Requesting Reassigned Time

Reassigned Time requires more lead time than almost any other grant-funded transaction. Because it is tied to a faculty member's teaching load for a specific semester, it must be fully confirmed and processed before the semester begins. Once the semester starts, the window is closed.

The process involves the PI, the department chair, the college, Academic Affairs, ORSP, and other reviewing units. Build your timeline backward from the semester start date, not forward from when the award arrives.

Before You Begin

Before the college submits a reassigned time request, confirm the following:

• The award agreement is fully executed and the grant account is open in CFS.
• The grant budget includes reassigned time for the faculty member and period in question.
• The budget period covers the semester in which the reassigned time will occur.
• The PI has discussed the request with the faculty member, Department Chair, and College Dean.
• The PI has worked with ORSP Post-Award to confirm the budget for reassigned time.

If the Award Is Not Yet Fully Executed

Do not assume an award notice is spending authority. ORSP must complete agreement execution and account setup in CFS before funds are available.

If your award arrives close to a semester deadline, contact ORSP immediately. Depending on the circumstances, ORSP may be able to discuss a pre-award spending arrangement. Any pre-award spending for compensation requires a formal written request, a backup chartfield string, and written acknowledgment of risk by the PI and department.

How the Request Process Works

1. PI works with ORSP Post-Award to determine the budget for reassigned time. The PI confirms that reassigned time is included in the grant budget and that sufficient funding is available for the applicable semester.
2. PI informs the college. The PI works with the Department Chair and College to plan the teaching release and secure internal approval.
3. College submits the request via Smartsheet to Academic Affairs. During the reassigned time cycle, the college is responsible for completing and submitting the Smartsheet request.
4. ORSP and other cost centers review and approve the request. The request is reviewed for funding accuracy, compliance, and alignment with policy.
5. ORSP uses Smartsheet automation to collect additional information and generate the Faculty Assigned Time Form (FATF). After review and approval, ORSP requests qualitative information needed for the appointment, generates the FATF, and routes it for approval.
6. Final processing occurs after approvals are complete. Once fully approved, the reassigned time is processed for payroll and budget redirection.

Required Information

The college request must include all required information. At minimum, this includes:

• Faculty member name
• Faculty member EmplID
• Semester
• Number of WTUs
• Full chartfield string
• Budgeted percent effort
• PI confirmation that the cost is included in the grant budget

Deadline Calendar

The deadlines below represent the date by which the completed request must be received and in process so the full chain of review and payroll action can be completed before the semester begins.

This table is updated each academic year. Last updated: March 31, 2026.

Important Notes on Timing

• Reassigned time must be planned early. This is not a last-minute transaction. It depends on academic scheduling, college approvals, funding validation, review by relevant units, automated routing, and payroll processing.
• The Spring deadline is especially difficult. Spring scheduling is finalized in November and December, the same period as winter holiday closure. There is very little flexibility.
• Award timing often conflicts with semester deadlines. Federal awards in particular may arrive only weeks before the Spring deadline. If your award arrives in this window, contact ORSP the same day.
• A late award does not extend the semester deadline. Proposal timelines should account for the possibility that an award may arrive close to the start of term.

If You Miss the Deadline

If the reassigned time request is not submitted by the deadline, it cannot be processed for that semester. The faculty member will keep their standard teaching load for the term. The grant funds budgeted for reassigned time will not be used during that period.

If this creates a problem for your grant, such as not meeting effort commitments to the sponsor, contact ORSP to discuss options. These may include submitting additional employment for other periods or requesting a no-cost extension.

Questions

Contact ORSP at orsp@csueastbay.edu for questions about fund availability, the request process, or whether reassigned time is the right mechanism for your situation.

For questions about Article 36 compliance, the 125% rule, or appointment configuration, contact the Deputy Provost for Academic Resources and Planning.