AP census preparation FAQ

We use October 31 of the given year as the effective date of the AP Census.

Academic personnel with a primary academic appointment with a start date on or before October 31 and end date on or after October 31; and/or a position in the Academic Personnel job family group with a start date on or before October 31 and a termination date on or after October 31.

Anyone with an academic appointment or a position in the Academic Personnel job family group. More officially, this group is defined by APS 40.1 as faculty, librarians, medical residents and senior fellows/trainees, and academic staff. (Note: This APS is being updated to align with the new collective bargaining agreement for postdoctoral scholars.)

You can run R0469 – Academic Workers without Primary Appointments using “10/31/yyyy” (yyyy=the current year) and “10/31/yyy”(yyyy=the current year) as the report effective date to identify those academic personnel who do NOT have a primary academic appointment. Based on the report output, you should determine whether positions need to be ended or updated, or if academic appointments need to be added or updated. 

You can run R0321 – Upcoming Employment End Dates using the date range of “1/1/2000” to “10/31/yyyy” (yyyy=the current year) to identify individuals with end employment dates in the past or prior to the current year’s snapshot date. Based on the report output, you should determine whether positions need to be ended or updated, or if academic appointments need to be added or updated. 

You can run R0361 – Expired and Expiring Academic Appointments, the report will identify all academic appointments with end dates in the past, or within the next 90 day. Based on the report output, you should determine whether the academic appointments need to be updated or ended.

You can run R0344 – Appointments in Non-Academic Appointing Units to identify appointments in academic units that are not valid for the academic rank. The academic unit can be corrected using the “Update Academic Appointment” business process; the effective date for the process should be the appointment start date. Please review the Update Academic Appointment Track user guide if you have questions on entering these updates. Keep in mind that a departmentalized college should not be listed as the Academic Unit.

You can run R0343 – Appointments with Invalid Appointment Identifiers, to identify academic appointments with invalid identifiers. The appointment identifier should be updated using the “Update Academic Appointment” business process. If the change in identifier is due to another appointment ending, please use the day after that appointment end date as the “Start Date”. If the identifier was never correct, please use the original appointment start date as the “Start Date”. Please review the Update Academic Appointment Track user guide if you have questions about entering these updates.

No, they are excluded as they do not have an active relationship with the University. However, individuals with position end dates prior to October 31 who have not been terminated were included in the data files sent out in August in order to ensure that their records are up to date. If a person is no longer actively affiliated with the University, they should be terminated in Workday effective their last day of employment. If they still have an active relationship with the University, their position and any relevant academic appointments should be updated to reflect their current status.

The Merit Restricted Entry Period in Workday does NOT include the following actions and are therefore okay to transact on:

• Add, Update, or End Academic Appointment
• Terminate Worker
• Hire Worker
• Rehire Worker
• Extend End Date/Reappointment with an effective date prior to September 1
• Job Change with an effective date prior to September 1

You can read more about the Merit Restricted Entry Period on page 4 of the Merit Process Guide.

No, these census preparations are focused on supporting campus partners in doing their day-to-day work related to academic personnel transactions in Workday. Data entries should adhere to the regular policies and procedures for entering data in Workday.

Please wait until the academic unit has been created in Workday, this work should be completed for all new academic units by mid-September.

There are two ways to access the Worker History:

• Click on Actions under the worker name, then
  • Hover over “Worker History” from the list of available Actions, then 
  • Select “View Worker History” or “View Worker History by Category”
• Click on Overview in the left side navigation, then
  • Select “Worker History” from the tabs at the top of the screen (you may need to click “More” to see “Worker History”)

The Worker History by Category view will allow you to review transactions by type, separated out into “Academic” (appointment), “Staffing” (position), and other relevant categories.

You can follow the steps outlined in the Add Academic Appointment Track User Guide to complete this action. Please be sure to verify that the Academic Appointment End Date matches the Employment End Date. You can review the appointment and position configuration guidelines outlined in Sextant to determine the end date requirements.

You can follow the steps outlined in the Update Academic Appointment Track User Guide to make this change.  Please be sure to verify that the Academic Appointment End Date matches the Employment End Date. You can review the appointment and position configuration guidelines outlined in Sextant to determine the end date requirements.

No, not as part of the initial census preparation efforts. Once the promotions have been entered in Workday, please verify that all of the changes are completed as expected. If they are included in the data files disseminated in early October, changes will need to be made at that time.

The “start date” used in an Update Academic Appointment transaction should be the effective date of the change in the following circumstances:

• If the unit is changing
  • The “start date” should be the date the new unit is created.
• If the roster percentage value is changing
  • The “start date” should be the date the new roster percentage value goes into effect.
• If the academic rank is changing
  • The “start date” should be the date the new academic rank goes into effect.
• If the appointment identifier is changing due to a change in primary appointment.
  • The “start date” should be the day after the previous primary appointment ended

Sextant
Academic Appointment Evaluation Decision Flows
Employee Workday Help user guides
OAP titles and ranks web section
Workday reports
You can also reach out to your academic service partner or your academic HR specialist in the Office of Academic Personnel.