Academic Personnel

Forms

 

  • Employee Forms
  • Administrative Forms
  • Medical Forms
  • General Forms
Some forms/changes can be done via BannerWeb/Employee Services online

Change in Pay Form
Authorizes a change from 12-month pay to a 9-month pay schedule if position is a 9-month appointment. Complete the Instructional Staff Change in Pay form to request this change. *No changes can be made after August 15 for the first payroll of that academic year.
Change of Status
Change name, marital status, or emergency contacts Change of Status click here. Please note that if you are changing your name you must bring the form and a legal document to the Academic Personnel Office.
Deferred Pay Form

Authorizes a change from the default 9-month pay schedule to a 12-month pay schedule if position is a 9-month appointment. Complete the Deferred Pay Authorization to request this change. *No changes can be made after August 18 for the first payroll of that academic year.

Faculty Improvement Leave/Assigned Research Appointment Application
Request an Assigned Research Appointment (ARA) or Faculty Improvement Leave (FIL) click here. For details see MUPIM 6.7 or MUPIM 6.8.
Personnel Data Sheet
Provides information required for personnel records and statistical reporting click here.
Request for Approval to Perform External Service/Consulting
To request permission to accept a consulting or service activity outside of the University, click here.  Details can be found in MUPIM 3.11.
Personal Leave Application
Request a personal leave click here. For details see MUPIM 4.8.
Veteran Disclosure Form
All new employees should complete the Veteran Disclosure Form. To access the form, click here.

Forms should be submitted to Academic Personnel Services to obtain the Provost's approval and to process.

Employment Recommendation
Recommends appointment of a person to a position. This form needs to be completed by department and approved by director/chair and dean and Provost. Submit at least 4 weeks prior to effective date of the proposed appointment click here.
Cost Sharing and Release Form
Used for all grant release and cost sharing. Needs to be submitted by Director or Principal Investigator of grant and approved by chair, regional dean, dean, Provost and the Office of Grants and Contracts click here.
Faculty Position Announcement Authorization Form

Effective March 2015, requests to fill a position vacancy or conduct a search will be accepted through HireTouch only. Chrome is the recommended browser for HireTouch.

The Faculty Position Announcement Authorization (PAA) form should be used only after consulting with Academic Personnel.

Hiring Guidelines for Tenure-track Faculty

Search committees can use this template when drafting ad text. Submission and review of the proposed ad (to Celia - Academic Personnel) will ensure a speedier trip through the request process and result in an ad that will be acceptable if the search results in a need to sponsor a foreign national for permanent resident status.

Ad Text Template

Click here to access the hiring guidelines for tenure-track faculty. If you have any questions contact Celia Ellison at (513) 529-7268 or email at knightcm@MiamiOH.edu

Unclassified Position Announcement Authorization Form

Effective March 2015, requests to fill a position vacancy or conduct a search will be accepted through HireTouch only. Chrome is the recommended browser for HireTouch.

The Unclassifed Position Authorization (PAA) form should be used only after consulting with Academic Personnel.

Employment of Out-of-State Residents

Miami University recognizes the occasional need to hire or reassign an employee or appointee who will, due to the nature of a particular position or business needs of the University, need to reside and perform their University work outside of the State of Ohio (whether in another state or another country). However, because having employees or appointees work outside of Ohio subjects the University to numerous other laws and imposes additional insurance and payroll requirements and costs (e.g., workers' compensation liability insurance, unemployment requirements, payroll tax withholding/reporting, administrative costs, and other reporting requirements to other states), the University reserves the right to determine in advance whether the University will permit an employee's or appointee's principal work location to be outside of Ohio.

In Academic Affairs, approval of a hire or the reassignment of an existing employee or appointee to reside and perform their University work out-of-state must be obtained in advance from the Director of Academic Personnel Services and the pertinent supervising senior administrators (Dean and Provost). The same is true of approval for the creation of a new position in which it is anticipated that the focus of the work must necessarily be outside of the State of Ohio.

Submit this Request for Review form 3 months prior to desired work outside of Ohio.

Graduate Assistant Nomination Form

Submit your Graduate Assistant and Dissertation Scholar nominations online by using the new CRM by CollegeNet. Nominations are created by going into the Prospect module of CollegeNet. For additional information about this system and how to gain access, please contact Ann Frymier in the Graduate School. 

The paper GA nomination form is no longer being accepted.

Grant Appointment Form
To make an appointment or submit a summer payment funded by an external grant or contract. Needs to be completed by Director or Principal Investigator of grant and approved by department chair, dean, Provost and the Office of Grants and Contracts click here.
Independent Contractor Agreements

If faculty, staff, or a department wishes to engage the services of an individual that is believed to meet the guidelines for an independent contractor vs. an employee, these Procedures for an Independent Contractor must be followed.

 

Telecommuting Agreement
Used when work location is off campus, including out of state. Click here to access the Telecommuting Agreement form.
Miami P.R.I.D.E.
An Award Program created for classified and unclassified staff to recognize and reward significant outstanding performance. To review the guidelines click here. To initiate a request for a P.R.I.D.E. award, log into HireTouch at https://miamioh.hiretouch.com/admin. Instructions are provided on the HireTouch dashboard.
Part-Time Instructional Staff Appointment Forms (Academic Year & Summer)

Used for new* appointment of instructors for credit hour teaching. Vita must accompany form when submitted.

Click to select form for appropriate term.

Winter Term, 2016-17 (PDF 623KB )

Spring Semester, 2016-17 (PDF 635KB )

Summer Term, 2017 (PDF 627KB)

(*Reappointments and overloads are processed through EPAFs via BannerWeb)

Payroll Document

To initiate payments (non-grant funded) for one-time special assignments, unclassified hourly, or other miscellaneous salary for employees on payroll use the Special Payroll Document (PDF 294KB).

Unclassified Hourly Timesheet
To access the Unclassified Hourly Timesheet, click here
Unclassified Staff Performance Evaluations

A performance evaluation form, either one described below or one that has been adopted in your division, must be submitted along with the Professional Development Plan to complete an unclassified staff performance evaluation.
 
A more in-depth evaluation instrument, Performance Assessment & Development Instrument, which assesses nine core values using behavior measures, is available and is especially useful for an initial evaluation.

  • To view an Introduction to this instrument, click here.
  • Download the Excel Instrument here (XLSX file, 64KB)

Note: When attempting to save the instrument, click “Cancel” on the “Windows Security” window. Entering a user name and password is not necessary.

 

A shorter version of the evaluation instrument, Performance Appraisal , includes a rating scale and may be used. The document, Behavior Descriptions , will assist in defining the core values.

  • To view Behavior Descriptions as a tool for rating decisions, click here.
  • To access the shorter version with numerical rating scale, click here.

Note: When attempting to save the instrument, click “Cancel” on the “Windows Security” window. Entering a user name and password is not necessary.

 

The Professional Development Plan (PDP) form is now required and must be submitted along with an evaluation instrument.

  • To access the PDP, click here (PDF, 800KB)
  • Guide to the PDP and instructions on how to submit a completed evaluation are included on the form.
Cellular Service Stipend
Supervisors may request for an employee to receive a stipend for work calls, text messages, or data on a personal device. To submit a request, complete the Miami University - Cellular Service Stipend Request Form. Additional information about how to request a Cellular Service Stipend can be found on the request form.

An absence due to medical reasons in excess of five consecutive days requires a request for a Family/Medical Leave MUPIM 4.7. The request form and appropriate medical certification should be sent to Academic Personnel Services or faxed to (513)529-1720 for review. After receipt of both, request will be reviewed and employee will be notified in writing.

Request for Family & Medical Leave/Parental Leave/Sick Leave
Electronically submit requests for Family & Medical Leave, Parental Leave, or Sick Leave by completing the Academic Affairs Request for Family & Medical Leave form.
Employee's Serious Health Condition Medical Certification
Use this form for an employee's own serious health condition, including pregnancy/birth. To be completed by health-care provider and delivered, mailed or faxed to Academic Personnel Services. To access form click here.
Family Member's Serious Health Condition Medical Certification
Use this form if a leave is requested due to the serious health condition of a family member, to include birth. To be completed by the family member's health-care provider and delivered, mailed or faxed to Academic Personnel Services. To access click here.
Volunteers

Individuals who volunteer their time and effort must submit an Individual Volunteer Form For policy on Use of Individual Volunteers click here.

Adult volunteer form click here; form for minor volunteers, click here.

 

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