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<body lang="EN-US" link="#467886" vlink="#96607D" style="word-wrap:break-word">
<div class="WordSection1">
<p class="MsoNormal" align="center" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;text-align:center">
<img width="166" height="86" style="width:1.7291in;height:.8958in" id="Picture_x0020_1" src="cid:image003.jpg@01DCAAF4.AEEC34D0" alt="A close-up of a logo
Description automatically generated"><span style="font-family:"Times New Roman",serif;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;mso-ligatures:none">An important message from FSU Office of Human Resources<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><b><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">This message has been approved by Shelley Lopez, Director, Communications/Training & Organizational
Development, for distribution to all Department Representatives.</span></b><b><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p></o:p></span></b></p>
<p class="MsoNormal" style="vertical-align:baseline"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#0E101A;mso-ligatures:none">The 2026 Courtesy Mass Appointment Verification process begins on March 18, 2026. Courtesy appointments permit
access to university privileges, such as an FSU email account, computer systems, and buildings. Departments and academic units are responsible for oversight of all courtesy candidates and assessing the risk associated with courtesy appointments. To protect
University security and resources, campus departments must review and confirm the accuracy and necessity of courtesy appointments on an annual basis. </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal" style="vertical-align:baseline"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#0E101A;mso-ligatures:none"><o:p> </o:p></span></p>
<p class="MsoNormal" style="vertical-align:baseline"><b><u><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#0E101A;mso-ligatures:none">Preparation</span></u></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#0E101A;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal" style="vertical-align:baseline"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#0E101A;mso-ligatures:none">Before the Courtesy Mass Appointment Verification process begins, Department Representatives should use the
query </span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#632423;mso-ligatures:none">FSU_CRTSY_NON_CITIZEN_BY_DEPT</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#0E101A;mso-ligatures:none"> to identify
and review active Visiting Scholar Courtesy Appointments. <o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l0 level1 lfo1;vertical-align:baseline">
<span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;color:#0E101A;mso-ligatures:none">Reference the end date on the initial RAMP approval for the Unpaid Visiting Scholar.
</span><span style="font-size:9.0pt;line-height:115%;font-family:"Segoe UI",sans-serif;mso-ligatures:none"><o:p></o:p></span></li><li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l0 level1 lfo1;vertical-align:baseline">
<span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;color:#0E101A;mso-ligatures:none">If the Visiting Scholar Appointment is continuing, an amendment should be submitted through RAMP for approval by the inviting faculty member to
extend the appointment. </span><span style="font-size:9.0pt;line-height:115%;font-family:"Segoe UI",sans-serif;mso-ligatures:none"><o:p></o:p></span></li><li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l0 level1 lfo1;vertical-align:baseline">
<span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;color:#0E101A;mso-ligatures:none">If continued affiliation is no longer valid, the appointment should be terminated. </span><span style="font-family:"Times New Roman",serif;mso-ligatures:none"><o:p></o:p></span></li></ul>
<p class="MsoNormal" style="vertical-align:baseline"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#0E101A;mso-ligatures:none">Department Representatives should also utilize the query
</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#632423;mso-ligatures:none">FSU_COURTESY_BY_DEPT</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#0E101A;mso-ligatures:none"> to identify and review current
courtesy appointments with inactive or blank supervisors within their departments. To add or correct a supervisor, submit a Courtesy ePAF before Courtesy Mass opening. </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal" style="vertical-align:baseline"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#0E101A;mso-ligatures:none"><o:p> </o:p></span></p>
<p class="MsoNormal" style="vertical-align:baseline"><b><u><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#0E101A;mso-ligatures:none">Reminder</span></u></b><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#0E101A;mso-ligatures:none"> </span></b><b><u><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif;mso-ligatures:none"><o:p></o:p></span></u></b></p>
<p class="MsoNormal" style="vertical-align:baseline"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#0E101A;mso-ligatures:none">During the 2026 verification process, Department Representatives and Department Managers must review, select,
and approve each courtesy appointment they wish to keep active within their department.
<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l0 level1 lfo1;vertical-align:baseline">
<span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;color:#0E101A;mso-ligatures:none">View the
</span><span style="font-family:"Times New Roman",serif;mso-ligatures:none"><a href="https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fhr.fsu.edu%2Fsites%2Fg%2Ffiles%2Fupcbnu2186%2Ffiles%2FPDF%2FPublications%2Ftraining%2FCourtesyMassAppointmentVerificationForm.pdf&data=05%7C02%7Chrms%40lists.fsu.edu%7Cc8e726bcace64a1c251808de7935bb3b%7Ca36450ebdb0642a78d1b026719f701e3%7C0%7C0%7C639081468837983770%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=R4CljPPFvi3ZZcWoMw93Asr%2BeRReYdhnKOPS0EkofhA%3D&reserved=0" originalsrc="https://hr.fsu.edu/sites/g/files/upcbnu2186/files/PDF/Publications/training/CourtesyMassAppointmentVerificationForm.pdf" target="_blank"><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;color:#0563C1">job
aid</span></a></span><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;color:#0E101A;mso-ligatures:none"> detailing the steps for this process. </span><span style="font-size:9.0pt;line-height:115%;font-family:"Segoe UI",sans-serif;mso-ligatures:none"><o:p></o:p></span></li><li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l0 level1 lfo1;vertical-align:baseline">
<span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;color:#0E101A;mso-ligatures:none">All terminations need to be processed using Courtesy Mass unless a specific termination date is needed. All termination ePAFs entered during this
process will be denied.</span><span style="font-family:"Times New Roman",serif;mso-ligatures:none"><o:p></o:p></span></li></ul>
<p class="MsoNormal" style="vertical-align:baseline"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#782F40;mso-ligatures:none">Timeline</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#782F40;mso-ligatures:none"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal" style="vertical-align:baseline"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;mso-ligatures:none">March 18 – March 24 </span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;mso-ligatures:none"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal" style="vertical-align:baseline"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;mso-ligatures:none">The process opens to Department Representatives (originator) in OMNI HR to mark courtesy appointments for retention (requires
the <span style="color:#782F40">FSU_SS_MANAGER</span> role). </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l1 level1 lfo2;vertical-align:baseline">
<span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">To retain an appointment, uncheck the “Terminate” box. <o:p></o:p></span></li><li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l1 level1 lfo2;vertical-align:baseline">
<span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">To end an appointment, leave the “Terminate” box checked. </span><span style="font-family:"Times New Roman",serif;mso-ligatures:none"><o:p></o:p></span></li></ul>
<p class="MsoNormal" style="vertical-align:baseline"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;mso-ligatures:none">March 25 – March 31</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;mso-ligatures:none"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal" style="vertical-align:baseline"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;mso-ligatures:none">Department Manager<b>
</b>verifies and approves all courtesy appointment designations (requires the <span style="color:#782F40">
FSU_SS_MANAGER</span> role). </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l3 level1 lfo3;vertical-align:baseline">
<b><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;color:black;mso-ligatures:none">Appointments marked for termination
</span></b><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;color:black;mso-ligatures:none">by the Department Representative: the checkbox does NOT default to “Approve” for terminations. If the Department Manager wishes to retain
an appointment marked for termination, uncheck the “Terminate” box and check the “Retain” box. The Department Manager MUST mark the “Approve” checkbox to confirm the termination. </span><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p></o:p></span></li><li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l3 level1 lfo3;vertical-align:baseline">
<b><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;color:black;mso-ligatures:none">Appointments marked for retention
</span></b><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;color:black;mso-ligatures:none">by the Department Representative<b>:</b> the checkbox does NOT default to “Approve” for retentions. If the Department Manager wishes to
terminate an appointment marked for retention, uncheck the “Retain” box and check the “Terminate” box. The Department Manager MUST mark the “Approve” checkbox to confirm the retention.</span><span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none"> </span><span style="font-family:"Times New Roman",serif;mso-ligatures:none"><o:p></o:p></span></li></ul>
<p class="MsoNormal" style="vertical-align:baseline"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;mso-ligatures:none">April 1</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;mso-ligatures:none"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-bottom:10.0pt;margin-left:0in;line-height:115%;mso-list:l2 level1 lfo5;vertical-align:baseline">
<span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">The file is loaded in OMNI HR. <o:p></o:p></span></li><li class="MsoListParagraph" style="margin-bottom:10.0pt;margin-left:0in;line-height:115%;mso-list:l2 level1 lfo5;vertical-align:baseline">
<span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">Department Representatives run the courtesy query
<span style="color:#943634">FSU_COURTESY_BY_DEPT </span>to verify/confirm updates. <o:p></o:p></span></li><li class="MsoListParagraph" style="margin-bottom:10.0pt;margin-left:0in;line-height:115%;mso-list:l2 level1 lfo5;vertical-align:baseline">
<span style="font-size:11.0pt;line-height:115%;font-family:"Calibri",sans-serif;mso-ligatures:none">To find the Courtesy Appointment Verification screen in OMNI HR, go to
<i><span style="color:maroon">My FSU > HR > Manager Self Service > Job and Personal Information > FSU Mass Appointments > Mass Appointments: Courtesy</span></i><span style="color:maroon">. </span><o:p></o:p></span></li></ul>
<p class="MsoNormal" style="vertical-align:baseline"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p> </o:p></span></b></p>
<p class="MsoNormal" style="vertical-align:baseline"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;mso-ligatures:none">Questions?</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;mso-ligatures:none"> Please contact
Amelia Colorado <span style="color:black">at </span></span><span style="font-family:"Times New Roman",serif;mso-ligatures:none"><a href="mailto:acolorado@fsu.edu"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#0563C1">acolorado@fsu.edu</span></a></span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:black;mso-ligatures:none">
or </span><span style="font-family:"Times New Roman",serif;mso-ligatures:none"><a href="mailto:HR-CourtesyDocs@fsu.edu"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#0563C1">HR-CourtesyDocs@fsu.edu</span></a></span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;mso-ligatures:none">.<span style="color:black"> </span></span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;mso-ligatures:none"><o:p> </o:p></span></p>
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