Faculty Record Orientation

Faculty Record Orientation



Faculty Header

Each Faculty record includes a header with important information about the faculty:
  • Faculty Name
  • Status
  • Favorite (star) indicator
  • H&S Home Department and Rank
  • Years in Current Rank
  • Current Academic Appointments* (appointment type; department)
  • Senior-level administrative appointments (department chair, dean, provost, etc.)
  • SUNetID
  • EmplID
  • Exit status (if applicable)
*(0% FTE appointments are excluded)
The faculty record may also display one or more informational banners, which are designed to alert the user to important upcoming events:
  • Pending Retention
  • Pending Appointment & Promotion
  • Pending Exit date (within 365 days)
  • Exit date set, but end dates not set in other important areas of the record
  • Academic Appointment ending (within 365 days)
  • Administrative Appointment ending (within 365 days)
  • Sabbatical Cap reached
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Faculty record tabs

A faculty record in the new system contains many of the same core tabs as a faculty record in the legacy system, with some improvements to how the data is organized and/or consolidated
  • Demographics
  • Academic Appointment
  • Consolidation of academic appointments from Current Appointment and Appointment History tabs from legacy system)
  • Admin Appointment
  • Consolidation of administrative appointments from Current Appointment and Appointment History tabs from legacy system)
  • Salary
  • Sabbaticals/Leaves
  • Attachments
  • Related Records
  • Consolidation of Commitments, Recruitment, and Retention tabs from legacy system


The Academic Appointment and Admin Appointment tabs will have a blue indicator which denotes the numbers of current appointments on each tab

1. Academic Appointment tab

By default, a faculty record will open on the Academic Appointment tab. The Academic Appointment tab contains the following sections:
    Summary section (In-Hire Rank; Tenure-related dates)
    Current Rank & Academic Appointments
    Current Courtesy Appointments
    Academic Appointment History
    Courtesy Appointment History
Clicking on the View/Edit Details button will allow a user to view the field-level detail of a Rank and Academic Appointments.


When academic and courtesy appointment end dates are passed, these appointments will automatically move to their respective 'history' sections on the tab.Future-dated academic appointments will appear in the Current Rank & Academic Appointments section and be clearly marked as Future.



Academic appointments (Primary, Secondary, Joint) with end dates in the past, within the current rank, will appear in the Academic Appointment History section. Historic academic appointments will be organized by rank within the history section.


2. Demographic tab

The Demographics tab contains a variety of biographic/demographic data, along with information related to Endowed Chairs, and relevant Spouse information. The information in the new system is organized in the same sections and ordering as the legacy system:
  • General Details
  • Exit Information
  • Awards
  • Degrees
  • Endowed Chairs
  • Souse Information




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3. Admin Appointment tab

The Admin Appointment tab contains the following sections:
    Current Administrative Appointments
    Administrative Appointment History
Current administrative appointments will be expanded by default

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When administrative appointment end dates are passed, these appointments will automatically move to the history section on the tab.

Historic administrative appointments will be collapsed by default. You can expand/collapse an individual administrative appointment to show/hide details, or use the Expand All and Collapse All buttons to show/hide details on all administrative appointments within the section.


4. Salary tab

The Salary tab is only available to users with specific read/write permissions in Handson for faculty salaries
The Salary tab contains the following sections:
  • Summary section:
  • Current 100% FTE salary
  • Current H&S FTE adjusted salary
  • 1/9 Salary
  • Pay Spread
  • Future Salary Promises
  • This will be expanded by default if there is a future salary promise from a Recruitment or Retention record.
  • Future Salary Promises will automatically be incorporated into the Salary Log (and the faculty base salary) when the effective date of the promise is reached.
  • Salary Log
  • This is the running log of annual salary setting and mid-year increase to a faculty salary.

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5. Sabbaticals/Leaves Tab

Tip: The Sabbaticals/Leaves tab contains the same information as previously found in the legacy system, with some changes related to the updated user interface. Other than UI changes, the tab contains the same information, organized in the same way as the legacy system:
  • Sabbatical/Paid Leave grid
  • Sabbatical Caps
  • Sabbaticals & Leaves
  • Paid Leave Credits
  • Sabbatical Credit Adjustment

5.1 Sabbatical/Paid Leave Grid

Tip: Color coding of grid squares:
  • Pink: Sabbatical cap reached
  • Purple: Promotion to Tenure
  • Blue: Leave Without Salary
  • Light Green: Off Duty
Senior Lecturers will have a Professional Development grid, which displays their accrual of professional development credits as opposed to Sabbatical credits.

5.2 Sabbatical Caps

A Sabbatical Cap entry can be created in order to override the system's default logic for sabbatical accrual caps. In some cases it is appropriate to allow for a faculty to accrue and retain sabbatical credits beyond the standard 36 credits, and in other cases an entry may be created to allow for faculty with certain administrative appointments to accrue and retain credits beyond the standard 60 credits allowed.
While less common, a Sabbatical Cap entry can be created to limit the accrual of sabbatical credits below the standard amounts, and/or to adjust for other edge cases related to sabbatical credit accrual caps.


5.3 Sabbatical/Leave Entry

A Sabbatical/Leave entry consists of two primary components:
    Leave Type, including the start and end date of the leave, notes, and attachments that may be added.
    Leave Funding: one or more Funding Types may be included to support the funding of a sabbatical/leave.
    Leave Funding may contain the number of units (aka credits) and the corresponding funding percentage of the leave if the Funding Type is Sabbatical Credit or Paid Leave Credit.
    Leave Funding may also contain other funding types, in which case the Leave Funding will indicate the method, source, and language of agreement

5.4 Paid Leave Credits

Tip: Paid Leave Credits may be earned as part of a recruitment, retention, or for other reasons. In these cases a Paid Leave Credit entry is created indicating the academic year, the number of credits earned, and any relevant notes or attachments.

When Paid Leave credits are used as Leave Funding, the amount will be shown in the Pd Lv Taken row for the corresponding academic year

5.5 Sabbatical Credit Adjustment

There are cases where the number of accrued Sabbatical Credits needs to be adjusted. A Sabbatical Credit Adjustment can be used in this case and consists of the following components:
  • Academic Year
  • As Of
  • Autumn
  • Winter
  • Spring
  • Summer
  • Beginning Balance
  • Ending Balance
  • Adjustment Credits
  • Notes and Attachments



6. Attachments Tab

The Attachments tab contains attachments from other tabs within the Faculty record as well as attachments from other record types (modules) within the system.

7. Related Records tab

The Related Records tab contains all records associated with the faculty from the other modules within the system.