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APPOINT CLASSIFIED EMPLOYEE - INSTRUCTIONS

REMINDER TO BUSINESS CENTER HUMAN RESOURCES STAFF: a new employee cannot be hired until the recruitment from which he/she was selected is complete. Please ensure that the department's hiring proposal is approved in the online recruiting system before processing the hiring job form from this OSCAR online task. Only use the OSCAR task for employees hired through PeopleAdmin 5.8.

Hire New A new employee is a person who has NEVER worked for OSU. (Exception: a classified employee returning to OSU after a 2-year break in service with OSU is a new hire.)
Add Secondary Using this task ADDS a job to a person already employed at OSU with at least one current job in active or leave status. If you are REPLACING a job, use the appropriate promote, demote, or transfer task. The total monthly appointment percent for all current jobs plus this new one cannot exceed 100%.
Rehire The person you plan to hire has held a job at OSU (or is currently holding a job at OSU that is ending) and is starting a different job (different position number.) There may or may not be a break in service with OSU.

If the person will continue to work in another position along with this new job, use the Add Secondary task.
Recall Employee from Layoff The employee was laid off, is on the recall list, and is being brought back to an appropriate classification, or the employee demoted in lieu of layoff and is now returning to an appropriate classification.
The following three tasks will stop one job and start another. To help ensure a smooth and accurate payroll transition (including the employee's usual monthly benefits and deductions), the job form and any required attachments must be originated by (or received by) the Business Center HR staff by the monthly HR/Payroll deadline for the same month as the new job begin date. This may require signatures or other information from the new employee prior to the job begin date. Transactions completed after the monthly HR/Payroll deadline may result in payroll adjustments or a manual check.

As a courtesy, it is suggested that the receiving department (where the employee will work) send a copy of this form to the department of the employee's former/regular job.
Promote Employee To hire an existing classified employee into a new classified position at a higher salary range. If the new job is in a different department, the department where the employee will work completes this task in conjunction with the employee's former department.
Demote Employee To hire an existing classified employee into a new classified position at a lower salary range due to voluntary or involuntary reasons, or in lieu of layoff. If the new job is in a different department, the department where the employee will work completes this task in conjunction with the employee's former department.
Transfer Job Laterally To hire an existing classified employee into a new classified position at the same salary range. If the new job is in a different department, the department where the employee will work completes this task in conjunction with the employee's former department.

Required authorizations

Employee signature (applies only to voluntary demotion, or when the employee has not provided a letter of resignation from the former job for a Transfer Job Laterally).
Dean/Vice President or Designee (for Promote Employee, Demote Employee, or Transfer Job Laterally tasks, this is the Dean/Vice President or Designee of the receiving department ).

This request must be approved at the Dean or Vice President level. The Office of the Provost maintains the list of authorized delegated signature authorities. The individual signing as Dean or Vice President must be named on this list: OSU Delegated Signature Authority List.

If your Dean requires authorization from another person in his/her unit, have this person sign and date the form in the space just above the Approvals/Signatures section.

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Items to Attach to this Form  
Hire New
Add Sec
Rehire
Recall Employee from Layoff
Promote Employee
Demote Employee
Transfer Job Laterally
Personal Demographic Form
Y
 
 
Y1
Y1
 
 
 
I-9 (original document) plus supporting materials
Y
Y2
Y1
Y1
Y2
Y2
Y2
W-4 form
Y
 
 
Y5
Y
 
 
 
Direct Deposit Authorization
Y
 
 
Y
Y
 
 
 
Copy of the employee-signed letter of offer
Y3
Y3
Y3
 
Y
Y3
Y3
New Classified Employee Orientation Checklist, signed by all parties
Y4
           
Labor distribution form (only if additional space was necessary)
M
M
M
M
M
M
M
Limited Duration Appointment Agreement if it is a limited duration appointment.
M
M
M
M
M
M
M
Irregular or Flexible Work Schedule Request if requesting an irregular or flexible work schedule.
M
M
M
M
M
M
M
Copy of the letter signed by a representative of the Office of Human Resources officially recalling the employee back to work in the same classification from which he or she was laid off      
Y
 
 
 
Non-resident aliens:
 
 
 
 
 
 
 
Nonresident Alien Tax Status form
Y
 
 
Y2 
Y2 
 
 
 
I-94 departure record (front and back)
Y
 
 
 Y2 
 Y2 
 
 
 
F-1 visa holders: I-20 form
Y
 
 
Y2  
Y2  
 
 
 
J-1 visa holders: DS-2019 Certification of Eligibility for Exchange Visitor
Y
 
 

Y2  

Y2  

 
 
 
Y = Yes       M = Maybe

1Complete new I-9 if rehire/recall date is one year from the employee's termination date OR three years from the employee's original hire date and I-9 does not exist in Nolij OR the I-9 has expired, OR the employee is a returning retiree. (a person who has received, or is currently receiving, retirement pension payments from PERS or the ORP) OR the employee has accepted a new position requiring a higher degree than what is currently documented in Banner.

2 Resident aliens and non-resident aliens: complete a new I-9 form, if it has expired (this can be verified on the Banner form, PYIVERI).

3 If this is a limited duration appointment, send a signed limited duration agreement instead of a letter of offer. If this is a demotion, layoff, or transfer is in lieu of layoff, send a copy of the placement letter instead.

4 The checklist is completed within one week of the employee's hire date. Do not hold the employee's hiring job form in order to wait for the signed Checklist. If necessary, send later.

5Required only when the rehire has had a break in service of >1 year.

Where to send completed form

Please send to the Human Resources staff in your Business Center.

Additional instructions

Sample letters of offer for classified employees are available at Strategic Staffing/Workforce Planning: Recruitment and Selection Resources. 

Please encourage employees to see the University's new employee web site at New Employee Resources for more information about OSU.

Non-resident aliens from countries with tax treaties with the United States: if desired, these employees may request the "8233 tax treaty form" from the Payroll Office. You may wish to suggest this to your new employee.

Revised 04/12/2016


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