Skip to main content

Assignment of Duties Program

Part 1 - Design and purpose of the College of Medicine Assignment of Duties web based documents

1. Review and Approval of Annual Assignments
Instructional and other assignments in the College of Medicine differ markedly from most other University of Saskatchewan academic colleges/units.  For example, In the College of Medicine there are virtually no 39 lecture hour half classes delivereded by an individual professor – in some courses there are several different professors and in others there are many contributors.  In both undergraduate and postgraduate medicine, community faculty involvement is essential to the wide array of program delivery and a great deal of the teaching requires active medical service delivery.  The AoD system configures a broad range of assignments in a manner that facilitates review and approval at both the department and college levels.


2. Faculty Appointment Status and Assignment of Duties
Full time university faculty members appointed to an academic department are normally employees of the University of Saskatchewan and members of the University of Saskatchewan Faculty Association. The USFA is established under The Trade Union Act of the Province of Saskatchewan. Consequently, assignment of academic duties for these members follows a prescribed process included in the collective agreement between the University of Saskatchewan and the USFA.

In order to deliver the academic programs of the College of Medicine engagement of “community faculty” is required primarily to instruct and supervise undergraduate medical students and postgraduate medical residents, and to provide administrative services where applicable.  This latter group is much larger that the complement of full time faculty members and consists essentially of practicing physicians.  However, some of the community faculty members are engaged on a full time basis along with full time university faculty members in an “alternate funding plan” or AFP.  The AFP is intended to provide a predetermined set of services for a predetermined amount of compensation. This precludes use of  the longstanding fee-for-service option wherein physicians bill the Provincial insurance plan on an item by item basis.   

Commencing in academic year 2014-2015, where the Dean of Medicine determines that program delivery management requires this information, department heads are required to provide the details of academic services to be delivered by an individual community faculty member who participates in an academic clinical funding plan during the ensuing academic year.

3. Career Pathways
Changes approved in 2011 to college standards for faculty promotion and tenure resulted in implementation of the current system of career pathways. The system of career pathways is enhanced by the AoD system that can display projected levels of activity within the ranges prescribed by the member’s pathway.


4. Resource Requirements and Allocation
High quality data and appropriate validation procedures are essential to provide information useful for College of Medicine resource management including allocation of resources among established programs and for new initiatives. The college relies on its department heads to ensure that input into the AoD system is free of errors and omissions so that reports are accurate and complete.

Part 2 - Explanation of Internal Programmin and procedures for Assignment of Duties

1. Default Activity Category – Biomedical and Social Scientists
For biomedical, social science and physical therapy faculty members who are not required to provide clinical services, the default activity category is Research and Scholarly Work.  When an AoD web based document is opened and the member’s personal information entered and submitted, should there be no further data entry, reports will indicate 100% Research and Scholarly Work.

2. Default Activity Category – Clinical Practice Required
For physician members and PhD qualified members in laboratory medicine with a requirement for clinlcal practice (“Clinical Practice Required”), the default is Patient Care and Patient Care Administration. When an AoD web based document is opened and the member’s personal information entered and submitted, should there be no further data entry, reports will indicate 100% Patient Care and Patient Care Administration.

3. No Prescribed Working Hours
There are no prescribed working hours for full time faculty members in the College of Medicine.  The annual hours accepted by the AoD document range from 1,600 to 3,000 hours per year at full time exclusive of a practicing physician member’s on call hours (“Specialist Emergency Coverage Program” or other scheduled call).  Less than 100% FTE will scale down the range of hours accordingly.  Maximum weeks per year (44), maximum hours per day (16) and, maximum days per week (7) are all displayed on the Personal Information screen in the AoD system. Determination of the annual hours estimate is at the discretion of individual faculty members.

4. No “After Hours” Concept
There is no concept of “after hours” for full time university faculty members in the College of Medicine.  The hours per day entered into the system represent an average and this allows for activities that occur outside of the normal daily operating hours of the university or its institutional partners, recognizing that members do not necessarily work the same number of hours each and every day.  Instructional services and/or patient care services may be delivered in early morning or evening sessions any day of the week including weekends. On occasion it may be necessary to travel and/or perform other assigned duties on weekends; for example, attendance at professional meetings and certain outreach and public service functions.

5. Accuracy of Estimates and Adjustment to Hours Entered
It is recognized in the system that some of the hours to be entered are more accurately determined than others. A one hour scheduled lecture would represent the more precise end of the spectrum.   Hours required for: administrative activity; research and scholarly work; and, patient care service delivery requires an estimate. Further, the system requires that hours allocated for each of: Research and Scholarly Work; and, Patient Care Service is converted to and entered as percentage. For faculty members with Clinical Practice Required, there may be  a predetermined weekly pattern for most of the year, for example, six half days of scheduled clinical activities represents 60% of a five day week.  Other estimates such as time required for academic administrative assignments are more difficult to determine and thus subject to greater error. If hours accumulated through entries exceed the annual hours estimate the web based system will proportionately reduce the hours for specified activities in order to match the original annual hours estimate.

It is noted that didactic instructional hours in UGME and PGME, other undergraduate programs and graduate student programs are not included in the reduction process.  Conversely, if accumulated hours are less than the annual hour base, the differential hours are added to Patient Care (for Clinical Practice Required) or to Research and Scholarly Work (Biomedical and Social Scientist) in order to match the annual hours base.  Assistance with estimating hours and percentage is provided by the college’s Annual Hours/Per Cent Estimate Template – (see Menu item Additional Options, FAQ, Per Annum Calculation).


6. Working Backward to Achieve a Predetermined Percentage
It is the responsibility of the department head to record and submit assignments for each faculty member into the web based documents.  If all required data is not available to the department head it may be necessary to request that individual faculty members complete specific portions of the document.    

In any case, when data entry is complete, all assignments are reviewed between the department head and the individual member. Any necessary corrections are entered into the system and the department head submits the document to the dean of the college for approval.  Making adjustments to data to arrive at preconceived percentage allocations is counter to the fundamental purpose for which the system is designed. Should this error be discovered, assignments will be corrected or returned to the department for correction prior to college level approval. 

7. Department Review Process
For the review process for 2014-2015 and future years, designated departmental staff members will assist the department head and department faculty members in completing the assignment of duties process within the department.  The college will provide group and one on one advice in how to assist the department process and including techniques for identifying errors and omissions.  Specific to Postgraduate Medical Education, part of the process involves review of completed instruction schedules for the current year as a guide to the commitments entered for the ensuing year. 

8. College Review Process
Both department and college review processes rely heavily on comparisons, therefore it is essential that all assignments are submitted by the prescribed due date.  This allows for both intra-department comparisons and inter-department comparisons to be made prior to approving assignments.  Since there are clinical scientists, biomedical scientists, social scientists and physical therapists engaged in delivering the college’s programs, these reviews will include comparisons by faculty grouping, e.g., all biomedical scientists in all departments. The college approval process includes reviewing the details of assignments where anomalies appear. The alignment between calculated results and career pathway ranges will be reviewed. 

9. Commitment for Ensuing Academic Year/Changes to Assignments
Data entered into the AoD document represents a projection and a commitment for the ensuing academic year to deliver instructional and other services as assigned and approved by the department head and approved by the dean of the college. If there is major change in assignments it is the department head’s responsibility to; “un-submit” the AoD document; complete changes; re-submit the document into the system; and, advise designated college officials of the details of such changes.  Minor changes such as adding or deleting one lecture hour do not require adjustment to the originally assigned duties.  Adding one half day per week to patient care services (an approximate 10% change) is reason to make an adjustment.  Department heads are advised to contact the designated college staff members when in doubt about a particular situation.

10. University and College Procedural and Policy Requirements
Direction as to process for developing and finalizing assignments is provided in the current Collective Agreement between The University of Saskatchewan and The University of Saskatchewan Faculty Association”. It is the responsibility of the department head to ensure that all university and college procedures and policies for assignment of duties are observed and followed, including requirements of the collective agreement between the university and the faculty association.

11. Single Task and Multi Task Activities
Delivery of instructional programming requires two general types of activity identified as “single task” and “multi task”.  Most of the multi task activity involves members who have Clinical Practice Required. A classroom lecture is considered to be a single task activity, while faculty member attendance on a Clinical Teaching Unit or Family Medicine Teaching Unit is multi task involving both instruction and medical service delivery.

12. Relative Value Factors
Relative Value Factors (RVFs) are employed to adjust the allocation of annual contact hours to recognize activity such as lecture preparation and evaluation of student progress, and for allocation of contact hours for multi task activities.

13. Relative Value Factors References
RVFs were developed in reference to: (a) curriculum documentation; (b) the system for engaging community faculty members; and, (c) prior years’ actual experience in developing the system.

14. Relative Value Factors Represent the Average
Relative Value Factors generally represent averages across all disciplines and may be perceived as unsuitable for some situations.  An RVF of 3.0 applied to a one hour classroom lecture may be found insufficient for a new junior faculty member or for an established member who takes on responsibility for a new or revised program.  That same RVF may be considered generous where the same lecture is delivered a number of times during a year to different groups of students. Where the RVF is considered to be an extreme under representation of the actual time required for preparation and/or evaluation, a referenced entry can be made in Section A6 under “Other Related Activities”.

15. Number of Students/Learners Not Relevant to AoD System
It is essential to note that contact hours in this AoD system are not affected by the number of learners present.  A one hour lecture is entered as one hour irrespective of the number of students in attendance and this is the case with all other instructional modes. 

16. Application of Relative Value Factors
As data on instruction, research and scholarly work is entered, the internal program multiplies contact hours by the RVF and deducts the product from the original annual hours entered.  When all data has been entered, if all original annual hours are not fully allocated, the program will allocate any remaining hours as follows: (a) for biomedical scientists, social scientists and physical therapy faculty members to Research and Scholarly Work; and, (b) for physician faculty members for whom clinical practice is required, to Patient Care and Patient Care Administration. If data entry results in an excess of hours above the original annual hours base, the program will make proportional reductions in select activities such as research, administration and student supervision until the original annual hour base is reached.  If there are insufficient hours in the selected activities, negative values may appear in the reports and manual intervention is required.

17. Adjustment to Clinical Practice Hours for Academic Instruction and Supervision
For biomedical and social scientists and physical therapy faculty members the results of data entry are observed between line 1 and 21 on the report found at “Faculty Reports – Summary Report”.  Line 17 will always report zero activity for these faculty members.
For practicing physician faculty members (Clinical Practice Required), hours are allocated as data is entered and the effect can be observed above and below line 17 in the report “Faculty Reports – Summary Report”.  

Line 17 appears as:

17

PGME INSTRUCTION, ROUNDS, SUPERVISION, EVALUATION - PATIENT CARE (EXCLUSIVE OF CTU)

Data entered for the following activities will reduce hours allocated to Line 17 and reallocate these hours to Instruction, Supervision and Related Academic Duties on line 1 of the Condensed Summary Report (see format below) which appears at the bottom of the report page:

22

PGME ASSESSMENT

 

 

23

PGME, JURSI AND OTHER CLINICAL SUPERVISION - STUDENT (WEEKS)

 

 

24

INSTITUTIONAL, DEPARTMENT AND DIVISION GRAND ROUNDS

 

 

25

CTU/FMTU ORIENTATION, ACADEMIC HALF DAY; AND, JOURNAL CLUB

 

 

26

SPECIALTY AND SUB SPECIALTY ROUNDS – SCHEDULED CLASSROOM SERIES

 

 

 

Condensed Summary Report

 

 

 

Percent

Range

1

Instruction, Supervision, Evaluation and Related Academic Duties

 

 

2

Research and Scholarly Work

 

 

3

Academic/Research Administration

 

 

4

Outreach and Public Service

 

 

5

Continuing Professional Learning (Conferences and Professional Meetings)

 

 

6

Patient Care and Patient Care Administration

 

 

Total                                                    100.00%

Part 3 - Instructional modes and relative value factors

#

Instructional Mode

Target Group

RVF

RVF Base

1

Lecture/Seminar

UGME Year 1-3

3.0

1 Hour

2

In Classroom, Small/Large Grp, Lab Presentation,

UGME Year 1-3

2.0

1 Hour

3

Laboratory/Clinic Supervision

UGME Year 1-3

Up to 1.0

1 Hour

4

Lecture/Seminar

UGME Year 4

2.00

1 Hour

5

OSCEs, Orals

UGME  Year 4

2.00

1 Hour

6

JURSI/Equiv One On One Supervision

UGME Phase D

1.00

1 Day

7a

JURSI/Equiv Supervision with Group (PGME)

UGME Phase D

0.024

1 Day

7b

JURSI/Equiv Supervision with Group Anesthesiology

UGME Phase D

0.004

1 Day

8

JURSI Assessment – Main Assessor

UGME Phase D

2.00

1

Evaluation

9

JURSI /Equiv Assessment – Contributing Assessor

UGME Phase D

0.50

1

Evaluation

10

Lecture – Classroom

Biomed/Other UG

3.00

1 Hour

11

Seminar

Biomed/Other UG

2.00

1 Hour

12

Classroom/Lab Supervision

Biomed/Other UG

1.00

1 Hour

13

Lecture - Classroom

Graduate Student

3.00

1 Hour

14

Seminar/Small Group

Graduate Student

1.50

1 Hour

15

Graduate Student Supervision 3.00 hours per week direct one on one contact while student works on projects in faculty

Graduate Student

3.00

1 Week One on One direct contact


 

member’s laboratory or clinic operation) Maximum week per student is 39. Maximum hours per year is 468.

 

 

hours only

16

Advisory Committee

Graduate Student

1.00

1 Hour

17

Medical Resident Supervision

PGME

1.2

1 Week

18

Medical Resident JURSI Maximum Student Weeks of Supervision – Exclude CTU/FMTU Weeks Where Applicable

PGME/JURSI

44 wks

up to 4 students

9.6% of

2200 hrs

19

Medical Resident Supervision

PGME -

Anesthesiology

0.2

1 Week

20

Medical Resident JURSI Supervision Maximum Anesthesiology

PGME -

Anesthesiology

44 wks

up to 4 students

1.6% of

2,200 hrs

21

Institutional Grand Rounds

PGME Presention

9.00

1.00

22

Department Grand Rounds

PGME Presention

5.00

1.00

23

Division Grand Rounds

PGME Presention

3.00

1.00

24

CTE/FMTU Orientation

PGME Presention

3.00

1.00

25

Academic Half Day Core

PGME Presention

2.00

1.00

26

Academic Half Day Spec/Sub Spec

PGME Presention

2.00

1.00

27

Journal Club

PGME Presention

2.00

1.00

28

Other Classroom Sessions

PGME Presention

2.00

1.00

29

CPL To Practicing Professionals – Presentation

CPL – Delivery and/or Preparation

1.00

1 Hour

30

Lecture - Classroom

Master of Physical Therapy

3.00

1 Hour

31

Seminar - Classroom

Master of Physical Therapy

2.00

1 Hour

32

Laboratory –includes set up by Faculty Member

Master of Physical Therapy

4.00

1 Hour

33

Tutorial

Master of Physical Therapy

2.00

1 Hour

34

Clinical Practice

Master of Physical Therapy

1.00

1 Hour

35

Course Administration

Master of Physical Therapy

1.00

1 Hour

 

Note With Respect To Undergraduate Medicine Extra Curricular Medical Experiences

If A Student Requests Dedicated Time To Discuss Matters Of Career Choice Exclusive Of Any Workplace Observation And The Faculty Member Is Registered With The College Of Medicine

Mentorship Program, Time Allocation is Included in Other Related Duties – Mentorship Program Where Total Contact Time Is Estimated for the Year .

Part 4 - Examples of RVF Values applied to a full year at 100% FTE based on 2,200 hours

Example 1 – Lecture Equivalency To Other Colleges

Ref 1

Lecture – Classroom

39 x 4 Half Classes

156 Contact Hrs/Yr

RVF 3.0

39*3=117

117**4=468

468/2200

21.3%

Comment – E.G., College of Arts and Science

 

Example 2 – UGME Lecture Equivalency To Other Colleges – Weekly Basis

Ref 1

Lecture – 3.5 Hours Per Week

44x3.5=154

RVF 3.0

154*3=462

616/2200

21.0%

Comment – Example 2 Demonstrates The Number Of Formal Classroom Lectures Required Per Week For 44 Weeks To Equate To Example 1

 

Example 3 – UGME Phase D JURSI One On One Supervision Per Day For A Full Year

Ref 6

JURSI/Equiv One On One Supervision

44*5=220

RVF 1.00

220*1.00=220

220/2200

10%

Comment – JURSI One On One Supervision On A Daily Basis For 220 Days Per Year Equates To One Half Day Per Week Of Concentrated Contact Time With An Individual Student Exclusive of Formal Classroom Instruction and Evaluation

 

Example 4 – JURSI Supervision As Part Of A Group For 220 Days Per Year

Ref 7a

JURSI/Equiv Supervision with Group (PGME)

UGME Phase D

RVF 0.024

0.024*10*220=52.8

52.8/2200

2.4%

Ref 7b

JURSI/Equiv Supervision with Group Anesthesiology

UGME Phase D

RVF 0.004

0.004*10*220=8.8

8.8/2200

0.4%

Comment – The RVF Acknowledges Hierarchical Supervision Within A Group Of Postgraduate and Undergraduate Medical Students And The Differential For The Department of Anesthesiology References Relevant Schedules For Engagement Of Community Faculty Members

Additional Comment – Group Supervision Is Also Addressed Below As A Limit Applies To The Number Of Weeks For Group Supervision Which Includes Medical Residents, JURSIs and JURSI Equivalents


Example 5 – Graduate Student Supervision – (College of Graduate Studies MSc and PhD Candidates) One Student 39 Weeks Per Year Excluding Related Committees And Formal Classroom Lectures and Seminars – Assumes The Student Is Involved In Biomedical Research Work

Ref

Graduate Student

Graduate Student

RVF

Range

117/2200

15

Supervision (up to 3 hours

3.00/wk

3.00*39=117

5%

per week direct one on one

1.5/wk

1.5*39=58.5

58.5/2200

contact while student works

3%

on projects in faculty

member’s laboratory or clinic

operation) Maximum per

annum 468 hours.

Comment – Exclusive Of Formal Classroom Lectures And Seminars, And, Excludes Committee Work

Example 6 – Postgraduate Student (Medical Resident) Supervision For One Student 44 Weeks Per Year Excluding Formal Classroom Lectures and Seminars and, Evaluation

Ref 17

Medical Resident Supervision

PGME

RVF

1.2/wk

1.2*44=52.8

52.8/2200

2.4%

Ref 19

Medical Resident Supervision Anesthesiology

PGME

RVF

0.2/wk

0.2*44=8.8

8.8/2200

0.4%

Comment – RVF For Anesthesiology References Relevant Schedules For Engagement Of Community Faculty Members

 

Example 7

Ref 18

Medical Resident/ JURSI Maximum Student Weeks Supervision

PGME/JURSI

RVF 1.2

1.2*44*4=211.2

211.2/2200

9.6%

Ref 20

Medical Resident /JURSI Maximum Student Weeks Supervision - Anesthesiology

PGME/JURSI

RVF 0.2

0.2*44*4=35.2

35.2/2200

1.6%

Comment – Maximum For Student Supervision Is 44 x 4 Student Weeks Over One Year (44 Weeks With 4 Students Supervised For The Full Year – Actual Number Of Students Supervised May Vary Through The Year) Excludes CTU and FMTU Where Applicable


Example 8

CTU and FMTU Supervision 220 Full Days Per Year For FMTU and 308 Days Per Year For Internal Medicine CTU

Ref 26c

FMTU Supervision

PGME

RVF 0.15

0.15*10*220=330

330/2200

15.0%

Ref 26c

CTU

PGME

RVF 0.15

0.15*9*308=415.8

415.8/2200

18.9%

Comment – RVF Recognizes The Supervising Faculty Member’s Ultimate Responsibility For All Patient Care Delivered While In Charge Of The Unit, The Hierarchy Of Supervision Among Medical Resident and JURSIs And The Separate Data Entry For All Formal Classroom Presentations And Evaluation Processes Associated With The Purposes Of The Unit

Additional Comment – The Department Of Medicine General Internal Medicine Clinical Teaching Unit Is Attended By Faculty Members On A Seven Day Per Week  Nine Hours Per Day Basis

FAQs

Process Questions

This document is further explanation of the basis for the fundamental aspects of the College’s web-based Assignment of Duties.  It also includes the current relative value factors applied to teaching duties.

Q1:  Is it necessary to enter information in a particular sequence?
One must begin entering information by first choosing “Select Faculty Member and Year” and completing those two fields.  Then the Personal Information section must be completed.

Following that, there is no set order to entering data; however it will be easier to track what has been entered by beginning with Section A1 and follow through each section.

Q2:  How does AoD Apply to Faculty Members who will be on Leave?
An AoD record need not be completed for faculty members who will be on leave (ie. maternity, without pay, sabbatical) for 10 months or more of the academic year. Those on leave for less than 10 months of the year should reflect that proportionate FTE % on the Personal Information page (ie. if on a 6 month sabbatical July-Dec, then 50% and 22 weeks).

Q3:  What is required after all data entry is complete?
After entering all information, the data should be reviewed for completeness in the “Review and Submit” section. 

If a “manual adjustment” notice appears on the dashboard at the top of the screen, make the necessary changes (see below for details).

Review the three Faculty Reports:  “Detail Report Unadjusted”, “Summary Report” and “Detail Report Adjusted”. 

Return to the Review and Submit section to ensure there is no requirement for a “manual adjustment”.

If you are a faculty member and your Department Head has requested that you complete the information prior to his/her review of the data, you should inform your Department Head by email when you have completed the data. There is no specific button in AoD for you to indicate you are “done”.

Q4:  More about “Review and Submit”
This section may be accessed at any time to view the data entered in the AoD record to that point. This screen is a complete list of the hours entered in all subsections. It is useful as a final ‘check’ for completeness before the Department Head submits the completed assignment of duties to the College.

This page also displays which sections can be reviewed and potentially adjusted should a manual adjustment (see below) be required.

Note:  Only the Department Head can click the “Submit Duties” tab at the bottom which signifies that the duties are complete and correct, and have been reviewed and approved by the Department Head.

Q5:  What is the Dashboard?
The “Dashboard” appears at the top of each screen while entering data.  It displays: (a) the estimated number of hours per annum that a faculty member will be working; (b) the number of hours accumulated through data entry; and, (c) the number of under or over allocated hours by comparing the annual estimate to hours entered.

Q6:  If total hours entered are less or greater than the estimated hours in the Personal Information Section, what action is to be taken?
If hours entered are less than the annual estimate and all assignments have been entered, a pre-programmed adjustment will be made. 

For purpose of assignment of duties, faculty members in the College of Medicine fall into two broad categories and the pre-programmed adjustment is made as follows:,

a)  Where clinical practice is required of faculty, any under-allocation of hours will be allotted to “PGME Instruction, Rounds, Supervision, Evaluation – Patient Care”; and,

b)  Where faculty are not required to carry out clinical practice, the balance of hours required to total the estimated annual hours will be allotted to “Research and Scholarly Work exclusive of Student Supervision and Patient Care”.

If hours entered exceed the annual estimate, there are pre-programmed adjustments made to specific activities such as research, administration and other related duties – but only to the extent that the over-allocation can be absorbed by the hours entered for these specified activities.

The “Review and Submit Page” will indicate that no adjustment is required.  If not, there will be a message on the “Review and Submit” page that a “manual adjustment” is required. 

Categories of activity subject to a manual adjustment reduction in hours are noted on the “Review and Submit” page. Where a manual adjustment is required it is recommended that increasing the estimated hours per annum not be employed as a solution. Department Heads may wish to contact the Office of Faculty Affairs before proceeding with a manual adjustment.

There are two screens that require entering one or more percentages:

(1)   The first of these can apply to all faculty members and in Section A3 Research and Scholarly Work, if applicable, a percentage is entered into:

 “Enter Research and Scholarly Work Per Cent Time and Effort Exclusive of Direct Patient Care (%)”  

(2)   For faculty members with Clinical Practice Required in Section B1 Patient Care Services percentages are required for:

(a) “Per Cent Of Total Time Per Week Allocated For Service Delivery other than CTU”; and,

(b) “Per Cent of Service Coincidental with Student Instruction and/or Research and/or Exclusive to Patient Care.”

Changes to the AoD system for 2013-2014 include hours allocated for Research and Scholarly Work to be adjusted where accumulated hours exceed the annual estimate of hours to be worked.  Consequently, if the percentage entered for Patient Care is 80% and the percentage entered for Research and Scholarly Work is 40%, an adjustment will occur such that reports will show 20% Research and Scholarly Work and 80% Patient Care.

Q7:  How does the Department Head Submit Assignments to the College for Approval?
Once opened and personal data entered, the individualized web documents are “un-submitted” until completed and entered into the system by the Department Head for approval by the Dean of the College – this occurs when the Department Head clicks the “Submit Final Duties” button at the bottom of the Review & Submit screen. This informs the Dean of Medicine that the assignments: (a) are complete; (b) conform to all relevant university and college requirements; (c) have been reviewed in detail with the faculty member; and, (d) are recommended for approval by the Dean of Medicine.

Q8:  What happens when “Submit Final Duties” is clicked?
Data entry is then available only at the Department level. Faculty members can view their individual screens and reports at any time. If there is a need to revise the data, the Department Head can “un-submit” an individual document or authorize a designated Department staff person to do so.

Program Questions

Q1:  Why is 44 weeks per year the maximum?
Faculty members are allotted six weeks per year as vacation time and statutory holidays are collectively two weeks for a total of 8 weeks during which time assigned duties would not normally be performed.

Q2:  What is the base annual number of hours for calculating percentages?
There is range of 1,600 to 3,000 hours per year (exclusive of medical on call hours) for those who are working full time (100% FTE – full time equivalent).  This range of hours is automatically adjusted by the percentage entered if a faculty member is working less than full time. 

Total annual hours are determined by entering weeks per year, days per week and hours per day.  If the total does not fall within the range, a prompt is displayed and adjustment to annual hours will be required.

Q3:  What is the “Detail Report Unadjusted”?
This is essentially a work sheet that indicates hours entered, over or under allocated hours and identifies which activities are subject to pre-programmed adjustment as described above.

This Report shows the percentage of time spent in each area (based on the hours allocated) as well as which sections can be either increased or decreased by the program if needed, to equal the annual hours estimated on the Personal Page.

(Items marked 'A-' Or 'A+' Are Subject To Pre Programmed Adjustment)

Q4:  What is the “Detail Report Adjusted”?
This is essentially a final worksheet with adjustments included. 

Q5:  What is the “Summary Report”?
This report summarizes certain categories, displays percentage and certain data that has been entered and provides a “Condensed Summary” for academic activity, research, administration, outreach and public service, and for clinical service (where applicable)

Q6:  What is necessary if an “error” page (http or JBoss Seam) appears?
Report this occurrence to the Faculty Affairs office in the College of Medicine (Carla.zorn@usask.ca). It would be helpful to provide this information in the email:

- if possible, copy the URL of the error message into the email
- note which section you were in and what you had just done prior to the error page (ie. hit “next”)
- also, which browser you were using (ie. Internet Explorer, Firefox)

Q7:  What is the “log in” time per session?
Four hours. Everything entered on a screen and followed by ‘Next” or ‘Submit’ will be saved prior to either manually logging out or when the system automatically logs out after four hours.

Q8:  Who to call?

Department staff will be in a position to answer most of the questions about data entry and reports.

Also, the Office of Faculty Affairs will be pleased to assist at any time - via the ‘Contact Help’ tab on the left-hand menu.