Guidelines for Determining Academic Staff FTE's

Several external requirements, such as employment insurance, Quebec government reporting and staff reporting to a number of agencies (e.g. Bureau de Coopération interuniversitaire (BCI), make it necessary for the University to keep more detailed information on its staff. Depending on the audience, elements specifying the annualized salary, the number of hours worked or the full-time equivalency (FTE) are being requested.

The following are guidelines to be used by academic units in determining the FTE's for their academic staff. It is important to note here that FTE's are assigned, a priori, to positions and not to salary sources. For example, a position may have several salary sources, but these do not necessarily reflect the time allocations. The main issue is thus to determine FTE's for positions.


POSITION TYPES FTE Description
Associate/Affiliate Member

0

No FTE is required.
CAS Positions (except Clinical)

Between

0.1 and 1

FTEs for contract academic staff are assigned as a percentage of five working days, in half-day slices:
  • one half day = 0.10 FTEs,
  • one day = 0.20 FTEs,
  • one & a half days = 0.30 FTEs,
  • two days = 0.40 FTEs
  • and so on

  • 1 = full-time
  • 0.6 to 0.9 more than part-time and less than full-time equivalent
  • 0.5 = half-time
  • 0.1 to 0.4 = less than half-time equivalent
CAS Clinical-TH (in Teaching Hospitals)

0

FTE is defaulted to zero (0) since regime is set to "not applicable" in Minerva/Banner.
CAS Clinical-AI (in Affiliated Institutions)

Between

0 and 0.9

  • 0.6 to 0.9 more than part-time and less than full-time equivalent
  • 0.5 = half-time
  • 0.1 to 0.4 = less than half-time equivalent
  • 0 = AUN% and AUK% position codes are usually defaulted to zero, but if work load is sufficiently high, an FTE greater than 0 can be used, if justified and approved.
Nil-salary Positions

0

Usually zero, but if work load is sufficiently high, an FTE greater than 0 can be used, if justified and approved.
Reduced Load / Phased-Retirement

Between

0.1 and 0.9

  • FTE must be less than 1.
  • The FTE fraction should correspond to the % reduced load in terms of half days of a five day week (increments of 0.10). So, a four-day a week (out of five) workload would give an FTE of 0.80.
  • Salary reduction must be coherent with FTE.
Tenure-stream or pre-tenure-track

1

  • No tenure-track academic can hold more than one position.
  • An administrative position (eg. stipend, ex-stipend) associated with a tenure-track position does not provide for additional FTE.
  • Exceptions: senior-administrative leave (Deans, Vice-Principals, Principal) from the tenure-track position. The administrative position will carry an FTE of 1.