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Jobs vs. Academic appointments

In Workday, referring to an appointment is not the same as referring to a job. See Workday: Terminology Talk - Academic Appointments for more information.

Jobs = job profile, compensation, and costing in a Supervisory Organization
Academic appointments = academic title tied to an Academic Unit

Academic Units are a parallel structure in Workday that is distinct, but related to, the Supervisory Organization structure. In Workday, academic appointments are used to track key information related to a worker’s academic relationship with the university, including dates, academic unit, rank, title, and tenure status. It is also used to track key information about endowment holders and emeritus faculty. Information in academic appointments is separate from compensation and other job information.

Employees always have positions in Workday, but they may not always have an academic appointment. The following job families are eligible for academic appointments in Workday:

Faculty Non-Tenure Track
Faculty Tenure-Track
Administrative & Professional (A&P) - Academic
Some Academic Affiliate titles (adjuncts, clinical affiliates, etc.)
- A&P Research, A&P Research Fellows, Extension Instructors, and Summer Assignments job families are not eligible for academic appointments.

Note that when an Academic Affiliate appointment ends, Workday access is removed on the effective date of the transaction. See Duration of Worker Access to Workday.

To view Academic Unit information for an academic department, type au: [department name] into the Search bar in Workday.

Managing academic appointments

Both Academic Affiliate and Courtesy Faculty appointments are Academic Appointments and exist in the parallel but distinct Academic Unit (AU) hierarchy structure rather than the Supervisory Organization hierarchy structure. For this reason, an Academic Partner role on the Academic Unit is required in order to process these appointments in Workday - note that these roles are assigned separately from the Academic HR Partner role in supervisory organizations.

For more information, see COE: Affiliation and Courtesy.

Academic appointments are managed as follows:

Action	Processed by CSU (Academic HR Partner or Academic HR Executive)	Processed by Provost’s Office (Academic Specialist)	Processed via system integration (Non-Workday system) data pushed to Workday

Action

Processed by CSU
(Academic HR Partner or Academic HR Executive)

Processed by Provost’s Office
(Academic Specialist)

Processed via system integration
(Non-Workday system) data pushed to Workday

Add new

Faculty courtesy appointment
Affiliation with an Academic Unit

See Add Academic Appointment W.I.G.

New A&P Academic
New retired faculty
New faculty awards
Switch appointment track

Faculty new hire (PAR)
New joint faculty assignment (PAR)
New endowment (VIP)

Update

Administrative change to affiliation with an Academic Unit

See Update Academic Appointment W.I.G.

Change related to promotion, terminal appointments, degree contingency for A&P Academic or active faculty
Administrative changes for A&P Academic, faculty, retired/active retired faculty or awarded faculty members

Change to endowment (VIP)

End

End of courtesy appointment for faculty
End of affiliation with an Academic Unit for academic affiliate
Termination/retirement

See:

Switch appointment track

End of endowment (VIP)

Resources

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