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Policies and Procedures

4.02 Appointments and Status Change Procedures

The following chart identifies by staff groups procedures and forms applicable with new revised appointments and changes in status.

The following procedures and forms are to be used with all new/or revised staff position appointments and changes in service status:

University Staff Service Groups
  1. Institutional Officials, Deans, Directors and Department Heads (Academic-Administrative 4.04-4.11 positions)
  2. Faculty (Unit and Non-Unit)
  3. Professional-Scientific Personnel
  4. Merit System Personnel (Non-academic)
  5. Graduate Assistant
Request to Fill Position

(The form for requesting authority to fill a position may be obtained from Campus Office Supply.)

  1. The college dean or division director is responsible for processing the Request to Fill Position. Approval is required from the division head. Copies are distributed by the Office of Academic Affairs for college dean and academic dept. head positions and, in the event of an administrative position, by Personnel Services.
  2. The department head is responsible for processing the Request to Fill Vacant Faculty Position. Approvals are required from the college dean and vice president and provost. Copies are distributed by the Office of Academic Affairs.
  3. The department head and Personnel Services are responsible for processing the Request to fill Professional-Scientific or Merit System Position. Approvals are required from the college dean/director/department head, grants and contracts officer, budget officer, personnel director and division head (Vice President Administration and Finance and President if new position). The approved form is returned to Personnel Services where copies are distributed to all signatories.
  4. N/A
Affirmative Action

Once a prospective staff member has been selected, but before the "offer to hire" has been made, the Affirmative Action Selection Record is to be completed and processed. The Affirmative Action Selection Record for faculty and Professional-Scientific placements may be obtained from Campus Office Supply, while the form for Merit System personnel is prepared by Services.

  1. The Affirmative Action Selection Record will be initiated and processed by the college dean/director, or vice-president as appropriate for the placement. Approval is required from the appropriate division head.
  2. The Affirmative Action Selection Record will be initiated and processed by the department head. Approvals are required from the committee chair, the dept. head, and the college dean, with final approval by the Vice President and Provost.
  3. The Affirmative Action Selection Record will be initiated and processed by the department head or Personnel Services. Approvals are required from the committee chair, the department head and dean or director, with final approval by the appropriate division head.
  4. The Affirmative Action Form C will be initiated by Personnel Services. Approvals are required from the Director of Personnel Services, the department head, the Director of Affirmative Action Programs and the appropriate division head.
  5. N/A
Appointment Authorization

The form for obtaining appointment authority may be obtained from Campus Office Supply.

  1. The Appointment Authorization Request is initiated by the college dean to identify the source of funding for the position. Approval is required of the Vice President of Academic Affairs and Provost and the President.
  2. The Appointment Authorization Request is initiated by the deparment head to identify the source of funding for the position. Approval is required of the college dean and vice president and provost. The President's approval is required for the establishment of a new position line.
  3. N/A
  4. N/A
  5. N/A
Personnel Action

Upon completion of Affirmative Action review procedures, position placement may be arranged with the formal written letter of offer or with actual employment procedures. The Personnel Action is to be routed (with the formal letter of offer as required) for

appropriate approvals, prior to release of such letter to the person to be placed.

  1. The formal letter of offer will be prepared by the college dean/director and/or division vice president, which will accompany the Personnel Action, and be referred to the President for approval and signature. Placement offers are contingent upon approval of the President's recommendation by the Board of Regents.
  2. The Personnel Action will be initiated and processed by the department head. Approvals are required from the college dean and vice president and provost.
  3. The Personnel Action will be prepared by the department of Personnel Services. Approvals are required from the department head, college dean/director, budget officer, Director of Personnel Services (and the Grants and Contracts Administrator as required), and division head.
  4. The Personnel Action will be prepared by Personnel Services and processed as required. Approvals are required from the Director of Personnel Services, and the budget officer (and the Grants and Contracts Administrator as required).
  5. N/A
Personnel Record

Central personnel records for new university staff members and required changes in such records for persons already in the employ of the University are established and/or revised with data carried by the Personnel Action form.

Administrative Services 7/89
Affirmative Action 1/90