Dear colleagues,
We hope your new year is off to a great start!
See below for important updates from Academic Personnel Services. We are available by email and phone to address any needs or questions you may have.
Regards,
Academic Personnel Services
(512) 232-4590
STAFFING UPDATES
At the beginning of January, APS filled two positions new to the team:
- In the role of Academic Business Analyst, Bree Papke will analyze the business functionality of APS in an effort to maximize the effectiveness of our workflows.
- As Academic Benefits Specialist, Robin Jarman will manage faculty separations, serving as a benefits resource for faculty, department chairs, and executive-level hires.
And on February 1, Erin Negron began transitioning from her current position into a new role as Academic Personnel Coordinator, where she will assist with faculty review processes, including promotion and tenure and mid-probationary review, and serve as a subject expert on endowments.
Please join us in welcoming Robin, Erin, and Bree to their new positions!
CONTINGENT WORKER FACULTY HIRES
To allow for contingent worker hires to complete successfully via the PAR integration, APS now recommends that users end contingent worker contracts in Workday for incoming faculty effective the day prior to the PAR Hire Date. We will update the guidance in the text of the PAR push error notification for contingent workers to reflect the new guidance.
NOTE: Using the day prior to the hire date as the end date on the contingent worker contract maintains the incoming faculty member’s access as they transition from contingent to employee status.
AUDITING NTT FACULTY CONTRACTS
Users should periodically audit Non-Tenure Track Faculty and Faculty Retirees to ensure they have an active Workday contract when they are in an active job. Using the guidance documents linked below, please take action for employees with missing or expired contracts:
- Run Filled Position Details RPT0245 and filter the “Employee Contract is Required” and “Employee Contract End Date” columns of to identify employees with missing or expired contracts.
- Because of a known issue that causes only the most recent contract end date to appear across multiple jobs on the report, manually check contract end dates in Workday for faculty with more than one job by navigating to Related Actions > Job Change > Employee Contracts.
eBITS is developing a new report specifically designed to help users audit faculty contracts. The new report will also better identify faculty with multiple jobs to indicate entries that should be checked manually.
For more information on managing NTT faculty and contracts in Workday, see:
Manage Non-Tenure Track Faculty (WPO)
Maintain Non-Tenure Track Faculty Contracts (WIG)
Inactivate Non-Tenure Track Faculty (WIG)
End Job for Faculty and Academic Staff (WIG)
Academic: Terminate Faculty (WPO)
Termination (WIG)
IMPLEMENTING DOCUSIGN FOR APPROVALS
Before the winter break, the provost’s office implemented the Personal Circumstances Flag request process. These requests are initiated on the EVPP website and then route for approval via DocuSign.
APS has identified several other processes we manage that may be made more efficient by leveraging the routing and approval functionality of DocuSign. We will share additional information about this effort as it becomes available.
UPDATES TO OFFER LETTER TEMPLATES
As a reminder, in December we added contingency language for onsite work to section four of the pre-employment screening requirements in the faculty offer letter templates (offer letter templates are available on the APS website).
Please begin using the updated templates immediately.
GUIDELINES FOR WORKERS OUTSIDE THE U.S.
Remember to review the guidelines published by Payroll Services when considering employment for individuals outside the United States (applicable to Fall 2020 and Spring 2021 only).