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This web page allows a faculty member or an assigned proxy to indicate average weekly hours dedicated to various academic functions during a semester. 

Complete the Faculty Hours Form: 

  1. Log onto the system via ESSIC and choose the link “ State Mandated Collection System ”. 
  2. Answer “ Yes ” or “ No ” to question 1. For example, a faculty member would click “ No ” if he/she was on an unpaid leave from the University for the entire semester. If “ No ” is selected, hit the “ SUBMIT ” button and the form is completed. If “ Yes ” is entered, proceed to the next step. 
  3. For question 2 - Instruction, enter the average weekly hours spent teaching undergraduate, graduate and/or first professional (i.e., Medical, Law) credit courses. If the faculty member did not teach during the specified semester, these boxes would contain zero (0). 
  4. For questions 3 through 6, enter the average weekly hours spent engaging in: 

    • Instructional Support (box 3) 
    • Research (box 4) 
    • Public Service (box 5) 
    •  Other University Service (box 6) 
      If the faculty member did not engage in any one or more of these functions, then the appropriate box(es) would show a zero (0). 
  5. Total Hours Entered is an automatic summation of the hours entered above. If this amount is between 80 – 99 hours, a supporting reason must be entered in the comment box. If the total hours entered is more than 99, the form cannot be submitted. Modify the appropriate box(es) so the summation of hours is 99 or less. 
  6. Hit the “ SUBMIT ” button to complete the process. The system will display the statement “ Form Saved ” in the upper left corner. Close the browser to exit the SMCS system. 


Note: All hours are to entered in full hours. 

  1. Did you perform any of the activites below? 
    • This is a required field. The default is "Yes" in which case hours need to be entered in the form. If the answer is "No" then please select "No" and press the SUBMIT button. 
  2. Instruction 
    • This includes instruction in lectures, laboratories, and independent study courses or activities for which the student is registered and supervision of graduate students enrolled in 600-level (thesis) courses. Class contact hours are expressed in terms of the average number of hours per week spent in these activities. Allow for immediate pre- and post class time with student, i.e., for a 50-minute instructional period assume one period equals one hour of contact time with students; three such meetings equal three contact hours. For a 75-minute instructional period assume one period equals one and one-half hours of contact time with students; two such meetings equal three contact hours. In prior years RI Instruction (Class Contact) and CE Instruction (Class Contact) hours were reported separately. They are now combined. 
  3. Instructional Support 
    • Average hours per week spent in preparation for instruction in courses which the faculty member is currently teaching. Examples include: 
    • A. Preparation for the direct instruction of students.
    • B. Evaluation of student performance. 
    • C. Preparation of class materials for student use during the current semester.
    • D. Non-class student conferences directly related to classroom instruction for current semester.
    • E. Student conferences and student advising activities which are not directly related to current teaching responsibilities.
    • F. Preparation for teaching courses in future semesters.
    • G. Development of new courses and new instructional materials.
    • H. Development of methods of instruction.
    • I. Committee work which directly supports the instructional process (e.g., departmental or college curriculum committees and faculty Senate committees deliberating instructional issues). In prior years RI Instructional Support, RI Class Prep, RI Other Instructional Support, CE Instructional Support, CE Class Prep and CE Other Instructional Support hours were reported separately. They are now combined. 
  4. Research 
    • Average hours per week spent in all scholarly activity, research or creative activity supported or paid for by resident instruction budgets and research activity supported or sponsored by external contracts or University Organized Research funds budgeted through Research budgets. Activities include: 
    • A. General professional development.
    • B. Remaining current in one's field.
    • C. Work toward advanced degree.
    • D. Attendance or participation in professional or scientific meetings.
    • E. Preparation of scholarly or creative results for presentation including publication, exhibition, performance, or public oration.
    • F. Service on an editorial board or as editor of a scientific, scholarly, or creative publication. 
  5. Public Service 
    • This category reports only activities for which separate compensation is not received (e.g., consulting fees, course fees, salary, or wages). This includes course development, preparation, and instruction of cooperative extension courses. It also includes public, governmental, and professional service which is related to one's academic area and is part of one's University duties; such as, assistance to agricultural business, industrial, education, other groups, or service to local, state, federal, or international advisory panels. However, this does not include voluntary participation in community affairs having no direct relationship to assigned duties. 
  6. Other University Service 
    • Activities in which a duty or service is provided to the University which is not directly related to instruction, research, or public service. Examples Include: 
    • A. Administrative responsibility for/or service to the University, college, campus, or department, institute, or program.
    • B. Service in areas providing indirect support to instruction and research (e.g., the Libraries and Computation Center).
    • C. Membership on non-instructional support committees, commissions, or councils, or the University Faculty Senate and its non-instructional committees.
    • D. Intramural and intercollegiate coaching responsibilities.
    • E. Participation in faculty recruitment, tenure, promotion, and other personnel decisions.
    • F. Service to student groups as an advisor or providing other assistance. 

Total Hours Entered 

This is a total of all hours entered in the above fields. If Total Hours are greater than 80 and explanation must be entered in the comment section 



Please enter any comments that may be pertinent to the data in the form 


SUBMIT Button 

Once all the hours have been entered please click on the submit button to add the information to the database. If changes are needed to any hours, make the changes and press the SUBMIT button to make the changes to the database. Changes can be made as many times as needed until the closing date for the semester 



  •     FTEs may be entered with 2 decimal positions 
  •     FTEs are not on the Hours form 


RI (Resident Instruction) FTE 

Resident Instruction refers to any payment from a General or Restricted Funds budget with an Resident Instruction function (ie. when the function of the budget is 112 or 130). In past years CE (Continuing Education) has been collected separately from RI. CE and RI FTEs are now combined. Instructional Activity related to World Campus courses should also be included. When applicable, all full-time faculty paid from a continuing education special credit budget (ie. when the function of the budget is 152, 153, 154, or 155) should have their FTE and hours reported in this category. Also, Continuing Education Credit work is to be reported whether done as a part of a regular faculty appointment or done for extra compensation. CE non-credit activity should not be reported. In those cases where a faculty member is teaching one or more Continuing Education Special Credit course for extra compensation, the total FTE for the semester will be more than 1.00. The FTE value in excess of 1.00 will be determined by the financial officer based on how the extra compensation effort compares with the expectations for full-time faculty members in the department. If, for example, teaching a course is considered to represent .33 of an individual's load, the FTE for a faculty member teaching one Continuing Education Special Credit course for extra compensation might be 1.33. 


Other FTE 

Any funds paid from a Non-RI or Non-CE budget should be reported as Other FTE.