FACULTY/STAFF POLICY & PROCEDURE MANUAL

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3.1. Employment Agreements and Appointment Forms


3.1.1 Definitions of Employment Terms

3.1.2 Types of Appointment

3.1.2.1 Regular Appointment

3.1.2.2 Dual Appointments

3.1.2.3 Joint Appointment

3.1.2.4 Shared Appointments

All employees are hired under administrative letters of appointment. Appointments are subject to approval by the President and the Board of Supervisors; appointments are issued on official University forms. All appointments are contingent upon availability of funds.

Appointment forms set forth the title, rank, salary, and status of employees. As such they represent the agreement between the University and the employee that, for the duration of the employment relationship, and until further notice, the employee will perform his or her duties for the stated salary, rank, and status.

Chapter 3, Section II, D of the Board of Supervisors Rules states the following concerning Administrative Staff appointments:

“All unclassified administrative staff shall hold their administrative appointment at the pleasure or will of the Board of Supervisors. The annual approval of the budget and personnel documents designating the salary and other personnel benefits for administrative personnel shall not constitute an implied or expressed agreement for continued employment throughout that fiscal year but are executed or approved solely for the purpose of budgeting and associated fiscal and administrative matters.”

Continuing administrative staff shall be provided appointments or letters of appointment for the ensuing academic or fiscal year on or before fifteen (15) working days after Board of Supervisors approval of the fiscal year budget. Appointments and letters of appointment must be signed and returned to the Department of Human Resources on or before fifteen (15) working days from the date of receipt.

Exceptions to these timelines may be granted as long as extenuating circumstances are provided in writing to the University President.

Failure to return signed appointments in the time provided by this policy may void appointments.

3.1.1 Definitions of Employment Terms

For the purposes of the policies contained in this chapter, “academic year” shall mean that period of time encompassed by fall and spring semesters. “Fiscal year” shall mean July 1 to the following June 30. “Calendar year” shall mean January 1 through December 31. “Working day” shall mean any Monday, Tuesday, Wednesday, Thursday, or Friday during the calendar year that the University is officially open; however, in accord with University guidelines, “working day” may also include the other days of the week (as pertaining to the University Library, for instance). “Class day” shall mean any day during which classes are scheduled.

Most administrative staff are employed on a fiscal year basis; in a few cases staff are employed on an academic year basis. Unless otherwise specifically defined in an individual letter of appointment, employment for the fiscal year begins on July 1 and ends on the following June 30. Unless otherwise specifically defined in an individual letter of employment, appointments for the academic year normally begin not more than five (5) working days prior to the scheduled beginning of classes and end not later than three (3) working days after spring commencement.

A “fixed–term contract” is a contract with a stipulated employment period. Board policy strictly limits the duration of all fixed–term appointments. The only unclassified employee fixed–term contracts at this University are grant contracts. Grant contracts are those contracts issued to employees either on a temporary or continuous basis to perform duties outlined in a grant document. Grant contracts are contingent upon funding.

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3.1.2 Types of Appointment

For letter of appointment purposes, administrative staff appointments are defined to include the following types:

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3.1.2.1 Regular Appointment

The term “regular appointment” refers to those full–time or part–time appointments held by one person.

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3.1.2.2 Dual Appointments

The term “dual appointment” refers to appointments that concern an individual who is working for two public agencies at the same time. Nicholls employees are to be reminded that Louisiana statute specifically defines situations and conditions for dual appointments. These statutes also place contract limitations on those situations where dual appointment is allowed. For instance, anyone on 100 percent employment at one agency cannot be contracted by another; if employed by two agencies, one of the contracts cannot exceed 75 percent. Faculty or staff, therefore, who are employed 100 percent at Nicholls cannot teach (unless adjunct) at another institution.

All employees should be aware of possible conflicts with dual appointment statutes and should consult with the proper agencies whenever a conflict may be possible.

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3.1.2.3 Joint Appointment

The term “joint appointment” refers to those full–time or part–time appointments held by one person with specific appointed designation in more than one program area. For the purposes of salary determination, performance assessment, and other personnel matters, individuals holding joint appointments shall be assigned by the President, upon recommendation of the appropriate Vice President and the appropriate supervisors, to a program area as determined by the percentage of workload or level of responsibility. Joint appointments shall be approved by the President, based upon recommendations from the appropriate Vice President and the appropriate supervisors.

Such appointments shall be made only when the credentials of a staff member and/or the needs of the degree or program area so justify. Available program or accrediting agency criteria for staff will be used as guides for determining the appropriateness of the appointment.

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3.1.2.4 Shared Appointments

The term “shared appointment” refers to those part–time appointments held by two people in a single authorized position. Shared appointments shall be approved by the President, based upon recommendations from the administrative Vice–President and the appropriate supervisor, and specifically so identified in the official University budget. Such appointments shall be made only when the credentials of the staff member and/or the needs of the degree or program area so justify.

It is the policy of Nicholls State University at this time that there shall be no shared appointments.

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