Policy Manual -
Guidelines for Review of Appointments
Board of Trustee policy requires that the Board approve all appointments at the level of Dean or equivalent or above. A position is considered at the level of Dean or equivalent if the position has administrative responsibility for a major organizational unit of the University. Board policy also requires approval of the Chancellor for all appointments with salaries, including any stipend which is part of the base salary, at or above a level to be determined by the Chancellor. As of July 2, 2007, that salary level is $90,000 per year. The Chancellor is also authorized to approve acting or interim appointments of three months or less to positions which normally require approval by the Board.
All appointments to named professorships also require approval by the Chancellor. (See Board policy on Named Chairs and Professorships.)
Review process for all appointments which require Board approval
When reorganization results in the addition of a new position at the level of dean or the equivalent or above, Board approval of the reorganization shall occur prior to recruitment for the new position. In unusual circumstances the Chancellor may grant approval for recruitment to begin prior to Board approval of the reorganization. (See Board policy on Organization and Establishment of Major Units.)
For any appointment which will require approval by the Board of Trustees, the approval of the Chancellor must be obtained before a salary offer is made. No public release of a recommendation requiring Board approval shall be issued until that approval has been received. Any offer of employment in a position subject to Board approval must state that the appointment is contingent on Board approval. Following Board approval the President shall confirm the appointment to the appointee.
A request for Board approval of an appointment should be forwarded by the President to the Chancellor, through the System Office of Human Resources. The material submitted should include:
1. Candidate's name
2. Position title
3. Effective date and length of term
4. Proposed salary, indicate whether academic or fiscal year and separately identify any stipend. If the appointee will have academic rank, specify the salary which will apply if the individual assumes a faculty position.
5. Candidate's resume or vita
6. Campus EEO/AA forms summarizing the search and showing approval of the EEO officer
7. Copy of vacancy announcement and job description
Recommendations for appointments requiring Board approval will be reviewed by the System Office of Human Resources and the Chancellor. This review will include comparisons of the proposed salary level to comparable positions within the University and appropriate national comparisons to ensure the proposed salary is appropriate for the position. If a recommendation is approved by the Chancellor, it will be placed on the agenda for the Board of Trustees meeting. One Agenda Item Summary covering all appointments to be considered at a Board meeting will be prepared by the System Office. Following the meeting the Clerk of the Board will notify the President of the Board action.
Review Process for Appointments which Require Chancellor Approval
When the Chancellor's approval is required because of the salary level for an initial appointment of an employee or appointment of a current employee to a different position following a search, the material to be submitted by the President includes items 1 through 7 listed above.
For any appointment which will require approval by the Chancellor, no public release of information shall be issued until that approval has been received. Any offer of employment in a position subject to Chancellor approval must state that the appointment is contingent on Chancellor approval. Following approval by the Chancellor, the President shall confirm the appointment to the appointee.
Chancellor approval is required for all salary adjustments resulting in salaries at or above the specified level. However, the following salary adjustments do not require Chancellor approval regardless of the salary:
1. Appointment as Chair of an academic department (or School Director) when the appointment is for a represented chair; or appointment of a non-represented chair/director when the terms of the appointment, including any stipend amount and length of term, are in accordance with a campus policy approved by the Board of Trustees.
2. Faculty promotions in rank for represented or non-represented faculty in accordance with the normal promotion policy.
3. Changes from academic to fiscal or fiscal to academic year when the salary change is proportional. A change from academic to fiscal year is accompanied by a conversion to 120% of the academic year salary. A change from fiscal to academic year is accompanied by a conversion to 83.3% of the fiscal year salary. Any other changes in work year resulting in a salary above the level requiring approval shall be submitted for approval.
4. Payment of a short-term stipend which is not added to the salary base for a short-term additional assignment, so long as the appointment does not require approval due to the level of the position. A short-term stipend shall be used only for appointments of less than one academic year. Such stipends may be appropriate for interim and acting appointments of a limited duration.
5. Reappointment to a position when the terms of the appointment are identical to an appointment which was initially approved (e.g. reappointment as Assistant Dean with continuation of a stipend).
Changes in Per Cent Full Time
If a reduction in the per cent full time is accompanied by a proportional salary decrease, no approval is required. However, if an increase in per cent full time results in a salary at the level requiring approval, the adjustment requires approval.
For all other salary adjustments resulting in a salary above the specified level, the president shall forward the following materials to the Chancellor through the System Office of Human Resources:
1. Employee's name
2. Position title
3. Effective date and length of term
4. Proposed salary --indicate whether academic or fiscal year and separately identify any stipend. If the appointee has academic rank, specify the salary which will apply if the individual returns to a faculty position.
5. Current salary --indicate whether academic or fiscal year and separately identify any stipend
6. Justification for salary adjustment and, where appropriate, comparisons to other University positions and to similar positions at peer institutions
7. Job description.
The appointment or salary adjustment will be reviewed by the Office of Human Resources and the Chancellor. The review will include comparisons of the proposed salary level to comparable positions with the University and at peer institutions. The Office of Human Resources will notify the campus of the outcome of the review.
Salary adjustments for represented employees
Salary adjustments for represented employees are subject to provisions of collective bargaining agreements. Request for approval of a salary adjustment for a represented employee must be made through the Office of Labor Relations.
For represented faculty the following types of increases do not require approval by the System Office or AFUM:
1. Promotion increases or Lecturer Longevity increases in accordance with Article 19.
2. Changes from academic to fiscal or fiscal to academic year appointments with proportional salary increases of 1.2 and .833 respectively.
For represented professional employees the campus may approve increases for significant increased responsibilities if the salary increase is less than the greater of 16% of the base salary or $5,500.
When a salary adjustment for a represented employee results in a salary above the level which requires Chancellor approval, approval of both the Chancellor and the bargaining agent may be required. Consult with the Office of Human Resources or Office of Labor Relations if there are questions about procedural requirements.