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PROCESSING APPOINTMENT CHANGES
After the GEMS Appointment Form and
additional documentation has been completed and submitted to the
Appointment Section, they will be reviewed and entered into GEMS. It is
critical that appointment information be reviewed in GEMS by the
approving authority and the employee responsible for the departments' HR
processes since the Appointment Status Form will not be returned to the
Department once data has been entered in GEMS.
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All appointment changes require an
Appointment Status Form (ASF)(GEMS2
access required).
For instructions on completing the
ASF,
click here. Please include the explanation of and
justification for the change in the "Remarks" section of the ASF.
Submit the ASF and appropriate
additional documentation to your
Appointment Representative by the
guarantee date
for the effective date of the action.
Click on the appropriate link below
for more information about any additional documentation and other
requirements for the appointment change. |
PAY RATE CHANGES
OPS Pay Rate Changes (Non-Student OPS & Student OPS)
| Increase in Pay - merit,
cost of living, annual, additional higher level duties, increase in
FTE (change FTE and salary on ASF), etc. |
| Decrease in Pay - decrease
in FTE (change FTE and salary on ASF) |
| Correction in Pay - pay
was wrong on previously-submitted appointment paper (indicate
"Supercede" in Remarks section of ASF) |
GRADUATE STUDENTS MUST
SIGN THE ASF, ACKNOWLEDGING A CHANGE TO AN APPOINTMENT
Faculty
Pay Rate Changes
Please refer to the
Provost's web site for Faculty
regulations regarding changes to Faculty Appointments.
| Promotion
-
as a result of change in rank or to fill a new position |
|
Pay For Performance
- requires an ASF and an
accompanying memo documenting the Pay for Performance that is an
increase to the employees "Base Rate of Pay". Lump Sum Payments are
not processed through the Appointments Section. |
Adjunct
Faculty may also have a pay rate change due to
an increase or decrease in FTE, therefore a new
Letter of Offer must be submitted with the "new" correct information
stated in the letter.
Staff and
Administration Pay Rate Changes
| PROMOTION or DEMOTION -
as a result of a
classification change or
search to fill a vacant position |
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PAY FOR PERFORMANCE
- attach a memo to the ASF,
documenting the Pay for Performance that is an increase to the
employees "Base Rate of Pay". Lump Sum Payments are not processed
through the Appointments Section. |
SPECIAL PAY INCREASE -
submit an ASF and the SPI Form, completed with appropriate
signatures and attached documentation.
Form is to be completed and signed by the Initiator, see chart below
for appropriate documentation. |
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Special Pay Increase
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Documents to Accompany ASF
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Info needed
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End Date
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Additional Paperwork
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Increased Duties - Permanent SPI
|
list of duties
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date & amount
of increase
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no end date
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Submit new Position Description (PD) to
Classification
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Increased Duties - Temporary SPI
|
list of duties
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date & amount
of increase |
end date
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PD not necessary
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Counter-Offer SPI
|
Copy of Offer Letter from other Organization
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date & amount
of increase |
no end date
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PD not necessary
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Retention of Employee SPI
|
memo explaining reason to retain
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date & amount
of increase
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no end date
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PD not necessary
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Salary Inequity / Compression SPI
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Copy of salary surveys used
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date & amount
of increase
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no end date
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PD not necessary
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Market Adjustment SPI
|
Copy of salary surveys used
|
date & amount
of increase
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no end date
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PD not necessary
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Delayed Salary Increase SPI
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documentation for increase
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date & amount
of increase
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no end date
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PD not necessary
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LEAVE OF ABSENCE
In addition to the ASF, submit other
documentation as outlined in the applicable procedures and/or Collective
Bargaining Agreement listed below:
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TERMINATIONS & RETIREMENT
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Retirement effects only Staff, Administration, and Faculty.
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Before submitting
paperwork for a retirement, please refer to the
Benefits
Section with all retirement concerns. Once the employee has
completed the retirement procedures, including submitting a letter
of resignation, you may submit the letter of resignation and the ASF
terminating the appointment. Please note in the Remarks section of
the ASF that the termination is because of retirement. |
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Phased Retirement Information
Phased Retirement Initial Semester Salary
Phased Retirement Subsequent Semester Salary
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Terminations effect all employees.
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OPS Non-Student,
Hourly Student, and Graduate Assistants
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No ASF is needed
when an OPS appointment ends as scheduled. That termination date
was recorded on the original appointment paper and was input into
GEMS. |
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If the appointment
ends prior to the scheduled termination date, an ASF must be
submitted to change that date in GEMS. If the appointment was for a
Graduate Assistant, the GA must sign the ASF unless the GA submits a
letter of resignation. A letter of resignation is not required,
but, if one is received, submit it with the ASF. |
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Adjunct Faculty
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No ASF is needed
when an OPS appointment ends as scheduled. That termination date
was recorded on the original appointment paper and was input into
GEMS. |
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If the appointment
ends prior to the scheduled termination date, a letter of
resignation is required. |
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Staff
and Out-of-Unit Administration
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For "temporary"
appointments (e.g., Visiting, Acting, Temporary, Emergency), no ASF
is needed when the appointment ends as scheduled. That termination
date was recorded on the original appointment paper and was input
into GEMS. If the appointment ends prior to the scheduled
termination date, an ASF must be submitted to change that date in
GEMS. A letter of resignation is not required, but, if one is
received, submit it with the ASF. Include an explanation in the
Remarks section of the ASF. |
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For "regular"
appointments, a letter of resignation is needed from the employee
or, if the termination is initiated by the employer, a letter from
Human Resources authorizing the termination is needed. Submit this
documentation with the ASF and include an explanation in the Remarks
section of the ASF. |
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Faculty
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For "temporary"
appointments (e.g., Visiting, Acting, etc.), no ASF is needed when
the appointment ends as scheduled. That termination date was
recorded on the original appointment paper and was input into GEMS.
If the appointment ends prior to the scheduled termination date, an
ASF must be submitted to change that date in GEMS with the letter of
resignation. |
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For "regular"
appointments, regardless of the funding source, a letter of
resignation is needed from the employee or, if the termination is
initiated by the employer, a copy of the letter of notification sent
to the employee is needed. Submit this documentation with the ASF
and include an explanation in the Remarks section of the ASF.
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MISCELLANEOUS DATA CHANGES
Making changes to appointments that
are currently active. Also, go to
Directory Changes to find out about making changes to information
that is included in the Faculty/Staff listing of the USF Campus
Directory (e.g., Name, Title, Home Address, Phone Number (home or
campus), Campus Mail/Location).
| CHANGES
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SUBMIT THE DOCUMENTATION
LISTED BELOW |
| FTE & Hour Changes |
ASF |
Letter of Offer (if applicable) |
GA Signature (if applicable) |
| Contract Period |
ASF |
Letter of Offer (if applicable) |
GA Signature (if applicable) |
| Department |
ASF |
Also change through Classification for Administration
and Staff |
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| Mail Point |
ASF |
|
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| Student Status |
ASF |
Any Relevant Documentation |
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| Job Code |
ASF |
Also change through Classification for Administration
and Staff |
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| Extend Term Date |
ASF |
Letter of Offer (if applicable) |
GA Signature (if applicable) |
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