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Updating Faculty Working Title, Rank and Tenure Status (PEAFACT)
Updating Faculty Working Title, Rank and Tenure Status (PEAFACT)
All teaching and research faculty should have a rank, tenure status, and working title in Banner. When new faculty are hired or there is a change in the faculty member’s title, rank, or tenure status (usually as part of the university’s Promotion and Tenure process), department human resources are responsible for entering the working title, rank, and tenure status data in the PEAFACT forms in Banner.
Note that there are separate sections below outlining how to enter rank and tenure information depending upon whether the faculty member is a new hire or an existing employee. *It is critically important to follow the instructions in the Entering Changes for Current Faculty section when processing changes for existing faculty members. Using these instructions ensures that current/historical data is not overwritten.
The PEAFACT forms are the only place designated for entering faculty working title, rank, and tenure status in Banner. An automated process is run each evening to synchronize faculty working title and rank information between multiple forms (PEAFACT, NBAJOBS, and NBAPOSN) in Banner. Accordingly, you should not send PAFs to HR Operations with working title, rank, or tenure status changes for any benefited faculty. Instead, update PEAFACT with the appropriate changes.
The title, rank, and tenure status information in Banner is used for a variety of reasons, including institutional reporting. Therefore, it is important for department human resources to periodically check the title, rank, and tenure status of faculty by reviewing the “Faculty Rank and Tenure” report in the VCU Reporting Center and update any missing or incorrect data in the PEAFACT forms, as needed.
Entering a Working Title
Entering a Working Title (Applies to both new faculty and changes for existing faculty)
Log into Banner with your username and password.
Go to Faculty Action Tracking (PEAFACT) and hit Enter
Enter the employee's VID. Go.
Enter the working title (e.g. Associate Dean, Chair, Director, etc.) in the Academic Title field. If the faculty member does not have an administrative working title, you may either leave this field blank or enter their rank as their academic title. If left blank, their academic rank will automatically be populated in the academic title field the week after entry of rank (see rank entry instructions below).
If for a new hire, enter the effective date the faculty member was hired into their benefits-eligible VCU faculty position in the Begin Date field under Original Appointment.
Save.
Entering Rank and Tenure Data for Newly Hired Faculty
Entering the Initial Academic Rank
Log into Banner with your username and password.
Go to Faculty Action Tracking (PEAFACT) and hit Enter
Enter the employee's VID. Go.
Go to Tools, and select Rank Records.
This Action Date will default to today's date.
Check Initial Record.
Double-click in the Rank field and select the incoming rank for the faculty member.
Enter the date of hire in the benefits-eligible faculty position in the Rank Effective Date field. .
Save.
Entering the Initial Tenure Status
Go to Faculty Action Tracking (PEAFACT) and hit Enter
Enter the employee's VID. Go.
Go to Tools – select Appt or Tenure Records.
Enter the Action Date (i.e. effective date of the new faculty appointment).
Enter the Appt or Reappt Begin Date field (i.e. effective date of the new faculty appointment).
Double-click in the Tenure Code field and select the code that describes the tenure status (the Tenure Status field will default from the selected Tenure Code).
For term (i.e. non-tenure eligible) faculty, select ineligible
For tenure-eligible faculty select, tenure-track
Only select tenured if the faculty member has been awarded tenure at time of hire
If the faculty member has been awarded tenure, enter the date he/she was awarded tenure in the Tenured On field.
If the faculty member is in a tenure-track (tenure-eligible) position, enter the Tenure Review Date. The tenure review year can be found at the top of the faculty member’s current contract. As PEAFACT uses a date instead of a year, enter July 1 of the year in which the tenure review year begins (e.g., if the tenure review year is 2023-2024, use 7/1/23 as the tenure review date).
Save.
Entering Changes for Current Faculty
Changing Academic Rank
Go to Faculty Action Tracking (PEAFACT) and hit Enter
Enter the employee's VID. Go.
Go to Tools – Select Rank Records.
The current Rank data will be displayed.
Go to Tools - Select New Date.
You will likely see a “Warning” alert- Bypass the warning by clicking on the alert box, top right.
Enter today's date as the Action Date and the new rank effective date in the Proposed Effective Date field.
Enter the new rank code in the Rank field. Any new rank must have been approved through VCU’s formal promotion and tenure process.
Save.
Changing Tenure Status
Go to Faculty Action Tracking (PEAFACT) and hit Enter
Enter the employee's VID. Go.
Go to Tools – select Appt or Tenure Records.
The current tenure status data will be displayed.
Go to Tools - Select New Date.
You will likely see a “Warning” alert - Bypass the warning by clicking on the alert box, top right.
Enter today’s date as the Action Date .
Enter the Appt or Reappt Begin Date field (i.e. effective date of the new faculty tenure status).
Double-click in the Tenure Code field and select the code that describes the tenure status change (the Tenure Status field will default from the selected Tenure Code).
For term (i.e. non-tenure eligible) faculty, select ineligible
For tenure-eligible faculty select, tenure-track
Select tenured if the faculty member has been awarded tenure through VCU’s formal promotion and tenure process.
If the faculty member has been awarded tenure, enter the date tenure was awarded in the Tenured On field.
If the faculty member is moving to a tenure-track (tenure-eligible) position via an approved track change process, enter the Tenure Review Date. The tenure review year can be found at the top of the faculty member’s current contract. As PEAFACT uses a date instead of a year, enter July 1 of the year in which the tenure review year begins (e.g., if the tenure review year is 2023-2024, use 7/1/23 as the tenure review date).