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. The courtesy appointment 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. FSU resources are determined by the specific courtesy job code utilized by the department for the appointment.
Once a department has identified a Courtesy candidate, the department will use the Courtesy Express process to initiative the request. The background check questionnaires are submitted through the Courtesy Express process, while background checks, if needed, are submitted during the Smart Onboarding candidate process. For general information on the University background check process, please visit Background Check for more information.
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 Generic Courtesy, H0000, courtesy appointment to allow them to serve on a committee in another department and obtain access to departmentally secured SharePoint sites.
Frequently Asked Questions
The Frequently Asked Questions document aims to answer the most asked questions regarding Courtesy Appointments, Temporary IDs, and Unpaid Visiting Scholars. Please review this document prior to submitting your courtesy appointment request. If your question is not listed, please contact the EDM - Special Projects team.
Appointing Courtesy Candidates Via Courtesy Express
This guide will detail the steps to appoint Courtesy Appointment candidates via Courtesy Express in OMNI HR. Each semester, the Office of Human Resources creates a non-advertised job opening for use by the entire University, known as the Courtesy Express. This process is used when the Courtesy recruitment has been completed offline and the department has identified a Courtesy appointment. The Courtesy Express job opening will display for departments in the Recruiting > Search Job Openings list, but it is not advertised as a job for which applicants can apply. The department creates the applicant record, links the record to the current Courtesy Express pool, and prepares the job offer.
Courtesy Supplemental Docs
Supplemental Documents for Courtesy Appointments (If Applicable)
- Instructor of Record Teaching Faculty: Must include a copy of the curriculum vitae and official transcripts.
- College of Law Adjuncts: Bar License and curriculum vitae
- Unpaid Visiting Scholar: Provide a copy of the Approved Visitor Export Control Document and the Unpaid Visiting Scholar/Researcher Agreement.
- Participating in Research: Provide a signed copy of the Foreign Government Talent Recruitment Program (FGTRP) form.
- See also:
- Visiting Scholars webpage
- See also:
For procedural questions and policy questions for non-faculty, please contact Shayna Harris in Human Resources at (850) 644-6846 or email@example.com. For policy questions for Faculty, please contact the Office of Faculty Development and Advancement at (850) 644-7500.
Courtesy Job Codes
Courtesy job codes mirror a number of regular University job codes, but begin with "H" 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 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.
Courtesy EMPL Classes
In addition to courtesy job codes, a grouping by similar duties, Courtesy Appointments are further classified by their EMPL Class. Courtesy Appointment EMPL Classes will depend on their home department and responsibilities. Using the appropriate courtesy EMPL Class is essential, as it allows the University to track categories of visitors for reporting and appointment management purposes. Refer to the list below to determine which EMPL Classification is appropriate before submitting the courtesy offer.
- Most Common Courtesy EMPL Classes
- Courtesy – for all courtesy appointments that are not visiting scholars and do not fall under engineering or medicine.
- Vstg Schlr – for any courtesy appointment coming to campus for more than 14 days to conduct research. Typically sponsored by a faculty member for a limited time.
- Department specific: College of Engineering
- Joint Coll– for FAMU employees requiring FSU system access and employed through the joint College of Engineering.
- Department specific: College of Medicine
- PCF – Physician Assistant Faculty
- MSC – Medicine Community Student
- MCF – Medicine Community Faculty
- RCF – Residency Community Faculty
Mandatory Courtesy Appointments
Individuals with instructional responsibilities during times that 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 the 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.
All Non-U.S. Citizen Visiting Scholars must complete the Foreign Government Talent Recruitment Program form and upload it to the Department Supplemental Document step in Courtesy Onboarding.
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.
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.
The following OMNI HR query can be used to identify active courtesy appointments within a department: FSU_COURTESY_BY_DEPT.
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 Candidate Resources
Activating your Courtesy FSUID
Courtesy Employees do not have the option to sign up for parking via payroll deduction and will need to contact TAPS at 644-5278, via email at mailto:firstname.lastname@example.org, or visit their office (located in the Woodward Parking Garage, in the FSUCard Center) to order a virtual parking permit.
The FSUCard is the official identification card for Florida State University. Many facilities and events that you can attend and/or participate in will require you to have a valid FSUCard. Visit the FSUCard website for details or review the FSUCard Center’s FAQs.
Trainings to be Completed
Basic Cybersecurity Training
Please register for Basic Cybersecurity Training (Course Number: COCSTO) through myFSU > HR > Employee Self Service. You will receive instructions to log into CANVAS and complete the training to receive credit for this required training.