Setting Up Track Faculty Tenure

This chapter provides an overview of service parameters and accrual control tables and discusses how to:

• Set up service parameters.

• Set up service accrual control tables.

• Set up tenure tracking.

• Assign an employee to tenure.

• Run the tenure calculation process.

Understanding Service Parameters and Accrual Control Tables

This section discusses:

• Common elements.

• Tracking accrued service.

• Service rules.

Common Element Used in This Chapter

Understanding Tracking Accrued Service

The Track Faculty Events business process (FACULTY_EVENTS) in PeopleSoft Enterprise Human Resources offers a tenure tracking feature that enables you to track the tenure eligibility of your faculty using complex rules that you set up.

You can:

• Establish rules and calendars for calculating tenure service based on your organization's specific needs.

• Track tenure-related data and maintain a tenure service clock for employees on tenure track.

To determine total accrued service, the tenure or flexible service calculation processes the changes, such as date of hire, leave of absence, and maternity leave, related to an employee's job status. To determine which time periods count toward service, the system considers the effective date of the job action and checks the rules that you set up in the tenure and flexible service control tables.

Before setting up service rules, set up methods to handle the time duration between the dates that are used for measuring accrued service.

Once you define your duration, date rounding, and date conversion options, you can set up the service accrual control tables to use the Tenure Tracking and Flexible Service Tracking features.

These features use the elapsed-time method to measure the time periods (duration) between job actions. This method calculates the duration between two raw dates by subtracting one date from another.

Understanding Service Rules

The service parameters components enable you to set up different date rules to adjust the effective dates (raw dates) of an employee's job history before the calculation program calculates the elapsed time period between two events (for example, between an employee's date of hire and the date that the employee goes on a leave of absence).

Service parameters are generic across tenure and flexible service calculations. Once you set up a method, you can use it as often as necessary in tenure service and flexible service definitions.

For example, you can use these options when defining a flexible service definition for a seniority rule.

A seniority service rule might state:

• A hire date is effective the first day of the month of hire.

• A leave of absence doesn't count toward service.

  A leave is considered effective the first day of the month if its start date is before the 15th.

• A return from leave reinstates service accrual and is considered effective the first day of the month of return.

The service year that you are using has two semesters: August 1, 2005 to December 31, 2005 and January 1, 2006 to May 31, 2006. Your rules specify that each semester counts as 0.50 years of service. You set up human resources action categories for hire, leave of absence, and return from leave.

You can set up two date-rounding options. One option rounds the effective date of the history to the first of the month; the other rounds the effective date to the first of the month when the date falls before the fifteenth of the month.

Apply the two rounding options to the human resources action categories, using the Service Rules (EG_SERVICE_ELAPSED) component.

Suppose that an employee is hired on August 3, 2005. The employee begins a leave of absence on October 13, 2005 and returns to work on December 1, 2005. This table lists the employee's job history:

See Viewing Worker Job History.

For the semester August 8, 2005 to December 31, 2005 (08/01/2005 to 12/31/2005), the employee accrues service as follows:

• 0.20 years for the period 08/01/2005 to 09/31/2005.

• 0.10 years for the period 12/01/2005 to 12/31/2005.

For the same semester, 0.20 years aren't counted toward accrual for the period 10/09/2005 to 11/30/2005.

To establish service parameters, you must:

1. Establish duration options.

2. Select a calculation method.

3. Select a conversion method.

4. Define date rounding methods.

5. Set up date rounding rules.

6. Set up a date conversion method.

7. Establish a database alias.

8. Turn on the application trace.

Understanding Date Math Methods

A date that is expressed in terms of years, months, and days (YYYY/MM/DD) is a raw date. Raw date subtraction subtracts days from days, months from months, and years from years, for example 2005/01/01 – 2003/08/01 = 0001/05/00, or 1 year, 5 months, and 0 days.

However, consider the subtraction 2005/11/01 – 2002/12/15. You can't subtract 15 (days) from 1; therefore, you must convert one of the months to days. However, when you change the 11 months to 10, how many days do you carry to the day column?

When you set up raw date subtraction methods, you must choose whether to use the actual number of days or an assumed number of days each month. If you use the actual number of days, the number of days depends on the month in question.

In our example, the tenth month (October) is the most recent full month that you can convert to days. October has 31 days, so 2005/11/01 becomes 2005/10/32. You still have to convert 1 year to months to complete the subtraction, but you know that there are always 12 months in a year. As a result, you end up with a date of 2005/22/32, and the equation is 2005/22/32 – 2003/12/15 = 0002/10/17 or 2 years, 10 months, and 17 days.

If you assume 30 days per month, 2005/11/01 becomes 2005/10/31. After you again convert 1 year to 12 months, you end up with 2005/22/31. The equation is 2005/22/31 – 2003/12/15 = 0002/10/16 or 2 years, 10 months, and 16 days.

Setting Decimal to Raw Date Conversion Option

Set up a date conversion option that corresponds to a duration option. This date math should be the same in calculating the service amount and converting the amount to a different display format.

The conversion methods use Months – 1 and Days – 1 instead of just months and days. This represents the number of whole months and days. For example, in the sample date 06/6/06, you're only six days into the sixth month (June). Therefore, the last whole month is the fifth month (May). The Days – 1 component discounts the present day, ensuring that 01/01/06 becomes 2006.0000, and vice versa.

The conversion methods illustrate the conversion from a raw date to a decimal date, but for flexible service conversion, use the rules to reverse the conversion from a decimal date to a raw date.

For example, suppose that an employee has accrued 5.25 years of service. If you assume 30 days a month and 360 days a year, and you are using two decimal places, either conversion method converts this amount to the years/months/days format: 05 years, 03 months, and 0 days.

Setting Up Date Round Options

Employees accrue or do not accrue flexible service or tenure service depending on their employment status. Status changes are reflected in the employee's action and reason history in the PeopleSoft Enterprise Human Resources job history records: hires, leaves, returns from leave, terminations, and any other action or reason codes that you select.

Because of differences in the rules for different employee groups, you may need to adjust the effective date, depending on the type of job status change. For example, suppose that your organization allows employees to accrue service beginning the first of the month if they are hired before the fifteenth of the month. You can set up a date round option to round the effective date of hire to the first of the month for all employees who are hired before the fifteenth.

To create a rounding rule, set up all three parts of the rule: the rounding day, the rounding rule, and the rounding period.

Establishing Duration Options

In tenure and flexible service tracking, the duration option is the method used for calculating the period of time between two action events, such as a date of hire and a leave of absence. The system calculates a duration by subtracting the earlier date from the later date using raw date subtraction. The remainder is the duration.

After performing the raw date subtraction and arriving at a duration, the system converts the duration to decimals. When you convert raw dates and durations to decimal equivalents, you convert months and days to partial years. There are several ways to do this, depending on the decimal conversion assumptions and the decimal conversion method that you select:

• Setting raw date subtraction parameters.

  As in our earlier discussion of raw date subtraction, you convert months to days to perform subtractions where the smaller (earlier) date has fewer days than the larger (later) date, for example 2005/11/01 – 2002/12/15.

  On the Calculation Option page, you convert the month by selecting either Actual Days Per Month or Assumed Days Per Month:

  • If you select Actual Days Per Month, the number of days depends on the month in question. In this case, the tenth month (October) is the most recent full month that you can convert to days. October has 31 days, so 2005/11/01 becomes 2005/10/32.

  • If you select Assumed Days Per Month, enter a fixed number of days in the adjacent field. The system uses this number regardless of the month in question.

• Choosing rounding methods.

  Using raw date subtraction, round your dates before calculating the duration.

  You round dates by specifying the parameters in the Month Round Rule and Day Round Rule group boxes on the Calculation Option page. For raw date subtraction, the month and day portions of the labels tell you which group box to use. For example, to round days to months, use the Day Round Rule group box.

  To round up only, select Round Up if Periods > (round up if periods are greater than) and enter the threshold number of periods when the system should start rounding up. For example, you could round days up to a full month after 25 days. To round up or down, select Round Up if Periods > Else Round Down and enter the number of periods. If you don't want to round the duration at all, select None.

  Important! These rounding options operate on the duration endpoint dates; that is, the dates are rounded before the system performs raw date subtraction.

• Rounding decimal dates and durations.

  The month conversion rules and year conversion rules that you select on the Conversion Options page perform rounding operations during your duration processing. For raw date subtraction, the system uses these settings to round the final duration result.

  The settings work the same way, regardless of the value that you are rounding. Select Up to round to the next month or year, Down to round to the previous month or year, or Near to round to the closer of the two rounded values. Select None to avoid rounding.

  To round the endpoints for the raw date method, use the rounding rules on the Conversion Options page.

Setting Up Service Parameters

To set up service parameters, use the Duration Option (EG_DURATION_OPTS), Date Round Option (EG_DATE_ROUNDING), Date Conversion Option (EG_DATE_CONVERSION), Database Alias (EG_DB_ALIAS), and Application Trace (EG_APPLICATN_TRACE) components.

This section discusses how to:

• Select a calculation method.

• Select a conversion method.

• Set up date rounding rules.

• Set up a date conversion method.

• Set up a database alias.

• Turn on the application trace.

Pages Used to Set Up Service Parameters

Selecting a Calculation Method

Access the Calculation Option page (Set Up HRMS, Product Related, Workforce Administration, Flexible Service EG, Service Rules, Duration Option, Calculation Option).

Raw Date Subtraction	This option is selected by default.
Actual Days Per Month	Select to have the system calculate duration using actual days in each month.
Assumed Days Per Month	Select to have the system assume that there are a certain number of days in each month. Enter the assumed number of days in the field next to this option. Note. Select Assumed Days Per Month to avoid possible rounding issues.

Month Round Rule

Day Round Rule

See Also

Understanding Service Rules

Selecting a Conversion Method

Selecting a Conversion Method

Access the Conversion Options page (Set Up HRMS, Product Related, Workforce Administration, Flexible Service EG, Service Rules, Duration Option, Conversion Options).

Decimal Conversion Assumptions

Decimal Conversion Method

The system supports one decimal conversion formula:

The formula converts the months to days, adds this to the remaining days, and then converts the total days to years to calculate the decimal portion of the duration. This is then added to the years to find the total duration.

In this case, you have to specify the value in the assumed Days Per Month and the assumed Days Per Year fields.

Month Conversion Rules

Year Conversion Rules

Setting Up Date Rounding Rules

Access the Date Round Option page (Set Up HRMS, Product Related, Workforce Administration, Flexible Service EG, Service Rules, Date Round Option, Date Round Option).

Date Type

Raw Date is the default for calculating tenure and flexible service.

Rounding Day

Select whether to round to the first day of the period or the last day of the period.

When you round to the last day of the period, you don't have to specify your rounding rule. The date is always rounded to the last day of the current period. For example, if you round to the last day of the calendar month, August 3, 2001 becomes August 31, 2001.

However, if you round to the first day of a period, you can round to the next, the coincident (with) or next, the previous, the coincident (with) or previous, or the near (nearest) rounding day.

Rounding Period

Select Calendar Month or Calendar Year. For example, when managing job history records in tenure service and flexible service calculation, select Calendar Month.

Rounding Rule

Make your rounding dependent upon a threshold number of days in the month or a threshold number of months in the year by selecting Up if Day/Month => (up if day or month is equal to or greater than) or Up if Day/Month => Else Down. Both options round up after a threshold number of days (if the rounding period is months) or months (if the rounding period is year). However, the first option doesn't round dates that are below the threshold, whereas the second option rounds down.

These tables illustrate how each of these options works. In all cases, assume that you are rounding to the first of the month.

Select a rounding rule from the following options:

Coincident or Next

Next

Coincident or Previous

Previous

Up if Day/Month =>

Up if Day/Month => Else Down

Near

Note. If you selected Last Day of Period in the Rounding Day group box, the Rounding Rule group box is unavailable for entry.

See Also

Defining the Human Resources Service Categories

Setting Up a Date Conversion Method

Access the Date Conversion Option page (Set Up HRMS, Product Related, Workforce Administration, Flexible Service EG, Service Rules, Date Conversion Option, Date Conversion Option).

Note. This conversion option is required only for calculating flexible service. It isn't available for tenure.

Option Type

Decimal Conversion is the default.

Assumptions

Conversion Method

Select one of the two formula methods:

See Also

Understanding Service Rules

Setting Up a Database Alias

Access the Database Alias page (Set Up HRMS, Product Related, Workforce Administration, Flexible Service EG, Service Variables, Database Alias, Database Alias).

Database Alias Name	Enter a field value to create a database alias for referencing the Effective Date field on the Job Table.
PeopleSoft Table	Select this check box to create the table in PeopleSoft format.
Record (Table) Name	Enter the PeopleSoft record that contains the field you want to use.
Field Name	Enter the field name (must be a field present on the Record Name)
Table Key	Enter the code for the table key.

Turning On the Application Trace

Access the Application Trace page (Set Up HRMS, Product Related, Workforce Administration, Flexible Service EG, Service Rules, Application Trace, Application Trace).

Setting the application trace is useful during the implementation phase of the tenure and flexible service calculation process. Don't turn on the trace if you run the calculation on a regular basis. The application trace writes to the Service Audit table (EG_AUDIT_TRACE) and stores the internal calculation details during a calculation run.

Setting Up Service Accrual Control Tables

To set up the service accrual control tables, use the Calendar (EG_FLEX_CALENDAR), Action/Category (EG_ACTION_CATEGORY), Service Rules (EG_SERVICE_ELAPSED), and Calculation Group (EG_CALC_GROUPS) components.

The section provides an overview of service accrual tables and discusses how to:

• Establish a service calendar.

• Define Human Resources actions and categories.

• Associate a calendar, proration, and date method with a service definition name.

• Define human resources service categories.

• Define time adjustments.

• Define human resources status history adjustments.

• Set up a final adjustment to the service amount.

• Define adjustments that limit accrual of hours or service units.

• Define service calculation groups.

Understanding Service Accrual Tables

Methods of calculating and tracking employee service and tenure vary among different groups at the same organization and from one organization to the next. Flexible Service AG and Faculty Events provide set up tables where you establish the service rules that best fit your organization. These service rules provide the basis for the flexible service and tenure accrual processing.

You can define your service calendars, establish human resource action and categories to categorize the job action and reason codes that count toward service accrual, and define your date rounding options.

The service rules become part of a definition name that you assign to a service type. The system processes service types based on the service rules defined in the definition name. Grouping service rules together under a definition name provides flexibility when you are determining calculation rules for different types of service accrual processing.

Service types belong to a calculation group. The calculation group can be associated with one or more service types. The calculation group enables you to group employees who have the same calculation rules applied to their service accrual process.

To set up service accrual control tables, you must:

1. Establish service calendars.

2. Define human resources actions and categories.

3. Associate a calendar, proration, and date method with a service definition name.

4. Define the human resources service categories.

5. Define time adjustments.

6. Define human resources status history adjustments.

7. Set up final adjustments to the service amount.

8. Define adjustments that limit the number of hours or service units that can be accrued.

9. Define service calculation groups.

Pages Used to Set Up Service Accrual Control Tables

Establishing a Service Calendar

Access the Calendar page (Set Up HRMS, Product Related, Workforce Development, Faculty Events, Calendar, Calendar).

Set the number of months and periods in a service year, as well as the start and end dates for each period in the year.

The period start and end dates are crucial to the service accrual process. These are the dates against which service is accrued for your employees. For example, an organization might have the following definitions:

• An academic year of 10 months (August 1 to May 31).

  The year has 2 periods; each period spans 5 months. Service is accrued based on each 5-month period.

• A fiscal year of 12 months (July 1 to June 30).

  The year has 1 period spanning the full 12 months. A fiscal year calendar might be used to accrue service credits for seniority.

When you create a new calendar, enter information into all of the fields in the calendar grid and add a row for each period in each year against which you want the calendar to enable service to accrue.

The background processes that track flexible service and tenure service don't accrue service credits for dates that are not represented on the calendar. Therefore, you must ensure that the calendar being used by a particular service type spans the date range for the accrual process.

Computational Period

Important! When you enter start and end dates on the employee's Service History page and on the Tenure Calculation or Flexible Service Calculation run control pages, make sure that the dates on the pages match the dates in the Begin Date and End Date fields; otherwise the process won't run. You might have to define calendars solely for the purpose of accommodating employees whose start dates don't correspond to an existing calendar period begin date and end date.

Defining Human Resources Actions and Categories

Access the HR Action/Category page (Set Up HRMS, Product Related, Workforce Development, Faculty Events, HR Action/Category, HR Action/Category).

The job action and reason codes that are identified in the human resources categories are processed against the employee's job records during the accrual process.

Defining human resources actions and categories on this page doesn't, by itself, identify which human resources job actions and reasons to count towards tenure. This step is completed on the Service Include Category page. By grouping the categories on this page, you eliminate the need to identify them individually on the Service Include Category page.

See Defining the Human Resources Service Categories.

The human resources action and category processing rules may differ amongst faculty or employee groups, requiring you to set up multiple human resources categories. For example, one human resources category might include the job actions Hire, Termination, or Leave of Absence, as well as six or seven reasons that make each action eligible to count for service credits. Another human resources category might include the job actions Hire, Termination, or Leave of Absence, with only one or two reasons that make the action eligible to accrue service credits. While these human resources categories are similar, they have different processing rules.

You can reference job action and reason codes only through human resources categories. Even if a category consists of a single action or an action and reason combination, you must include the job action and reason in a human resources category to reference that code in the flexible service rules.

See Also

Associating a Calendar, Proration, and Date Method with a Service Definition Name

Associating a Calendar, Proration, and Date Method with a Service Definition Name

Access the Service Definition page (Set Up HRMS, Product Related, Workforce Development, Faculty Events, Service Rules, Service Definition).

Service rules become part of the definition name that you assign to a service type. The system processes service types based on the service rules that are defined in the definition name. Grouping service rules under a definition name provides flexibility when you are determining calculation rules for different types of service accrual processing.

Service Calculation

Tenure Clock/Service Calendar

Prorate Method

Elapsed Time Method

Date Method

See Also

Setting Up a Date Conversion Method

Defining the Human Resources Service Categories

Access the Service Include Category page (Set Up HRMS, Product Related, Workforce Development, Faculty Events, Service Rules, Service Include Category).

Employees accrue service credits based on the action and reason codes in their job history. The human resources' actions and categories are defined on the HR Action/Category page and comprise one or more job action and reason codes. The action and reason codes defined in the human resources category determine whether an employee accrues credits for each job action and reason.

See Defining Human Resources Actions and Categories.

HR Status Adjustment Order (human resources status adjustment order)

You can make multiple adjustments to status, and each change has the same date. Therefore, you must tell the background calculation process in what sequence to apply these adjustments. Using this group box, indicate the order (from 1 to 3) in which the adjustments are to be made.

Tenure/Service Categories

Defining Time Adjustments

Access the Service Add Periods Rules page (Set Up HRMS, Product Related, Workforce Development, Faculty Events, Service Rules, Service Add Periods Rules).

Sometimes you may want to delay the effective date of an action and reason event. For example, if an employee can continue to accrue service for the first month of a leave, you adjust the effective date of any leave action by adding a month. Do this by adding a time period to the action and reason effective date.

Adjustment Rule

In this group box, specify how the system applies the time adjustment that you specify. When you add time to an action and reason effective date, you delay the impact of the change. You may not want to do this for each occurrence of the action. For example, you can grant the 30-day leave of absence adjustment only for the first leave and not adjust any subsequent leaves.

Defining Human Resources Status History Adjustments

Access the Service Adj Future page (Set Up HRMS, Product Related, Workforce Development, Faculty Events, Service Rules, Service Adj Future).

How you treat service for a particular human resources status might depend on the employee's subsequent status. For example, employees on leave might accrue service only if they return to work later. On this page, you can adjust the current event based on a future event or adjust a future event based on a second future event.

Adding Time to the Effective Date of a Status Change

By adding a time period, you can delay an effective date based on other events that occur later within defined periods of time.

For example, you can adjust the effective date of a leave of absence by one month (that is, to grant one month of extra service) only if the employee returns within four months. To do this, select Add in the Service Adjustment Type field and RFL (return from leave) in the Service Adjustment Action Cd (service adjustment action code) field. In the Occurs Within fields, enter 4 in the AdjWin Num field and select Months in the Type field; enter 1 in theAdd field and select Months in the Type field.

Ignoring the Current Status Change

By selecting Ignore Cur (ignore current action and reason) in the Service Adjustment Type field, you can ignore the original human resource status change based on other events that occur later within defined periods of time.

When you select this adjustment, select the event in the Service Adjustment Action Cd field. In the Occurs Within fields, indicate how far into the future to look for this event.

For example, you can ignore a leave of absence if the employee returns within one month. To do this, select Ignore Cur in the Service Adjustment Type field and RFL in the Service Adjustment Action Cd field. In the Occurs Within fields, select 1 and Months.

This adjustment has the following effect:

Notice that this employee's 15-day leave is ignored. Because it was less than one month, the system doesn't consider it a break in service.

Using the inside scroll bar, you can enter as many service adjustments, as necessary, for each category.

Service Information

Setting Up a Final Adjustment to the Service Amount

Access the Service Final Handling page (Set Up HRMS, Product Related, Workforce Development, Faculty Events, Service Rules, Service Final Handling).

The adjustment or service limit on this page applies to the total service amount for the employee. For example, the maximum service cap for a service type is eight years. Once you enter 8 in the Maximum Service Amount field, the calculation process doesn't accrue more than eight years of service for the employee.

Final Result Conversion

Final Result Adjustment

Final Service Limit

Defining Adjustments That Limit Accrual of Hours or Service Units

Access the Min/Max Service Rules page (Set Up HRMS, Product Related, Workforce Development, Faculty Events, Service Rules, Min/Max Service Rules).

These rules apply to a human resources action and category that is based on a calendar period.

If there are additional categories, use the scroll arrow to display more categories and rules. To add a new row, click the Insert Row button on the Service Include Category page.

Defining Service Calculation Groups

Access the Calculation Group page (Set Up HRMS, Product Related, Workforce Development, Faculty Events, Calculation Group).

The calculation group provides a way to group employees who have the same calculation rules applied to their service accrual process. You can associate the calculation group with one or more service types.

By indicating that start-up credits apply to the calculation group, you tell the service accrual process to include the start-up credits that you entered on the employee's Service History page.

See Viewing Service History Information.

Service credit accrues against each service type. The service types are linked to a definition name that stipulates which service or calculation rules are applied during the service accrual process. Each service type has its own set of service or calculation rules based on how you set them up. The definition name provides a connection between the service rules (calendar, human resource categories, and date rounding options) and the service type.

The calculation group also identifies which employee types are eligible to accrue service credits in each service type. For example, a service type might have eligibility criteria stating that only full-time employees are qualified to accrue service credits. Another service type might include full-time and part-time employees. You define the employee eligibility criteria for each service type in a calculation group.

For an organization with multiple unions and bargaining units, where service calculation rules are governed by different regulations and collective agreements, you might define a calculation group based on union or bargaining units. The employees' flexible service dates would be managed by the union or bargaining unit (by setting up separate calculation groups).

The calculation groups that you define are associated with the employees in your organization who are eligible to accrue flexible service. The calculation group becomes part of the employee's employment record.

See Also

Setting Up a Database Alias

Setting Up Tenure Tracking

To set up tenure tracking, use the Academic Rank (EG_RANK_TBL) and the Experience/Credit Codes (EG_EXP_DEFINITION) components.

This section discusses how to:

• Establish academic ranks.

• Set up experience and credit codes.

Pages Used to Set Up Tenure Tracking

Establishing Academic Ranks

Access the Academic Rank page (Set Up HRMS, Product Related, Workforce Development, Faculty Events, Academic Rank, Academic Rank).

Academic Rank Information

Tenure Tracking Eligibility

Setting Up Experience and Credit Codes

Access the Experience/Credit Codes page (Set Up HRMS, Product Related, Workforce Development, Faculty Events, Experience/Credit Codes, Experience/Credit Codes).

The tenure service accrual and calculation process uses the experiences and credits set up on this page to determine an employee's total time toward tenure as of a specified date.

Assigning an Employee to Tenure

This section provides an overview of employee tenure and discusses how to:

• Activate tenure accrual.

• Define tenure data.

• Define prior experience and credits.

• View the change history.

• View related jobs.

Understanding Employee Tenure

Different job actions trigger tenure actions. For example, when you hire, promote, or transfer an employee, the change from one job action to a different one might continue to count for service, or it might start a break in the service.

When you assign an employee to tenure, the system adds a new tenure record and prior experience or credit records to the tenure tracking tables to initiate future processing and information lookups.

To calculate tenure service, establish which job histories that you want to process. To determine relevant jobs and what information becomes the default when you set up an employee's tenure data, indicate whether a job accrues tenure and full-time equivalent (FTE) for the tenure service accrual.

Departments Capable of Granting Tenure

On the Comm. Acctg. and EG (commitment accounting and education and government) page, select the Can Grant Tenure check box to indicate that the department can grant or award tenure. The system automatically activates the Grant Tenure field on the Tenure Data page for employees assigned to tenure granting departments.

Pages Used to Assign an Employee to Tenure

Activating Tenure Accrual

To activate tenure tracking for an employee:

1. Access the Job Data - Employment Information page.

2. Select the Accrue Tenure Services check box.

3. Enter a value in the FTE for Tenure Accrual field, such as 1.0.

Note. FTE cannot be greater than 1.0. On multiple jobs, the sum of the FTEs of all the jobs selected to accrue tenure cannot be greater than 1.0.

Important! Do not use the Calc Group (Flex Service) and FTE for Service Accruals fields unless you run flexible service calculations in addition to tenure. If you run only tenure calculations for the employee, leave these fields blank to avoid errors during the tenure calculation process.

Defining Tenure Data

Access the Tenure Data page (Workforce Development, Faculty Events, Calculate Tenure, Create Tenure Data, Tenure Data).

Tenure Status	Select the employee's current status: Non Tenure Not On Track, Non Tenure On Track, Not Applicable, Other, Tenure, Tenure Denied, or Tenure by de facto. Note. The tenure accrual program processes employees with the Non Tenure On Track status only.
Home Rank	This value automatically populates from the Position Data component or the Job Code component. If you did not set up a home rank in these components, select it here (such as 001 (professor).
Track Start Date	Displays the date that the employee's tenure accrual begins. The default is the hired date from the employment record. Employees with the Non Tenure On Track tenure status must have a track start date. The track start date must correspond to the begin date of the calendar associated with the calculation group to ensure that the tenure calculation process runs correctly. For example, if an employee's track start date is 09/01/2005, then the calendar begin date must be 09/01/2005. For this reason, you might define calendars only to accommodate track start dates.
Change Date and Change Reason	Display the date the rank or status change is effective and the reason for the change. The default date is the track start date. If the Change Reason field does not display a default, select one of the options in the Tenure Status field.
Original Track Date	Displays the date tenure tracking begins for the employee. The default is the track start date.
Tenure Home	Displays the department granting the employee's tenure. This value is automatically populated from the employee's current job record.
Grant Tenure	The system automatically activates this display-only field for employees assigned to tenure granting departments shown in the Tenure Home field. The Y (yes) or N (no) data indicates if the home department can grant tenure.
Service Calc. Group (service calculation group)	Select the group used to calculate tenure accrual.
Mandatory Review Dt (mandatory review date)	Enter the employee's mandatory review date.
Granted Date	Enter the date that tenure was granted.
Override Calculation	Select to not include this employee in the tenure calculation process.
Committed FTE (committed full-time equivalent)	Enter the percentage of time the employee is a committed FTE. This enables you to track the tenure FTE committed for budgetary reasons. The FTE for Tenure Accrual field on the Job Data - Employment Information page determines the proration for the accrual process. Note. The tenure calculation process does not use other tenure departments' information.
Notes	Click to enter notes regarding the employee's tenure.

Probation (Number of Years)

Other Tenure Departments List

Use this group box to maintain tenure-related information for an employee in departments other than the home department. This data does not come from the employee's job record and is not used in the tenure calculation process. It is strictly for informational purposes.

See Also

Enabling and Controlling Department Information for Specified Customers

Defining Prior Experience and Credits

Access the Prior Experience/Credits page (Workforce Development, Faculty Events, Calculate Tenure, Create Tenure Data, Prior Experience/Credits).

Original Start Date	Displays the employee's hire date.
Highest Education Level	Displays the employee's highest level of education.

Summary Totals

Prior Experience/Credit

Viewing the Change History

Access the Review Rank/Status History page (Workforce Development, Faculty Events, Calculate Tenure, Review Rank/Status History, Review Rank/Status History).

Employee	Displays the employee's name and ID.
Tenure Home	Displays the code for the department in which the employee received, or will receive, tenure.
Tenure Status	Displays the employee's tenure status.
Calc Group (calculation group)	Displays the calculation group used to calculate this employee's tenure, such as FAC.
Track Start Dt (track start date)	Displays the date tenure tracking began for the employee.
Override Calc (override calculation)	This check box is selected only if the Override Calculation check box is selected on the Tenure Data page.
Tenure Granted Date	Displays the date tenure was granted if the employee received tenure status.

Home Department Rank/Status Change History

Viewing Related Jobs

Access the Review Related Jobs page (Workforce Development, Faculty Events, Calculate Tenure, Review Related Jobs, Review Related Jobs).

Employee	Displays the employee's name and ID.
Tenure Home	Displays the code for the department in which the employee received, or will receive, tenure.
Tenure Status	Displays the employee's tenure status.
Track Start Dt (track start date)	Displays the date tenure tracking began for the employee.
Calc Group (calculation group)	Displays the calculation group used to calculate this employee's tenure, such as FAC.
Override Calc (override calculation)	Displays a Y for yes only if the Override Calculation check box is selected on the Tenure Data page.
Tenure Granted Dt (tenure granted date)	Displays the date the employee received tenure status.

Jobs Counted for Tenure Accrual

Running the Tenure Calculation Process

This section provides an overview of the tenure calculation process and discusses how to:

• Calculate tenure.

• View the message log.

• View the periodic process results.

• View the tenure calculation summary.

• View the service history.

Understanding the Tenure Calculation Process

Tenure calculation is a two-step process:

1. Calculate tenure service in Normal Run mode for a specific time period, such as a semester or quarter.

   Calculate tenure service for a calculation group or an individual employee. View the results on the View Periodic Results page; these results are temporary until you run the calculation process in Update to History mode.

   Also view messages about the processing on the Message Log page. This enables you to ensure that tenure calculation processes are running correctly before you commit them to history by using Update to History mode.

2. Use Update to History mode to make the results of the Normal Run mode permanent.

   Running the calculation process in Update to History mode updates the tenure service totals on the employee tenure data record and adds new service details to the employee service history. View the results on the Tenure Data - Service History page.

Note. If you calculate tenure for an individual employee, run the calculation process in Normal Run mode for that employee only; then, use Update to History mode for all the employees within a tenure calculation group at the same time.

Run the tenure calculation process periodically (for example, at the end of the academic year to calculate accrued tenure for employees). You can run this process as often as necessary.

How the System Calculates Tenure Service

To calculate tenure service, the system:

• Determines an employee's eligibility by checking the tenure status on the tenure data record.

  The calculation process processes employees with the Non Tenure On Track status only.

• Calculates service based on the from date and to date, which constitute the computational period specified on the Perform Tenure Calculations page.

  Note. The only time the system does not calculate service based on the from date and to date is the first time the employee goes through the calculation process. Because the employee has no service history, the system uses the employee track start date as the from date.

• Checks the employee's job history for the computational period to determine the service amount.

  The process uses the elapsed time method to calculate service by measuring the time between two dates. In the case of job history, it measures the time between the effective dates of two job records and then applies the applicable service rules to the employee's tenure calculation group. View the calculation group in the employee's tenure data record. The process also uses the set up tables as shown in Setting Up Service Accrual Control Tables.

  See Setting Up Service Accrual Control Tables.

• Performs any prorating by FTE on the calculated service before writing the service details to a temporary service history file.

  This occurs only if it is specified on the Service Rules page. Service details are written by the computational period set up on the Calendar page.

• Reviews the action and category codes of employees in the calculation group to determine whether they were in an eligible status during a specific time period as defined on the Calendar page.

  If the employee is eligible for the whole period, the system grants the employee the amount of credit indicated on the Calendar page.

• Grants partial or prorated credit if the employee is in an eligible status for all (or part) of the period.

How the System Updates Tenure and Service History

To update tenure service and service history, the system:

• Processes employees by selecting their service details from the temporary service history file.

• Updates employee tenure data records:

  • Adds the total calculated tenure amount to the Time Accrued field.

  • Subtracts the amount from the Time to Accrue field to show the remaining time the employee needs to accrue to reach the amount in the Total Required field.

  • Updates the Current As Of field to show the to date of the calculation period.

• Updates the employee service history with the new tenure accrual details from the temporary file.

• Purges the tenure accrual details from the temporary service history file.

See Also

Setting Up Service Parameters

Setting Up Service Accrual Control Tables

Pages Used to Run the Tenure Calculation Process

Calculating Tenure

Access the Perform Tenure Calculations page (Workforce Development, Faculty Events, Calculate Tenure, Perform Tenure Calculations, Perform Tenure Calculations).

From Date and To Date	Enter the time period for the calculation process in these fields. These dates must exactly match a computational period of the calendar used by the calculation group that you are processing. The from date must match a period begin date in the calendar, and the to date must match a period end date. For example, you might want to calculate tenure for an academic year that consists of two computational periods: 01/01/05 to 06/31/05, and 07/01/05 to 12/31/05. Therefore, enter 01/01/05 as the from date and 12/31/05 as the to date. The process creates a service history for each computational period.
Calc Group (calculation group)	Select the calculation group, such as FAC (faculty) for which you want to run tenure service totals. The calculation group processes all employees within that group for the specified dates unless you specify an individual employee ID. When you process an individual, you must select a calculation group.
EmplID (employee ID)	Select the employee ID only to process tenure for an individual employee; otherwise, leave this field blank.
Periodic Processing Mode - EG	Select from the available options in which you want to run the tenure calculation process. The system automatically selects one of the related check boxes to reflect your selection. Values include: Delete & Rebuild History: Select to regenerate tenure service for an individual employee (or all employees) within a tenure calculation group. None of the adjustments that you entered on the Tenure Data - Service History page re-accrue. You must re-enter the adjustments. All start-up credits are recalculated. When you select this option, the system selects the Delete & Reload History check box. Warning! Running the calculation in this mode removes all service history for the tenure calculation group or employee. Normal Run: Select to calculate tenure and create temporary tenure accrual records, which you view on the Review Tenure Calc Summary page. The system purges the calculation when you run the process in Update to History. When you select this option, the system selects the Delete old Calc Results (delete old calculation results) check box. Update to History: Select to update the Tenure Data - Service History page. The results from using normal run become the input data for this value. When you select this value, the system selects the Commit to History check box. You must use the same run control ID that you used in normal run, and the run control ID must be the same as the computational period. If you have a temporary file (from using normal run) for an employee, and use the same run control ID but change the end date, the system updates the contents of the temporary file.

Viewing the Message Log

Access the Message Log page (Workforce Administration, Flexible Service EG, Message Log, Message Log).

Search Criteria	Select All, Instance, Job ID, or Both as the focus of the inquiry. The related fields become available based on the option that you select.
Process Instance and To Instance	If you select Instance or Both as the search criteria, enter the process instance number. The To Instance field automatically displays the same number. To include more than one calculation process instance, enter the number of the last instance or process for which you want information in the To Instance field.
Job ID	If you select Job ID as the search criteria, this field becomes available. Enter the background process name.
Show Program Names	Select to display names of the specific programs that generate the error messages.
Search	Click to display the error messages.
Date Time	Displays the date and time the program ran.
Program	Displays the program message in the text box if you selected the Show Program Names check box.
	Click the More button to display detailed information about an error message.

Viewing Periodic Process Results

Access the View Periodic Results page (Workforce Administration, Flexible Service EG, View Periodic Results, View Periodic Results).

Run Date	Displays the date that the calculation process ran.
Process Instance	Displays the calculation process instance number.
Run Status	Displays basic information about the calculation process, including whether the system encountered problems.
To Date	Displays the end date of the period covered in this calculation process.
Periodic Cycle	Displays the periodic cycle for this run control ID.
Process Mode	Displays the period processing mode from the Perform Tenure Calculations page (for track faculty events) or the Service Calc page (for track flexible service).
Service Calculation Group	Displays the calculation group included in this calculation process run.
Name	Displays the employee's ID number if you are running the calculation process for an individual employee.
Calculate All Groups	Displays N (no).
Delete & Reload History, Delete old Calc Results, and Commit to History	Displays Y (yes) or N (no), depending on the period processing mode that you selected.
Service Type	Displays the service type included in the calculation process.
Employees Processed	Displays the number of employees processed during this calculation.
Employees with Errors	Displays the number of employee records the system designated as erroneous during the calculation process.

Viewing the Tenure Calculation Summary

Access the Review Tenure Calc Summary page (Workforce Development, Faculty Events, Calculate Tenure, Review Tenure Calc Summary, Review Tenure Calc Summary).

Viewing the Service History

Access the Service History page (Workforce Development, Faculty Events, Calculate Tenure, Create Tenure Data, Service History).

Total Time Required	Displays the total number of service years required from the Tenure Data page.
Total Time Accrued	Displays the number of years accrued toward tenure.
Prior	Displays tenure credits for prior experience from the Prior Experience/Credits page.
Time to Accrue	Displays the remaining number of years before tenure is granted.
Begin Date and End Date	Displays the beginning and ending dates of the tenure in this calculation process. You cannot change these dates if the service history for the period already exists.
Service w/o Breaks (service without breaks)	Displays the percent of FTE accrued without service breaks.
Total Service Accrued	Displays the total percentage of services accrued. This field increases incrementally when you run the calculation process.
Accum Breaks (accumulated breaks)	Displays the accumulated service breaks.
Rank	Displays the rank for the calculation group.
Calc Group (calculation group)	Displays the calculation group, such as FAC.
Gen/Adj (generated or adjustment)	If the calculation process creates the line, this field displays G (generated). If it is entered online, it displays A (adjustment).
Action	Displays the job action, such as LOA (leave of absence), occurring within the requested period.
Reason Code	Displays the reason code associated with the action that makes it count toward accrued tenure.
Adjustment Reason	Select the reason tenure is added to the total tenure accrued. Use this field to adjust tenure accrual history records. You can add a new row or adjust an existing row. You can also modify a record generated by the system. However, running a calculation process in Delete_Rebuild History mode purges the record.
Notes	Click this button to display notes regarding the employee's tenure history.