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Purpose: 

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The Dean’s Office: For the purposes of additional employment approval, the Dean’s Office is represented by the Associate Dean for Academic Affairs. To receive necessary approvals on additional employment forms, COLA HR is the intermediary between you and the Associate Dean, as well as APS. 

COLA HR: Liberal Arts's college-level HR team; also cola_hr@austin.utexas.edu

WD: Workday; https://www.myworkday.com/utaustin/d/pex/home.htmld

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1. The department/unit requesting to hire the faculty member completes the Instructional Overload Pre-approval Form on the APS Service Now website.
   1. Note: If an overload is being requested as part of a new faculty hire (for example, when hiring a professional track faculty member who has never taught previously in your unit), prepare and submit the overload request as the first step in the PAR process, although do not wait for final approval before moving forward with the rest of the PAR.
   2. The effective date will normally be either 9/1/YY or 1/16/YY.
   3. The end date will normally be either 1/15/YY or 5/31/YY.
   4. "Proposed Additional Compensation" is the amount to be paid for the overload.
      1. Assuming the overload is one course, this will normally be 1/6 of the faculty member’s 9-month rate.
      2. However, it might be less--if, for example, only part of the teaching stipend is being paid as an overload (if a staff member’s staff job is only 30 SWH, for example)--or more, depending on individual circumstances.
   5. “Additional Course(s) to be taught”: List the specific course to be taught as an overload, including abbreviation (e.g., LAH 350), title ("Paddington Goes to College"), and, whenever possible, the unique number.
      1. The "Please provide a rationale for this request" section need not be extensive, but the information should be clear and substantive.
         1. Overloads should be requested only for distinct, necessary reasons [i.e., because the faculty member who was going to teach the course is sick and cannot do it, so a last minute replacement is needed (as opposed to, the faculty member asked to teach an overload, and we didn’t want to say ‘no.’)].
         2. Comments in this section might look something like: “Prof. Bond will be in England on a Fulbright fellowship in the Fall semester, and this course is critical for students’ degree progression. Prof. “the Bear”, who will be covering this course, earned their Ph.D. in children’s storytelling in 1995 from Zoo U. and has extensive experience teaching this course at UT-Austin and other colleges and universities.”  
2. You must route the form to the following people for approval:
   1. Chair or Chair Delegate: the Requesting Unit Head (via EID)
   2. Dean's Staff: Stuart Tendler (smt957) – Note: although this is marked "optional" on the form, this field is Required for COLA forms. 
   3. Dean or Dean's Designate: Steven Hoelscher (hoelsch)
3. When the IOF is approved, you will, in most cases, initiate a “Request Compensation Change” BP. (Request Compensation WIG)
   1. Typically you will use Reason-New Allowance
   2. Effective Date: the semester start date/same as above
   3. Allowance: Compensation Plan: Instructional Overload (ongoing)
   4. Amount is calculated on a monthly basis, derived by taking the total amount of compensation to be paid (for the semester) and dividing by 4.5.
   5. Don't forget to add the end date under Additional Details.
   6. Attach the approved IOF to the BP, and add Comments before submitting.
      1. If the Instructional Overload is Not being paid by the same account as the faculty member's salary, or if the faculty salary is paid from more than one source, please include the account number funding the Overload allowance in the BP Comments.

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