Other Academic Personnel

Faculty associates are persons qualified by training and experience to teach university-level courses. Faculty associates are typically appointed on a semester basis and are non-benefits eligible.

Units should seek approval from the dean's office to hire a faculty associate either through competitive search or via a waiver of recruitment.

• If target hiring, unit should submit a CLAS Waiver of Recruitment for approval to the appropriate College director of fiscal and business operations lead. Once approved, the appointment letter is drafted by the unit. Units should use the Faculty Associate Appointment Letter template for faculty associate hires.
• If conducting a competitive search, the unit should first obtain the dean's approval by sending a CLAS Authorization to Recruit, Provost Search Plan , and a draft of the advertisement to your CLAS divisional business operations manager. Upon approval, the unit shall create the position in APARS Faculty Search and submit it to The College for approval. The College will submit the position to the Provost's office for final approval of the job ad. Once the job posting is fully approved in Faculty Search, the unit may proceed with the unit's standard recruitment and hiring protocol.
• Once a successful candidate has been identified, the appointment letter is drafted by the unit. Units should use the Faculty Associate/AP Appointment Letter template.
• As with all competitive searches, the unit is encouraged to implement a fair and equitable screening process such as that used during competitive tenure-track faculty searches. For more information on search practices and policies, please see ACD505-06.
• The unit conducts a background screening (per ACD 126) and begins the internal hiring process. Click here for policy and procedure.

For policies and processes governing labor certification and search process requirements affecting non-U.S. citizens, please visit the Office of Equity and Inclusion.

Postdoctoral scholars are individuals who have recently completed a doctoral degree who are continuing with a full-time program of advanced academic preparation and research training under the guidance of a supervising faculty mentor. Postdoctoral appointments are by their nature temporary and may be funded through salaries, typically from a supervisor’s grant, training grant or fellowship stipends. Postdoctoral scholar appointments may be renewed annually on a fiscal year basis for up to four years, so long as the postdoctoral scholar is within five years from receipt of the doctoral degree. Any further extensions must be approved by the Office of the University Provost. Appointments may be terminated prior to the end of the contract year based on unsatisfactory performance or when funding is no longer available. For more information on postdoctoral research scholar appointments, see the Guidelines for Postdoctoral Scholars and the Conditions of Postdoctoral Scholar Service.

Units should seek approval from the dean's office to hire a postdoctoral scholar either through a competitive search or via a waiver of recruitment.

• If target hiring, the unit should submit The College Waiver of Recruitment for approval to the appropriate College director of fiscal and business operations lead. Once approved, the appointment letter is drafted by the unit. Units should use the Postdoctoral Research Scholar Offer Letter template for postdoc hires.
• If conducting a competitive search, the unit should first obtain the dean's approval by sending over a CLAS Authorization to Recruit, Provost's Search Plan, an evaluation rubric, and a draft of the job advertisement (using the College-approved job ad template) to your College director of fiscal and business operations lead. NOTE: All postdoctoral scholar searches MUST be conducted through APARS Faculty Search.
• Rubrics - The College requires that all postdoctoral job searches submit a rubric template (using the College-approved rubric template) with the recruitment documents.
• Upon approval, the unit should conduct the search according to Steps 1-4 found on the faculty "Recruitment and Hiring" web page. Once a preferred candidate is identified, the unit should email their respective College director of fiscal and business operations lead requesting the dean's approval to hire. Email requests should include the candidate's name, proposed title/rank, salary, funding source, start date and justification for hire. Once approved, the appointment letter is drafted by the unit. Units should use the Postdoctoral Research Scholar Offer Letter template for postdoc hires.
• As with all competitive searches, the unit is encouraged to implement a fair and equitable screening process such as that used during competitive tenure-track faculty searches. For more information on search practices and policies, please see ACD505-06, the Academic Search Handbook or contact the Office of Equity and Inclusion.
• Unit conducts a background screening (per ACD 126) and begins internal hiring process. Click here for policy and procedure.

For policies and processes governing labor certification and search process requirements affecting non-U.S. citizens, please visit the Office of Equity and Inclusion.

For information on renewing or non-renewing postdoctoral appointments, please visit the Additional Resources page.

Adjunct Faculty

Adjunct faculty appointments are made to facilitate the adjunct faculty member’s professional association with the university for the benefit of the individual and the university in such roles as supervising clinical practice students, assisting with research efforts, and occasionally teaching. Adjunct faculty appointments are unpaid and usually part-time positions for limited (not more than one-year) renewable terms. Units can request that an individual be granted adjunct status, through which they would receive access to various ASU services, including an ASU email account and library privileges.

To request adjunct status for a non-ASU employee, please submit a request via the provost's Academic Personnel system accessed via your My ASU page under Teaching & Student Support Tools > Academic Personnel > Adjunct Faculty Appointment. 

Courtesy Affiliates / Contingent Worker

Academic Contingent Workers/Courtesy Affiliates Requirements:

Other non-paid affiliated titles may be granted to individuals who require an affiliation with ASU but who are not adjunct faculty, with no instructional responsibilities. Such titles include visiting faculty, visiting scholars, visiting researchers, and visiting students, among others. Units can request that an individual be granted affiliate status, through which they would receive access to various ASU services, including an ASU email account and library privileges. To request affiliate status (non-adjunct) or to renew an existing affiliate status (non-adjunct), please follow the steps below.

If any of the following are needed, they must be processed as a contingent worker in Workday:

• Access to Workday Learning (for FERPA training, HIPAA training, etc.)
• Canvas access
• Salesforce access
• PeopleSoft security roles that require training
• Background Check
• Fingerprinting
• To work with minors on campus
• To drive for ASU

Once fully processed in Workday, Contingent Worker affiliation can be verified in additional data in the Workday profile.

If you have a Visiting Scholar/Faculty/Researcher, access to the above is not required; a courtesy affiliate ID can be requested via Service Now, or in PeopleSoft if you have the updated courtesy affiliate role. 

Steps for requesting a new courtesy affiliation ID (non-adjunct)

1. As applicable, follow the unit bylaws governing courtesy affiliate personnel.
2. Download and complete the Contingent Worker/Courtesy Affiliate Request Form. Do not use this form for requesting adjunct status.
3. If contracting an academic contingent worker, you must also complete the visiting appointment letter.
4. Once approved by your academic unit chair/director, forward the request form (for all) and the appointment letter (for contingent worker) to the appropriate divisional dean's executive assistant, for their records.
5. The unit either processes the request in Workday according to the Contract Contingent Worker Job Aid or submits a request in Service Now.
6. Once contracted in Workday, an academic appointment must be created for the contingent worker. The "Track Type" is "Visiting Appointment"; the "Identifier" is "Secondary, and the "Roster Percent" is "0".

Steps for renewing a contingent worker/affiliation ID (non-adjunct)

1. As applicable, follow the unit bylaws governing courtesy affiliate/contingent worker personnel.
2. This does not include renewal of adjunct status.
3. Download and complete the Contingent Worker/Courtesy Affiliate Request Form.
4. If renewing an academic contingent worker, you must also complete a new visiting appointment letter.
5. Once approved by your academic unit chair/director, forward the request form (for all) and appointment letter (if a contingent worker) to the appropriate College divisional dean's executive assistant, for their records.
6. The unit either processes the request in Workday according to the Contract Contingent Worker Job Aid or submits a request in Service Now.

Current paid ASU Faculty seeking affiliation with additional academic units should reference the information on the Provost's website here: Academic Affiliation Process.