Extra Employment for Faculty Members Within the University
Date of Current Revision: October 2005
Responsible Officer: Provost and Vice President, Academic Affairs
- PURPOSE
This policy provides guidelines for the assignment of and payment for work at the University in addition to or instead of the regular assigned work of a full-time instructional faculty member, Administrative and Professional Faculty member, or Exempt Staff Member.
- AUTHORITY
The Board of Visitors is given the authority to establish personnel policies for all employees of the university. This power is delegated to the President in areas in which the Board has not established policy.
- DEFINITIONS
Academic Unit Head:
An academic department head or its functional equivalent.
A&P Faculty Member:
Administrative and Professional faculty member.
Exempt Staff Member:
A member of the classified staff who holds a position exempt from the overtime provisions of the Federal Labor Standards Act.
Instructional Faculty: - APPLICABILITY
This policy applies to all full-time instructional faculty members, A&P faculty members and exempt staff members at the university during the term of their employment with the university. It applies to all work by the faculty member or exempt staff member for the university within or outside of the scope of the faculty member's regular assigned work. - POLICY
Normally, the assignment of duties for an instructional faculty member is determined by the academic unit head, in consultation with the faculty member, and with the approval of the dean. Normally, the assignment of duties for an A&P faculty member or an exempt staff member is determined by the faculty or staff member's supervisor. Temporary assignment of extra work during the contract period may result in additional pay or reassigned time only within the procedures herein. No instructional faculty member, A&P faculty member or exempt staff member may be paid compensation in addition to his or her regular salary during the contract period unless the procedures of this policy are followed. Payment for summer teaching that falls outside of the regular duties of an instructional faculty member is negotiated between the faculty member and his or her academic unit head or supervisor. - PROCEDURES
- Work must be in addition to the faculty or staff member's regular duties,
- Additional compensation for the work performed by the faculty or staff member must be approved in advance by the granting or contracting agency, and
- The work of a faculty member must either be for a different division or must occur at a remote location.
- As intended in their employment contract. (No extra compensation authorized.)
- As assigned by the president, vice president, dean or department head/director as reassigned time. (No extra compensation authorized.)
- As assigned by the president, vice president, dean or department head for a work overload. (Extra compensation authorized in accordance with State approved P-14 authorization; faculty or staff member must be placed on temporary payroll.)
- In unusual circumstances, as a private contractor, when a proper contract has been duly negotiated and signed by the university in accordance with state directives. All service contracts of this nature will be issued by the Assistant Vice President for Finance in accordance with state directives. In general, an employee may not have a personal interest in a contract with the university other than his or her employment contract. However, in certain circumstances, exceptions may apply. In these instances, Conflict of Interested regulations will be strictly enforced.
- RESPONSIBILITIES
The academic unit head is responsible for the assignment of duties to an instructional faculty member, in consultation with the faculty member.
The supervisor is responsible for the assignment of duties to an A&P Faculty Member or exempt staff member.
The dean or director is responsible for reviewing such assignments and approving those that are appropriate.
The vice presidents are responsible for monitoring the use of overload and reassigned time within their units and for monitoring the limitations on the amount of additional pay a faculty member may earn in addition to the faculty member's regular salary .
- SANCTIONS
Employees who fail to follow this policy are subject to appropriate disciplinary action.
- EXCLUSIONS
This policy does not apply to any instructional or A&P faculty member performing work entirely outside of the scope of employment with the university as an independent contractor. This policy does not apply to work performed by the faculty member for any other employer.
This policy does not apply to A&P Faculty members or exempt staff members who, in addition to their full-time positions, serve as part-time instructional faculty members and for whom those part-time teaching responsibilities are not required or a part of their normal work. An A&P Faculty member who accepts a part-time faculty position teaching may be paid for that assignment over and above his or her normal salary if the teaching is not connected to or required for the A&P Faculty position.
Payment for teaching that occurs outside of the contract period and is not part of the regular duties of an instructional faculty member is negotiated between the faculty member and his or her academic unit head or supervisor, and is not restricted in amount if no sponsored work is performed by the faculty member during the period outside of the contract period.
- INTERPRETATION
The authority to interpret this policy rests with the President, and is generally delegated to the Provost and Vice President for Academic Affairs.
The members of the faculty who have responsibilities that include teaching, research and service as the majority of their duties. See T&R Faculty.
Outside Employment:
Work performed outside of any relationship with the University. The policy concerning work performed outside of the university is covered in Policy 1304.
Overload Employment:
Any temporary additional work accomplished by a faculty member or exempt staff member for the University for extra compensation in addition to full, contracted workloads. Employee/employer relationships with the University remain intact during overload employment.
Reassigned Time:
A time within the contract period during which a faculty member or exempt staff member is reassigned from normal duties to accomplish special assignments without additional compensation.
Summer Teaching:
Classes taught during one or more of the summer sessions at the university.
T&R Faculty:
Teaching and Research faculty member, also referred to as Instructional Faculty.
University Supported Programs:
On- or Off- Campus Degree Programs, non-credit on-line or on-campus certificate programs, or public service programs that are planned and funded by an appropriate University academic department.
University Endorsed Instructional Programs:
A program that enhances the goals and objectives of the University but for which the University has no responsibility and will not expend money or resources. All such programs are administered under contract with the faculty member.
University Endorsed Noninstructional Programs:
University activities that are not a part of the instructional mission of the university. For example, University Program Board (UPB) activities are defined as noninstructional programs within this definition.
UPB:
University Program Board, a program within the Division of Student Affairs.
Instructional faculty members, A&P Faculty Members and exempt staff members may be temporarily assigned duties over and above their normal duties. A faculty or staff member may receive overload pay for assignments over and above his or her regular duties. Alternatively, a faculty or staff member may receive reassigned time from regular duties in order to perform special assigned duties. Only under exceptional circumstances may reassigned time and overload pay occur at the same time, where the combination of extra duties and the duties remaining from the regular work load after reassigned time exceed the normal workload of the faculty or staff member.
6.2. Workload Adjustment or "Banking" Teaching Credit.
An instructional faculty member's workload may be adjusted by giving the faculty member reassigned time to reflect especially heavy teaching assignments in the immediate prior, current, or immediate future semester. The workload may also be adjusted to reflect "credit" for uncompensated teaching outside the contract period. With approval of the academic unit head and dean, a faculty member may teach in non-contract period semesters and "bank" the course(s) taught, such course(s) to be exchanged for reassigned time (a reduced teaching load) during a future semester.
6.3. Approval.
Overload employment must be approved by the department head or director and dean, and by the appropriate vice president.
6.4. Reassigned Time.
Reassigned time is determined and assigned by the department with the concurrence of the dean/director. Reassigned time from normal duties (without a corresponding reduction in salary) is authorized only for official University or State business and it must be reflected on the Departmental Faculty Planning Information Form for instructional faculty members.
6.5. Sponsored Work During the Contract Period.
Work performed under a grant or contract with an outside source during the academic year for an instructional faculty member or during the term of the contract with an A&P faculty member or exempt staff member is usually not considered an overload assignment. A faculty or staff member may not be paid additional compensation for such work unless specific federal regulations are met. To meet federal regulations (Office of Management and Budget Circular A-21), the following three tests must be met:
For details, see the Office of Sponsored Programs.
6.6. Sponsored Work Outside of the Contract Period for less than 12 month employees.
Work performed during the summer or other times when an instructional faculty member is not under contract to the university may be considered an overload assignment or a separate contractual arrangement, depending on the application of specific federal regulations (OMB A-21). In either case, the total compensation for such additional work and all other non-contract-period work by the instructional faculty member for the university is strictly limited to one-third of a faculty member's regular academic year base salary. If it is determined that such work constitutes an overload and all other federal requirements are met, the assignments will be made by the department using a PAR Form to hire the faculty member as a temporary employee, as described in policies 1311 and 2201. For details, see the Office of Sponsored Programs.
6.7. University Supported Programs.
Faculty and staff members will be compensated for teaching, monitoring, or coordinating University Supported Programs within their normal duties within the contracted salary. However, if the teaching, monitoring or coordinating is above and beyond their normal duties, faculty and staff members may be assigned an overload or given reassigned time from their normal duties as described herein.
6.8. University Endorsed Noninstructional Programs.
University Endorsed Noninstructional Programs are administered under the terms of a University Endorsed Noninstructional Contract. The contract is provided to UPB by the Assistant Vice President for Finance. Generally such assignments do not earn additional compensation.
6.9. State Regulations.
Faculty and staff members employed by the University are employees of the Commonwealth, and during the term of their contracts they may engage in work for the Commonwealth in only one of the following four categories:
Go to Conflict of Interest Policy
October 2005
Linwood H. Rose, President
Index Terms
Overload
Reassigned time
Extra pay
Grants and contracts
Sponsored Programs