New Temporary Faculty Hires - Job Management

Dean's Office contacts: CAS Personnel Team

• Defining temporary faculty appointments
• Faculty voting requirements
• Submitting temporary faculty hires
• New adjunct faculty
• New unpaid academics
• Important notes regarding new emeritus appointments

What is a temporary appointment?

A temporary appointment is an academic position that can only be held for annual (or shorter) periods. These appointments must be hired within JM_Academic supervisory organizations.

Eligible temporary positions

• Lecturer (Part-Time Temporary)
• Lecturer (Full-Time Temporary)
• Teaching Associate
• Acting titles
• Visiting titles
• Clinical faculty (annual appointments)

Need help?
Contact the CAS Personnel Team if you have questions about payroll processing or documentation requirements.

Faculty voting process

Your department has two options for approving temporary appointments:

Option 1: Delegated committee approval.
As outlined in the Faculty Code (Section 24-52, paragraph C1), a department can delegate hiring authority to a committee of elected faculty, avoiding the need for full faculty votes. The committee must be consist of at least 2 faculty member and cannot include the Chair/Director of the unit. The delegation must be annually renewed by a full vote of the department faculty.

This delegation option only applies for:

• Affiliate faculty
• Annual clinical faculty
• Annual/quarterly part-time lecturers

Option 2: Full faculty vote.
A full faculty vote is required if the department hasn't delegated hiring authority, or the position isn't eligible for delegated approval.

Step 1: Prepare your documentation

The Office for Academic Personnel and Faculty (APF) requires specific documentation for each hire. For documentation requirements for each title, please see the APF Titles and Ranks page.

Step 2: Initiate the process in Workday

Initiate the Hire – Academic Personnel process in Workday. If your payroll is processed by the Administrative Support Team (AST), submit a hire request to them via the web form.

Step 3: After approval
Once approved, your new faculty member will:

• Get an email to set up their Workday account
• Receive on-boarding notifications
• Need to complete their I-9 employment eligibility form

Process Steps

1. In Workday, use the Add Academic Appointment Track business process
2. Upload all required documentation to Maintain Worker Documents
3. Check documentation requirements on the APF Titles and Ranks page

AST Payroll supported units:

If your payroll is processed by the Administrative Support Team (AST), submit a hire request to them via the web form

What is an unpaid academic?

Unpaid academics can be a variety of titles.  However, in CAS, they are most often Affiliate or Emeritus faculty. To confirm whether or not another title is elgible for unpaid academic status, please check the Academic Personnel & Faculty Sextant tool.

Granting new unpaid academic Appointments

1. Initiate the Process:
   • Use the Hire - Unpaid Academic process in Workday
   • Attach all required documentation
2. Documentation Requirements:
   • Refer to the Academic Personnel & Faculty Titles and Ranks page for specific requirements

Managing paid/unpaid status

1. Initial Hire:
   • Must be hired into the 'Unpaid Academic' employee type if not being paid initially
2. Converting to Paid Status:
   • Upload an offer letter and acceptance for the paid work to Maintain Worker Documents
   • Process a move to paid status in Workday
3. Returning to Unpaid Status:
   • Once paid work ends, process another move back to unpaid status

AST Payroll supported units:

If your payroll is processed by the Administrative Support Team (AST), submit a hire request to them via the web form

To grant a new emeritus appointment, units must first separate the employee using the Termination – Voluntary – Academic Personnel process in Workday.  Once that is complete, follow the instructions above for a new unpaid academic hire.

Documentation Required (please submit as three separate PDFs, according to the OAP guidelines):

• Chair's letter to Dean, reporting the faculty vote and date of new emeritus appointment.  In accordance with the new AHR regulations, also address the following points:
  • Is retiring/has retired from a tenured, WOT, research track, teaching track, or clinical-salaried appointment
  • Is retiring/has retired at the rank of professor or associate professor
  • Has/will have held a UW faculty appointment for at least 10 years prior to retirement
  • Is requesting/recommended for emeritus status within one year of retirement
  • Has been found meritorious in each of the 5 years leading up to retirement, and has an overall record of meritorious performance
  • Has had no misconduct issues requiring review and/or resolution in the 5 years leading up to retirement
• Notice of retirement from faculty member
• Sexual misconduct declaration

Please send the retirement letter to Linda Nelson as soon as you have it.