Appointment Information for the School for Continuing Studies
Updated as of June 8, 2012
The Provost's Office will now initiate most faculty requests into GMS. This means that Chairs and Deans will be approving and recommending appointments outside of the system, before requests come up to the Provost's Office.
HR Contacts: Departmental administrators will still have responsibility for completing and sending the appropriate forms and supporting documentation to their deans office and senior business manager for approval. We have updated our forms to reflect the need for outside of the system approval from chair, school finance officer, and dean for hires, status changes for adjuncts and additional compensation requests. Please be sure to use the new forms,http://provost.georgetown.edu/OFRA/nav/forms/. We will work on fillable PDF appointment forms to allow for a purely electronic school process in the future, which would allow upload requests to the Z drive to be approved with an electronic signature.
Although keying will be initiated in GMS by the Office of Faculty Records, HR Contacts will still be prompted by GMS to participate in the onboarding process for new hires. Please continue to monitor your GMS inboxes on a regular basis to follow through on all the steps needed to complete hires.
Finance Partner: Senior business managers will be asked to review and approve the outside of GMS requests as submitted by the HR Contacts and as determined by the Dean’s Office. "Finance Partners" will also continue to approve transactions in GMS as they have been.
Dean’s Office Reviewer: Deans will continue to be responsible for reviewing and approving all faculty appointments, but this review will occur outside of GMS. In SCS part time contracts are sent out by the school following this approval step. OFRA's receipt of the contract will initiate the hire process in GMS.
OFRA will initiate hire and compensation change requests for Main Campus faculty. HR contacts may continue to create positions as needed and to create applicants, as well as assigning costing allocations for faculty when salary splits are needed.
- Exisiting Employees
- Adjunct Instructors
- The Use of Allowances
- Documenting Approval -The Contract orAppointment Request Form
- Inactive Faculty
- The Z drive for additional documentation
- Additional Specific Information on Academic Business Processes***
Hiring In GMS, hiring a faculty member is a one to three step process. First, see if the person is brand new or if he or she is already in the system. (If not, please enter their information into the system using the "Create an Applicant" business process.) Then, see if there is an unfilled position already in the unit into which they can be hired. (If not, use the "Create a Position" business process to create a seat for the candidate.) Then, hire the applicant into the seat by the Provost's Office using the "Hire an Employee" business process. SCS should send up contracts to request adjunct hires and "Appointment Request Forms" with c.v and other documentation to request full time hires.
Exisiting faculty and other employees Faculty members and staff who are already employed at Georgetown will be hired to teach courses in the school by using the "add additional job" business process. OFRA will initiate this process when we receive a copy of the contract SCS has produced. This allows an existing employee to be placed (additionally) into an unfilled position in SCS. As part of this process, their "home" department or unit will be asked to assign their paygroup. They should be assigned to the paygroup that is already attached to their primary position, eg "monthly" for faculty.
Allowances and increased responsibilities within an existing position "Allowances" will be assigned by OFRA when additional compensation is required due to a rearrangment or increase of responsibilities within an existing position.
New Hires The "Appointment Request Form" should be uploaded to request new full time faculty appointments. All new full time academic appointments require the signatures of Chair or Director, Dean, and Business Officer approval. OFRA will initiate a hire in GMS upon receipt and review of the request.
Appointment Documentation SCS produces letters for adjunct appointments. Appointment letters produced by the school should be uploaded to the Z drive when they have been produced. OFRA will complete the hire in the GMS system.
Reappointments Full time appointments that are being extended can be requested using a new contract or appointment request form. OFRA will enter reappointments in the system using the "Edit Compensation Guidelines" business process.
Inactive Faculty If a faculty member will not be reappointed, but you would like to keep them available to be hired in the future, there is no need to terminate them. Instead, the pay plan will be "deleted," leaving them available for hire in the future.
Information we need to hire full time faculty Additional documentation required for full time faculty appointments such as correspondence and Curriculum Vitae should be uploaded by the original requestor to the Z drive, a secure space used for sharing appointment information among units, Dean's Offices and the Provost's Office. Please request access to the shared drive as well as information on naming conventions for documents by contacting Kristen Rogers in the Office of Faculty Records.