Faculty-to-Faculty

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 while their appointment stays the same or at an equivalency; this is common when divisions change within a department or school. To do this, use the iForms Transfer form. A New Faculty Member form should not be completed. Assuming there is no change in rank, job code, or appointment details, no dFac actions are required. For example, when a hospitalist employee with an appointment in the Department of Medicine moves from Duke Raleigh to Duke Regional.

If the appointment is also changing organizations, a departmental user should submit an Appointments form, with the reason Update Existing Appointment selected, to end the appointment with the current organization with an updated end date. Next, a second Appointments form, with the New Appointment reason selected, should be submitted with the new organization noted in the form. The appointment in the old organizational unit and the new one should not overlap. The dFac Appointments forms can be done before or after the Transfer iForm.

Common error code ‘More than one primary appointment not allowed’

If you get this error code, “More than one primary appointment not allowed”, it often indicates that the Update Existing Appointment form was submitted after the updated end date had passed. For example, submitting the Update form on July 15 to end an appointment on June 30. Submitting a support ticket allows a management center user to make the needed adjustments to allow the form to go through.

Transferring Faculty to a New Position in a Different Organization

Faculty members who move from one Duke department or school to another must be transferred into a position in the new organization. The dFac user from the organization 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.

Common error code ‘More than one primary appointment not allowed’

If you get this error code, “More than one primary appointment not allowed”, it often indicates that the Update Existing Appointment form was submitted after the updated end date had passed. For example, submitting the Update form on July 15 to end an appointment on June 30. Submitting a support ticket allows a management center user to make the needed adjustments to allow the form to go through.

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. dFac users 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. Any promotion/change forms submitted in the future on faculty in overallocated positions affect all position holders of the position.

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 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. After the Appointment form is 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.

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.  

4. Submit a Faculty Data Change form for this person indicating the Professional name, verifying the highest degree, and the address someone not at Duke would use to mail something to this person (labeled the External Mailing Address).