Visiting Professor to Associate/Full Professor

Follow the instructions to Create Position for the Associate/Full Professor position.

Please make note of the position number as it is needed to complete the promotion to the Associate/Full Professor title.

Note: For those who have a Temporary Work Assignment (TWA) allowance on their Visiting Professor position, it will need to be removed before they are moved into their Associate/Full Professor position. Instructions are outlined in the Temporary Change in Responsibilities guide.

Follow the instructions to Change Employees Job. Please use the 'Promotion' reason to move the employee from their Visiting Professor position to their Associate/Full Professor position.  

Note: For those who have a Temporary Work Assignment (TWA) allowance, it will need to be added to their Associate/Full Professor position. Instructions are outlined in the Temporary Change in Responsibilities guide.

Confirm Background Check results converted to Workday as 'completed at conversion' package or follow the steps to Manage Background Check Outside of Recruiting to record results. 

Confirm and/or record the Misconduct Reference Check completion on the Worker profile. Please follow the Record MRC on Worker Profile - After Hire instructions in the Record MRC section of the Initiate, View, and Record Misconduct Reference Check (MRC) guide. 

Once the promotion into the Associate/Full Professor position is processed, follow instructions to Close Position for the Visiting Professor position.

 Complete the pre-hire checks and send the employment agreement on the job requisition. 

Assessment (professional and misconduct reference checks):

•  Initiate, View, and Record Misconduct Reference Check (MRC)

Background Check:

• Background Check as Part of Recruiting
• Manage Background Check Outside of Recruiting

Employment Agreement:

• Propose, Create, and Generate Employment Agreements 

Once the candidate tasks are completed and the employment agreement is accepted, the Primary Recruiter will receive an inbox task to move the candidate to Ready for Hire.

DO NOT TAKE ACTION ON THIS TASK. This task must remain pending until the Associate/Full Professor title is approved.  

The Visiting Professor position needs to be created in Workday. Follow the instructions to Create Position.

Please make note of the position number as it is needed to complete the hire.

Hire candidate into the Visiting Professor position. They will remain in this position until the Associate/Full Professor title is approved.

If the hire is a new UW System employee or is returning after a break in service, please follow the instructions to complete the:

• Direct Hire: use if the employee does not have an existing job.  

If the hire is a current UW System employee, please follow the instructions to:

• Change Employees Job: use if the employee has an existing job that will end when they transfer into the visiting professor appointment.
  • Note: If the employee is currently in a supervisory organization you do not support, the Request Transfer task is used to promote, demote, or transfer. Please review Start Job Change vs Request Transfer for more information.

Once the Associate/Full Professor title is approved, navigate to the job requisition and select the candidate(s) to move forward to Ready for Hire.

When a hire is made from Recruiting, the HR Process Coordinator should initiate the hire through the task that they receive when the Primary Recruiter moves the new hire to Ready for Hire. 

The task will be a Staffing Action because the individual being hired has an active worker record in Workday. 

Note: For those who have a Temporary Work Assignment (TWA) allowance on their Visiting position, it will need to be removed before they are moved into their senior rank position. Instructions are outlined in the Temporary Change in Responsibilities guide.

From the inbox icon (in the upper right corner of Workday), click the Ready for Hire for Job Application [Candidate Name] task for this candidate. 

Select Change Job. If the employee has more than one job, the HR Process Coordinator will be prompted to select the position they are changing. Click Submit.  

Confirm the Change Job Reason is Promotion for the transfer to the Associate/Full Professor title.

Note: The next steps in the process can vary based on information already entered in Workday and by type of employee. The chart on this page outlines more information on potential next steps, security roles, and step descriptions. This may include adding a TWA allowance. 

Once the hire into the Associate/Full Professor position is processed, follow instructions to Close Position for the Visiting Professor position.