2025 Courtesy Mass Appointments Verification
This message has been approved by Shelley Lopez, Program Director, Communications/Special Projects, for distribution to all Department Representatives.
The 2025 Courtesy Mass Appointment Verification process begins on March 19, 2025. Courtesy appointments permit access to university privileges, such as an FSU email account, computer systems, and buildings. Departments and academic units are responsible for overseeing all courtesy candidates and assessing the risk associated with courtesy appointments. To protect university security and resources, campus departments must review and confirm the accuracy and necessity of courtesy appointments with the courtesy’s supervisor.
During the 2025 verification process, Department Representatives and Department Managers must review, select, and approve each courtesy appointment they wish to keep active within their department. View the job aid detailing the steps for this process.
Timeline
Before March 17
Department Representatives run the query FSU_COURTESY_BY_DEPT to review active courtesy appointments.
- Reach out to the supervisor listed to confirm the appointment is necessary.
- Identify and correct inactive or blank supervisors by submitting a Courtesy ePAF before Courtesy Mass opening.
- Identify Courtesy Appointments that require RAMP amendments.
- Reference the end date on the initial RAMP approval for the Courtesy. If the Courtesy Appointment is continuing, an amendment request should be submitted through RAMP for approval to extend the appointment.
- Updated RAMP guidance and information on RAMP amendments are available on the Research Integrity, Security, and Ethics website.
- If continued affiliation is no longer valid or the Visiting Scholar Time Limit is exceeded, the appointment should be terminated via ePAF prior to Mass opening.
- Reference the end date on the initial RAMP approval for the Courtesy. If the Courtesy Appointment is continuing, an amendment request should be submitted through RAMP for approval to extend the appointment.
March 19 – March 25
The process opens to Department Representatives (originator) in OMNI HR to mark courtesy appointments for retention (requires the FSU_SS_MANAGER role).
- To retain an appointment, uncheck the “Terminate” box.
- To end an appointment, leave the “Terminate” box checked.
March 26 – April 1
Department Managers verify and approve all courtesy appointment designations (requires the FSU_SS_MANAGER role).
- Appointments marked for termination by the Department Representative: the checkbox does NOT default to “Approve” for terminations. If the Department Manager wishes to retain an appointment marked for termination, uncheck the “Terminate” box and check the “Retain” box. The Department Manager MUST mark the “Approve” checkbox to confirm the termination.
- Appointments marked for retention by the Department Representative: the checkbox does NOT default to “Approve” for retentions. If the Department Manager wishes to terminate an appointment marked for retention, uncheck the “Retain” box and check the “Terminate” box. The Department Manager MUST mark the “Approve” checkbox to confirm the retention.
April 2
The file is loaded in OMNI HR. Department Representatives run the courtesy query FSU_COURTESY_BY_DEPT to verify/confirm updates. To find the Courtesy Appointment Verification screen in OMNI HR, go to My FSU > HR > Manager Self Service > Job and Personal Information > FSU Mass Appointments > Mass Appointments: Courtesy.
Questions? Please contact Amelia Colorado at (850) 644-6846 or acolorado@fsu.edu.
