View the latest updates on the COVID-19 News & Information website.
Human Resources Service Center

Emergency/Short Term Appointments

Emergency appointments are normally used to cover a peak workload period, an extended absence, or a vacant position during the recruitment process. These appointments can be intermittent, full time, or part time. The use of emergency hires cannot substitute for thoughtful workforce planning.

Each bargaining unit has specific requirements pertaining to the maximum length of emergency/short term appointments (see table below)

Max duration of emergency appointments per bargaining unit
Bargaining UnitsMaximum duration of emergency appointmentsContract Reference
2, 5, 7, 9 (CSUEU(opens in new window))180 daysArticle 9.9 (PDF)
4 (APC(opens in new window))120 days (emergency temporary positions)Article 2.10 (PDF)
4 (APC)30 - 180 days for substitute temporary positionsArticle 2.22
6 (SETC(opens in new window))180 days for emergency appointmentsArticle 2.12h (PDF)

Expand All | Collapse All

  • Step 1 - Hiring Department emails

    Email the following to

    Classification and Compensation will review the Position Description to ensure the job is appropriately classified.

  • Step 2 - Hiring Manager Completes Request to Fill Form

    The Hiring Manager within department completes and routes the Request to Fill Form(opens in new window) (RTF) to appropriate administrator for signature.  Once signed, send original RTF to the VP's office for final signature.

    Note: The completed RTF must be received in Employment Services in order to move forward. Be sure to check the appropriate Hire Type drop down menu in RTF form.

  • Step 3 - The Applicant Completes
    1. Application for Employment through PeopleAdmin system.  Please contact Employment Services with the name and email of the candidate in order to provide access to online application.
    2. Employment Services will screen for minimum qualifications.
    3. An Applicant Background Check Authorization(opens in new window) form (prior to checking employment history).

    Return the Background Check Authorization to Employment Services.

  • Step 4 - Background Information

    The following are required to be conducted before an offer of employment is extended.

    1. Employment Verification (for external candidates only) - A minimum of two employment verifications are required and may only be conducted by the appropriate administrator (MPP).
    2. Employment Services will initiate the Criminal Records Check and any contingencies such as driver's license or physical.
  • Step 5 - Offer of Employment

    The following are required to be conducted before an offer of employment is extended.

    • Employment Services emails the Authorization to Hire (ATH) to the appropriate Administrator.
    • Employment Services will work with the department to determine an appropriate start date.
    • Upon approval of the ATH, the department/appropriate administrator will extend the verbal offer to the candidate.
      Note: Please ask the candidate to contact Employment Services to schedule an appointment for new hire paperwork.
    • Department completes the Staff Action Form (XLS) and routes to Employment Services.
    • New employee completes paperwork with Employment Services.