Concept: Academic Affiliates

Academic affiliates are people who work at an educational institution, but aren't in an employment relationship with the institution. They're usually visiting professors, scholars, clinical faculty, or other administrative personnel. In Workday, academic affiliates only exist in the context of academic appointments. Academic affiliates hold academic appointments, but aren’t paid and don’t have positions or supervisory organization assignments.

Create Affiliates

You can create academic affiliates when you access the Add Academic Appointment
business process as a standalone process. To create affiliates, you must have permission on the Set Up: Academic Affiliate
domain.

The

Create Academic Affiliate

option enables you to capture names, personal information, contact information, IDs, and photos for an affiliate before you add the appointment details.

When you create affiliates, the country you select on the

Legal Name

tab determines the available fields for

Legal Name

Contact Information

, and

Personal Information

You can select the affiliate ID definition to use with the

ID Definition for Academic Affiliate ID

field on the

Edit Tenant Setup - HCM

task.

If you make an error when creating academic affiliates, you can cancel incomplete events and use the

Delete Academic Affiliate

task on incomplete appointments. To delete affiliates, you must have permission on the Affiliate Data: Invalid Affiliate
domain.

Add Affiliate Status to Terminated or Retired Employees

Use the

Add Academic Affiliate Status to Employee

task when a terminated or retired employee continues an academic relationship with you through an academic affiliation appointment. End all of a terminated worker's academic appointments before you add academic affiliate status. You can only add affiliate status to terminated or retired workers who had an appointment previously but weren't affiliates.

Configure the Add Academic Affiliate Status to Employee
initiating action on the Add Academic Appointment
business process security policy in the Academic Faculty functional area. To access the task, you must be a role holder on the academic unit or academic unit hierarchy.

You can use a terminated worker's ID as the affiliate ID when you add affiliate status to a terminated or retired employee by selecting the

Reuse Worker ID for Academic Affiliate ID

check box in the

Edit Tenant Setup – HCM

task. This makes it easier to track an academic employee's entire history.

Access to Affiliates

Access to view academic affiliates is contextually secured through the academic unit for their appointment track:

Active affiliates: A role on the academic unit in which the affiliate has a current appointment.

Inactive affiliates: A role on the academic unit in which the affiliate had a historical appointment.

Affiliates with no appointments (current or historical): Member of a security group that has access to Affiliate Data: Invalid Affiliate
domain.

You can use segmented security to restrict access to academic affiliates':

IDs.

Names.

Personal information.

View Affiliates

You can use the afl: search prefix to limit your results to academic affiliates.

Workday adds these labels after academic affiliate names:

(Affiliate)
. Indicates that the affiliate has at least 1 active appointment.

(Affiliate) - Inactive
. Indicates that an academic affiliate no longer has any active appointments.

(Affiliate) - No Appointment
. Indicates that the academic affiliate has no assigned appointments. An affiliate doesn't have an appointment if the Add Academic Appointment
business process was canceled, rescinded, or not completed after the affiliate was created. You must have permission on the Affiliate Data: Invalid Affiliate
domain to view invalid affiliates.

Affiliate profiles are similar to worker profiles and can include these content groups:

Overview

Contact

Personal

Academic

Committees

Update Academic Affiliate Information

After you create an affiliate, you can add or update this information from their profile:

Certifications

Committee memberships

Contact details

Education

Emergency contacts

IDs

Names

Personal information

Professional affiliations (home institution or business entity)

Talent statements

The country associated with the affiliate's legal name determines the contact and personal information that you can edit for an existing affiliate.

Configure these business process definitions on the main academic unit hierarchy that has roles for business process actions, not a hierarchy that is purely for reporting:

Manage Certifications

Manage Education

Manage Professional Affiliations

You can edit the affiliate's photo with the

Edit Academic Affiliate Photo

related action menu or task.

If you want to capture additional data for academic affiliates, use the

Create Custom Object

task. You can then track this information by selecting

Additional Data

Edit

from the related actions menu of an affiliate.

Affiliate Security

Affiliates with current academic appointments automatically become members of the Academic Affiliate as Self and All Academic Affiliates security groups.

Affiliates can also have Workday accounts. You can include the Create Workday Account
subprocess in the Add Academic Appointment
business process.

You can enable affiliates to maintain their own information by configuring the Academic Affiliate as Self security group on these domains:

Self-Service: Certifications

Self Service: Education

Self-Service: Name

Self-Service: Personal Data

Self Service: Professional Affiliations