Endowed and term professorship appointments

Dean's Office contact: Debbie Olson

• Endowed and Term appointment procedures and documentation
• Confirmation of appointment
• Endowed supplements
• Administrative levels

Endowed and Term appointment procedures and documentation.

Refer to the Faculty Appointments & Stewardship Process timeline for preferred deadlines and review the Academic Personnel and Faculty guidelines before initiating an appointment.

For units processing appointments in Workday

1. Complete the Add Academic Appointment workflow.
2. Leave the Named Professorship field blank.
3. Assign a Dual identifier.
4. In the Comments section, include:
   • The full name of the endowment or term gift.
   • The annual award amount (approximate or exact).

For units supported by the Administrative Support Team

Submit a Human Resources & Payroll: Update or End Employment request form:

1. Select Add Academic Appointment from the dropdown menu.
2. Attach all required documentation.
3. Include a note requesting that the following be entered in the Workday comments section:
   • The full name of the endowment or term gift.
   • The annual award amount (approximate or exact).

Required Documentation

Upload the following documents as one PDF file in Maintain Worker Documents in Workday:

• Chair's letter requesting the appointment
• Candidate's curriculum vitae (CV)
• Endowment agreement
• Any additional supporting documentation

Tip: Combining all required documents into a single PDF before uploading will help ensure the appointment can be processed without delay.

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.