Extension of Limited Appointment / Renewal of Career Appointment

I. Policy Summary

Renewal of a Career Appointment

Career appointments may have ending dates for budgetary purposes only (e.g., in accordance with the ending date of a contract or grant) and thus the career appointments are renewed at the time the unit obtains the budgetary approvals.


Extension of a Limited Appointment

A limited appointment is an appointment established at any percentage of time, fixed or variable, during which the appointee is expected to be on pay status for less than 1,000 hours in a 12-month period.

A limited appointment may be extended beyond the current end date if the incumbent was hired via an open recruitment.

In exceptional circumstances, a limited non-recruitment may be extended. Refer to the Non-Recruitment procedure.

Note: If the extension of an openly recruited limited appointment results in an employee being on pay status in excess of 1,000 hours in a rolling calendar year, or extending the limited appointment results in an appointment of 50% time continuously or more and is expected to continue for one year or more, then this would result in a Limited to Career Action. Refer to the Limited to Career procedure for guidance.


II. Related Policies, Contract Articles and References

  1. Personnel Policies for Staff Members (PPSM) - employees not covered by a collective bargaining agreement

    • PPSM 3-Types of Appointment

  2. Contract Articles - employees covered by a collective bargaining agreement


III. Authority

The unit head/designee is delegated the authority to:

• Renew a career appointment with an ending date for budgetary purposes only

• Or, extend a limited appointment hired through open recruitment.


IV. Criteria

The extension of a limited appointment will not result in a total appointment duration of 1,000 hours of qualifying service in any 12 consecutive months without a break in service of at least 120 consecutive calendar days (i.e. Limited to Career action). Refer to the Limited to Career procedure for guidance.


V. Process Overview

Renewal of a Career Appointment

  1. Supervisor/Designee:

    Obtains the appropriate approval of funding availability to renew career appointment.

    Notifies the Employee & Labor Relations (ELR) Analyst of funding availability and the renewal of the career appointment.

  2. ELR Analyst:

    Receives notification of funding availability and renewal of career appointment.Completes the appropriate data collection document, and notifies the employee of renewal of appointment.Obtains employee written acknowledgment of renewal on data collection document.

  3. SHR Operations:

    Enters information into PPS. Refer to the PPS User Manual-Staff Actions-Renewal of Appointment.

    Forwards documentation for PAN reviewer, if appropriate.

  4. SHR PAN Reviewer:

    Reviews renewal of the career personnel action and PPS OEU to ensure accuracy of action and adherence to campus policies and procedures.


Extension of Limited Appointment

  1. Supervisor/Designee:

    Obtains the appropriate approval of funding availability to extend the limited appointment.

    If the limited appointment was openly recruited: ensures the employee will not achieve career status if extended (i.e., 1,000 hours of qualifying service in any 12 consecutive months without a break in service of at least 120 consecutive calendar days).

    If the limited appointment is non-recruitment: reviews the Non-Recruitment policy and criteria. If appropriate to extend, ensures that the employee will not achieve career status if extended (i.e., 1,000 hours of qualifying service in any 12 consecutive months without a break in service of at least 120 consecutive calendar days).

    Notifies the ELR Analyst of funding availability and the extension of the limited appointment.

  2. ELR Analyst:

    Determines if extension of a limited appointment will provide the employee with additional benefits and entitlements such as:

    - Benefits Eligibility: Benefits eligibility is based upon appointment type, duration, and percent of appointment.

    - Vacation and Sick Leave Accrual Eligibility: Eligibility for leave accrual is based upon appointment type, duration, and percent of appointment. Refer to Section F-Policies and Procedures for Time and Attendance Recordkeeping.

    Completes the appropriate data collection document and advises the employee and supervisor of effective date of action and potential changes to conditions of employment including impact on benefits, leave accruals, etc.

    Obtains employee’s written acknowledgment of conditions of employment.

  3. SHR Operations:

    Enters information into PPS. Refers to the PPS User Manual-Staff Actions-Renewal of Appointment.

    Forwards documentation for PAN reviewer, if appropriate.

  4. SHR PAN Reviewer:

    Reviews extension of limited appointment action and PPS OEU to ensure accuracy of action and adherence to campus policies and procedures.

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Revised October 2008: A.12