Finance & Administration

dFac

Overview

dFac, short for ‘Duke Faculty’, is derived from three sources: FMS (Provost Office), FPS (Medical Center) and SAP (Duke University institutional system). dFac is a means to manage information for faculty appointments, education history, tenure information, leaves of absence, Enterprise Directory titles and other data. dFac does not include any salary or cost distribution data. dFac does not replace the current processes and procedures. dFac is in addition to the current policies and procedures and integrates with some current forms such as the Hire iForm.

Quick links:

Policy

In order to maintain the accuracy of a faculty member’s appointment history, the data in dFac must be updated in a timely fashion. dFac is the universal source of all faculty appointment history and it is the tool to manage Duke faculty appointments, leaves and education history. dFac Forms are completed in order to update the data. All dFac forms are in addition to the current policies and procedures. The tool consists of the following forms for new faculty members and existing faculty members.

Forms

New Faculty Member Form

This form is managed by Arts & Sciences Departments for all regular rank and non-regular rank faculty.This form is completed once a formal offer has been accepted. It is mandatory that this form be completed as soon as possible because it requires several approvals and will integrate with the Hire iForm. A Transfer iForm may be required if an incumbent is already on the payroll.

The following dFac forms can be found within 'New Forms'  once you have selected an existing faculty members in dFac> 'Faculty Views':

Appointments Form

This form is used to create a single new appointment or to update an existing appointment. (Only one appointment change may be initiated per form.) Updating existing appointments or adding new appointments consist of:

A) Managed by Arts & Sciences Departments

  • Administrative (Details)
  • Secondary
  • Joint
  • Reappointments - Non-Regular Rank
  • Resignations - Non-Regular Rank (Prior to terminating faculty members in iForms, process a transaction in dFac to end the appointment)

Note: In Arts & Sciences the department owning the appointment should initiate the dFac form. For example, if a faculty member's primary appointment is in Department A and they have a secondary, a joint or an administrative appointment in Department B, Department B should initiate the dFac form. If the primary department, Department A, is not an Arts & Sciences department, you should contact the primary department to ensure that there will not be a duplication of effort as the policies of other schools may vary; however, as of April 2010, it is university policy that in the case of secondary and joint appointments, the secondary unit will be responsible for initiating the appointment in dFac.

An Exception: The one exception to this policy is if the secondary or joint appointment takes effect at the same time as the primary appointment, in which case the primary department should enter all data.
 

B) Managed in the Office of Finance and Administration

  • New Appointments - Regular Rank (e.g. creating a permanent appointment after hiring a faculty member into a Non-Reg Rank or Other Regular Rank appointment) and Administrative appointments as Dean or higher
  • Promotion/Change of Status
  • Reappointments - Regular Rank
  • Resignations - Regular Rank (Tenure/Tenure Track and Other Regular Rank)

Note: The choices available on an 'Appointments Form' are 'Updating Existing Appointment', 'New Appointment', Promotion/Change of Status' and 'Reappointments'.

Titles Form

This form is managed solely by Arts & Sciences Departments for all faculty members. This form establishes an order of preference for appointment titles and it can create an Enterprise Directory Title. This form can also be used to define the order the Enterprise Directory displays the title.

Leaves Form

The Leaves Form is managed by the Office of Faculty Affairs for all Regular Rank faculty. Managed in the Arts & Sciences Departments for all Non-Regular Rank faculty. This form serves as the faculty leave request form. No payroll action will be initiated by this form. All current processes between the departments and the Office of Faculty Affairs will remain the same.

Procedures

  1. New Faculty Member Form - Tenure/Tenure Track and Other Regular Rank

  2. New Faculty Member Form - Non-Regular Rank

  3. New Appointments - Secondary, Joint and Administrative: Review the dFac User's Guide: Managing Appointments for Existing Faculty, pages 25-28

Note: When initiating secondary and joint appointments use the tenure track job codes.  Secondary and joint appointments do not carry tenure.
 
Job Codes for Secondary and Joint Appointments

Job Code Title JF Rank PSA
1547 Assistant Professor 40 Tenure Track 0009
1546 Associate Professor 40 Tenure Track 0009
1545 Professor 40 Tenure Track 0009

Workflow

Are you not certain who should initiate a particular action or appointment in dFac?  Review Arts & Sciences' workflow for:

Personnel Subareas (PSAs)

The PSA is a part of the organizational assignment of a position. If a faculty member is not assigned a faculty PSA, they will not be visible in dFac. Not only can they not be viewed, their appointments cannot be managed in dFac. The PSA is assigned to the position into which an employee is hired. Only those employees with a faculty PSA are accessible in dFac.

In order to provide more flexibility in classifying faculty, five new PSAs were created in November 2009.  Two of these five may be used in Arts & Sciences.  The other three (PSA 0024, PSA 0040 and PSA 0041) are used in the hospital.

The two that were added in November 2009 which can be used in Arts & Sciences are:

PSA 0022 Emeritus Faculty

  • Alll emeriti faculty positions should use PSA 0022.  Use of thie PSA will restrict the available job codes to only emeriti job codes.

PSA 0023 Unpaid Non-Regular Rank Faculty

  • To be used only for non-regular rank faculty who are not paid, and who will never be paid, such as some adjunct faculty. In these cases only, an I-9 is not required since no work is performed and, in turn, no payments are issued. This PSA is set up to prevent any payment, so it should be used very rarely. SAP prevents faculty in PSA 0023 from being paid; so, to make a payment to anyone with PSA 0023, their position would have to be reclassified to a different PSA and an I-9 would have to be completed by the faculty member. Use of this PSA will restrict the available job codes to non-regular rank codes.

Note: Please contact our office before reclassifying any faculty to this PSA as it is primarily used in the hospital.

*The source of these definitions is from the November 2009 memo from Kimberley Harris, Director, Academic HR Services and Karen Silverberg, Associate Dean, Appointments, Promotions and Tenure.
 
Existing Faculty PSAs used in Arts and Sciences are:

  • PSA 0009 Tenured and Tenured-track
  • PSA 0010 Other Regular Rank
  • PSA 0011 Non-regular Rank

Complete List of Faculty PSAs

To see a complete list of faculty PSAs, click here.
 
Changes to PSAs

If the PSA needs to be changed, you must complete a two step process:

  1. Reclassify the position through the iForms Postition Reclass Form, 'Reclass Position'
  2. Reclassify the faculty member through an iForms 'Rate and Schedule Change' and by selecting the option 'Employee Reclass Change'. The position must be reclassified before reclassifying the person.

Note: When initiating an iForm to change a PSA, be certain to include comments to explain why the PSA is changing.

Confidentiality Agreement

Source: 3/2/2010 Memorandum from Kimberley Harris, Director, Academic HR Services, Annette Whitesell, Administrative Manager, Associate deans Appointments and Hr and Julia Trimmer, Manager, Faculty Data Systems and Analysis
 
Review and Sign/Accept the Confidentiality Agreement

All dFac users must review and accept the Confidentiality Agreement. If you do not sign/accept this agreement, your security rights to use the dFac system may be revoked. Please take a moment to ensure that you have accepted this agreement. Please follow the below steps:

  1. Click or paste the following link into your browser: http://finance.duke.edu/systems/reference/agreement/
  2. Enter your Net ID and password when prompted.
  3. If you have never signed/accepted the Confidentiality Agreement, at the bottom of the form, enter your information in the displayed fields for First Name, Last Name and Department.
  4. Click the radio button to select "I accept this agreement" and click the Submit button to complete the process.

If you have previously accepted the agreement, you will receive a message that will 1) indicate you signed/accepted the statement and 2) provide the date and time of the original electronic signature.