Academic Workload/Full Economic Costing
Academic Unit/School Submission Process
Table of Contents
Section A
System Log In and Support ........................................................................................................................................................................................................... 2
Section B
Report Submission Process...................................................................................................................................................................................................... 3 - 8
1. Head of Academic Unit to Head of School ……………………………………………………………………………………………………………………………………………………... 3 - 4
2. Head of Academic Unit where the Head of Academic Unit is also Head of School ….…………………………………………………………………………………………… 5
3. Head of Academic Unit where the Head reports directly into Head of College …………………………………………………………………….……………………………. 6
4. Head of School to Head of College ……………………………………………………………………………………………………………………………………………………………..... 7 - 8
Section C
How to View, Print and Save Reports ............................................................................................................................................................................. … 9 - 19
1. Viewing Reports & Options ................................................................................................................................................................................. 9 - 11
3. Running Reports ........................................................................................................................................................................................................ 12
4. Saving Reports ........................................................................................................................................................................................................... 13
5. Formatting Reports in Excel ................................................................................................................................................................................. 14- 15
6. Printing & Closing Reports .................................................................................................................................................................................. 16 - 17
7. Return to Administration Page ........................................................................................................................................................................... 18 - 19
Section D
Reports Overview ................................................................................................................................................................................................................ 20 - 21
Page 1 of 21
Section A
System Access and log in
Log in via:
https://ucc.simitive.com and enter your username or email address and password.
Forgotten your password? Enter your username or email address and click on the request new password icon. A password reset email will be emailed to you
normally within ten minutes. Password reset emails come in under the name [email protected].
Helpdesk contact:
[email protected]
Additional guidance on logging in and accessing and form completion can be found at https://www.ucc.ie/en/awdm/
Once logged into the system you will be taken to the Homepage.
Click on the Admin icon on the Homepage so you can access your academic staff member submissions and reports.
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Section B
Report Submission Process
1. Head of Academic Unit report submission to Head of School
Please read this section fully before submitting your reports.
1.
2.
3.
4.
Once logged into the system, click on the Admin icon (refer to Section A above and screen shots below).
Finalise academic staff member submissions before submitting your departmental report to Head of School.
Review your reports using the View Reports icon (refer to Sections C and D on reports).
Enter your best estimate of your academic unit(s) percentage split of technical staff pay (if applicable) divided between teaching and research. The
total percentage entered must equal 100%.*
5. Then enter your best estimate of your academic unit(s) percentage of non-pay/consumables expenditure divided between teaching and all other
academic activities within your unit. The total percentage entered must equal 100%.*
6. The Submit to Head icon will activate by going green, click on it and your report will be submitted to Head of School. You will receive a success
message on screen
* Where a Head is reporting for more than one academic unit a separate section for technical pay and non-pay expenditure percentages is provided and should be
completed for each academic unit. The Submit to Head icon will only activate once sections are completed. These percentages will populate the relevant reports once
the Submit to Head icon is clicked.
Note: Figures/percentages inserted in the screen shot below for explanatory purposes only
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Section B
Report submission process
1. Head of Academic Unit report submission to Head of School contd.\
The following message will appear once your Academic unit(s) reports have successfully submitted to Head of School.
On the Reports page the department will now have changed from Not yet submitted to Submitted.
 Where a Head of Academic Unit(s) submits reports to a Head of School the personalised and non-personalised reports will release to Head
of School. The Head of School will subsequently submit the non-personalised reports to Head of College for the academic unit(s) within that
School.
 Where a Head of Academic Unit(s) reports directly to a Head of College the non-personalised reports will release to Head of College.
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Section B
2.
Report submission process
Head of Academic Unit report submission (where the Head of the Academic Unit is also the Head of School)
Please read this section fully before submitting your reports.
1. First complete the steps under sections A and B. 1 above to submit your departmental submission(s) into your School.
2. Then click on the School icon, the Submit to Head of College will activate, click on it and your non-personalised report will submit to Head
of College.
You will get a report message indicating a successful submission.
Note: The Head of College may finalise the Head of School’s form before or after the Head of School has submitted their non-personalised reports. If it is
finalised after the Head of School has submitted their non-personalised reports, the School reports will update subsequently to reflect the finalisation of the
Head of School’s form.
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Section B
Report submission process
3. Head of Academic Unit (where the Head of the Academic Unit reports directly into Head of College)
1.
2.
3.
4.
5.
6.
Once logged into the system, click on the Admin icon (refer to Section A above and screen shots below).
Finalise academic staff member submissions before submitting departmental reports to Head of College.
Review your reports using the View Reports icon (refer to Sections C and D on reports).
Enter the best estimate of your academic unit(s)/school’s percentage of non-pay/consumables expenditure divided between teaching and all other
academic activities within your unit. The total percentage entered must equal 100%.*
Enter your best estimate of your academic unit(s)/school’s percentage split of technical staff pay (if applicable) divided between teaching and
research. The total percentage entered must equal 100%.*
The Submit to Head icon will activate, click on the icon and your school report will submit non-personalised to Head of College.
* Where a Head is reporting for more than one academic unit a separate section for technical pay and non-pay expenditure is provided and should be completed
for each academic unit. These percentages will populate the relevant reports once the Submit to Head icon is clicked.
The following message will appear once you have submitted the non-personalised reports to Head of College:
√ Thank you. Your non personalised unit summary has been submitted.
Page 6 of 21
Section B
Report submission process
4. Head of School report submission to Head of College
A Head may have academic units reporting in them and also have their own academic unit and direct reports such as the Heads of Academic Units.
1.
2.
3.
4.
5.
6.
7.
8.
9.
Once logged into the system, click on the Admin icon (refer to Section A above and screen shots below).
Finalise forms submitted by your academic staff members (departmental) and direct reports e.g. Head(s) of Academic Units.
Review reports using the View Reports icon for your department (refer to Sections C and D below on reports).
To submit your own academic unit/department into your School, click on the Department icon.
Enter the best estimate of your academic unit(s) percentage of non-pay/consumables expenditure divided between teaching and all other academic
activities within your unit. The total percentage entered must equal 100%.*
Enter your best estimate of your academic unit(s) percentage split of technical staff pay (if applicable) divided between teaching and research.
The total percentage entered must equal 100%.*
The Submit to Head icon will activate, click on this and your academic unit report will submit into your School.
To submit your School to the Head of College ensure that all academic unit(s) in your School have submitted their departmental reports, use the
View Reports icon to access your reports, academic unit(s) will be visible on your reports once the Head of the Academic unit(s) have submitted
their reports to you. Only non-personalised reports submit to Head of College.
Click on the School icon, the Submit to Head icon will activate, click on the icon and your school report will submit non-personalised to Head of
College
* Where a Head is reporting for more than one academic unit a separate section for technical pay and non-pay expenditure is provided and should be completed
for each academic unit. These percentages will populate the relevant reports once the Submit to Head icon is clicked.
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Page 8 of 21
Section C
1.
How to View, Print and Save Reports
Viewing Reports
On the administration page click on the View Reports icon
Page 9 of 21
Section C
How to View, Print and Save Reports contd. /
Click on the name of the report to be run.
Page 10 of 21
Section C
2.
How to View, Print and Save Reports contd. /
Report Options
1
Click on the dropdown arrow for Show Personalised data and click on the relevant option: yes for personalised and no for non-personalised as required.
Leaving the default option will run the personalised report for your academic unit(s).
Click on the dropdown icon for Department/Discipline if there is more than one academic unit reporting to you. Click on the name of the academic unit you
wish to run the report on. Leaving the default option will run the report for all academic units reporting to you.
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Section C
How to View, Print and Save Reports contd. /
3. Running Reports
Click Run Report, you may see a report generating message flash on screen during this time.
Depending on the set up of your computer the report may open automatically on screen or be available by icon at the bottom left of the screen. If the report is
available by icon at the bottom of the screen simply click on it to enlarge (yellow arrow below). Once viewed the report can be saved to excel or printed.
There is no limit to the number of times you can run, print and save a report.
To return to the Reports page and generate further reports click on the Back to Reports icon (blue arrow above) and repeat the process for other reports.
The Academic Workload Report captures all academic staff members relevant to the current data collection process regardless of the stage at which an
individual academic staff member’s form was at when the data collection process closed. (Refer to Stages Key table in Section D: Reports Overview)
The Full Economic Costing Reports capture all academic staff members relevant to the current data collection process which reached stage A, where an
individual’s form has been submitted to and approved by Head of Academic Unit. The grade average report provided is used within the costing system, the
individual academic staff member report is provided as a review and communication report for Heads of Discipline/School/Department.
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Section C
How to View, Print and Save Reports contd. /
4. Saving Reports
Click on File, then Save As on the drop down menu that appears
File Location
File name
File Type
You can amend the file name and type when saving to your report(s) to a server or folder.
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Section C
How to View, Print and Save Reports contd. /
5. Formatting Reports
To format the report for printing, click File, orientation, landscape
Page 14 of 21
Section C
How to View, Print and Save Reports contd. /
5. Formatting Reports contd. /
To format the header row, right click on the number of the row you wish to format, click on Wrap Text to expand the report headings.
Page 15 of 21
Section C
How to View, Print and Save Reports contd. /
6. Printing & closing reports
Click on File and Print
Should you need to resize the academic unit report to fit on one page, click on Page Setup and enter a percentage, normally 90%, into the Adjust to box which will scale
the report across one page then click ok
Click Print (blue arrow)
Page 16 of 21
Section C
How to View, Print and Save Reports contd. /
7. Printing & closing reports
Once the report has been saved and printed, click the close spreadsheet icon at the top right of the screen to return to the Reports page.
Page 17 of 21
Section C
How to View, Print and Save Reports contd. /
5. Return to Administration Page
Click on the Back to Reports icon to go back to the Reports page to access the Admin icon for the submission process.
Page 18 of 21
Section C
How to View, Print and Save Reports contd. /
5. Return to Administration Page contd. /
Click on the Admin icon to return to the submission page.
Page 19 of 21
Section D:
Reports Overview
When you go to the ‘Reports’ page it will display three reports:
1. Academic Summary Workload Report
2. FEC Summary (Individuals)
3. FEC Summary (Grade Averages)
Report 1
Section D
Reports Overview Contd. /
Page 20 of 21
The following provides you with an overview of the content of each report.
Status
A
F
RB
S
NS
NLI
WA
EX
Description
Individual's form submitted & approved by Head of Unit
Individual's form submitted to Head for review
Individuals Form refer back to Individual
Individual started form but did not yet submit to Head
Individual logged in but did not yet start form
Individual did not log in yet
Withheld Approval
Exempt from current collection process
There are options to run personalised or non-personalised for internal communication within the Academic Unit and School however only the nonpersonalised reports are submitted to Head of College. There are also options to run the report for a single discipline/department or for all academic units
within a school.
1. Academic Summary Workload Report
This report displays individual academic staff member submissions and their Lecture Unit Equivalents (LUEs) across the seven institutional academic
workload headings. It displays academic staff members submissions relevant to the data collection process as defined within the Workload Framework for the
academic year under review regardless of the stage (refer to table above) at which individual’s submission is at when the data collection process closed.
2. FEC Summary (Individuals)
This report displays individual academic staff member submissions in percentages for nine academic activities across six academic grades as nationally agreed
for costing purposes. This report displays academic staff member submissions at Stage A, forms submitted by academic staff members and approved by the
Head of Academic Unit (refer to table above). This report is provided to Heads of Academic Units/Schools for internal review and communication purposes.
3. FEC Summary (Grade Averages)
This report averages the FEC Summary (Individuals) Report submissions into grade averages for each of the nine academic activities and is used at this level
as an input to the costing system
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