Courtesy, Campus Associate, and other Unpaid Appointments

  1. Quick Links
  2. Choose the Appropriate Unpaid Appointment
  3. Graduate Stipends and Postdoctoral Fellowships
  4. Appointment Duration
  5. Submit a Courtesy Appointment
  6. Review, Renew, or End an Unpaid Appointment
  7. Correct an Existing Unpaid Appointment
  8. Technology and Other Services
  9. Check the Status of an Unpaid Appointment Request
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UO Unpaid Appointment Form (except CAS) 

CAS HR Unpaid Appointment Form 

Emerit Requests 

Employee Separation Form 
For unpaid appointments also 

95 Numbers and Duck IDs 

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Choose the Appropriate Unpaid Appointment

Use the individual's relationship with UO, qualifications, funding, and activities to determine the appropriate appointment type.

Important: Unpaid appointments do not include workers' compensation insurance.

Campus Associate

A campus associate appointment is generally for an independent contractor who needs access to UO buildings or services. It may also be appropriate in certain graduate student and postdoctoral situations described below.

  • Appropriate for: Independent contractors who need UO access or services.
  • Not appropriate for: University employees, individuals who supervise university employees, Emerit appointments, or individuals seeking only a UO email address.
  • Position number: BUOXAS.
Campus associate notification and submission details

Campus associates do not receive an appointment letter. The appointment is complete once Payroll assigns a 95 number to the request form or signs the form.

To submit:

Courtesy Appointment

A courtesy appointment is for a non-compensated individual contributing to a UO program or needing an appointment letter for visa purposes. The appointee must benefit from the arrangement.

  • Appropriate for: Individuals making non-compensated contributions to UO programs or needing an appointment letter for visa purposes.
  • Not appropriate for: University employees, independent contractors, individuals who supervise employees, volunteers, or Emerit appointments.
  • Faculty or researcher position number: BUOXCO.
  • Postdoctoral fellow position number: BUOXPD.

A courtesy appointee must hold a recognized UO faculty rank and have the credentials required to hold that rank in a paid capacity.

How to select the appropriate courtesy rank

Match the courtesy rank to the individual's current rank, a previous rank held in a paid position at UO or another institution with comparable qualifications, or the individual's qualifications.

  • Courtesy Professor or Courtesy Assistant Professor: May only be granted to individuals who currently hold that rank or previously held that rank in a paid position at UO.
  • An individual with a doctorate who does not hold an equivalent rank at another institution and has not previously held that rank in a paid UO position may be eligible for Courtesy Research Associate or an appropriate Courtesy Research Assistant rank.

Refer to the Classification Category Rank Chart and Article 15, Section 3 of the United Academics Collective Bargaining Agreement.

If the Required Degree Has Not Yet Been Awarded

  • Attach a letter from the institution confirming the individual has successfully defended their dissertation and is awaiting the degree.
  • If that documentation is not available, select a rank appropriate for the individual's current qualifications.

Courtesy Research Assistant Types

  • Type A: Requires relevant skills or experience; no minimum degree is required.
  • Type B: Requires a bachelor's or equivalent degree. In specialized fields, a combination of education and experience may qualify.
  • Type C: Requires a master's or equivalent degree. In highly specialized fields, exceptional experience may be considered.
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Graduate Stipends and Postdoctoral Fellowships

Graduate stipends and postdoctoral fellowships have additional eligibility requirements. Confirm these requirements before submitting an unpaid appointment request.

Graduate Stipends

To qualify as a graduate stipend, the individual must:

  • Be enrolled as a graduate student.
  • Have outside funding.
  • Not have an active paid appointment.
What if the graduate student does not meet these requirements?

Outside Funding, but Not Enrolled

Use a campus associate appointment. This is rare and may be used, for example, to provide library access.

The individual cannot have a paid appointment and must be separated from UO employment.

No Outside Funding and Not Enrolled

Depending on the need, use either:

  • A courtesy appointment at a rank for which the individual is qualified; or
  • A campus associate appointment.

The individual cannot have a paid appointment and must be separated from UO employment.

Postdoctoral Fellowships

To qualify as a postdoctoral fellowship, the individual must:

  • Have outside funding.
  • Have a UO mentor.
  • Have an Individual Development Plan (IDP) on file.
  • Not have an active paid appointment.

For a qualifying postdoctoral fellowship, use position number BUOXPD and include "IDP on file" in the comments section of the appointment request.

What if an outside-funded postdoc is not mentored through UO?

An outside-funded postdoc who is not mentored through UO does not meet the requirements for a postdoctoral fellowship.

Depending on the need, use either:

  • A courtesy appointment at a rank for which the individual is qualified; or
  • A campus associate appointment.

The individual cannot have a paid appointment and must be separated from UO employment.

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Appointment Duration

The standard appointment duration is one year. No additional justification is needed for the one-year timeframe, although the appointment itself still requires justification.

  • One year: Standard duration; no timeframe justification is required.
  • More than one year: Requires justification.
  • Maximum: Five years with appropriate justification.
Acceptable justifications for appointments longer than one year

A longer appointment may be requested when the duration is tied to:

  • A grant with a defined end date.
  • An external fellowship with a defined end date.
  • Another documented reason. Provide enough information for HR Operations to evaluate the requested duration.

Use standard appointment durations. If a non-standard timeframe is entered, such as 13 months, HR Operations will change the appointment to the default one-year duration.

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Submit a Courtesy Appointment

CAS units submit the CAS HR Unpaid Appointment Form. All other units follow their department process and, if authorized, submit the UO Unpaid Appointment Form.

Include:

  • Appropriate academic rank based on the individual's qualifications.
  • Position number: BUOXCO for faculty and researchers or BUOXPD for qualifying postdoctoral fellows.
  • Sponsor or supervisor information. The sponsor will be listed as the supervisor in Banner.
  • Current CV: The CV must be less than three years old.
  • Detailed statement of proposed service: Describe the individual's contributions and role.
  • For postdoctoral fellowships: Include "IDP on file" in the comments.

Obtain the required department head and dean/director approvals. Once the appointment is approved, a letter extending the courtesy appointment will be sent to the appointee.

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Review, Renew, or End an Unpaid Appointment

Departments should regularly review unpaid appointments to confirm the relationship is still active. Active appointments provide access to UO systems and services, including resources that may have licensing costs, and create a security risk when access is no longer needed.

Use the Cognos report Courtesy, Campus Associate, and Emerit Appointments to review current appointments.

How to run the Cognos report
  1. Find the Courtesy, Campus Associate, and Emerit Appointments report in Cognos.
  2. Select the three dots next to the report name.
  3. Select Run As.
  4. Select Excel.
  5. Select the blue Run button.
  6. Complete the prompt page and select Finish.
  7. Save the report when the download is ready. The workbook includes multiple tabs, including an instructions tab.

Appointments Without End Dates

As of 1/1/2027, only Emerit appointments will not have end dates.

  1. Review the Cognos report and determine whether any appointment needs to continue past 12/31/2027 without needing a renewal. Include an appropriate justification reason on the sheet.
  2. Submit the entire list to the appropriate Vice President/Vice Provost or Dean's Office for approval.
  3. The Vice President/Vice Provost or Dean's Office will approve the list or request additional information.
  4. Submit the list of justified appointments with end dates after 12/31/2027 to HR Operations.

Appointments With End Dates

An appointment end date does not automatically separate the appointee or end access. An Employee Separation Request must still be submitted.

  • To renew: Submit a new UO Unpaid Appointment Form and include the appropriate Vice President/Vice Provost or Dean's Office as an approver.
  • To end: Submit an Employee Separation Request in DuckDocs.

End an Unpaid Appointment

Submit the Employee Separation Request Form to end the appointment and the appointee's access.

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Correct an Existing Unpaid Appointment

Sponsor or Supervisor Changes

For an active appointment, follow the Supervisor Record Maintenance instructions.

All Other Corrections

Submit a new UO Unpaid Appointment Form with the complete and correct information and attachments.

  • Include the appointee's 95 number.
  • In the remarks, identify the request as a correction to an existing appointment and explain what changed.
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Technology and Other Services

Review the Technology Access Timeline for information about services available to courtesy appointees.

Access to these services requires the appointment to be entered in Banner.

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Check the Status of an Unpaid Appointment Request

View the Request

  1. Go to the UO Forms portal.
  2. Select My Documents.
  3. Select View next to the form to see its current status.

Send a Reminder

If the form has been with a department signer, HR, or the appointment authority for more than two weeks, select Send Email Reminder to Signer.

Find a 95 Number and Set Up a Duck ID

  • The department can check the completed form for the 95 number or search for the appointee in Banner.
  • The department communicates the 95 number to the appointee.
  • Alternatively, the appointee can contact the HR Service Center at hrinfo@uoregon.edu. The HR Service Center can provide the 95 number and assist with DuckWeb password setup.
  • The appointee can then claim their Duck ID at duckid.uoregon.edu.

Need Help With a Request?

If you cannot determine the request status or need assistance with processing, email hrops@uoregon.edu and include the form name, employee ID, and appointee name.

Policy Expectations

Campus associates and courtesy appointees are subject to all applicable University of Oregon policies and procedures when carrying out their duties or otherwise acting within the scope of their appointed or contracted role. These include, but are not limited to, policies concerning prohibited discrimination and retaliation, conflicts of interest, student records, and acceptable use.

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