Procedures for Completion of SCSU Human Resources Forms for Faculty

Employment Request Form

The Employment Request Form is used to hire an employee. It initiates the process whereby an Appointment Form is generated for the employee to sign and places the employee on payroll.

The Employment Request Form has a paragraph on top that states what needs to be included with the form. For a new employee, the complete packet should be sent forward – do not send materials through separately. Affirmative Action and Academic Affairs need to see the complete file before signing off. A PhD transcript needs to be an original.
Fill out the entire form – for adjunct appointment, rank does not need to be assigned. If the person is adjunct and teaching the entire semester please enter the semester dates. If the employee is not teaching the entire semester, then put in the dates of the class. For probationary, fill in the final year dates, which is 5 years, unless special arrangements have been made. If left blank, verify with chairperson that it’s a 5 year probationary period and enter that information.
Special considerations – work authorization statements, completion of Ph.D. requirement, tenure granted in anything less or more than 5 years.
Source of funding – Include the account number to be charged
Identification – if replacement, include the name of the person the new employee is replacing. If adjunct, per the IFO collective bargaining agreement, specify why an adjunct is being hired:
1. To meet temporary staffing needs due to enrollment increases for which normal full funding is not provided.
2. To meet temporary staffing needs when faculty are reassigned to other duties or who are on sabbatical or are on other leaves of absence.
3. To teach courses requiring special expertise and/or to meet special programmatic needs of departments where such expertise and needs cannot otherwise be provided by the faculty within the department.

Enter the number, in the “Replacement For” line, that corresponds to the reason for hiring an adjunct.

Unclassified Change Form

The Unclassified Change Form is used to make additional payments to employees already in the payroll system, such as overloads, extra duty days, or substitute pay. It is also used to notify HR of a change in assignment, i.e., reassigned time.

Overload calculation is:

Base salary x .0225 x the number of credits. The current adjunct rate needs to be used if the calculation is under that amount (currently $1,100 per credit).

Examples: $67,588 x .0225 = $1,520.73 per credit
$44,131 x .0225 = $ 992.95 per credit ($1,100 needs to be paid)

Total overload shall not exceed 5 credits per academic year (see the IFO collective bargaining agreement)

Indicate the semester the overload is worked.
Extra duty days calculation is:

Base salary divided by 168 days

Example: $67,588 ÷ 168 = $402.31 per day

Be sure to include the dates of the extra duty days and also indicate on the assignment section the work that was done. Extra duty days may not be scheduled on a regular duty day (check the academic calendar for these dates) or Saturdays or Sundays. Total extra duty days may not exceed 56. See IFO collective bargaining agreement for additional days that may not be scheduled as extra duty days.
Substitute pay is for when a faculty member replaces another faculty member. Call Human Resources to discuss the calculation process for this as there are many different types of scenarios.
Current appointment change – this is used for reassigned time:

Example: The employee is changing from 100% teaching to 75% teaching and 25% reassigned time. Salary would stay the same, but the percent of time would be entered as 100% to 75% teaching and 25% reassigned. Indicate in the Reason for Change” what the employee will be doing for the 25% time and the date the change will be effective. If it’s for both semesters put “academic year”, and if only for one semester enter “fall semester” or “spring semester”.

This should also be used if an adjunct was hired for 3 credits fall semester using the Employment Request Form and now 3 credits need to be added to their assignment for the same semester. In the salary section, indicate the original salary, followed by the new salary and the percent of time would be entered as 25% to 50% and again indicate which semester. This form would only be used to change their assignment for the period of time that is indicated on the original Unclassified Employment Request Form. If originally hired the employee for both semesters and now want to increase their workload this form can be used. If originally only hired them for fall and now want to have the employee teach spring, the Unclassified Employment Request Form needs to be completed.

Summer Session Roster

The Summer Session Rosters are maintained by Graduate Studies. There are forms for intersession, first, second and variable term. Please use the variable (peach) form when the class dates vary from the regular intersession, first or second session dates. If the person being hired is to teach a summer session class and has been either fixed term or adjunct during the academic year, there is no need to complete an Unclassified Employment Request Form for them. The employee can be put directly on the roster without doing additional paperwork. If the employee has not worked during the academic year, then an Unclassified Employment Request Form needs to be completed.

Prior Work Experience Collection Form

The Prior Work Experience Collection Form needs to be completed for all new FTNP and probationary faculty hires. The Guidelines for Calculation of Creditable Experience will provide direction to the faculty member when they are completing the Prior Work Experience Collection Form.

The Prior Work Experience Collection Form should be completed by the faculty member and sent to the dean. The dean will forward the form to Academic Affairs as signatures from Academic Affairs and Human Resources are required on the form verifying the years of experience. Once this process is completed by Academic Affairs and Human Resources, the form will be returned to the dean and a base salary will be decided for the new faculty member.

The Prior Work Experience Collection Form should be included in the packet of information along with the Unclassified Employment Request Form, transcripts, references and notice of vacancy.

Employment Eligibility Verification (I-9)

A new employee receives a memo and I-9 form in their new employee packet. For employees hired in a timely manner, there shouldn’t be any problems in getting the I-9 completed and on file in Human Resources within 3 business days of the start date.

When new employees start working but their paperwork is late, they cannot be paid back pay for work they have done if Human Resources does not have an I-9 on file. When it is known that a new employee is going to have late paperwork, they need to come to Human Resources to complete their I-9 as soon as possible or complete one in the department.

Sick/Vacation/Personal Leave Usage

When leave slips need to be completed, make sure that FACULTY leave slips are used, as there are leave slips for other types of employees also. If additional blank slips are needed, contact Human Resources for a supply.

Personal leave is counted in full day increments. If the employee chooses to use personal leave they will be charged a full day of leave (8 hrs) regardless of the amount of hours actually used. IFO employees are granted up to 3 personal days per fiscal year.

Sick leave for faculty is based on an 8 hour work day. If the employee is out for a full day they will be charged 8 hours, not how many teaching hours they had that day.

If an employee is going to be out for an extended period of time because of illness or surgery, contact Human Resources for important insurance information prior to the dates absent or as soon as possible in an emergency situation.

Bereavement leave is a separate type of leave, it does not come out of sick leave. The employee must state the relationship of the deceased person so it can be determined if the bereavement leave meets the criteria in the IFO bargaining agreement. See current IFO bargaining agreement for more information.

Promotion

The Dean’s Office requests the promotion forms from Human Resources. The Dean’s office then releases the promotion information and forms to the faculty member and the EPT committee after receiving the faculty member’s request. The faculty member cannot receive the forms directly through Human Resources, they must go through their Dean’s office.

Promotion/Tenure Transmittal Forms

The process for Promotion and Tenure involve two different sets of forms, the Recommendation for Promotion/Tenure Transmittal Form and the Faculty Evaluation Report – Personnel Data Form for Tenure/Promotion.

The Recommendation for Promotion/Tenure Transmittal Form will automatically be sent, from Human Resources, to the department chairperson for faculty members in their final year of probationary service. This is a 4 part form with 3 pages. If the chairperson, EPT committee or the Dean’s recommendations are typed on a separate sheet of paper – BE SURE TO INCLUDE 4 COPIES.

The Faculty Evaluation Report – Personnel Data Form for Promotion/Tenure will automatically be sent, from Human Resources, to the faculty members in their final year of probationary service. This is a 2 part form with 6 pages. The faculty member can submit their information using a separate sheet of paper, but all 5 criteria must be identified and BE SURE TO INCLUDE 2 COPIES. If only one copy is submitted, Human Resources will keep that copy for the personnel file and there will not be one returned to the faculty member.

If a faculty member is requesting early tenure, they must submit a letter to the Dean’s office indicating they will be applying for early tenure. The Dean’s office then sends the forms to the faculty member and the EPT committee.

PLEASE REFERENCE THE ARTICLE 22 AND ARTICLE 25 PROCEDURES AND CALENDAR AT http://www.stcloudstate.edu/documents/ept/

October 2003

St. Cloud State University