[HRMS] 2023 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 2023 Courtesy Mass Appointment Verification process begins May 8, 2023. Courtesy appointments permit access to university privileges, such as an FSU email account, computer systems, or buildings. It is the department's responsibility to annually ensure the accuracy and necessity of courtesy appointments to protect University resources and security.

Before the Courtesy Mass Appointment Verification process begins, Department Representatives should use the query FSU_CRTSY_NON_CITIZEN_BY_DEPT to identify and review active Visiting Scholar Courtesy Appointments. Visiting Scholars with appointments for more than one year beyond the DS-2019 end date must be terminated. If continued access is needed, a request should be submitted through RAMP for approval and then CGE for approval by the inviting faculty member to establish a new appointment.

Department Representatives should also utilize the query FSU_COURTESY_BY_DEPT to identify and review current courtesy appointments with inactive or blank supervisors within their departments. To add or correct a supervisor, department representatives must submit a Courtesy ePAF before Courtesy Mass opening.

During the 2023 verification process, Department Representatives and Department Managers must review, update, and approve each courtesy appointment they wish to keep active within their department. View the job aid<https://hr.fsu.edu/sites/g/files/upcbnu2186/files/PDF/Publications/training/CourtesyMassAppointmentVerificationForm.pdf> detailing the steps for this process.
Timeline
May 8 - May 15
The process opens to Department Representatives (originator) in OMNI HR to mark courtesy appointments for retention or termination (requires the FSU_SS_MANAGER role). All Courtesy Appointments are set to "Terminate" initially.

  *   To retain an appointment, check the "Retain" box.
  *   To end an appointment, leave the "Terminate" box selected.

May 16 - May 22
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 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.
*         Appointments marked for retention by the Department Representative: 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.
May 23
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) 644-4477, azwalker at fsu.edu<mailto:azwalker at fsu.edu> or HR-CourtesyDocs at fsu.edu<mailto:HR-CourtesyDocs at fsu.edu>.



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