Appointment Guidelines

Appointment forms are part of the HR Transaction System and are used for a variety types of appointments as described below.

Faculty Guidelines

P&S Guidelines

SEIU Guidelines

Merit Guidelines

Graduate/Undergraduate Guidelines

Post Doctor Guidelines

Fellowship Guidelines

House Staff Guidelines

Bi-weekly student Guidelines

Faculty

Appointment Type

Appointment Sub Type

Appointment Term

Signed Offer Letter Required on Transaction

Definition/Usage

Faculty

With Benefits

Fiscal Year *

Academic Year *

Yes

Used when a new Faculty employee is appointed to a position that is 50% time or more and includes benefits.

Faculty

Without Benefits

Fiscal Year *

Academic Year *

Short Term *

First Semester *

Second Semester *

Yes

Use this Appointment Sub-Type when a Faculty employee will receive temporary health and/or dental insurance.

Faculty

Complimentary

N/A

Yes

Used when a new Faculty employee is appointed to an unpaid Complimentary appointment. (A brief description of duties and/or why access is being granted should be added to the remarks area of the appointment.)

Faculty

VA Appointment

N/A

Yes

Used when a Faculty employee is appointed to the VA. Faculty must also be appointed to a regular position at the UI.

Faculty

Bi-weekly

Non-student

N/A

Yes

Used when a Faculty employee is appointed to a Bi-weekly (hourly) position.  (Bi-weekly appointments of less than 6 months require an end date on the appointment form and do not require employee participation in a retirement plan.   Bi-weekly appointments greater than 6 months will require employee participation in a retirement plan.)

*Fiscal Year: Used when a new Faculty employee is appointed based on the fiscal year. Paid in twelve monthly installments, August 1st through July 1st. The work hours follow the fiscal year calendar with vacation accruals.

*Academic Year: Used when a new Faculty employee is appointed based on the academic-year. Paid in 12 monthly installments, August 1st through July 1st.  The work hours follow the academic calendar with applicable breaks, there are no vacation accruals.

*Short Term: Used when a Faculty employee is appointed on a temporary basis. Paid in monthly installments over the period of the appointment. Appointment must be 5 months or less.

*First Semester: Used when a Faculty employee is appointed for the first semester and is paid in 5 monthly installments - September 1st through January 1st.

*Second Semester: Used when a Faculty employee is appointed for the second semester and is paid in 5 monthly installments - February 1st through June 1st

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P&S

Appointment Type

Appointment Sub Type

Appointment Term

Signed Offer Letter Required on Transaction

Definition/Usage

P&S

Regular

Fiscal Year *

Academic Year *

School Year *

Yes

Used when a new P&S employee is appointed to a Regular salaried position.

P&S

Temporary

Fiscal Year *

Academic Year *

Short Term *

First Semester *

Second Semester *

Yes*

Used when a new P&S employee is appointed to a Temporary fiscal (limited usage) or short-term (5 months or less) position and are paid on a monthly schedule.

P&S

Complimentary

N/A

No

Used when a new P&S employee is appointed to an unpaid Complimentary position for purposes of access to University of Iowa systems and Library privileges.  Also used for Temporary employees hired through a staffing agency for access purposes. (A brief description of duties and/or why access is being granted should be added to the remarks area of the appointment.)

P&S

Research Intern

N/A

Yes

Used when a new P&S employee is appointed to a Temporary fiscal Research Intern position that is part of the Post-Baccalaureate Research Internship program which is administered by VP Research.

P&S

Bi-weekly Non-student

N/A

Yes

Used when a new P&S employee is appointed to a Bi-weekly (hourly) position and must be paid within the established pay levels.  The majority of P&S Temporary staff are paid on an hourly basis. (Bi-weekly appointments of less than 6 months require an end date on the appointment form and do not require employee participation in a retirement plan.   Bi-weekly appointments greater than 6 months will require employee participation in a retirement plan.)  

*Fiscal Year: This is a Regular 12-month appointment paid on a monthly basis.  This is the most common type of appointment.

*Academic Year: This is a Regular appointment based on the academic calendar.  The work hours follow the academic calendar with applicable breaks, there are no vacation accruals and it is paid in 12 equal monthly payments. –August 1st through July 1st

*School Year: This is a Regular appointment that includes an annual unpaid leave period of at least 2 months.  The work schedule is based on the agreed upon dates. Benefit payments for months not being worked will be withdrawn during the pay periods.

*Short Term: This is a Temporary appointment that is 5 months or less in duration and is paid on a monthly schedule

*First Semester: This is a Temporary appointment that is for the first semester and is paid in 5 equal monthly payments—September 1st through January 1st

*Second Semester: This is a Temporary appointment that is for the second semester and is paid in 5 equal monthly payments —February 1st through June 1st

*P&S Temporary Appointment Offer Letter: Require offer letter on transactions with the exceptions of PZ02, PZ03, PZ06 and PZ07.

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SEIU

Appointment Type

Appointment Sub Type

Appointment Term

Signed Offer Letter Required on Transaction

Definition/Usage

SEIU

Regular

N/A

Yes

Used when a new SEIU employee is appointed to a Regular salaried position.

SEIU

Weekend

N/A

Yes

Used when a new SEIU employee is appointed to a weekend option position.

SEIU

Bi-weekly Non-student

N/A

Yes

Used when a new SEIU employee is appointed to a Bi-weekly (hourly) position and must be paid within the established pay ranges. (Bi-weekly appointments of less than 6 months require an end date on the appointment form and do not require employee participation in a retirement plan.   Bi-weekly appointments greater than 6 months will require employee participation in a retirement plan.)  

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Merit

Appointment Type

Appointment Sub Type

Appointment Term

Signed Offer Letter Required on Transaction

Definition/Usage

Merit

Permanent

Bargaining *

Exempt *

Yes

Used when a new Merit employee is appointed to a salaried position. Also used when a UI employee is currently working another Permanent (Regular, fiscal year) position and is adding a second Permanent position (not to exceed 40 hours/week).

Merit

School Term

Bargaining *

Exempt *

Yes

Used when a new Merit employee is appointed to a salaried position that is scheduled to work for 9, 10 or 11 months each year. The work schedule is based on the agreed upon dates. Benefit payments for months not being worked will be withdrawn during the pay periods.

Merit

Complimentary

N/A

No

Used when a new Merit employee is appointed to an unpaid Complimentary position for purposes of access to University of Iowa systems and Library privileges.  Also used for Temporary employees hired through a staffing agency for access purposes. (A brief description of duties and/or why access is being granted should be added to the remarks area of the appointment.)

Merit

Bi-weekly

Non-student

N/A

Yes

Used when a new Merit employee is appointed to a Bi-weekly (hourly) position and must be paid within the established pay grades.  (Bi-weekly appointments of less than 6 months require an end date on the appointment form and do not require employee participation in a retirement plan.   Bi-weekly appointments greater than 6 months will require employee participation in a retirement plan.)

*Bargaining: This is an appointment for someone in a bargaining unit classification (includes confidential positions).

*Exempt: This is an appointment for someone in a non-bargaining unit classification (Merit-Supervisory Exempt).

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Graduate/Undergraduate

Appointment Type

Appointment Sub Type

Appointment Term

Signed Offer Letter Required on Transaction

Definition/Usage

Grad/Undergrad

Graduate Assistant

Fiscal Year *

Academic Year *

Short Term *

First Semester *

Second Semester *

Yes

Used for graduate students who hold a research or teaching assistantship.

Grad/Undergrad

Graduate Assistant

Complimentary

No

Used when a new graduate student employee is appointed to an unpaid Complimentary position for purposes of access to University of Iowa systems and Library privileges. 

Grad/Undergrad

Undergraduate Assistant

Academic Year *

First Semester *

Second Semester *

No

Used for undergraduate students who hold an assistantship.

*Fiscal Year: This is a 12 month appointment based on a monthly basis.

*Academic Year: This is an appointment based on the academic year calendar.  The work hours follow the academic calendar with applicable breaks.  This is paid in 10 equal monthly payments - September 1st through June 1st

*Short Term: This is a Temporary appointment that is 5 months or less in duration and is paid on a monthly schedule.

*First Semester: This is a semester appointment that is for the first semester and is paid in 5 equal monthly payments – September 1st through January 1st

*Second Semester: This is a semester appointment that is for the second semester and is paid in 5 equal monthly payments – February 1st through June 1st

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Post Doctor

Appointment Type

Appointment Sub Type

Appointment Term

Signed Offer Letter Required on Transaction

Definition/Usage

Post Doc *

Paid

NA

Yes

Used when a new Post-Doctoral employee is appointed to a paid position.

Post Doc

Complimentary

N/A

No

Used when a new Post-Doctoral employee is appointed to an unpaid complimentary position for purposes of access to University of Iowa systems and Library privileges. 

*Post Doc: This is a 12-month appointment paid on a monthly basis.

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Fellowship

Appointment Type

Appointment Sub Type

Appointment Term

Signed Offer Letter Required on Transaction

Definition/Usage

Fellowship

Paid

Fiscal Year *

Academic Year *

Short Term *

First Semester *

Second Semester *

Yes

Used when a new Fellow is appointed to a paid position.

Fellowship

Complimentary

N/A

No

Used when a new Fellow is appointed to an unpaid Complimentary position for purposes of access to University of Iowa systems and Library privileges. (A brief description of duties and/or why access is being granted should be added to the remarks area of the appointment.)

*Fiscal Year: This is a Temporary 12-month appointment paid on a monthly basis.

*Academic Year: This is a Temporary appointment based on the academic calendar.  The work hours follow the academic calendar with applicable breaks, there are no vacation accruals and it is paid in 10 equal payments. - September 1st through June 1st

*Short Term: This is a Temporary appointment that is 5 months or less in duration and is paid on a monthly schedule.

*First Semester: This is a Temporary appointment that is for the first semester and is paid in 5 equal monthly payments. – September 1st through January 1st

*Second Semester: This is a Temporary appointment that is for the second semester and is paid in 5 equal monthly payments. – February 1st through June 1st

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House Staff

Appointment Type

Appointment Sub Type

Appointment Term

Signed Offer Letter Required on Transaction

Definition/Usage

House Staff

Paid

N/A

Yes

Used when a new House Staff employee is appointed to a paid position.

House Staff

Complimentary

N/A

No

Used when a new House Staff employee is appointed to an unpaid Complimentary position for purposes of access to University of Iowa systems and Library privileges. (A brief description of duties and/or why access is being granted should be added to the remarks area of the appointment.)

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Bi-weekly Student

Appointment Type

Appointment Sub Type

Appointment Term

Signed Offer Letter Required on Transaction

Definition/Usage

Bi-weekly Student

N/A

Continuous

No

Used when a UI student is appointed to an hourly paid position. Requires 1 hour of UI enrollment during the academic year. Appointment remains active as long as the student maintains UI enrollment during the academic year. If the student withdraws their enrollment, the appointment should be terminated. Students are limited to 680 hours during the academic year.

Bi-weekly Student

N/A

Summer

No

Used to appoint individuals to an hourly paid position who were UI students during the prior spring, current summer or were enrolled at another college/university or high school during the prior spring. Documentation of prior spring non-UI enrollment must be attached to the appointment for approval.

Bi-weekly Student

N/A

Work Study

No

Used when a UI student is appointed to an hourly paid position under the Federal Work-Study program for either academic year or summer.  Appointments always have an end date based on the Work-Study award period, i.e. Academic year or Summer semester.  Students must maintain half-time enrollment (Academic year: 6 hours for undergraduates and 5 hours for graduates. Summer semester: 6 hours for undergraduates and 3 hours for graduates).  If the student withdraws or drops hours below the requirement, the appointment should be terminated. Students are limited to 680 hours during the academic year.

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