Add Academic Appointment (Tenure-Eligible Faculty)

overview

This tip sheet provides steps on completing the Add Academic Appointment transaction. You will use this transaction to record important information about a faculty member’s appointment, such as upcoming review dates.

While the transaction may be used for Tenured and non-tenure eligible faculty, the purpose of this tip sheet is to provide steps on completing the transaction(s) for Tenure-Eligible faculty only.

Roles & Approval Chain

The transaction is submitted by the Academic Initiator. For review and approval, it routes to the Academic Approver and then the Academic Partner. 

(Note: Many of the roles in PeopleSync share the same functionality. The Academic Approver can submit the same academic appointment transactions as the Academic Initiator. Refer to the Organization Support Roles Descriptions guide for a list of roles and function.)

Steps 

  1. Navigate to the employee record.
  2. Click Actions ellipse > Academic Faculty > Add Academic Appointment.
  3. Complete the following fields:
    • Enter the Start Date or click the calendar icon and select a date. Typically this date will match the start date of the tenure-eligible position.
    • In the Academic Unit field click the menu icon and select Academic Units > Select the academic unit.
    • In the Employee Position field, click the menu icon and select the position that is tenure-eligible.
  4. Next enter the data for the Appointment:
    • In Track Type click the menu icon and select Type. Select Tenured/Tenure Track OR Curator – Tenure.
    • In the Reason field click the menu icon and select Add Academic Appointment > Capture Appointment Information.
    • For the Rank field refer to the following chart:
    • Tenured/Tenure Track Faculty
      • Professor
      • Professor with Chair
      • Associate Professor
      • Assistant Professor
      Curator – Tenure
      • Assistant Curator
      • Associate Curator
      • Curator
    • Do not complete Named Professorship or Appointment Specialty.
    • The Title will prepopulate to match the Rank, however you can modify if needed.
    • The Constructed Title will default to the match the Job Profile.
    • The End Date field is required if there is an end date on the position, i.e. if the position is fixed term. 
    • In the Identifier field click the menu icon and select Faculty-Primary.
    • The Position Number field automatically populates if the Employee Position field (see step 3) was completed.
    • The Job Profile field will also automatically populate if the Employee Position field (see step 3) was completed.
    • Roster % automatically defaults to 100%.
    • Do not complete the Related Academic Unit.
  5. Click the arrow next to  Additional Information to display more fields.
    • Do not complete Adjusted Title Start Date.
    • The Academic Review Date field refers to the Tenure Review Date. Enter this date or click the menu icon and select the date.
    • Do not complete the Track Start Date (Override).
  6. Continue completing the Tenure Information fields located in the upper right.
    • The Track is Tenure Eligible will default to Yes.
    • Tenure Home will default to match the Academic Unit.
    • In the Tenure Status field click the menu icon and select Tenure-Eligible.
    • The Tenure Track Start Date will update automatically after the transaction has completed.
    • In the Probationary End Date field, enter this date or click the menu icon and select the date. 
  7. Enter Comments as needed.
  8. Do not attach document(s).
  9. Click Submit.
  10. On the next page click the Edit Additional Data button.
  11. In the Review Schedule click the menu icon and select one of the following. Based on the schedule selected complete the date fields as indicated.
    • Review – 3rd Year: If Review – 3rd Year is selected, complete the Review 3rd year field only.
    • Review – 3rd and 6th Year: If Review – 3rd/6th is selected, complete both the Review – 3rd Year and Review – 6th Year Fields.
    • Previous Service Credit – Dental and Nursing: If Previous Service Credit – Nursing and Dental is selected, complete the 3rd Year field.
    • Previous Service Credit – Excluding Dental and Nursing: If Previous Service Credit – Excluding Nursing and Dental is selected, do not complete any of the field dates.
    • Tenure Clock Interruption (# of Semesters) should be left blank for now. This field, if applicable, may be updated later by using the Update Academic Appointment process.
  12. Enter any Comments that may be needed to support the academic transaction.
  13. Click Submit.

review and Approval

  1. The transaction routes to the Academic Approver and then the Academic Partner.  Approvers can refer to the How to Approve a Transaction tip sheet for general information. Below are additional steps specific to the Academic Appointment process. Unlike in other staffing transactions, the Academic Approver can edit fields.
    • When you open the Review task you will see that you can edit fields. Make modifications as needed.
    • Note: You cannot edit the four custom fields (Review Schedule, 3rd Year, 6th Year Review Date, and Tenure Clock Interruption). If these require correction, click the Send Back button and Include comments, so that the Academic Initiator can update the applicable field(s).
  2. Once approved, the transaction routes to the Academic Partner. 
  •  

dashboards & Reports

Click on the WSQ – Tenure Status button under Applications from your PeopleSync homepage to review dashboards displaying key academic appointment metrics. 

To run an excel report of tenure-eligible faculty and data, type “WSQ – Primary Tenure Eligible Academic Appointments” in the search field.

Additional resources

Faculty Lifecycle Dashboard Pilot Training was conducted in June 2020. A presentation is available on iLearn, course HRS:000, section 503.

Last updated in June 2020.