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Academic Leave September 2012

Academic Leave. Academic Leave September 2012. Academic Leave Training. Assumptions Training Goals Academic Leave Procedures Things to Consider. Assumptions. You understand the policies related to the Academic Leave business processes You know how to calculate leave credits

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Academic Leave September 2012

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  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”

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