Non-Tenure Track Faculty Mass Transactions


Fall 2020 Key Dates & Deadlines

The submission window for the NTT mass process will run from Monday, July 20 to August 7, 2020, at 5:00 p.m.

Friday, August 7, 2020, 5:00 p.m. is the deadline for CSUs to submit NTT Faculty Renew/Inactivate and/or Reactivate spreadsheets via upload to APS Box folders.

This is a firm deadline. Any spreadsheets submitted after 5:00 p.m. on this date will not be processed centrally and will need to be managed individually by CSUs.

August 10-11, 2020 – Privileges data loaded into Workday for faculty submitted on reactivate spreadsheets

The eBITS team loads spreadsheet data into Workday from August 24-28, 2020

Overview

The following activities are associated with managing Non-Tenure Track (NTT) faculty jobs and contracts:

Renew: Continue with no break in service for rolling contracts or expiring fixed contracts. Changes to compensation or scheduled weekly hours (SWH) may be needed. The summer period does not constitute a break in service. Faculty working in the Spring semester will remain active through 8/31.

Inactivate: Break in service with potential for reactivation. Active employment and compensation are discontinued. Remains on “roster” and is eligible for reactivation for up to three academic years from the date of inactivation.

Reactivate: Resume active employment and compensation for inactive faculty after break in service of less than three years.

Terminate: End employment with the university. Not eligible for reactivation. A terminated faculty returning to the university must be rehired with a new PAR. Faculty in Inactive status for three academic years will be terminated via a central process.

Changes to the NTT Process

Please note the following changes to the NTT Mass Transaction Process.

  • Each spreadsheet submitted by a CSU must contain a minimum of 10 records in order to be included in the mass process.
  • CSUs that meet the minimum number of entries per renewal/inactivate and reactivate spreadsheet should participate in the EIB. Only initiate standalone BPs in Workday for those transactions that fall outside the scope of the mass process.
  • Renewals will only be processed for faculty who do not need a change to their current scheduled weekly hours.
  • Changes to the contract type for renewals can be loaded by the EIB but only if the previous contract is ending prior to 9/1/2020. CSUs must include a justification in the remarks column of the spreadsheet if the contract type is changing.
  • If changes to scheduled weekly hours or compensation are needed with the renewal option, the CSU must process individual Change Job transactions on an ad hoc basis. These faculty members should not be included in the EIB spreadsheets.

Workday Processing

In Workday, NTT faculty are managed using Job Profiles and Employee Contracts.

  • NTT jobs are open-ended. When there is a break in service, NTT faculty must be placed in an Inactive Job Profile (F-INA) with zero scheduled weekly hours to discontinue active employment and compensation (Inactivate).
  • To resume active employment and compensation after a break in service, the NTT faculty member must be returned to an Active Job Profile (e.g. Lecturer) and assigned scheduled weekly hours and compensation (Reactivate).
  • NTT faculty contracts are managed separately from the job and record the Contract Type (Short Term, Fixed, Rolling) with start and end dates. If the NTT faculty member is continuing employment past the contract end date with no break in service, new contract dates must be specified (Renew) to avoid automatic inactivation.

NTT faculty jobs and contracts can be managed individually in Workday. Refer to the following training guides for individual process instructions:

Mass Transaction Processing

The eBITS team will provide a means for centrally processing NTT Renew (without changes to SWH), Inactivate, and Reactivate activities. NTT Renew with changes to SWH and Terminations should be processed individually at the local, unit level.

For mass transaction processing, Colleges/Schools will enter information into Excel spreadsheets and submit for a central review and upload into Workday. There are 2 spreadsheet formats: one for Renew and Inactivate, and a second for Reactivate.

  • It is important to strictly follow the spreadsheet formats and meet the deadlines established by eBITS and Academic Personnel Services (APS) for each mass transaction
  • Retired Faculty: Transactions for retired faculty (phased retirees and faculty on modified service) will need to be managed individually by CSUs. Entries for retired faculty should be removed from both Faculty Contracts - RPT0240 and Faculty - Not Active Jobs - RPT0813. Prior to deletion, CSUs should make note of their retired faculty population and process ad hoc business processes for those workers, as needed. Please do not submit renew/inactivate or reactivate spreadsheets containing retired faculty data to APS; if present, APS will delete these entries prior to forwarding spreadsheets to eBITS for the Workday upload.

Preparing the Renew and Inactivate Spreadsheet

Steps for NTT Renew and Inactivate mass transaction processing are as follows:

  1. Colleges/Schools run the Faculty Contracts report (RPT0240) in Workday, download to Excel, and distribute as needed to reporting departments.

    NOTE: For those Colleges, Schools, and Units (CSUs) that have both fixed and rolling contracts, RPT0240 will be run twice, once for the short term and fixed faculty contracts and once for the rolling faculty contracts. The CSU must combine the two separate reports into one before submitting to APS. See instructions below for both types.

    1. Enter “RPT0240” in search box
    2. Select “Faculty Contracts – RPT0240” and complete prompts:
Prompt name Description
Supervisory Organization for the Contract Select at least one supervisory organization.

Note: To run the report at Dean level for the entire college, use the PM org; for departmental level use the JM org or the Sup Org that houses the unit’s NTT faculty

Include Subordinate Organizations Leave checked
Contract End Date (is greater than or equal to) For short term and fixed contracts:

Enter the first day of the prior contract period (aligns with semester start date).
Example: for Fall 2020, enter 1/16/2020

For rolling contracts:

Enter the first day of the prior contract period + 1 year (aligns with semester start date). Filter report results for ‘Rolling’ in Contract Type column.
Example: for Fall 2020, enter 1/16/2021

  • When running the report for a fall mass transaction cycle, use 01/16/20XX
  • When running the report for a spring mass transaction cycle, use 09/01/20XX
Contract End Date (is less than or equal to) For short term and fixed contracts:

Enter the last day of the prior contract period.
Example: for Fall 2020, enter 8/31/2020

For rolling contracts:

Enter the last day of the prior contract period + 2 years (aligns with semester start date). Filter report results for ‘Rolling’ in Contract Type column.
Example: for Fall 2020, enter 8/31/2022

  • When running the report for a fall mass transaction cycle, use 08/31/20XX
  • When running the report for a spring mass transaction cycle, use 01/15/20XX
Contract End Date Has Passed? Leave unchecked. If checked, the report includes only NTT whose contract end date has passed.
Contract Status Leave as is. Closed unchecked; Open and Pending checked. (Pending is a Workday delivered status and should not be used.)
  1. Click OK for report to run.
  1. Manually delete retired faculty from the Excel download
    1. Set a filter on the column titles row “Employee is Retired?” column
    2. Select “Yes” for the value
    3. Make note of all workers in this population (retired faculty are managed individually in Workday)
    4. Manually delete rows for all retired faculty
    5. Reselect the filter dropdown menu for “Employee is Retired?” column
    6. Select “No” for the value (ensure that this is the only value listed)
  2. Enter information into the four blank data-entry columns of the spreadsheet using the following guidance:

NOTE: Do not edit any of the existing report fields, add data into the spreadsheet outside of the four data-entry columns, or adjust the formatting of the spreadsheet.

Report Column Description
Is Dept. Renewing the Contract? Enter “Yes” or “No” (do not leave this field blank)
  • If “Yes,” complete all of the remaining five fields (do not leave any blank).
  • If “No,” do not complete the remaining fields (except for this field, which must contain the word “No,” the remaining fields should remain blank). The employee will be Inactivated effective the first day of the semester for which the mass transaction cycle applies (09/01/20XX or 01/16/20XX).
Future Contract Type (used in EIB) Enter contract type. Formatting is very important. It is recommended that you copy/paste from the contract type names listed below.
  • Faculty Short Term– generally one year or less. Also used for employment beginning in the summer and ending not later than 8/31 of the following summer
  • Faculty 2 Year Fixed– two years or less, but more than one year
  • Faculty 3 Year Fixed– three years or less, but more than two years
  • Faculty 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
  • Faculty 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
Future Contract End Date (used in EIB) M/DD/YY format. Use semester end dates: 5/31/YY for Spring semester end or 1/15/YY for Fall semester end.
Remarks Include any remarks, justifications, and/or approvals for changes to Contract Type to help facilitate review of the spreadsheet.
  1. Complete In Progress and Future Dated transactions:
    1. Review the “Staffing BPs In Progress or Completed with Future Effective Date” and “Future Effective In Progress & Completed Contract Events” columns. Before submitting to APS, complete or cancel any business processes with a status of In Progress, as these may cause errors during the upload. Review completed processes with future effective date for impact to the position or contract.
  2. Submit the completed spreadsheet for next level review by uploading to Box folder provided by APS.
    1. Only *one* spreadsheet for Renew and Inactivate per college may be submitted to Academic Personnel Services (APS) by the Chief Business Officer or Academic HR Executive of the College, School, or Unit.
    2. A minimum of 10 records is required for the submission to be included in the mass process.
    3. APS will review spreadsheets and, once approved, submit finalized versions to the eBITS team.
    4. The eBITS team will then make necessary formatting updates and upload data to Workday.
    5. Any resulting errors are managed between eBITS, APS, and the applicable Academic HR Executive, as needed. Some errors may require individual processing in Workday by the CSU.

Renew / Inactivate Spreadsheet Example

Follow the link to view an example spreadsheet with notes on the content and format.

Preparing the Reactivate Spreadsheet

Steps for NTT Reactivate mass transaction processing are as follows:

  1. Colleges/Schools run the Faculty - Not Active Jobs - RPT0813 in Workday, download to Excel, and distribute as needed to reporting departments.
    1. Enter “RPT0813” in search box
    2. Select “Faculty - Not Active Jobs - RPT0813” and complete prompts:
Prompt name Description
Effective Date For FALL mass transactions cycles = 09/01/20XX

For SPRING mass transactions cycles = 01/16/20XX

Supervisory Organization Must select at least one supervisory organization.

Note: To run the report at Dean level for the entire college, use the PM org; for departmental level use the JM org or the Sup Org that houses the unit’s NTT faculty

Include Subordinate Organizations Leave checked
  1. Click OK button for report to run
  1. Review the report for required terminations: Identify faculty that will not be returning to active status at the university and end their jobs effective the last day of the prior semester (08/31/20XX or 01/15/20XX) using either the Termination or End Additional Job standalone business processes.
  2. Manually delete retired faculty from the Excel download:
    1. Set a filter on the column titles row > filter “Employee is Retired?” column
    2. Select “Yes” for the value
    3. Make note of all workers in this population (retired faculty are managed individually in Workday)
    4. Manually delete rows for all retired faculty
    5. Reselect the filter dropdown menu for “Employee is Retired?” column
    6. Select “No” for the value (ensure that this is the only value listed).
  3. Enter information into the eight blank data-entry columns of the spreadsheet using the following guidance:

NOTE: Do not edit any of the existing report fields, add data into the spreadsheet outside of the eight blank columns, or adjust the formatting of the spreadsheet.

Report Column Description
Is Dept. Reactivating the Position? Enter “Yes” or “No”(do not leave this field blank) If “Yes,” complete all of the remaining seven fields. If “No,” do not complete the remaining fields (except for this field, which must contain the word “No,” the remaining fields should remain blank). The employee will stay inactive in the F-INA job profile.
Future Job Profile (used in EIB) Enter the job profile, including the job code and title, e.g., 0050 – Lecturer. Formatting is very important. Copy a like job profile type from the “Previous Job Profile” column, if available, or from the existing “Job Profile” column on the renew/inactivate spreadsheet and paste it into this column to avoid manual entry errors.
Future Scheduled Weekly Hours (used in EIB) Enter hours, rounded to 2 decimal places.
Future Employee Type for Position (used in EIB) Enter Worker Type. Valid options are:
  • Regular Benefits Eligible (Expected to Continue)
  • Regular Non Benefits Eligible (Expected to Continue)

Formatting is very important. It is recommended that you copy/paste from the options listed above. If Joint faculty member, work with other department(s) to review “Future Employee Type for Position”.

Future Salary Amount (used in EIB) Enter annual salary amount, rounded to 2 decimal places.
Future Contract Type (used in EIB)

Enter contract type. Formatting is very important. It is recommended that you copy/paste from the contract type names listed below.

  • Faculty Short Term– generally one year or less. Also used for employment beginning in the summer and ending not later than 8/31 of the following summer
  • Faculty 2 Year Fixed– two years or less, but more than one year
  • Faculty 3 Year Fixed– three years or less, but more than two years
  • Faculty 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
  • Faculty 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

Future Contract End Date (used in EIB) M/DD/YY format. Use semester end dates: 5/31/YY for Spring semester end or 1/15/YY for Fall semester end.
Remarks Include any remarks, justifications, and/or approvals for changes to previous Contract Type or Salary Amount to help facilitate review of the spreadsheet.
  1. Complete in progress and Future Dated transactions:
    1. Review the “Staffing BPs In Progress or Completed with Future Effective Date” and “Future Effective In Progress & Completed Contract Events” columns. Before submitting to APS, complete or cancel any business processes with a status of In Progress, as these may cause errors during the upload. Review completed processes with future effective date for impact to the position or contract.
  2. Submit the completed spreadsheet for next level review by uploading to Box folder provided by APS.
    1. Only *one* spreadsheet for Reactivate per college may be submitted to Academic Personnel Services (APS) by the Chief Business Officer or Academic HR Executive of the College, School, or Unit (CSU).
    2. A minimum of 10 records is required for the submission to be included in the mass process.
    3. APS will review spreadsheets and, once approved, submit finalized versions to the eBITS team.
    4. The eBITS team will then make necessary formatting updates and upload data to Workday.
    5. Any resulting errors are managed between sustainment, APS, and the applicable Academic HR Executive, as needed. Some errors may require individual processing in Workday by the CSU.

Reactivate Spreadsheet Example

Follow the link to view an example spreadsheet with notes on the content and format.

 

For questions, contact Academic Personnel Services.