Update Academic Appointment

overview

This tip sheet provides steps on completing the Update Academic Appointment of a Tenure-Eligible faculty member for a promotion in rank and/or change in tenure status to Tenured.

Note: If you are processing a change in rank, you must first change the Job Profile by completing the Edit Position: Academic Profile Change transaction. 

Roles and 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 > Update Academic Appointment.
  3. On the next page, the Academic Appointee and Track fields will automatically repopulate.
  4. Enter the Start Date:
    • For a promotion/change in Rank only, enter the start date of the new promotion or change in rank.
    • For a promotion and change in tenure status to tenured, enter the start date of the track. A soft alert will display: “This Academic Appointee already has an appointment with the same start date. If you select the same Appointment Start Date, your change replaces the existing appointment.”
  5. Click Submit.
  6. In the Reason field, enter in one of the reasons below or select the reason using the menu icon:
    • Change in Rank – Promotion
    • Change in Tenure Status – Tenure Awarded
    • Change in Rank and Tenure Status – Promotion and Tenure Awarded
  7. Edit Rank field to the new rank.
  8. The Title field will automatically update. This is an open field and can be modified.
  9. The Position Number will automatically update and the Job Profile will automatically update.
  10. If you are changing the Tenure Status to Tenured complete fields under Tenure Information:
    • Change the Tenure Status to Tenured.
    • Enter the Tenure Award Date.
    • Note: The Probationary End date field will not be modifiable.
  11. Under the Additional Data section, do not modify the Academic Review Date.
  12. Enter comments to provide context regarding the promotion/tenure status change.
  13. Do not attach any documents.
  14. Click Submit. 
    • For a promotion in rank, you will move to the next page which displays the Edit Additional Data button. Click this button. You will see the Other Academic Review Date fields (Review Schedule, 3rd Year, 6th Year and Tenure Clock Interruption # of Semesters). 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 for review and approval.
  •  

Review the Updated Appointment 

After successful completion of the transaction, the Academic Initiator or Academic Approver should Review the Updated Record.

  1. Navigate to the employee record.
  2. From the left side menu select Academic
    • The Current Appointment tab will reflect the new rank.
    • Note: You should not see two separate rows for the same appointment on this tab. If so, this indicates that one of them is a duplicate transaction.
  3. Select the magnifying glass to view the appointment details.
  4. Select the Appointment History tab. Here you should  see the previous rank and the new rank.
  5. Select the Academic Appointment Comments tab to review a summary comments from everyone involved in the workflow.

Additional Resources

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

Last updated in August 2020.