Hiring Academic Employees

Policies

Hiring Non-Academic Staff to Teach

The following procedures provide for hiring Civil Service staff to teach. Teaching, in this context, includes classroom instruction for courses that supplement the faculty offerings and/or expertise of the faculty. Classroom instruction may be for credit and non-credit courses, workshops, seminars, and conferences. These procedures also address overtime pay.

Hiring a Civil Service Employee on an Additional Teaching Appointment

The civil service employee should be hired in the teaching specialist job code/title series or the lecturer series. Find the instructional staff codes in the Job Family Salary Ranges spreadsheet, and see the Job Classification Report in MyU for each series to determine which is most appropriate for the employee's qualifications. Employees must meet the minimum qualifications for the series you choose. 

Appointment type notes:

  • If the teaching is for credit coursework, use the appointment type of annual renewable contract (K). 
  • For non-credit coursework, use an appointment type of non-credit teaching/other professional work (Z). 
  • For an appointment term of flexible hourly or summer research, use lump sum (Z).

Overtime Pay

If the civil service employee's primary job is exempt, no overtime pay is required. If the civil service employee's primary job is non-exempt, then all work the employee performs will be considered non-exempt and overtime pay is required for work in the teaching appointment. Overtime should be paid at the higher amount, whether it is non-exempt or exempt. Because of the requirement to pay overtime, this appointment cannot be paid out as a lump sum, but rather should be set up as an hourly rate.

Documenting a Teaching Function

The employee's civil service position may incorporate some teaching responsibility. This function would typically be no more than 20% to 30% of the person's job duties. To report the teaching function, use a courtesy title in the teaching specialist job code/title series or lecturer title series, depending on qualifications. Use the appointment type of other (0) with the courtesy title.

Agreements With Faculty Emeriti

An agreement letter with an emeritus faculty member should include the following provisions:

  • Recognition that the individual has been conferred the emeritus title.
  • State what university services and privileges are being extended and any terms or conditions being placed on those services and privileges. These services and privileges can include:
    • University email account and Eduroam
    • Library privileges
    • Listing on department or college websites or in directories
    • Faculty discounts for personal computer hardware and software, recreation facilities, athletic events, and other performances and exhibitions
    • Continued parking privileges at employee rates-subject to space limitations when the next best alternative space should be offered
    • Access to health and dental insurance coverage at the faculty member's own expense according to University retiree policy
    • Participation in academic processions (graduations, convocations and the like) in a position of honor
    • The right to represent the University at academic ceremonies of other institutions upon appointment by the president
  • State what academic services and privileges are being extended and any terms or conditions being placed on those services and privileges. State that services and privileges are subject to cost and availability and will be reviewed on a yearly or more frequent basis. These services and privileges may include:
    • Office space (subject to availability; to be reviewed on at least a yearly basis)
    • Access to laboratories, computers, or comparable facilities requisite to the continued engagement in scholarly work or mutually agreed upon task whether on a contractual or volunteer basis
    • Access to mail, telephone, and other routine office services (e.g., copying, administrative)
    • Access to computer VPN, unit drives, and University licensed software
    • The privilege to submit proposals for sponsored research and to advise graduate students or postdoctoral research associates, subject to University rules and policies.
  • State that individual must notify the University, in writing, of the University services and academic services he/she desires to receive. Include a date by which the election must be received, and the name and contact information of the person to whom the election must be sent.
  • Reference that this agreement is in accordance with the Faculty Emeriti policy (found in the Board of Regents policy library).