To delegate authority to Component Heads to approve certain temporary appointments and to establish related policies and procedures for the administration of this responsibility.

Component Heads are authorized by this policy to approve the defined categories of temporary appointments under the conditions so specified.  All applicable policies relating to selection, hiring employment, and compensation of employees  are to be fully adhered to and complied with.  The Human Resources Office shall be responsible for administering this policy.

Employees are considered temporary if their employment, on either a part-time or full-time basis, is for a period that is no longer than six months in duration.  Temporary employees are hired to perform a specific task limited in time and are removed from the payroll on their expiration date.  A temporary appointment may be extended for an additional six month by submitting a written request to the Human Resources Manage

Type of Temporary Employees

Temporary employees fall into the following categories: 

1.    Temporary Fill-In Employees:  An employee who is hired temporarily to fill-in during the period while an open vacancy is being filled, or to provide a short-term substitute for a regular employee who is absent from the job or on leave.

2.    Faculty Overload:  Added teaching assignments to a faculty member bringing the load above and beyond the normal course load.

3.    Special Project and or Seasonal Employee:   An employee working on special university projects with a defined beginning and ending date, or annually recurring seasonal programs sponsored by various departments of the institution  The period of employment is fixed in duration and employment terminates automatically at the end of the contract period.  i.e.   Annual Census Takers, Workers on special construction or repair projects. 4-H Programs, Upward Bound Program, Reichhold Season, Resident Assistants, Tutors, etc.

Subject to the exclusions specified under Temporary Appointments requiring Presidential, Sr. Vice President and Provost authorization and approval,  the delegation of authority  provided under this policy to Vice Presidents and CHANCELLOR for the approval of temporary appointments applies to the following types of temporary appointments: 

1.    Special Project/Seasonal       Employment

2.   Temporary  Fill-in

The delegation of authority for Faculty Overload appointments is vested solely in the CHANCELLOR

1.    The  awarding of temporary appointments to employees who are already working on a full-time basis. 

2.    The awarding of temporary appointments for categories of temporary appointments not specified above. 

3.    Cases where more than one temporary appointment made to the same individual will extend the number of working hours beyond the normal work week. 

4.    Cases involving the appointment of relatives or other situations in which a conflict of interest could be construed.

Temporary employees are not eligible for holidays, vacation, sick leave or any other University benefits and may be terminated at any time, with or without cause at the discretion of the CHANCELLOR or University Vice President(s) without employee recourse .

Temporary Employees may be compensated in the following ways: 

1.    Hourly:   An employee hired on an hourly basis receives pay for all hours worked and is paid for approved overtime in accordance with established University pay schedules.

2.    Piece Work:   A temporary employee whose pay depends on the quantity of service, material or goods  produced.  The employee may receive compensation bi-weekly, monthly, or at the completion of services.

3.    Flat Amount:  A temporary employee who receives pay according to a predetermined amount negotiated for services provided.   Employee may receive compensation bi-weekly. monthly, or at a flat rate at the completion of services.

Temporary Fill-in:

The following procedure applies to employees hired to fill regularly budgeted positions for which a vacancy exists using this special delegation of authority; 

A.    Personnel Requisition

1.   A Personnel Requisition for each Temporary Fill-in position is obtained from the Human Resources Office and is completed by the Department Head.

2.   Personnel Requisition requires the following signatures:

a.  The Department Head 
b.  The Human Resources Manager 
c.  The Component Head 
  And initialed by:
d.  The Budget Supervisor 
e.  The Grants Accountant (if applicable)

1.   Human Resources will advertise the position(s).

1.   Resumes and applications for Professional and administrative positions are sent directly to the Hiring Manager for screening and review. 

2,  Resumes and applications for Regular Staff and Hourly positions are screened and tested by Human Resources.  Materials of the top candidates are forwarded to the Department Head for further review. 

3.  Department Head conducts interviews and recommends final selection.  The Department Head forwards the recommendation to the component head for final approval. 

4.  Application materials and salary recommendations for the successful candidate are forwarded to Human Resources for processing. 

D. Appointments

1.    Human Resources prepares the Temporary Record of Appointment to be signed by: 
a. The Department Head 
b. The Human Resources Manager 
c. The Component Head 
  And initialed by: 
d. The Budget Supervisor 
e. The Grants Accountant (if applicable) 
 

A.    Group Personnel Requisition

1.   All positions that will be employed for a Special Project or that will be employed on a seasonal basis may be placed on a single Personnel Requisition which allows for group authorization. 

2,  The Group Personnel  Requisition requires the following signatures: 
a.  The Project Manager 
b.  The Human Resources Manager 
c.   The Component Head 
   And initialed by:
d.  The Budget Supersvior 
e. The Grants Accountant  (if applicable)

1.  Human Resources will advertise the position(s).

1.  Applications and resumes are collected and screened by the Department Head who schedules interviews with the selected top candidates. 

2.  The Department Head makes final selection. 
 

1.  The Department Head prepares the Temporary Record of Appointment.

2.  The temporary Record of Appointment must contain the following signatures: 

a.  The Project Manager 
b. The Human Resources Manager 
c. The Component Head 
  And initialed by:
d.  The Budget Supervisor 
e. The Grants Accountant (if applicable).

3.  The Department Head forwards the approved Temporary Record of Appointment along with the W-4, I-9, and supplemental data card to Human Resources for Processing.

A.      Letter of Continuation

The Department Head is required to submit a letter of continuation to rehire a Temporary Employee indicating 
names of employees to be rehired:
compensation:
duration of employment:
source of funds with account number
and forwards this information to the Human Resources Office for processing.

The letter of Continuation must first be approved by the Component Head before  a new temporary Record of Appointment is issued.

1.  A new Temporary Record of Appointment is prepared by Human Resources for Temporary Fill-Ins. 

2.  A new Temporary Record of Appointment is prepared by the Project Manager for Special Project/Seasonal appointments. 

3.  Extensions of Temporary Record of Appointments require only the signatures of: 

a.  The Department Head/Project Manager 
b.  The Human Resources Manager 
  And initialed by:
c.  The Budget Supervisor 
d.  The Grants Accountant (if applicable). 
 

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