Department Head's Manual
Service Codes and Definitions
Service codes
Instruction
A - Undergraduate instruction (includes preparation, readings, topics, internships, and so forth).
B - Graduate instruction (includes preparation, readings, topics, thesis, and so forth).
C - Academic advising of undergraduate students.
D - Academic advising of graduate students.
Research/Creative Work
E - Departmentally funded research/creative work.
F - Other funded research/creative work (includes federal, state, and other sources explicitly for research).
Service
G - Public service (non-credit programs for public use and externally funded programs).
H - University/departmental service (activities associated with shared governance).
I - Professional service (activities associated with professional groups, leadership positions, journal reviewer, etc.).
J - Professional development (activities associated with the development or improvement of a faculty member's skills and abilities).
Academic Support
K - Activities supporting academic activities (e.g., library, museums, computing, etc.).
Academic Administration
L - College and departmental/unit activities associated with the administration of instructional, research,
and service activities.
Student Services
M - Activities associated with counseling, admissions, registration, financial aid, and so forth.
General Administration
N - Administrative support activities for the above functions that span the university.
Definitions for Service Codes
The following definitions provide broad guidelines as to the types of activities included in each type. In general, these activities should roughly correspond to the goals established at the beginning of the evaluation year. Questions concerning the appropriate code for an activity should be referred to Ron Downey or Kelli Cox in Planning & Analysis (2-5712).
A - Undergraduate Instruction
This code would include all activities related to teaching undergraduate courses with regularly enrolled students. This would include a) preparation for a course, b) time in the classroom, c) direct contact with students related to the course, d) time spend in evaluations related to the course, e) administrative duties related to the course (supervision of assistants, class rosters, and so forth), and f) activities related to improving general undergraduate instruction (excludes departmental and college committee work, see code H). Courses at the 500, 600, and 700 level with both undergraduate and graduate enrollments should be included if the majority of the students are undergraduates. Activities related to appointment courses would be included such as studios, internships, readings, topics, research, and other similar courses for undergraduate students. All general academic advising for undergraduates would be included in code C. Include externally funded instructional programs.
B - Graduate Instruction
This code would include all activities related to teaching graduate courses with regularly enrolled students. This would include a) preparation for a course, b) time in the classroom, c) direct contact with students related to the course, d) time spent in evaluations related to the course, e) administrative duties related to the course (supervision of assistants, class rosters, and so forth), and f) activities related to improving general graduate instruction (excludes departmental and college committee work, see code H). Courses at the 500, 600, and 700 level with both undergraduate and graduate enrollments should be included if the majority of the students are graduate. Activities related to appointment courses like studios, internships, readings, topics, and other similar courses for graduate students would be included. Include externally funded instructional programs.
C - Academic Advising of Undergraduate Students
Activities to be included in this area are all related to the general advising of undergraduate students. This would include time spent with undergraduate students on enrollment issues, general career choices, general academic issues, advice about graduate school options, graduation checks, personal counseling related to academic issues, and so forth.
D - Academic Advising of Graduate Students
Activities to be included in this area are all related to the advising of graduate students. This would include time spent with graduate students on enrollment issues, career choices, academic issues, personal counseling related to academic issues, and so forth. This category would also include time spent working with graduate student on thesis research (reports or thesis) and doctoral research (dissertations). All academic advising for graduate students would also be included here.
E - Departmentally Funded Research/Creative Work
These activities would include all research and creative activities that are supported from the department's instructional budget. This would include: work done on books, book chapters, or monographs; research or creative work directed at the generation of new knowledge or materials (e.g., paintings, poems, designs, etc.) for publication in professional journals, technical reports, other similar professional outlets (e.g., electronic media) or presentations at professional meetings; and grant writing or non-funded management of grant activities. These types of activities are approved by the head/chair and the dean.
F - Other Funded Research/Creative Work
This includes all research or creative activities (where the faculty member's salary is paid) that explicitly support research or creative work. This would include work supported by: the Agricultural Experimentation Station, the Engineering Experimentation Station, the Bureau of General Research, and other grant or contract sources. This would include: work done on books, book chapters, or monographs; research or creative work directed at the generation of new knowledge or materials (e.g., paintings, poems, designs, etc.) for publication in professional journals, technical reports, other similar professional outlets (e.g., electronic media) or presentations at professional meetings; and grant writing or non-funded management of grant activities. Normally, special reports would be required by the agency or group supporting the research or creative activity.
G - Public Service (Non-Credit Programs for Public Use.)
This activity includes time spent in association with Cooperative Extension Service, Continuing Education (Non-Credit) or in relation to the dissemination of information to the general public through written, oral, or electronic media. Activities in this area should meet the criterion of making available institutional resources and expertise outside the context of the instruction program rather than simply extending the instruction program to a broader student clientele. In general this would include program planning, working with the public, program evaluation, and time spent to serve a community need or solve a community problem. All the activities related to the application of knowledge to the solution of economic and social problems in the state of Kansas, the region and the nation are included in this code. It includes areas where faculty members utilize their time and talent toward areas in which there is a high demand for their expertise and assists in the economic development of the State, region and nation. Externally funded programs (e.g., community service) would be included in this category.
H - University/Departmental Service (Activities Associated with Shared Governance.)
This code would include all activities related to serving or chairing committees on issues or directives of the Department and/or University. Initiating, working, and or providing support for projects related to the future goals, missions, or aspirations of the Department and/or University would also be included (Human Resource Information System, FRS, DARS, etc.). Work in these activities requires release from present duties.
I - Professional Service(Activities Associated with Professional Groups, Leadership Positions, Journal Reviewer, etc.)
In general, this code would be selected for activities related to professional development of the employee and any type of service provided voluntarily by the employee because of his/her expertise in a specific area. This activity would also include time spent in leadership roles in professional organizations outside of the University. Work in these activities requires release from present duties.
J - Professional Development
Activities associated with the development or improvement of a faculty member's skills and abilities. This would include sabbaticals, workshops, release time for development, extended training programs or activities, etc.
K - Academic Support
This code includes all the activities carried out in direct support of instruction, research and public service. It excludes the administration of academic programs, which is reported under code L, "Academic Administration". It includes activities that preserve, maintain and display the stock of information and educational materials such as the library, and art museum. It also includes activities that directly contribute to the way in which instruction is delivered or research is conducted through academic computing support, educational media services and ancillary support services.
L - Academic Administration
This code would include all college and departmental/unit activities that are associated with the administration functions of the instructional, research and service activities. It includes the activities of the college deans, the administrative activities of department heads or chairpersons and the activities of their associated support staff. These activities include such departmental administrative functions as interviewing prospective faculty members, assisting in the development of department policies, tenure review and so forth. This code also includes the activities required to obtain funding for research grants and contracts. Committee work would not be included here but would be reported under code H, "University/Departmental Service".
M - Student Services
These activities include services provided to students to expand their cultural, social and athletic experiences such as the newspaper, yearbook, intramural athletics, concerts, and student government. It includes the counseling and career guidance activities to assist students in dealing with personal problems and career counseling and guidance. The activities that directly assist students in their course work such as writing labs would be coded as instruction. Student services include the activities involved with the recruiting and admitting of students to our educational programs. It includes those activities required to maintain, handle and update records for currently enrolled students as well as for those who were previously enrolled. It also includes the administrative activities needed to support the financial aid program.
N - General Administration
These activities include services related to the general administrative operations and services of the whole university. It includes the executive level activities concerned with the overall management of and long-range planning for the institution. It consists of the activities related to the day-to-day financial management and fiscal operations. It includes the activities that relate to the administration of personnel such as recruitment and hiring of faculty and staff and the administration of employee programs. It includes the computer and data processing services that are needed to support the institution-wide administrative functions. It includes those activities needed to maintain relations with the local community, alumni, governmental entities and the public in general. It also includes those activities related to maintaining existing grounds and facilities, providing utility services, facilities and space management, and health and safety services.