Managing Professional Track Faculty in Workday
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Managing professional-track faculty jobs and contracts
Professional Track faculty are managed in Workday using job profiles and employee contracts. When there is a break in service, Professional Track faculty must be placed in an inactive job profile with zero scheduled weekly hours to stop pay. To resume active employment and pay after a break in service, the faculty member must be returned to an active job profile and assigned scheduled weekly hours. If a faculty is inactive for at least three years, their appointment will be terminated. If the department would like to rehire a previously terminated faculty member, they must process the appointment via a new PAR.
Important: Professional track faculty at the end of their current contract must be either renewed, terminated, or inactivated before the deadline to do so. Each of these options is described in greater detail below.
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 the termination. See the schedule of Mass Termination runs at Workday: Mass Process.
A: Renew
Use Renew when a faculty member's current contract is ending, and they will be returning to teach the subsequent semester with no break in service. For 9-month faculty, the summer period (5/16-8/15) does not constitute a break in service. Faculty working in the spring semester will remain active through 8/15. again within the next three years. Break in service with potential for reactivation. Remains on "roster" and is eligible for reactivation for up to three academic years from the date of inactivation. See Renew Non-Tenure Track Faculty W.I.G.
Rolling contracts
Rolling contract renewals are handled by COE Faculty Affairs. See COE: Contracts - Professional Track Faculty.
Fixed Term contracts
Create renewal contracts using the COE FileMaker Pro professional-track faculty database and appropriate template.
Close any expired contracts via the Edit Contract BP in Workday.
Process in Workday following either (a) or (b) below as appropriate:
Renewals with a change in Scheduled Weekly Hours: Process a Change Job in Workday, and upload a signed offer letter to the BP. See instructions at Renewing Non-Tenure Track Faculty W.I.G. After submission of the Change Job BP, the Maintain Employee Contract task should appear in the initiator's Inbox (see Maintain Non-Tenure Track Faculty Contracts W.I.G.)
OR
b. Renewals without a change in Scheduled Weekly Hours: Process an Add Contract in Workday, and upload a signed offer letter to the BP. See instructions at Maintain Non-Tenure Track Faculty Contracts W.I.G.
B: Inactivate
Inactivate rather than terminate professional-track faculty when their current contract is ending, but there is the potential of reactivation within three years. Active employment and compensation are discontinued, but privileges may be assigned by the department. Faculty who remain inactive for three consecutive years will be terminated via automatic process.
For nine-month professional track faculty working 8/16-5/15, summer inactivation is not necessary.
Retired faculty on Modified Service are never inactivated - instead, their employment must be terminated no later than the end of each Academic Year, i.e. August 15.
To inactivate, use the Change Job process to change a faculty member’s job profile to inactive job (F-INA Faculty Not Active) and reduce the scheduled weekly hours to 0 to ensure that pay is discontinued. See Inactivate Non-Tenure Track Faculty W.I.G..
Inactivation effective dates are August 16 (for fall), or January 1 (for spring).
Privileges available to inactive faculty
Note that inactivating a faculty member does deactivate their UT email address, ID card, network access, library privileges, etc. if they are not given additional privileges in Workday - specifically the Fully Privileged job classification. If they are given the Fully Privileged job classification, then they will retain access to their email and other UT Systems. This job classification treats them as if they were an active employee, just without the active job. See instructions at Inactivate NTT Faculty WIG. For more information, see Privileges Available for Nonemployees and Inactive Faculty.
Pay out Floating Holiday balances
Process payment of any Floating Holiday balances during inactivation. An alert notification is sent to the worker’s Absence Partners for all F-INA until balances are removed. Note that Workday report Payable Time Off Balances for Alert - RPT0996 does not distinguish between Inactive and Terminated.
Summer-only hires
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). 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. Select the No-Pay Salary Plan.
C. Reactivate
Reactivation resumes 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.
Use the Change Job process to change a faculty member’s job profile from inactive (F-INA Faculty Not Active) back to their previously held job profile and update the scheduled weekly hours. A signed offer letter must be uploaded to the Change Job business process. See Reactivating Non-Tenure Track Faculty W.I.G. for more information.
After submission of the Change Job BP, 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 tMaintaining Non-Tenure Track Faculty Contracts W.I.G. for more information.
D. Terminate
For Professional Track faculty whose contracts are not expected to be renewed, process a Termination in Workday. See Terminate Faculty Workday Process Overview and Termination - Academic W.I.G. for more information.
Employment for retired faculty members on Modified Service should be terminated in Workday no later than the end of each Academic Year, i.e. August 15. If they return to work later, they can be rehired via the Modified Service process.
Professional-track faculty in “Inactive” status for three consecutive years 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.
For terminated faculty who are being rehired via PAR, some PAR packet supplementary documentation may not need to be reproduced, depending on the length of time that has passed since their original PAR was processed. See COE: Hiring Professional Track Faculty > tab Documentation for hires with previous PAR.
Note that former employees retain access to Workday for two years after Termination Date - see Duration of Worker Access to Workday.
Professional-track faculty lifecycle
Source: Academic Worker Life Cycle PPTX
Please send suggested additions to this page and notifications about broken links to COE-FacultyAffairs@austin.utexas.edu.