Academic Appointments

This article provides step-by-step instructions for viewing, creating, updating, and ending academic appointments in Workday to ensure accurate faculty records, proper approval workflows, and effective management of appointment changes throughout the employee lifecycle.

Purpose

This job aid provides step-by-step guidance on how to view, create, edit, and end academic appointments in Workday. Following these steps will allow users to efficiently complete appointment-related transactions while minimizing errors and maintaining data integrity.

 

When to Use

Use this job aid when you:

• View existing Academic appointments.
• Add Academic Appointments: Use for new faculty hires and to add concurrent appointments.
• Update Academic Appointments: Use for reappointment, changes to academic unit, tenure status updates, and promotion.
• End Academic Appointments: Use when a faculty member resigns, a contract expires, or a temporary appointment ends.

 

Steps

Add Academic Appointment:

1. From the Workday Homepage, enter “Add Academic Appointment” in the Search Bar. Select the Add Academic Appointment task in the dropdown menu.
   
   
    

2. On the pop-up window, select the Academic Appointee radio button and the Academic Appointee Name using the search field. Then, select the OK button (see image below).
   
   
    

3. Now, you will be able to enter the following required information for Appointment Details (see image below):

   1. Start Date

   2. Academic Unit

   3. Employment Position

   4. Track Type

   5. Reason

   6. Title

   7. End Date

   8. Identifier

   9. Tenure Home (if applicable)

   10. Tenure Status (if applicable)
       ​​
       Note: You are unable to submit the academic appointment if an End Date is not entered, or any other required fields are not completed; an error message is displayed.
       
       
        

4.  Select the Submit button to complete the Academic Appointment.

5.  The Academic Appointment must be approved by the Dean/Director. As the Dean/Director:

   1.  Go to My Tasks
      
      
       

   2. Select the specific Add Academic Appointment task.

   3. Review the information and click Approve.
      
      
      
      Note: The Dean/Director has the option to modify specific fields before approving, sending back, or denying Academic Appointments.

6. The Academic Appointment must get final approval from the Provost Office. As the Provost:

   1. Go to My Tasks
      
      
       

   2. Select the Add Academic Appointment task awaiting your action.

   3.  Review the information and click Approve.
      
      
      
      
      Note: The Provost can also modify specific fields before approving, sending back, and denying Academic Appointments.

 

Update Academic Appointments:

1. Enter Update Academic Appointment in the Search Bar. Select the Update Academic Appointment task.
   
   
    

2. Select the Academic Appointee for the Academic Appointment.

3. Select the Track.

4. Select the Start Date for the Academic Appointment. Then, select the OK button.
   
   
    

5. Update any necessary Appointment Information.

6. Select a Reason.

7. Select the Submit button.
   
   
    

8. The Update Academic Appointment request must be approved by the Dean/Director. As the Dean/Director:

   1. Go to My Tasks
      
      
       

   2. Select the specific Update Academic Appointment task.

   3. Review the information and click Approve.
      
      
      
      Note: The Dean/Director can also modify specific fields before approving, sending back, and denying Academic Appointments.

9. The Update Academic Appointment request must receive final approval from the Provost Office. As the Provost:

   1. Go to My Tasks
      
      
       

   2. Select the specific Update Academic Appointment task.

   3. Review the information and click Approve.
      
      
      
      
      Note: The Provost can modify specific fields before approving, sending back, and denying Academic Appointments.

 

View Academic Appointments (Worker Profile)

1. Enter the name of the Worker in the Search Bar. Select the Worker Profile in the available dropdown options.
   
   
    

2. Select the Academic option on the left-hand side of the Worker Profile.
   
   
    

3. You will be able to view a worker’s Academic Appointments using the following tabs:

   1. At a Glance: View the current status of Appointment and other general information.

   2. Current Appointments: In-depth view of current Appointments.

   3. Appointment History

   4. Period Work Status
      
      ​​​​​​​​​​​​​​​​​​​​​
       

 

View Academic Appointments (Academic Unit)

1. Enter View Academic Unit in the Search Bar. Select the View Academic Unit report.
   
   
    

2. Select the Academic Unit where you would like to view the Academic Appointments.

3. Select the OK button.
   
   
    

4. Select the Academic Appointments tab.

5. You will be able to view Academic Appointments using the following options:

   1. Current

   2. Future

   3. Appointee Work Status
      
      
       

 

End Academic Appointments

1. Enter End Academic Appointment task in the Search Bar. Select the End Academic Appointment Track task.
   
   
    

2. Select the Academic Appointee for the Academic Appointment Track.

3. Select the Track. Then, select the OK button.
   
   
    

4.  Input the End Date.
   Note: Track End Date must be after the most recent add or update appointment date.

5. Select the Reason.

6. Select the Submit button.
   
   
    

7. The End Academic Appointment request must be approved by the Dean/Director. As the Dean/Director:

   1. Go to My Tasks
      
      
       

   2. Select the specific End Academic Appointment task.

   3. Review the information and click Approve.
      
      
      
      
      Note: The Dean/Director can modify specific fields before approving, sending back, and denying Academic Appointments.

8. The End Academic Appointment request must receive final approval from the Provost Office. As the Provost:

   1. Go to My Tasks
      
      
       

   2. Select the specific End Academic Appointment task.

   3. Review the information and click Approve.
      
      
      
      
      Note: The Provost can modify specific fields before approving, sending back, and denying Academic Appointments.

 

 

 

Notes & Tips

• Always verify the effective date before submitting an Academic Appointment transaction. The effective date determines when the change will take effect in Workday and may have an impact on payroll and reporting.
• Review the worker’s existing job and position details prior to adding or updating an appointment to avoid duplicate records or overlapping appointment periods.
• When ending an appointment, confirm the correct end reason is selected to ensure accurate reporting and downstream processing.
• After submission, monitor the transaction status in your Workday inbox or through the related business process to ensure approvals are completed.
• When available, select the Prompt button to view options to enter into the field.
• Fields marked with a red asterisk (*) are required.