About
Managing Professional-Track Faculty in Workday
Professional-track faculty (PTF) are managed in Workday using job profiles and employee contracts. When there is a break in service, PTF 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 re-hire a previously terminated faculty member, they must process the appointment via a new PAR.
For more information, please see the Managing Non-Tenure Track Faculty Guide.
Renew
About
The renewal process is used to continue active employment and add a new contract for PTF with no break in service, for example, faculty on rolling contracts or expiring fixed contracts.
Required Materials
A signed offer letter
Process
Renewals with a Change in SWHs
Departments should use the Change Job process to renew PTF if the renewal includes a change to their scheduled weekly hours. When processing faculty renewals, a signed offer letter is required to be uploaded to the Change Job BP. Please see the WIG on Renewing NTT Faculty for more information.
After departments have submitted the Change Job, the Maintain Employee Contract task should appear in the initiator's Inbox. Please see the WIG on Maintaining NTT Faculty Contracts for more information.
Renewals without a Change in SWHs
For renewals that do not have a change to scheduled weekly hours, departments should use the Add Contract process to add a new contract for the faculty member. When processing the new contract, a signed offer letter is required to be uploaded to the Add Contract BP. For instructions on how to add a contract for a faculty member, please see Maintain NTT Faculty Contracts.
Inactivate
About
The inactivation process is used when the faculty's current contract is ending and they will no longer be actively employed, i.e. there will be a break in service. Faculty should be inactivated instead of terminated when there's the potential of reactivation at a later date after the break in service.
Process
Departments should 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. Please see the WIG on Inactivating NTT Faculty for more information.
Reactivate
About
The reactivation process is used to resume active employment for PTF 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.
Required Materials
A signed offer letter
Process
Departments should 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. When processing faculty reactivations, a signed offer letter is required to be uploaded to the Change Job BP. Please see the WIG on Reactivating NTT Faculty for more information.
After departments have submitted the Change Job, the Maintain Employee Contract task should appear in the initiator's Inbox. Please see the WIG on Maintaining NTT Faculty Contracts for more information.
Terminate
Termination for Faculty Inactive for 3+ Years
It is common for PTF to have a break in service between semesters. However, if a PTF is inactive for at least three years, their appointment will be automatically terminated by the eBITS team. If the department would like to re-hire a previously terminated faculty member, they must process the appointment via a new PAR. For information on how to process a PAR, please see the PAR guidance.
Termination due to Retirement, Resignation, or Non-Renewal
For information on how to process terminations of PTF due to retirement or resignation, as well as for a list of required materials for these processes, please see our pages on Retirement and Resignation.
For PTF whose contracts are not being renewed and will not be renewed in the future, departmental administrative staff should process the Termination in Workday effective the last day the faculty worked.
Faculty Contracts and Offer Letter Templates
Maintaining Faculty Contracts
In most cases, the faculty contract will be maintained through a sub-process of other business processes associated with making job changes. For example, processing a Change Job will initiate the Maintain Employee Contract sub-process. However, if a change needs to be made independent of other job changes or if an incorrect contract needs to be corrected, departments can do so following the WIG on Maintaining NTT Faculty Contracts.
Any changes related to maintaining a faculty's contract always require a signed offer letter which should confirm those changes were approved by both the faculty member and the Department Chair.
Start and End Dates
Contract start and end dates for PTF depend on whether or not the faculty is 9-month or 12-month. For 9-month faculty, dates should follow the semesters, with the start date being either 8/16 or 1/1 and the end date being either 12/31 or 5/15. For 12-month faculty, the start date should be 8/16 and the end date should be 8/15.
PTF Contract Types
Contract types are defined as follows:
- Short Term – one year or less. Also used for employment beginning in the summer and ending not later than 8/15 of the following summer
- 2 Year Fixed – two years or less, but more than one year
- 3 Year Fixed – three years or less, but more than two years
- 2 Year Rolling – a two-year contract extended one year each year rather than the assignment of a new contract after the previous one has ended
- 3 Year Rolling – a three-year contract extended one year each year rather than the assignment of a new contract after the previous one has ended
Employee Type and Sub-Type
Employee type should be either benefits eligible or non-benefits eligible, depending on the faculty's percent time. Worker sub-type should be "expected to continue." Exceptions to this sub-type are summer jobs, faculty associates, modified service appointments, and phased retirement appointments, which should be "fixed term."
PTF Offer Letter Templates
Mass Transactions
Professional-Track Faculty Mass Transactions
The Professional-Track Faculty Mass Transaction process covers the renew, inactivate, and reactivate Workday processes, and is available before the start of the fall and spring semesters. Departments are encouraged to take advantage of the PTF Mass Transaction process when it becomes available, as changes submitted on the mass transaction spreadsheets are processed by the eBITS team and therefore do not have to be individually submitted in Workday.
PTF Mass Transaction spreadsheets are due from departments to CNS Faculty Affairs one week before the Provost's Office deadlines, which vary each semester. Departments are required to submit signed offer letters for any faculty who are going to be processed on the renew or reactivate spreadsheets.
For more information, please see the Provost's Office page on Non-Tenure Track Faculty Mass Transactions.
Helpful Links
Helpful Links
- Manage Non-Tenure Track Faculty
- Non-Tenure Track Faculty Mass Transactions
- Workday Instructional Guide - Maintain NTT Contracts
- Workday Instructional Guide - Renew
- Workday Instructional Guide - Inactivate
- Workday Instructional Guide - Reactivate
- Workday Instructional Guide - End Additional Job
- Workday Instructional Guide - Termination
- Workday Instructional Guide - Switch Primary Job
- Workday Guidance - End Dates