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:
- Obtain Hiring Approval.
- Consult your HR and Finance Partners and Secure Hiring Approval
- Make a verbal offer
Refer to the Payroll Deadlines when submitting Appointment, Reappointment, or Graduate Student Appointment
Types of Appointment or Re-Appointment Processes
- Obtain Hiring Approval and Make Verbal Offer
- Review APS Employee Appointment Process End User Guide
- Gather information from the applicable Employee Type QRG in the Guidelines below.
- Confirm signatories for offer letter – Contact your HR Service Partner
- Initiate Employee Appointment (Refer to the Payroll Deadlines for initiation timelines)
- There is a requirement to be connected to VPN to initiate appointment
- Shared Services will:
- Prepare the appointment letter and coordinates signatures
- Enter the appointment information into PeopleSoft; which prompts IST to create CCID for employee
- Set up pay for new employees
- Review Onboarding Program
- Hiring Manager/HR Service Partner will regret unsuccessful candidates
- Initiator/HR Service Partner close competition file
- Obtain Hiring Approval and Make Verbal Offer
- Confirm with faculty/unit you are proceeding with reappointment
- Review APS Employee Reappointment Process End User Guide
- Gather information from the applicable Employee Type QRG in the Guidelines below.
- Initiate Employee Reappointment (Refer to the Payroll Deadlines for initiation timelines)
- If you are signed up for re-appointment notifications, you will receive email and link 60 days in advance of expiry date.
- If you are not signed up for re-appointment notifications, please contact Staff Service Centre for access.
- Shared Services will:
- Prepare the appointment letter and coordinates signatures
- Enter the appointment information into PeopleSoft
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.
- Obtain Hiring Approval and Make Verbal Offer
- Confirm with faculty/unit you are proceeding with reappointment
- Download the GSA Batch Entry Template onto your desktop and save a copy
- Detailed instructions to complete are included in the template
- Note: The template MUST be completed in Microsoft Excel NOT Google Sheets.
- Note: DO NOT MODIFY the spreadsheet by adding/deleting rows or columns
- Complete the template using these resources: Graduate Assistant QRG and GSA Bulk Upload Tutorial Video
- Submit Completed GSA Batch Entry Template through this Google Form
- Refer to the Payroll Deadlines for initiation timelines
- System will validate your submission. If there are errors, you will receive an error report.
- Correct errors and resubmit
- Receive Success Report after completed submission
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 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.
This document provides a description for specific HR terminology that may help with understanding what is being referenced.
This link takes you to our document management system which contains additional information.
Guidelines
This section provides direct links to important information which will help guide you through the Employee Appointment process.
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.
- Excluded Mgmt - MAPS Continuing
- Postdoctoral Fellow - Employee
- Person of Interest (POI)
Probation: an assessment period for a new employee usually for a specified period of time
This section provides links to the specific probationary guidelines.