Page Comparison

Purpose:

To outline the college’s process for managing professional track (NTT) faculty contracts that are expiring or beginning in the Spring semester of an academic year; i.e., specifically relates to instructional faculty.

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1. COLA HR will run RPT0240 for the whole college, post an edited version to Box, and make it accessible to department staff.
2. Unit staff will use MS Excel Online to access RPT0240 and indicate whether their faculty with expiring contracts will be renewed or inactivated.
   1. The exception to this is faculty on modified service. Because modified service faculty are in a fixed term job profile, they must be either renewed or terminated; inactivation is not an option.
3. Unit staff will complete the appropriate BP in Workday for each faculty member with an expiring contract:
   1. Renewals: Will either use Add Contract or Change Job process.
      1. If only changing end date: use Add Contract process.
         1. Obtain signed offer letter.
         2. Upload this to the faculty’s Workday profile
            1. Go to Personal section>Documents
            2. Click on Add button: 
            3. Select the signed offer letter for upload and include a descriptive comment, such as “Spring 20YY offer letter.”
         3. Then follow the Maintain NTT Faculty Contracts WIG.
            1. Note: Although this will result in uploading the offer letter twice, having the contract added first to Documents appears to be the only way COLA HR can view the contract during WD approvals process.
      2. If changing SWH or compensation: use Change Job; Renew Non-Tenure Track Faculty WIG
         1. Attach the signed offer letter to the first “page” of the BP.
   2. Inactivation: Follow the WIG instructions. 
      1. Per above, cannot be used for faculty on modified service.
   3. If appropriate: Ending Job: (if job is not primary) Follow WIG instructions; or Termination: 1) Termination WIG; 2) Complete Termination Questionnaire WIG 

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1. COLA HR will run RPT0813 for the college, post an edited version to Box, and make it accessible to department staff.
2. Department staff will use Excel Online to access RPT0813 and indicate whether their inactive faculty will be reactivated for appointment beginning 1/16/YY. All of these faculty will either be reactivated, remain inactive, or need to be terminated/have job ended.
   1. Reactivation (Workday “Change Job” BP required);
      1. When reactivating faculty, Workday will unfortunately allow you to route forward the BP without updating to the appropriate job profile or updating the scheduled weekly hours. Routing your BP forward without making these updates will result in the BP being returned.
      2. Be sure to attach the signed offer letter to the first “page” of the BP.
   2. Remain inactive: no action required!
   3. Termination (Workday BP required).
      1. Proceed with termination when there is no reasonable expectation that the inactive faculty member will return teach for UT; if you know they will be teaching for another unit in the upcoming semester (but not yours again), wait till the other job is in place in Workday and then process a Switch Primary Job and End Job for your dept.

General Follow-up:

1. Staff ought to review the remainder of their roster [look at the Members of unit’s top-level JM sup org (Manager should be Chair/Director)] for other faculty who might need changes to their contracts or appointments and proceed with the appropriate business process as above. 

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