The University of Memphis | General Personnel Policy | ||||||
POLICIES |
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| Policy Statement |
| Policy Statement | The University of Memphis adheres to the Tennessee Board of Regents General Personnel Policy No. 5:01:00:00. The TBR policy delegates to the President of the University of Memphis the authority and responsibility concerning specified personnel who are necessary and appropriate for the efficient administration of the University. The policy establishes standards, guidelines, and reporting requirements for the exercise of the President's delegated authority. Also, the President shall ensure that all appointments, changes of status, compensation, and terminations are in compliance with UM1381, Equal Employment Opportunity, Affirmative Action, Discrimination and Nepotism, which sets out non-discrimination requirements. |
| Purpose |
The purpose of this policy is to outline the President's scope of delegation, the authority to appoint personnel, and the nature of such appointments including compensation, changes of status, and terminations of employment. |
| Definitions |
| Academic Year | The academic year begins one week before the first day of fall semester classes and ends one week after spring final exams. Employees appointed on an academic year basis are expected to work only during these months. |
| Break in Service | An unpaid period of five (5) or more consecutive work days, including holidays and administrative closings, that occurs within a period of regular employment. Reasons for a break in service may include, but are not limited to, being absent due to illness with insufficient leave time; or for members of the non-faculty sick leave bank, the 5-day leave without pay period required before receiving time from the non-faculty sick leave bank. Although most temporary appointments are less than six months in duration, note that an employee who has worked as a temporary employee for the maximum time of one calendar year must be completely separated and off the payroll for fourteen (14) consecutive calendar days before becoming eligible for re-employment in a temporary position.
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| Clerical and Support Employee | An employee who performs primarily clerical duties and/or supporting functions such as Office Associate or Police Officer. The clerical and support employee is differentiated from academic, executive, and administrative based on the nature of their work. This type of employee, also designated as non-exempt, is required to report all hours worked, is subject to overtime provisions of the Fair Labor Standards Act (FLSA), and is paid an hourly rate on a biweekly basis. |
| Confidential Information | Information in employee records that may not be released under the Tennessee Open Records Law, including:
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| EEOC Categories 4-7 | The Equal Employment Opportunity Commission (EEOC), uses numbers to define 'Occupational Classifications'. TBR policy uses this classification system to identify jobs that require chancellor approval for reclassification increases. Reclassification increases for jobs in EEOC categories 4-7 that exceed $3500 per year require TBR approval. Categories are defined as follow: Clerical and Secretatial (Category 4); Technical and Paraprofessional (Category 5); Skilled Crafts (Category 6); and Service/Maintenance (category 7). |
| Employee Records | Records related to employees including faculty, staff, and graduate assistants, that are maintained in the Human Resources, the Payroll Office, the Accounting Office, or other department that may maintain records that include information on employees. Student employee records are maintained in Student Employment. |
| Executive and Administrative - Faculty | Faculty who serve in administrative roles that require individuals with academic credentials. |
| Executive and Administrative - Staff | Personnel other than faculty who have primarily executive and administrative responsibilities and whose positions require recognized professional achievement acquired by formal training or equivalent experience. This classification includes all non-academic personnel who are exempt from the provisions of the Fair Labor Standards Act (FLSA). |
| Faculty/Academic Personnel | Faculty members who hold academic rank and who are directly engaged in instruction, departmental research, or public service. Academic personnel may be employed on a 9-month or 10-month service basis (academic year), compensated over a 12-month period; or on a 12-month service basis (fiscal year). |
| Faculty - Part-Time/Temporary | All faculty whose temporary appointments are based on demand each semester. |
| Fiscal Year | The fiscal year begins July 1 and ends on June 30. Employees appointed on a fiscal year basis are expected to work all 12 months. |
| Flextime | An alternative work pattern that allows full-time employees to vary their arrival and/or departure times if they (1) work the required 75.0 hours in a two-week period and, (2) for hourly paid employees, do not work more than 40 hours in a single workweek. This arrangement allows variations in the length of the workday and/or the length of the workweek. Flextime must be approved by the appropriate Dean, Director, or Activity Head as well as the Assistant Vice President for Human Resources. |
| Full-Time Employee | An employee who is scheduled to work 37.5 hours per week or more. A full-time employee may be a non-instructional employee or a modified fiscal year appointment (MODFY) employee who works 37.5 hours per week or more, or an instructional employee who is hired for a full academic year and teaches the equivalent of 15 undergraduate hours or the equivalent of 12 graduate hours each semester. |
| Graduate Assistant | A student employee who is enrolled in a graduate program at the University of Memphis and appointed to an employee assignment by the Graduate School. A graduate assistant (G.A.) may be appointed as a Teaching G.A., a Research G.A., or a Service G.A. |
| MODFY Employee | Employees in Modified Fiscal Year (MODFY) appointments are regular, full or part-time, non-teaching personnel whose regular service period is at least nine months but less than twelve months. Salary is accrued during the working months of the appointment to be paid back over the non-work months. The actual length and work schedule can vary at the discretion of the President. For example, a MODFY employee might work ten months, August-May, and be off the months of June and July. MODFY employees may be exempt or non-exempt, and are paid on regular monthly payrolls twelve months per year. |
| Part-Time Employee | A non-instructional employee who is scheduled to work fewer than 37.5 hours per week or an instructional employee who teaches less than the equivalent of 15 undergraduate hours or 12 graduate hours each semester. A part-time employee may be in a temporary or regular position. |
| Public Records | All books, papers, electronic mail messages, maps, photographs, films, microfilm, imaged copies, electronic data processing output, sound recordings, or other material, regardless of physical form or characteristics, made or received pursuant to law or ordinance or in connection with the transaction of official University business. |
| Professional Non-Faculty | Employees whose assignments require either college graduation or experience of such kind and amount as to provide a comparable background. Included would be all staff members exempt from Fair Labor Standards Act (FLSA) with assignments requiring specialized professional training and who are not classified as Executive, Administrative, or Faculty. |
| Regular Employee | An employee appointed to a uniquely budgeted position for an ongoing, indefinite period of time. This type employee may be full-time or part-time and must meet an initial six-month probationary period. |
| Six-Month Probation | Each non-faculty employee is hired with a six-month probationary period during which the employee's manager or supervisor evaluates his or her ability to satisfactorily perform the duties of the position. An employee enters a six-month probation period when hired for the first time as well as each time he or she changes to a new position thereafter. An employee can be released with no notice or recourse during the six-month probationary period. |
| Standard Work Schedule | For reporting time and hours worked, the standard workweek is Saturday through Friday. The standard work schedule includes:
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| Student Employee | Employees whose primary purpose for being at the University of Memphis is to be enrolled in an academic program. All student employees are temporary employees. |
| Temporary Employee | An employee appointed for a defined period of time not to exceed one year. This type employee does not enter an initial six-month probationary period and is subject to termination without notice at any time. A temporary employee may be full-time or part-time and is frequently appointed one semester at a time. If temporary assignments are recurring, the department should consider creating and funding a regular position. Temporary employees are ineligible for benefits including, but not limited to retirement, state insurance, annual and sick leave, other leave, and holiday pay or longevity credit. |
| Terminal Leave | The period during which a retiring employee may remain on the payroll beyond his or her last physical working day to use accrued and unused annual leave hours. |
| Procedures |
| Approval Authority | TBR Chancellor Approvals Required:
No employment agreement, contract, or letter of agreement shall be used in the appointment or employment of personnel unless the form of agreement, contract, or letter has been approved by the Chancellor. President's Approval:
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| General Personnel Actions | Nature of Appointments:
Compensation:
Changes of Status and Terminations:
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| Links |
| TBR Policy 5:01:00:00 General Personnel Policy | http://www.tbr.edu/policies/default.aspx?id=1402&terms=general+personnel+policy |
| UM 1515 Compensation Policy | http://policies.memphis.edu/UM1515.htm
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| Employment Classification |
| Revision Dates |
| UM1613 - Issued: January 4, 2011 |
| Subject Areas: |
| Academic | Finance | General | Human Resources | Information Technology | Student Services/Affairs |
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