Short-term Limited Appointments temporarily fill a position when a department has a need that cannot be immediately filled through an open recruitment process or through Temporary Employment Services (TES).
Definition:
- A Short-term appointment is a Limited Appointment of 1,000 hours or less in a 12-month maximum period unless the position meets certain provisions under a collective bargaining contract. Initial requests can be established/approved in four-month increments up to 1,000 hours; requests for extensions will be reviewed based on the hours available within the 1,000 cap.
- Note: Extension requires consultation and approval by the Talent Acquisition Manager prior to finalizing extension with the employee.
Department Responsibilities:
- Ensure you have an accurate position description ready. The position description must accurately reflect the critical functions and qualifications (skill, knowledge, ability and experience) requirements in addition to special requirements, certifications, and/or work environment, i.e. background check, medical monitoring, pre-placement physical, etc., and physical demands for proper submission. Identify the need for a Short-term Limited Appointment. Consideration should be given to individuals on layoff status with the department who have the qualifications and are interested in non-career appointment.
- Contact your department's Talent Acquisition Partner/HR to discuss the nature of the request.
- Notify your Talent Acquisition Partner upon receipt of application for screening and referral.
Compensation Responsibilities:
- Validates the job summary, qualifications (skills, knowledge, abilities, and experience) requirements, conditions of employment/work environment and physical demands in addition to overall review of the position description to determine appropriate classification prior to the department submitting requisition for short-term hire.
- Contacts the department if there are questions about the classification level.
Talent Acquisition Partner Responsibilities:
- Reviews the short-term request and the qualifications of the direct hire.
- Contacts the department to discuss the intent for the position, duration, percentage, salary, applicable policy and/or collective bargaining contract, and any other considerations to assist with the review for approval.
- Initiates decision and provides notification to the department.
Department Responsibilities:
- Print the direct hire’s employment application form, obtain signature and retain at the department.
- Track the hire's working hours on a weekly/bi-weekly basis and confirm individual's term-out at the appropriate time.
- If an extension is needed, please reach out to your Talent Acquisition Partner at least 2-3 weeks prior to the individual’s term out.
- Exceptions will be granted sparingly at the discretion of the Talent Acquisition Manager.
- Note: The following Cognos reports can assist with tracking hours.
- UCP 103 Jobs with Approaching end Dates Report
- UCP 703 Hours for Contract Employees Report
- UCP 380 Hours Toward Career Status Report
- UCP 390 Current and Future Job Appointments Report
- UCP 272 Employee Roster Report