Non-Tenure Track Faculty Inactive 3-Years Mass End Additional Job/Termination Process


Key Dates & Deadlines

Annual run date: October 2022 TBD – The annual mass end additional job/termination process for Non-Tenure Track Faculty Inactive 3 years is scheduled to run for all Non-Tenure Track Faculty jobs that have been in the F-INA job profile for 3 or more years as of September 1, 2022. To prepare, CSUs should run the report, NTT Faculty in F-INA Job Profile for 3 Years - RPT1031, in Workday.

Overview

The Non-Tenure Track Faculty Inactive 3 yrs. Mass End Additional Job/Termination process will run for all Non-Tenure Track Faculty jobs that have been in the F-INA job profile for 3 or more years. The practice of reviewing inactive faculty annually is not new. The reason for this process is to require onboarding when a faculty member is rehired after a significant period of inactivity.  The PAR is required for rehire if the job is termed/ended.  Rescinds of the mass process will only be considered if there are extenuating circumstances and will require APS approval.

The Inactivation Comparison End Date for the annual process will coincide with the Fall semester start date. 

Note that the process is not completely automated.  Some positions will be excluded from the process if you do not take preparatory action. The NTT Faculty in F-INA Job Profile for 3 Years - RPT1031 report in Workday will help you identify which positions require action ahead of the scheduled mass process.

Important Reminders

There is no automated process to end courtesy, endowment, or affiliate academic appointments even when the primary F-INA position is ended.  Users will need to take a separate action to end those manually.  Non-Tenure Track faculty cannot have a courtesy-type academic appointment without a primary faculty job and should be ended.  Affiliate Academic Appointments however can be retained without issue if needed.

Faculty Associate positions were established so that faculty with an active faculty position have an avenue to be paid for short-term additional work done outside their home department and are not intended to be the only paid position. 

Rescinds of the mass process will only be considered if there are extenuating circumstances and will require APS approval.

Workday Processing

The automated Non-Tenure Track Faculty inactive (F-INA job profile) for 3 or more years process will end/terminate the following scenarios:

Current Status

To be Processed

Scenario

F-INA Job Status

Other Jobs

Other Academic Appointments

Position

F-INA Appointment

Courtesy/ Endowment/ Affiliate Appointment(s)

Only F-INA Job and related academic appointment

Primary - Only Job

n/a

None

Termination

End Academic Appointment

n/a

F-INA Job is only job, related academic appointment, and has Courtesy, Affiliate and/or Endowment Appointments

Primary - Only Job

n/a

Courtesy, Endowments, Affiliate

Termination

End Academic Appointment

no action - users to end manually in Workday

F-INA Job is Additional Job, Primary Job is Faculty PY or JT, no additional academic appointments

Additional Job

Primary is Faculty

None

End Job

End Academic Appointment

n/a

F-INA Job is Additional Job, Primary Job is Faculty PY or JT, has CY, AF, EF, and/or EH appointments

Additional Job

Primary is Faculty

Courtesy, Endowments, Affiliate

End Job

End Academic Appointment

no action - users to end manually in Workday

F-INA is Additional Job, Primary is Staff

Additional Job

Primary is Staff

Courtesy, Endowments, Affiliate

End Job 

End Academic Appointment

no action - users to end manually in Workday

F-INA is Additional Job, Primary is Nonemployee

Additional Job

Primary is Nonemployee

Courtesy, Endowments, Affiliate

End Job 

End Academic Appointment

no action - users to end manually in Workday

The automated Non-Tenure Track Faculty inactive (F-INA job profile) for 3 or more years process will not end/terminate the following scenarios:

Current Status

To be Processed

Scenario

F-INA Job Status

Other Jobs

Other Academic Appointments

Position

F-INA Appointment

Courtesy/ Endowment/ Affiliate Appointment(s)

F-INA is primary job, has additional job as Faculty Associate

Primary - has other jobs

Faculty Associate

n/a

no action

no action

no action

F-INA is primary job, has additional job as non-faculty

Primary - has other jobs

Non-Faculty

n/a

no action

no action

no action

F-INA is primary job, has additional job as nonemployee

Primary - has other jobs

Nonemployee

n/a

no action

no action

no action

F-INA (more than 3 years), has additional F-INA (less than 3 years)

Primary - has other jobs

F-INA less than 3 years

n/a 

no action

no action

no action

Pre & Post Mass Process Guidance

Before the Mass Process Runs

  1. Run the report, NTT Faculty in F-INA Job Profile for 3 Years - RPT1031, in Workday to identify which positions will be ended or terminated in this mass process. The report returns all the Non-Tenure Track F-INA positions for years as of the Inactive Comparison End Date.
    • Enter the Inactive Comparison End Date (1/16/2022 for initial clean-up and 9/1/xx for the annual process).
    • Enter College or School and/or Academic Unit to narrow the results to your department.  There is an option to enter a specific worker if interested in the status of F-INA position.
    • Possible Blocking Transactions column will alert you to In Progress or Completed Future Dated staffing events associated with the worker.
    • Position column will indicate the F-INA position that is eligible to end/terminate.
    • Expected Result of F-INA Mass End Process column will indicate one of three possibilities:
      • Terminate if the F-INA 3 yr. is the only primary position
      • End Additional Job if the F-INA 3 yr. is an additional job
      • Will Not Process: Employee has F-INA primary job eligible to end with additional jobs ineligible to end if F-INA 3yr. primary job is eligible to end but there are additional jobs that are not eligible to end
  2. Process a Switch Primary Job staffing event to make the F-INA 3 yr. position the additional job if the result is Will Not Process.  
    • Consult with APS to determine if there is an appropriate non-faculty job profile that can be used if the additional job is a Faculty Associate.  The Faculty Associate position should not be the only paid position.
      • Things to consider:
        • What will the individual be doing at the university?
        • Faculty jobs are intended for relationships where the individual is involved in instruction or standard faculty activities
        • Academic Affiliate Appointments may be given privileges.  See Create a University Affiliate Job in the askUS Knowledge Base for more information on affiliates
  3. Complete any In Progress staffing events related to the F-INA 3 yr. position if the results are Possible Blocking Transactions.

Note: The Effective Date of the report is always the date and time the report is run.  This means that the report will reflect current transactions and the current ability for the mass process to end/term a position.

After the Mass Process Runs

Run the report, NTT Faculty in F-INA Job Profile for 3 Years - RPT1031, in Workday to confirm that the eligible F-INA 3 yr. positions have been ended/terminated as they will no longer appear on the report.