[HRMS] 2021 Courtesy Mass Appointments Verification

[HR Important Message]

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An important message from the FSU Office of Human Resources
This message has been approved by Shelley Lopez, Program Director, Communications/Special Projects, for distribution to all Department Representatives.
The 2021 Courtesy Mass Appointment Verification process begins May 3, 2021. Departments should use the mass verification process to ensure that current courtesy appointments still serve the University or departmental business needs. Before the Courtesy Mass Appointment Verification process begins, Department Representatives should utilize the query FSU_COURTESY_BY_DEPT to identify and review current courtesy appointments with supervisors within their departments.

Courtesy appointments permit access to University privileges, such as an FSU email account, computer systems, or buildings. It is the department's responsibility to ensure the accuracy and necessity of these courtesy appointments annually to protect University resources and security.

During this process, Department Representatives and Department Managers must review, update, and approve each courtesy appointment they wish to keep active within their department. All courtesy appointments for your department will be automatically terminated unless selected by the Department Representative for retention and approved to be retained by the Department Manager in OMNI HR by 5:00 p.m. on June 4, 2021. For more information, view the Courtesy Mass Appointment Verification job aid<https://hr.fsu.edu/sites/g/files/upcbnu2186/files/PDF/Publications/training/CourtesyMassAppointmentVerificationForm.pdf>.
Timeline
May 3 - May 14
The process opens to Department Representatives (originator) in OMNI HR to mark courtesy appointments for retention (requires the FSU_SS_MANAGER role).

  *   To retain an appointment, uncheck the "Terminate" box.
  *   To end an appointment, leave the "Terminate" box checked.

May 17 - May 21
Department Manager verifies and approves all courtesy appointment designations (requires the FSU_SS_MANAGER role).
*       Appointments marked for termination by the Department Representative: The checkbox defaults to "Approve" for all "Terminate" entries. If the Department Manager wishes to retain an appointment marked for termination, uncheck the "Approve" box and enter comments (required) to retain the appointment.
*       Appointments marked for retention by the Department Representative: The checkbox does NOT default to "Approve" for retentions. The Department Manager MUST mark the "Approve" checkbox to confirm the retention. If the Department Manager wishes to terminate an appointment marked for retention, leave the "Approve" box unchecked and add comments directing the Department Representative to terminate the appointment.
May 24 - May 28
Department Representatives (originator) review and update any changes requested by the Department Manager.

June 1 - June 4
Department Manager approves final changes (must be designated on the Department Table as Department Manager).

June 7
The file is loaded in OMNI HR.
Run the departmental courtesy query to verify/confirm FSU_COURTESY_BY_DEPT.
To find the Courtesy Appointment Verification screen in OMNI HR, go to My FSU > HR > Manager Self Service > Job and Personal Information > FSU Mass Appointments > Mass Appointments: Courtesy.
Questions? Please contact Amy Walker at (850) 645-6421 or azwalker at fsu.edu<mailto:azwalker at fsu.edu>.

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