Additional Reminders

Appointing Adjunct Faculty Members

The "adjunct" employee class is used for temporary OPS appointments extended to persons of satisfactory professional qualifications who perform temporary teaching, research, or extension functions in connection with established programs. Such persons are appointed for one academic term at a time, are normally compensated on a per course basis, and are always compensated from OPS FUNDS.

An adjunct may be employed no more than an average of .50 FTE throughout a year (Fall semester through Summer semester) or full time for no more than 26 weeks of the full year.

NOTE: All adjunct appointments are considered "4-month" type appointments and are coded as “4O”, whereas “Visiting in Lieu of Adjuncts” are coded “9O” and should be coded as such on the pPAF. Please see information at http://dof.fsu.edu/Appointments. NOTE: UNDER "REMARKS," PROVIDE COURSE PREFIX, NUMBER AND CREDIT HOURS FOR ANY ADJUNCT-TAUGHT COURSE. ADJUNCTS MAY NOT TEACH GRADUATE COURSES. “VISITING IN LIEU OF ADJUNCTS” MAY TEACH GRADUATE COURSES (see below).

Procedural questions pertaining to adjunct appointments should be directed to Katie Filomio in Human Resources at 644-1449 or kfilomio@admin.fsu.edu.

Policy questions pertaining to adjunct appointments should be directed to Dr. Andrea Novak in the Office of the Dean of the Faculties at 644-6876 or anovak@admin.fsu.edu.

Appointing Visiting Faculty Members

The "Visiting" employee class applies to an appointment (Salary or OPS) extended to a person with appropriate professional qualifications who is available for only a limited period of time. The employee class “Visiting”, plus the job code for position title, make up the title.

The Visiting title may be held for only 3 years at 1.00 FTE or equivalent (e.g. 6 years @ .50 FTE, 12 years @ .25 FTE, etc.), except in rare instances, and must be advertised before reappointment for a second year if more than .50 FTE. The hiring department is responsible for ensuring an appointment filled as “Visiting” has been appropriately advertised. The total 3-year visiting limit includes all periods exempt from advertising.

The “Visiting in Lieu of Adjunct” employee class is used for faculty who would otherwise be employed as Adjuncts but who will teach a graduate level course. Temporary graduate faculty status must be secured through The Graduate School (644‑3500). If “Visiting in Lieu of Adjunct,” please provide the course prefix, course number, and credit hours for any course the faculty member will be teaching, plus the statement, "Appointed Visiting in Lieu of Adjunct" in the “Comments” section of the form. The same eligibility formula (http://dof.fsu.edu/Appointments/Adjunct-Eligibility) applies to Adjuncts and “Visiting in Lieu of Adjunct.”

Dual Compensation

Additional information: “Dual Compensation Guidelines” at http://dof.fsu.edu/Appointments/Dual-Compensation.

The completed dual compensation form should be submitted to the Office of the Dean of the Faculties for final approval at least 4-6 weeks prior to beginning date of the dual employment, regardless of whether the course is certain to be offered, always keeping in mind the payroll deadlines. For more information, see Dual Compensation under Appointments (http://dof.fsu.edu/).

The dual compensation request may be prepared for more than one semester if applicable. However, appointment papers for adjuncts must be submitted for only one semester at a time.

If Contract & Grant funded, the funding budget number and name of principal investigator must be indicated. The dual compensation form must be sent to Sponsored Research Accounting Services (SRAS) for approval before sending to the Office of the Dean of the Faculties.

Please note that due to the new FACET reporting process, all dual comp job codes will end with a V (i.e. 90024V for an adjunct dual comp or 90029V for Visiting in Lieu of Adjunct).

Policy questions pertaining to dual compensation should be directed to Dr. Andrea Novak in the Office of the Dean of the Faculties at 644-6876 or anovak@admin.fsu.edu.

Non-Resident Aliens

The appointment end date must not extend beyond the valid employment authorization date for any faculty members. The hiring office (department/unit/college) is responsible for ensuring that the proper employment authorization has been secured and is valid for the entire appointment period (see “Procedures for Appointing New Faculty Members” at http://dof.fsu.edu/Appointments). Place the expiration date found on the I-797, I-94, DS‑2019, I-20, or EAD card on the ePAF or pPAF as appropriate, and provide two copies of the employment authorization (see Immigration Employment Documents Required for Non-Resident Aliens under Immigration Process at (http://dof.fsu.edu/Appointments). To employ a Non-Resident Alien beyond a valid status expiration date is illegal, not only for the faculty member, but also for the University, and may result in deportation and a charge of illegal employment against the University. Contact Kristen Hagen, Center for Global Engagement, at 644‑9563, for assistance in obtaining employment authorization for Non-Resident Aliens.

As of October 19, 2007, Glacier forms are now part of the mandatory paperwork in order to appoint a foreign national. Glacier is software that provides a user friendly interface to navigate through the complexities of the compensation process as it relates to foreign nationals and taxation. Individuals in certain occupations are exempt from taxation in the U.S. due to tax treaties between the U.S. and their home countries. In order to give international employees and faculty the financial benefits of these treaties, we need certain information reported to us through Glacier. By making Glacier mandatory, we will ensure that the employee's tax data is input correctly from the beginning, avoiding potential problems down the line and saving employees the inconvenience of requesting refunds.

To learn more about the process, please visit our Non-U.S. Citizen website where you’ll find information on how your employees can log into Glacier. A set of instructions for Department Representatives can be found on that page as well: http://www.hr.fsu.edu/index.cfm?page=International_glacier

Questions pertaining to visas should be directed to Angie Standley in Human Resources at 645-1952 or astandley@admin.fsu.edu or Kristen Hagen in the Center for Global Engagement at 644-9563 or khagen@admin.fsu.edu. Information is also under Immigration Process at http://dof.fsu.edu/Appointments or http://cge.fsu.edu/. 

Terminations

When a department becomes aware that a faculty member will terminate before their appointment ending date, prepare an ePAF (noting termination information in the “other” field) up to 30 days in advance. This advance copy impacts health insurance and triggers notice from People First informing the terminating faculty member of his/her opportunity for continued health insurance. Prior to the faculty member’s last day on the payroll, prepare the ePAF or pPAF (if retroactive) and Separation Checklist (http://www.hr.fsu.edu/PDF/Forms/SeparationChecklist_fill.pdf) and organize all leave records. Submit Pay & Leave Reports for each pay period worked. Review Pay & Leave Reports for completeness; e.g. faculty member’s signature and supervisor’s pre-approval for all annual leave used. Forward the Separation Checklist and leave records to Human Resources no earlier than the faculty member’s last day on the payroll. These documents are reviewed to determine eligibility for payout of unused annual and/or sick leave and the updating of the FSU General Bulletin faculty listing. Please visit http://dof.fsu.edu/Leave for more information.

The Separation Checklist must be completed for ALL faculty (salaried, OPS, and courtesy) at the time the faculty member is terminated from his/her position. This includes adjuncts and courtesy appointments with established end dates, which normally do not require an action form. A Separation Checklist is not required if the faculty member will be re-appointed in the same department, but the department must clearly state in the “Comments” section on the action form that the faculty member will be re-appointed in the same department. Terminations can be done via ePAF or pPAF (if the termination effective date is retroactive). For a pPAF, select “other” and note in comments termination and the last day worked.

Courtesy Appointments

Please refer to our website for Instructions and tips on Courtesy Appointments (http://dof.fsu.edu/Appointments). On paperwork for new courtesy appointments, a social security number must be included.

Procedural questions pertaining to courtesy appointments should be directed to Katie Filomio in Human Resources at 644-1449 or kfilomio@admin.fsu.edu.

Policy questions pertaining to courtesy appointments should be directed to Dr. Andrea Novak in the Office of the Dean of the Faculties at 644-6876 or anovak@admin.fsu.edu. 

Late Appointment Papers

Please be reminded that, effective April 1, 2001, any faculty employment actions (new hire, reappointment, termination, OPS) submitted to Human Resources more than 20 calendar days after the effective date must include a justification memo from the department head approved by the Dean of Faculties.