Academic Leave September 2012

1. Academic Leave Academic LeaveSeptember 2012

2. Academic Leave Training • Assumptions • Training Goals • Academic Leave Procedures • Things to Consider

3. Assumptions • You understand the policies related to the Academic Leave business processes • You know how to calculate leave credits • You are the GO TO person for faculty; people will come to you for help with Academic Leave processing • This will be available to faculty on October 1;we are counting on you to help them get acquainted with how it works

4. Training Goals At the end of training you should understand the Advance leave request process: • Modify a faculty member’s Academic Leave credits • Help a faculty member understand how to complete a request for Academic Leave and the Final Report upon returning from the leave • Manage the Leave approval process in Advance • Help an approver find, review, and approve a leave request and final report • (VPAA APA only) Complete the Leave process in Advance

5. Syllabus • Manage Leave Credits • Create a Leave Request • Manage the Leave Request process • Review/Approve a Leave Request • Notifications • Submit a Final Report • Review/Approve a Final Report • Close a Leave Request

6. Login to Advance UAT • Log into UAT • Log into myaccess-stage.ucsf.edu • Select “Advance UAT (future)”

7. 1. Manage Leave Credits Academic Personnel Analyst

8. 1. Manage Leave Credits • Off-line: calculate how many Leave Credits the faculty member should have • In the lower right of the faculty member’s Profile page, enter the number of credits necessary to bring the total to the correct amount, noting the reason (“initialize”) • Click on the Leave Credit Balance value to run a Leave Credit Statement; this may help you understand how the Leave Credit Balance was created

9. Manage Leave Credits (1) • Enter credits to bring the total to the correct amount

10. Manage Leave Credits (2) • Click the Leave Credit Balance…

11. Manage Leave Credits (3) • …to see the credit history

12. 2. Create a Leave Request Faculty “Candidate”

13. 2. Create a Leave Request • Faculty member selects “Academic Leave” tab from his/her Overview page • Clicks “Create Leave Request” • Completes the LR form • Save as Draft must be clicked to attach docs • Submits Leave Request

14. Create a Leave Request (1) • Select Academic Leave to Create Leave Request

15. Complete the Leave Form (1) • Select Leave Type, enter Start and End dates

16. Complete the Leave Form (2) • Complete the PI section when appropriate

17. Complete the Leave Form (2) • Complete the PI section when appropriate

18. Complete the Leave Form (3) • Complete the Leave Program Statement section

19. Complete the Leave Form (4) • Save as Draft before adding attachments

20. Submit the Leave Request • Click the checkbox before the Submit button

21. 3. Manage a Leave Request Academic Personnel Analyst

22. 3. Manage a Leave Request (1) • Leave Requests appear on Overview page • Status column displays current status • Pending Initial Review = leave request submitted by candidate • Pending Chair Approval = leave request added to For Review page • Pending Dean Approval = leave request approved by Chair • Pending VPAA Approval = leave request approved by Dean • Requires APA Attention = a reviewer has selected “I am sending this…” • This value alerts the APA to a denied request • Approved, Pending Final Report = leave request approved by VPAA • Final Report Submitted = candidate has submitted final report • Completed = VPAA has approved the Final Report • Closed = item moved to History, not visible on For Review/Overview • Click Leave Type to go to the Leave page

23. The APA Overview page (1) • Click the Leave Requests tab

24. The APA Overview page (2) • Click the Leave Type to go to the Leave page

25. 3. Manage a Leave Request (2) • Review/modify content • Leave Type • Dates • Text • Attachments • Enter Leave Credits • Check the “I certify” check box • Click Save • Click Approver List (top left)

26. Review the Leave Request • Enter the Leave Credits, review, and certify

27. Review the Leave Request • Enter the Leave Credits, review, and certify

28. 3. Manage a Leave Request (3) • Click Add Approver button • Service Center APAs • Select ORU Directors and Chairs who need to APPROVE the leave request • Specialty Center APAs • Select Deans and VPAA who need to APPROVE the request • Scroll to the bottom and click Add • Best Practice • Contact each of the people you’ve added as approvers to alert them to the pending Leave Request

29. Add Approvers (1) • Click Approver List

30. Add Approvers (2) • Click Add Approver button and select approvers

31. Add Approvers (3) • Click Delete and Save Changes to delete

32. 4. Approve a Leave Request ORU Director Chair Assoc. Dean for Academic Affairs Vice Provost for Academic Affairs

33. 4. Approve a Leave Request (1) • On the For Review page, click on the Leave Request link at the top • Chairs/ORU Directors focus on Leave Requests with a status of Pending Chair Approval • Deans focus on Leave Requests with a status of Pending Dean Approval • VPAA focuses on Leave Requests with a status of Pending VPAA ApprovalOR Final Report Submitted • Click the name to review the Leave Request

34. Access the Leave Request (1) • Leave Requests are found under the For Review tab

35. Access the Leave Request (2) • Click on the Leave Request link

36. Access the Leave Request (3) • Review those with appropriate status: click name

37. 4. Approve a Leave Request (2) • Review content • Leave Type and Dates • Text and Attachments • Select a certification at the bottom • “I am sending this request back…” will reset prior certifications, requiring re-certification by all approvers • Add some remarks • Click Certify

38. Review the Leave Request • Review type, dates, content, and other certifications

39. Certify the Leave Request • Add remarks and certify the Leave Request

40. 5. Notifications • Advance sends three notifications when a Leave Request is approved by VPAA: • Approval notification to candidate, APA, and approvers is sent when VPAA approves • Payroll Record update reminder is sent to the APA one month prior to the start of the leave • Final Report reminder is sent to the candidate on the last day of the leave

41. Approval Notification • Goes to candidate, APAs, and approvers

42. Payroll Reminder Notification • Goes to APAs one month before Start date

43. Final Report Notification • Goes to candidate on the End date

44. 6. Submit a Final Report Faculty “Candidate”

45. 6. Submit a Final Report • Candidate navigates to the Leave Request • Clicks on the Final Report link (upper left) • Verifies that the leave taken matches the type and dates on the Leave Request • Completes the Final Report form • Submits Final Report

46. Submit Final Report (1) • Select Final Report from the active Leave Request

47. Submit Final Report (2) • Verifies that the leave taken matches the request

48. Submit Final Report (3) • Completes and submits Final Report

49. 7. Approve a Final Report Vice Provost for Academic Affairs

50. 7. Approve a Final Report • Navigate to the Leave Request • Click the Final Report link in the upper right • A Final Report may be reviewed by all approvers of the Leave Request • Review and Approve the Final Report • Only the VPAA can approve a Final Report • If VPAA clicks Disapprove, status reverts to “Approved, Pending Final Report”