Academic Administrative Appointments

Academic Administrative Appointments and Chair Appointments

Academic Administrative appointments are granted to faculty or staff who hold one of the following ranks listed below. Most commonly, tenured or continuing faculty in the Faculty of Arts and Sciences, School of Engineering and Applied Science, School of Public Health, and School of Medicine are appointed to academic administrative positions at the school, department, program, or section level.

Academic Administrative Ranks include, but are not limited to:

Head of College, Interim Section Chief, Senior Associate Dean, Assistant Dean, Associate Dean, Deputy Dean, Acting Section Chief, FAS Dean, President, Dean, Provost, Section Chief, Area Director, Division Director, Assistant Provost, Chair, Vice Provost, Interim Dean, Associate Provost, Acting Chair, Interim Chair, Acting Dean.

Actions to take when Adding / Ending Chair Appointments

*Note: in the School of Medicine, departments should not process Academic Administrative appointments, as these are managed centrally.
 
When there is a new appointment in one of those ranks (i.e. a new department chair appointment, and the end of a former department chair appointment), the processing unit should take the following actions:
 
New Incoming Chair:
 
  1. Receive new chair appointment letter from Dean’s Office.
  2. Add academic appointment, under track type: academic administrative, identifier: dual, for the term dates in the letter, with the rank of chair (or acting chair if letter specifies), under the academic unit in the letter. Do not link a position to the appointment.
  3. Assign relevant Workday roles as needed (see roles below).
  4. Switch supervisory organization to the next higher supervisory org if relevant
    1. Business Process: change job > change manager. New faculty chairs should now report to the Dean.
    2. In the FAS, chairs [not acting chairs] are switched to the next higher supervisory org Dean – Faculty of Arts & Sciences – Faculty (Last Name, First Name)
  5. Email the chair appointment letter to OFAS at faculty.admin@yale.edu to initiate a ticket for transaction approval.
Former Chair Stepping Down:
 
  1. End academic appointment, using the appointment end date, under the ‘Term ended’ reason code.
  2. ENDING Appointment: remove Workday roles.
  3. ENDING Appointment: switch supervisory org to the next lower supervisory org if relevant [Business Process: change job > change manager].
  4. Email OFAS at faculty.admin@yale.edu to initiate a ticket for transaction approval.
 

Workday Access to Make Supervisory Organization Changes:

Only those with access at that supervisory org level can make the relevant supervisory org change:

  • Incoming Chairs: Department administrators with the relevant Workday roles are able to process a change job > change manager for a current faculty member in their academic unit to switch them to the next higher (Dean’s Office) supervisory org. (Example: incoming chair of Italian Studies needs a job change so that they report to the Dean. The senior administrative assistant in Italian Studies with the relevant Workday roles can make this change.)
     
  • Outgoing Chairs: Only administrators with the relevant Workday roles at the Dean’s Office level are able to process a change job > change manager for a current chair in their unit to switch them to the next lower (department) supervisory org. (Example: the chair of philosophy will be stepping down from their chair appointment at the end of their term, and needs a job change to report to the new chair of Philosophy, instead of the Dean. Since their current supervisory organization is in the FAS Dean’s Office level, then the relevant administrator with the roles in the FAS Dean’s Office are the ones who are able to make this job change in Workday.)
 

FAS/SEAS Roles:

The naming convention of an ‘office of the chair’ supervisory org will automatically update with the (last, first) at the end of the supervisory org once you assign the Manager role in that org to the new chair, so once an ‘office of the chair’ supervisory org is created, that org does not need to be changed when there is a new chair. 
 
Below are the roles to add for new chair appointments, and remove from expiring chair appointments, in the Faculty of Arts and Sciences and the School of Engineering and Applied Science. Please insert the relevant academic unit name instead of “history” in the examples below:
  • Role: Manager (Org: history - office of the chair)
  • Role: Manager (Org: summer compensation - history)
  • Role: Faculty Activity Report View-Only (Org: history - office of the chair)
  • Role: Fully Joint Chair/Chief (Org: fully joint faculty - history)
  • Role: HCM View-Only Academic (Academic Unit (AU): History)
 

Best Practices for Acting Chair Appointments

  • If an Acting Chair in the FALL ONLY semester, do not add Workday roles.
  • If an Acting Chair in the SPRING semester, add Workday roles. (They will usually need academic HCM view only, for example, if they are reviewing and approving leave requests.)
  • If Acting Chair, do not switch supervisory organizations.
 

Workday Business Process Guides