Dear Faculty,
I am writing to share some exciting upcoming changes to our systems here at Vincennes University. Our primary goal with this initiative is to fundamentally modernize and streamline how we administer faculty contracts, workload/overload, assignments, and compensation. This project focuses on Strategic Priority #5: Operational Excellence and Innovation.
By implementing the FLAC (Faculty Load and Compensation) component within our existing Banner system, this initiative will enhance operational efficiency by automating faculty pay calculations based on factors such as course load, contract type, credit hours, contact hours, and institutional pay rates. Another improvement resulting from this project is the ability to manage faculty contracts electronically through our UKG system. This transition offers faculty enhanced transparency regarding their professional assignments and compensation details, while aiming to increase pay accuracy and minimize contract-related payroll corrections.
This transition will introduce several key changes and improvements:
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Electronic Contract Management Full-Time Faculty (Starting Fall 2026 - University-wide): We will transition to the electronic initiation and management of contracts for eligible full-time faculty. This change will be for all eligible full-time faculty across the university. Detailed instructions coming soon.
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Electronic Contract Management Adjunct Faculty (Starting Fall 2026 - University-wide): We will transition to the electronic initiation and management of contracts for eligible adjunct faculty. This change will apply to all part-time faculty across the university. Detailed instructions coming soon. This includes semester contracts and online adjunct contracts.
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When your faculty contract is ready, Human Resources will send you an email notification from ukgnoreply@vinu.edu indicating that your contract is available for review and electronic signature. Faculty contracts must be reviewed and signed within 14 days of receiving the notification. Instructions on how to Review and Sign your contract can be found in this TDX KnowledgeBase: https://vinu.teamdynamix.com/TDClient/69/Portal/KB/Article/29249/How-to-Review-and-Sign-Your-Faculty-Contract-in-UKG
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Automated Compensation Calculations (Starting Fall 2026-Impacting the College of Health Science and Human Performance and Distance Education only): The system will automate faculty pay calculations based on specific factors, including course load, contract type, credit hours, contact hours, and institutional pay rates.
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Accurate and Transparent Overload Calculations (Starting Fall 2026-Impacting the College of Health Science and Human Performance and Distance Education only): By automating these processes, we are reducing contract-related payroll corrections and manual calculations of overload and adjunct pay. Crucially, this system will also provide faculty with significant transparency regarding their professional assignments and compensation details.
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Pay schedule change for Distance Education Adjunct Faculty (Starting Fall 2026-University Wide): Adjunct faculty assigned to online course loads will now be paid over the course of seven pay periods, starting on October 2, 2026.
To ensure a smooth transition, the Colleges of Health Science and Distance Education have been working diligently since January with the office of the Provost, IT, Finance, Payroll, and Human Resources to carefully configure and test this new system and processes. I would like to formally thank the team that has been dedicated to this project and has already logged numerous hours to work to see this project through to completion:
Core Project Team Members:
Tracy Henry, Administrative Assistant, Provost Office
Monica Tomasik, Secretary II, Health Occupations Division Office
Alison Cook, Secretary II, Distance Education
Jay Williams, Director of Enterprise Applications, VUIT
Eric Woodfork, Programmer/Analyst, VUIT
Mike Weber, Programmer/Analyst, VUIT
Paul Taylor, Senior Systems Analyst, VUIT
Michelle Cummins, Assistant Professor, Math
Shanni Simmons, Assistant Vice President - Lifelong Learning, Distance Education
Katie Wagner, Human Resources Coordinator
Tammy Willis, Payroll Supervisor
What to Expect Next: The stakeholders directly involved and impacted by this project will receive follow-up instructions and specific details on how to navigate through the new system and processes. We will keep you updated on the progress of the pilot for Fall 2026, with the goal of implementing FLAC university-wide in the Spring of 2027.
Thank you for your continued support and collaboration on this exciting project!
With gratitude,
Jaci
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Jaci Lee Lederman
Provost & Vice President for Instructional Services
Vincennes University 1002 N. First St. | Vincennes, IN 47591