1. Short-Term Appointment Lifecycle
Annual and Quarterly Academic Personnel
Academic Human Resources
2018

2. AGENDA In this session we will cover: Annual appointments
Quarter-by-quarter appointments
FTE changes
Roster percent
Voting Rights
Merit Eligibility

3. ANNUAL APPOINTMENTS
Titles that are appointed/reappointed for one year at a time and are not eligible for multi-year terms

4. ANNUAL TITLES Lecturer, full-time-Temporary
Lecturer, part-time (includes temporary)
Senior Lecturer, full-time
Senior Lecturer, part-time*
Artist in Residence
Senior Artist in Residence
Clinical faculty (both courtesy and salaried)
Affiliate faculty
Teaching Associate*
Acting faculty
Visiting faculty*
Adjunct faculty
Senior Fellows
Senior Fellow-Trainees
* May also be appointed on a quarter-by-quarter basis

5. PROVOST’S LECTURER APPOINTMENT GUIDELINES
Lecturer Full-Time (temporary)
If appointed 9/1/2013 or after, limited to 3 years
Limited exceptions may be granted by the Provost
Notice of appointment limitation should be included in offer letter/reappointment letter
Details may be found on the AHR website.

6. START DATES
Start dates for the position and the academic appointment should align
Typically at the beginning of an academic year, or when the person begins employment

7. SELECTING A JOB PROFILE
Job Profiles should align with the academic appointment title, unless the employee is an unpaid emeritus, or a courtesy faculty member
Courtesy faculty (clinical, affiliate), and unpaid emeritus should have an Unpaid Academic job profile
An adjunct appointment does not require an additional job profile, only the academic appointment

8. SELECTING A JOB PROFILE
Academic Personnel who do not receive pay from UW, but who are not “courtesy” appointees should have a job profile that aligns with their academic appointment.
Example: A Visiting Scientist paid by another institution will have a Visiting Scientist job profile, with a PDR Compensation Plan at a rate that meets the University minimum

9. END DATES
The end date for an annual appointment is at the end of the academic year, or when employment ends. There must be an end date!
Employment and academic appointment end dates are extended by EIB during the annual reappointments process
If extending employment end dates manually, be sure to also update the academic appointment!

10. QUARTERLY APPOINTMENTS
Titles that may be appointed on a quarter-by-quarter basis and are not part of the annual reappointment process

11. TITLES THAT MAY BE QUARTERLY
Lecturer, part-time temporary
Teaching Associate
Senior Lecturer, part-time
Visiting faculty
Visiting Scientist

12. PROVOST’S LECTURER APPOINTMENT GUIDELINES
If appointed on or after 9/16/2016, and appointment renewal leads to equivalent of annual appointment at 50% or greater, reappointment is limited to 3 consecutive academic years
If appointed before 9/16/2016, meeting same criteria, temporary appointment may not extend beyond AY.

13. START DATES
Start dates for the position and the academic appointment should align
Typically at the beginning of an academic quarter, or when the person begins employment

14. END DATES
The end date on a quarterly position should align with the end date of active paid status unless:
On an approved Summer Hiatus
On an approved Off-Quarter Hiatus (Winter only)
The end date on an academic appointment should align with the end of “active” status.
Quarterly positions and appointments must have end dates!

15. END DATES
Scenario: Jim is a part-time lecturer in Dance. He is working Autumn quarter and will be on hiatus in Winter quarter He is returning to work in Spring.
Questions:
As of today, what should the end date be for Jim’s position?
June 15, 2019
What should the end date be for Jim’s academic appointment?
December 15, 2018
Could we show a quarterly appointee on hiatus? See above scenario.
UW9 – See Jim Dancer EID:
Jim Dancer’s account has the specified info. Since we are not in Winter quarter, I could show how to enter in the Winter Quarter (Off Quarter) hiatus if you like?

16. TERMINATIONS
If not working or on approved hiatus in a given quarter, you must process a termination
An end date does not trigger a termination process

17. COMMON ISSUES WITH TERM APPOINTMENTS
Position and/or appointment end dates that are in the past
Invalid or missing position end date
Incorrect appointment identifier
No primary appointment
Appointment to the school college vs. academic appointing unit

18. AUDIT REPORTS
Academic Partners have access to reports in Workday that will allow auditing of position and appointment details.
R0401 AP Appointment Details
R0321 Upcoming Employment End Dates
Upcoming Appointment End Dates

19. AP AUDIT RECOMMENDATIONS
When running audit reports for the first time, run the report retroactively to Workday go-live
Run reports on a quarterly basis and take action to fix data discrepancies

20. FTE CHANGES
In Workday, FTE directly correlates with an employee’s pay. Generally, academic personnel FTE should not fluctuate in a given academic quarter.
See Alberto Aliseda EID:
He has a Primary and 2 Duals, so it also shows the roster % for the Primary, as well as how it should look for the others. Will this work?

21. FTE CHANGE REASONS Voluntary FTE Change Leave-Related FTE Change*
Reduced Responsibility
Summer Faculty FTE Change
*Currently only used for sabbatical leave

22. VOLUNTARY FTE CHANGE vs. REDUCED RESPONSIBILITY
Voluntary FTE changes are considered permanent reductions of FTE that require supporting documentation.
Reduced Responsibility reflects temporary lapses in funding that impact pay, but not effort or contractual obligation.

23. ROSTER PERCENT
Roster percent is located on the Academic Appointment and is intended to indicate the contracted FTE for the term of the appointment.

24. ROSTER PERCENT TIPS
Roster percent should mirror what is in the offer letter
Roster percent should not fluctuate with RRD, leave, or any temporary actual FTE change
Can show where roster percent is recorded in Workday?

25. JOINT APPOINTMENTS AND ROSTER PERCENT
A faculty member with contracted FTE in two units will have roster percent reflected on each appointment
A joint appointee with contracted FTE in one unit will only have roster percent in that unit.
Fangyi Zhang

26. VOTING RIGHTS FOR SHORT-TERM FACULTY
Faculty who are not eligible for multi-year appointments are ineligible to vote per Faculty Code

27. VOTING RIGHTS FOR PART-TIME FACULTY
Recent changes to the Faculty Code allow Principal Lecturers and Senior Lecturers with annual or multi-year appointments at 50% FTE or greater to vote on certain actions.
Refer to AHR’s Voting Guidelines page for more information

28. DETERMINING ELIGIBILITY
There is a report available in Workday (R0237) that shows eligible voting faculty.
You will have to perform analysis to determine whether a part-time senior lecturer is eligible since the report does not distinguish between annual and quarterly appointees.

29. SHORT-TERM FACULTY AND MERIT
Faculty at the University of Washington shall be reviewed annually by their colleagues, according to the procedures detailed in this section, to evaluate their merit and to arrive at a recommendation for an appropriate merit salary increase.
UW Faculty Code Section 24-55

30. SHORT-TERM FACULTY AND MERIT
Faculty paid in a given academic year are eligible for merit increases. If there is a break in service, merit must be applied upon rehire.
The Office of Planning & Budgeting provides guidance on this process.

31. Thank you for joining us today!
QUESTIONS?
Thank you for joining us today!