Positions

You can use the Positions page to configure the positions at your institution. You can create a hierarchy with multiple levels. For example, a parent with child relationships.

A job is a collection of tasks and responsibilities that are required of a faculty member to perform. A position is an individual instance of a job. For example, Professor and Associate Professor.

A job can have multiple positions. Jobs are assigned to positions. A position can hold only one faculty member in a given period, but a faculty member can be assigned to multiple jobs.

Positions are required for pay generation.

The positions that you specify here can be selected when you assign positions to staff members. (Select the Configuration tile > locate Faculty Workload > select Staff Position Assignments.)

This page is read-only if Anthology Student is integrated with an External Human Resources (HR) system (for example, Anthology Finance & HCM or any third-party HR application). If integrated, you must use the HR system to manage the items (such as adding, editing, deleting, or deactivating).

Prerequisites

To view the page, you must have Faculty Workload - Configuration - View authorization.

To edit the page, you must have Faculty Workload - Configuration - Manage authorization.

Anthology Student must not be integrated with an External Human Resources (HR) system (for example, Anthology Finance & HCM or any third-party HR application). If Anthology Student is integrated, you can only view the items configured in the HR system here. You must use the HR system to add, edit, delete, or deactivate the items.

Your institution must have configured the:

Jobs (Select the Configuration tile > locate Faculty Workload > select Jobs.)
Pay Cycle (Select the Configuration tile > locate Faculty Workload > select Pay Cycles and Pay Periods.)

Access Method

Select the Configuration tile > locate Faculty Workload > select Positions.

Procedure to Add or Edit Items

If your positions have parent and child relationships, you should add your parent positions first so that they can then be selected for the child positions that you also want to add.

If you want to:
- Add a Position
- Edit a Position
  - Edit the existing values
    - Select the name in the list to view the Edit Position window.
    - Add/ Update the field values.
  - Create position copies
    
    The position copies will create multiple copies of positions and help match them effortlessly for a selected position.
    - Select Create additional position copies to view the Create Position pop-up.
    - Enter a valid value in the Position Count field and select Copy Position.
    - A message appears indicates that the positions were copied successfully.
    Note: The Position Count field accepts only numerical values up to a count of 999.
  Example:
  
  In the case of code 000601, if you want to append 3 copies, the application will find the maximum and increment, so the code will appear as follows:
  - 000601-001
  - 000601-002
  - 000601-003
  Alternatively, if the code is ADJPROEN, the first 3 copies are:
  - ADJPROEN-001
  - ADJPROEN-002
  - ADJPROEN-003

Review, specify, or change the following values.

Active Specifies whether or not the associated record is active. This field is not editable. The value depends on the Valid To field. If the Valid To date is less than the current date, the Active field is set to No. If it is greater than and equal to the current date, the Active field is set to Yes.

Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique.

HR Reference Identifier Indicates the HR reference identifier. It is referred to as HRSystemID, which is a unique identifier from the HR System. It is used to associate a record in FWM with the corresponding record in the HR System.

Job The name of the job. The list displays all the currently active and future active jobs, your institution configured. A job is a collection of tasks and responsibilities that a faculty member is supposed to perform. For example, Professor and Associate Professor. A position is an individual instance of a job. A job can have multiple positions. Employees are assigned to positions. A position can hold only one employee in a given time period, but an employee can be assigned to multiple jobs.

Name The descriptive name of the item.

Parent Position If this is a child position, select the parent position that you already defined on this page.

Pay Cycle The frequency in which payment is made to the staff. Pay cycles are configured by your institution. A pay cycle is an interval used to pay the instructor. A pay period is an instance of a pay cycle. For example, your institution can configure pay cycles for weekly, bi-weekly, semi-monthly, and monthly payroll.

Position Title The title of the position configured by your institution. Position title is different from position name. For example, while the position name could be Principal Accountant, the position title could be Accounting Manager.

Position Types Select the type of position. Position types are configured by your institution. Position types categorize the types of positions that will be used for jobs. For example, your institution can create different position types for temporary, permanent, and part-time staff members (such as Tenure, On Tenure Track, and Adjuncts).

Valid From The first day that the position is valid from or in use.

Valid To The last date that the position is valid or will be in use.

Note: There are implications in Pay Cycle if you select the following options in Settings > Faculty Workload > General (See General Settings for Faculty Workload):

Integrated HR for Update HR Configuration Select Manual Configuration or Integrated HR to determine how HR configurations will be updated in Faculty Workload Management. The default is Manual Configuration.

and
Manual Configuration for Update Payroll Configuration Select Manual Configuration or Integrated Payroll to determine how payroll configurations will be updated in Faculty Workload Management. The default is Manual Configuration.

Anthology Student allows you to add or edit the value for Pay Cycle field for generating earning lines in Processes > Faculty Workload > Assignment Manager.

If you want to save and:
- Continue making changes, select the Save button
- Continue to add another item to the list, select the Save & New button
- Close, select the Save & Close button

Procedure to View Pay Cycle Mismatch Items

You can use the Pay Cycle Mismatch button to view the mismatch details between the Position pay cycle and the Staff Position pay cycle.

To enable the Pay Cycle Mismatch button, Pay Cycle must be configured for the Position.

Select a record.
Select the Pay Cycle Mismatch button on the toolbar. Anthology Student displays a grid in the dialog box.

Review the following values.

Reason Indicates the reason for the pay cycle mismatch.

Staff The last name and first name of the staff member who is to be assigned a position.

Staff Position Valid From The first day that the staff position is valid from or in use. Valid from date must be within the Position duration of the selected record. Duplicate records with the same date cannot be added.

Staff Position Valid To The last date the staff position is valid or will be in use. Valid to date must be within the Position duration of the selected record. A duplicate record with the same date cannot be added.

Anthology Student populates the grid only when the Pay Cycle is not updated for Staff Position.

Select the OK button.