Instructions

New to non-employee appointments? Check out the non-employee appointment process manual for step by step instructions. For additional questions, please contact Human Resources.

Certain file attachments need to be included with your ePAF through PeopleSoft. These include:

• Staff Volunteer Sheet (PDF) 
  • Non-employee appointments must have this sheet filled out and attached to the Hire ePAF. 
    
    • The individual who is appointed the position must sign the form as well, either a physical, or an authorized electronic signature.
• Courtesy Joint Appointment Agreement - only for joint appointments.
• CV/Resume
  • Academic appointments 
  • Declaration on Staff Volunteer Sheet that the non-employee is not a United States citizen. 
• Request for Approval of Non-Employee Appointment form 
  • Declaration on Staff Volunteer Sheet that the non-employee is not a United States citizen. 
• Invitation Letter
  • For Visiting Scholar Non-Employee Appointments
• OPT Card
  • For appointments where the person is being put on appointment or an OPT, the OPT card will need to be attached. 

Maximum duration for a non-employee appointment is one year. Requests for RARE exceptions on a case-by-case basis for appointments longer than one year may be made. 

Email Accounts

Volunteers and consultants may be eligible to obtain a UM email account when such an account is needed for or on behalf of the university, there are additional guidelines they must follow. To request an email account for a person on a non-employee appointment submit an email account request. The request has to be made after the appointment has been approved by Human Resources. Email requests have to be renewed yearly after appointment renewal has been approved. 

Non-employee appointments across UM System which have an email account are required to have a Microsoft A-5 account due to security risks.  A $200 annual license cost will be recovered from the sponsoring department to cover the cost of a Microsoft A-5 license. If no email is needed, there will not be a charge. The department billing point of contact will see a monthly charge added in the IT Billing System listed as Non-Empl Appt License, this is the same system used for phone charges.

• Emeritus: Emeritus must have an Emeriti job code (0074) and will not incur a charge.
• Adjunct Faculty: Adjunct faculty who have an active paid appointment will not incur a charge.
• Researcher Cluster:
  • For research cluster access, we are evaluating the technological need for the mailbox and will provide details in the future when we know for certain.
  • If further campus business related communication happen beyond just access, the mailbox is necessary per UM System General Counsel and the department will be charged.
• Third Party Contractors:
  • All third-party contractors are not required to have mailboxes and can be listed in the campus directory with their external email and GAL, which can avoid the need to have UM System mailbox and will not incur a charge.
  • If further campus business related communication happens beyond just access to campus resources, the mailbox is necessary per UM System General Counsel, and the department will be charged.