X-1 Non-Classified Position Employment Procedure

NORTHWESTERN STATE UNIVERSITY

Rev. 5/14

Personnel Actions
Employment Procedure for Non-Classified Personnel
(9, 10, 11, 12 Month Employees)

I Purpose and Scope: This procedure outlines the employment process to be followed for faculty and non-faculty non-classified positions.

II Reference: Board of Supervisors for the University of Louisiana System, University Personnel Hiring Procedures, Civil Service Rules & Regulations, State of Louisiana and Federal Regulations, and Code of Federal Regulations (34 CFR 668.41,668.46)

University of Louisiana System Personnel Actions
(ULS PPM FS.III.II. B, C, D-1)

The Board has rules/approvals to grant employment and changes in employment status on a provisional basis prior to Board approvals. Provisional authority is delegated by this policy to the campus presidents, to grant employment or changes in employment status for certain categories of personnel actions. All personnel actions are subject to final approval by the Board.

Campus presidents may approve the following personnel actions on a provisional basis subject to final approval by the Board:

     Reassignments or promotions for individuals whose salary adjustment does not exceed 10% of their
     Current salary;
     Title changes;
     Adjunct faculty;
     Employment status changes from a 9-month to 12-month, 12-month to 9-month, 10-month to 12-month
     or 12-month to 10-month;
     Replacement of vacant positions as long as the salary offered to the prospective employee is within
     10% of the approved budgeted salary;

Campus presidents may also advertise and fill unclassified administrative positions except the positions of Deans, Vice Presidents (Associate or Assistant), Provosts, and Athletic Directors. The System Office retains authority to approve the establishment or relocation of new positions or existing positions for Deans, Vice Presidents (Associate or Assistant), Provosts, and Athletic Directors and shall give provisional or interim approval to advertise and fill the positions or their equivalent positions. Exceptional or unusual requests will be discussed with the System President. The System Office will only grant provisional authority to advertise and fill such positions in months when the Board of Supervisors does not meet.

Employment Authority
(Revised Statue 17:3305(A))

Caution should be taken in the course of participating in the hiring process. It should be clearly understood, in accord with Louisiana Revised Statue 17:3304(A) and subject to applicable rules and regulations, that only the President, with the final approval of the Board of Supervisors for the University of Louisiana System, has the authority to appoint and fix salaries of employees and the duties of the members of the faculty and administrative and professional staff employees. No other university employee or official has the authority to contract with a prospective employee. It should be made clear to all applicants that their appointment must come from the President and is contingent upon Board approval. Failure to act in accord with the above may expose the individual participating in the hiring process to some personal liability.

Selective Service System Registration
(Revised Statue 42:33)
Board of Supervisors for the University of Louisiana System,
Section II, Personnel Actions

An individual (male between ages 18 and 25) is ineligible for employment or appointment in an unclassified civil service position (faculty or staff) with the Board or institutions within the University of Louisiana System, if not registered with Selective Service System at time of request for appointment/employment. Each affected employee, prior to their appointment must complete "Declaration of Selective Service Registration" that is included in "New Hire Packet". Failure to complete the "Declaration" and submit verification of registration, if applicable, will result in the appointment process of the individual not being processed. An individual (male between ages 18 and 25 at time of request for appointment/employment) must provide Selective Service System Registration acknowledgment or receipt with the Declaration before the employee's appointment is processed.

Advertising Requirement
(University Policy and Procedure)

All unclassified position vacancies should be advertised through outlets that will provide the best distribution to reach those persons who meet the qualifications and requirements of the position. Such avenues of advertising include newspapers, periodicals, professional journals, mailings, and La. Careers (Department of Civil Service). Copies of the advertisement and the distribution plan for the advertisement must be included and submitted as necessary information in the "Request to Advertise Non-Classified Personnel" request form. Verification of such advertising and any other additional advertising must be presented with the "Request for Appointment of Non-Classified Personnel".

Northwestern State University does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities and provides equal access to the Boy Scouts and other designated youth groups. The following have been designated to handle inquiries regarding non-discrimination policies (i.e., Title IX). Employees or potential employees should contact the EEO Officer at 318-357-6359. Students should contact the Dean of Students at 318-357-5286.

For Americans with Disabilities Act (ADA) concerns, employees and students should contact the ADA Coordinator, Vice-President for University Affairs, at 318-357-5701.

Go to http://universityplanning.nsula.edu/notice-of-non-discrimination/ for the statement of full disclosure.

Re-employment of State Retirees

The re-employment of state retirees shall be governed by the provisions of PPM M-18.

Code of Federal Regulations
(Title 34)

A higher education institution must notify a prospective employee of the availability of the institution's Annual Security Report. The Annual Security Report includes statistics for the previous three years concerning reported crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by the University; and on public property within, or immediately adjacent to and accessible from the campus. The report also includes University policies concerning campus security, such as policies concerning sexual assault and other matters. Copies of this report can be obtained by contacting University Police or by accessing the following website, http://universitypolice.nsula.edu/annual-security-report.

A "prospective employee" means an individual who has contacted the University for the purpose of requesting information concerning employment with the University, or the University solicits applications for a faculty or an administrative position through an advertisement, the institution is required to provide a notice of the availability of the Annual Security Report to those applicants who it interviewes. However, the University is not required to include notification in the job advertisement, nor is it required to notify an individual to who it simply sent a rejection letter based on a prospective employee's unsolicited employee application/inquiry.


III Responsible Area: Business Affairs, Hiring Department

IV Procedure:

Request to Advertise

 

Budget Unit Head

1. Files "Request to Advertise Non-Classified" (Attachment #1)with Approving Agent. This request to advertise must be accompanied by:

A) Vacancy Announcement
B) Job Description
C) Job Advertisement
D) Distribution plan for advertising the position. (All unclassified position vacancies should be advertised through outlets that will provide the best distribution to reach those persons who meet the qualifications and requirements of the position).

If the request is for a new position or a replacement at a higher salary than the previous incumbent, a justification must be attached to the request. If sufficient funds are not available for the current year budget, prepares a budget revision indicating expenditures to be redirected.

Approving Agent

2. Reviews request packet for completeness. Approves or disapproves request. Forwards approved request packet to Appropriate Vice President. Returns disapproved request to Budget Unit Head.

Budget Unit Head

3. Receives disapproved request packet from (For Disapproved Request) Approving Agent. Budget Unit Head may appeal decision with Approving Agent and Appropriate Vice President.

Appropriate Vice President

4. Reviews request packet for completeness.  Returns incomplete request to Approving Agent. Approves or disapproves request. Forwards approved request packet to EEO Officer. Returns unapproved request to Approving Agent. Approving Agent returns disapproved request to Budget Unit Head.

EEO Officer

5. Receives request packet from Vice President containing:

A) Request to Advertise Non-Classified
B) Vacancy Announcement
C) Job Description
D) Job Advertisement
E) Distribution Plan for Advertising the position. (All Unclassified position vacancies should be advertised through outlets that will provide the best distribution to reach those persons who meet the qualification and requirements of the position).
F) Justification, if applicable.

Reviews request packet for completeness and compliance with equal employment requirements. May make additions to distribution plans for advertising based on utilization data.

Contacts Budget Unit Head for required corrections/adjustments.

Retains an unapproved copy of the "Request to Advertise Non-Classified Personnel". Forwards approved request packet to Business Affairs.

Business Affairs

6. Receives request packet from EEO Officer. Reviews request for completeness.

Verifies that position is established and that funds are available to fill the position.

If sufficient funds are not available for current year budget commitment request, returns request to Vice President indicating "Funds Not Budgeted/Available". Requests Budget Revision to budget funds. Continues process when the Appropriate Vice Presidentsubmits request with completed Budget Revision from Budget Unit Head to budget funds.

NOTE: Campus presidents have delegated authority to grant employment and changes in employment status on a provisional basis prior to Board action with the following exceptions:

1. Salary adjustments will not require prior Board approval as long as the University's budget can accommodate the adjustment.

2. "New" hires/positions do not require prior Board approval as long as they utilize an existing vacancy. This does not, however, include any vacant positions previously indicated as being "frozen" as a result of budget reductions or actions by the Board.

3. Any new positions that generate an increase to the University's overall position count and/or full-time equivalent (FTE) position count for all funds require prior approval by the ULS Board before advertising. The University President should provide justification as to why the position is critical to the University's mission and another existing position cannot be utilized.

4. Prior Board approval is required for positions of Dean, Vice Presidents, Provosts and Athletic Directors.

If "Request to Advertise Non-Classified Personnel" is for a position that requires Board approval, notifies the President.

Removes the unapproved copy of the "Request to Advertise Non-Classified Personnel". Forwards the request packet containing the following, to the President:

A) Request to Advertise Non-Classified Personnel
B) Vacancy Announcement
C) Job Description
D) Job Announcement
F) Justification, if applicable
G) Board Form for prior approval to advertise, if applicable.

President

7. Reviews packet for completeness and approves or disapproves. If the request to advertise is for a position that requires Board approval prior to advertising, completes the Unclassified Position Description, Justification & Certification Form (Attachment #2), justification cover letter, if applicable, for submittal to the Board.

Forwards approved/disapproved packet to Business Affairs, with completed Board Form, if applicable.

Business Affairs

8. Receives "Request to Advertise Non-Classified Personnel" with attachments, from the President.

Verifies that the position is established and that funds are available to fill the position.

If the requested position is not established, establish position in accordance with Civil Service Rules and/or ULS Board requirements.

If the requested position needs ULS Board approval prior to advertising, faxes the completed Board Form, Unclassified Position Description, Justification & Certification Form and any justifications necessary to the Board.

If Board approval is necessary prior to advertising, places the Request Packet in pending file, until approved by Board Staff.

Retains approved copy of the "Request to Advertise Non-Classified Personnel" (and Board approval, if applicable) and routes approved copy to EEO Officer and appropriate Vice President. (If unapproved, send the request to appropriate Vice President).

If approved, enter position announcement information in the La Careers (Department of Civil Service) website.

If request is for future budget year, files copy of approved request in future year budget file for budget development.

Vice President

9. Receives approved "Request to Advertise Non-Classified Personnel" form from Business Affairs. Contacts Approving Agent and Budget Unit Head about approved/disapproved request.

Vice President or Designee

10. If approved, the Vice President or Designee asks the Budget Unit Head about special
instructions for additional advertising of the position.

Job Vacancy Announcementis mailed and announced according to the distribution plan and special instructions by the Vice President or Designee.

NOTE: Applications for Non-Classified positions are mailed to the Appropriate Vice President or Designee by applicant.

Receives, opens, date stamps and reviews all responses to vacancy announcement for non-classified (includes faculty) positions. Sends confirmation of receipt of application to applicants (Attachment #3). This confirmation must contain the notice that as a prospective employee, you are entitled to request the University's Annual Security Report, a report that covers Northwestern State University's institutional security policies and crime statistics for the three most recent calendar years. You can request a copy of this report by written request addressed to the University Police Department, Northwestern State University, Natchitoches, Louisiana 71497, calling (318) 357-5431 or accessing on-online at http://university police.nsula.edu/annual-security-report.

NOTE: It is the responsibility of the Vice President or Designee to maintain file copy of the confirmation of receipt of application letter containing the Annual Security Report information. This Security Report information is Federal Law as well as University Policy and keeping a copy is for audit purposes.

Sends copy of responses and completed "Analysis of Efforts to Fill Position (Attachment #4), "Applicant Profile Chart" (Attachment #5), and "List of Applicants" (Attachment #6) to Budget Unit Head.

Budget Unit Head

11. Receives copies of applicant responses, "Analysis of Efforts to Fill Position", "Applicant Profile Chart", and "List of Applicants"from Appropriate Vice President or Designee.

Carefully reviews all submitted materials from each applicant, checks references, selects applicants for interviews, schedules interviews, and conducts interviews.

Budget Unit Head completes "Analysis of Efforts to Fill Position" after interviews and selection process is complete. Completes "Request to Advertise Checklist" (Attachment #7).

Request to Appoint

NOTE: If the requested appointee is a male between the ages of 18 and 25 at the time of the "Request to Appoint", make sure the individual is registered with the Selective Service System. An individual is ineligible
for employment or appointment in an unclassified civil service position (faculty or staff) if not registered with Selective Service at time of request for appointment/employment. Verification/acknowledgment of registration must be submitted with the "Declaration of Selective Service Registration" provided to the affected individuals with the "New Hire Packet".

12. Completes and retains an unapproved copy of "Request for Appointment of Non-Classified Personnel (Attachment #8). Completes "Checklist for Request for Appointment of Non-Classified Personnel". (Attachment #9).

If sufficient funds are not available for current year budget commitment requests, prepares a budget revision indicating expenditures to be redirected.

NOTE: All communication to the prospective employee concerning appointment offer is conditional upon the President's and University of Louisiana System Staff approval.

Forwards the following to Approving Agent:
A) "Request for Appointment of Non-Classified Personnel".
B) "Analysis of Efforts to Fill Position".
C) "Application Profile Chart".
D) "List of Applicants".
E) Application letter from selected applicant
F) Resume
G) Official Transcript
H) Letter of Recommendation
I) Reference Check Verifications
J) Verification of Advertising in newspapers, periodicals, professional journals, mailings, etc.
K) Justification

If the "Request for Appointment of Non-Classified Personnel is NOT ADVERTISED, a justification for the appointment without advertising must be submitted to the Approving Agent along with the above listed documents. Also check block Temporary for EEO on face of request.

The justification for an appointment without advertisement must be reviewed and approved by the EEO Officer.

Approving Agent

13. Reviews the appointment request and all attached supporting documents for completeness. Sends signed approved request and supporting documents to the Appropriate Vice President.

Appropriate Vice President

14. Receives approved appointment request and supporting documents. Reviews for completeness and indicates approval by signing and dating where required. Sends approved request and supporting documents to the EEO Officer.

EEO Officer

15. Receives the approved "Request for Appointment of Non-Classified Personnel" with the following supporting documents:

A) "Analysis of Efforts to Fill Position"
B) "Application Profile Chart"
C) "List of Applicants"
D) Application/cover letter from selected applicant
E) Resume
F) Official Transcript(s) - one for each degree earned
G) Letter(s) of Recommendation - if requested
H) Reference Check Verifications
I) Verification (i.e., copies) of advertising in newspapers, periodicals, professional journals, mailings, etc.
J) Justification - required for increase in salary, title changes, etc. 

K) In addition to documents required for prospective employee, send packet of information for those candidates who were interviewed.  These packets will stay on file for one year in the EEO Office.

L)  EEO Officer reviews packet for completeness and compliance with all applicable EEO guidelines.

Completes EEO Checklist for "Request for Appointment of Non-Classified Personnel".  If all documentation in the request packet is complete and satisfies federal, state, and University guidelines and regulations, the EEO Officer indicates approval by signing and dating the "Request for Appointment of Non-Classified Personnel" and the "Analysis of Efforts to Fill Position". Retains an unapproved copy of "Request for Appointment of Non-Classified Personnel". Forwards approved packet to Business Affairs.

If documentation is not in compliance, the packet will be returned to the Appropriate Vice President with a list of deficiencies to be corrected before resubmitting to the EEO Officer.

Business Affairs

16. Receives approved "Request for Appointment of Non-Classified Personnel" and supporting documentation from the EEO Officer.

Verifies that the position is available and that funds are available and signs and dates the "Request for Appointment for Non-Classified Personnel" certification form. Forwards request packet to the President.

If funds or position is not available, request packet is returned to Appropriate Vice President for Budget Revision/corrections before resubmitting to Business Affairs.

President

17. Receives approved "Request for Appointment for Non-Classified Personnel" and supporting documents from Business Affairs. Reviews for completeness and proper signatures. Indicates approval by signing and dating the request.

If unapproved, the entire packet is sent to the Appropriate Vice President.

Business Affairs

18. Receives approved request to appoint packet from President. Reviews for completeness noting that all required authorizations and approvals are in packet.

Removes the approved Employee Personnel File copy and Position Control file copy of the "Request for Appointment of Non-Classified Personnel". Sends EEO Officer copy of approved request to establish EEO file with original "Analysis of Efforts to Fill Position", "Application Profile Chart", "List of Applicants", "Application letter from selected applicant", "Letter of Recommendation", "Reference Check Verifications", & "Justification" if applicable.

If approved, a copy of the "Request for Appointment of Non-Classified Personnel" is sent to the Appropriate Vice President along with original transcript. Business Affairs retains copy of transcript if for a faculty position; retains original transcript if position is non-classified, non-faculty.

Appropriate Vice President

19. Receives copy of approved "Request for Appointment for Non-Classified Personnel" and original transcript from Business Affairs. Advises Budget Unit Head to set appointment with new employee to conduct the "New Employee Orientation".

Prepares appointment letter and mails to the selected applicant, forwards copy to Business Affairs and retains copy for Vice President.

Issues rejection letter (Attachment #10) to those applicants who were not selected and forwards copies to EEO Officer to be placed in EEO file for the position. Returns or destroys non-selected applicant's credentials that were submitted with their applications.

If unapproved request is received, the Appropriate Vice President should contact the President to determine what action to take before resubmitting to the President for approval.

Receives signed appointment letter from selected applicant, Retains copy of signed letter and forwards ORIGINAL SIGNED LETTER to Business Affairs.

Budget Unit Head

20. Responsible for new employee orientation. An entrance interview/orientation should be completed BEFORE an employee starts performing duties. The Employee Orientation Check List is used to assist the Budget Unit Head or his designee in completing this process. Completion of the Employee Orientation Check List is mandatory. See "New Employee Orientation" Section X-9 of University Fiscal Policy and Procedure Manual.

Forwards completed "new hire packet" to Business Affairs.

Business Affairs

21. Receives copy of appointment letter from Appropriate Vice President. Compares letter to approved "Request for Appointment of Non-Classified Personnel". Notifies Appropriate Vice President of any differences in the terms or conditions of employment between the documents.

Completes orientation process with new hire (Refer to procedures in the "New Employee Orientation Process"). Places all employment papers in Personnel file for employee. Reviews all documents for completeness and addresses any problems and/or deficiencies directly with the new employee.

Reports appointment by completing ULS 102, "University of Louisiana System Non-Classified Personnel Changes/New Positions" and ULS 104, "University of Louisiana System Non-Classified Personnel Changes Replacements Only" on next available monthly report for final approval by University of Louisiana System Board of Supervisors.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Analysis of Effort to Fill, Applicant Profile Chart, List of Applicants, Checklist

 

Attachment #9

 

CHECKLIST FOR REQUEST FOR
APPOINTMENT OF NON-CLASSIFIED PERSONNEL

1. RANK AND/OR TITLE OF POSITION: _____________________________________________________
__________________________________________________________________________________

2. POSITION NUMBER: _________________________________________________________________

YES/NO ITEMS CHECKED
NAME/DATE OF APPROVING AGENT
BUDGET UNIT HEAD/DEPARTMENT
NAME/TITLE OF PERSON TO BE EMPLOYED
COMPLETE MAILING ADDRESS
HIGHEST DEGREE EARNED
LAST PLACE OF EMPLOYMENT
TEMPORARY/REGULAR APPOINTMENT
DATES (BEGINNING ONLY FOR REGULAR APPOINTMENT, BEGINNING AND ENDING FOR TEMPORARY APPOINTMENTS)
SALARY RATE
TWELVE (12) OR NINE (9) month
FUND WHERE CHARGED
APPROPRIATE BUDGET DATA
RECOMMENDED APPLICANT APPOINTMENT LETTER
RECOMMENDED APPLICANT RESUME
RECOMMENDED APPLICANT REFERENCE LETTERS
RECOMMENDED APPLICANT OFFICIAL TRANSCRIPT
ANALYSIS OF EFFORTS TO FILL POSITION
LIST OF APPLICANTS
COPY OF APPROVED REQUEST TO ADVERTISE WITH PROPER VERIFICATION OF ADVERTISING
JOB DESCRIPTION
APPLICABLE VICE PRESIDENT'S APPROVAL
EEO OFFICER APPROVAL/DATE
PRESIDENT APPROVAL/DATE



LIST COMPLETED/APPROVAL ____________________________________________________________
___________________________________________________________________________________

LIST INCOMPLETE/DISAPPROVAL _________________________________________________________
___________________________________________________________________________________

COMMENTS: _________________________________________________________________________
___________________________________________________________________________________
___________________________________________________________________________________

 

NORTHWESTERN STATE UNIVERSITY

Instructions for completion of
Request for "Request to Advertise Non-Classified Personnel"

Purpose: This form is used to request approval to advertise for non-classified personnel.

Copies: This is a multi-part form (6 copies). It is the responsibility of the Budget Unit Head after initial completion to retain an unapproved copy (6th copy - Budget Unit Head). The EEO Officer is to remove the next unapproved copy (5th copy - EEO Unapproved). It is the responsibility of Business Affairs to remove and distribute the remaining approved copies.

Routing: Budget Unit Head completes form, removes unapproved copy and forwards to Approving Agent for approval. If new position, attaches job description and position justification. If a salary increase is requested, attach justification for increase.

Approving Agent reviews, signs, dates, and forwards to the appropriate Vice President, if approved. If not approved, returns to Budget Unit Head for review and discussion.

Vice President reviews, signs, dates, and forwards to EEO Officer, if approved. If not approved, returns to Approving Agent for review and discussion.

EEO Officer reviews for completeness. If complete, signs, removes unapproved copy and forwards to Business Affairs. If not complete, gathers information from Budget Unit Head, then signs and forwards to Business Affairs.

Business Affairs reviews. If approved, retains approved copy and forwards to President. If not approved, returns to appropriate Vice President for review and discussion.

President reviews, signs, dates and forwards to Business Affairs, if approved. If not approved, returns to Business Affairs for appropriate action.

Business Affairs reviews. If approved, places Employee Personnel File copy and Position Control copy in pending file to be matched with request to appoint. Forwards approved copy to EEO Officer and appropriate Vice President for appropriate steps.

 

DATA RESPONSIBILITIES
Request for "Request to Advertise Non-Classified Personnel"

Item # Description By
1 Name of Approving Agent Budget Unit Head
2 Date of Request Budget Unit Head
3 Name of Budget Unit Head Making Request Budget Unit Head
4 Budget Unit Title Budget Unit Head
5 Check the Appropriate Block Budget Unit Head
6 If Temporary, Enter Requested Beginning Date of Employment Budget Unit Head
7 If Temporary, Enter Requested Date Employment Ends Budget Unit Head
8 Requested Beginning/Start Date of Regular Appointment Budget Unit Head
9 Grant, Contract, Other Agreement Award Period: Begin Date Budget Unit Head
10  Grant, Contract, Other Agreement Award Period: End Date Budget Unit Head
11 Name of Previous Incumbent Budget Unit Head
12 Previous Incumbent's Position Number Budget Unit Head
13 New Replacement Position Number Budget Unit Head
14 Job Title of Previous Incumbent Budget Unit Head
15 Job Title of New/Replacement Budget Unit Head
16 Rank of Previous Incumbent Budget Unit Head
17 Rank of New/Replacement Budget Unit Head
18 Annual Salary of Previous Incumbent Budget Unit Head
19 Annual Salary of New/Replacement Budget Unit Head
20 Check if Previous Incumbent was 12 Month Employee Budget Unit Head
21 Check if Previous Incumbent was 9 Month Employee Budget Unit Head
22 Enter Months Employed if Previous Incumbent was Employed Other Than 9 or 12 Months Budget Unit Head
23 Check if New/Replacement Incumbent is 12 Month Employee Budget Unit Head
24 Check if New/Replacement Incumbent is 9 Month Employee Budget Unit Head
25 Enter Months to be Employed of New/Replacement Incumbent if Being Employed Other Than 9 or 12 Months Budget Unit Head
26  Enter Teaching Loan of Present Status, if Applicable Budget Unit Head
27 Enter Teaching Load of Present Status, if Applicable Budget Unit Head
28 Difference (+/-) Between Requested and Previous Incumbent's Annual Salary Budget Unit Head
29 Budget Position to be Charged (Operating, Systems Revenue, Recreational Complex, Intercollegiate Athletics, Restricted) Budget Unit Head
30  Form Number of Budget if Position was Originally Budgeted for the Current Fiscal Year. (Form J-1, K-1, or L-1) Budget Unit Head
31  Budget Page Number From Which Information was Taken, if Originally Budgeted for the Current Fiscal Year Budget Unit Head
32 Budget Line Number Form Which Information was Taken, if Originally Budgeted for the Current Fiscal Year Budget Unit Head
33 Account Number(s) Salary was Charged for Previous Incumbent Budget Unit Head
34 Percentage Distribution for Previous Incumbent Budget Unit Head
35 Amount of Salary Per Account Number for Previous Incumbent Budget Unit Head
36 Total Amount for Previous Incumbent (this should equal total salary) Budget Unit Head
37 Account Number Salary is to be Charged for New/Replacement Budget Unit Head
38 Percentage Amount Distribution for New/Replacement Budget Unit Head
39 Amount of Salary Per Account Number for New/Replacement Budget Unit Head
40 Total Amount of New/Replacement Position (this should equal total salary requested for new/replacement position) Budget Unit Head
41 Current Fiscal Year Salary Savings or Cost Budget Unit Head
42 Current Fiscal Year Related Benefits Savings or Cost Budget Unit Head
43 Current Fiscal Year Total Savings or Cost Budget Unit Head
44 Future Fiscal Year Salary Savings or Cost Budget Unit Head
45 Future Fiscal Year Related Benefits Savings or Cost Budget Unit Head
46 Future Fiscal Year Total Savings or Cost Budget Unit Head
47 Approving Agent's Signature and Date Approving Agent
48 Appropriate Vice President's Signature and Date Vice President
49 EEO Officer's Signature and Date EEO Officer
50 Vice President for Business Affairs & Controller's Signature and Date VP for Business Affairs & Controller

 

 

 

NORTHWESTERN STATE UNIVERSITY
Instructions for Completion of
Request for Appointment of Non-Classified Personnel

 

Purpose: This form is used to request approval to appoint a non-classified employee.

Copies: This is a multi-part form (6 copies). It is the responsibility of the Budget Unit Head after initial completion to retain an unapproved copy (6th copy - Budget Unit Head). The EEO Officer is to remove the next unapproved copy (5th copy - EEO Unapproved). It is the responsibility of Business Affairs to remove and distribute the remaining approved copies.

Routing: Budget Unit Head completed form, removes unapproved copy and forwards to Approving Agent for approval. If new position, attach job description and position justification. If a salary increase if requested, attach justification for increase.

Approving Agent reviews, signs, dates, and forwards to the appropriate Vice President, if approved. If not approved, returns to Budget Unit Head for review and discussion.

Vice President reviews, signs, dates, and forwards to EEO Officer, if approved. If not approved, returns to Approving Agent for review and discussion.

EEO Officer reviews for completeness. If completeness. If complete, signs, removes unapproved copy and forwards to Business Affairs. If not complete, gathers information from Budget Unit Head, then signs and forwards to Business Affairs.

Business Affairs reviews. If approved, retains approved copy and forwards to president. If not approved, returns to appropriate Vice President for review and discussion.

President reviews, signs, dates and forwards to Business Affairs, if approved. If not approved, returns to Business Affairs for appropriate action.

Business Affairs reviews. If approved, removes Employee Personnel File copy and Position Control copy and matches with request to advertise. Forwards approved copy to EEO Officer and appropriate Vice President for appropriate steps.

DATA RESPONSIBILITIES
Request for Appointment Non-Classified Personnel

Item # Description By
1 Name of Approving Agent Budget Unit Head
2 Date of Request Budget Unit Head
3 Name of Budget Unit Head Making Request Budget Unit Head
4 Budget Unit Title Budget Unit Head
5 Name of Person Recommended Budget Unit Head
6 Social Security Number of Person Recommended Budget Unit Head
7 Mailing Address of Person Recommended Budget Unit Head
8 Highest Degree Earned for Person Recommended Budget Unit Head
9 Last Place of Employment for Person Recommended Budget Unit Head
10 Experience of Person Recommended Budget Unit Head
11 Check the Appropriate Block(s) Budget Unit Head
12 If Temporary, Enter Requested Beginning Date of Employment (Start Date) Budget Unit Head
13 If Temporary, Enter Requested Date Employment Ends Budget Unit Head
14 If Regular, Enter Requested Start Date Budget Unit Head
15 Grant, Contract, Other Agreement Award Period: Begin Date Budget Unit Head
16 Grant, Contract, Other Agreement Award Period: End Date Budget Unit Head
17 Direct Supervisor of Position Budget Unit Head
18 Position Number Budget Unit Head
19 Name of Previous Incumbent Budget Unit Head
20 Previous Incumbent's Position Number Budget Unit Head
21 New/Replacement Position Number Budget Unit Head
22 Job Title of Previous Incumbent Budget Unit Head
23 Job Title of New/Replacement Budget Unit Head
24 Rank of Previous Incumbent Budget Unit Head
25 Rank of New/Replacement Position Budget Unit Head
26 Annual Salary of Previous Incumbent Budget Unit Head
27 Annual Salary of New/Replacement Position Budget Unit Head
28 Check if Previous Incumbent was 12 Month Employee Budget Unit Head
29 Check if Previous Incumbent was 9 Month Employee Budget Unit Head
30 Enter Month Employed if Previous Incumbent was Employed Other Than 9 or 12 Months Budget Unit Head
31 Check if New/Replacement is 12 Month Employee Budget Unit Head
32 Check if New/Replacement is 9 Month Employee Budget Unit Head
33 Enter Months to be Employed if New/Replacement is Being Employed Other Than 9 or 12 Month Budget Unit Head
34 Enter Teaching Load of Present Status, If Applicable Budget Unit Head
35 Enter Teaching Load of Requested Status, If Applicable Budget Unit Head
36 Years of Job Related Experience of Previous Incumbent Budget Unit Head
37 Years of Job Related Experience of Candidate Budget Unit Head
38 Difference (+/-) Between Requested and Previous Incumbent's Annual Salary Budget Unit Head
39 Budget Position to be Charged (Operating, Systems Revenue, Recreational Complex, Intercollegiate Athletics, Restricted) Budget Unit Head
40 Form Number of Budget if Position was Originally Budgeted for the Current Fiscal Year. (Form J-1, K-1, or L-1) Budget Unit Head
41 Budget Page Number From Which Information was Taken, if Originally Budgeted for the Current Fiscal Year Budget Unit Head
42 Budget Line Number Form Which Information was Taken, if Originally Budgeted for the Current Fiscal Year Budget Unit Head
43  Account Number(s) Salary was Charged for Previous Incumbent Budget Unit Head
44 Percentage Distribution for Previous Incumbent Budget Unit Head
45 Amount of Salary per Account Number for Previous Incumbent Budget Unit Head
46 Total Amount for Precious Incumbent (this should equal total salary) Budget Unit Head
47 Account Number Salary to be Charged Budget Unit Head
48 Percentage Distribution for New/Replacement Budget Unit Head
49 Amount of Salary Per Account Number for New/Replacement Budget Unit Head
50 Total Amount of New/Replacement Position (this should equal total salary requested for new/replacement position) Budget Unit Head
51 Approving Agent's Signature and Date Approving Agent
52 Appropriate Vice President's Signature and Date Appropriate Vice President
53 EEO Officer's Signature and Date EEO Officer
54 Director for Human Resources' Signature and Date Director of Human Resources
55 Vice President for Business Affairs & Controller's Signature and Date Vice President for Business Affairs & Controller
56 President's Signature and Date President
57 Copies: Distribute per instructions on bottom of form Business Affairs