38 Softdocs LOA Process

Division Chairs

• Review faculty load spreadsheet (CROA) with Sr. Admin to insure accuracy
• You will receive an email from Softdocs for each faculty member that has an LOA. Click the link in the email.
• Check the form for accuracy.
• Approve or Decline the form. Approve means that there are no errors and the form is complete. Decline means that there are errors in the form and faculty/admin need to make corrections.

Sr. Administrative Assistant

• Pull a faculty load report to total loads for each faculty
  • Delete columns you don’t feel you need
  • Make sure to include all reassigned time by adding a line and including the reassigned credits to the Load column
  • Determine which sections are overload if necessary (work with your chair)
  • Have the chair review the spreadsheet for accuracy
• Complete the faculty assignment contract entry process from the Section Entry Manual.
  • If you have faculty that are “shared” with other divisions, work with those admin. LOA’s will be processed from each faculty’s home division (where they were hired).
• Inform HR that you have completed your contract assignments and are ready for them to run the CLPS report. CC the Dean and Assistant to the Dean.
• Check the CLPS report for accuracy. Insure overload and adjunct contracts match your spreadsheet.
• If corrections need to be made, follow the steps in the Section Entry Manual to modify an existing assignment contract and inform HR when completed.
  • Repeat step 4 and 5 until all assignments are accurate.
• Send an email to all faculty with an overload or adjunct contract letting them know that the assignment contracting is complete and it is time for them to initiate their LOA in Softdocs Etrieve Forms.
• You will receive an email for each LOA form as it is completed or declined.
  • For forms that are approved by the division chair: make note that the faculty has completed the process.
  • For forms that are declined by the division chair: determine what is incorrect on the form, make corrections, and alert the faculty to re-initiate the form.