Appointment of Teaching Efforts for Adjunct, Affiliate, Staff, Overload, and Retired Faculty

New Faculty  |  Returning Faculty

The following is information regarding adjunct faculty appointments for teaching duties, staff pay for teaching duties, affiliate faculty with teaching duties, retired faculty who return to teach, and roster faculty overload pay for teaching duties. The College of Charleston uses two different forms to process appointment of a faculty members' teaching efforts: a paper form or an online form. Please reference the biannual memorandum for detailed information about the upcoming academic term's adjunct payscale, dates, deadlines, and information on which form to use. 

View: Memo on the Appointment of Teaching Efforts for Adjunct, Affiliate, Staff, Overload, and Retired Faculty




Returning Faculty

For RETURNING Adjunct Faculty - Please complete the following steps:

  1. Appointment: Submit an online Teaching Effort form. Go to MyCharleston’s “Forms” tab to complete the Teaching Effort form. Please note that returning adjuncts marked “terminated” in Banner should be processed via Teaching Effort and may need to file additional paperwork with HR. Teaching Effort instructions are provide below.
  2. Credentials: Credentials should already be on file with the Office of the Provost. If the adjunct is teaching in a new discipline or needs new alternative qualifications approved in order to teach a course, submit new credentials materials to the dean. Credential instructions are on our website.
  3. Employee Paperwork for HR: Employee paperwork should already be on file in HR. If the adjunct has changes or questions, they should contact HR.  Also, eligible adjuncts will be notified if they are eligible for health insurance. Employee paperwork and healthcare information, including the form to request Review of Healthcare Coverage Eligibility Decision, are on the HR website.

Adjunct faculty colleagues who have recently worked for us will not be required to go to Human Resources to sign their adjunct appointment form.  Instead, they will be informed via email that the appointment has been approved.  The email will include the department and the total pay for that appointment, and it will be sent to the adjunct and the initiator of the TE form.  That same approach will also be used for the small number of current roster faculty members who are receiving additional pay for overload instructional assignments consistent with our overload policy.


New Faculty

For NEW Adjunct Faculty - Please complete the following steps:

  1. Appointment: Submit a paper form for new adjunct faculty who do not have a CWID and who have not previously taught at the College. Once the form is fully approved, HR will contact the department to have the adjunct appear in HR to complete paperwork.
  2. Credentials: Submit a full credentials packet, including a complete Certification of Credentials form, official transcript, and CV to the dean. Credential instructions are on our website.
  3. Employee Paperwork for HR: Employee paperwork must be submitted to HR. When notified, they must appear in person in HR (Lightsey Center basement 036-B) to complete the I-9 Federal Employment Eligibility Verification form. Please remind them to bring I-9 form(s) of identification (ex: driver’s license + Social Security card OR just a current US passport).  Direct deposit is required and payroll deduction for parking permits is available to adjuncts. Also, adjuncts will be notified if they are eligible for health insurance.  Employee paperwork and healthcare information, including the form to request Review of Healthcare Coverage Eligibility Decision, are on the HR website.

Please communicate with adjunct faculty about all required paperwork and credentials well before the start of the semester. All adjunct appointments and credentials packets are due by November 22, 2019.  Initiating forms prior to this deadline will allow time for each approver to review. To check on the status of a pending appointment, please check online or with your Dean’s Office, rather than contacting HR, BA, or AA directly.

Lastly, please refer to the table below and direct all new adjuncts to the New Faculty website to learn about orientation and other important on-boarding information and requirements (academicaffairs.cofc.edu/newfaculty). 


FAQs

Which form do I use?

  • For new paid adjunct faculty (includes retired faculty), paper New Adjunct Faculty Appointment forms are used to process the new appointment because a CWID is not yet available to use the online form. 
  • For returning paid adjunct faculty and any adjunct faculty with existing CWIDs, the online Teaching Effort (TE) form is used.
  • For new zero pay faculty (includes EDPD and courtesy appointed or joint program affiliates), paper Zero Pay Adjunct Faculty Appointment forms are used to process the new appointment because a CWID is not yet available to use the online form. 
  • For returning zero pay faculty (includes EDPD and courtesy appointed or joint program affiliates) with existing CWIDs, the online Teaching Effort (TE) form is used.
  • For staff with teaching duties and existing roster faculty that are requesting additional pay for a teaching duty, the online Teaching Effort form is used. 

Please read the detailed instructions above and duplicated on the biannual memo about the steps that are required before a faculty member is activated, assigned to courses, and paid. Please communicate with faculty about all required paperwork and credentials well before the start of the semester. See deadline on the biannual memo. Initiating forms prior to this deadline will allow time for each approver to review. To check on the status of a pending appointment, please check online as instructed or with your Dean’s Office, rather than contacting HR, BA, or AA directly. Please direct all new adjunct faculty to the New Faculty website to learn about orientation and other important on-boarding information and requirements (academicaffairs.cofc.edu/newfaculty).

What is required before a faculty member is activated, assigned to courses, and paid?

  1. Become an active Employee in Banner: After HR processes the approved appointment (Step A) and complete set of employee paperwork (Step C), they can activate the employee in Banner.
  2. Set up CWID, email, payroll, and the “Faculty” tab in MyCharleston: Next, IT notifies the department/program via email that the CWID, email account, and MyCharleston login are ready, and Business Affairs prepares payroll information. Simultaneously, the Office of the Provost reviews credentials, but faculty access for adjuncts with approved credentials cannot be given until after HR and IT have activated the adjunct.
  3. Be assigned course(s): Once parts 1 and 2 are complete, the Faculty tab and OAKS access will become available to the faculty member and the adjunct may be assigned to courses. The supervisor/ assistant should share the login instructions with the adjunct. The deadline for assigning the faculty member to the course is the first day of class. Contact the RO for questions about scheduling (Scheduling@cofc.edu).
  4. Login, set up CougarAlerts, and complete online trainings: Department supervisors, please be sure to forward or share the login information with new faculty members once IT notifies the department/program that the Cougars domain account and email have been created. There is a link at https://webforms.battery.cofc.edu/loginassistance to locate a CWID if it is unknown. Faculty should log in to https://my.cofc.edu to change the password and verify the employee information using Banner Self Service. It is also a requirement for new faculty to set up CougarAlerts (and optionally download our LiveSafe app); to complete the Multi-Factor Authentication setup; and to complete the required online trainings found at http://academicaffairs.cofc.edu/newfaculty. Attendance at New Faculty Orientation is also highly recommended. All are asked to RSVP.

Teaching Effort Workflow Instructions

Please complete the following steps to submit an online Teaching Effort appointment:

Go to MyCharleston’s “Forms” tab to complete the Teaching Effort form.

  • INITIATE: Initiator's Procedures (.PDF) - Department/Program administrative assistants initiate the Teaching Effort web form. 
      1. Initiators log in to MyCharleston > click My Forms tab
      2. Choose the appropriate Teaching Effort web form.
      3. Complete the online form (add comments for special dates or instructions).
      4. If the course has adequate enrollments and is ready to submit (or if a comment has been added about enrollment details or other special arrangements), click Submit. The form will be electronically sent to the approval personnel within the requested program/department via Banner Workflow.
  • APPROVALS: Approver's Procedures (.PDF) - Approvers review the Teaching Effort request and move it along the approval chain. 
      1. Approvers automatically receive email notification when a new request is submitted.
      2. Approvers log in to MyCharleston > click My Workflow tab.
      3. Choose the appropriate Teaching Effort request and Open Workflow.
      4. Indicate approval decision and click Complete (add comments if not approved).
  • COMPLETED: Teaching Effort request is sent along the approval chain and is approved or not approved with comments.
      1. Initiators receive email notification when the Teaching Effort request is sent to approvers and when it is reviewed and approved.
      2. The final stop is the Human Resources office. Finalized documents will be available for viewing in BDMS by department chairs and those department administrative assistants with proper BDMS access.
  • OPTIONAL: Check on the status of a pending or completed TE.
      1. Go to MyCharleston’s My Workflow tab. Click COFC_TE_STATUS.
      2. Enter only the CWID and term date (ex: 202020). Leave Workflow Specifics Name blank.
      3. Click the Start Workflow button and wait. You will receive an email with the status within a few minutes. The emailed status report will show which offices have approved the Teaching Effort form and whether it is complete. Once completed, it will say, “WF Completed: YES.” A digital copy is automatically saved in BDMS.

NOTE: Please note that returning adjuncts marked “terminated” in Banner should be processed via Teaching Effort and may need to file additional paperwork with HR. Teaching Effort instructions are on our website. (For returning zero pay faculty, please enter "$0" on the form, and if a corresponding courtesy appointment was issued and needs to be renewed, submit the signed courtesy appointment renewal letter per the Affiliate Faculty Policy.) 



Questions? 

If you have any questions, please feel free to contact us at 843-953-5527 or murphyb@cofc.edu