...
Managing professional-track faculty jobs and contracts
| Note |
|---|
Important: Professional track faculty at the end of their current contract must be either renewed, terminated, or inactivated before the deadline to do so. Failure to take action may result in their appointment being ended on the current contract end date during the Mass Termination process. A faculty member returning to employment after being terminated will require rehiring via a new PAR. If a faculty member was unintentionally terminated during the Mass Termination process, and there was no break in service between the end date and the proposed new contract date, it may be possible to request a Rescind of an unintended termination by contacting askUS. See the schedule of upcoming Mass Termination runs at Workday: Mass Process. |
...
Renew: Faculty member's current contract is ending, and they will be returning to teach the subsequent semester. Continue with no break in service for rolling contracts or expiring fixed contracts. Changes to compensation or scheduled weekly hours may be needed. The summer period does not constitute a break in service. Faculty working in the spring semester will remain active through 8/31. See more at Managing Professional Track Faculty in Workday > Renew.
Inactivate: Faculty member will not be teaching, but may teach again within the next three years. Break in service with potential for reactivation. Active employment and compensation are discontinued. Remains on "roster" and is eligible for reactivation for up to three academic years from the date of inactivation. Faculty who remain inactive for three consecutive years will be terminated via an automatic process. See more at Managing Professional Track Faculty in Workday > Inactivate
Reactivate: Faculty member has been in inactive status for fewer than three consecutive years and will teach again. See more at Managing Professional Track Faculty in Workday > Reactivate
Terminate: Faculty member is not expected to teach again within the next three years, or faculty member is retiring/resigning from the University. End employment with the university, no eligible for reactivation. A terminated faculty member will need to be rehired via PAR before returning to a faculty position. Faculty in "Inactive" status for three consecutive years will be terminated via an automatic process. See more at Managing Professional Track Faculty in Workday > Terminate
Professional-track faculty lifecycle
Source: Academic Worker Life Cycle PPTX
...
Renew
Continue with no Renewals are appropriate for faculty with expiring contracts who will continue without a break in service for rolling contracts or expiring fixed contracts. Changes to compensation or scheduled weekly hours (SWH) may be needed. The summer period does not . Neither work status during the summer period 5/16-8/15 nor inactivation during the previous contract period constitute a break in service. Faculty working in the Spring spring semester will remain active through 8/3115. Changes to compensation or scheduled weekly hours (SWH) may be needed. See Renew Non-Tenure Track Faculty W.I.G.
Rolling contracts
Rolling contract renewals are handled by COE Faculty Affairs. See
Fixed Term contracts
Before adding a new Renewal contract, be sure to close and end any contracts that are expired. Signed contracts should be uploaded to Workday.
When renewing contracts for 9-month faculty, use the COE FileMaker Pro professional-track faculty database and template.
For 12-month faculty, in order to ensure the most current template is being used, each offer letter should be drafted based on a newly-downloaded template for the appropriate hire type based on the Provost's Office current template at FA/APS ServiceNow Portal > Knowledge (top right corner) > FA/APS Knowledge Articles (top left corner) > Offer Letter Templates > Departmentalized CSUs.
Note that for retired faculty, the contract reason should always be "Modified Service".
...
For renewals that do not have a change to scheduled weekly hours, departments should use the Add Contract process to add a new contract for the faculty member. Before adding a new contract, be sure to close and end any contracts that are expired via the Edit Contract BP in Workday. When processing the new contract, a signed offer letter is required to be uploaded to the Add Contract BP. For instructions on how to add a contract for a faculty member, see the Maintain Non-Tenure Track Faculty Contracts W.I.G.
Inactivate
The inactivation process is used when the faculty's current contract is ending and they will no longer be actively employed, i.e. there will be a break in service. Faculty should be inactivated instead of terminated when there is the potential of reactivation at a later date after the break in service. An inactivated Professional Track faculty member remains on “roster” and is eligible for reactivation for up to three academic years from the date of inactivation. After three inactive years, they will be automatically terminated.
...
An alert notification is sent to the worker’s Absence Partners for all F-INA until balances are removed.
Payable Time Off Balances for Alert - RPT0996 does not distinguish between Inactive and Terminated. The alert notification, however, does display “Terminated or Inactive” for both cases.
A Termination BP will kick off Payable Time Off Balances (Required and Optional) - RPT0371 and is sent to the worker’s Absence Partners for processing.
Reactivate
The reactivation process is used to resume active employment for Professional Track faculty after a break in service of less than three years, for example, a faculty who was inactive in the spring semester but will be actively employed in the fall. See Reactivate Non-Tenure Track Faculty W.I.G.
...
After departments have submitted the Change Job, the Maintain Employee Contract task should appear in the initiator's Inbox. For reactivations, use “Reactivation” as the Reason Type in the Contract Step. See the W.I.G. on Maintaining Non-Tenure Track Faculty Contracts for more information.
Note that for retired faculty, the contract reason should always be "Modified Service."
Terminate
It is common for Professional Track faculty to have a break in service between semesters. However, if a Professional Track faculty member is inactive for at least three years, their appointment will be automatically terminated by the eBITS team. A terminated faculty member is not eligible for reactivation - instead, a new appointment must be processed via PAR in order to rehire.
...
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 . See COE: via the Modified Service for more informationprocess.
Note that inactive former employees retain access to Workday for two years after Termination Date - see Duration of Worker Access to Workday.
Summer
For nine-month professional track faculty working 8/16-5/15, summer inactivation is not necessary.
...
When a new professional-track hire is brought on for the summer only, the PAR pushes a Summer New Hire Salary plan to Workday, but it does not push a corresponding Academic Salary plan that would result in them being paid into the long semester (because they are not expected to continue into the long semester). Unfortunately, this also means they will not be picked up on an EIB because a salary plan must be in place on 8/16 to “convert” to a No-Pay Salary Plan. An inactivation will need to be processed manually. Please also be sure to add the No-Pay Salary Plan.
...
Please send suggested additions to this page and notifications about broken links to COE-FacultyAffairs@austin.utexas.edu.