Professional-Track Faculty Lateral Reclassification Mass Process

Overview

The Professional-Track Faculty (PTF) Lateral Reclassification Mass Process will manage updates to job profile and academic appointments for Professional-Track Faculty approved for reclassification by centrally processing Edit Job, End Academic Appointment, and Add Academic Appointment on an ad-hoc basis.

• College, School, or Unit (CSU) may request lateral reclassifications for Professional-Track Faculty in the following academic track types:
  • Instruction
  • Practice
  • Lecturer
  • Clinical
  • Adjunct
  • Visiting
  • Research Faculty
  • Adjoint
  • Clinical (Medical)
  • Adjoint (Medical)
• Retirees, Academic Affiliates, and Faculty-Inactive are not eligible for this mass process.
• The mass process requires the submission of 10 or more faculty eligible for reclassification.
• Faculty undergoing a promotion and tenure (PT) review cannot be considered for a lateral reclassification until the PT review has been completed.

Workday Processing

• In Workday, academic appointments are used to track key information related to a worker’s academic relationship with the university, including academic rank and related position (the position linked to an academic appointment).
• Academic ranks are grouped into academic track types. For example, the academic ranks of Assistant Professor of Instruction, Associate Professor of Instruction, and Professor of Instruction are grouped into the academic track type titled Instruction.
• Related positions for academic appointments have corresponding job profiles that should always match the academic rank on the academic appointment. For example, a worker with a job profile of 0048 – Distinguished Senior Lecturer should have an academic rank of Distinguished Senior Lecturer on the academic appointment.

Mass Transaction Processing

• For faculty being reclassified, the Enterprise Technology (ET) team will provide a means for centrally processing:
  • Change Job (to update job profile, and job/position title on the position)
  • Propose Compensation (to update compensation plan/amount when applicable)
  • Employee Contracts
  • End Academic Appointment (to remove the academic appointment associated with the previous job profile)
  • Add Academic Appointment (for the new job profile)
• It is important to strictly follow the spreadsheet format.

Approval Form and Spreadsheet Submission

• Faculty Lateral Reclassification Mass Process requests require Academic Personnel Services (APS) and CSU approval for processing in Workday.
• The mass Change Job, Propose Compensation (when applicable), End Academic Appointment, Add Academic Appointment and Maintain Contract business processes that will be auto completed in Workday will not route to the CSU for approval.
• Upload the completed Faculty Lateral Reclassification Mass Process Request Approval Form to the Faculty Reclassification folder in the CSU Mass Processes UTBox folder provided by ET. The approval form must be signed by the CSU Academic HR Executive.
• Also upload the completed Faculty Lateral Reclassification Mass Process Template (see instructions below) to the UTBox folder.
• After both the approval form and spreadsheet template are uploaded to UTBox, notify APS through ServiceNow at https://ut.service-now.com/evpp. APS will review the mass request and, if approved, coordinate with ET to establish a processing timeline.
• For questions regarding UTBox submission folders, contact askUS Support.

Preparing the Faculty Lateral Reclassification Mass Process Spreadsheet

1. CSU runs the Faculty Lateral Reclassification Mass Process Template – RPT1026 in Workday and download to Excel.
   • Complete prompts:

2. Click OK for the report to run.
3. In the Excel download, manually delete rows for all faculty who will not be reclassified. Use available columns within reported download to identify/isolate eligible faculty. Do not remove columns.
   • Use column Is a Retiree? -remove active rows for Retirees.
   • Use column End Employment Date (for Fixed Term Position only) -remove fixed term faculty rows
4. Complete submission information. The submission changes are in columns AA to AP of the download. All other columns are necessary for processing and must not be edited, removed or reordered. Only remove rows for excluded faculty.
   • Proposed Job Profile (used in EIB)
     • Enter the job code followed by the job title of the job profile each faculty member will be reclassified into. For example:
       • 0038 – Assistant Professor of Instruction
       • 0028 – Associate Professor of Instruction
       • 0007 – Professor of Instruction
       • NOTE: See the Job Profile Catalog – RPT0286 for a complete list of all job profiles with their corresponding job codes.
       • REMINDER: Reclassifications must be lateral (equivalent rank in a new series). For example, a Lecturer can be reclassified as an Assistant Professor of Instruction, and a Senior Lecturer can be reclassified as an Associate Professor of Instruction. Additional guidance can be found here: Faculty Lateral Reclassification Guidelines and Recommended Contract Terms.
   • Proposed Job or Position Title (used in EIB)
   • Proposed Business Title (used in EIB)
   • Proposed Academic Appointment Title (used in EIB)

The Proposed Business Title and Proposed Academic Appointment Title should be the same and should not include a university title that the individual does not hold. The faculty member’s faculty title should never be removed. 

Compensation, SWH, and Employee Contract Type changes are supported when applicable to the faculty’s approved reclassification. If these changes apply complete the field(s):

• Proposed Position SWH (used in EIB)
• Proposed Employee Contract Type (used in EIB)
• Proposed Employee Contract End Date (used in EIB)
• Proposed Academic Rate (used in EIB)
   

5. Submit the completed spreadsheet for next level review by uploading to UTBox with the completed approval form.
   • A minimum of 10 is required for the submission to be mass processed.
   • APS will review the request and once approved, submit finalized versions of the spreadsheet template and approval form to the ET team.
   • The ET team will then make the necessary formatting updates and upload data to Workday.
   • Any resulting errors are managed between ET, APS, and the applicable Academic HR Executive, as needed. Some errors may require individual processing in Workday by the CSU.