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.&4. 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.
5. 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 | 
