Fiscal Deliverables: Curriculum Staffing, Graduate Program Profiles and Restricted + Operating Budgets for 2017-18

Post date: May 2, 2017 7:07:53 PM

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 2017-18 fiscal year. Specifically, over the next 2 months we plan to work closely with you on next year’s Curriculum Staffing, Graduate Program Profiles (GPP) as well as your Restricted + Operating Budgets.

**Please note that this email includes important instructions related to the new Adjunct Union Contract and instructions related to new (& rather restrictive) accounting rules for Fund 22 projects.** Please forward this information to your colleagues as needed.

CURRICULUM STAFFING REVIEWS (due Monday, May 15th):

​Thank you for preparing your Annual Planning Reports (APRs). As you may already know, the curriculum staffing review is a part of the APR process. However, you must also complete your adjunct staffing in OASIS for AY2017-2018 (Fall, Spring, J-term and Summer) by Monday, May 15th in order to secure adjunct funding for AY2017-2018. “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 use this year’s contact hour rates for AY17-18 -- which are populated for you in OASIS where possible as you assign courses. Once initial data entry is completed, the OASIS team will update all your appointments to the newly announced rates. If an adjunct is being hired at higher than the minimum contract rate, please forward the justification and CV/resume for review.
    • Grading and all other non-teaching appointments should similarly be kept at this year’s rates. Specifically, the standard rate for grading appointments attached to recitations is $582.44/section. Most student adjuncts teach 2 recitations so they are paid double this amount ($1,164.88). Again, these rates will be automatically inflated per the new adjunct contract after May 15th.
    • Class Assistants typically can only be assigned to classes that have enrollments of at least 40. Please continue to use the standard class assistant rate of $2,912.77 per course.
    • Best Practices, if you are not familiar with the features of OASIS, include:
      • Carrying forward named instructors of record or section leaders who are teaching the same sections again next year. Simply 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 2017, visit Fall 2016; for Spring 2018, visit Spring 2017; for Summer 2018, visit Summer 2017), 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.
      • Adding new planned sections via the ‘Add New Class’ (‘+’ icon) on the right side of the Class Staffing page for January, Spring and Summer 2018 courses not yet in SISAlbert. Fall 2017 sections should by this time already exist in OASIS and 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 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 SISAlbert system.
      • Monitor your total adjunct request via the Class Offerings Report back in ASIS.
      • Don’t forget to add atypical assignments that need funding too (e.g., non-class related jobs, such as general tutoring, etc).
        • To add a new job: In OASIS search for "Job Listing Catalog" then click on the respective link which will take you to ASIS à In ASIS, click on the ‘Adjuncts” link on top. Then click on “Job Listing” à Here you can add or remove a job. When you are adding a new job you have to give it a dummy jobID, provide a title for it and select the term and year à Once the job has been added you will be able to see it listed under the “Job Listing” tab.
        • To add adjuncts or students to a specific job: Click on the job to which you are appointing the adjunct. This will bring you to a screen that shows all current semesters, but you should see the job that you selected under the semester and year that you are assigning. Click on the required semester to get into the job and start assigning adjuncts to the job as you would to a course.
    • After the May 15th deadline, the OASIS team will update all assignments to comply with the rates in the newly announced adjunct contract. At that time, OASIS will also be programmed to suggest rates that comply with the new contract as users make further changes.
    • 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.
    • If you have any questions about adjunct appointments or the above timeline, please reach out to Edith Velez (edith.velez@nyu.edu). If you have any questions about OASIS, please email OASIS-group@nyu.edu.

GPP REVIEWS (due Friday, May 19th):

The GPP (Graduate Program Profiles) requests are not part of the APR process. However, we request that you complete these components in ASIS by Friday, May 19th. The Graduate School's minimum base stipend amount for 2017-2018 is $27,526 for the academic year ($13,763/semester). For helpful instructions on how to enter GPP appointments in ASIS, ​the ASIS Home page ​has a “GPP Module Help”​ link.

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

If your department has any restricted accounts (funds 20, 21, 22), you will be contacted by your fiscal analyst in mid-May to confirm the chartfields. 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. Once the chartfields are confirmed, we will send spreadsheets with projected FY18 (AY2017-2018) budgets for your review. The projected budgets will be based on your 3-year average spending. We know that many of your faculty will not be on campus this summer and may be difficult to reach or not able to respond to inquiries quickly. Accordingly, if you need to discuss any budgeting plans with them for any of their accounts, please begin those conversations at your earliest convenience.

**As part of this process, we will also work with you to comply with the new (& rather restrictive) accounting rules for Fund 22 projects. In sum, Fund 22 projects must now only contain revenue from gifts or pledge payments and cannot contain non-gift revenue, such as transfer revenue or fees. Accordingly, Fund 22 projects without gift or pledge income must be closed and changed to Fund 20s (via a process called re-organization), while Fund 22 projects with co-mingled income must be split into a Fund 22 (gift income only) and a Fund 20 (non-gift income). Your fiscal analyst will work with you to comply with these new accounting rules.**

Also during this time, we will begin reviewing your operating budgets (Fund 10). Any “ongoing” APR approvals will be included in your 2017-2018 budgets, but “special allocations” will not be automatically added. Special allocations will continue to be allocated when needed/requested.

For any questions about the GPP Reviews or Restricted Fund Budgeting please contact your Departmental fiscal analyst.

This email announcement has been posted to both of our blog sites: FAS Fiscal Affairs & FAS Payroll

Thank you,

Joe