Manage Academic Appointment

Workday Student:

• WashU began its year-long launch of Workday Student in September 2024. In Workday Student, to associate a person (i.e., instructors, mentored teachers, or support) to a course section, a person must have at least one academic appointment within any academic unit (AU), regardless of the AU the course is taught in.
• Course and Course Section Managers will manage academic appointments for the populations below that do not already have an academic appointment in Workday and who will provide course support:
  • Employees with non-faculty positions
  • Students who teach
  • Non-paid instructors
  • Contingent workers
• Course and Course Section Managers will manage academic appointments for the populations above using the Track Type, Rank, Identifier, and Reason of Course Association.
  • HR Partners and Academic Faculty Partners will see this in the drop-down options but should not select these as they will result in an error in the process.

• Only Course and Course Section Managers should use the reason codes Add Course Association, Update Course Association and End Course Association.
• Only Course and Course Section Managers should use the identifier CA – Course Association.
• Only Course and Course Section Managers should use the rank Course Association.
• Academic Faculty Partners can add affiliate status to terminated or retired faculty within the supported academic unit using the Add Academic Appointment business process. It is important to end all academic appointments for faculty before adding the academic affiliate status.

• Members of the executive faculty and the school dean’s office need to approve the appointment before beginning this process.

1. Log in to Workday. 
2. Search for the person’s name and then select the person to navigate to their profile.
3. Click the Actions button under the person’s name.
4. Hover over Academic Faculty, then select Add Academic Appointment.
5. Enter the Start Date or use the Calendar icon to select a date.
6. Select the Academic Unit from the list.
7. If appointment is associated with a particular position, select the applicable Employment Position.
8. Select the Track Type.
   • If not adding a position, enter the original Track Type for the person (unless it is a non-track title).
   • If Tenure Track Type was selected, please enter the Tenure Home, Tenure Status and Probationary End Date in the Tenure Information section, if applicable.  
   • If this is a new appointment, Probationary End Date may also be needed.
9. Select the applicable Reason.
   • Only Course Section Managers should select Add Course Association under Reason
10. Select the Rank.
11. Select a Named Professorship, if applicable 
12. The Title field may auto-populate from the Rank and/or Named Professorship fields.
13. Select the Identifier.
14. Enter a Comment, if needed.
15. Click Submit.

1. Log in to Workday. 
2. Search for the person’s name and then select the worker to navigate to their profile.
3. Click the Actions button under the person’s name.
4. Hover over Academic Faculty, then select Update Academic Appointment.
5. If the appointee has more than one appointment, select the one to be updated in the Track field from the drop-down menu.
6. Enter the Start Date or use the Calendar icon to select a date.
7. Click OK.
8. Select the reason for the update in the Reason field.
   • Only Course Section Managers should select Update Course Association under Reason.
9. Update the information in any other fields, as necessary.
10. Enter a Comment, if needed.
11. Click Submit.

1. Log in to Workday. 
2. Search for the person’s name and then select the person to navigate to their profile.
3. Click the Actions button under the person’s name.
4. Hover over Academic Faculty, then select End Academic Appointment Track.
5. If the person has more than one appointment, select the one to be ended in the Track field from the drop-down menu.
6. Click OK.
7. Enter the End Date or use the Calendar icon to select a date.
8. Select the Reason for the Appointment ending.
   • Only Course Section Managers should select End Course Association under Reason.
9. Enter a Comment, if needed.
10. Click Submit.