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COLA HR will run RPT0240 for the whole college, post an edited version to Box, and make it accessible to department staff.
Unit staff will use MS Excel Online to access RPT0240 and indicate whether their faculty with expiring contracts will be renewed or inactivated.
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.
Unit staff will complete the appropriate BP in Workday for each faculty member with an expiring contract:
Renewals: Will either use Add Contract or Change Job process.
If only changing end date: use Add Contract process.
Obtain signed offer letter.
Upload this to the faculty’s Workday profile
Go to Personal section>Documents
Click on Add button:
Select the signed offer letter for upload and include a descriptive comment, such as “Spring 20YY offer letter.”
Then follow the Maintain PTF Faculty Contracts WIG.
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.
If changing SWH or compensation: use Change Job; Renew Non-Tenure Track Faculty WIG
Attach the signed offer letter to the first “page” of the BP.
Inactivation: Follow the WIG instructions.
Per above, cannot be used for faculty on modified service.
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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9-12 classroom contact hours: 40 SWH/66100.7% 0% FTE
Tips:
To view existing contracts in Workday, from the faculty member’s profile page, select “Actions,” and choose “Employee Contracts” from the drop-down menu.
In most instances, when you are completing these BPs, the last step that will launch is the “maintain contract” sub-process, and it will give you the option to “open” or “skip.” Open it!
There will be instances when no changes are needed. In these cases, follow the instructions that are provided in bold, within the sub-process, to cancel the contract step. For example, if someone has a contract for 8/16-5/15, and you are increasing SWH effective 1/1, no changes to the contract would be needed, because you are not adjusting the contract at all, just the terms of the appointment within the existing contract (As mentioned, in Workday speak, an active contract is primarily a simple indicator that a faculty member is actively teaching). So in this example, you would follow the instructions provided as part of the contract step to cancel the sub-process.
When you know that no changes are needed, “skipping” rather than “opening” the contract is an option, but it denies you the opportunity to review the contract to ensure things are as they ought to be. Best practice is, therefore, to “Open” the “maintain contract” sub-process, and then cancel it if no action is needed.
Important Note: when no changes are necessary, you must ensure that “maintain contract” WD sub-process is either canceled or skipped, otherwise it creates errors for the Business Process.
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