Faculty Contract Templates

You can use the Faculty Contract Templates page to configure faculty contract templates.

Contracts are similar to teaching agreements in that you can add, manage, and organize the type of faculty contract/teaching agreement templates used for faculty members. These contracts/teaching agreements can be routed for approval to designated approvers and then sent to faculty for acknowledgement. These contracts/teaching agreements can be associated and generated to faculty on a large scale using Processes.

Refer to the following topics for additional information:

• Background for Mail Merge Codes
• Background for Adobe Sign eSignature
• Background for DocuSign eSignature
• Background for SignNow eSignature

Prerequisites

To view the page, you must have Faculty Workload - Configuration - Faculty Contract Templates - View authorization.

To edit the page, you must have Faculty Workload - Configuration - Faculty Contract Templates - Manage authorization.

Your institution must have configured contract types in Configuration >  Faculty Workload > Contract Types.

To download and upload a template, you must only Save the faculty contract template in the dialog box.

To approve a contract template, you must have uploaded a template.

You must have added signature information in the contract template for eSignature using SignNow.

To enable the Send for Approval button, the Status The status of contract templates. The statuses are: In Draft - template can be edited, Pending approval - template has been sent for review and waiting for approval, Draft in Review - template has been rejected and sent back by one of the approvers with review modifications, Approved - template has been approved by the approver. of the template must be in In Draft or Draft in Review.

You must have populated the email address on the Staff page (Select the Settings tile > expand System > select Staff.) for all template approvers with their Microsoft Entra (formerly called Azure Active Directory) address, since it is integrated with Microsoft Power Automate.

Your institution must have:

• Defined the contract template approval flow in Microsoft Power Automate. For more information, see Integration with Microsoft Power Automate..

• Configured URL for contract template approval process Specify the HTTP POST URL for the contract template invite approval process used in the Microsoft Power Automate workflow. setting in Settings > Faculty Workload > General.

You must have added signature information in the contract template. For more information, see Background for SignNow eSignature.

Access Method

Select the Configuration tile > locate Faculty Workload > select Faculty Contract Templates.

Procedure to Add or Edit Items

1. Review the values of the records in the grid.

2. If you want to:

   • Add a new list item, select the New button on the toolbar

   • Add a new list item by copying and modifying an existing list item, select the row in the list and the Duplicate button on the toolbar

   • Edit an existing list item, select the name in the list

3. Review, specify, or change the following values.

   Active Specifies whether the associated record is active. Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Contract Type Indicates the contract type. Created By The last and first name of the staff member or process that added or created the item. Date Added The date when the item or person was added or the status change was entered. Date Approved The date when the template approver staff or group approved the contract template.

   Date Modified The date when the item was changed. On some pages, it also includes the timestamp for the time. Description Text that describes the item. Effective Date The first day and last date the item is effective or can be used.: From and To Modified By The name of the person who changed the item. Name The descriptive name of the item. Status The status of contract templates. The statuses are: In Draft - template can be edited, Pending approval - template has been sent for review and waiting for approval, Draft in Review - template has been rejected and sent back by one of the approvers with review modifications, Approved - template has been approved by the approver.

4. Select the Save button. Anthology Student saves the Faculty Contract Template.

5. If you have saved the template and want to: 

   Download a template:

   1. Select the Download Template button. Anthology Student downloads the template.

   2. Review, specify, or change values in the template.

      For information about merge codes, see Merge Field Codes for Faculty Contract Templates in Background for Mail Merge Codes.

   Anthology Student uploads the template.

   Upload a template:

   1. Select the Upload Template button. Anthology Student displays upload template dialog box.

   2. Select the Select Template button.

   3. Select the one or more appropriate template files.

   4. Select the Upload button.

6. If you want to save and: 

   • Continue making changes, select the Save button

   • Update the Status The status of contract templates. The statuses are: In Draft - template can be edited, Pending approval - template has been sent for review and waiting for approval, Draft in Review - template has been rejected and sent back by one of the approvers with review modifications, Approved - template has been approved by the approver. to Approved, select the Save & Approve button

   • Continue to add another item to the list, select the Save & New button

   • Close, select the Save & Close button

Procedure to Send for Approval

You can use the Send for Approval button to send the designed contract template for approval and notify the approvers if you have set up the approval flow in Microsoft Power Automate. For example, if you have designed a faculty contract template and require approval for the template, you can use the Send for Approval button. Alternatively, you can use the Save & Approve button if you have not set up the approval flow.

1. Select one or more records in the grid.

2. Select the Send for Approval button on the toolbar. Anthology Student displays a message to inform you that the faculty contract template has been sent for approval.

For example, in Microsoft Power Automate you have defined the workflow to distribute the contracts for the approval process through email to the approvers it happens automatically. In case of any customization required for your institution in workflow, please contact Anthology Professional Services.

If you are the approver and did not receive the email notification, you must verify the number of requests based on the license of Microsoft Power Automate. Please contact your Microsoft Azure representative if you have questions related to licensing.

Implication of Status for Faculty Contract Templates

If...	The Status is updated as...
The template is sent for approval to the approvers defined	Pending Approval
The approvers accept the template document	Approved
Any one of the approvers rejects it	Draft in Review

Implications of Approved Template

If you approve a template, no changes to the uploaded template can be made. Also, Anthology Student displays a Download Template button to download the approved template.

If you want to delete a contract template, the Status The status of contract templates. The statuses are: In Draft - template can be edited, Pending approval - template has been sent for review and waiting for approval, Draft in Review - template has been rejected and sent back by one of the approvers with review modifications, Approved - template has been approved by the approver. of the contract template must be status "In Draft" or "Draft in Review".