Courtesy, Campus Associate, and other Unpaid Appointments

Quick Links

UO Forms Unpaid Appointment Form

CAS HR Unpaid Appointment Form

Employee Separation Request Form (also handles unpaid appointments)

Emerit Requests

How to Check the Status of Your Unpaid Appointment Request

How Do Appointees Get 95 Numbers and Duck IDs?

How to Check on Existing Appointments

How to Correct an Existing Appointment

What are Campus Associate and Courtesy Appointments?

Campus Associate Appointments

How to submit a Campus Associate Appointment request.

Purpose:

  • Who it's for: Independent contractors who need access to UO buildings and services.
  • Who it's not for: University employees, those who supervise university employees, Emerit Appointments (see Emerit Status), individuals seeking only a UO email address.

Key Details:

  • Notification: Does not receive an appointment letter. The appointment is complete once Payroll assigns a 95# to the request form or signs the form.
  • Insurance: Unpaid appointments do not include worker's compensation insurance.

How to Submit a New Campus Associate Appointment:

  • If you are in CAS, submit the CAS HR Unpaid Appointment Form. All others follow your department process and, if authorized, submit a UO Unpaid Appointment Form.
    • Position Number: Use BUOXAS.
    • Detailed Statement: Include a comprehensive description of the individual's proposed services.

Courtesy Appointments

How to submit a Courtesy Appointment request.

Purpose:

  • Who it's for: Non-compensated individuals contributing to UO programs or those needing a letter for visa purposes.
  • Who it's not for: University employees, independent contractors, those who supervise employees, or Emerit Appointments (see Emerit Status).

Key Details:

  • Duration: Valid for one year, aligned with the academic or calendar year.
  • Insurance: Unpaid appointments do not include worker's compensation insurance.

How to Submit a New Courtesy Appointment:

  1. If you are in CAS, submit the CAS HR Unpaid Appointment Form. All others follow your department process and, if authorized, submit a UO Unpaid Appointment Form with the following:
    • Academic Rank:
      • Match their current rank, a previous rank held in a paid position either at UO or another institution (whose ranks require similar qualifications to UO), or based on their qualifications.
        • The titles of Courtesy Professor or Courtesy Assistant Professor may only be granted to those either currently in that rank or who have previously held that rank in a paid position at the UO.
        • For others who hold a doctorate, but are not in a position of that rank at another institution or who never held the rank in a paid position at the UO, may be granted the title of Courtesy Research Associate or any type of Courtesy Research Assistant title.
      • Refer to the Classification Category Rank Chart and Article 15, Section 3 of the United Academics Collective Bargaining Agreement.
      • If the appointee hasn't earned the required degree:
        • Attach a letter from their institution confirming they've successfully defended their dissertation and are awaiting the degree.
        • If a letter isn't available, select a rank that matches their current qualifications.
      • Select the Appropriate Courtesy Research Assistant Type:
        • Type A: Requires relevant skills/experience; no minimum degree required.
        • Type B: Requires a bachelor's or equivalent degree. In specialized fields, a combination of education and experience may suffice.
        • Type C: Requires a master's or equivalent degree. In highly specialized fields, exceptional experience may be considered.
      • Position Number:
        • Use BUOXCO for faculty and researchers.
        • Use BUOXPD for postdoctoral fellows.
      • Sponsor or Supervisor Information:
        • This will be listed in Banner as the supervisor.
      • Curriculum Vitae (CV):
        • Provide a CV that is less than three years old.
    • For Postdoctoral Courtesy Appointments:
      • Include "IDP on file" in the comments section to confirm an Individual Development Plan is on file.
    • Detailed Statement of Proposed Service:
      • Outline the individual's contributions and roles.
  2. Obtain Required Approvals:
    • Secure signatures from the department head and dean/director.
  3. Final Steps:
    • Once approved, a letter extending the courtesy appointment will be sent to the appointee.

Remember: Unpaid appointments do not provide worker's compensation insurance.

Renewal and Sponsor Update for Appointments

At the end of the academic year departments are asked to review and renew courtesy appointments. Although these positions are unpaid, active unpaid appointments grant access to various systems for which the UO must pay, such as software licenses, and present a security risk if they are no longer valid.

  • The department should run the Cognos report Courtesy, Campus Associate, and Emerit Appointments and follow the appropriate process to make changes for the next academic year.
    • When you find it in Cognos, click the three dots to the right of the report name.
    • Select Run As
    • Click Excel
    • Click the blue Run button
    • Fill out the information on the prompt page and click Finish
    • Once the report is ready a popup will appear to let you save it. The report has multiple tabs, including an instructions tab.

Unpaid Ongoing Appointments (Without End Dates):

Ongoing unpaid appointments need to be reviewed to determine if the relationship is still active.

  • Department HR Partners review the Cognos report Courtesy & Campus Associate Appointment Report to determine which appointments should be separated.
  • Department HR Partners submit the entire list (to be separated and to continue) to their Vice President/Vice Provost or Dean’s Office for final approval.
  • The Vice President/Vice Provost or Dean’s Office will notify Department HR Partners of approval or request more information.
  • To Renew: No action is needed for ongoing appointments that will continue.
  • To End: Department HR Partners submit Employee Separation Request forms in DuckDocs to end appointments and separate appointees.

Unpaid Appointments with End Dates:

Even if an unpaid appointment has an end date, an Employee Separation Request form needs to be submitted to separate that appointee and end their access.

  • Department HR Partners review the Cognos report Courtesy & Campus Associate Appointment Report to determine which appointments should be separated.
  • To Renew: Department HR Partners submit new Unpaid Appointment Form requests including their Vice President/Vice Provost or Dean’s Office as an approver.
  • To End: Department HR Partners submit Employee Separation Request forms in DuckDocs to end appointments and separate appointees.

Terminating an Unpaid Appointment:

Correcting Existing Unpaid Appointments

Updating Sponsor Information:

All Other Corrections

  • For any other corrections, it is necessary to create a new UO Unpaid Appointment Form, with all of the correct information and attachments.
  • Include their 95 number on the form.
  • The remarks should explain that it is an existing appointment and indicate what has changed.

Services for Courtesy Appointments

Technology Access Timeline

Note: Access to these services requires the appointment to be in the Banner system.

How to Check the Status of Your Unpaid Appointment Request

1. View Your Request:

2. Send a Reminder:

  • If your form has been with a department signer, HR, or the appointment authority for over 2 weeks, click "Send Email Reminder to Signer"

3. How Do Appointees Get 95 Numbers and Duck IDs?

4. Need More Help?

  • Can't find the status or need faster processing? Email hrops@uoregon.edu with the form name, employee ID, and name.