1. Academic Leave Academic Leave September 2012 1

2. 2 Assumptions Training Goals Academic Leave Procedures Things to Consider Academic Leave Training

3. 3 You understand the policies related to the Academic Leave business processes You know how to calculate leave credits You are the GO TO person for faculty; people will come to you for help with Academic Leave processing –This will be available to faculty on October 1; we are counting on you to help them get acquainted with how it works Assumptions

4. 4 At the end of training you should understand the Advance leave request process: 1.Modify a faculty member’s Academic Leave credits 2.Help a faculty member understand how to complete a request for Academic Leave and the Final Report upon returning from the leave 3.Manage the Leave approval process in Advance 4.Help an approver find, review, and approve a leave request and final report 5.(VPAA APA only) Complete the Leave process in Advance Training Goals

5. 5 Syllabus 1.Manage Leave Credits 2.Create a Leave Request 3.Manage the Leave Request process 4.Review/Approve a Leave Request 5.Notifications 6.Submit a Final Report 7.Review/Approve a Final Report 8.Close a Leave Request

6. 6 Login to Advance UAT Log into UAT –Log into myaccess-stage.ucsf.edu –Select “Advance UAT (future)”

7. 7 Academic Personnel Analyst 1. Manage Leave Credits

8. 8 Off-line: calculate how many Leave Credits the faculty member should have In the lower right of the faculty member’s Profile page, enter the number of credits necessary to bring the total to the correct amount, noting the reason (“initialize”) Click on the Leave Credit Balance value to run a Leave Credit Statement; this may help you understand how the Leave Credit Balance was created 1. Manage Leave Credits

9. 9 Enter credits to bring the total to the correct amount Manage Leave Credits (1)

10. 10 Click the Leave Credit Balance… Manage Leave Credits (2)

11. 11 …to see the credit history Manage Leave Credits (3)

12. 12 Faculty “Candidate” 2. Create a Leave Request

13. 13 Faculty member selects “Academic Leave” tab from his/her Overview page Clicks “Create Leave Request” Completes the LR form –Save as Draft must be clicked to attach docs Submits Leave Request 2. Create a Leave Request

14. 14 Select Academic Leave to Create Leave Request Create a Leave Request (1)

15. 15 Select Leave Type, enter Start and End dates Complete the Leave Form (1)

16. 16 Complete the PI section when appropriate Complete the Leave Form (2)

17. 17 Complete the PI section when appropriate Complete the Leave Form (2)

18. 18 Complete the Leave Program Statement section Complete the Leave Form (3)

19. 19 Save as Draft before adding attachments Complete the Leave Form (4)

20. 20 Click the checkbox before the Submit button Submit the Leave Request

21. 21 Academic Personnel Analyst 3. Manage a Leave Request

22. 22 Leave Requests appear on Overview page Status column displays current status –Pending Initial Review = leave request submitted by candidate –Pending Chair Approval = leave request added to For Review page –Pending Dean Approval = leave request approved by Chair –Pending VPAA Approval = leave request approved by Dean –Requires APA Attention = a reviewer has selected “I am sending this…” This value alerts the APA to a denied request –Approved, Pending Final Report = leave request approved by VPAA –Final Report Submitted = candidate has submitted final report –Completed = VPAA has approved the Final Report –Closed = item moved to History, not visible on For Review/Overview Click Leave Type to go to the Leave page 3. Manage a Leave Request (1)

23. 23 Click the Leave Requests tab The APA Overview page (1)

24. 24 Click the Leave Type to go to the Leave page The APA Overview page (2)

25. 25 Review/modify content –Leave Type –Dates –Text –Attachments Enter Leave Credits Check the “I certify” check box Click Save Click Approver List (top left) 3. Manage a Leave Request (2)

26. 26 Enter the Leave Credits, review, and certify Review the Leave Request

27. 27 Enter the Leave Credits, review, and certify Review the Leave Request

28. 28 Click Add Approver button Service Center APAs –Select ORU Directors and Chairs who need to APPROVE the leave request Specialty Center APAs –Select Deans and VPAA who need to APPROVE the request Scroll to the bottom and click Add Best Practice –Contact each of the people you’ve added as approvers to alert them to the pending Leave Request 3. Manage a Leave Request (3)

29. 29 Click Approver List Add Approvers (1)

30. 30 Click Add Approver button and select approvers Add Approvers (2)

31. 31 Click Delete and Save Changes to delete Add Approvers (3)

32. 32 ORU Director Chair Assoc. Dean for Academic Affairs Vice Provost for Academic Affairs 4. Approve a Leave Request

33. 33 On the For Review page, click on the Leave Request link at the top –Chairs/ORU Directors focus on Leave Requests with a status of Pending Chair Approval –Deans focus on Leave Requests with a status of Pending Dean Approval –VPAA focuses on Leave Requests with a status of Pending VPAA Approval OR Final Report Submitted Click the name to review the Leave Request 4. Approve a Leave Request (1)

34. 34 Leave Requests are found under the For Review tab Access the Leave Request (1)

35. 35 Click on the Leave Request link Access the Leave Request (2)

36. 36 Review those with appropriate status: click name Access the Leave Request (3)

37. 37 Review content –Leave Type and Dates –Text and Attachments Select a certification at the bottom –“I am sending this request back…” will reset prior certifications, requiring re-certification by all approvers Add some remarks Click Certify 4. Approve a Leave Request (2)

38. 38 Review type, dates, content, and other certifications Review the Leave Request

39. 39 Add remarks and certify the Leave Request Certify the Leave Request

40. 40 Advance sends three notifications when a Leave Request is approved by VPAA: 1.Approval notification to candidate, APA, and approvers is sent when VPAA approves 2.Payroll Record update reminder is sent to the APA one month prior to the start of the leave 3.Final Report reminder is sent to the candidate on the last day of the leave 5. Notifications

41. 41 Goes to candidate, APAs, and approvers Approval Notification

42. 42 Goes to APAs one month before Start date Payroll Reminder Notification

43. 43 Goes to candidate on the End date Final Report Notification

44. 44 Faculty “Candidate” 6. Submit a Final Report

45. 45 Candidate navigates to the Leave Request Clicks on the Final Report link (upper left) Verifies that the leave taken matches the type and dates on the Leave Request Completes the Final Report form Submits Final Report 6. Submit a Final Report

46. 46 Select Final Report from the active Leave Request Submit Final Report (1)

47. 47 Verifies that the leave taken matches the request Submit Final Report (2)

48. 48 Completes and submits Final Report Submit Final Report (3)

49. 49 Vice Provost for Academic Affairs 7. Approve a Final Report

50. 50 Navigate to the Leave Request Click the Final Report link in the upper right –A Final Report may be reviewed by all approvers of the Leave Request Review and Approve the Final Report –Only the VPAA can approve a Final Report –If VPAA clicks Disapprove, status reverts to “Approved, Pending Final Report” 7. Approve a Final Report

51. 51 Select Final Report from the active Leave Request Review/Approve Final Report (1)

52. 52 Approve Final Report Review/Approve Final Report (2)

53. 53 VPAA Academic Personnel Analyst 8. Close a Leave Request

54. 54 After the Final Report has been approved, the status changes to “Completed” VPAA APA reviews Completed Leave Requests’ “Leave criteria verification” to determine whether changes are necessary –Verify the Leave Type –Verify the dates –Verify/modify the Leave Credits required for this leave Click Save When all is correct, check the Complete and close checkbox and click Save again 8. Close a Leave Request

55. 55 Sort by Status to see “Completed” Leave Requests Close a Leave Request (1)

56. 56 Check for Leave criteria verification text Close a Leave Request (2)

57. 57 After verifying/correcting, Close the Leave Request Close a Leave Request (3)

58. 58 1.How to modify Leave Credits 2.How a faculty member creates a Leave Request 3.How to add approvers to a Leave Request 4.How a reviewer/approver accesses a Leave Request 5.What notifications are sent by Advance 6.How a faculty member submits a Final Report 7.How the Final Report is approved 8.How to close a Leave Request What we covered

59. 59 What does the Service Center APA do? 1.Help Faculty understand the process and submit a Leave Request 2.Initialize the Leave Credits 3.Invite ORU Directors and Chair to review/approve requests What does the Specialty Center APA do? 1.Review initialized credits 2.Invite Dean and VPAA to approve requests 3.Close the Leave Request Things to consider