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Administrator Guide
Last Updated: 2023-06-23
Add Academic Appointments

Add Academic Appointments

  • Define reasons for adding new faculty appointments using the
    Maintain Event Categories and Reasons
     task.
  • Configure the
    Add Academic Appointment
     business process and security policy in the Academic Faculty functional area.
    • Define
      Add Academic Appointment
       as a stand-alone business process.
    • Associate the business process definition with either:
      • The topmost superior academic unit in your academic structure. You can modify business processes for subordinate units that operate differently.
      • The main academic unit hierarchy that has roles for business process actions, not a hierarchy that is purely for reporting.
    • Configure the
      Add Academic Affiliate Status to Worker
       initiating action on the
      Add Academic Appointment
       business process security policy.
Adding an academic appointment is the first step in tracking a person's academic career with your institution. Create 1 or more concurrent academic appointments for each academic appointee, including:
  • Active, terminated, or emeritus faculty.
  • Clinical faculty.
  • Contingent workers.
  • Courtesy or visiting academics.
You can also update and end academic appointments.
Enhance your
Add Academic Appointment
 business process with these optional features:
  • Add
    Manage Education
     and
    Manage Professional Affiliations
     as subprocesses to capture education information and professional affiliations in the same appointment workflow.
  • Configure related worklets to help with decision making during the appointment event.
  1. Access the
    Add Academic Appointment
     task.
  2. Select an existing person in Workday, or create a new academic affiliate.
    An existing appointee can be an:
    • Active, terminated, or retired worker. Workday recommends that you use the
      Add Academic Affiliate Status to Worker
       initiating action to record academic affiliate relationships for terminated or retired workers.
    • Active or inactive academic affiliate.
    • Student.
    The option to create a new affiliate is only available if you have security permission on the
    Set Up: Academic Affiliate
     domain and you run
    Add Academic Appointment
     as a standalone business process.
  3. Enter the appointment
    Start Date
    .
    If
    Add Academic Appointment
     is a subprocess of a staffing business process, the date automatically populates the effective date of the parent event.
  4. Select the
    Academic Unit
     for the appointment.
    If
    Add Academic Appointment
     is a subprocess for another position-based business process, the
    Academic Unit
     automatically populates and routes to the 1 associated with the supervisory organization in the parent event.
    If the supervisory organization of the parent event doesn't have a related academic unit, Workday looks up the supervisory organization hierarchy until it finds a supervisory organization with a related academic unit. Use the
    Audit - Supervisory Organization & Related Academic Unit
     report to view these relationships.
  5. (Optional) Relate an
    Employment Position
     to the appointment for an academic worker.
    • The position must be available as of the appointment start date.
    • Employment Position
       doesn't apply to academic affiliates.
  6. Enter the appointment details under
    Appointment Information
    :
    Option Description
    Track Type
    Select the academic track type from the list of enabled ranks and activities.
    Reason
    Select the appointment reason from the prompt.
    Rank
    Optionally, select a rank from the available options for this appointment track type. Different tracks include different ranks, as defined in the
    Maintain Academic Track Types
     task. Example: An administrative track could include a
    Chair
    ,
    Dean
    , and
    Provost
     as the available ranks.
    Named Professorship
    Optionally, select a named professorship for the academic unit or any currently vacant professorship.
    Appointment Specialty
    Optionally, select an academic specialty for the appointee.
    Constructed Title
    This field automatically populates based on the rules that you set up in the
    Maintain Appointment Title Rules
     task.
    Title
    This field automatically populates based on the rules specified in the
    Maintain Appointment Title Rules
     task, or from the values you select in the
    Named Professorship
     or
    Rank
     fields.
    You can change the
    Title
     if necessary.
    End Date
    Specify the agreed upon term for the appointment. The date is informational only and doesn't initiate a termination of the whole appointment track.
    Identifier
    Select the kind of academic appointment type. Example:
    Primary
    ,
    Dual
    , or
    Joint
    . A
    Primary
     appointment identifier is often used on the appointment that relates to the academic member's
    Employment Position
    .
    Roster Percent
    Indicate the percentage of the academic member's total time that this appointment represents.
    Adjusted Title Start Date
    Specify an adjusted start date for informational and reporting purposes only. This date can represent work at other institutions and can be earlier than the
    Start Date
    .
    Academic Review Date
    If the appointment track type has a promotion program, specify an
    Academic Review Date
     for the appointment. This field is available if you selected
    Includes Promotion Program
     in the
    Maintain Academic Track Types
     task.
    Track Start Date (Override)
    Specify a track start date that's before the worker’s hire date. This date can represent work at other institutions and can be earlier than the
    Start Date
  7. If the appointment track type includes a tenure program, identify the
    Tenure Home
    ,
    Tenure Status
    , and an optional
    Probationary End Date
     in the
    Tenure Information
     section.
    Tenure Home
     automatically populates to the academic unit for this appointment, but you can change it to another academic unit that supports tenure tracks.
If you created a new affiliate during the
Add Academic Appointment
 business process and configured
Manage Education
 and
Manage Professional Affiliations
 as subprocesses, enter the affiliate's education information and professional affiliations. You complete these steps only when the appointment process is complete and the affiliate has no education or professional affiliation data.