Academic Support Staff

Creating the Position

All applicants must apply to an approved Academic Support Staff position in Interfolio Faculty Search (Interfolio FS). This process starts with the Department Faculty Coordinator, who submits a position in the Ad Generator. Please ensure that the text in the Ad adheres to the handbook definition for Academic Support Staff.

After generating the ad/position description, the department must submit the position to Interfolio FS for Diversity Search Advisor (DSA) review and approval. [OAA Staff serves as DSA for this position.] Neither a Search Committee nor publishing the ad in a journal is required for Academic Support Staff. However, positions descriptions do need to be posted in Interfolio Faculty Search for a minimum of 14 days before a preferred candidate can be identified.

*Exception – Fellows in unaccredited fellowship programs are not required to apply online in Interfolio FS at all. Only the RTR and Offer Letter are required to be processed and approved. Examples of Departments with unaccredited fellowships are: Anesthesiology, Emergency Medicine, Otorhinolaryngology, and Physical Medicine & Rehabilitation.

The Process to Create a Position

Step 1: Submit a position in the Ad Generator (completed by Department Faculty Coordinator)

• Ensure that the text adheres to the handbook definition for Academic Support Staff
• Ensure that opportunities for academic and professional development are highlighted. Recommended practice: include a sentence such as “The successful applicant will have an opportunity to develop…” and then list the opportunities.

Step 2: Review position description thoroughly (completed by Department Faculty Coordinator)

• Instructor: Reminders
  • Highlight opportunities for candidate to grow
  • Include option to search for someone with “expertise”, if needed
  • Ensure clarity of description of job responsibilities and development
• Research Associate: Reminders
  • Do not imply a leadership position - this position provides support to a sponsored research program
  • Include any required minimum years of postdoctoral research experience
• General Reminders:
  • Only post position for a max of 2 years
  • Include which terminal degree/s the applicants must hold
  • Do not imply a future full-time faculty position for either Academic Support Staff position
    • Avoid using language like: “this position will have the potential for advancement into a future faculty position”

Step 3: Submit the position to Interfolio FS for Diversity Search Advisor (DSA) review and approval (OAA Staff serves as DSA for this position)

Academic Support Staff do not require a Search Committee or external advertising. However, positions descriptions do need to be posted in Interfolio Faculty Search for a minimum of 14 days before a preferred candidate can be identified.

Managing Applications

When managing applications in Interfolio FS, the best practices are:

1. Track internally - Keep track of the reasons a candidate has been interviewed or not in a department file outside of the Interfolio FS system
2. Track in the application - Use the Applicant Status: “Selected - Appointment Approval not Required” to identify preferred candidates in the Interfolio FS system. 

Request to Recruit (RTR) Submission

After the position has been posted in Interfolio FS for a minimum of 14 days and the preferred candidate is selected, Academic Support Staff require a Request to Recruit (RTR) submission in the RTR Online Application.

Note: Since Academic Support Staff are not faculty, they do not require a dossier

Process of Submitting RTR:

Step 1: Read the RTR guidelines

• Instructions on how to access the RTR online application
• Know exactly which documents are required for Academic Support Staff

Step 2: Submit RTR in online system with all attachments for Dean’s signature and approval (completed by Department Faculty Coordinator)

• This includes:
  • Draft Offer Letter in PSOM standardized format
  • Candidate’s CV (FEDS format not required)

Step 3: Double-check the RTR for the following:

• Matching appointment start dates on the RTR and on the offer letter
• Matching Citizenship status on RTR and on candidate’s CV
• Correct spelling of the candidate’s name on RTR and across all documentation

Workday Process for Hiring

After RTR is approved in the online system, the Department receives an email notification and enters the candidate in Workday.

Important reminders - entering an Academic Support Staff Appointment in Workday:

• Attach Dean’s Office Approved Offer letter and ensure that:
  • Signatures are present
  • Date signed is present
• Include Start date
  • Start date on the Workday request must match the offer letter
• Include End date
  • The end date must be one full year from start date (if the start date is September 1, 2023 --> end date should be August 31, 2024)
• Include Identifier
  • Select “Primary – Primary" for the Identifier section – if Workday produces an error because of this selection, contact the Solutions Center to troubleshoot
• Include Roster Percent
  • Roster percent is 100% for Full-Time Academic SS – if Workday produces an error because of this selection, contact the Solutions Center to troubleshoot

If the candidate and the department decide to continue the Academic Support Staff role for another year, then the department must submit a Reappointment request via Workday in the candidate’s Academic Unit record. Submit the reappointment request prior to the end of each one-year term that the candidate serves, which can be up to three one-year terms.

Reappointment Letter

A Reappointment Letter is required to submit the reappointment in Workday Academic Unit (AU). You can find the Reappointment Letter template in the “Letter Templates” BOX folder located in the Quick Links section at the top of this webpage.

Workday Process for Reappointment

Important reminders – Requesting a Reappointment for Academic Support Staff in Workday AU:

• Attach Reappointment letter and ensure that:
  • Signatures are present
  • Date signed is present
• Include Start date
  • Start date in the Workday request must match with the reappointment letter
• Include End date
  • The end date must be one full year from start date.
  • For example: if the start date is September 1, 2023 --> end date should be August 31, 2024
     

Full-time Academic Support Staff are limited to 3 consecutive years at the University. If the department determines that the candidate should continue in their Academic Support Staff position beyond their 3rd year, an Extension Request form must be submitted to OAA six months before the end date. (For example, if the candidate’s end date of their third and final term was 6/30/23, then the Extension Request form must have been submitted to OAA before 12/30/22.)

Submitting an Extension:

• Step 1: Complete the Extension Request form per the instructions on form
• Step 2: Email completed form to Chelsea Adamonis (@chelsp@upenn.edu) for OAA review

Terminations before the official end date primarily involve funding or performance issues.

Process for Early Termination:

• Step 1: Notify OAA via email
• Step 2: Provide notice to Individual, 30 Days Minimum 
• Step 3: Adequately outline the reason for termination in documentation
• Step 4: Complete the Termination Letter
• Step 5: Upload Termination Letter to the Supervisory Organization and Academic Unit sides of Workday

Departments are encouraged to conduct an annual audit as part of Summer Planning.

Annual Audit Process:

Step 1: Consider the following every year

• Who is nearing the end of their term limit?
• Does the department intend for them to...
  • continue in their role for another 1-year term?
  • get an extension if their three 1-year terms are completed?
  • transition to a full-time faculty appointment?

Step 2: Discuss this group with Leadership to determine next steps.

Step 3: Conduct an audit in FADS by running a query.

• How to Run a Query in FADS:
  • Login to MY.MED > FADS > Appointment Reports tab > “Create Faculty Query”
  • Run 2 Faculty Query Reports: