Fiscal Deliverables: Graduate Program Profiles, Course Staffing, and Restricted + Operating Budgets for 2024-25 

Dear Directors of Administration and Department Administrators,

As the summer approaches, there are a number of key deliverables that are required to ensure your budgets and payroll appointments are uploaded correctly for the 2024-25 fiscal year. Specifically, over the next 2 months we plan to work closely with you on next year’s Course Staffing, Graduate Program Profiles (GPP) as well as your Restricted + Operating Budgets. Please forward this information to your colleagues as needed.

RESTRICTED FUNDS BUDGETING/OPERATING BUDGET UPLOAD REVIEWS (mid/late May):

If your department has any restricted accounts (funds 20, 22), you will be contacted by your fiscal analyst with a request to confirm the chartfields and projected FY25 (AY24-25) budgets. Please be sure that any chartfields you use for financial aid awards are included on the list -- both accounts you have spent previously and ones that will be spent for the first time. The projected budgets will be based on your 3-year average spending, but may be adjusted at a future date due to budget related restrictions. If you need to discuss any budgeting plans with faculty for any of their accounts, please begin those conversations at your convenience. For any questions about Restricted Fund Budgeting please contact your Departmental fiscal analyst.  

GPP REVIEWS (due Friday, May 24th):

The GPP (Graduate Program Profiles) requests are not part of the APR process. However, we request that you enter financial aid awards in OASIS by Friday, May 24th. The Doctoral base stipend for 2024-25 is $35,000 for the academic year ($17,500/semester) and the Master's base stipend is $33,702 for the academic year ($16,851/semester). A training guide is available here. Please let your GES counselor know of any process or student-specific questions. Please let the OASIS team know of any system questions. Please be mindful of your MacCracken extension plans approved last year by GSAS to ensure students are properly supported from the various accounts. Please refer to your department's individual plan for details.

COURSE STAFFING REVIEWS (due Friday, May 31st):

As part of the APR process, please complete your course staffing in OASIS for AY24-25 (Fall, Spring, J-term and Summer) by Friday, May 31st to secure adjunct funding for AY24-25.  “TBAs” should be used as place holders where the instructors/section leaders are not yet known so that we can capture your budgetary needs as accurately as possible. Please note the following details:

• Please finalize as much as possible your AY24-25 full-time faculty teaching assignments as well as your professional adjunct & student adjunct/class assistant assignments for the APR review process. It is highly recommended that Departments double check their OASIS entries by totaling the total requested budget and comparing those amounts to this academic year's actuals.

• The standard adjunct contact hour rate for AY24-25 will be $214.24 per contact hour or 3.5% above the adjunct faculty member’s previous contact hour rate, whichever is higher (contact hour = 50 minutes of instruction). If an adjunct is being hired at higher than the minimum contract rate, please forward the justification for review.

• The standard rate for grading appointments attached to recitations will be $785.57/section for AY24-25. Most student adjuncts teach 2 recitations typically of 20-30 enrolled students each so they are paid double this amount ($1,571.14).  

• Class/Course Assistants typically can only be assigned to classes without recitation sections that have enrollments of at least 40. The standard class assistant rate for students per course will be $4,515.30 for Fall 2024 and $4,390.60 for Spring 2025. This is derived from 10 clock hours per week at $29 per clock hour (clock hour = 60 minutes of work).  

• **New** Required lecture attendance should be budgeted at $29 per clock hour for students (clock hour = 60 minutes of work). To earmark a budget for this upcoming year, these amounts can be totaled per semester/term for all students and added as one (1) job per term under Instructor = "TBA" via the “Other Duties Staffing” page. Please add a note in OASIS to explain the calculation, for example "Fall 2024: 10 students with required lecture attendance for 35 clock hours each for the semester at $29/hour equals $10,150" (see screenshot). This is a short-term budgeting solution and we are working with the OASIS team to further operationalize these payments for individual students for AY24-25.

• The professional adjunct Administrative Service Payments (based on credits taught) are automatically calculated by OASIS when the instructor "category" is marked as Adjunct (UAW7902).

• The student adjunct service bonuses (based on length of service) will be calculated by A&S Fiscal/Payroll and the necessary budgets will be added outside of OASIS. 

• More pay rate details are listed in OASIS Appointment Amount help. This webpage is helpful for "Other Duties" that should be budgeted as well.

• Best Practices include:

• • Carrying forward named instructors of record or section leaders who are teaching the same sections again next year.  Click one of the pencils on the Class Staffing page for the upcoming terms, navigate through your courses one by one, select the green carry forward buttons to re-assign the suggested instructor, and save each new assignment.

  • Carrying forward other paid assignments from the Instructor Staffing page of the previous like term (for Fall 2024, visit Fall 2023; for Spring 2025, visit Spring 2024; for Summer 2025, visit Summer 2024), select checkboxes in the far right column, and press the 'Carry Forward' button at the bottom of the page (Please press the button only once, and be patient as the process completes). These assignments will be carried forward with “TBA” as a placeholder for the name, and approved amounts, but please double check the figures and edit them as necessary to ensure that they are accurately budgeted.

  • Adding new planned sections via the ‘Add New Class’ (‘+’ icon) on the right side of the Class Staffing page for January, Spring and Summer courses not yet in CLSS/SISAlbert.  Fall 2024 sections should already exist in OASIS and CLSS/SISAlbert.  Once sections exist, they can be staffed like any other course by clicking the pencil icon in OASIS, but note they will still need to be created in CLSS/SISAlbert before they are official.

  • Deleting projected sections that will not run by pressing the ‘Delete Class from OASIS’ button on the individual section page behind the pencil icon.  Depending on the circumstances, these may need to be officially deleted again in the CLSS/SISAlbert system.

  • Monitor your total adjunct request via the Instructor Staffing page, which has a total at the very bottom of the list.

  • Don’t forget to add “Other Duties” that need funding too via the new “Other Duties Staffing” page  (e.g., non-class related jobs, such as general tutoring, etc). 

  • Excel upload template is available upon request to the OASIS team.

• Adjunct, J-Term and summer teaching budgets will be based solely on OASIS data with additional funding provided if APR requests for such funding is approved. Individual assignments with rates higher than the standard or where enrollment requirements are not filled will still require justification and review/approval by Fiscal Affairs.

• If you have any questions about adjunct appointments or the above timeline, please reach out to A&S Payroll (fas.payroll@nyu.edu). If you have any questions about OASIS, please email OASIS-group@nyu.edu.

Thank you,
Joe

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Joseph C. Wright
Senior Director, Fiscal Affairs
Arts & Science, NYU

212.998.7565 

Fiscal Guide | Payroll Guide