Mass Process overview

Before each long semester, CSUs may participate in centrally-managed mass processing for Professional-Track Faculty (PTF) in Workday. These typically take place in mid-July (for fall semester jobs) and mid-November (for spring semester jobs), and include the following transactions grouped on two separate spreadsheets:

1. Renew and Inactivate

2. Reactivate and Privileges

Each academic department in COE is required to submit spreadsheets for each fall and spring mass transaction period according to the COE Faculty Affairs guidelines described on this page. Only spreadsheets with a minimum of 10 transactions total for all departments will be accepted by APS for processing; if the minimum is not met, departments must process each transaction manually.

The following transactions cannot be managed via Mass Process and must be processed manually. See additional guidance on this page:

• SWH changes on renewals

• Transactions for retired faculty

• Contract upload

Retired faculty

Retired-Active (Modified Service) faculty appointments cannot be managed via Mass Process. They will be removed from the spreadsheet and must be managed by departments manually in Workday. Employment for all Retired-Active faculty must be terminated no later than August 15th of each Academic Year. See COE: Retired Faculty Hiring.

Renew and Inactivate

Definitions

• Renew: Extends the end date of short-term and fixed contracts that are expiring prior to the start of the semester or for rolling contracts that have an end date in the future with no change to scheduled weekly hours (SWH).

• Inactivate: Updates the faculty member’s job profile to Faculty Inactive (F-INA) with zero SWH and a no-pay salary plan to discontinue compensation with a break in service.

F-INA privileges

Inactive faculty (F-INA) do not have privileges (such as network and library access) by default. Privileges for F-INA faculty must be assigned manually in Workday.

Preparing the Renew and Inactivate spreadsheet

1. COE Faculty Affairs shares with each department a Box folder link containing the RPT0240 – Faculty Contracts Mass Process Template.

   1. Report parameters are described at WorkdaySupport > Professional-Track Faculty (PTF) Mass Transactions > Preparing the Renew and Inactivate Spreadsheet.

2. On the spreadsheet, the department reviews the following two columns and takes any needed action:

   1. Column H: Staffing BPs in Progress or Completed with Future Effective Date

      1. Before submitting completed spreadsheet to COE Faculty Affairs, department cancels or ensures completion of any business processes with a status of In Progress, as these may causes errors during upload.

   2. Column I: Future Effective in Progress and Completed Contract Events

      1. Review completed processes with a future effective date for impact to the position or contract and resolve as needed.

      2. If Future Contract Type is different than Active Contract Type:

         1. Change must be reflected on the department’s annual “PTF Contract Planning” spreadsheet, including required approvals.

         2. In Renew and Inactivate spreadsheet, column AD “Comments,” note justification and date of approval per Contract Planning spreadsheet.

3. Department Academic HR Partners complete only the last four columns of the spreadsheet as follows:

Reactivate and Privileges

Definitions

• Reactivate: Returns the faculty member to their active job profile and assigns designated SWH and a compensation plan when returning from a break in service.

• Privileges: Applies only to 9-month professional-track faculty and is necessary when the academic semester start date is before the effective date of the job. Provides network and library access for faculty members who are being reactivated prior to the effective date of their reactivation for purposes of course planning. 

Preparing the Reactivate and Privileges spreadsheet

1. COE Faculty Affairs shares with each department a Box folder link containing Workday report RPT0813 Faculty Not Active Jobs.

   1. Report parameters are described at WorkdaySupport > Professional-Track Faculty (PTF) Mass Transactions > Preparing the Reactivate Spreadsheet.

2. On the spreadsheet, the department reviews the following two columns and takes any needed action:

   1. Column F: Staffing BPs in Progress or Completed with Future Effective Date

      1. Before submitting completed spreadsheet to COE Faculty Affairs, department cancels or ensures completion of any business processes with a status of In Progress, as these may causes errors during upload.

   2. Column G: Future Effective in Progress and Completed Contract Events

      1. Review completed processes with a future effective date for impact to the position or contract and resolve as needed.

      2. If Future Contract Type is different than Active Contract Type:

         1. Change must be reflected on the department’s annual “PTF Contract Planning” spreadsheet, including required approvals.

         2. In Renew and Inactivate spreadsheet, column AD “Comments,” note justification and date of approval per Contract Planning spreadsheet.

3. Department deletes from the spreadsheet any faculty member who will not be reactivated for the upcoming long semester.

4. Department Academic HR Partners complete only the last six columns of the spreadsheet as follows: