The Roster Process

Zero-Salary Roster Process

Officers of Instruction, Officers of Research and Postdoctoral Officers who are zero-salaried are renewed annually via the zero-salary roster process.

The renewal term is from July 1st to June 30th each year. All individuals appointed from July 1st to June 30th are considered to be “on-cycle” appointments. Officers not appointed from July 1st to June 30th are considered to be “off-cycle” appointments.

The Office of Faculty Affairs utilizes PeopleSoft data to compile a list of all zero-salaried Officers of Instruction, Officers of Research and Postdoctoral Officers for each school (if applicable), each department and each institute and center. The lists are sent to each unit with detailed instructions to Renew (R), Terminate (T), or Defer (D) zero-salaried officers. If an officer is renewed, their academic appointment will continue from July 1st to June 30th of the next academic year; if a department terminates the officer on the zero-salary roster then the officer’s academic appointment will end on June 30th; and if an officer is deferred on the zero-salary roster, no action is taken for the officer until the academic unit decides to renew or terminate the officer.

Note that if no action is taken by the department for an officer who is deferred, their academic appointment is automatically terminated as of June 30th.

The zero-salary roster process commences in late February / early March and the completed rosters should be submitted to the Office of Faculty Affairs in early April.

When rosters are returned the Office of Faculty Affairs reviews each roster for accuracy and consolidates each list into three categories: Officers who will be renewed, officers who will be terminated and officers whose renewal will be deferred at the request of the department.

The renewed officer and terminated officer lists are sent to the Human Resources Processing Center (HRPC) and this information is entered into PeopleSoft for an effective date of July 1st.

The Office of Faculty Affairs will work with the schools, departments, institutes, and centers to reconcile and finalize the status of all officers that were deferred on the roster.

Salary Roster Process

The salary roster process is led by the Payroll Office and is initiated in the spring of each year.

Officers of Instruction, Officers of Research, Postdoctoral Officers and Student Officers (GRAs) who are salaried are renewed annually via the salary roster process.

The renewal term is from July 1st to June 30th each year. All individuals appointed from July 1st to June 30th are considered to be “on-cycle” appointments.

The role of the Office of Faculty Affairs in the salary roster process is to review and confirm the officer’s academic appointment information, visa status and departmental plans for continued appointment.

OFA will also work with the schools, departments, institutes, and centers to reconcile and finalize the status of all officers that were deferred on the roster.