Notice: As of 10/01/2025, the updated policy and process will take effect.

We will continue to work on any existing unpaid appointments hired prior to October 1, moved over to correct categories through the end of February 2026. More information will be announced for that process. Appointments will automatically expire per policy requirements. Approval is required to extend appointments. 

UPA Handout Guide

HR-513 Volunteers and Other Unpaid Appointments | University of Missouri Systems

Unpaid appointments (UPA) are provided to individuals for a variety of reasons, including access to university facilities or resources to perform services as a recognized volunteer. 

Campus Process
  • Getting Started
  • Step 1
  • Step 2
  • Step 3
  • Step 4
  • Step 5

Getting Started

Security Access Needed to Initiate Unpaid Appointment Requests 

    • User must have the appropriate PSHR security roles (Manager Self Service or UPA Initiator). 

To get started, you will need to determine which appointment type you're needing to hire for and gather the required documents to submit this request to your unit's HR business partner. 

Failure to not include the required documents will result in the e-form being denied or recycled for review and resubmission. This process, from start to finish, could take up to 10 business days depending on the requirements needed for each specific appointment. Please allow for potential longer approval times. 

Step 1

Department Initiator gathers ALL appropriate documents and fills out the UPA Intake Form (fillable PDF) receiving signed approvals from the appointee's supervisor, division leader, and the department chair/director for this unpaid appointment (See table below under "Appointment Types" for "Required Documents to Initiate").

If the appointee is going to be working internationally or with funded research, they will need to complete the UM System Research, Security, and Compliance Form before submitting the Unpaid Appointment eForm. 

Step 2

Department Initiator logs into PSHR to initiate the form through "Unpaid Appointments" Tile as shown below.

tile for unpaid appointments

Step 3

E-forms for all appointment types will be routed directly to Campus Approver for review and approval. Conditional, Education Partner, Emeritus, Visiting Students will automatically be executed into PS Job Data upon the campus approval. 

Step 4

Guest Affiliates and Volunteers will be required to complete a preboarding questionnaire, attestation, and criminal background check after the unit initiates the e-form. These appointments will receive an automated email from PeopleSoft@umsystem.edu with directions to complete. Subsequently, they will receive a second email from our criminal background check vendor (First Advantage) to kick of the Criminal Background Check (CBC). 

Conditional, Education Partner, Emeritus, and Visiting Students will automatically be executed in PS Job Data. Note: appointments requiring an emplid review or those flagged for rehire eligibility will proceed to the Final HR Approver for final review and approval. 

Step 5

Final HR Approver

Unpaid appointments requiring Final HR Approval include: 

  • rehire eligibility flags
  • needing an emplid confirmed
  • with Guest Affiliate and volunteer Appointee forms

This step also includes the Criminal Background Check (CBC)

If no concerns are found in screening questions or rehire eligibility, the final approver will initiate a CBC using our university CBC vendor, First Advantage. The appointee will receive an email from the vendor to initiate the background check. 

A review will be conducted and once approved, the eForm will be executed and Job Record created.

Unit Approval is REQUIRED for all appointees.

    • Unit Approval Should come from Dean, Vice Chancellor, or Vice Provost.
    • If the e-form is not initiated by the supervisor, supervisor approval will also be required.
    • View the UPA Intake Form to help capture appropriate approvals and fill out necessary information about the appointee.
      • The form needs to have the division leader, department chair/director AND the appointee's supervisor approval by signing either in wet ink or an electronic signature. Signatures typed in will be flagged and sent back for correction. 

Research Security and Compliance Approval is Required for appointees that will be working internationally or with funded research.

Employer Agreement/MOU (Memorandum of Understanding)/Contract is REQUIRED for Educational Partners, Vendors, and Visiting Students

Appointment Types Definition Example Required Documents to Initiate
Guest Affiliate Individuals paid by another organization or
non-University payroll or unpaid who need
access to university resources for
appropriate, approved purposes.		 unpaid visiting scholars,
research collaborators,
temporary agency hires,
university and non-
university interns,
job shadow arrangements		 1. Unit Approval
2. Research Security and
Compliance Rubric (if required)
Conditional University employees whose unpaid
appointment is conditional upon the
individual's paid appointment to gain
access that would otherwise not be
available through the paid appointment.		 MU employee providing
consultative work for
S&T and appointee
needs access to local
university resources		 1. Unit Approval
2. Research Security and
Compliance Rubric (if required)
Education Partner Individuals who possess a professional
certification or licensure and who have
agreed to teach, advise, mentor, supervise,
or otherwise provide educational
opportunities to university students within
a non-university organization.		 Community K-12 teachers
physicians, and other
professionals providing
student teaching, clinicals,
practicums, or other
required experiences
outside the university.		 1. Unit Approval
2. Research Security and
Compliance Rubric (if required)
3. Education Partner MOU
Emeritus Individuals granted Emeritus status,
pursuant to CRR 320.090, may be granted an
unpaid appointment.		 N/A 1. Emeritus Letter from Provost/
Chancellor
Vendor Individuals who use the University's facilities
and resources to perform their work for a
contracted organization, such as
contractors, outsources services,
independent contractors, and vendors.		 Maintenance
contractors, outsourced
services, independent
contractors, with
agreements through
finance.		 1. Unit Approval
2. Research Security and
Compliance Rubric (if required)
3. Vendor MOU
Visiting Student Students who partake in university of
Missouri educational experiences under a
formal Education Agreement between the
University of Missouri (host institution) and
their home institution (affiliate).		 The student is engaged in
learning experiences but
is not enrolled as a
University of Missouri
student.		 1. Unit Approval
2. Research Security and
Compliance Rubric (if required)
Volunteer Individuals who perform services for the
university for civic, charitable, or
humanitarian reasons without promise,
expectation, or receipt of compensation for
services rendered. 		 concert series ushers,
athletic event volunteers,
and volunteers in various
healthcare settings.		 1. Unit Approval
2. Research Security and
Compliance Rubric (if required)
Requirements

Guest Affiliate

 Conditional Education Partner Emeritus Vendor Visiting Students Volunteer

Initial Appointment Maximum

 1 year Aligns with paid appointment 3 years None 1 year 1 year 1 year

Preboarding

Online process for appointee

 Required Aligns with paid appointment None Aligns with paid appointment  None None Required
Criminal Background Check University CBC Aligns with paid appointment Aligns with employer agreement Aligns with paid appointment Aligns with employer agreement Aligns with employer agreement University CBC
Compliance Training Based on level of contact Required Aligns with paid appointment Aligns with employer agreement Required Aligns with employer agreement Required Required
Email University email Aligns with  Business or personal email University email Business or personal email University email Personal email

Questions?

For questions about the type of appointment or policy requirements, please discuss with your HR Partner. 

Important Notice

With the new process for Unpaid Appointments, effective 10/1/2025, they cannot be authorized as a courtesy or benefit for past service and are no available for pre- or post-paid employment used to start or finish paid duties without compensation. This is per policy HR-513.  Please see the link to review the policy and see the highlight below:

HR-513 Volunteers and Other Unpaid Appointments (as of October 2025)

"Judgement and care must be exercised in the use of volunteers and other unpaid appointments. Unpaid appointments may not be authorized solely as a benefit for past service or to maintain future relationships."