Appendix A

Appointment Forms

             

New and continuing full-time faculty appointment forms are handled by the Provost's Office. Appointment forms must be filled out by Chairs or their assistants (signed by the Chair) for all part-time faculty appointments, as well as graduate students hired as Teaching Assistants, Lab Associates, Readers, or Graders.

General Information

             Appointment forms are also used to document promotions, stipends, grant funding, and miscellaneous payments made to faculty members, and to terminate employees. The form on the Provost web site as an editable PDF (Adobe Acrobat reader required) and can be sent to the Provost's Office through campus mail.

             Appointment forms are filled out per semester for all part-time faculty and graduate students. Individual and department totals for salaries must correlate with the budget sheets; discrepancies must be resolved before the form will be processed and sent to payroll.

             The deadline for completion is September 10 for fall semester and January 10 for spring semester, although it is preferable to have the forms in the Provost's Office earlier than this. It is mandatory to insure that all non-immigrant aliens have proper visa status before their paperwork is processed.

             In order for names of faculty not returning to be removed from the budget book, termination forms must be submitted for them, generally at the end of fall and spring semesters. Termination forms are needed only for full-time and adjunct faculty whose names appear in the department budget. Please submit termination forms in conjunction with the development of the budget for the coming year, to insure consistency and accuracy. To hold a "slot" in the budget book, please indicate on the form that the name should be changed to "tba."

             Steps for completing the appointment form for new and continuing faculty, TA's, Lab Associates, Readers and Graders:

  1. Fill in the date on which you are completing the form.
  2. Indicate whether this appointment is new or continuing. Faculty who have not worked at least an entire year are considered new. Please attach a current CV for new appointments.
  3. You must complete Social Security number, birthday, gender, full address, telephone number, rank and salary. Guidelines for assigning ranks/titles: Generally, a Lecturer has a Ph.D.; an Associate does not. The various adjunct Professor titles are generally reserved for people possessing the Ph.D., unless there is a precedent for continuing faculty members or renowned artists, or a title approved by the Provost.
  4. Salary - leave blank for continuing employees for fall semester if the increase for the coming year hasn't yet been determined. Otherwise, consult the budget sheet, and explain any discrepancies between the planned and actual salary. Please explain staffing changes made since the budget was submitted. In cases where faculty members have been absent for one year, check their most recent salary level, to insure they receive an equitable increase.
  5. Start dates: for spring semester - January 1; for fall semester - September 1. End dates: for spring semester - May 31; for fall semester - December 31. These dates are used for consistency, even if the form is completed later than the Start Date.
  6. FTE. Consult the budget sheet for guidance. Leave blank if you are unsure.
  7. Pay installments for the fall semester are normally 4 (Sept - Dec) and for the spring semester 5 (Jan - May). For appointment forms submitted later in the semester, the number of pay installments may be lower.
  8. Please include information on academic degrees, including the institution and the year in which they were conferred.
  9. Teaching schedule is a mandatory entry! When available, indicate the FTE and salary of each course taught.

             Once the form is complete and signed by the Chair (or designated representative), it must be approved by the Budget Director and the Provost. Copies are sent to payroll, the budget director, the department, and the faculty member, who also receives a letter from the Provost. New faculty must come into the Provost's Office to complete paperwork so they can get on payroll. Continuing faculty do need to come in if any of their information (e.g. address) has changed. (Contact: Provost's Office, (212) 854-2708).

             A change of information form (for address/phone/visa status and other personal information) is also available in the Provost's Office, or as an e-mail attachment that can be completed and returned electronically.

FACULTY APPOINTMENT OR CHANGE OF STATUS FORM

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