Staff Position Assignments

You can use the Staff Position Assignments page to assign the positions to faculty members for a specified period. You can also specify the: 

• Pay cycle for the position
• Whether the position is their primary position

Staff position assignments are required.

The staff position assignments you specify here can be selected when you associate faculty members with policies. (Select the Configuration tile > locate Faculty Workload > select Staff Policy Associations.) When you assign the policies, you can select all the assigned positions or a single position.

Previously, when FHP integration was enabled, the Azure Service Bus (ASB) EmployeePositionAssignments data entity published one record per employee position assignment, with its current configuration, and an Effective/Expiration date range covering its whole lifespan. In Faculty Workload version 24.4.0 and later, these records are published before they take effect so that integrated systems can plan ahead. For example, FWM staff members can schedule classes weeks and months in advance.

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. 

To edit an item associated with more than one campus, you must have access to all the campuses. For example, if the item is configured to be available at three campuses and you only have access to two of the campuses, you can view the item, but cannot edit it. When you add an item, you can only select campuses to which you have access.

Your institution must have also added the instructors using one of these options. For FWM, the instructors do not have to be members of the Instructor's group (code TEACH).

Location	Access Method	Additional Information
Staff Members tab	Select the Settings tile > locate System > select Staff > select the New button and specify the general information or select an existing staff member in the list.	Add and Work with Staff
Instructor Maintenance page	Select the Processes tile > expand Academic Records > select Instructor Maintenance.	Instructor Maintenance (Staff members are automatically added to the Instructors group.)

Access Method

Select the Configuration tile > locate Faculty Workload > select Staff Position Assignments.

Filters

By default, the grid displays all records for the campuses you are authorized to work with. You can use the drop-down at the top of the page to display only records for a specific campus.

Procedure to Add or Edit Items

While a faculty member can be assigned to multiple positions, only one faculty member can be assigned to a position for a time frame.

The first position you assign must be the primary position. A faculty member can have a maximum of 1 primary. If you add a position for a faculty member as primary and there is already a position as primary when you save the new position, Anthology Student automatically changes the existing position so that it is not primary.

1. Select All Campuses or select a specific Campus.

2. Review the values of the records in the grid.

3. If you want to:

   • Add a new list item, select the New button on the toolbar

   • Add a new list item by copying and modifying an existing list item, select the row in the list and the Duplicate button on the toolbar

   • Edit an existing list item, select the name in the list

4. 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. 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 title of the job. If you are selecting a job in a list, it contains the job titles configured for the employer that you selected. Job Function Job functions describe high-level functional categories and relate to high-level duties. The job functions are configured by your institution. Job Type Select the job type. Job types are configured by your institution. Job types group similar jobs into categories. You can then use them for reporting and filtering. Job types can be full-time, part-time, hourly, and salary. 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 The position for the staff member. Positions are configured by your institution. The position must have a single staff member assignment for any given duration. If you are associating staff members with load validation policies and you leave the field blank, Anthology Student applies the policy to all positions. Position Type Indicates the type of position. They are configured by your institution. Position types categorize the types of the 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). Primary If your institution wants to track primary positions for its records, select whether or not you want to make the staff position primary. The first position you assign to a staff member must be primary. If not primary, you can add them after you add the primary. Staff The last name and first name of the staff member who is to be assigned a 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. Valid To The last date that the staff position is valid or will be in use. Valid to date must be within the Position duration of the selected record. Duplicate records with the same date cannot be added.

5. 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

Implication on Staff Position When Integrated

If your institution's Faculty Workload Management has configured integration in Anthology Student with:

Type of HR System	Faculty Workload Management Actions
Third-party Human Resource (HR) system	Validates the personnel or employee number based on which it creates or updates all fields that Faculty Workload Management receives from the staff update message from the HR system
Anthology Finance & HCM	Receives records from Employee Position Assignment which has a collection of all records of employee, faculty, and position worker assignment Does not update fields of the staff Does not create a staff record and displays a validation message that staff does not exist, as Anthology Finance & HCM has integration with Anthology Student for staff create or update functionality. For more information, see Staff .