Policy

Academic personnel, except those with Tenure or Tenure of Title, can be appointed for no more than one year. Academic personnel can be reappointed either by roster or by PAF.

Process

If unable to use a roster, print an Active PAF for the employee from the People @ Columbia system. Print/type information directly on the form, completing the required fields. Verify that the form is complete, sign it, and route it to the appropriate office for approval. The Final Approver will forward the form to the HRPC.

Active PAF: The form is available through the People @ Columbia system:

Log into the MyColumbia portal (www.my.columbia.edu/) and go to the “Administration” page. Under the Tools menu, click on the People @ Columbia — Self Service, then click on Manager Self Service. This takes you to “People @ Columbia.”
On the left navigation bar in “People @ Columbia,” click on the following folder path: Manager Self Service > Job and Personal Information > Employee Personal Information.
Click on the employee name.
On the “Employee Information” page, click on Generate PAF for Employee. This will generate a PAF with the fields populated for the employee’s information.

Workflow

Required Steps & Field Descriptions

Step 1 – Top

Eff. Date, Action, Reason: Indicate Action (e.g., REH) and Reason from the above table, along with the Effective Date for this Action/Reason.

Step 2 – Work Eligibility

If a non-US citizen, check and update as appropriate.

Step 3 – Position/Salary Information

Position Entry Date: Enter the date that the person entered their current position.

Appt/Comp. Rate Eff Date: Enter the date that the appointment and/or compensation is effective.
Note: Appointment Effective Date cannot be more than 12 months from the Appt/Comp. Rate End Date.

Appt/Comp. Rate End Date: Enter the date that the appointment and/or compensation ends (if applicable). Note: All academic personnel with the exception of faculty with tenure or tenure of title and officers of the libraries must have Appt./Comp. Rate End Dates.

Step 4 – Authorization/Approvals

Name, Title, Date: The names, titles, and dates of approval of you, any other approver in your department, and the Final Approver for your campus.

HRPC, Title, Date: FOR HRPC USE ONLY.

Exercises

Exercise 1 – Reappointment, Already Terminated
Sample Completed PAF (PDF)

Scenario

Effective Date: July 1, 2004
Action: REH
Reason: CNW
Admin. Department Code: 1100000
Admin. Department Name: School of Architecture
Social Security Number: 123-45-6789
Work Location: Morningside
Position Status: Terminated
Position Number: 10008912
Position Dept. Code: 1100000
Position Dept. Name: School of Architecture
Title: Adjunct Professor
Position Entry Date: January 1, 2004
Grade: FAC
Salary Plan: Exempt Employee Plan
Comp. Rate $: 4,000
Salary Type: Contract
Pay Frequency Rate: 1,000
Appt./Comp. Rate Effective Date: September 1, 2005
Appt./Comp. Rate End Date: December 30, 2005
Annual Rate $: 12,000
FT/PT: Full Time
Hours/Week: 35
Termination/Retirement/Layoff Action: TER
Termination/Retirement/Layoff Reason: AEN
Termination/Retirement/Layoff Eff. Date: June 1, 2004

Exercise 2 – Extending a Current Appointment
Sample Completed PAF (PDF)

Scenario

Effective Date: July 1, 2005
Action: DTA
Reason: CNW
US Citizen: No
Visa Type: 01
Visa Expiration Date: 6/1/ 2006
Position Number: 10005678
Position Dept. Code: 5270000
Position Dept. Name: Medicine
Title: Asst. Professor of Clinical
Position Entry Date: July 1, 2000
Comp. Rate $: 33,000
Salary Type: Contract
Pay Frequency Rate: 5,500
Appt./Comp. Rate Effective Date: July 1, 2005
Appt./Comp. Rate End Date: December 31, 2005
Annual Rate $: 66,000
FT/PT: Full Time
Hours/Week: 35