Renewal Request Form

  • A Renewal Request Form is used for current part-time employees with expiring annual or short-term contracts. These positions do not require posting.
  • The JAF form has been replaced with the Renewal Request Form, for part-time employees returning to the same position.
  • The Renewal Request Form shall be used for employees that worked in the same position during the past fiscal year. If the employee is not a returning employee, the supervisor must use a Hiring Request Form and post the position through Interview Exchange.
  • The Renewal Request Form does notrequire uploading a job description for processing.
  • The Renewal Request Form may be filled out by any employee delegated to complete the form. This may include, but is not limited to, a direct supervisor, a senior leader, or an administrative assistant.
  • The following information is requested on the Renewal Request Form:
    • Personal information about the part-time employee including: first name, last name, A# or HRCMS ID #, telephone number, address and email.
    • Employment classification group and the position title
    • Compensation details such as: the current fiscal year, the start and end date of the assignment, the maximum obligation, the hourly rate, the total hours per week, and the total hours per fiscal year.
    • Work schedule and location
    • Budget information such as: whether the position is grant funded, the index number, the organization number, and the Banner position number.
  • Before the renewal position may be processed, the Renewal Request Form will be reviewed by reviewers in the task routing of the position. The individuals in the task routing of the Renewal Request Form include:
      1. Human Resources/Payroll Representative
      2. Cost Center Manager
  • Each person in the task routing will receive an email notification from Interview Exchange when it is their turn to review the Renewal Request form in the task routing line.
  • After the position has been reviewed and approved by all task routers, the individual that generated the Renewal Request Form will receive an email indicating that they must go into Interview Exchange to generate the Employment Contract to the employee. Information regarding the assignment such as the hourly rate and the length of the assignment will need to be entered on the Employment Contract.
  • The Employment Contract allows for the employee being renewed for an assignment at the College to receive a formal notification of the assignment.
  • Once the employment contract is submitted, the employee will receive notification of their renewal and will have an opportunity to acknowledge the employment contract.  The HR/Payroll team will then process the renewed hire and ensure that the employee will receive payment from the college.
Step-by-Step Guides to Process a Renewal Request in Interview Exchange: 
Last Modified: 8/4/23