Faculty/academic staff change of status

When a Change of Status Form is Used

The change of status form is used when changing employment characteristics during an existing appointment period. This includes:

  • Changing employment percent
  • Changing employee group (i.e., union/non-union)
  • Changing UNTF teaching effort %
  • Changing appointment basis (i.e., AN/AY)
  • Changing primary position type (among no-pay, on-call, fixed-term)
  • Adding or removing an administrative increment in conjunction with a title change
  • Adding, removing or changing titles or ranks to an existing appointment
  • Adding, removing or changing department relationships to an existing appointment
  • Adding, removing or changing an acting or interim administrative assignment
  • Adding or removing a no pay assignment
  • Changing within an employee type* 

*Note: The change of status form is used when changing within an employee type. There are two employee types for faculty and academic staff: 1) tenure/continuing employees, and 2) no pay, on-call, fixed term, rolling/fixed term, and contract employees. The change of status form may be used when changing within an employee type. For example, the change of status form is used when an employee is changing from on-call to fixed term. However, the form is not used when changing between the two employee types. For example, it is not used when an employee is changing from fixed term to tenure system. In this case, a change of position form is used.

The change of status form is not used for:

  • Extending appointment end dates. Use the reappointment process.
  • Changing termination, leave or retirement dates. Use the Termination, Leave of Absence or Retirement forms respectively.
  • Changing pay or cost distribution only. Use the Change an Employee’s Pay Rate and Cost Distribution. 

Determining which Form to Use

If you are placing an employee in a centrally-approved position (posted positions, MSU extension positions, and positions approved under waivers 13-18) and you do not have a valid position number, you will need to request a position using the Academic Position Request form. An example of when a centrally-approved position would be needed in a change of status scenario would be if a faculty member has accepted a Chairperson position. The Chairperson position would have its own position number. 

When hiring employees into a centrally-approved position, the system verifies the position number to ensure it is valid for the selected hiring process. If you are reusing a former position number it may be necessary to modify the position before using it to hire a new employee. Once the position is approved by central HR and you have a position number, return to the Hire/Reappointment/Change of Status form to complete the process. 

Determining the Process and Creating or Reviewing the Position

Initiate the process, from Actions:

  1. Select HR Forms: Pay & Cost Redistrbutions.
  2. From Select Employee Process, choose Change an Existing Appointment/Assignment.
  3. From This employee will be, choose Faculty or Academic Staff.
  4. Select Start Employee Process.

While creating or reviewing a position, you cannot save the position and resume the process later.


Search for Employee and Enter Effective Date

First the system determines the employment status of the person you wish to hire. When you click Search Employee, the system displays any information currently in the system about the person.

To search for an employee

  1. In the SSN/PID box, enter one of the following:
      1. The person’s personnel number (PERNR)
      2. The person’s Social Security Number, without dashes.
      3. The person’s ZPID or APID, if known.
  2. Enter the Start Date of the change in MM/DD/YYYY format.
  3. Click the Search Employee button. The system searches for information about that person. 

 df


Evaluate Position

  • The next phase in the process is to evaluate the position information. The system uses information regarding the employee and start date from the previous step along with the following information to determine what type of an action/form to direct the initiator to. 

evaluate

Appointment Type

  • The first step is to select an Appointment Type. The appointment type selected should be the appointment type relevant to the effective date of the action. Some appointment types in the drop down are not widely used (e.g., Contract). Select from appointment types you are already familiar with unless advised otherwise. 
  • If the appointment type is changing, or the employee is terminating their current position, the next step is to select the hiring process to be followed (see Hiring Process section below). 
  • If the appointment type is not changing, the system will ask you if the employee is terminating from their current job. Answer yes if the employee will no longer be working in their current position. For example, if the employee is vacating their current fixed term position and is taking on a new fixed term position in a different department. Answer no, if the employee will still perform duties in their current position. 
  • If the employee is terminating from their current job, the next step is to select the hiring process to be followed. (see Hiring Process Section below). If the employee is not terminating from their current job, you will be asked if the employee is adding/removing an administrative title. If yes, you may provide a new position number relevant to the new administrative assignment. If no, you will be asked to provide the primary organizational unit. This is the organizational unit in which the primary job is held. To proceed to the next step, click the Evaluate button. 

Hiring Process

  • The hiring process is only asked in specific instances. These instances include when an employee is changing within an employee type, and if the employee terminates their current faculty/academic staff position. Skip this section if the hiring processes drop down does not appear. 
  • The hiring process options include the academic hiring process and all of the academic hiring waivers listed in section 3.1, Use of Waivers in the Academic Hiring Manual. In addition, the MSU Extension hiring process and the Postdoctoral Fellow process are listed as options.
  • Definitions of each option and additional information, if applicable, on when to use each hiring process option, follow the step-by-step instructions. The Hiring Process options available to you depend on the Appointment Type you selected. Some hiring processes are not applicable with certain appointment types and have been excluded from the options. 

To evaluate the information

  1. Select the Appointment Type.
  2. The Hiring Process menu appears. Select the hiring process. See below for information on hiring processes.
  3. Enter or search for and select the Organizational Unit.
  4. Click the Evaluate button. 

evaluate info

Academic Hiring Procedure

  • JobPostedAcadApptProcess is used when filling a position approved through the academic hiring process and posted to the Applicant Tracking System. These positions are requested and approved by Academic HR using the Academic Position Create Request form. The resulting position number is then used as part of this process.   

Waivers

Waivers of the posting and search requirements of the Academic Hiring Procedure may be used for reasons listed below. Waivers due to reasons 1 through 12 are approved by the Dean.

Waivers due to reasons 13 through 18 are approved by the Associate Provost/VP for Academic Human Resources and by the Director/Senior Advisor for Office of Inclusion and Intercultural Initiatives.

  • Waiver 1: <2 semesters/50-% – Appointment for less than two semesters (9 months), or appointment for a full year at 50% time or less.
  • Waiver 2: Visiting – Visiting faculty/academic staff. Used only for employees who are visiting on a short-term basis and who intend to return to their home institution or agency from which they are visiting.
  • Waiver 3: Reappt of End-date – Reappointment of fixed term faculty/academic staff. This waiver may be used when reappointing an employee consecutively in the same position. A one semester break is allowed.
  • Waiver 4: Adjnct/Clin/On-Call – Adjunct/Clinical/On-Call faculty/academic staff. Use this waver for all no pay and on-call employees.
  • Waiver 5:Post-Retire Rehire – Retired faculty/academic staff rehired on a fixed term basis. Use this waiver any time a retiree is being rehired or reappointed into a fixed term position. This waiver is only specific to fixed term, paid positions. Do not use this waiver if rehiring a retiree into a no pay or on-call position; waiver 4 would be applicable in this scenario.
  • Waiver 6: RA-Jeopardy of Grnt – Research Associate appointment due to emergency or jeopardy of the grant. This waiver is limited to employees to be hired with a rank of either Research Associate or Senior Research Associate.
  • Waiver 7: RA-Limited Specialty – Research Associate appointment in position with highly limited availability due to specialty. This waiver is limited to employees to be hired with a rank of either Research Associate or Senior Research Associate.
  • Waiver 8: RA-Unique Circumst – Research Associate appointment in position with unique circumstances that limit open candidates. This waiver is limited to employees to be hired with a rank of either Research Associate or Senior Research Associate.
  • Waiver 10: Res/Intern Nat Pool – Resident/intern selected from national pool. This waiver is limited to employees to be hired with a rank of Intern, Resident, Instructor/Intern or Instructor/Resident.
  • Waiver 11: Admin>50% duties – Assignment of an internal candidate to an administrative position in which the administrative duties are 50% or less of the total duties. This waiver is limited to administrative appointments only.
  • Waiver 13: Shift fm Appt Catg – Shift from other appointment category. This waiver may be used when an individual in one appointment category shifts to another (e.g., support staff to executive management).
  • Waiver 16: Spousal Hire – Appointment necessary to recruit/retain spouse/partner.
  • Waiver 17: Unique Qual – Special opportunity (unique qualifications).
  • Waiver 18: Other – Other cases where waivers of posting/search are appropriate. Contact the Associate Provost/VP for Academic Human Resources for further assistance if planning to use a waiver not covered by reasons 1 through 17.   

Other Hiring Process Options

  • MSU Extension Appt Proc – Use when filling a position approved through the MSU Extension hiring process and posted to the Applicant Tracking System. These positions are requested and approved using the Academic Position Create Request form. The resulting position number is then used as part of this process.
  • PostDocFellow-NoAppt Proc – Use for postdoctoral fellows who bring their own funding with them and are not paid by the university. 

Create or Review Position

  • After clicking Evaluate, the system responds with additional questions based on the information provided. 
  • For centrally-approved positions, you are asked to provide a position number. The position entered must be valid for the selected hiring process. This means it must have received approval for the selected hiring process. If it is not valid and/or approved, you receive an error message. If you do not have a valid position number, click the link provided to start the Academic Position Request process. Once you provide a valid position number, click the Review Position button to continue. 
  • For dean-approved positions the system asks about the title to be used. The answers to these questions determine the titles you can select later in the process. Click the Academic Titles link for a list of academic titles to determine if the title you intend to use is an Executive Management, Management or another administrative title. There are three categories of administrative titles: 1) executive management, 2) management, and 3) other administrative titles. Many “Director” titles do not fall into the category of Executive Management or Management titles. If this is the case and the employee will not hold a rank, answer No to both questions. These questions are asked because the job with the highest EEO code is stored as the primary assignment, and this process is establishing the primary assignment. 
  • If you answer No to the above question, it then asks you if it has a paid rank. Click the Academic Positions link to get a list of ranks/positions. 
  • Based on the information provided either the Create Position button or the Review Position button appears.  

create or review position

Note: If you are reviewing a position, go to the Position Attributes Overview section of this document.

Specify Position Attributes

Position attributes include the job title and enterprise structure combination, as well as work contract. Assignment type may also apply depending on the job and/or hiring process/waiver. 

The Enterprise Structure describes the position. It is a combination of the following fields:

  • EE (employee) group: Union, Non-Union, Non-Employee/No Pay.
  • EE (employee) subgrp: A further breakdown of the Employee Group. Examples include Executive management AN, No Pay, Academic Year Faculty.
  • P.subarea text (Personnel Sub-Area): A further breakdown of the Personnel Area. In this process, the only relevant Personnel Sub-area is Fac./Acad Staff.
  • Personnel Area Text: MSU-US. 

You must select an enterprise structure, even if there is only one available option.

To specify position attributes

  1. Enter or look up the Job Title.
  2. Select the appropriate Enterprise Structure by clicking the box to the left of the row.
  3. Select the Work Contract. If the work contract is not applicable or there is only one choice, the field defaults and is grayed out.
  4. If the Assignment Type list is populated, select the assignment type. If none of the options are applicable, leave the field blank.
  5. Click the Next Step Building Address button.  

specify attributes

Enter an Administrative Address

The Administrative Address is the most direct MSU mailing address for the employee; the address where mail is sent for the employee. When completing the form you will have the opportunity to enter an actual (physical) work location on the form, if it differs from the administrative address. If the work location does not differ from the administrative address, the work location is not required. 

To enter an Administrative Address

  1. Specify the Location ID, either by entering the number or looking up and selecting the building by name.
  2. If necessary, press Enter to populate address information and see a range of valid room numbers.
  3. Enter the room number. Alpha characters are allowed.
  4. Enter the Telephone Number and extension, if applicable. The telephone number must be in the format 5173551234, with no dashes in between numbers.
  5. Click the Position Overview button. 

When entering the Location ID, it is not necessary to enter the preceding zeroes.  

administrative address

Position Attributes Overview

  • Review the position information for accuracy, clicking the tabs to view each subject. You may change editable fields as needed. If the position was posted as open rank, you are able to change the job title to the actual rank that the employee will be hired as. 
  • Once you have determined the position is correct, click the button to proceed to the next stage. The button name is dynamic based on the information you have provided and displays one of the appropriate processes: Hire, Reappointment, Rehire, Change of Status or Change Position. In this reference guide, the Change of Status button should be displayed.  
  • The new form opens in a separate window. Once this window is open, the position window may be closed at any time.

create position

 
Saving the Form

Save a draft at any time by clicking the Save Draft button. The draft is not saved until you manually close the web browser window immediately after clicking the “Save Draft” button. Note that as soon as the hire form opens, the position number being used is put on hold to ensure it is not used by another process. If you close the hire form without saving or submitting, the position number is still held for 24 hours. We recommend you save a draft of the form rather than simply closing the window. By saving the draft you may then open the draft and delete it, thus releasing the position for reuse immediately.

 
Filling Out the Form

Once the change of status form opens, the personnel number (PERNR), will appear at the top of the form. 

You move through the steps in the process using buttons at the top of the screen.

  • Red asterisks indicate required fields.
  • Click the Next button to validate the information on the screen and advance to the next step. If you receive a red system message, the error on the page must be corrected before moving onto the next step. Because options presented are based on information previously entered, you are less likely to encounter errors.
  • Click the Previous button to go back to the previous screen.
  • If you receive a yellow or green system message, click Continue to acknowledge the message and advance to the next step. 

You can also go directly to the final summary step and enter all the information on one screen. However, this bypasses the validations that occur when clicking the Next button. All validation occurs after you click the Check button and you receive all error messages in one long list. 

Here are some additional tips for completing the form:

  • Press Enter after typing information into a field to have the system validate the information entered.
  • Use the Tab key on the keyboard to move from field to field. When you tab into a date field and type, the system automatically formats the field for you. For example, if you type in 07012013, the system will format it to appear as 07/01/2013.
  • Where you see a search search button, you can press the F4 key to open the search window, rather than clicking on the button. 

Data Changes Table

To easily identify changes, a Data Changes table appears at the bottom of some screens. It is closed initially. To expand it and view the table, click the square to the right of the band.data changes

 

Once open, the Data Changes table shows any changes that will be made to the employee’s record as a result of submitting the form. A single change on the form may change multiple values. For example, changing a person’s job title may change related values such as Employee Subgroup or Personnel Sub Area. 

data changes

The table changes as you fill out the form. You can also refresh the table manually at any time by clicking the Refresh  button.

Personal Details

Personal details include name, citizenship and other personal data. This information is pre- populated. Some fields may be editable. For example, if an employee is changing from no pay status to a paid status and I9 may not be on file. In this case, all related I9 fields will be editable.

fill out form

  • Citizenship: Depending on the option selected, you may be asked for additional information such as Country of Citizenship, Visa Type, and I-9 Expiration Date. If the person is being hired on an annual basis and the I-9 expires before the assignment end date, you will need to adjust the end date to match the I-9 expiration date. 

Organizational Assignment

  • Information from the position and about the current appointment is pre-populated here. This is also where you enter any changes to the primary assignment details, employment percent, and/or additional assignments. 
  • Note that many fields on this page are interdependent. It is best practice to press Enter after updating fields to ensure related fields are properly updated. To double-check, you can also click the Next button to update all fields, then click the Previous button to return to this page and review the results. 

Organizational Data

Much of the position information in this section cannot be edited, other than the Primary Assignment End Date (in limited circumstances), Supervisor, and Enterprise Structure. If any other information listed here is incorrect, you must start again from the beginning.

review

  • Primary Assignment End Date: This field is not editable unless you are changing the employee’s appointment basis (AN/AY), or changing within an employee type (e.g., no pay to pay).  If the employee is being hired on an academic year (AY) basis, the end date must be August 15th.
  • Supervisor: Required for on-call faculty; optional for all others.
  • If Waiver 2: Visiting is used, Home Institution/Agency is required.
  • If Waiver 16: Spousal Hire is used, the spouse/partner’s name is required.

Primary Assignment Details

The Work contract selected earlier is shown here. You may be able to select another option from the list, if necessary. If you select a different Work contract, the Primary Assignment End Date field or the Tenure/Continuing Details section may be impacted. If the employee has a joint appointment, it will be displayed here. You may add or remove departments as needed.

Up to four additional departments can be entered. You can search for the department if you do not have the number. 

primary assignment details

Planned Working Time

If necessary, revise or enter the Employment percent in the box provided, up to two decimal places. This information must meet any applicable waiver conditions, such as 50% or less for an appointment length between 9-12 months for a fixed term or contract employee hired under waiver 1. If relevant, revise or enter the UNTF Teaching Percent in the box provided. The UNTF percent is the amount of the appointment that qualifies as UNTF. For example, if all of a 50% appointment is UNTF, the UNTF percent is 100. For on-call and no pay faculty and academic staff, fields in this section default to valid entries and cannot be edited.

planned working time

Additional Assignment Details

If the employee has additional assignments (ranks/titles), they will display in this section. You may add or remove additional titles/ranks and/or departments as needed. Up to four additional departments can be entered. You can search for the title/rank and department if you do not have the number.

additional assignment details

To enter an additional assignment

  1. Enter or search for and select a Title/Rank.
  2. Press Enter to evaluate the information and update any related fields.
  3. If necessary, select an Assignment Type. The system validates the selected Assignment Type against other data provided on the form. For example, the Affiliate assignment type can be used only for the College of Law.
  4. Enter or search for and select a Department 1. Repeat for other departments as necessary. 

You can also perform these actions:

  • To add more assignments, click the Add Assignment  button, then repeat the above steps.
  • To delete an assignment, click the Remove Assignment button in that assignment section.  

Education

The employee’s current education information on file with HR will be pre-populated here. Educational information that is pre-populated is not editable. If an employee has obtained a new degree, click the Add Degree button to enter a new degree. Each employee must have one degree denoted as the Most Relevant Highest Degree (unless the employee does not have a degree). If you are adding a new degree and it is the highest most relevant degree, you will need to modify the existing education to remove the “Most Relevant Highest Degree” indicator. An attachment for HireRight degree verification results may be required if a new Most Relevant Highest Degree is added to an existing employee’s record.

education

To enter educational information

  1. For Degree, search for and select a degree. If none of the options are appropriate, select Other and enter degree information in the Other Degree box that appears.
  2. For Institution/School, search for and select an option. If none of the options are appropriate, select Other and enter degree information in the Institute/Location box that appears.
  3. Enter the Date Degree Received in the box provided. If you do not know the exact date, enter the first of the month in which the degree was received.
  4. If desired, select a Branch of Study 1. This is for your records only; central HR does not require this information. Repeat for Branch of Study 2 if desired.
  5. To enter another degree, click the Add Degree  button and repeat the above steps.
  6. For the Most Relevant Highest Degree, check the checkbox for the applicable degree. Only one degree can have the Most Relevant Highest Degree checkbox checked. This is the degree that is the highest degree and most relevant to the employee’s position. For example, if an individual has a PhD and an MD, both are doctorate degrees and you will need to choose which is most relevant to the employee’s position.
  7. If relevant, enter information regarding Current License and Specialty, which are required for some health/clinical positions. Provide the actual license number for health/clinical positions. 

To remove a degree that you have added, click the Remove Degree button in that section. You will not be able to remove a degree that exists on the employee’s record in the HR system and pre-populates onto the form.   

Contact Information

Contact Information is required for all employees (except no pays).

contact info

  • Administrative Address: The administrative address you provided, or reviewed earlier is pre-populated here. You are able to modify this information if necessary.
  • Actual Work Location Building: If a work location is on file, it will be pre-populated here. You are able to revised or enter this information if necessary. 

The Actual Work Location phone number must be entered in the format +1AAANNNNNNNxEEEEE (+15173533121x534), as follows. This format is required in order for data to be displayed correctly via the portal, on MSU PeopleSearch or through the data warehouse. This format is only required for the Actual Work Location phone number. 

work location number

Pay and Cost Distribution

Pay and cost information is required only for paid positions. Pay and cost information will automatically pre-populate onto the form in almost all cases. Exceptions include if an employee is changing from on-call to a fixed term position, or no pay to a paid position. 

For no pay positions this step is automatically skipped. For pay and cost distribution, you review or enter the different funding lines or sources you wish to use, and the dates for each funding source. It is not necessary to fund fixed term faculty and academic staff through 12/31/9999. On- calls must still be funded through that date; just list any accounts they can be paid on. The system then helps you compute the amounts to fund from each source based on either amount or percent. The system also checks against FTE salary minimums and requests an attachment justifying paying someone below the FTE salary minimum for a particular job. In addition, the system checks to see if a raise was provided, or if the appointment basis changed from AN to AY/AY to AN. Attachments may be requested to provide rationale for the pay increase or for using a AN/AY salary conversion outside of the normal formula. 

For definitions of terms and fields, click the link at the top of the screen. The web address is: https://hr.msu.edu/ebshelp/1placeforshared/faspaycost.htm.  

picture of link

To calculate salary

  1. Revise or enter the Base Salary in the box provided.
  2. If applicable, revise or enter an administrative increment in the Admin Increment field.
  3. Click Enter. The system calculates the actual pay. 

To enter funding lines

  1. Enter a Start Date and End Date in the boxes provided.
  2. Search for and select a Fund. If you have created a Personal Value List, you may have to press F4 to override your personal values. If you type the account number, press Enter after typing it to default the other required accounting information.
  3. If necessary, search for and select other funding elements. If a WBS Element (sub- account) does not appear in a row after the account number is entered this means that there is more than one option for that account. If no sub-account is entered, WBS Element defaults to “No_Sub-Account.”
  4. Select a Wage Type from the list provided. If an administrative increment is provided, the system requires a separate funding line with the Admin Increment wage type.
  5. Repeat the above steps for each additional funding line. To add more rows, click the Add Row  button and repeat the above steps.

To remove a row, click the Remove Row  button.

If a Do Not Change Funding box appears, you have the option to select it if the pay and cost information has not changed. Select the check box to default the existing cost distribution information onto the form. If you select the Do Not Change Funding box, no further action is needed and you may proceed to the next step. 

To enter cost distribution

  1. Click the Compute Cost Distribution button. The system creates the correct funding lines for each funding period. If a single fund is selected per period, it fills in the information for you.
  2. Do any combination of the following to edit each line until you reach full funding for each period:
      1. To enter an Amount, click Edit Amount if necessary and enter an amount.
      2. To enter a Pct. (percent), click Edit Percent if necessary and enter a percent.
      3. To calculate an amount based on a percent, click the Calculate Amount button.
      4. To calculate a percent based on an amount, click the Calculate Percent button. 

When viewing cost distributions you can choose from Simple View (the default) or Advanced View by selecting an option from the View list. In both views, green or red indicators appear in the second column indicating whether or not the person is fully funded for that period. 

Simple View shows individual lines. The green squares indicate the person is fully funded.  

simple view

Advanced View also includes a subtotal for each funding period. Ignore any total lines, which simply add up the funding period subtotals. The red circles in the second funding period indicate the person is not fully funded for that period. 

advanced view

The buttons visible above the table change depending on what you are currently doing. If you are editing amounts, you see buttons that allow you calculate or edit percents. If you are editing percents, the reverse is true. You can switch back and forth as many times as you wish.

The image below shows editing percents. Note that the Pct. column is editable. 

editing percents

This image shows editing amounts. Note that the Amount column is editable.

enter pay and cost

If you need to add accounts once you’ve started computing the cost distribution or you need to change the base salary or administrative increment amounts, click the Change/Edit Cost Distribution button. This cancels your entries and returns you to the opening list so that you can add additional funding lines or change the base salary or administrative increment amounts. To start again from the beginning, click the Reset Cost Distribution to remove all data.
 

Memorandum

The Memorandum screen appears for fixed-term and health programs appointments, and contains information used to populate the FT or HP memorandum as required. Information does not pre-populate onto this form as it is not stored in the HR/Payroll System; it must be entered. To ensure the memorandum matches the form, please use this screen to generate the memorandum.

memorandum

To enter information for the memorandum

  1. Enter a description of the Assigned Duties in the box provided, exactly as you wish them to appear in the document.
  2. Enter MAU/College(s) Recommended To in the box provided. This is the actual MAU or college that the employee will be hired in (i.e., College of Agriculture and Natural Resources).
  3. For each responsibility category, enter the estimated percent of time on each activity (to two decimal places), making sure they total 100%. Some fields may have a red asterisk next to them, indicating a percent time is required based on the title/rank provided on the form. For example, if the employee is appointed as a Research Associate, the research field will have a red asterisk next to it requiring a percent time to be provided since the duties of the position require a research function.
  4. Under Specialty, list the employee’s medical specialty. This is only applicable to the faculty of the Colleges of Human Medicine, Osteopathic Medicine or Nursing who are credentialed by the MSU HealthTeam.)
  5. Under Return the Memo to, search for and select an organizational unit. This is the organizational unit that the Memorandum should be returned to when it has been signed by the employee.
  6. If necessary, enter text in the Attention box.
  7. Under Unit Name, search for and select the unit associated with the unit administrator who signs the memo.
  8. Click the Generate Memo button to generate a PDF of the memorandum.

memo

Once the memorandum has been generated, make sure it is signed by a department administrator and the employee. You can save a draft of the form and return later to attach the signed memorandum to the form before submitting.

 
Additional Information

Depending on the answers to Additional Information questions, additional detail may be required. When reappointing or rehiring a specialist, the system asks if this is a new specialist position for this employee or if the duties have changed. Responding Yes triggers a required specialist position description attachment on the next screen. The new specialist position description will be reviewed by AHR for approval. A specialist position description is not required if the answer is No.

additional info

To enter Additional Information

  1. Answer each question.
  2. If prompted, provide any requested additional detail.  

Attachments and Comments

Based on the information provided, the form identifies required attachments and lists them at the top with a checkbox next to each item required. Important Links at the bottom of the screen are links to policies and procedures that may apply, and to forms that can be attached and submitted. Review this information as needed.

 
To enter comments and attach documents

  1. Upload the required attachments indicated.
  2. Enter any comments in the New Comments field.    

Attachments 

To upload an attachment

  1. Select an Attachment Type from the list provided.
  2. Click the Browse button.
  3. Locate and select the file, then click the Open button.
  4. Click the Upload button to upload the attachment to the form.

Repeat this process for each additional attachment.


To delete an attachment

  1. Select the attachment by clicking the check box.
  2. Click the Delete Attachment button.

 
Summary Form

A summary of all information is displayed for final review.

 
To review the completed form

  1. Click the Check button to have the system perform a final check of the information. Correct any remaining errors.
  2. If desired, generate a PDF by clicking the Generate PDF button. The PDF version of the form opens in a new window, and can be saved or printed.

 
Submitting the Form

  • You are now ready to send the form for approval. Click the Send button to route the completed form for approval. A confirmation message displays a process reference number that can be used to track the form. 
  • The form then enters workflow. The form follows the standard faculty/academic staff workflow. The form routes for all unit approvals (including units who have been removed), then goes to central HR. Central HR reviews the form, then approves it to update the HR/Payroll system. No manual entry is done by central HR unless required based on comments related to international addresses, etc. 
  • If you previously stated that the employee is terminating their position, the form will route to the old primary unit and will request a letter of resignation to be provided, if it was not uploaded as an attachment already by the form initiator. 
  • When a contract and grant account is used for funding and the form is initiated more than 60 days  retroactive, the form routes to CGA (Contract and Grant Administration) for approval.                         
  • When a summer school account is used for funding the form routes to the Provost’s Office for approval. 
  • As the form routes for approvals, approvers are able to view the form via the Summary Screen or as a PDF by clicking the Generate PDF button. 
  • Attachments are an important part of the hiring process. To ensure that all appropriate attachments are available to all approvers, approvers cannot add or remove attachments, (unless it is the letter of resignation attachment). If attachments must be changed, the approver should reject the form back to the initiator.