Coronavirus information for Feinberg.

Skip to main content

Position Data and Appointment Forms

Position data and appointment forms (also called position appointment forms or position/appointment forms) are completed in order to process human resources and payroll transactions at Northwestern University. The position data form describes the position and is used to create a position as well as to update position details. The appointment form describes the incumbent who fills the position and is used to update incumbent details and process actions (e.g., appointment, reappointment, termination) that create or update the relationship between an individual and the position.

Completing these forms accurately is important. Administrators should refer to these resources for an explanation of the form fields and to obtain relevant codes:

Faculty Appointment End Dates

NEW! Effective December 16, 2020, Feinberg has changed how faculty appointment end dates are set in myHR. Please review the new guidance in this section.

Indefinite Appointment End Dates in myHR

The FAO faculty database tracks the actual appointment end date for all Feinberg faculty, and faculty reappointments are managed using this system. To reduce the administrative burden and human error associated with additionally reappointing faculty in myHR, Feinberg sets certain NTE and TE faculty appointments to be indefinite in myHR (even though they have an actual end date in the FAO faculty database). This causes the appointment to remain active in myHR until a resignation or termination is processed, eliminating the risk of netID deactivation if a reappointment is not processed in myHR in a timely manner at appointment expiration.

For a more detailed explanation of the relationship between FAO and myHR appointment end dates, consult the Feinberg Reference on Faculty Appointment End Dates. Faculty appointment transaction cover sheets throughout the FAO website provide guidance on when to specify an indefinite end date on the myHR appointment form. The position/appointment form templates at the bottom of this page apply the "indefinite end to appointment" checkmark as a default where appropriate. 

As a summary, the following types of appointments will have indefinite end dates in myHR (even if they have an actual end date in the FAO database):

  • Tenured appointments (paid or unpaid by NU): By definition, tenured appointments are indefinite and are categorized as such in the FAO faculty database and in myHR.
  • NTE Instructors (paid or unpaid by NU): Instructors have one-year appointment terms and their actual appointment end date appears in the FAO database. In myHR, Instructor appointments are understood to auto-renew each year, and this is accomplished by checking the "indefinite end to appointment" checkbox on the myHR appointment form. (It is no longer necessary to set the "annual renewable" designation on the myHR appointment form; that field can be ignored.) 
  • NTE and TE appointments UNPAID by NU (except Research Faculty): New in December 2020, the "indefinite end to appointment" checkbox should be marked on the myHR appointment form for new regular, adjunct, coterminous, HSC, lecturer, visiting, and secondary appointments that are unpaid by NU. This includes academic full-time and part-time faculty who are paid by approved affiliates. (Contributed services faculty will also be converted to an indefinite end date in myHR, but Feinberg does not offer new contributed services appointments.) Reappointments for these faculty are managed by FAO, with their actual appointment end date reflected in the FAO database. Because these faculty appointments generally end on 8/31, departments will confirm their plans to reappoint by reviewing a spreadsheet of expiring appointments in the summer (or by communication to FAO for unpaid coterminous appointments that end on a date other than 8/31). No OnBase transactions or manual processing by HR Operations will be needed to reappoint in myHR.   

Note that Research Faculty appointments will always have an actual end date in both the FAO database and myHR.

Definite Appointment End Dates in myHR

Most NTE and TE faculty who are paid by NU (excluding Instructors) have a definite end date specified in both the FAO database and myHR; the appointment end date should match in these systems. In general, faculty appointments end on August 31, meaning reappointments are always effective September 1. When submitting an initial faculty appointment transaction that requires a definite appointment end date in myHR, look up the hire date in the table below (along with the appointment term specified on the appointment cover sheet) to determine the correct end date to use on the myHR appointment form.

Exception: Coterminous and Research Faculty may have appointments that end on a date other than August 31.

Initial Faculty Appointment End Date

Hire Date 1-year Term End Date 3-year Term End Date
5/1/2020 to 4/30/2021  8/31/2021 8/31/2023
5/1/2021 to 4/30/2022 8/31/2022 8/31/2024
5/1/2022 to 4/30/2023 8/31/2023 8/31/2025

Pre-populated Templates

The Faculty Affairs Office has prepared position data and appointment forms as templates for common new hire scenarios in the Feinberg School of Medicine. If you download a template and use it for the scenario specified, it is pre-populated with relevant codes and you only need to complete the fields highlighted in yellow. If you use the template as a starting point for a scenario other than the one specified, you will likely need to edit pre-populated fields and/or complete additional fields besides those highlighted in yellow.  

New Hire: NTE, Regular Faculty

These templates are used for faculty on the Clinician-Educator, Team Scientist, or undifferentiated career tracks. All the templates are developed for the case of a new hire (someone who has never had an Employee ID at NU previously) who is filling a new position (i.e., the position does not already have a position number in myHR). Typically, faculty position numbers are not re-used.

New Hire: TE or Tenured Regular Faculty

These templates are used for faculty on the Investigator career track. For TE faculty, the tenure clock length is specified in the offer letter; please contact fao@northwestern.edu for help in completing the tenure review date and/or expected tenure begin date fields. All the templates are developed for the case of a new hire (someone who has never had an Employee ID at NU previously) who is filling a new position (i.e., the position does not already have a position number in myHR). Typically, faculty position numbers are not re-used.

New Hire: Research Faculty

These templates are used for faculty on the NTE research track. Make sure the dates and salary information you enter on these forms match the NU Recommendation for Appointment form. All the templates are developed for the case of a new hire (someone who has never had an Employee ID at NU previously) who is filling a new position (i.e., the position does not already have a position number in myHR). Typically, faculty position numbers are not re-used.

New Hire: Unpaid Faculty Appointments

All the templates below are developed for the case of a new hire (someone who has never had an Employee ID at NU previously) who is filling a new position (i.e., the position does not already have a position number in myHR). Typically, faculty position numbers are not re-used.