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| Posted to Website: | 12/13/2007 |
Supporting Documentation Transmittal Guidelines for EPA Personnel Actions
Transmittal Method
These guidelines outline procedures for transmitting EPA non-faculty and faculty personnel-related supporting documentation. In many cases, supporting documentation when required by procedure or as added justification for an exceptional personnel action will be transmitted electronically using EPAWeb document attachment instead of physically routing hardcopy (paper) to approval offices. The below guidelines should be used to determine what supporting documentation will be submitted electronically using document scanning and EPAWeb document attachment versus what is sent in original hardcopy(paper) format via campus mail or hand delivery through normal administrative approval channels.
Note: When an EPAWeb Advance Transmittal Form is used, it is acceptable that the accompanying supporting documents which normally are sent electronically are also sent with the transmittal form in hardcopy (paper) format and later attached electronically to the final EPAWeb action.
| Scan Documentation and Use EPAWeb Document Attachment | Transmit Only Using Hardcopy (Paper) Through Normal Administrative Approval Channels |
| EPA non-faculty appointment or reappointment documentation including AP-2 forms when applicable. | Tenure track and tenured faculty documentation for new appointments, reappointments, promotions, distinguished/named professorships, and tenured/tenure track joint appointments including AP-2 forms. Note: Any
appointments with supporting documentation that require review by the ASAC, HSAC, or APT review committees must have the "Standard Order" paperwork submitted in paper in the appropriate number of copies. |
Fixed term faculty appointment documentation for new appointments, reappointments, promotions, and fixed term joint appointments including AP-2 forms. Joint appointment forms
should be signed in ink by all appointing departments prior to attachment. | Criminal Check forms for faculty appointees are handled directly by Dean's Offices and only using paper. These are not attached to EPAWeb actions. |
| Overload Forms after the form has been completed and fully signed in ink by all applicable Departments/Schools. | Medical Leave Request forms. Confidential medical information should not be included or attached to EPAWeb actions. |
Criminal Conviction Check forms for nonfaculty employees when there are no prior convictions or pleas noted; forms which reflect
any prior convictions or pleas should be sent in paper and NOT be attached in EPAWeb for privacy reasons. | |
| Supporting documents for EPAWeb Position Actions, including organization charts, additional job description information, prior EPA approval memos and forms, etc. | |
All other EPA supporting documentation not otherwise identified as being sent by hardcopy (paper) in these guidelines including leave of
absence forms, administrative and fixed term secondary appointments, and other memos that may serve as documentation to implement a personnel action or support a policy exception. | |
Protocols for Electronic Document Attachment and Transmittal
Electronic document attachments must be submitted in either Adobe Portable Document Format (PDF) or TIFF format. No other file formats will be accepted and actions containing files in other formats will be disapproved. Please seek assistance from your Department/School IT support staff to configure your scanner or Carolina Copier to output your scanned documents to one of these accepted formats. Carolina Copiers and most purchased scanners support one or both.
Whenever possible, attached documents in EPAWeb should be scanned as a single document instead of multiple, separate attachments. When submitting documentation for an action for which there is a "Standard Order," please organize the documents in this order prior to scanning.
A default suggested protocol for naming documents attached in EPAWeb is to use the employee's last name followed by the action effective date, and if there is more than one document attachment in a single web action, a dash and the number of the document attachment. For example, to attach actions for employee John Smith with an EPAWeb action effective date of 7/1/07, name the first attached file as Smith07012007-1. If a second separate attachment must be is added, it should be named Smith07012007-2. However, individual Schools or administrative divisions may adopt any other naming convention they find useful. The EPAWeb system can accommodate various file naming approaches.
Forms or memos requiring signatures must have an ink signature from the initial originating or approving official and be scanned so that the attached document includes this signature. Proxy signatures or "cut and paste" representations of signatures are not acceptable.
Signatures added to forms or memos at next-level approval levels do not need to be re-scanned and added as document attachments in EPAWeb. Next-level EPAWeb electronic approvals (e.g., Deans' Office approvals) in combination with the scanned document signed by the originating department/division official will satisfy this requirement. If ink approval signatures are given at subsequent approval levels, documents with those signatures should be retained in School/Division level files for reference and audit.
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