Handling Special Cases of Faculty Hires and Appointments

This section covers a variety of topics related to faculty hires or appointments that are uncommon.

If a person is coming new into Duke directly to a faculty role, then you as the dFac user will complete a New Faculty Member form and your organization’s iForms user will complete a Hire iForm.

If a person is moving from a faculty position to a faculty position, only a Transfer iForm is needed.

If a person is moving from a non-faculty position to a faculty position, then you as the dFac user will complete a New Faculty Member form and your organization’s iForm user will complete a Transfer iForm.

Transferring Faculty to a New Position in the Same Organization

In most cases, faculty members keep the same position number for their entire career at Duke. Any changes to the position job code can be accommodated by reclassifying the position, which the dFac Promotion/Change of Status reason does automatically. Any changes to the position’s organization can be accommodated by reorganizing the position in iForms.

However, occasionally, faculty members need to be moved to an entirely new position number within the same unit or department while their appointment stays the same or at an equivalency. To do this, use the iForms Transfer form. A New Faculty Member form should not be completed. No dFac actions are required.

Transferring Faculty to a New Position in a Different Organization

Faculty members who move from one Duke organization to another must be transferred into a position in the new organization. The dFac user from the unit the faculty member is leaving will use the Update Existing Appointment reason to end the appointment with their organization. Next, the iForms user in the new organization completes a Transfer iForm, lastly, the dFac user in the new unit will use the New Appointment reason to start the appointment with their organization. The New Faculty Member form should not be completed.

Hiring Faculty into Overallocated Positions

Faculty must be hired into vacant positions; they cannot be hired into overallocated positions. A position is overallocated when it is filled by more than one person. The dFac user must select a vacant faculty position to generate the New Faculty Member form. If they choose an overallocated position, the Hire iForm will not be populated correctly.

Creating a Primary Appointment for Faculty Members in Positions Outside Your Organization

Follow these steps to give a primary appointment to a faculty member who is already hired in SAP but whose position is owned by an organization to which you do not have permissions. This is the process used to give faculty appointments to hospitalists employed by Duke Medicine.

1. Search for the person in dFac using the All Duke Faculty view.

2. On the person’s search results, click the New Forms link. Choose the Appointments form.

3. Submit a new Appointment using the “New Appointment” Reason and the Primary appointment type. For the Appointment Organization, select the department that’s granting the appointment. Enter the primary appointment job code, appointment title, and the appropriate start and end dates.  

Remember! Be sure to add the person’s name and describe what you’re doing in the Comments section of the form for the form approvers. In this process, the person’s name is not entered until the next step, so Appointment form approvers cannot see the person’s name. The dFac form will route based on the appointment’s rank, department, and school.

4. After the Appointment form is approved, submit a Faculty Data Change form for this person indicating the Professional name.

After both forms are approved, you will be able to find the person in the Search My Faculty view; you’ll have permissions for their faculty datasheet and faculty data trays.

Transferring a Staff Member to a Regular Rank Faculty position

Sometimes, your organization promotes an existing Duke staff member to a faculty member. When a staff member is granted a regular rank appointment, they become classified as faculty and get faculty benefits.

To transition a staff member to faculty status:

1. Request the iForms user in your organization create a vacant faculty position using a faculty personnel subarea (PSA).

2. Make note of this person’s existing Duke Unique ID (DUID), and create a New Faculty Member form from the vacant faculty position described in step 1. You will need to enter the person’s birth date and the last four digits of their SSN. The New Faculty Member form will search for the employee using their Duke Unique ID (DUID).

3. Complete the New Faculty Member form as you would a faculty member with an existing Duke Unique ID (DUID).

4. When the New Faculty Member form is completely approved, send the position number to your department’s iForms user and ask them to use the Transfer iForm to transfer the person to the new position. Be sure that any rate and schedule changes also occur in iForms as necessary.

5. Complete the Faculty Data Change form to add any necessary degrees, professional experiences, or other data needed.

Creating a Non-Regular Rank Appointment for a Staff Member

Sometimes, an organization confers a non-regular rank appointment to an existing Duke employee who is not classified as a faculty member. Staff members with non-regular rank appointments retain their staff classification and benefits. However, when a staff member is granted a regular rank appointment, they become classified as faculty and get faculty benefits.

To give a primary non-regular rank appointment to a staff member who is already hired in SAP:

1. First, the iForms user for the organization that employs this person must reclass their position to change the Personnel Subarea to 0024 Faculty Exempt, which is used to give staff members a non-regular rank faculty appointment. The position’s job code does not need to be changed.

2. After the reclass is approved, the iForms user for the position organization must submit a Rate and Schedule Change iForm.  

3. After the Rate and Schedule Change is approved, the department granting the appointment adds the appointment and other faculty data to dFac. The dFac user searches for the person using the All Duke Faculty view.

4. On the person’s search results, click the New Forms link. The Appointments form appears.

5. Submit a new Appointment using the “New Appointment” reason and the Primary appointment type. Select the granting department for the Appointment Organization. Enter the primary appointment job code, appointment title, and the appropriate start and end dates.  

• Be sure to describe what you’re doing via the Comments section of the form.
• Specify the person’s name and Duke Unique ID (DUID) for the form approvers; they will not be able to see the person’s name yet.
• The dFac form routes as usual routing based on the appointment’s rank, department, and school.

6. Next, submit a Faculty Data Change form for this person to complete the faculty data, including education and professional name.

7. After the form is completely approved, the dFac department user will be able to find the person in the Search My Faculty view. Their faculty datasheet will show the position information at the top and the faculty appointment information in the appointment section.

Note: If the staff member leaves the role, ensure their Non-Regular Rank Appointment is ended as part of the transfer or termination process. Reclass the position back to an appropriate staff personnel subarea.

Hiring a current student to a Regular Rank Faculty position

Sometimes, your organization hires an existing Duke graduate student or postdoctoral associate to a faculty member.

To transition a student to faculty status:

1. Request the iForms user in your organization create a vacant faculty position using a faculty personnel subarea (PSA).

2. Make note of this person’s existing Duke Unique ID (DUID), and create a New Faculty Member form from the vacant faculty position described in step 1. You will need to enter the person’s birth date and the last four digits of their SSN. The New Faculty Member form will search for the employee using their Duke Unique ID (DUID).

3. Complete the New Faculty Member form as you would a faculty member with an existing Duke Unique ID (DUID).

4. When the New Faculty Member form is completely approved, send the position number to your department’s iForms user and ask them to use the Transfer iForm to transfer the person to the new position. Be sure that any rate and schedule changes also occur in iForms as necessary.

5. Complete the Faculty Data Change form to add any necessary degrees, professional experiences, or other data needed.