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Initiating Appointments

The Initiate Appointment form is used to initiate the following appointment types:

    • New (not previously employed at university)
    • Promotion (moving from one position to next level or higher in same area)
    • Rehired (previously in position, termed, later rehired into same position)
    • Transfer (same position, but in different area or unit within the same department)
    • Currently employed elsewhere at university (this also applies to anyone employed in your department)

How to Initiate an Appointment

Login to HR eForms and select Initiate Appointment

Before entering the information, determine if new hire is a UI Student, Non-UI-Student, or Non-Student. 

If the employee is a UI Student enter their HawkID. Their HawkID can be found in the University of Iowa Directory, or you can ask the student. The student’s name field will pre-populate once their HawkID is entered.

If the employee is a Non-UI-student (enrolled at an academic institution other than the University of Iowa) the supervisor is required to check the Non-UI-Student checkbox.

If the employee is a Non-Student (not enrolled at the University of Iowa or any other academic institution), the supervisor must check the Non-Student checkbox. 

Non-UI-Students or Non-Students will be provided with a unique identifier for their University ID in Data Collection System.

Enter applicable information for position by utilizing checkboxes, drop-downs, and typing information in the following fields:

First Name
Last Name
Email – Adding an email address is not required. By adding an email address the new hire will receive an “Authorized to Work” email. 
Due Date for Completing Employment Documents  The Due Date is the specific deadline a supervisor gives a new hire to complete any pre-employment requirements and I-9 form.
Start Date –Start Date is the desired date in which the supervisor would like for the new hire to complete orientation and/or training shifts (Note:  employee is paid for this time).

  • Effective Date for transfer or promotion must be the start of the next pay period.
  • Effective Date for new, rehired, or currently employed elsewhere at university will be the date the “Authorized to Work” email is sent.
  • Employee is not to begin work or start in new position until an “Authorized to Work” email is received.

Organization – select organization (IMU, Rec Services, or University Housing and Dining).
Job Location – use drop-down menu to determine physical location of position.
Job Posting Title – use drop-down menu to select 
Job Identifying Information - use drop-down menu to select appropriate position and employment status. Only those positions physically working in that location appear as an option. Once Job Title selected, Department #, Job Code, Supervisor Name, and Supervisor Email fields will automatically pre-populate.
Comments – use drop-down to select the appropriate appointment type:

  • New (not previously employed at university)
  • Promotion (moving from one position to next level or higher in same area)
  • Rehired (previously in position, termed, later rehired into same position)
  • Transfer (same position, but in different area or unit) 
  • Currently employed elsewhere at university (this also applies to anyone employed in your department)
  • Additional Information (add information here if further explanation or information regarding the new hire is needed)

Submit – If after submission, editing is necessary, please contact your local HR contact.

After Clicking Submit

If a new hire is selected for multiple positions, supervisor will need to initiate an appointment for each position.

If new hire has not been authorized to work after seven days past original due date, the system will send a “needs immediate action on HR eForms” email to supervisor and back-ups requesting information about the new hire.  See sample email below.  Supervisor will need to inform local HR contact a status update (i.e. if individual has withdrawn from position, or due date needs extended) by responding to the email received.

HR will update new hire appointment to reflect supervisor’s response to the “needs immediate action on HR eforms” email.

If a new hire comes to the HR office to complete pre-employment paperwork and supervisor has not completed Initiate Appointment form, HR will attempt to call supervisor immediately. If HR is unable to reach the supervisor, HR will not be able to assist new hire at that time, and they must return at a later date.

If HR is unable to reach the supervisor, HR will email the supervisor and advise new hire to email supervisor as well. After new hire fulfills pre-employment requirements, HR will click on checkbox confirming that new hire is authorized to work.  The system will send a “Authorized to Work” email to new hire, supervisor and supervisor back-ups. The employee cannot begin work or start in a new position until a “Authorized to Work” email is received.

If an individual is a transfer or promoted, the effective date will be the start of the next pay period. If an individual is new, rehired, or currently employed elsewhere at university, the effective date will be the date the “Authorized to Work” email is sent.


HR will complete the appointment in Employee Self Service and add the employee to TimeCentre, if applicable,  within one to two business days of “Authorized to Work” email.