Faculty Academic Associations

Epic summary

The Faculty Academic Associations workspace records how a faculty member participates in academic delivery.

A faculty member belongs to an institute and can have effective-dated relationships with one or more departments and department units. This academic model is separate from:

the employee/service record maintained by HR or Establishment;
user accounts, role grants, and functional roles maintained through Users and Access Assignment;
actual teaching allocations maintained by Academic Planning and Delivery;
completed observations and sign-offs maintained by operational academic modules.

Before you start

The person must already have a verified faculty or employee record and an active institute placement from HR/Establishment. The institute and relevant departments must exist. Programme, curriculum, department-unit, and learning-site records are needed only when the association is being limited to those areas.

Actors and access

Access source	Access in this epic
Institute member with Faculty Records role	Confirms source employment placement and effective dates
Department Admin, normally with HOD appointment	Proposes and confirms department associations and standing academic assignments
Institute member with Academic Registrar role	Maintains cross-department and programme-level academic assignments
Institute member with Faculty Association Approver role	Approves exceptional or high-authority academic assignments
Faculty	Views their own published academic associations and raises corrections
Auditor role	Reviews source, approval, validity, and conflict history

Screen structure and data captured

The workspace contains Faculty Identity, Institute Placement, Designation History, Department Associations, Appointments, Academic Assignments, Site and Unit Associations, Validity, Conflicts, and History.

Field	Required	Meaning and validation
Person/employee	Yes	Selected from the authoritative people/HR source
Institute placement	Yes	Active employment/appointment context
Primary department	Conditional	Administrative home where applicable
Additional departments	No	Many-to-many associations with type and dates
Academic designation	Yes	Canonical designation selected from the controlled master, with optional tenant display label
Designation effective dates	Yes	Period for which the designation is valid, supported by its source
Association type	Yes	Primary, joint, visiting, honorary, cross-posted, coordinator, or another governed type
Appointment	No	HOD, Unit Head, Dean, Principal, guide, or another controlled appointment with target and dates
Academic assignment	No	Coordinator, teacher, assessor, supervisor, signatory, mentor, or another supported assignment
Component scope	Conditional	Programme, stage, subject, component, competency domain, or rotation
Department unit	No	Valid optional unit beneath an assigned department
Learning site	No	Valid institute or affiliated learning site at which the person may teach or supervise
Effective dates/status	Yes	Academic validity independent from account status

Use case 1: Associate faculty with departments

As a Department Admin with HOD appointment
I want to record a faculty member’s primary and additional department associations
So that shared teaching responsibility is represented accurately.

Acceptance criteria

The faculty member has an active institute placement for the association period.
Each association records department, type, dates, source, and approval state.
One person can have several concurrent department associations when policy allows.
Cross-institute association requires a valid placement/appointment in each institute or another supported external-faculty relationship.
The association does not create a user permission.

Use case 2: Record a designation or appointment

As an institute member with Faculty Records role
I want to record the faculty member’s academic designation and institute appointment separately
So that rank, position, and access are not confused.

Acceptance criteria

Designation is selected from the controlled master and records source and effective dates.
A tenant may display a local title while retaining the canonical designation code.
An appointment records its type, institute or department or unit target, dates, source, and approval.
HOD and Unit Head are stored as appointments rather than faculty designations.
Neither the designation nor appointment creates a system role grant.

Use case 3: Record a standing academic assignment

As an institute member with Academic Registrar role
I want to record a standing academic assignment for a qualified faculty member
So that planning and readiness know who can coordinate, assess, supervise, or sign off work.

Acceptance criteria

The assignment type states its qualification, department, designation, training, and conflict requirements.
The assignment scope is explicit and effective-dated.
The faculty’s department and site associations cover the assignment where required.
The system identifies overlapping or incompatible academic assignments.
A standing academic assignment makes the person eligible for later allocation; it does not grant application access or record a dated allocation or completed action.
If the person needs permission to perform an action, the matching functional role is granted separately through Users and Access Assignment.

Use case 4: Assign faculty to a department unit

As a Department Admin with HOD appointment
I want to assign a faculty member to one or more valid department units
So that clinical-posting and supervision planning uses the correct team.

Acceptance criteria

The unit belongs to a department with which the faculty member has a valid association.
Assignment role, primary/additional status, effective dates, source, and approval are recorded.
Unit Head, postgraduate guide, posting supervisor, and curriculum role are recorded separately.
The unit assignment makes the person eligible for later planning but does not create a timetable allocation or permission grant.
Historical unit assignments remain visible after the person rotates or transfers.

Use case 5: End or amend an association

As an institute member with Faculty Records role
I want to end an academic association when the source appointment changes
So that future work is not assigned incorrectly while historical work remains attributed.

Acceptance criteria

The end date cannot precede completed actions without an explicit retrospective correction workflow.
Impact analysis lists future schedules, coordinator roles, pending assessments, supervision, and readiness checks.
Operational owners receive tasks to reassign future responsibilities.
Past teaching, assessment, and sign-off records retain the original faculty attribution.

Use case 6: Faculty reviews their associations

As a Faculty user
I want to view my academic associations and assignments
So that I can identify an incorrect or expired assignment.

Acceptance criteria

The faculty member sees only their own current and historical records.
They can raise a correction request with evidence but cannot self-approve or directly change the record.
The responsible office and request status are visible.

Business rules

Person identity and employment are mastered outside this epic.
Faculty belongs to an institute; department relationships are effective-dated and many-to-many.
Designation, appointment, standing academic assignment, and system access are separate records.
Unit assignments are effective-dated relationships beneath a valid department association; the person is not a hierarchy node.
Academic eligibility, system access, and dated work allocation are three separate concepts.
A faculty member’s departure prevents future selection but never removes attribution from completed evidence.
High-risk roles such as final assessor or competency signatory can require qualification and conflict checks.

Technical design

Conceptual schema

Record	Important fields
`people.designation_master`	canonical code/name, faculty category, source, validity, status
`people.faculty_designation_assignment`	faculty, designation, tenant display title, source, validity, approval
`academic.faculty_institute_placement`	person/employee reference, institute, source appointment reference, validity, status
`academic.faculty_department_association`	placement, department, association type, primary flag, validity, approval
`academic.faculty_unit_association`	placement/person, department unit, association role, primary flag, source, validity, approval
`org.person_appointment`	person, appointment type, target entity, validity, source, approval, status
`academic.faculty_academic_assignment`	placement, assignment type, programme/curriculum-item scope, validity, status
`academic.faculty_site_association`	placement, institute or external learning site, permitted activity, validity
`academic.academic_assignment_type`	assignment code, allowed scope, qualification rules, conflict policy, active
`workflow.faculty_association_correction`	faculty, challenged record, evidence, responsible office, decision

Process-layer responsibilities

Resolve the authoritative person and employment placement without duplicating HR attributes.
Validate designation and appointment source, target, and effective dates independently.
Validate institute and department/date compatibility.
Validate unit assignment against the unit, parent department, source placement, and effective dates.
Evaluate academic-assignment eligibility using supported qualification, designation, training, and conflict rules.
Detect overlapping/incompatible associations.
Run downstream impact analysis when an association ends or changes.
Provide eligible-faculty queries to planners without granting access.

Success outcome

MedCES knows where faculty may academically participate and which standing assignments they hold, while employment, permissions, dated allocations, and completed work remain correctly separated.