Earning Academic Promotions

Tags workday

Quick Reference Guide

Objective or Task

Enter an academic promotion for a faculty member in Workday.

Instructions

  1. Open the faculty member’s profile in Workday.

  2. Select Actions, hover over Job Change, and select Transfer, Promote, or Change Job.

    • If this option is not available, select Job Change, then select Academic Promotion.

  3. On the Start page, enter the Effective Date of the promotion.

    • Most academic promotions use July 1 as the effective date.

  4. For Why are you making this change?, select:

    • Academic Personnel
    • Promotion

  5. Do not change the Manager, Team, or Location fields.

  6. Ignore the Next Pay Period option and select Start.

    • Save your entries before proceeding.

  7. On the Job page:

    • Select the faculty member’s primary position.
    • Do not select any additional jobs such as department chair or program director roles.

  8. In Job Profile, select the new promoted rank.

    • Carefully choose the correct job family, such as term or tenure‑eligible.
    • The Job Title and Business Title will update automatically based on the job profile selected.
    • The position title will not update until the effective date is reached.

  9. Select Next and proceed through the Location page without making changes.

  10. On the Details page, review the Administrative and Academic sections.

    • Do not update the end date for term faculty at this stage.

  11. On the Attachments page, upload the P‑103 document.

    • Upload an updated version if the original is no longer accurate.

  12. Select Next and proceed through the Organizations page without making changes.

  13. On the Compensation page:

    • Update the base salary using either an Amount Change or Percent Change, if applicable.
    • If the new salary exceeds $100,000, add the compensation plan Total Base Pay Over $100,000.

  14. Review the Summary page to confirm all information is correct.

  15. Enter a supporting Comment describing the promotion.

  16. Select Submit to route the promotion for approval.

  17. When the action routes back to the unit after Faculty Affairs review:

    • Review and submit the Costing Allocation task.
    • Review and submit the updated Academic Appointment, if prompted.

Outcome

The academic promotion is entered in Workday and routed through approvals, including the Budget Manager, Dean or delegate, and Faculty Affairs. The promotion is completed once all business process steps have been approved and the academic appointment and tenure information are updated.

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