Academic Operations
The Office of Academic Operations supports the academic mission of the college by providing strategic and functional support to the Provost, deans, and department chairs in all resource matters. We routinely partner with the Office of Human Resources, Business Services and the Office of the General Counsel and Labor Designee to make sure that we are in compliance with all internal policies and procedures as well as those of the University, the PSC and New York State.
Meet the Team
We are here to help so please contact us with any questions, issues or concerns that you may have.
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Email Address |
Purpose |
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General questions related to Academic Operations (“How do I…?”); questions may be forwarded to specific staff to address |
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Questions and issues related to full time faculty workload |
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Questions and issues related to full time faculty multiple positions and forms |
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Questions and issues related to hiring part time faculty and staff |
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Specifically to send and receive PSC contractual notification letters (reappointment/ non‐reappointment) for the Fall and Spring semesters |
Operations Team
Kinya Chandler
Associate Provost of Strategy and Operations
Room 1020 BMW
kchandler@jjay.cuny.edu
212-237-8498
Adjunct Appointments
Virginia Gardner
Adjunct Manager
Room 1024 BMW
vgardner@jjay.cuny.edu
212-237-8805
Budget
Shakia Brown
Budget & Operations Associate
Room 1026 BMW
shakbrown@jjay.cuny.edu
212-393-6413
Faculty Workload
Christina Czechowicz
Faculty Workload Manager
Room 1022 BMW
cczechowicz@jjay.cuny.edu
212-237-8419
Faculty Workload and Multiple Positions
Katarzyna Gribbin
Faculty Workload Manager
Room 1023 BMW
kgribbin@jjay.cuny.edu
212-393-6318
Operations Support
Melpomeni Kuremeno
College Assistant
Room 1010 BMW
mkuremeno@jjay.cuny.edu
212-237-8804
Part-Time Staff
Tamari Tevdoradze
Academic Operations Associate
Room 1025 BMW
212-621-3781
Space Management
Debra Hairston
Director, Academic Space Management
Room 1021 BMW
dhairston@jjay.cuny.edu
212-237-8656
Student Success Grants
Gin Allcock
Administrative Coordinator
Room 1027 BMW
gallcock@jjay.cuny.edu
212-237-8480
For Faculty
Workload
Full-time faculty are encouraged to review the 2017-2023 PSC-CUNY Collective Bargaining Agreement for all contractual questions.
Article 15.1 of the contract addresses specific areas of Workload and Article 15.5 reinforces the importance of Multiple Positions compliance.
The 2017 Undergraduate Teaching Workload statement issued by the University sets annual workload obligation for full-time faculty as follows:
- Professors, Associate Professors, Assistant Professors, Distinguished Lecturers - 18 hours
- Instructors, Lecturers - 24 hours
- Substitute titles are expected to teach 3 more hours than is standard for the corresponding non-substitute faculty rank
John Jay College manages full-time faculty workload data via the online e-Workload application. All teaching and non-teaching workload information are listed on one form per faculty. Faculty are required to review, edit, and approve their forms each semester. Department Chairs are required to review, edit, and approve the workload for all their full-time faculty each semester. Pertinent contractual deadlines and special comments are listed when applicable.
Please review Workload FAQs for more information.
Multiple Positions
Multiple Positions Policy supports faculty's commitment to their instructional positions and their students by limiting hours of activities beyond full-time faculty appointments and workload obligations. Each full-time faculty, including substitute titles and faculty on an approved leave of absence, are required to submit multiple position form each semester. When reporting activities beyond their full-time JJay appointment, faculty must submit their forms to review and approval by the Department Chair and/or Department P&B Committee, before any work commences.
Please review Multiple Positions FAQs for more information.
Other Resources
Fall/Spring Reporting Form
Summer Reporting Form
Contact us at multiplepositions@jjay.cuny.edu
Overloads
Approved Overload Teaching must be reported on the Multiple Positions Form
Teaching Adjuncts are encouraged to review the 2017-2023 PSC-CUNY Collective Bargaining Agreement for all contractual questions.
- Section 10.1 - Notification of Reappointment and Non-Reappointment
- Section 15.2 - Workload for Adjunct teaching titles
- Section 15.3 - Workload for Graduate Assistant titles
- Section 18.2 - Professional Evaluation for teaching titles
- Section 24 - Salary Schedules and Increases (Adjunct and Hourly Professional Rates)
To hire Teaching Adjuncts, please refer to the Hiring Flow Chart
Although specific due dates may vary, general deadlines to submit eHRAFs are:
- April for Summer term hires
- May for Fall term hires
- October for Winter intersession and Spring term hires
Electronic Human Resources Action Form
John Jay Essential Information for Adjuncts
Adjunct Workload Reporting Form (must be submitted to Human Resources)
Request for Conditional Offer Letter- New Adjunct
The Instructor/Advisor Table maintains instructor and advisor data that is used by other pages in CUNYfirst and other connected systems. Instructors must be in this table before they can be selected as an instructor in the Coursedog scheduling system. The instructor must be listed in the Coursedog in order to use CUNYfirst Faculty Self-Service to view class rosters, enter grades, and to access Blackboard for their specific class(es).
An individual must already exist in the CUNYfirst system with an established Employee ID in order to add them to the Instructor/Advisor table. Empl ID is created upon instructor's initial hire by CUNY. Each instructor has one Empl ID across the CUNY system, no matter the number of jobs they were hired for during their career at the University.
To add faculty to Instructor/Advisor Table, please contact Kate Gribbin at kgribbin@jjay.cuny.edu
Visit the Instructor/Advisor Table FAQs for frequently asked questions.
For Hourly Staff
Non-teaching Adjuncts and Continuing Education Teachers are encouraged to review the 2017-2023 PSC-CUNY Collective Bargaining Agreement for all contractual questions.
- Section 10.1 - Notification of Reappointment and Non-Reappointment
- Section 24 - Salary Schedules and Increases (Adjunct and Hourly Professional Rates)
To hire Non-teaching Adjuncts, please refer to the Hiring Flow Chart.
To hire CETs, please refer to the Hiring Flow Chart.
Electronic Human Resources Action Form
John Jay Essential Information for Adjuncts
Time Sheet Submission Schedule
Non-teaching Adjunct Timesheet Directions
Continuing Education Teacher Timesheet Directions
Non-Teaching Adjuncts Timesheet
Continuing Education Teacher Time Sheet
Non-teaching Adjunct Job Description Template
Continuing Education Teacher Job Description Template
Request for Conditional Offer Letter- New Part Time Non-Teaching Adjunct
Request for Conditional Offer Letter- New Part Time Continuing Education Teacher
Hourly College Lab Techs are encouraged to review the 2017-2023 PSC-CUNY Collective Bargaining Agreement for all contractual questions.
- Section 10.1 - Notification of Reappointment and Non-Reappointment
- Section 24 - Salary Schedules and Increases (Adjunct and Hourly Professional Rates)
To hire Hourly College Lab Techs, please refer to the Hiring Flow Chart
Electronic Human Resources Action Form
John Jay Essential Information for Adjuncts
Time Sheet Submission Schedule
Request for Conditional Offer Letter - New Adjunct CLT
College Assistants are encouraged to review the DC 37 Economic Agreement for all contractual questions.
To hire College Assistant, please refer to the Hiring Flow Chart.
Time Sheet Submission Schedule
College Assistant Position Request Form
Request for Conditional Offer Letter – New Part Time College Assistant
Budget & Resources
Allocations & Reports
Addendum CUNY All Funds Expense Matrix
Position Request Process and Forms
Memo Fulltime and Part time Position Request Process
Full Time Position Request Form
College Assistant Position Request Form
Travel Reimbursement Guidelines
International Travel Guidelines
Other Resources
Payment for Defined Projects through Stipends (only valid until 12/31/24).
Guidelines for On-Site Business Meals
Academic Affairs space planning aims to determine the purpose, functional requirements, and basic layout of specific areas used by full-time and part-time faculty and staff. Annual department reviews of their current floor plans assist our office in effectively managing all available rooms and addressing the need for additional offices or meeting places. Our office can also assist in faculty and staff office relocation processes or office reconfigurations.
For space planning requests, please contact Debra Hairston at dhairston@jjay.cuny.edu
Visit the Space Planning FAQs for frequently asked questions.
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