Faculty - Adding Joint Appointment

Tags workday

Quick Reference Guide

Objective or Task

Add a joint academic appointment for a faculty member in Workday.

Instructions

Part 1: Create the Position for the Joint Appointment

  1. Search for the supervisory organization of the secondary department.

    • Select the supervisory organization with the department chair’s name.
    • Do not select an organization with JM in the title.

  2. From the supervisory organization page, select Staffing and then Create Position.

  3. Complete the position details as follows:

    • Position Request Reason set to Create Position > New Position > Understaffed/Addition
    • Job Posting Title set to a generic title
    • Number of Positions set to 1
    • Availability Date set prior to the effective start date of the joint appointment
    • Earliest Hire Date matching the availability date
    • Job Family set to the appropriate faculty job family
    • Job Profile set to the correct faculty rank
    • Location set to the appropriate campus
    • Time Type set to Part‑time
    • Worker Type set to Employee
    • Worker Sub‑Type matching the primary job
    • Leave Default Weekly Hours unchanged

  4. Leave Scheduled Weekly Hours at 0 or update to 18.75, if applicable.

    • Note the Position Control Number after saving the position.

Part 2: Reduce FTE on the Primary Job

  1. Open the faculty member’s profile and select Actions > Job Change > Start Job Change.

  2. Select the primary faculty job.

  3. For What do you want to do?, select Academic FTE Change.

  4. In Start Details, enter the effective date for the joint appointment and select Start.

  5. In Location Details, reduce Scheduled Weekly Hours to reflect the new primary FTE.

  6. In Administrative:

    • Change Time Type to Part‑time
    • Confirm updated FTE
    • Leave other fields unchanged

  7. Attach the required documentation:

    • P‑103
    • Signed letter of offer showing salary distribution

  8. Enter a comment indicating the FTE reduction is for adding a joint appointment, then select Submit.

Part 3: Update the Academic Appointment (Primary)

  1. When prompted to Update Academic Appointment, complete the following:
    • Reason set to Administrative Correction
    • Roster Percent updated to reflect the new primary FTE

Part 4: Add the Joint Appointment as an Additional Job

  1. From the faculty member’s profile, select Actions > Job Change > Add Job.

  2. Enter the supervisory organization for the joint appointment and select OK.

  3. Complete the additional job details:

    • Effective Date matching the joint appointment start date
    • Reason set to Add Additional Job > Joint Appointment
    • Position using the Position Control Number created earlier
    • Scheduled Weekly Hours matching the joint FTE percentage
    • Leave default weekly hours unchanged

  4. Attach required documents and select Submit.

Part 5: Add the Joint Academic Appointment

  1. When prompted to Add Academic Appointment, complete the fields as follows:

    • Start Date matching the joint appointment start date
    • Academic Unit set to the secondary department
    • Employment Position set to the joint appointment position
    • Track Type matching the primary appointment
    • Reason set to Add Appointment > Additional Appointment
    • Rank matching the primary appointment
    • End Date required for term faculty only
    • Identifier set to Joint – Joint
    • Roster Percent matching the joint FTE

  2. Enter a comment indicating the joint appointment and select Submit.

Outcome

The faculty member has a correctly configured joint academic appointment in Workday, with FTE appropriately split, a secondary job added, and both academic appointments accurately reflected.

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