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Overview
In Workday, academic appointments are used to track key information related to a faculty's academic
relationship with the university, including academic dates, academic unit, rank, title, and tenure status.This document explains how those users with the appropriate access can Add Academic Appointments, Update Academic Appointments, and End Academic Appointments. This may include the following security roles: Academic Faculty Action Initiator, Academic Chair/Manager, Academic Faculty Administrator, and Academic Partner.
Consult with the appropriate academic office supporting the positions/jobs that the employee holds to determine which position/job should be the primary position/job.
Academic Appointments Initiated from HCM Staffing Events:
To keep the faculty member's Human Resources record in sync with their academic appointment record, most actions start in Workday with the HCM staffing event. For example, a faculty promotion may begin with a job change (HCM staffing event) to promote the employee, which would prompt an update to their academic appointment record (Academic module).
Faculty contract and appointment documentation will be generated and signed as appropriate during the respective HCM staffing event.
Academic Appointments NOT Initiated from HCM Staffing Events:
Some new appointments and updates to existing appointments do not impact the faculty member's Human Resources record, and these can be initiated independent of the HCM staffing transaction (some of these may happen outside of the Workday system). For example, updating tenure status, contract renewals, or adding a concurrent appointment may not impact the employment record.
Academic appointments for faculty overload, concurrent roles, and supplemental activity may have a corresponding increase to the worker's compensation. Period Activity Pay has its own approval process and may include the creation of a contract, letter, or other documentation confirming the appointment. It is recommended that the Period Activity Pay event is completed before entering the academic appointment record in Workday. For more information about Period Activity Pay, please review the Compensation Job Aid.
Data Entry Considerations:
Data entry considerations are provided in the Add and Update Academic Appointment sections of this document.
Recommendations:
- The recommended browser for accessing Workday is Google Chrome. However, Mozilla Firefox and Apple Safari may also be used.
Considerations by Institution
- Refer to your institution's policies and procedures regarding academic appointments.
Icons Referred to in This Document
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Add Academic Appointment
Notes:
- Use the Add Academic Appointment task to track academic appointment information related to an appointee's new or additional role within the institution and the track enter identified for the role.
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Use the Employment Position Prompt to select the appropriate position.
Note: The Employment Position field is optional but recommended.
Use the Track Enter Prompt to select Enter and choose the appropriate track enter.
Note: Additional fields populate based on the specific track enter selected; additional optional fields may automatically populate.
Use the Reason Prompt to select Add Academic Appointment > Add Academic Appointment and then choose the appropriate reason.
Note: Reason codes are provided in the table below.
Reason | Category | Purpose |
Additional Appointment | Add Academic Appointment | Creating a secondary appointment (instructional, administrative) for a faculty member |
Hire | Add Academic Appointment | Generating a new hire's primary appointment with an institution |
New Affiliation | Add Academic Appointment | Moving a faculty member's appointment from one Academic |
Switch Tracks | Add Academic Appointment | Revising an appointment to reflect a move between Non-Tenure and Tenure track status |
Conversion | Conversion | Revising a faculty member from Contingent to Employee status |
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Rank selection options vary based on the Track Enter selected. Please see Appendix A: Ranks for a list of Ranks available by Track Enter.
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Use the Identifier Prompt to choose the appropriate Identifier.
Please review Appendix B: Identifiers for additional information about Identifiers.
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Use the Comment field to provide any additional information (Optional).
Select Submit.
Notes:
- This will go through a workflow process, and you will receive notifications if it has been denied, canceled (if the appointment is canceled during the business process), rescinded (if the appointment is rolled back after the business process has been completed), or corrected.
- As the Add Academic Appointment task moves through the workflow process, others will also receive notifications specific to action and/or review steps for which they are responsible.
Update Academic Appointment
Note:
- Steps above relate to appointments that are not initiated as a subprocess of an HCM staffing event. If updating the academic appointment is part of a subprocess for a staffing event, the Academic Faculty Action Initiator receives an item in My Tasks from which the task can be run. Launching the task from My Tasks sends the user to the Update Academic Appointment task.
- Additional scenario-specific information is provided in the Academic Staffing Processes Overview document.
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Use the Reason Prompt to select the justification for the update. Reason codes are provided in the table below.
Reason | Purpose |
Administrative Correction | Making non-substantive corrections to an appointment |
Extension | Moving the end date for a non-permanent appointment (whether instructional or administrative role) to a later date |
Other (Comment Required) | Performing revisions not covered by other options; must include a description of changes made |
Promotion | Elevating a faculty member to a higher position (e.g., Associate Professor > Professor) |
Renewal/Reappointment | Extending an appointment's contracted end date based on the standard period of service (e.g., six months/one year) |
Tenure/Permanent Status Clock Extension | Providing Tenure Track faculty additional time prior to entering tenure review; must be requested by faculty member |
Update Tenure/Permanent Status | Revising a faculty member's track status |
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- Tenure Home
- Tenure Status
- Probationary End Date
Notes:
- The Tenure Information section only displays if the Track Enter is either Tenure or Permanent.
- The data in the fields listed in steps 9a-9c auto populates based on the appointment information.
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Add any attachments in the Attachment section by dropping in files or selecting files (Optional).
Select Submit.
Note: A pop up displays, indicating the Academic Partner will review the updated academic appointment.
End Academic Appointment
Note:
- Steps below relate to appointments not initiated as a subprocess of an HCM staffing event. If ending the academic appointment is part of a subprocess for a staffing event, the Academic Faculty Action Initiator receives a message in their Workday Inbox item from which the task can be run. Launching the task from My Tasks sends the user to the End Academic Appointment task.
- In instances where the terminal date for an appointment is known – such as when a faculty member retires – the end of an academic appointment can be future-dated to that date.
- Additional scenario-specific information is provided in the Academic Staffing Processes Overview document.
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Select the Prompt for Track and choose the appropriate track.
Note: Based on the appointee selected, the Track field will auto populate.
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(Reason codes are provided in the table below.)
Reason | Purpose |
Administrative Correction | Making non-substantive corrections to an existing, ending appointment |
End Due to Employment Termination | Indicating that a faculty member has resigned or has been dismissed by the institution |
End Due to Retirement | Reflecting a faculty member's separation due to retirement |
End of Appointment | Indicating that a faculty member's appointment is ending; typically refers to secondary appointments, but this reason may also be used in certain circumstances for primary appointments (such as for visiting professors, and for temporary part-time and/or full-time backfill appointments) |
Non-Renewal/Non- Reappointment | Indicating that a faculty member's time-limited secondary appointment is ending without further extension, renewal, or reappointment |
Other (Comment Required) | Performing revisions not covered by other options; must include a description of changes made |
Retrenchment | Indicating that a faculty member's appointment is ending because their role/position is being eliminated |
Switch Tracks | Revising an appointment to reflect a move between Non-Tenure and Tenure track status |
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- You will be notified if it is denied, canceled (during the business process), rescinded (if the appointment is rolled back after the business process has been completed), or corrected. The Academic Faculty Dean will also be notified if it is rescinded or corrected.
Appendix A: Ranks
The table below lists the Track Enters that can be selected for an academic appointment, as well as the available Rank options in each category.
Track Enter | Rank Options |
Adjunct |
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Administrative |
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Affiliate |
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Center/Institute/Clinic |
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Emeritx |
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Track Enter | Rank Options |
Non-Tenure |
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Permanent |
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Tenure |
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Appendix B: Identifiers
The table below provides the selections available within the Identifier field, as well as descriptions of each option.
Identifier | Definition |
Adjunct Faculty Instruction – Secondary Instructional | Instructional assignments for adjunct faculty for courses in addition to their primary course load |
Concurrent – Secondary Non- Instructional | Assignments for faculty members that refer to either Administrative or Center/Institute/Clinic-based roles |
Overload Instruction – Secondary Instructional | Appointment to teach a course that is in excess of the faculty member's normally assigned workload |
Primary – Primary | A faculty member's main instructional role with the institution |
Professorship – Secondary Non-Instructional | Not used at this time |
Secondary Instructional – Secondary Instructional | Instructional assignments for Permanent Status/Permanent Status Track or Tenured/Tenure-Track faculty for courses in addition to their primary assignment |