New process for appointing and reappointing employees
3 February 2022
Following a pilot in November, Shared Services is introducing a new appointment process to the university.
When the university has selected a candidate to hire and is ready to generate an offer letter and add them to our employee database, the process is called employee appointment. Appointments also include promotions, transfers and rehires. The process for extending an appointment is reappointment.
The new process centralizes and streamlines the collection of appointment information, ensures details are accurate, gathers approvals, and automates the offer letter for digital signature. Overall the process redesign prevents delays and expedites processing.
Both faculty and staff and Shared Services have transparency into the process. This allows hiring managers to stay on top of status updates, and allows Shared Services to understand where to focus future innovation efforts.
Standardizing the appointment process across all faculties and units makes rolling out ongoing improvements more efficient and lets Shared Services provide support more consistently and easily.
More than 800 appointments have been processed in the new system already. Beginning in January, the new appointment process is available on our new appointment web page.
We are still developing the bulk appointment templates, and we expect to offer these later in February.
How to extend an appointment (reappointment)
- Going forward, supervisors of employees with temporary appointments will receive an email notification with a link to the appointment system 60 days prior to the contract end date.
- Prior to initiating the reappointment or extension, supervisors should consult their HR Service Partner for recommendations, confirm with their Finance Partner that they have the budget to extend the appointment, and gather necessary hiring approvals.
- Supervisors should visit the Make an offer, appoint or extend a position page and follow the instructions for making a verbal offer.
- To initiate the process, supervisors must use the link in the reappointment email to connect to the appointment form. It's easier to fill out this form, as we've introduced a few pre-populated data fields.
- Once you've submitted the form, you'll receive email updates as the process is completed. Submit the form with complete information to expedite the process.
How to appoint, promote, transfer or hire
- Visit the Make an offer, appoint or extend a position page and follow the instructions for making a verbal offer.
- Use the new "Start Employee Appointment" link on the appointment page.
- Follow the instructions and use the resources on the appointment page to send an offer letter.
- Once you've submitted the form, you'll receive email updates as the process is completed. Submit the form with complete information to expedite the process.
In the middle of an appointment right now?
Any eForms and Pay Action Forms initiated or in progress will continue with it through completion. All new appointments and reappointments will be completed in the new system.
Going forward, eForms will be used only for:
- Foreign nationals, visitors to the university and persons of interest
- Terminations
- Position/job updates
- Change in pay
The appointment/reappointment eForms have been removed from the eForms web page.
We welcome your input
Megan Martens, HR Services Partner, used the new system on behalf of a few different client groups and shared her experience: "Once I was familiar with the fields that were required and where to find the information, I found the system very user friendly. I was expecting it to be a bit more cumbersome, but once you do it a few times, it is very straightforward and quick. The best part is tracking the status of your request so you know where it is at. I was able to see the appointment move through the stages right to completion."
We welcome your ideas and suggestions through the Staff Service Centre feedback form as we continue to improve the functionality for you.