Courtesy, Campus Associate, and other Unpaid Appointments

Quick Links

Unpaid Appointment Form

Employee Separation Request Form (also handles unpaid appointments)

Emerit Requests

How to Check the Status of Your Unpaid Appointment Request

How Do Appointees Get 95 Numbers and Duck IDs?

How to Check on Existing Appointments

What are Campus Associate and Courtesy Appointments?

Campus Associate Appointments:

Note: Campus Associate appointments do not receive a letter. Once Payroll has added a 95# to the request form, the appointment is complete.

  • For independent contractors needing access to UO buildings and services.
  • Not for getting a UO email address only.
  • Submit an Unpaid Appointment Form with:
    • the position number, BUOXAS
    • detailed statement of the individual's proposed service

Courtesy Appointments:

  • For non-compensated individuals contributing to UO's programs.
  • For those requiring a letter for visa purposes.
  • Not for university employees or independent contractors.
  • Valid for one year, aligned with the academic or calendar year.
  • Not for Emerit Appointments, see Emerit Status
  • For new appointments, submit an Unpaid Appointment Form with:
    • academic rank, which should match their current rank or qualifications, see Classification Category Rank Chart and Article 15. Academic Classification & Rank, Section 3. Category & Rank, of the United Academics Collective Bargaining Agreement.
      • If the appointee does not yet hold the degree necessary for a rank (for instance they are a doctoral candidate but the request is for a Courtesy Research Associate), then attach a letter from their institution stating that they have successfully defended their dissertation and are awaiting their degree.
        • If it is not possible or will take too long to get such a letter, then choose a rank for which they hold the qualifications.
      • Please select the Courtesy Research Assistant type that matches the appointee's qualifications:
        • Courtesy Research Assistant (Type A): Positions that require skills and/or experience relevant to the duties of the position and do not have a minimum degree requirement.
        • Courtesy Research Assistant (Type B): Positions that require a bachelor’s or equivalent degree. In rare occasions, positions in specialized fields may allow for a combination of education and equivalent experience prior to the time of hire to satisfy the bachelor’s degree requirement.
        • Courtesy Research Assistant (Type C): Positions that require a master’s or equivalent degree. In rare occasions, positions in highly specialized fields may allow for a combination of education and exceptional equivalent experience prior to the time of hire to satisfy the master’s degree requirement.
    • the position number, BUOXCO for faculty and researchers or BUOXPD for postdoctoral fellows
    • Sponsor or supervisor information, this will be added to Banner as the supervisor
    • CV less than 3 years old
    • for postdoctoral courtesy appointments, please add in the comments field "IDP on file" to confirm that there is an IDP on file.
    • detailed statement of the individual's proposed service
  • Requires approval and signature of department head and dean/director.
  • Once approved, a letter extending the courtesy appointment is sent.

Note: Unpaid appointments do not include worker's compensation insurance.

Renewal and Sponsor Update for Appointments

Each May departments are notified to review and renew courtesy appointments.

  • The department should run the Cognos report Courtesy, Campus Associate, and Emerit Appointments and follow the appropriate process to make changes for the next academic year.
    • When you find it in Cognos, click the three dots to the right of the report name.
    • Select Run As
    • Click Excel
    • Click the blue Run button
    • Fill out the information on the prompt page and click Finish
    • Once the report is ready a popup will appear to let you save it. The report has multiple tabs, including an instructions tab.

Renewing Appointments without End Dates:

  • Review the Cognos report Courtesy & Campus Associate Appointment Report.
  • Submit Renewal List:
    • Departments should submit their list of renewals to their Vice President/Vice Provost or Dean's Office.
    • The deadline for submission is by the third week of May.
  • Await Approval:
    • The Vice President/Vice Provost or Dean’s Office will review the submissions.
    • Departments will be notified of the final approval or if more information is needed by the second week of June.
  • Notify Appointees:
    • Once approval is received, departments are advised to send out renewal notices.
    • This can be done via letter or email to the individuals on the renewal list.

Renewing Appointments with End Dates:

Terminating an Unpaid Appointment:

Updating Sponsor Information:

Services for Courtesy Appointments

Technology Access Timeline

Note: Access to these services requires the appointment to be in the Banner system.

How to Check the Status of Your Unpaid Appointment Request

1. View Your Request:

2. Send a Reminder:

  • If your form has been with a department signer, HR, or the appointment authority for over 2 weeks, click "Send Email Reminder to Signer"

3. How Do Appointees Get 95 Numbers and Duck IDs?

4. Need More Help?

  • Can't find the status or need faster processing? Email hrops@uoregon.edu with the form name, employee ID, and name.