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Fixed Term contracts are issued and uploaded to Workday by the department Academic HR Partner. Contracts (offer letters) for new hires are based on the appropriate Provost’s Office template and handled as part of the PAR process described at COE: Hiring Professional Track Faculty. Contract renewals for continuing and reactivated faculty should be issued through the department’s FileMaker Pro database process, using the appropriate COE template. A new Fixed Term contract should be issued at the end of every expiring term that will be renewed: Short Term contracts are issued semesterly or annually, Two-Year Fixed Term contracts are issued every two years, and Three-Year Fixed Term contracts are issued every three years.
Required action for expiring contracts
For any Professional Track faculty member whose contract is expiring or has expired, one of the following three actions should be taken:
a) Renew: add a new contract in Workday. See COE: Managing Professional-Track Faculty in Workday > Renew.
b) Move into a Faculty Inactive position (F-INA). See COE: Managing Professional-Track Faculty in Workday > Inactivate.
c) Terminate the appointment. See COE: Managing Professional-Track Faculty in Workday > Terminate
Retired faculty members who have been on Modified Service, but are no longer, should be terminated in Workday. Retired faculty should not be inactivated. If they return to work later, they can be rehired via the Modified Service process.
Rolling contracts
Rolling contracts are issued by COE Faculty Affairs and uploaded to Workday by the department Academic HR Partner. Only faculty approved for a Rolling Contract by the Senior Associate Dean and included on the department’s annual instructional budget will receive Rolling contracts. Requests for rolling contracts that are not on the pre-approved list will be handled as Fixed Term until they can be reviewed for inclusion in the department budget for the following year.
Maintaining contracts
Academic HR Partners should regularly run the Workday report Faculty Positions Missing Contracts – RPT0976 for their unit sup orgs and take action for any faculty member identified as having a missing or expired contract. As a reminder, all faculty in active positions in the following populations should have a contract in Workday:
Professional-Track faculty (including 0%)
Retired faculty, including Modified Service and Phased Retirement status, regardless of tenure status at the time of retirement
In most cases, the faculty contract will be maintained through a sub-process of other business processes associated with making job changes. For example, processing a Change Job will initiate the Maintain Employee Contract sub-process. However, if a change needs to be made independent of other job changes or if an incorrect contract needs to be corrected, departments can do so following the Maintain Professional Track Faculty Contracts W.I.G.
Process for changing from a rolling to a fixed-term contract
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