Academic LeaveAcademic Leave

September 2012

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

Academic Leave Training

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• 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

Assumptions

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At the end of training you should understand the Advance leave request process:1. Modify a faculty member’s Academic Leave

credits

2. Help a faculty member understand how to complete a request for Academic Leave and the Final Report upon returning from the leave

3. Manage the Leave approval process in Advance

4. Help an approver find, review, and approve a leave request and final report

5. (VPAA APA only) Complete the Leave process in Advance

Training Goals

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Syllabus1. Manage Leave Credits

2. Create a Leave Request

3. Manage the Leave Request process

4. Review/Approve a Leave Request

5. Notifications

6. Submit a Final Report

7. Review/Approve a Final Report

8. Close a Leave Request

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Login to Advance UAT• Log into UAT

– Log into myaccess-stage.ucsf.edu– Select “Advance UAT (future)”

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Academic Personnel Analyst

1. Manage Leave Credits

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• 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

1. Manage Leave Credits

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• Enter credits to bring the total to the correct amount

Manage Leave Credits (1)

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• Click the Leave Credit Balance…

Manage Leave Credits (2)

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• …to see the credit history

Manage Leave Credits (3)

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Faculty “Candidate”

2. Create a Leave Request

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• 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

2. Create a Leave Request

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• Select Academic Leave to Create Leave Request

Create a Leave Request (1)

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• Select Leave Type, enter Start and End dates

Complete the Leave Form (1)

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• Complete the PI section when appropriate

Complete the Leave Form (2)

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• Complete the PI section when appropriate

Complete the Leave Form (2)

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• Complete the Leave Program Statement section

Complete the Leave Form (3)

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• Save as Draft before adding attachments

Complete the Leave Form (4)

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• Click the checkbox before the Submit button

Submit the Leave Request

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Academic Personnel Analyst

3. Manage a Leave Request

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• 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

3. Manage a Leave Request (1)

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• Click the Leave Requests tab

The APA Overview page (1)

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• Click the Leave Type to go to the Leave page

The APA Overview page (2)

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• Review/modify content– Leave Type– Dates– Text– Attachments

• Enter Leave Credits• Check the “I certify” check box• Click Save• Click Approver List (top left)

3. Manage a Leave Request (2)

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• Enter the Leave Credits, review, and certify

Review the Leave Request

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• Enter the Leave Credits, review, and certify

Review the Leave Request

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• 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

3. Manage a Leave Request (3)

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• Click Approver List

Add Approvers (1)

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• Click Add Approver button and select approvers

Add Approvers (2)

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• Click Delete and Save Changes to delete

Add Approvers (3)

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ORU Director

Chair

Assoc. Dean for Academic Affairs

Vice Provost for Academic Affairs

4. Approve a Leave Request

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• 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

4. Approve a Leave Request (1)

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• Leave Requests are found under the For Review tab

Access the Leave Request (1)

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• Click on the Leave Request link

Access the Leave Request (2)

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• Review those with appropriate status: click name

Access the Leave Request (3)

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• 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

4. Approve a Leave Request (2)

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• Review type, dates, content, and other certifications

Review the Leave Request

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• Add remarks and certify the Leave Request

Certify the Leave Request

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• Advance sends three notifications when a Leave Request is approved by VPAA:1. Approval notification to candidate, APA, and

approvers is sent when VPAA approves

2. Payroll Record update reminder is sent to the APA one month prior to the start of the leave

3. Final Report reminder is sent to the candidate on the last day of the leave

5. Notifications

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• Goes to candidate, APAs, and approvers

Approval Notification

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• Goes to APAs one month before Start date

Payroll Reminder Notification

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• Goes to candidate on the End date

Final Report Notification

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Faculty “Candidate”

6. Submit a Final Report

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• 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

6. Submit a Final Report

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• Select Final Report from the active Leave Request

Submit Final Report (1)

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• Verifies that the leave taken matches the request

Submit Final Report (2)

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• Completes and submits Final Report

Submit Final Report (3)

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Vice Provost for Academic Affairs

7. Approve a Final Report

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• 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”

7. Approve a Final Report

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• Select Final Report from the active Leave Request

Review/Approve Final Report (1)

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• Approve Final Report

Review/Approve Final Report (2)

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VPAA Academic Personnel Analyst

8. Close a Leave Request

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• After the Final Report has been approved, the status changes to “Completed”

• VPAA APA reviews Completed Leave Requests’ “Leave criteria verification” to determine whether changes are necessary– Verify the Leave Type– Verify the dates– Verify/modify the Leave Credits required for this leave

• Click Save• When all is correct, check the Complete

and close checkbox and click Save again

8. Close a Leave Request

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• Sort by Status to see “Completed” Leave Requests

Close a Leave Request (1)

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• Check for Leave criteria verification text

Close a Leave Request (2)

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• After verifying/correcting, Close the Leave Request

Close a Leave Request (3)

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1. How to modify Leave Credits

2. How a faculty member creates a Leave Request

3. How to add approvers to a Leave Request

4. How a reviewer/approver accesses a Leave Request

5. What notifications are sent by Advance

6. How a faculty member submits a Final Report

7. How the Final Report is approved

8. How to close a Leave Request

What we covered

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What does the Service Center APA do?1. Help Faculty understand the process and

submit a Leave Request

2. Initialize the Leave Credits

3. Invite ORU Directors and Chair to review/approve requests

What does the Specialty Center APA do?4. Review initialized credits

5. Invite Dean and VPAA to approve requests

6. Close the Leave Request

Things to consider