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Types of Mass Processes

See Workday: Mass Process Guidance.

Mass processes are intended to ease the administrative burden on processing offices for high-volume transactions. For faculty, most mass processes are related to the management of professional track appointments. Mass processes fall into two categories:

See below for information on each type.

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Automatic Mass Processes

There are two types of Automatic Mass Processes: a) Monthly Mass End Additional Job/Termination Process, and b) Professional-Track Inactive 3-Years Mass End Additional Job/Termination Process. Each is described below.

Monthly Mass End Additional Job/Termination Process

See Workday: Monthly Mass End Additional Job / Termination Process Guidance 

The monthly Mass End Additional Job/Termination process will run for all fixed-term employees and non-employee positions with an End Employment Date on or before the last day of the prior month. The effective date of the mass process will be equal to the End Employment Date on the position. In addition, if there is an Academic Appointment associated with the position, it will be ended. This process requires preparation for it to be fully effective. 

The process may require actions to be performed prior to the CSU processing deadline to ensure the proper processing of positions. Some positions will be excluded from the process if you do not take preparatory action. Review Workday guidance carefully for instructions.

Reasons a position will NOT be ended via Mass Process:

• Positions that have time blocks after their end employment date - If a time block exists (Unsubmitted, Submitted, In Progress, or Final Approved), an end job or termination will not be processed. The time block could indicate that the employee worked after their end employment date, and therefore, the End Employment Date should be extended.

• Position has Completed BP with Effective Date after End Employment Date - Business processes with an effective date after the End Employment Date could indicate that the worker’s relationship to the University should continue and therefore the end employment date should be extended.

• Positions where a Switch Primary is required - The Primary Job has an End Employment Date in the past, but additional jobs that are still active with End Employment Dates in the future.  

• In Progress Transaction(s) - Any positions that have in-progress staffing transactions (Switch Primary, Add Job*, End Additional Job, Change Job, Termination). 

Non-Tenure (Professional) Track Inactive Three Years Mass End Additional Job/Termination Process

See Workday: Non-Tenure Track Faculty Inactive 3-Years Mass End Additional Job/Termination Process Guidance.

The Non-Tenure Track Faculty Inactive Three Years Mass End Additional Job/Termination process will run for all professional-track faculty jobs that have been in the F-INA (Faculty Inactive) job profile for three or more years. The reason for this process is to require onboarding when a faculty member is rehired after a significant period of inactivity. The PAR is required for rehire if the job is termed/ended.  

Note that the process is not completely automated.  Some positions will be excluded from the process if you do not take preparatory action. Review Workday guidance carefully for instructions.

There is no automated process to end courtesy, endowment, or affiliate academic appointments even when the primary F-INA position is ended.  Users will need to take a separate action to end those manually.  Professional-track faculty cannot have a courtesy-type academic appointment without a primary faculty job and these positions should be ended.  Affiliate Academic Appointments however can be retained without issue if needed.

Scenarios

Open

Open

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User-Initiated Mass Processes

In the College of Education, mass processes for professional track faculty are submitted on behalf of departments by Dean's Office Faculty Affairs. Please email COE-FacultyAffairs@austin.utexas.edu with any questions. Please note that eBITS requires the submission of at least 10 faculty from the College for each type of mass process request. 

There are two types of User-Initiated Mass Processes: a) Professional-Track Faculty Lateral Reclassification Mass Process, and b) Professional-Track Faculty Mass Transactions. Each is described below.

Professional-Track Faculty Lateral Reclassification Mass Process 

See Workday: Non-Tenure Track Faculty Lateral Reclassification Mass Process.

The Non-Tenure Track (NTT) Faculty Lateral Reclassification Mass Process will manage updates to job profile and academic appointments for NTT faculty approved for reclassification by centrally processing Edit Job, End Academic Appointment, and Add Academic Appointment on an ad-hoc basis. The mass process requires the submission of 10 or more faculty eligible for reclassification.

CSUs may request lateral reclassifications for non-tenure track faculty in the following academic track types:

• Instruction

• Practice

• Lecturer

• Clinical

• Adjunct

• Visiting

• Specialist

Retirees, Academic Affiliates, and Faculty – Inactive (F-INA) are ineligible for this mass process. Faculty undergoing a promotion and tenure (P&T) review cannot be considered for a lateral reclassification until the P&T review has been completed.

Professional-Track Faculty Mass Transactions

See Workday: Non-Tenure Track Faculty Mass Transactions Guidance.

The Non-Tenure Track (NTT) Faculty Mass Process will manage NTT Faculty contracts by centrally processing Renew, Inactivate, and Reactivate transactions prior to the start of the fall semester. See COE: Managing Professional Track Faculty in Workday for more information on each of these transaction types. 

Review Workday guidance carefully for instructions.

Retired Faculty: Transactions for retired faculty on modified service and phased retirement will need to be managed individually. These faculty members should not be included in the mass transaction spreadsheets.

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Please send suggested additions to this page and notifications about broken links to COE-FacultyAffairs@austin.utexas.edu.