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All appointments at Morningside for Officers of Instruction, Officers of Research, Officers of the Libraries, and Student Officers must be submitted using a Columbia University Nomination Form. At the Medical Center, new hires and rehires must be submitted through FAHRIS.
All additional appointments subsequent to the initial submission must be submitted using a paper Columbia University Nomination Form for both campuses.
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Action: Check to appropriate box:
Hire: Check this box when hiring a person who does not have an active position at Columbia.
Add Position: Check this box when hiring a person who already has an active position at Columbia into an additional position.
Date Submitted: Enter the date the form was initially completed.
Position # of Total # Positions (Empl_Rec_Nbr): Indicate the number of the position of the appointment being submitted. If second appointment then indicate (e.g., “1 of 2” or “2 of 2”).
Name Prefix: Select the appropriate value from, Doctor, Mister, Ms., Professor. For Morningside departments, Professor should be used if the person’s title is at the professorial rank.
Name Suffix: Select the appropriate value from Junior, Senior, II, III, IV.
Name: Enter the new hire’s name, surname first, followed by their first and middle names.
Off. Phone: The employee’s official CU work phone number. Please provide the full phone number, including the area code (10 digits in USA).
Res. Phone: Please provide the full phone number, including area code (10 digits in USA).
Fax: The employee’s official CU work fax number. Please provide the full phone number, including the area code (10 digits in USA).
Social Security No: Enter 9-digit Social Security Number. At Morningside, if the person has applied but does not yet have a Social Security Number, enter “Applied.” They must submit the Receipt that they received from the Social Security Administration when they applied for the card. At the Medical Center, call the CUMC Payroll Office to obtain a “Temporary” Social Security Number.
Admin Dept. Name: The name of the administrative department.
Dept. Code: Enter the Administrative Department Code, the three-digit department number with four zeros added to the end of it (e.g., 5270000). Please add the zeros when you submit the form.
Work Loc: The location where the employee’s work occurs. Select the appropriate value:
1 Morningside
2 Columbia Univ Medical Center
3 Harlem Hospital Center
4 Lamont-Doherty Earth Obs
5 Nevis
7 CU Buildings
8 Others
9 GE Building
10 MI Bassett Hospital
11 Helen Hayes Hospital
14 St. Luke’s-Roosevelt Hosp Ctr
16 St. Joseph’s Hospital, Newark
17 Ctr for Addict & Sbstnc Abuse
19 Washington, D.C.
20 White Plains Hospital Center
21 Lawrence Hospital
22 New Milford Hospital
23 Valley Hospital
24 Nyack Hospital
25 St. Vincent’s Medical Ctr (CT)
26 Stamford Hospital
The employee’s official CU work address. For campus addresses, please enter the Street/Building and Mail Code only. If the officer is not in a campus building, enter the Firm Name (if applicable), Street, City, State, Zip Code, and Country. Check Sequence Code – You must enter the appropriate Check Sequence Code for your department.
Enter Mailing Address only if it differs from the Home Address. Please enter the Street, City, State, Zip Code, and Country. For people on a visa, who have filed for tax treaty status, Mailing Address should reflect where they currently live locally in the US.
The employee’s permanent residential address. Please enter the Street, City, State, Zip Code, and Country. For people on a visa, who have filed for tax treaty status as well as for “Visiting” faculty and Officers of Research, Home Address should reflect their actual home address.
Sex: Select Male or Female.
Birth Date: Enter the employee’s date of birth. Please be sure that it corresponds with that listed on the I-9 Form.
Ethnicity/Race: Select the appropriate code as identified by the employee. For academic personnel, Ethnicity/Race must be identified; “Not Disclosed” is not acceptable.
1 White
2 Black
3 Hispanic
4 Asian/Pacific Islander
5 American Indian/Alaskan Native
7 East Indian/Indian Subcontinent
Marital Status: Select the appropriate value from Divorced, Married, Separated, Single, or Widowed. The default value is Single.
Marital Status Date: Enter the date for the employee’s marital status. This is a required field for anyone who is not single.
Mil Rpt. Status: Military Reporting Status. Select the appropriate value from Vietnam Era Veteran, Not Indicated, Newly Separated Veteran, No Military Service, Not a Veteran, Other Protected Veteran, Special Disabled Veteran, Veteran—None of the Above.
US Citizen: Please select Yes or No.
Visa Type: Enter the appropriate information from the documentation attached to the I-9 Form.
[Visa] Expiration Date: Enter the date that the visa expires. Do not enter an expiration date for a permanent resident.
Perm Res Reg # A: Enter the permanent resident registration number here. Please be sure that this field is completed only for Permanent Residents.
For all Academic personnel you must list all degrees, institutions, and dates of degree in addition to identifying level of education.
Highest Degree: Select the appropriate value from the degree table. Next to the value, enter the actual degree (e.g., Ph.D., M.D., M.S.). For CUMC, the doctoral degree that appropriately reflects the field in which the person is appointed should be considered the highest degree (e.g., for a M.D./Ph.D. in Public Health, where he or she is only using the Ph.D., the Ph.D. is the highest degree). For all other departments, the doctorate (Ph.D.) is the highest degree.
Institution: Enter the name of the Institution from which the employee received the degree. Foreign institutions should be identified by the country in which they are located.
Date: The date that the employee received the degree(format MM/DD/YYY). The default will be 06/30/YEAR.
[Other] Degree[s]: Select the appropriate value from the degree table. All values must have degrees identified.
[Other Degree] Institution: Enter the name of the Institution from which the employee received the degree. Foreign institutions should be identified by the country in which they are located.
[Other Degree] Date: The date that the employee received the degree.
Tenure Status: Check appropriate tenure status for all Officers of Instruction.
Tenure Begin Date: Only use for the effective date of Tenure or Tenure of Title. It does not relate to the start of the appointment itself.
Complete University Title: Enter a Complete University Title only for people with a named professorship (e.g., John Smith Professor of Microbiology) or a customized title (e.g., Assistant Professor of Surgical Sciences (in Surgery), Associate Professor of Film in the Faculty of Arts). On CUMC, you can use this field for people with interdisciplinary titles (e.g., Associate Professor of Psychology (in Urology)). Do not use this field if the person holds a generic title (e.g., Assistant Professor in the Department of History).
Position Number: Enter the Position Number. It is also required that you provide the generic title.
Pos. Dept Code: Enter the Department Number with four zeroes at the end.
Pos. Dept Name: Enter the name of the Position department.
Title: Enter the employee’s position title.
Position Entry Date: Enter the date that the person entered their current position.
Appt. Type: DO NOT COMPLETE. This system will generate this field.
Comp. Rate $: Enter the employee’s period salary. The amount entered should be the exact amount the individual will be paid from the Appt./Comp. Rate Effective Date to the Appt/Comp. Rate End Date. For those whose Salary Type is NAANL, this will be the calculated salary for twelve months (annual salary).
Salary Type: Select the appropriate value:
Appt./Comp. Rate Eff. Date: Enter the date that the person’s appointment and/or compensation rate changed.
Appt./Comp. Rate End Date: Enter the date that the position ends. Note: For academic employees it also reflects the end of the appointment. All academic personnel with the exception of faculty with tenure or tenure of title and officers of the libraries must have an Appt./Comp. Rate End Date.
FT/PT: Select either Full Time or Part Time.
Hours/Week: Values for full-time and part-time faculty, full-time officers of research, officers of the libraries, and student officers default in the People @ Columbia system based on the position data set up for the various positions. You may enter specific hours for part-time Officers of Research if you want to track their specific hours.
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.
Back To TopExercise 1 – Hire a New Academic Officer
Sample Completed Nomination Form (PDF)
Scenario:
Exercise 2 – Hire a New Academic Officer at Zero Salary
Sample Completed Nomination Form (PDF)
Scenario:
Back to TIG Overview