Processing Deadlines: Employment Services will only guarantee on-time payment for those non-regular faculty, graduate assistants and student employees if the job is submitted by the payroll deadline, prior to the start date of the job. Submissions received after a non-regular faculty or GA has begun work are considered late submissions.
Departments may hire an individual as a non-regular faculty employee according to policy 5.15.40 or a Graduate Assistant according to the Graduate Assistant Employment Guides. The hiring department must submit an Electronic Personnel Action Form (EPAF) to complete the hiring action for the temporary faculty and graduate assistant hires. Term Faculty appointments will be submitted through e-hire. Submission deadlines can be found at http://hr.nmsu.edu/toolkits/pay-transactions/.
You must first identify those employees who are new to NMSU. These individuals must be communicated to HR Services by utilizing the New Employee Data Form to establish an employment record in the banner system.
Jobs for which the end date has passed and the job is complete, will not be accepted on EPAF; instead it must be processed on the Post Job Completion – Late Hiring Form. An example of this situation is when a job is held in the previous session but was never submitted for processing and compensation.
Determine the appropriate non-regular employment category prior to making any offer of non-regular employment. Non-regular employment categories are fully defined in policy 4.30.10. If the non-regular employment changes, we encourage you to terminate the current position immediately and hire into the appropriate category.
|Position||Description in Brief|
|Graduate Assistantships are intended for short or long term employment with a predetermined end date. They are all exempt and compensated at a salaried rate. Eligibility requirements can be found in the Graduate Assistant Employee Guidelines.
Hiring System: EPAF
|Temp Faculty are intended for short or long term employment with a predetermined end date. They are all Temp Faculty Exempt and compensated at a salaried rate.
Hiring System: EPAF
|Term Faculty are intended for long term employment with a predetermined end date. They are exempt category employees and compensated as salary.
Hiring System: PeopleAdmin
Rights for Non-Regular Faculty Positions (Temp and Term Faculty)
- No grievance rights. This does not apply for complaints involving any type of unlawful discrimination, which shall be filed with the NMSU Office of Institutional Equity and shall follow NMSU Policy.
- Not eligible for annual salary increase, in-range adjustments, reclassification, promotion, transfer, retention, counter offers, etc.
Advertising is optional for non-regular positions; however, employees in non-regular positions may not be hired into a regular employment position without a competitive recruitment process. Exceptions to the recruitment process require written approval by the Asst. Vice President of HR Services.
An offer letter must be maintained in the department personnel file. The start date will be a future date allowing for time to process.
- Graduate Assistant Sample offer letter
- Temp Faculty Sample offer letter
- Term Faculty Sample offer letter
Depending on department answers to the Sensitive Duties Checklist, the candidate may receive an electronic notification initiated by central HRS to complete the Background Check Release (Background Check Process Flow). The Hiring Department will be notified when background check results are received.
Onboarding New Hire
Forms and documents to assist you in this process can be found on the New Employee webpage.
Onboarding Checklist: A checklist has been designed to guide departments with orientation of new employees to the university.