Manage Part-time Lecturers

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Quick Reference Guide

Objective or Task

Manage Part‑Time Lecturers throughout their employment lifecycle in Workday.

Instructions

Part 1: Hire a Part‑Time Lecturer

  1. Use an Evergreen Requisition to collect eligible PTL candidates over time.

  2. When ready to hire:

    • Open the Staffing tab in the supervisory organization.
    • Locate the Evergreen Requisition.
    • Copy it to create a new Job Requisition.

  3. In the job requisition:

    • Confirm the Evergreen Requisition is linked.
    • Enter the Target Hire Date and Target End Date.
    • Assign a Primary Recruiter.
    • Review details and submit.

  4. Once approved:

    • Move candidates from the Evergreen Requisition to the job requisition.
    • Complete the recruit‑to‑hire process.

Part 2: Manage Period Activity Pay (PAP)

  1. Enter Manage Period Activity Pay Assignments from the Workday search.

  2. Enter:

    • Effective Date
    • Employee
    • Academic Period
    • Activity set to INS Instructional

  3. Select the appropriate Reason for adding, updating, or ending PAP.

  4. For the activity line, enter:

    • Course number and section in Comment
    • Start Date and End Date for the term
    • Weekly Service Hours using a 3:1 ratio per credit hour
    • Quantity set to 1
    • Assigned Unit Rate for total pay

  5. Confirm the total amount and add Costing Override.

  6. Attach the signed PTL contract using the Period Activity Pay category.

  7. Select Submit.

Part 3: Inactivate a Part‑Time Lecturer

  1. Inactivate a PTL when there is a break in service.
  • Do not inactivate a PTL with active PAPs.

  1. Enter Start Job Change and select Transfer PTL to Lecturer Inactive.

  2. Enter the effective date, ensuring it is after the PAP end date.

  3. Update the Job Profile to Lecturer Inactive.

  4. Set Scheduled Weekly Hours to 0.

  5. Submit for approval.

Part 4: Reactivate a Part‑Time Lecturer

  1. Confirm the PTL is inactive and assigned to the correct JM Supervisory Organization.

  2. Enter Start Job Change and select Reappoint Inactive Lecturer.

  3. Enter an effective date no later than the start of the term.

  4. Confirm or update the supervisory organization.

  5. Update the Job Profile to Lecturer/Contract.

  6. Update Scheduled Weekly Hours based on course load.

  7. Enter the End Employment Date for the contract period.

  8. Review costing and submit.

  9. Assign Period Activity Pay as needed.

Part 5: Terminate a Part‑Time Lecturer

  1. Terminate a PTL if:
  • They have been inactive for 18 months, or
  • It is confirmed they will not return within 18 months.

  1. Ensure all PAPs have ended before termination.

  2. Terminate the lecturer job using the appropriate termination reason, such as End of Appointment or End of Fixed Term Contract.

Outcome

Part‑Time Lecturers are accurately hired, paid, managed, inactivated, reactivated, or terminated in Workday in accordance with university policy and employment practices.

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