Fall 2021 NTT Mass Transactions Processing

Important dates and deadlines

The Fall 2021 Non-Tenure Track Mass Transactions processing window is now open. The mass transactions cover the renew, inactivate, and reactivate Workday processes for NTT faculty.

Key dates and deadlines for the Fall 2021 NTT mass transactions process:

Monday, July 12, 2021 – Reporting Opens:

The NTT Faculty Renew/Inactivate (RPT0240) and Reactivate (RPT0813) reports are available in Workday. CSUs may download these as spreadsheets and begin populating required data.

Friday, July 30, 2021, 5:00 p.m. – Submission Window Closes:

Deadline for CSUs to submit spreadsheets to APS via Box folder upload (see below for more details). This is a firm deadline. Any spreadsheets submitted after this date will not be processed centrally and must be managed individually by CSUs.

August 12, 2021 – Inactive Faculty Privileges Load:

eBITS will load Job Classification Privileges for all faculty submitted for reactivation via EIB with an effective date of August 12, 2021.

August 25-31, 2021 – Renew, Inactivate, and Reactivate Load:

eBITS will load data from the renew/inactivate and reactivate spreadsheets into Workday.

For questions about this process or access to Box folders, please contact Academic Personnel Services by email.


Processing details

  • Important details regarding the NTT mass process:
  • Each spreadsheet submitted by a CSU must contain a minimum of 10 records in order to be included in the mass process.
  • CSUs that meet the minimum number of entries per renewal/inactivate and reactivate spreadsheet should participate in the EIB. Only initiate standalone BPs in Workday for those transactions that fall outside the scope of the mass process.
  • Renewals will only be processed for faculty who do not need a change to their current scheduled weekly hours (SWH). If changes to current SWH are needed with the renewal option, CSUs must process individual Change Job transactions on an ad hoc basis. These faculty members should not be included on the EIB spreadsheets.
  • Changes to the contract type for renewals can be loaded by the EIB only if the previous contract is ending on 08/31/2021 or earlier. CSUs must include a justification in the remarks column of the spreadsheet if the contract type is changing.
  • Retired Faculty: Transactions for retired faculty on modified service will need to be managed individually by CSUs. These faculty members should not be included on the EIB spreadsheets. APS and eBITS are currently exploring options for adding this population to the scope of future mass transaction processes. 
  • Inactive faculty do not have privileges (such as network and library access) by default. CSUs that do not meet the minimum number of entries to submit a reactivate spreadsheet should maintain privileges for faculty inactive jobs using the Change Privileges starting point of the Start Job Change process prior to the first day of classes.

Audit for missing and expired contracts

In preparation for the mass transactions process, CSUs should audit missing and expired contracts to help ensure accuracy in reporting on the renew/inactivate spreadsheet:

  • Run Faculty Positions Missing Contracts – RPT0976 using an effective date of 05/31/2021 for 9-month faculty or 08/31/2021 for 12- month faculty.
  • Review report results to identify jobs with missing or expired contracts. The report lists all positions for faculty with multiple positions. Review each worker to determine if a position is missing or has an expired contract.
  • For faculty members identified as having a missing or expired contract: renew the contract for the prior period, inactivate the faculty job, or end the faculty job/terminate the employee, as needed.
  • All non-tenure track faculty (even those with zero scheduled weekly hours) and active retirees (regardless of tenure status at time of retirement) should have an Employee Contract in Workday (in addition to having a signed offer letter on file with APS).

CSU Box upload folders

APS has created designated Box folders for deans’ office contacts within each CSU to upload their spreadsheets (only deans’ office contacts have access to these folders).

As a reminder, only one renew/inactivate and one reactivate spreadsheet per CSU may be submitted to APS. Departmentalized colleges will need to

consolidate their individual department spreadsheets prior to uploading to Box.

Box Upload Folder Links:
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