Endowed and Term appointment procedures and documentation.
The timeline for Faculty Appointments & Stewardship Process shows preferred deadlines for Named Professorships in Workday. Use the Add Academic Appointment workflow and include in the comments section the annual award amount, using either an approximate amount or an exact amount.
Units supported by the Administrative Support Team should submit an HR & Payroll request and attach the required documentation to that request along with a note to include the annual award amount, using either an approximate amount or an exact amount in the comments section in Workday.
Documentation to be uploaded into Maintain Worker Documents in Workday for the appointment is usually:
- a letter from the chair requesting the appointment
- the candidate's vitae
- endowment agreement
- any other supporting documentation
When approved by the Provost in Workday, the Dean will send the candidate an appointment letter. This letter states the appointment terms and must be signed by both the candidate and the chair of the administering department. Copies of this letter are also sent to the department administrator and the stewardship manager. After the letter is returned to the Dean's Office, information regarding expenditure processing will be provided to both the candidate and the administering department. The appointment cannot be announced until formal approval by the Board of Regents has been given.
If the endowment agreement allows and the Dean's Office approves, an individual may request an Endowed Supplement. This supplement is in addition to normal salary. The supplement amount per month must remain the same in a given year. Other limitations should be discussed with the Dean's Office.
Approval for an Endowed Supplement is routed through Workday using the Request Compensation Change workflow. The request will be routed to the Dean or the Dean's Delegate for approval.
There are three basic administrative levels for professorships.
(1) University-level professorships. These can be assigned to any faculty member of the University. The professorships are controlled by the President, which means that the President decides which departments will receive them and the amount of each award. When an Arts & Sciences faculty member holds a University-level professorship, the administrative responsibility of the operating account is normally transferred to the Dean's Office. If appropriate, the Dean's Office will in turn transfer administrative responsibility to the faculty member's department for the term of the appointment.
(2) College- or division-level professorships. These can be assigned to any faculty member in a college or school or in a particular division of the college/school. They are controlled by the Dean, and normally in Arts & Sciences the administrative responsibility is transferred to the individual's department for the term of the appointment.
(3) Department-, unit-, or field-specific professorships. These can be assigned only to a faculty member within a particular department, unit, or field. They are controlled by the Dean in consultation with the department or unit chair. Normally in Arts & Sciences the administrative responsibility remains at the departmental level.
When a department administers a professorship for one of its faculty members, the expenditures must be consistent with the terms of the award and with University regulations. Professorships are not discretionary accounts. Endowed faculty must include their full endowed title on all print and digital correspondence, including but not limited to web, email, and letterhead. Annual stewardship to donors is a faculty report/letter coordinated by the College of Arts and Sciences Donor Relations office.