Move Faculty to New Department

This article will show you how to move a faculty member's appointment from one department to another department. * Before you move a faculty member to a new department it is important to check two things: (1) Are there any prior approval forms that have not been submitted or that are in process (check all applicable fiscal years) (2) Does the faculty member have an appointment in the next fiscal year? This article will walk you through the process of locating these answers and then show you how to move a faculty member to a new department. 

Before you move a faculty member

The routing of a prior approval form is determined when the form is created. A form can get stuck if you move a faculty member to a new department while the form is either Not Submitted or processing through the approval workflow. The following will help you determine what steps need to be taken to safely move a faculty member with prior approval forms that have not been Accepted or Denied. **If the faculty member has no prior approval forms, move to step (2) Check the next fiscal year.

(1) Prior Approval Forms in Process - Check to see if the faculty member has any prior approval forms that are Not Submitted or that are currently processing through the approval workflow for the applicable fiscal years. 

1. Select the App Admin. 
2. Select the People tab.
3. Use the Search field to locate the faculty member.
4. Select the faculty member's name to view their workspace details.
5. Check the faculty's workspace for activities with prior approval forms for each of the applicable fiscal years (the fiscal year in which the faculty is moved to the new department and the following fiscal year). 

   Options for Activities with Prior Approval forms

   • Form status = Not Submitted - You will need to delete the activity, move the faculty member to the new department, and then re-enter the activity.
     • Use the Become feature to do this on behalf of the faculty member. Make sure you write down the activity and Category I details before you delete the activity.
     • If you are a Historical Data Manager, do not use the Enter an Activity function on the Faculty Details page because it will make you approve the Category I form rather than just create it.
   • Form status = Reviewer or Approver - If the prior approval form is processing through the approval workflow you will need to confirm the following: Does the new department share the same workflow as the old department (Same Dean, etc.)?
     • Yes - If the prior approval form is at the Dean level or above you can safely move that faculty member because the workflow will not be disrupted.
     • No - If the new department is under a different Dean or has not been processed beyond the Dean level you can wait for the form to be processed before moving the faculty or follow the Not Submitted workflow above.
   • Form status = Approved - You can move the faculty member to the new department. Since the form is approved, you do not have to worry about the form workflow.

(2) Check the following fiscal year - Faculty can move their appointment into the next fiscal year. So make sure you check the current fiscal year and the next fiscal year for faculty appointments within their old department.

1. Select the App Admin.
2. Select the People tab.
3. Use the Search field to locate the faculty member.
4. Select the faculty member's department to view appointment details.
5. Move forward to the next fiscal.
6. Select the Faculty tab. Check to see if the faculty member is listed. If they do have an appointment in the next fiscal year, confirm if there are any prior approval forms before moving them. If yes, follow the above (1) Prior Approval Forms in Process.

Moving the Faculty Member

Once you have completed the above steps, you can move the faculty member by doing the following: 

1. Locate and select the new department.
2. Confirm you are in the correct fiscal year.
3. Select the Faculty tab and confirm the faculty member is not listed.
4. Select the Add Faculty button.
5. Enter the faculty member's name in the search bar and select them.
6. Add the faculty member. Update the faculty's appointment information. Make sure you update the Routing Department.
7. After you add the appointment, return to the old appointment and delete it. Follow this process for each applicable fiscal year.