Academic Personnel

April 25, 2019

Sextant: A New Academic Appointments and Positions Guidance Tool

The Office of Academic Personnel is releasing a new academic appointments and positions guidance tool, Sextant, to help clarify data entry standards for academic personnel in Workday.

Why Sextant? It’s a navigational tool used to guide those at sea.
Similarly we hope this tool will guide academic units working with academic personnel data in Workday.

Access Sextant here. (UW NetID required).

Sextant specifies valid appointment identifiers, appointment durations, employee types, and position durations for all UW academic personnel. To use: Look up the academic rank or job profile in question on the appropriate tab, then review the details.

Included data elements are:

  • Related Positions
    • Entering a related position for a given academic appointment is not required in Workday, but certain job profiles should link to certain appointments.*
  • Appointment Identifiers
    • All academic personnel who have an academic appointment should have one (and only one) assigned the “Primary” identifier
    • The Faculty Code governs which titles are eligible to be assigned the “Joint” identifier
  • Appointment Durations
    • If the minimum and maximum terms are the same, the appointment duration must match that description. If there is more than one interval between the minimum and maximum, all intervals are considered a valid duration.
      • For example, for lecturers part-time the minimum duration is quarterly and the maximum is multi-year so the appointment durations of quarterly, annual or multi-year are all valid.
    • Appointment requirements details, including duration can be found on the Office of Academic Personnel’s Titles and Ranks web pages.

Data elements for job profiles in the Academic Personnel job family group are:

  • Primary Academic Appointment Rank
    • All academic personnel who have an academic appointment should have one (and only one) assigned the “Primary” identifier, the academic rank and academic unit for this appointment should correspond to the job profile and supervisory organization of the primary position. This column identifies the valid options.
  • Employee Type (Worker Type and Worker Sub-type)
    • Academic personnel can be assigned one of three Employee Types: Fixed Term, Regular, or Unpaid Academic.
    • Fixed Term and Regular Employee Types also include the sub-types PDR and Practice Plan; however, these are not addressed in Sextant.
    • Decision trees for determining Worker Type and Sub-type can be found on the ISC website.
  • Service Period
    • In Sextant job profiles that require 12 month service periods are labeled “12 month”.
    • The service periods of job profiles where the period is determined by the School/College/Campus of the position are labeled “Entity Derived”.
      • The Schools of Dentistry, Medicine, Pharmacy, and Public Health all have a 12 month service periods.
      • The remaining schools, colleges, and campuses have 9 month service periods.
    • Service periods for educators and extension lecturers can vary from person to person. These are labeled “Varied”.
  • Position Management (PM) or Job Management (JM) Supervisory Organizations
    • Some job profiles are required to be part of JM supervisory organizations, while others are required to be part of PM supervisory organizations.
  • Employment Durations
    • If the minimum and maximum terms are the same, the employment duration must match that description. If there is more than one interval between the minimum and maximum, all intervals are considered a valid duration.
    • Appointment requirements details including duration can be found on the Office of Academic Personnel Titles and Ranks web pages. 

We hope academic partners find this tool a useful resource to support academic personnel data entry in Workday. If you have questions or feedback about the tool, do not hesitate to email acaddata@uw.edu.

*Related positions should only be entered in the following circumstances:

  • The entry does not force a change to the appointment start date.
  • The academic rank and unit correspond to the job profile and supervisory organization of the position.
  • The position is not already identified as the related position for another appointment (each position can only be referenced once).