General Guidelines
After a search committee conducts a recruitment process, faculty appointments are recommended by the department chair or unit administrator to the appropriate dean or director. Deans and directors are delegated the presidential power of appointment for positions at the professor or equivalent and lesser ranks.
In IFAS and the Health Science Center, the senior vice-president retains the power of appointment. For E&G units, the senior vice president/provost retains the power of appointment.
If you need more information regarding Academic Affairs, Regulations, and/or faculty appointments, please visit the Policy Hub.
Requirements for New Hires
When submitting the hire ePAF make sure you follow the New Hire Checklist and provide the required documents.
ePAF approval may be delayed due to:
Additional Information on Degree Equivalencies (if applicable)
Academic Credential Evaluation (ACE) is obtained from an organization which evaluates that the foreign education of a degree abroad is equivalent to the education of a U.S. degree.
USCIS (United States Citizenship and Immigration Services) requires a copy of an official ACE equivalency for degree(s) awarded outside the U.S.
Departments should verify if the employee secured degree(s) in the U.S. or not. If the qualifying degree(s) was not earned within the U.S., the department should advise the employee that they will need to secure the ACE and provide a list to the employee of NACES Evaluation Agencies.
The following companies are recommended by the immigration attorney:
Note: Any credentials not originally in English will also require official translations (employee’s personal translations are not permissible).
2023 – 2024
Semester | Dates | # Pay Periods |
Summer A | 5/16/2023 – 6/30/2023 | 3.4 |
Summer B | 7/01/2023 – 8/15/2023 | 3.2 |
Summer C | 5/16/2023 – 8/15/2023 | 6.6 |
Fall 2023 | 8/16/2023 – 12/31/2023 | 9.8 |
Spring 2024 | 1/01/2024 – 5/14/2024 | 9.7 |
2024 – 2025
Semester | Dates | # Pay Periods |
Summer A | 5/15/2024 – 6/30/2024 | 3.3 |
Summer B | 7/01/2024 – 8/15/2024 | 3.4 |
Summer C | 5/15/2024 – 8/15/2024 | 6.7 |
Fall 2024 | 8/16/2024 – 12/31/2024 | 9.8 |
Spring 2025 | 1/01/2025 – 5/15/2025 | 9.7 |
Appointment letters inform new faculty members of what is expected of them in terms of teaching (including extension work), research (other creative activities), service, as well as any other specific requirements and/or other duties involved. This includes the need for quality scholarly activities in order to earn tenure and promotion. The letter should be followed with assignments that will promote productivity in the areas needed to earn tenure and promotion, particularly in the case of the assignment of junior faculty.
Appointment Letter Requirements for New Faculty:
For more information and templates please review Appointment Letter Library.
Creating the ePAF:
Common Employment Changes:
Employment changes such as the above require a letter detailing the change and must be signed by the employee and appropriate authority in the department/college.
Voluntary FTE Change Request Form (If applicable)
Changes in FTE for faculty appointments must be submitted for approval through the appropriate administrative channels and approved by the Associate Provost for Academic and Faculty Affairs prior to any FTE change. Changes to FTE may impact benefits, retirement contributions, and other benefits (see instructions on the form above).
If the appointment is terminating, the correct reason codes must be used on the termination ePAF.
The most common reason codes for Faculty salary plans are:
The Exit Checklist – Separation should be completed for employees who are departing from the university. It is also encouraged to have the employee complete an Exit Survey.
When transferring Faculty to another appointment, the best practice is to transfer the employee at the beginning of a pay period. If this is not possible, consider having the start date at the beginning of a pay week (Friday).
HR600 Form
If an employee will have a secondary appointment in a different college/administrative unit regardless of total FTE between both appointments. The primary college/administrative unit is defined by the first 2-digits of their department ID.
The Decision Tree can be used when determining if the appointment should be transferred or terminated.
General Guidelines
Adjunct faculty (OF) are types of faculty positions that are paid by non-state funds. These positions are always non-tenure accruing positions and they are temporary or short (one term at a time).
If you need more information regarding Academic Affairs, Regulations, and/or faculty appointments, please visit the Policy Hub.
Requirements for New Hires
When submitting the hire ePAF make sure you follow the New Hire Checklist and provide the required documents.
ePAF approval may be delayed due to:
Additional Information on Degree Equivalencies (if applicable)
Academic Credential Evaluation (ACE) is obtained from an organization which evaluates that the foreign education of a degree abroad is equivalent to the education of a U.S. degree.
USCIS (United States Citizenship and Immigration Services) requires a copy of an official ACE equivalency for degree(s) awarded outside the U.S.
Departments should verify if the employee secured degree(s) in the U.S. or not. If the qualifying degree(s) was not earned within the U.S., the department should advise the employee that they will need to secure the ACE and provide a list to the employee of NACES Evaluation Agencies.
The following companies are recommended by the immigration attorney:
Note: Any credentials not originally in English will also require official translations (employee’s personal translations are not permissible).
2023 – 2024
Semester | Dates | # Pay Periods |
Summer A | 5/16/2023 – 6/30/2023 | 3.4 |
Summer B | 7/01/2023 – 8/15/2023 | 3.2 |
Summer C | 5/16/2023 – 8/15/2023 | 6.6 |
Fall 2023 | 8/16/2023 – 12/31/2023 | 9.8 |
Spring 2024 | 1/01/2024 – 5/14/2024 | 9.7 |
2024 – 2025
Semester | Dates | # Pay Periods |
Summer A | 5/15/2024 – 6/30/2024 | 3.3 |
Summer B | 7/01/2024 – 8/15/2024 | 3.4 |
Summer C | 5/15/2024 – 8/15/2024 | 6.7 |
Fall 2024 | 8/16/2024 – 12/31/2024 | 9.8 |
Spring 2025 | 1/01/2025 – 5/15/2025 | 9.7 |
Creating the ePAF:
Common Employment Changes:
Employment changes such as the above require a letter detailing the change and must be signed by the employee and appropriate authority in the department/college.
If the appointment is terminating, the correct reason codes must be used on the termination ePAF.
The most common reason codes for Adjunct salary plans are:
If the termination is for other reasons besides the end of their program, leave a comment on the ePAF explaining the reason for the termination.
The Exit Checklist – Separation should be completed for employees who are departing from the university. It is also encouraged to have the employee complete an Exit Survey.
When transferring an Adjunct to another appointment, the best practice is to transfer the employee at the beginning of a pay period. If this is not possible, consider having the start date at the beginning of a pay week (Friday).
HR600 Form
If an employee will have a secondary appointment in a different college/administrative unit regardless of total FTE between both appointments. The primary college/administrative unit is defined by the first 2-digits of their department ID.
The Decision Tree can be used when determining if the appointment should be transferred or terminated.