Appointing Unpaid Visiting Scholars

MyFSU Human Resources Training Guide

via Courtesy Express

This guide will detail the steps to appoint Unpaid Visiting Scholar candidates via Courtesy

Express in OMNI HR. Collaborating and connecting with a diverse group of scholars is vital to

advancing the research and education missions of the University. Visiting Scholars may come to

Florida State University at the invitation of an FSU faculty or staff member working in their field.

Review the Guide

provided by Research Administration to determine if your unpaid courtesy is

required to go through the RAMP process. Specific departments and/or the utilization of specific

courtesy job codes require completion of the RAMP process.

Each semester, the Office of Human Resources creates a non-advertised job opening for use

by the entire University, known as the Courtesy Express. This process is used after the Unpaid

Visiting Scholar process has been approved in RAMP. The Courtesy Express job opening will

display for departments in the Recruiting > Search Job Openings list, but it is not advertised as

a job for which applicants can apply. The department creates the applicant record, links the

record to the current Courtesy Express pool, and prepares the job offer.

Key Information:

• Required Roles: FSU_SS_MANAGER and FSU_ERS_ADD_EXPRESS

• Courtesy Supplemental Docs

• Courtesy JobCodes

• J-1 Visas

• Unpaid Visiting Scholar Guidelines

• Unpaid Visiting Scholar Policy

Table of Contents

• Unpaid Visiting Scholar and J-1 Visa

• Adding Candidates New To FSU

• Linking the Record to the Courtesy Express Pool

• Preparing the Appointment

• Submit For Approval

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Unpaid Visiting Scholar and J-1 Visa

1. Complete the Visiting Scholar Request Process in the Export Control Portal.

Note: Do not submit a job offer until all requirements for the Unpaid Visiting Scholar

Process and J-1 application have been completed and approved.

2. If necessary, complete all required J-1 application documents and send them to the

Center for Global Engagement.

Note: Download a copy of the approved Export Control Confirmation to upload in the

courtesy job offer.

3. Obtain a valid email address.

4. Log into myFSU > click on the HR icon.

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5. Click the Recruiting tile. Then select Add Express Appointment.

Adding Candidates New To FSU

6. On the Express Appt page:

a. Allow Applicant Type to default to “Express Appt”.

b. Enter the candidate's legal name in the First Name and Last Name fields.

c. Click Add Email Address > choose email type > enter a valid email address > click

Save or Save and Create Another to create additional express appointments.

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Note: The email provided is where the Onboarding invitation will be sent later in the

process. For email type, please select Home or Other – inserting an FSU email domain

will result in an error and not allow you to save.

d. Note the Applicant ID that generates and proceed to step 7.

Linking the Record to the Courtesy Express Pool

7. Navigate to Recruiting > Search Applicants > enter the applicant ID in the Applicant

ID field > click Search.

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8. Across from the candidate's name, use the Actions drop-down menu to select Link

Applicant to Job.

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9. Enter or select the correct semester’s Courtesy Express job ID in the Job Opening ID

field > click Link.

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Preparing the Appointment

10. After the applicant’s record has been successfully linked, click on the candidate's name

to be redirected to the job opening(s) associated with the applicant’s ID.

11. Under the appropriate Job Opening, click on Other Actions.

12. Click Recruiting Actions > Prepare/View Job Offer

13. Begin on the Offer Details tab.

14. Navigate to the Comments section. Enter information pertaining to the Unpaid Visiting

Scholar’s description of duties and justification for the appointment.

If the appointment is a Post Doc, please include financial support information including

the source and amount of funding. Courtesy Post Docs must be paid through an external

grant or their home university. The Post Doc job code is only appropriate if it meets the

minimum requirement

for salary per the Office of Postdoctoral Affairs.

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15. Navigate to the FSU Offer – Additional Info section. Enter the appropriate Job Code or

click the lookup button to select the appropriate Courtesy Job Code. To determine the

appropriate Courtesy job code, review the information here

NOTE: The default code COUX is not a valid job code.

16. Enter the appropriate Department or use the lookup button to search and select the

desired Department.

17. Enter the appropriate Location Code or use the lookup button to search and select the

desired Location Code.

18. Enter the appropriate Supervisor ID or use the lookup icon to search for the desired

Supervisor ID.

19. Enter the appropriate Mail Code or use the lookup icon to search for the desired Mail

Code.

20. Click the U.S. Citizen? drop-down menu. Select the appropriate answer from the list.

21. Click the Empl Class drop-down menu. Select the appropriate classification. "Vstg

Schlr" should be used for Unpaid Visiting Scholars.

22. Enter the appropriate weekly standard hours of 0.01

23. The Pre-Mgr Approver field is optional. If desired, use the lookup button to search and

select a Pre- Mgr Approver. The Originator Telephone will automatically populate.

24. Enter the Begin Date.

NOTE: The Begin Date typically matches the start date on the DS2019; however,

Visiting Scholars are permitted to start 30 days before the J-1 start date.

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25. Save the Job Offer by clicking the Save as a Draft button. This will allow you to attach

approval documents.

26. Click the Edit Offer button. Attach the approved Visiting Scholar Export Control (RAMP

approval) to the job offer.

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27. Attach the approved Export Control Document by clicking the Approval Attachments

button and uploading the document.

28. Insert a description of the Document.

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29. Click the Background Check tab.

Enter a Description of Duties for the appointment.

Confirm the Budget Manager and Budget Manager Email is correct.

Enter or look up a valid Purchase Order # or enter a valid Foundation Fund # to pay

for the background check. The Line # will generate based on the purchase order

selected.

NOTE: The department will only be charged if a background check is required.

30. Answer each question on the Background Check Questionnaire; No or Yes as

applicable. Confirm these answers with the hiring supervisor.

Once the questions are answered, the background level will generate at the bottom of

the questionnaire.

The background check level will be reviewed by Human Resources Background Check

staff.

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Submitting for Approval

31. Click Submit for Approval. After you have submitted the job offer, a confirmation

essage pops up. Click the OK button.

32. N

avigate to the Approvals tab to review the status of the job offer in the workflow.

TE: Once the job offer is fully approved, Human Resources will launch the

Onboarding invitation to the candidate, and the department will receive an email.

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Any visiting scholar that is not a citizen will route automatically through the Center for

Global Engagement.

To check the job offer status in workflow, navigate to the job opening through Recruiting

> Search Job Openings > across from the candidate’s name, click Other Actions >

Recruiting Actions > Prepare/View Job Offer > Approvals tab.

NOTE: The completed and signed Foreign Government Talent Recruitment Program

Form (FGTRP) and the Export Control Approval (RAMP) snapshot will be required to

upload in Onboarding Supplemental Documents.

Editing an Offer: The edit offer button is only live during the Save as Draft stage. If you

need to change a submitted job offer, it must be denied by the approver so the originator

may add revised offer. At the add revised offer step, the data will be retained and

editable. Once edits have been made, click Submit for Approval.

Questions

• For general questions about this procedure, email hr-[email protected]

• For Visiting Scholar questions, contact Diana Key at [email protected].

• For questions regarding the J-1 process or Non-Resident Alien visas, email

[email protected]