Employee Full Time Equivalent (FTE), Headcount and Expected Earnings Data Standard

Employee FTE is the workload of an employee converted to a proportion of a full-time work-load. It is the ratio of a given (assigned) work-load to a stated full-time work-load as defined by their respective bargaining group within a given time-period.

It is calculated as follows:

FTE is calculated by position and not by employee. Below are the different types of FTEs that are required to meet reporting requirements.

1. Funded (Complement) Position FTE

Funded or complement FTE is the ratio of total number of hours funded for a position, to the expected hours defined by their respective bargaining group within a given time-period.

It is calculated as follows:

2. Filled Position FTE

Filled position FTE is divided into three distinct FTE sub-types. These include:

2.1 Worked FTE

Worked FTE is the ratio of actual regular hours worked by an employee, to the expected hours of work as stated by their respective bargaining group within a given time-period. This includes employees that carried out their workload as expected.

It is calculated as follows:

2.2 Paid Absence FTE

Paid absence FTE is the ratio of actual regular hours paid to an employee that is in absence, to the expected hours of work as stated by their respective bargaining group within a given time-period. This includes employees that are on paid leave.

It is calculated as follows:

2.3 Unpaid Absence FTE

Unpaid absence FTE is the ratio of actual regular hours unpaid to an employee that is in absence, to the expected hours of work as stated by their respective bargaining group within a given time-period. This includes employees that are on unpaid leave.

It is calculated as follows:

3. Unfilled (vacant) position FTE

Unfilled position FTE is the ratio of total number of hours funded in a position but not paid or utilized, to the full-time work-load as stated by their respective bargaining group within a given time period. This includes positions that are funded but not filled.

It is calculated as follows:

Employee FTE Summary

In summary:

1. Funded or complement FTE is the sum of filled position FTE and unfilled position FTE.
2. Filled FTE is the sum of worked FTE, paid absence FTE and unpaid absence FTE.

Faculty Snapshot FTE

Snapshot FTE is the ratio of actual workload taught by a faculty member, to the expected workload as stated by their respective Faculty for an academic session.

It is calculated as:

Sessional Snapshot FTE

Sessional snapshot FTE is the ratio of actual credits taught by a Sessional lecturer to the expected workload as stated by their respective Faculty for an academic session.

It is calculated as:

Annualized Sessional FTE

Annualized sessional FTE is the sum of the ratio of snapshot FTE for Winter Term 1, Winter Term 2 and Summer Session.

It is calculated as:

1. A position¹ cannot hold more than 1.00 FTE.
2. All paid² academic and non-academic faculty positions will adopt Employee FTE definitions per full (credit) workloads defined by their respective Faculty.
3. All unpaid² academic and non-academic faculty positions will have an FTE = 0.00 with the following exceptions:
   1. Dean, Clinical Administrator and Emeritus positions will be treated like paid academic appointment positions.
   2. Where a non-academic position is the only role the individual holds, it will be tracked as the position worked and FTE should be calculated based on that position.
4. A Sessionals'³ FTE will be calculated on a snapshot or annualized basis.
   1. Snapshot FTE for Winter Term 1, Winter Term 2 and Summer (Terms 1 and 2) may equal 1.00 or less depending on the course workload for the term. Refer to the Snapshot FTE and Sessional Snapshot FTE sections for definitions and formulae for Snapshot FTE.
   2. Annualized FTE:
      • Can only be calculated with available FTE from 3 consecutive sessions.
      • Will always be <= 1.00 FTE.
        Refer to the Annualized Sessional FTE section for the definition and formula for Annualized FTE.
5. Total FTE for a joint appointment position (a single position that has one faculty member who is a member of more than one department) must be <= 1.00 FTE.
6. Dual appointment (an employee who holds two UBC positions simultaneously) FTE will be tracked for each position held.
7. Multiple Appointment (an employee who holds more than two UBC positions simultaneously) FTE will be tracked for each position held.
8. Joint Appointment (an employee who holds a formal position at UBC and is a member of more than one department within that position) FTE will be tracked for the position held.
9. Reduced appointment (an employee who holds a single UBC position and is working at a reduced FTE) FTE will be tracked per Employee FTE definitions.
10. If a specific functional unit would like to track workload between academic and non-academic assignments, utilize the Roster Percent field in Workday.

¹ A position can also be referred to as an appointment.
² Refer to the table Paid vs Unpaid Faculty Positions for a list of paid and unpaid faculty positions.
³ Sessionals' FTE will follow an exception process:

1. Full workload is defined in credits per term in the Collective Agreement and FTE is calculated based on credits taught/full-time workload for the term (not over 12-month period) in the Integrated Sessional Instructor System.
2. Integrated Sessional Instructor System FTE will be converted to an equivalent of 40 hours / week for input in Workday

Paid vs Unpaid Faculty Positions

Employee headcount is the sum of actual number of employees (individuals) working in a given period of time regardless of their workload being full-time or part-time.

Employee expected earnings are to be calculated as follows:

= Number of expected work hours * Hourly rate³

³ Hourly rates may include imputed hourly rate from salary grade.