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Non-Classified Appointments

Submitted by ipthomps on Fri, 09/21/2012 - 12:35pm

Submitted by 21232f297a57a5a... on Fri, 06/27/2014 - 2:58pm

Appointment Types

Non-classified appointments are appointments that are not affiliated with a Union or Association at the University of Calgary. Conditions of employment for these types of appointments are governed by provincial and federal legislation. There are many types of non-classified appointments.

Non-credit Teachers

Non-credit teachers are hired to teach not for credit courses, typically in continuing education. Non-credit teaching appointments are contract appointments, usually 4 months in duration, hired on an hourly or salaried basis via the Template-Based Hire form using the Reader Demonstrators/Non-Cred Teaching – Hourly or Reader Demonstrators/Non-Cred Teaching – Salaried template.

Reader/Demonstrators

Reader/Demonstrators are hired to support teaching activities such as marking or invigilating/proctoring exams. Can be hired on an hourly or salaried basis via the Template-Based Hire form using the Reader Demonstrators/Non-Cred Teaching – Hourly or Reader Demonstrators/Non-Cred Teaching – Salaried template.

Coop Students

Coop Students are university students in work placements that take place during the regular academic year. Coop Student may or may not be students of the UofC. Coop Students are paid only on an hourly basis and hired via the Template-Based Hire form using the Student Programs – Hourly template.

Summer Temporary Employment Program (STPP)

Summer Temporary Employment Program (STPP) is an Alberta Government program aimed at helping students who would benefit from temporary employment during the spring and summer months. Departments must apply and be granted step funding prior to hiring a STEP student. STEP students are hired via the Template-Based Hire form using the Student Programs – Hourly template.

Canada Summer Jobs (SCPP)

Canada Summer Jobs (SCPP) is a Government of Canada initiative that provides funding to help employers create summer job opportunities for students. It is designed to focus on local priorities, while helping both students and their communities. Departments can apply for funding through this government program, they must be approved for funding before hiring a Canada Summer Job student (SCPP) . SCPP positions are hired as hourly appointments through the Template-Based Hire form using the Student Programs – Hourly Template.

Submitted by 21232f297a57a5a... on Fri, 06/27/2014 - 3:00pm

Hiring

Recruit for and Select Non-classified Candidate

Recruiting a non-classified employee is the responsibility of the department hiring for the appointment. Job Profiles and posting through the Universities career page is not required. However, optional posting through the careers page is available should you require assistance with sourcing candidates for these positions.

Make Offer to Candidate

Once you have selected a successful candidate for your non-classified position an offer should be presented to the candidate. The terms and conditions of the appointment should be clearly outlined, including duties, compensation and duration of the contract. Offers can only be accepted once it has been determined that the candidate is legally entitled to work in Canada under the terms of the offer.

Submit a Template-Based Hire Form

Once the job code has been selected and an offer has been accepted you can hire the non-classified job via the Template-Based Hire form in Human Resources PeopleSoft. See below for step-by-step job aids that outline this process in detail.

The online TBH form will automatically flow to all applicable approvers. Once the hire is processed in PeopleSoft an automatic notification is sent to the employee’s Reports to Manager.

Onboard New Employee

Once the person and job record have been created in the Human Resources PeopleSoft system the new employee’s reporting manager will receive a confirmation email. The email will include appointment details and a link to the Onboarding Website.

The manager's checklist should be used to help you ensure that your new employee is given an IT account, a university email address and other system access including additional PeopleSoft roles in both Finance and HR.

Submitted by 21232f297a57a5a... on Fri, 06/27/2014 - 2:56pm

Job Changes

When changes to an existing Non-classified appointment are required, those changes are processed via the Job Change Request form. There are many types of Job Changes for Non-classified appointment types. Each job change is outlined next. Job Aids related to Job Change transactions are included below as well.

Accounting Changes

Used when the salary of a non-classified appointment is to be charged to a different funding source.

The transaction type: Accounting Change – TBH allows users to change:

  • Accounting where the salary should be charged

Compensation Changes

Used when the monthly compensation is changing. Compensation Changes can be permanent or can be used to increase or decrease compensation for a period of time.

The transaction type: Compensation Change - Increase or Compensation Change - Decrease allows users to change:

  • Compensation &
  • Accounting where the salary should be charged
  • Accounting where the benefits should be charged (if different from salary)

Corrections to Compensation

Used when the compensation was entered in error on the Template-Based Hire form. Corrections to compensation must be made effective the original Hire or Rehire date.

The transaction type: Correction - Compensation allows users to change:

  • Compensation back to the original Hire or Rehire effective date

Correction to Effective Date

Used when the effective date of the Hire or Rehire must be changed.

The transaction type: Correction – Effective Date allows users to change:

  • The effective date of the Hire or Rehire

Job Aids

Submitted by 21232f297a57a5a... on Fri, 06/27/2014 - 3:01pm

Termination - Salaried Appointments

There are different types of terminations and the process to administer the termination depends on the type. Each type of termination and the process to administer the termination are reviewed next. In each case an online Termination form may or may not be required. See the Termination Decision Matrix for a summary of when a form is required.

Whether an employee is transferring or leaving the university, both the manager and employee should complete an offboarding checklist prior to the employee’s departure. These checklists provide each a summary of the actions that need to be considered when an employee transfers or leaves the university. The checklists are intended as a tool for both the manager and employee. Completed checklists should be kept by the manager and DO NOT need to be sent to Human Resources.

Resignation

A resignation is a voluntary termination and is initiated when an employee submits a resignation letter to their manager. Whether the appointment is regular or temporary, if the resignation is at the employee’s discretion it is voluntary and a Job Termination Request form should be submitted as part of the termination process.

Casual or Student Hourly jobs will automatically terminate after 6 months of timesheet inactivity. However if a department wishes to terminate a casual job record before the six month auto term process is run, they can submit a Job Termination Request form to terminate the casual job record.

A Job Termination request form is not required, unless a department is terminating a job prior to six months of timesheet activity. A termination checklist is required for all jobs that are terminated using the online termination form. Job aids for initiating the online termination form and a direct link to the offboarding checklists are included next.

In addition to the online termination request form, managers and employees should complete their applicable offboarding checklists, even when the employee is transferring somewhere else in the univesity.

End of Contract

When a contract approaches its expected end-date and will not be extended beyond that date the termination is automatically processed effective that date. No online termination form is required for this type of termination, but an offboarding checklist should still be completed by both the Manager and the Employee.

A job aid to initiate a termination checklist for a job that is terminating upon its contract end-date and a direct link to the offboarding checklists are included next.

Termination (involuntary)

When a regular appointment is being terminated at the discretion of the department or when a temporary appointment is being terminated prior to its expected end-date and at the discretion of the department it is considered involuntary and must be processed via a manual termination process. Departments are expected to contact their HR Services team for support with involuntary terminations.