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Office of Human Resources

Employee Data Management

Courtesy Appointments

A courtesy appointment is a designation in the University's HR application system (OMNI) that does not include compensation or confer employee status on the appointee, but which permits the individual to receive access to University privileges such as FSU email accounts, computer system access, or building access. Courtesy appointments can be used for faculty and non-faculty roles. There are many courtesy job codes available. The privileges that flow from a particular courtesy appointment are determined by the specific courtesy job code selected and the department's election.

Courtesy appointments can be used to provide University privileges to individuals who are otherwise unaffiliated with FSU.

Courtesy appointments can also be used with current or former employees (faculty, staff, or OPS), in certain circumstances. For example:

  • A faculty member in one department could be given a Coordinator, H9115, courtesy appointment to allow them to serve on a committee in another department and obtain access to departmentally secured SharePoint sites.
  • A retired staff member could be given a Generic Courtesy, H0000, courtesy appointment to allow them to retain office email access.

Courtesy Job Codes

Courtesy job codes mirror a number of regular University job codes, but begin with "H," "I," or "Y" modifiers. The duties for courtesy job codes match those for the corresponding regular job code. The specific courtesy job code used for an appointment should be based on the role the appointee will be filling in your department. Refer to the "description of duties" associated with each courtesy job code here to determine the proper job code assignment.

Faculty courtesy job codes reflecting rank, such as assistant professor, associate professor, professor, and eminent scholar, may only be given to appointees who hold that rank in an academic department (whether at FSU or another higher education institution).

Mandatory Courtesy Appointments

Instructional Responsibilities

Individuals with instructional responsibilities during times when they are not on the FSU payroll (e.g., summer term or service professors during their off term) must be covered by courtesy appointments during these periods. For example:

  • A 9-month faculty member serving on a dissertation committee during summer term should be given a courtesy appointment to cover that period.

Unpaid Visiting Scholars/Researchers (more than 14 consecutive days)

Unpaid visiting scholars/researchers may not be invited to FSU for more than 14 consecutive days without a courtesy appointment. The FSU procedures and forms for inviting an unpaid visiting scholar/researcher are listed here.

FSU Policy 3A-100 on unpaid visiting scholars/researchers is available here.

Appointment & Termination

Generally, courtesy appointments remain active until they are terminated by the department. Consequently, departments do not need to re-appoint courtesy appointments each year, but will need to terminate the courtesy appointment when the appointee's services end.

  • The following OMNI HR query can be used to identify active courtesy appointments within a department: FSU_COURTESY_BY_DEPT.

However, if a department fails to confirm active courtesy appointments on a yearly basis through the Courtesy Mass Appointment Verification Process, all courtesy appointments in the department will be automatically terminated.

Courtesy Mass Appointment Verification Process

Once a year, departments must confirm whether their active courtesy appointments are valid. This is known as the Courtesy Mass Appointment Verification process. During this process, all courtesy appointments in OMNI HR will automatically terminate, unless the Department Representative and Department Manager mark them for retention. If a department has active courtesy appointments, the Department Representative will receive an email from the Office of Human Resources with instructions on the Courtesy Mass Appointment Verification process and a deadline by which all departmental courtesy appointments must be reviewed.

Courtesy Documents: