Academic Policy H 9.214 UH Hilo Workload Policy

I. Purpose

The instructional faculty of the University of Hawaiʻi at Hilo have duties and responsibilities that encompass a number of professional activities in addition to teaching. This policy sets standards for the assignment of the instructional component of faculty responsibilities as required by UH BOR Policy 9.214. All workload equivalencies will be applied prospectively, after proper consultation with Faculty Congress and UHPA and after advance notification to faculty.

II. Definitions

A. "Workload expectations are outlined in RP 9.214 and defined as 24-credit hours per academic year or the equivalent for all four (4) year UH campuses, including UH Mānoa (UHM), UH Hilo (UHH), and UH West Oʻahu (UHWO). The current policy acknolwedges that a faculty workload constitutes a combination of teaching, service, and research depending upon the mission of the campus." (Joint statement of the University of Hawaiʻi (UH) and the University of Hawaiʻi Professional Assembly (UHPA) on systemwide guidance for the promulgation of workload policies and workload assignemnts. 22 February 2022 and UHPA/BOR Unit 7 Successor Agreement July 1, 2025 - June 30, 2029.

1. Academic year faculty (9-month) at UH Hilo are typically granted 6 WCH per academic year to conduct an equivalent amount of research and service, providing 18 WCH equivalencies for teaching.

2. 11-month instructional faculty at UH Hilo are typically granted 6 WCH per academic year to conduct an equivalent amount of instruction, research, administrative reassignment, and/or service. The additional hours expected of such faculty for the additional two months should be clearly defined.

3. 11-month faculty in other classifications (e.g., Specialist) at UH Hilo have workload defined by their individual position descriptions.

B. "...Workload assignment is the distribution of necessary work for the operation of the department as identified by the Chair in consultation with the faculty pursuant to the contractual requirements set forth under Article IV, Faculty Professional Responsibilities and Workload, paragraph B.3. of the Unit 7 Agreement. The teaching workload assignment can vary depending upon an individual faculty member's research productivity, service obligations, and campus, unit, or college. Additional duties beyond teaching can be subtracted as an equivalency from the 24-credit hour per academic year teaching requirement in policy for each of UHʻs 4-year campuses." (Joint Statement 22 Feburary 2022)

C. RP 9.214 III.D gives each campus authority to define and develop teaching equivalencies aligned with research and service requirements suitable for their campus mission and purpose, and in consultation with the faculty. Thus, credit hours are used as a mechanism for quantifying the less quantifiable work faculty complete - teaching outside the traditional 3-credit instructional class, research, and service. (Joint Statement 22 February 2022)

D. Workload Credit Hours (WCH): The workload equivalencies assigned to faculty for teaching, service (including administrative assignments), and research. "[C]redit hours are used as a mechanism for quantifying the less quantifiable work." (Joint Statement 22 Feburary 2022)

E. Course Credit Hours (CCH): The number of credits a student will earn for a course. For most courses, CCH and WCH are the same, where CCH is the number of contact hours and 1 CCH = 15 contact hours and 30 support hours per semester. (Teaching Workload Assignments and Equivalencies)

F. In load: WCH equivalencies assigned within the 24 (academic year faculty) or 30 credit hours (11-month faculty)

G. Reassigned Time: WCH equivalencies assigned for administrative activities, such as department chair or accreditation liaison officer. Duties may be proposed via college/unit or Academic Affairs unit leadership to the VCAA for consideration. Such proposals should precede the scheduling deadline for a given semester by at least two weeks.

H. Overload: WCH equivalencies generally for assigned WCH exceeding 18 teaching hours/year. Faculty and chairs may bank credits for a semester (e.g., Faculty assigned 8 credit hours in Fall is assigned 10 in Spring). Overloads are voluntary and follow the terms outlined in the contract in force during the semester of teaching.

I. Buy-out: WCH equivalencies "bought" by grant or other extramural funding are reassigned, usually to increase research or service WCH. Funds are used to support hiring lecturers to replace faculty in a course or courses. Additional research time beyond that in a normal assignment (3 credits) is expected to have extramural grant support. Buyout is defined at the UHH Research Website: https://hilo.hawaii.edu/research/Extramural/timebuyout.php

J. Banking: (1) a faculty member carries an unpaid overload one semester (i.e., over 12 WCH) and less than a full teaching load (less than 12 WCH) in the other, thus banking/averaging the teaching load over two semesters. Faculty who are paid for the overload may not take the equivalent reduction in the other semester. Or (2) a faculty member carries an unpaid overload for activities generating per student WCH (e.g., Directed Studies (Reading/Research)) and accumulates credit across more than one semester or academic year. Faculty must use accumulated credit as reassigned time within four semesters or equivalent overload will be paid out at the rate of WCH overload rates at rank. Faculty are responsible for documenting accumulation and requesting reassigned time, which will be provided for if and only if the department chair is able to accommodate. Otherwise, banked time will be paid as an overload using the calculation above. Faculty who retire or otherwise separate from UH Hilo prior to using the banked time will be paid out using the formula above at the end of their service.

III. Policy

Except as otherwise provided herein, the standard teaching assignments for classroom and online teaching for full-time instructional faculty shall be as follows:

A. 24 WCH per academic year at the University of Hawaiʻi for Academic Year (9-month) faculty. (RP 9.214 III.G.1.b, UHPA III.F)

B. 30 WCH are expected for 11-month faculty. (RP. 9.214 III.H.1.b, UHPA III.F)

C. Typically, non-tenure track faculty teach 24 WCH per academic year. Non-tenure track faculty may be assigned administrative and non-teaching workloads, like managing internships, managing certificates, and providing specialized student support.

D. Team taught courses are assigned fractional WCH as determined by Department Chairs and Deans.

E. Regular classroom, online, or hybrid instruction generally requires at least 45 hours of direct contact and approximately 90 hours of preparation and evaluations per 3 CCH course per semester (or 1 WCH per 15 direct contact hours and 30 indirect teacing house per semester).

1. Some courses may have multipliers or other adjustments to the WCH. The list of equivalenceis is available in Appendix A.

2. The framework for regular courses above provides an estimate of the time expected for courses irrespective of modality. Per the U.S. Department of Education "Final Rules on Distance Education and Innovation," all course types must include "regular and substantive interaction between students and their instructors. This ruling applies to both synchronous and asynchronous courses, with the primary focus being on asynchronous courses.

F. Summer Workload for additional compensation is governed by RP 9.207.III.4 on Outside Employment. Faculty on academic year contracts are restricted to 9 WCH for summer teaching. Faculty on 11-month contracts are restricted to 5 WCH. Summer teaching is voluntary, save for programs with required summer courses, and the University is not obliged to offer courses at faculty request during the summer. Courses may be canceled for under-enrollment.

G. Overload Courses are assigned in consultation with the Department Chair, Division Chair, and Dean, with the permission of the faculty member. Faculty may volunteer time, per contract.

1. Academic Year Faculty (AY)

a) A maximum of two courses or six credits hours or equivalent, whichever is the greater, may be taught by AY faculty as overload teaching during the academic year. (UHPA, XXI.F)

b) As reassigned time is to provide time for administrative work (e.g., chair work), faculty who receive assignment time are not eligible for course overload during the academic year.

c) The rationale for exceptions is limited to student need and the demonstrable inability to cover the courses through other faculty reassignment or contingent faculty hires.

2. 11-month Faculty

a) A maximum of three courses or nine credit hours or equivalent, whichever is the greater, may be taught by 11-month faculty as overload teaching during the calendar year. (UHPA, XXI.F)

b) Courses taught for additional overload compensation during non-duty period may only be taught while the faculty is on leave.

H. Teaching equivalencies for part-time faculty and part-tim temporary faculty shall be the same as for full-time faculty.

Deans/Directors, faculty, and department chairs will collaborate to develop a system for documenting and tracking workload.

Policy is to be reviewed by the Faculty Congress once a year for a period of 3 years. After this transitional period, the policy is to be reviewed no less than every 5 years or as requested by Faculty Congress

As new programs arise, revisions may be allowed.

IV. Related Policies, Documents and Resources:

A. Appendix A: UH Hilo Teaching Equivalencies
B. Appendix B: UH Hilo Equivalencies for Non-Instruction
C. Appendix C: Administrative Reassignments
D. 2025-2029 UHPA-BOR Contract
E. BOR Policy 9.214 Work Assignments for Faculty
F. Joint Statement of the University of Hawaiʻi (UH) and the University of Hawaiʻi Professional Assmebly (UHPA) on statewide guidance for the promulgation of workload policies and workload assignments.

Approved:
Bonnie D. Irwin, Chancellor
University of Hawaiʻi at Hilo
Date: August 27, 2025

Approved:
James Kardash, Associate Director
UHPA
Date: September 5, 2025

Appendix A: UH Hilo Teaching Equivalencies

The formula used to determine faculty workload is as follows:
(Course Credit Units) x (Multiplier) x (Team Teaching Fraction) = WCH

The minimum number of students should be 25 in normal courses. Writing intensive certified courses have limits of 20 students; certain other courses may be granted special dispensation for lower course caps with permission of the Dean and Vice Chancellor for Academic Affairs. (Teaching Workload Assignments and Equivalencies)

Departments must post any additional approved workload equivalencies for teaching as approved by its Faculty Senate, Dean/Director, Chancellor and UHPA. This does not preclude the authority of the Dean/Director on a case-by-case basis.

Above are the current practices and/or recommendations from the Chancellor (per RP 9.214 III.F).

Appendix B: UH Hilo Equivalencies for Non-Instruction

Instructional faculty at UH Hilo are typically granted 6 WCH per academic year to conduct an equivalent amount of research/scholarship/creative activities and service, though individual faculty may have variance within these guidelines as to the weight of scholarship or service in their workload assignment. Colleges/Units are expected to maintain a public document outlining research and service equivalencies. Any such equivalencies must be approved by the Chancellor. (per RP 9.214 III.F)

While teaching is the primary duty and instructional needs for students are primary at UH Hilo, faculty may be assigned more non-instructional time than the 6 WCH referred to above. However, any time that requires additional resources, including replacement costs to hire a lecturer for instruction that would be borne by the University, the Dean or Director of the college/unit, and/or VCAA must approve the expense. Therefore, chairs are expected to discuss such variance with the Dean or Director of the college/unit, and the proposed assignment may be denied. Additional time for scholarship can be bought out, particularly with grant funds, and these too must be approved through the normal grant approval process with sufficient time to permit the chair to plan.

To assign additional time for scholarship and/or service, the chair should be able to document that the faculty assignments will exceed the general expectations. Chairs should be mindful of non-instructional assignments generally. For pre-tenured faculty, chairs need to help assure that the expectations at tenure for scholarship and service can be met and to provide guidance to that end. For post-tenured faculty, chairs can provide counsel and assistance for faculty in increasing scholarship or service opportunities as needed.

General guidelines for commonly described scenarios for planning non-instructional time appear below, and the promotion and tenure documents have more specific examples. This chart should not be regarded as comprehensive. Departments should discuss the expectations internally and assign time based on the instructional metrics described above (where 1 WCH = 60-90 hours/semester in planning and meeting or the equivalent). This does not preclude the authority of the Dean/Director on a case-by-case basis. (Teaching Workload Assignments and Equivalencies)

Administrative reassignment is funded centrally through the normal budgeting processes and outlined in Appendix B.2. From time to time, there may be special circumstances that permit additional such administrative reassignment time. These require approval by the college/unit Dean/Director and VCAA.

The following table provides potential examples of non-instructional activities. This table can be adapted to each unit and distributed to the unit to ensure transparency and equity across units. The college/units approved table will specify any caps by category. It will require a peer review process and opportunities for improvement to address any concerns about a faculty member’s workload.

Departments must post any additional approved workload equivalencies for service and research as approved by the Faculty Senate, Dean/Director, Chancellor, and UHPA. Faculty are required to maintain documentation of research/scholarly and service activities and report this to the respective chair/supervisor to qualify for release time from instructional duties.

Appendix B.2: Non-Instructional Equivalency Examples Only

Appendix C: Administrative Reassignments

Department/Division Chairs hold a dual role as both faculty members and academic administrators to the college/unit. In their administrative role, they provide both leadership and management to the department/division within the college/unit. A chair complexity metric was developed using program review dashboard data to provide a baseline assessment of departmental complexity. Additional complexities not captured by this metric, like managing external sites, secondary accreditation, working with affiliates, or a year-round program, may be considered at the discretion of the dean or director. As such, administrative reassignment and an additional stipend are provided to support the complexity of their duties. Since Department Chairs are often on academic year (9-month) appointments, they receive additional summer compensation based on the complexity, scope, and related work for the program during the three months between the Spring and Fall semester.

Smaller colleges are administered by Directors instead of Deans. These directors are tenured faculty who have been selected by the college’s faculty senate through vote. Directors receive reassignment time and an additional stipend to fulfill their administrative duties.