Employee Appointment - Re-Appointment (New offer or Extension)

Once a hiring manager has selected a candidate and completed reference checks, they are ready to generate an offer letter. This process is called Employee Appointment (new, promotion, transfer) or Employee Re-appointment (rehire or extension).

Note: Secondment requests do not follow the below process, they must be submitted through Staff Service Centre.

Before proceeding, with any Appointment or Re-appointment process, you must:

  1.   Obtain Hiring Approval.
  2.   Make a verbal offer
    • Ensure you have the following information:
      • Start date
      • Probation period
      • Pay Grade and Step
    • Call the candidate
      • Make the verbal offer (which is legally binding)

Refer to the Payroll Deadlines when submitting Appointment, Reappointment, or Graduate Student Appointment

Types of Appointment or Re-Appointment Processes

New Offer, Promotion, Transfer - Employee Appointment Process
Extension - Employee Re-Appointment Process

Note: If you are not extending the appointment, you are required to provide Auxiliary Salaried staff 30 days' notice, and recommended to provide similar notice to other employee groups.

Graduate Student Appointment (+10 appointments)

Tools

This section provides a list of the different applications or tools available to you along with directions on how to use them.

APS Employee Appointment Process End User Guide

APS Employee Reappointment Process End User Guide

GSA Bulk Upload Tutorial Video

APS Employee Appointment End User Training Video | Create a LearnCentre account first

Job Code Directory

Job codes are used to define the type of work performed, the grade level, and hours of work per week. 

Click the button below to view the Job Code Directory web page which will assist you in navigating to the appropriate job code search, based on the employee type being appointed.

View Job Code Directory

Reports To Application
HR Terminology for Supervisors

This document provides a description for specific HR terminology that may help with understanding what is being referenced.

View HR Terminology for Supervisors

Forms and Documentation

This link takes you to our document management system which contains additional information.

View Link


Guidelines

This section provides direct links to important information which will help guide you through the Employee Appointment process.

Academic Employee Types
In this section you will find a link for each academic employee type which will take you to a quick reference guide explaining the fields you will see in the Employee Appointment process, what should be entered in these fields, and some tips around entering this information.
Support Employee Types
In this section you will find a link for each support employee type which will take you to a quick reference guide explaining the fields you will see in the Employee Appointment process, what should be entered in these fields, and some tips around entering this information.
Graduate Assistant

In this section you will find a link for each support employee type which will take you to a quick reference guide explaining the fields you will see in the Employee Appointment process, what should be entered in these fields, and some tips around entering this information.

In this section you will find a link for all other employee types which will take you to a quick reference guide explaining the fields you will see in the Employee Appointment process, what should be entered in these fields, and some tips around entering this information.
Supplemental Pay
This reference document provides the basics around Supplemental Pay and the earning codes used.
Probation

Probation: an assessment period for a new employee usually for a specified period of time

This section provides links to the specific probationary guidelines.

Academic & MAPS - Probation Information

Support - Probation Period - Trust