workload requirement, as measured by credits Discretionary spending account balance B. Instructional Workload Instructional Obligations Full time faculty contracts will determine the base expectation for the upcoming contract year. SIS will be the system of record for all instructional obligations for each academic semester and will be used to resolve any questions or conflicts. Workloads are calculated over the course of the contract year starting with the fall semester and ending with the following summer semester. Instructional Workload, measured in credits, is assigned to faculty based on their status or track within the University. Research-Track Faculty: Standard average course load of 9 credits. Loads are typically calculated on either the average of 9 or alternating between 8 and 10 credits per year. The start date of the faculty member will determine whether the base load is calculated on the average or alternating. Course load will be communicated annually at the beginning of the contract year. Practice-Track Faculty: Standard average course load of 21 credits. Loads are typically calculated on either the average of 21 or alternating between 20 and 22 credits per year. The start date of the faculty member will determine whether the base load is calculated on the average or alternating. Course load will be communicated annually at the beginning of the contract year. Instructional Workload SIS records all offered courses for the academic semester by section number. Each section is assigned credits based on the type of course offered. There are two sessions per term for fall and spring and one session for the summer. A standard session-long course is defined as 8 weeks (typically 2 credits), meeting 3 hours a week. Credits can be accumulated and used to satisfy future teaching obligations. A maximum of 5 credits can be carried over into the next contract year, unless additional credits are specifically approved by the Vice Dean for Faculty & Research. Page 3 of 18 Revised August 2018 Teaching Credit Accounting Onsite Course Credit Accounting Rules: Credits will be awarded to the faculty member for a course unless that course is cancelled at least one week prior to the start date. In the event that two or more faculty members are assigned to teach a single section, the credits will be split evenly among the assigned faculty regardless of faculty status. SIS records other sections for student enrollment that are unrelated to instruction. These sections are clearly demarcated and will not count toward credits, e.g., summer intensive workshop. Credits are not awarded to shadow sections or independent study. Online Accounting Rules: Online course development includes: o Course design, scripting, filming, and other duties as required. o Minor updates to course for up to 3 years after course implementation. Updates will not exceed 4 hours of recordings per year. o Faculty will sign a memorandum of understanding which outlines commitment time, course requirements and compensation election – either credits or monetary compensation. o Faculty developer must teach course within 2 semesters of approval and design completion. Online course instruction will be compensated based on the number of students enrolled and the workload election (see following chart). Online Course Compensation Courses OR Compensation Teaching Assistants Design 2 (4 credits) OR $10,000 AND n/a Instruction-Non Finance Courses 1-50 1 (2 credits) OR $8,000 AND 1 TA students 51-75 1 (2 credits) OR $12,000 AND 2 TAs students +$4,000 76+ 1 (2 credits) OR $16,000 AND 3 TAs students +$8,000 Instruction-Finance Courses 1-50 1 (2 credits) OR $11,000 AND 1 TA students 51-75 1 (2 credits) OR $15,000 AND 2 TAs students +$4,000 76+ 1 (2 credits) OR $19,000 AND 3 TAs students +$8,000 Other Course Credit Workload Adjustments Page 4 of 18 Revised August 2018 On occasion, faculty members will have the opportunity to earn credits through other University activities. The Workload Adjustment Request Form (see FORMS tab), signed by the Vice Dean for Faculty & Research, must be submitted to Carey Office of Finance in order for these credits to be allocated. Any deviation from the standard credit calculations or any earned credits outside of SIS will require the completion of this form. Examples of non-standard credits include: Faculty members who develop a new course (not in the catalog) as requested by the Office of Education, in consultation with the Vice Dean for Faculty & Research and the Chair of the relevant curriculum subcommittee, will receive a release of 2 credit per course. Faculty members who serve as the Academic Program Director for a Carey Academic Program may receive a reduction of their contractual teaching obligation. Executive Education program management has created a compensation schedule to pay faculty who create and/or teach Executive Education courses (see Appendix A). Compensable Departures from Standard Workload 1. Overload Pay Faculty who have completed their instructional obligation for the contract period are eligible to receive overload pay or accumulate additional credits to be used in future contract years. A maximum of 5 credits can be carried over into the next contract year, unless specifically approved by the Vice Dean for Faculty & Research. All other credits will be paid based on the following full time faculty overload compensation chart. FY 19 Faculty Payscale Note: effective as of Fall 2018 Full Time Faculty Overload and Part Time rate Finance $5,500 per credit Non-Finance $4,000 per credit *I4H and Business Minor classes are always considered on- load classes. Overload will be paid out using other courses. Compensation is based on the standard Senior Professional Instructor (SPI) rate for adjunct faculty. In the event that a faculty member’s credits are not carried forward from one contract year to the next due to excess, the faculty member will be compensated according to the above overload compensation chart. Faculty members will be eligible to receive overload pay for a course only after their instructional obligation for the current contract year has been fulfilled. Faculty members who receive overload pay for a course will not receive credits for that same course. 2. Multi-location Teaching The Carey Business School offers classes at multiple locations. For multi-campus teaching, the School will recognize 2 location groupings: Baltimore and Washington, D.C. The Baltimore Page 5 of 18 Revised August 2018 location will include Harbor East, East Baltimore, Homewood, and any other Baltimore area campuses.
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