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APPOINT UNCLASSIFIED 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.
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.
Reappoint

A person is returning to a position previously held after a break in service in that position (same position number). If the pay rate differs from the rate in effect when the faculty member left, written justification for the new pay rate must be approved by the Office of Human Resources prior to offering the position. (Send email justification statements to the Business Center HR Manager.) Attach a copy of the approved justification statement to your job form.

Unclassified fixed-term faculty (C1 positions):

•Fixed-term faculty may return within one year from the previous actual job end date without recruiting through the Online PD & Recruiting System.
• Instructors hired through continuous recruitment pools may return within two years from the previous actual job end date without recruiting through the Online PD & Recruiting System.

Tenured Administrator

IMPORTANT this task is to be used to seat a tenured administrator hired through PeopleAdmin 5.8.

Use this task to begin a fixed-term administrative appointment for a tenured faculty member. This task applies to new employees OR existing tenured faculty members moving into administrative appointments.

This task establishes one active job record for the administrative fixed-term appointment, and another record (in leave status) to record the details of the faculty member's tenure commitment.

When this task is used for an existing faculty member moving into an administrative appointment, the task is completed by the unit with the administrative assignment (in conjunction with the former department.)

If you have hired through PeopleAdmin 7.0 please use the Tenured Placeholder form in the Recruit/Appoint section of OSCAR:

Required authorizations

Dean/Vice President or Designee

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.

Items to Attach to this Form  
Hire New
Add Sec
Rehire
Reappoint
Tenured Administrator
New Hires
Existing Faculty
Personal Demographic Form
Y
Y1
Y1
Y1
Y
 
I-9 (original document) plus supporting materials
Y
Y2
Y1
Y1
Y
Y2
W-4 form
Y
 
Y4
Y4
Y
 
Direct Deposit Authorization
Y
 
Y
Y
Y
 
Labor distribution form (only if additional space was necessary)
M
M
M
M
M
M
Copy of the employee-signed letter of offer
Y
Y
Y
Y
Y
Y
Pay rate justification      
Y3
   
Non-resident aliens:
 
 
 
 
 
 
Nonresident Alien Tax Status form
Y
 
Y2
Y2
Y
 
I-94 departure record (front and back)
Y
 
 Y2
 Y2
Y
 
F-1 visa holders: I-20 form
Y
 
Y2  
Y2  
Y
 
J-1 visa holders: DS-2019 Certification of Eligibility for Exchange Visitor
Y
 
Y2
Y2
Y
 
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.

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

3If the pay rate differs from the rate in effect when the faculty member left, written justification for the new pay rate must be approved by the Business Center HR Manager.

4Required 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

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 04/12/16


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