College of Letters & Science Administrative Gateway College of Letters & Science Administrative Gateway Glossary

Persons holding a title in the Employees-in-Training title group are normally acquiring additional training or experience in their field of specialization. Two examples of Employees-in-Training titles are Postdoctoral Fellow and Postgraduate Trainee.
Source: Office of Human Resources, Unclassified Title Guideline: Summary of Unclassified Appointment Types

The UW-Madison faculty consists of all persons with instructional, research and service responsibilities who hold the rank of professor, associate professor, assistant professor, or instructor with at least a one-half time appointment with UW-Madison, or a full-time appointment held jointly between UW-Madison and UW-Extension.

There are two basic ways that we count the number of employees. When we use headcount, each individual person counts as one employee whether their appointment is full time or part time. When we use "FTE," we are using the "Full Time Equivalent."

The Full Time Equivalent is the total of all positions using the percentage of the appointment rather than the number of individual employees. This is what the headcount looks like for the same employees using each measure:

Employee A - .5 appointment
Employee B - 1.0 appointment
Employee C - .6 appointment
Employee D - .4 appointment

Using Headcount, there are 4 employees
Using FTE, there are 2.5 employees (.5 + 1 + .6 + .4 = 2.5)

A Department ID is the sequence of numbers that identifies a specific campus department, program, or entity. Historically, the Department ID was known as a "UDDS," which stands for "Unit, Division, Department, Subdepartment." This term is still in use in some resources, so we are including it in this glossary listing.

In more practical terms, a Department ID/UDDS is the unique combination of letters and numbers that identify the division, department, and possibly subdepartment, associated with a particular personnel, research, financial, or other activity or transaction.

EXAMPLE:  The full Department ID for a particular Letters & Science Department would be written as : 48XXXX.

"48" stands for "College of Letters & Science"

"XXXX" are the four numbers that identify the specific department, program, project, or other administrative entity.

A list of Letters & Science Department ID/UDDS numbers can be found at:

UW Madison Coding Information Dept ID

Click on the link and you will be directed to the Accounting Services web site.  Click on the Coding link on the left side of the screen.  Click on the Organization/Dept ID.  When the excel list opens click on A48 to find a list of all Letters & Science Departments and descriptions. 

UDDS Look Up Tool

The official lists of majors, certificates, and degrees offered in Letters & Science are available on-line:

• The Guide provides a comprehensive list of undergraduate majors, special degree programs, certificates, and concentrations organized by the respective school or college that offers the academic program.
• The Guide also provides a comprehensive list of graduate degrees, minors, and certificates. The information is organized alphabetically for all university programs.

Leave of absence

Income with no work requirement; related to a non-service appointment (e.g. Fellow, Scholar, Trainee). Payment of the funds is not dependent on work or service to the university performed by the recipient.

Employment payment, compensation for work performed in service to the university. Income is contingent upon an activity or employee position (e.g. Project Assistant, Research Associate, Teaching Assistant, etc.).