Appointments of Academic Professional and Administrative Employees

The University of Minnesota (University) is committed to appropriately classifying and appointing employees in accordance with the existing employment structure. This policy covers appointments in the academic professional and administrative (P&A) employee group as defined within Board of Regents Policy: Employee Group Definitions (pdf). The three sub-groups under the P&A employee group include academic professionals, academic administrators, and professionals-in-training.

Provisions and Terms

Scope

This policy governs P&A appointments including academic professionals, academic administrators, and professionals-in-training. Excluded from coverage under this policy are faculty, civil service, union-represented staff, graduate assistant and student appointments. Academic non-employee appointments are also not covered.

General Information

1. Use of the P&A Employee Group

Academic Professional and Administrative Appointments
In general, positions appropriately classified in an academic professional or academic administrative position:

• Are responsible for academic programs, personnel, and academic support units;
• Provide high level support to major system and campus administrators (those positions may include responsibilities for nonacademic functions);
• Report directly to senior administrators;
• Hold a high level of decision making, discretionary authority, span of control, and consequence for the University on a system, campus, or college/administrative unit basis;
• Deal with academic constituencies; and
• Require advanced preparation (knowledge, skills, abilities, and experience relevant to the position) of the employee.
Academic Professionals:
1. parallel faculty in having the requisite preparation and specialized knowledge in an academic discipline or field, and in exercising independent professional judgment. These individuals may be engaged in teaching, research and service, and a wide variety of other professional functions within the University.
2. generally, have the expertise and experience or disciplinary practice analogous to faculty.
3. will have a specialized degree similar to faculty, with the exception of development officers and coaches who must have a baccalaureate degree and relevant experience.
4. are required to have specialized knowledge of the theory and literature pertinent to the field, as well as research methodologies as appropriate to the position.
5. will have advanced specialized academic preparation relevant to the position, with responsibility for obtaining and maintaining research funding as required by the department/unit.
6. have position responsibilities that enhance the academic teaching, research, and service/outreach mission of the University.
Academic Administrators:
1. are involved in policy development and execution, and in directing, coordinating, or supervising activities of the University.
2. typically 1) have a span of control and influence (often responsible for developing and modifying programs or policies impacting across many units system-wide); 2) have a high level of decision making authority (exercise discretion and independent judgment in matters of significance); and 3) make decisions that have a campus, college, or administrative unit or system-wide impact.
3. provide oversight and accountability for academic and academic support units; responsibilities are academic in nature, focusing on curriculum, research, libraries, or faculty and academic employee personnel systems.
4. may hold direct responsibilities for the teaching and/or research activities of a University department or college.
5. will hold a baccalaureate degree. Generally, demonstrated skills and experience in administration or practice in the field after the baccalaureate degree is also required. An advanced degree related to the responsibilities of the position or program may be required.
Professionals-in-Training Appointments Positions appropriately classified in a professional-in-training position are described as follows:
1. Positions in which internships or residencies are held or where further training is sought in the individual's disciplinary field; the employee is typically involved in teaching and/or research;
2. Positions that are limited in duration; and
3. Positions where an advanced degree is held.
2. Classifications, Job Codes/Titles, and Position Titles

An academic position is comprised of a collection of responsibilities or job duties assigned to an individual and which when taken together, describe a major purpose of that job. Each position will fit within a particular classification. A classification is a grouping that typically includes positions of sufficiently similar mix or range of responsibilities or job duties. Each official classification has both a title and a corresponding job code number. Of the numerous established classifications, two examples are 9707 (job code)/senior academic advisor (title), and 9333 (job code)/assistant director, university-wide (title). On occasion the position may warrant a position title used on a regular basis in conjunction with the classification title. This is an informal title, whereas the classification title is the official University title. An example of a position title might be "Speech Writer" with an official University classification of 9354 (job code)/coordinator (title). Each official classification carries with it a description. This generic description encompasses a collection of sufficiently similar mix or range of responsibilities or job duties that describes the classification. A generic job classification description for each job code and title can be accessed through Job Classification Descriptions.

3. Compensation and Fringe Benefits
   1. Compensation:
   
   Academic Professionals and Administrators
   1. Annual Salary Plan: Compensation is governed by the annual salary plan as approved by Board of Regents (Board).
   2. Pay at Time of Hire: Initial rates of compensation are determined at the time of hire by the appropriate responsible administrator within the unit and must be consistent with established base pay minimums. (Refer to the "Academic Salary Floor – [current fiscal year]").
   3. Pay increases: Increases to compensation may be based on merit, internal equity, and external market competitiveness. Such increases are subject to the parameters provided for in the University's annual budget process.
   Professionals-in-Training
   1. Annual Salary Plan: Where appropriate, compensation is governed by the annual salary plan approved by Board, and in some instances set annually by the college, in accordance with the type of appointment.
   2. Pay at Time of Hire: Initial rates of compensation are determined at the time of hire by the appropriate responsible administrator within the unit and, where required, must be consistent with established base pay minimums. (Refer to the "Academic Salary Floor – [current fiscal year]").
   3. Pay Increases: Increases to compensation are typically given each year at the start of the fiscal or academic year as appropriate.
   2. Fringe Benefits:

Academic Professionals and Administrators

Fringe benefits for academic professionals and administrators are approved by Board. This sub-category of P&A employees is eligible for the same fringe benefits, including medical, dental, life, disability insurance, retirement, and academic tuition benefits, as are provided to the faculty.

Professionals-in-Training

This sub-category of P&A employees receives fringe benefits as defined for the particular appointment held (e.g., post doctoral associates, medical residents) and in keeping with specific eligibility requirements.

Professional Appointments

1. Definition

Academic professional employees parallel disciplinary faculty and have the requisite preparation and specialized knowledge of theory and literature pertinent to an academic discipline or field and relevant research methodologies. These individuals exercise independent professional judgment. They may be engaged in teaching, research, service, and a wide variety of other professional functions of the University.

The professional category was established to accommodate specific needs in academic departments and support service units that require degree preparation. The degree requirement must be justified by the responsibilities of the position. Most, but not all, professional classes require a graduate or professional degree beyond the baccalaureate. Some professional classes may also require state licensure, such as physician, dentist, or psychologist. Academic credentials and relevant experience requirements are defined when the position is established and advertised. The particular position description may have highly specialized duties and responsibilities.

2. Academic Professional Class Series, Job Codes, Titles, and Appointment Types
   1. Class Series: 97xx and 9621 – 9630 (University of Minnesota Extension Service)
   2. Job Codes/Titles: Refer to Academic Job Codes and Titles (pdf) for a complete listing of academic professional job codes and titles.
   3. Appointment Types: Refer to Appointment Type Definitions (pdf) for full description of appointment types.

K – Annual Renewable Contract
J – Multiple Year Contract
H – Probationary, Academic Professional Staff*
G – Continuous, Academic Professional Staff*
Z – Non-Credit Teaching/Other Professional Work

Other appointment types that can be used with academic professional job codes/titles:

Q – Annual Renewable, Additional Appointment (teaching)
R – Retired
X – Outside Term of Appointment Dates
O– Other (e.g., courtesy title to document a degree of credit instructional responsibility)

*Exceptions: 9755 Research Specialist is not eligible for probationary/continuous appointment types. This class has restricted job functions and responsibilities and is not considered a career position. Other classifications restricted from probationary/continuous appointments include 9750 University Distinguished Fellow, 9751 Senior Fellow, 9752 Fellow, 9756 Clinical Preceptor, 9757 Industrial Fellow, 9758 Technical College Laboratory Teacher, 9791 Head Coach, 9792 Coach, 9793 Assistant Coach, 9794 Athletic Trainer, and 9795 Assistant Athletic Trainer.

1. Annual Renewable Contract (K) and Non-Credit Teaching/Other Professional Work (Z)
   (1) Definition: Annual renewable contract (K) appointments are granted on a yearly basis. They are date specific and can range for any period of time up to a full year in duration. These appointments are renewable each year upon review and approval of the responsible administrator. If no communication is received to the contrary, the appointment is automatically renewed for the same contract period.

   Non-credit teaching/other professional work (Z) appointments are given when the job function required is to teach non-credit courses (e.g., teach a course for the Compleat Scholar Program within the College of Continuing Education) or when the job function required is to provide some form of professional work that is non-instructional (e.g., serve as a resource). If an individual is appointed to a position in which they would teach both credit and non-credit courses, the appointment type selected should be the appropriate type for teaching credit coursework. These appointments are renewable each year upon review and approval of the responsible administrator. If no communication is received to the contrary, the appointment is automatically renewed for the same contract period.

2. Multiple Year Contract (J)
   (1) Definition: Multiple year contract (J) appointments are date specific and made for a stipulated period of more than one year (e.g., 13 months, 2 years), not to exceed five years. Multiple year appointments are renewable at the end of each contract period at the discretion of the responsible authority. If the appointment is renewed, the contract need not be renewed for the same number of years. Employees holding multiple year appointments must be provided with written notification near the end of their multiple year contract that defines the span of time covered in the next contract. The next contract may be changed to annual renewable or remain multiple year with the number of years up to five indicated. In the absence of any communication, the employee's contract is automatically renewed for the same number of years. Multiple year appointments, while not used often, may be particularly useful to enhance recruitment or retention and for certain positions where there is a need for a high degree of stability. It is recommended that units develop internal guidelines that assist in determining when such appointments are appropriate.

   (2) Probationary Period: An initial multiple year appointment given to a new hire may set forth a probationary period of up to one-fourth of the initial appointment period. For example, if an employee is given an initial multiple year (J) appointment of two years, the probationary period could be up to six months. During this period the employee's performance is evaluated to determine whether the individual is demonstrating the capacity for continued performance at the level needed to meet the department's or unit's standards for that position. At any time during this probationary period the employee may be terminated without the right to grieve the termination. If such an evaluation period is used, the letter of appointment must state these terms. When a probationary period is used for a multiple year appointment, a review prior to the end of the defined period is required. This review can occur at any time throughout the probationary period with an option to terminate the employee. There is not a required length of termination notice for a person serving in a probationary period, but reasonableness should guide. If the employee is not terminated as a result of the probationary period review, the employee then is governed under Administrative Policy: Nonrenewal of Appointment for Academic Professional and Administrative Employees and is entitled to a required notice period if the position is subsequently nonrenewed, provided eligibility requirements are met. If no review is held and no communication given, the employee is then governed under the Administrative Policy: Nonrenewal of Appointment for Academic Professional and Administrative Employees at the end of the specified probationary period.

3. Probationary, Academic Professional Staff (H)
   (1) Definition: Probationary (H) appointments may be used for staff in selected academic professional classifications and are those that lead to a review and decision concerning the granting of a continuous appointment. Continuous appointment cannot be achieved without appropriate review, approval, and action by Board. Such action becomes effective in the year following the decision year. The proportion of time and duration of a probationary (H) contract provided for in the initial appointment may not be changed without the mutual consent of the employee and the responsible administrator. Refer to Appendix B: Administrative Guidelines, Criteria, and Procedures for Review of Probationary (H) Academic Professionals Considered for Continuous (G) Appointment. Refer to Appendix C: Information for the Probationary (H) Academic Professional Candidate Being Reviewed for Continuous (G) Appointment, for dossier guidelines and general information.

   (2) Nonreappointment of probationary (H) appointment: Written notice of nonreappointment will be sent by the appropriate senior vice president and may be sent in any year of the probationary period. Refer to Appendix B: Administrative Guidelines, Criteria, and Procedures for Review of Probationary (H) Academic Professionals Considered for Continuous (G) Appointment, for specific policy and procedural information.

4. Continuous, Academic Professional Staff (G)
   (1) Definition: Continuous (G) appointments are granted for an indefinite term to academic professional staff that are on probationary (H) appointments by the senior vice president and provost with approval by Board. The definition of continuous appointment parallels that of indefinite tenure for faculty found in Board of Regents Policy: Faculty Tenure. Continuous appointments require a minimum employment of two-thirds time for an appointment term of nine months or longer. Academic professional employees on annual renewable contract (K), multiple year contract (J), or non-credit teaching/other professional work (Z) appointments are not eligible to be considered for a continuous academic professional (G) appointment.

   (2) Continuous appointment for new hires: Continuous appointments may be made at the time of hire with appropriate review and approvals. In order for a new position to carry with it a continuous appointment, a national search is required. The position announcement will indicate that the initial appointment will be a continuous one. The applicant is to be provided information on the review and approval process under which the candidate will be granted a continuous appointment. Refer to the Administrative Policy: Recruitment and Selection of Faculty and Academic Professional and Administrative Employees for specific policy and procedural information.

3. Professorial Rank

   There are two categories of academic professionals where classification titles may incorporate professorial rank. These categories include instructional positions, such as, 9754 Teaching Specialist and, 9623 Assistant Extension Professor. Regulations governing academic tenure do not apply in these cases.

4. Promotion

   Promotion is possible in selected academic professional classifications. Final decisions on promotions for academic professionals rest with the appropriate dean or administrative unit head. Promotions approved during the annual review process become effective with the term of appointment at the start of the following year.

   1. Promotional Classification Groupings: The academic professional classification groups in which promotion is possible include those noted below. There are defined job codes and titles within each of these groups. Refer to Appendix D: Academic Professional Appointment Promotional Series, for more detailed information concerning the promotional series under each individual class grouping noted here.
      • Academic Advisor
      • Acquisitions Editor
      • Attorney
      • Business Development Specialist
      • Cartographer
      • Clinical Specialist
      • Continuing Education Specialist
      • Counselor
      • Counselor/Advocate
      • Curator
      • Development Officer
      • Education Specialist
      • Extension Educator
      • Fellow
      • General Counsel
      • Information Technologist
      • Lecturer
      • Librarian
      • Physician
      • Psychiatric Social Worker
      • Psychologist
      • Public Health Specialist
      • Research Associate
      • Research Fellow
      • Teaching Specialist
   2. Criteria/Standards and Review: Each administrative or collegiate unit will establish criteria and standards for promotion for academic professionals in classification groups in which promotion is possible. Criteria may vary between units for the same promotional class series dependent on specific position functions within each area. Each unit is also to establish review procedures to be followed. In general, procedures should include the following steps: (1) candidate prepares dossier; (2) department/unit head reviews dossier and makes recommendation; (3) dean/administrative unit reviews and makes final recommendation; (4) the employee's University appointment record in the Human Resources Management System (HRMS) is changed to reflect the promotion; and (5) documentation is forwarded to the employee's official personnel file within the Office of Human Resources.
   
   
   3. Salary: Promotions are accompanied by a salary increase. Refer to the current year's Academic Salary Pay Plan for more specific information.
   
   
   4. Promotion Denial: Employees with a complaint regarding promotion denial are directed to the Conflict Resolution Office and Board of Regents Policy: Conflict Resolution for Employees and accompanying Administrative Procedures: Implementing the Conflict Resolution Process. In situations of claims of discrimination, employees are directed to the Conflict Resolution Office or the Equal Opportunity and Affirmative Action Office for assistance.

Administrative Appointments

1. Definition

Academic administrative employees are involved in policy development and execution, and in directing, coordinating, or supervising activities of the University. Academic administrative personnel may be line officers or staff. The University's senior administrative officers will be positions in the academic administrative series.

A baccalaureate degree is required of all academic administrative employees. A particular position may require a specific graduate or professional degree. Exception to this requirement is given only under very rare circumstances and requires approval from the vice president of human resources.

2. Class Series, Job Codes, Titles, and Appointment Types
   1. Class Series: 93xx and 9631 – 9640 (University of Minnesota Extension Service)
   2. Class Job Codes/Titles: Academic Job Codes and Titles (pdf) for a complete listing of academic administrative job codes and titles.
   3. Appointment Types: Refer to Appointment Type Definitions (pdf) for a full description of appointment types.

K – Annual Renewable Contract
J – Multiple Year Contract
M – Acting/Interim, Administrative Staff
L – Limited, Selected Senior Administrative Staff

Other appointment types that can be used with academic administrative job codes/titles:

Q – Annual Renewable, Additional Appointment (teaching)
R – Retired
X – Outside Term of Appointment Dates
0 – Other

1. Annual Renewable Contract (K)

(1) Definition: Annual renewable contract (K) appointments are granted on a yearly basis. They are date specific and can range for any period of time up to a full year in duration. These appointments are renewable each year upon review and approval of the responsible administrator. If no communication is received to the contrary, the appointment is automatically renewed for the same contract period.


2. Multiple Year Contract (J)

(1) Definition: Multiple year contract (J) appointments are date specific and made for a stipulated period of more than one year (e.g., 13 months, 2 years), not to exceed five years. Multiple year appointments are renewable at the end of each contract period at the discretion of the responsible administrator. If the appointment is renewed, the contract need not be renewed for the same number of years. Employees holding multiple year appointments must be provided with written notification near the end of their multiple year contract that defines the span of time covered in the next contract. The next contract may be changed to annual renewable or remain multiple year with the number of years up to five indicated. In the absence of any communication, the employee's contract is automatically renewed for the same number of years.

Multiple year appointments may be particularly useful to enhance recruitment or retention and for certain positions where there is a high degree of stability. It is recommended that units develop internal guidelines that assist in determining when such appointments are appropriate and for what length of time.

(2) Probationary Period: An initial multiple year appointment given to a new hire may provide a probationary period of up to one fourth of the initial appointment period. For example, if an employee is given an initial multiple year (J) appointment of two years, the probationary period could be up to six months. At any time during this period the employee may be terminated without the right to grieve the termination. If such an evaluation period is used, the letter of appointment must state these terms. When a probationary period is used for a multiple year appointment, a review prior to the end of the defined period is required. This review can occur at any time throughout the probationary period with an option to terminate the employee. There is not a required length of termination notice for a person serving in a probationary period, but reasonableness should guide. If the employee is not terminated as a result of the probationary period review, the employee then is governed under the Administrative Policy: Nonrenewal of Appointment for Academic Professional and Administrative Employees and is entitled to a required notice period if the position is subsequently nonrenewed, provided eligibility requirements are met. If no review is held and no communication given, the employee is then under the Administrative Policy: Nonrenewal of Appointment for Academic Professional and Administrative Employees at the end of the probationary period.

3. Acting/Interim, Administrative Staff Appointment (M)

(1) Definition: Acting/interim (M) appointments identify administrators serving in an acting or interim capacity. The length of the appointment may be for a stipulated period of time or until the ongoing position is filled according to policy and procedural information outlined in the Administrative Policy: Recruitment and Selection of Faculty and Academic Professional and Administrative Employees. Generally, acting or interim appointments are for less than one year. An employee may retain the right to return to the position held before acceptance and completion of an acting/interim position.

4. Limited, Selected Senior Administrators (L)



(1) Definition: Limited appointments are a special category of administrative appointments to which many of the P&A provisions do not apply. Limited appointments may be made for persons who serve as college, campus or systemwide administrative officers and hold appointments in the administrative positions listed under b) Designated appointments. They carry responsibility for the organization, interpretation, and monitoring of policies, program directions, and budget at the highest levels in the University. Those employees on limited appointments serve solely at the discretion of the responsible authority, and the appointment may be ended at any time.

(2) Designated appointments: The following positions may be designated limited appointments:

• President
• Senior Vice President for Academic Affairs & Provost
• Senior Vice President
• Vice President
• Associate Vice President
• Assistant Vice President
• Chancellor
• Associate Chancellor
• Assistant Chancellor
• Vice Chancellor
• Provost
• Dean
• Executive Director and Corporate Secretary to the Board of Regents
• General Counsel
• University Librarian
• Chief of Staff, President's Office

Other administrative positions in the 93xx administrative class series may be designated as limited by Board of Regents, the president, vice presidents, or chancellors, at the time the position is posted, subject to the approval of the appropriate senior vice president.

(3) Terms and conditions: Terms and conditions of a limited (L) appointment:

• Employees on limited appointments serve solely at the discretion of the responsible administrator.
• Limited appointments may be terminated at any time without a requirement of establishing just cause.
• Limited appointments carry no continuous or tenured appointment implications. An individual who holds a tenured faculty or continuous academic professional position may retain the right to resume that faculty or academic professional position upon acceptance and completion of a limited appointment.
• Individuals holding tenure-track faculty or probationary academic professional positions may request that service during a limited appointment of two-thirds time or greater not be credited toward the maximum probationary period.
• An individual whose initial appointment is limited (L) may concurrently receive a faculty appointment that is adjunct and that relates to teaching or professional practice. In this case, no transfer rights to a faculty appointment following the conclusion of a limited appointment are provided.
• Salaries for limited appointments are negotiable. Further, they may be separate and distinct from the salary rates of pre-existing or concurrent positions under bullets 3, 4, and 5 above. Resumption of such a position does not require continuance of the salary level provided under the limited appointment.
• The appointment period for an individual on a limited appointment will be specified in writing initially and upon renewal, but the appointment will be subject to review and discontinuance at any time at the discretion of the responsible administrator.
• Termination or nonrenewal of a limited appointment is not grievable.
3. Promotion

No formal lines of promotion exist in the academic administrative class titles. However, certain academic administrative classifications permit consideration of promotion. An example is a move from an assistant to an associate title, e.g., assistant program director to associate program director. Minimum criteria on which such a promotion is based include assumption of different and/or more difficult duties with increased responsibility, and performance evaluated as outstanding. Longevity of service is not a valid criterion. The responsible administrator initiates this type of promotion and is accountable for providing appropriate justification. The approval process rests with the campus, college, or administrative unit. An increase in salary may be warranted and is given at the discretion of the responsible administrator.

In addition to the above, a promotion may occur in circumstances best described as an evolution of duties or responsibilities performed by an academic administrator holding a position not purposely designed to include the concept of 'promotion,' e.g., coordinator to director or director to assistant vice president. With appropriate consultation (unit human resources and Office of Human Resources) and written documentation, such promotions are permissible. The approval process rests with the campus, college, or administrative unit. An increase in salary may be warranted and is given at the discretion of the responsible administrator.

Additional Appointment Information Pertaining to Academic Professionals and Academic Admininstrators

A. Concurrent Appointments

P&A employees may hold more than one appointment. For example, an academic administrative employee may also hold a tenured faculty position. The job code, title, and appointment type and the corresponding policies established for each employee group apply to the separate appointments and govern the terms and conditions of employment.

B. Changes in Appointment Type

When a date specific appointment is renewed, it is permissible to move a multiple year contract (J) appointment to an annual renewable contract (K) appointment or vice versa, provided the employee is informed of this change. It is not allowable to move from a date specific appointment (J, K, Z) to a probationary (H) or continuous (G) professional appointment in the absence of a nationally advertised search with appropriate affirmative action effort.

C. Correcting a Class Title

There are circumstances in which the job classification no longer adequately reflects the employee's current role or the organizational configuration of the unit in which the employee works. This change in classification is not intended to reflect a promotion but only to better align job functions, organizational structure, and use of classifications. Misalignment of job classifications is often a result of unit reorganization. Titles may be corrected as long as changes do not impact rights and benefits of the position, and with the mutual agreement of the responsible administrator and the P&A employee.

D. Adding a Second Official University Title

A second title that reflects new or additional duties or responsibilities of a temporary or continuing nature may be added to an employee's primary title. This secondary title does not reflect a full-time position but acknowledges the addition of significant duties and responsibilities not normally assumed under the primary title. A salary augmentation may accompany this change. With appropriate campus, college, or administrative unit consultation and approval, such changes are permissible.

E. Designating a Courtesy Title

A professorial rank or P&A instructional courtesy title (use of official job code and title) is used to document some degree of instructional responsibility for credit coursework that is part of the individual's primary appointment that is not designated through a secondary P&A instructional appointment. No salary is associated with this courtesy title designation.

F. Adding a Non-Official Position Title

While all employees must be appointed under an official University classification title, a unit may use position titles (formerly working titles) to more clearly communicate the function or role of an employee's duties. Decisions regarding position titles are made within the unit's authority. (Refer to Provisions and Terms, General Information, Section B. Classifications, Job Codes/Titles, and Position Titles).

G. Change of Employee Group

No individual will be moved to the P&A employee group from another employee group (e.g., faculty or civil service), no individual will be moved from the P&A employee group into another employee group, and no individual will be moved within the P&A employee group unless the individual requests or consents to do so and the change is approved by the appropriate responsible administrator(s). Exception is made when compliance with legal determinations and requirements is at issue. Shifts in employee groups to, from, or within the P&A employee group that affect a sub-group, rather than selected individuals, may occur through consultation with the representative body of P&A employees, other appropriate representative and governing bodies, and administrators of the University, both unit and senior.

H. Moving an Exempt Civil Service/Nonexempt Civil Service or Union-Represented Staff Appointment to an Academic Professional or an Academic Administrative Appointment Professional

Duties or responsibilities may change within exempt/nonexempt civil service or union-represented appointments, making a change to an academic classification appropriate. An increase in salary may accompany such a change. Policies governing academic appointments will be followed. For example, a minimum of a bachelor's degree is required to hold an academic appointment. With appropriate unit consultation and approval, such changes between employee groups are permissible.

Professionals in Training

A. Definition

Professionals-in-training are involved in teaching and research. They hold internships, residencies, or are otherwise involved in further training in a disciplinary field. Some of these positions carry eligibility for tuition benefits, while others do not.

B. Class Series, Job Codes, Titles, and Appointment Types

1. Class Series: Selected 95xx job codes to include: 9516, 9535, 9538-9540, 9545, 9546, 9548, 9549, and 9552-9559

2. Job Codes/Titles: Refer to Academic Job Codes and Titles (pdf) for a complete listing of professionals-in-training job codes and titles.

3. Appointment Types: Refer to Appointment Type Definitions (pdf) for full description of appointment types.

Y - Number of Years Restricted

a) Number of Years Restricted (Y)

(1) Definition: Restricted (Y) appointments are to be used for all persons appointed to 95xx job codes. These are annually renewable. The number of years a person can be appointed to a 95xx job code is generally five years or less. Generic classification descriptions may define more specific limitations as to the length of time such an appointment may be held. (Refer to Job Classification Descriptions.)

(2) Appointment Documentation: Professionals-in-training may remain in their appointments for a limited number of years as described in the respective generic classification description. These employees should be given an annual appointment letter/contract with the appropriate beginning and ending dates for the year. Because these appointments are not long term, they are not eligible for a pre-defined length of nonrenewal notice period or for selected other benefits. Refer to the generic classification description for links to policy and benefit related information. (Refer to Job Classification Descriptions.)

(3) Early Termination of Appointment: Professionals-in-training may not have their employment contract terminated prior to the end in their letter of appointment/contract, except for reasons of fiscal emergency declared by the Board of Regents, program curtailment, or just cause.

C. Promotion

Due to the nature and appointment limitations of professionals-in-training positions, promotion within this sub-group is not available.

By resolution of Board of Regents in December of 1980, the academic professional and administrative (P&A) employee group was established. In accordance with this resolution, the University moved to further define the terms and conditions of appointments within the P&A group. This policy supports Board of Regents Policy: Employee Group Definitions.

For procedural information regarding P&A appointments covered under this policy, consult the Administrative Policies:

• Recruitment and Selection of Faculty and Academic Professional and Administrative Employees
• Academic Appointments with Teaching Functions.

There are no forms for this policy.

• UM 26 Appraisal of Probationary (H) Academic Professional Employee
• Human Resources Template Letter Library for associated letters and checklists

Subject	Contact	Phone	Fax/Email
General Information or Procedural Assistance	Primary: Responsible administrator/supervisor Secondary: Local campus, college, or administrative unit HR administrator Other (as needed): Office of Human Resources specialist or consultant	Office of Human Resources Specialist and Consultant List	Office of Human Resources Specialist and Consultant List
Employee Benefits Information	Employee Benefits	612-624-9090
Document Processing	HRMS Key Contact Office of Human Resources Call Center	HRMS Key Contact List 612-625-2016	HRMS Key Contact List

Appointment Type

The kind or type of academic appointment. Benefits, rights, and responsibilities vary depending on the type of appointment held by an employee. Each of the appointment types is represented by a code such as K (annual renewable contract) or J (multiple year contract). For a complete listing and definitions of these appointment types, see Appointment Type Definitions (pdf).

Classification

The grouping that includes all positions of sufficiently similar mix or range of responsibilities or job duties.

Classification Description

A generic description of all positions of sufficiently similar mix or range of responsibilities or job duties.

Classification Title

The formal title for a classification.

Notice of Appointment

The record governing employment by the University including salary, dates of employment, and terms. The notice of appointment will constitute the University's contract with an employee. To the extent a letter of agreement contradicts the notice of appointment or University policy, the notice of appointment constitutes the terms of employment. Special contracts authorized by the Office of the General Counsel to supersede the notice of appointment or University policy are the only exception.

Position Title

An informal title for a position that more clearly reflects the specific responsibilities.

Probationary Period

A time period during which a new employee (either new to the University or new to the department) is evaluated by the responsible administrator to determine whether the employee can successfully meet the responsibilities assigned to the position.

Promotion

A change from one classification to another classification that is assigned to a higher salary range.

Responsible Administrator

The individual to whom the person reports.

Responsible Administrator

• Make an appropriate selection of the P&A employee category and follow applicable procedures in hiring;
• Classify the work responsibilities appropriately;
• Determine the appointment type and term appropriate for the classification selected;
• Have knowledge of the policies governing the P&A employee group and function in compliance with those policies;
• Provide annual performance reviews;
• Develop criteria and standards for any of the academic professional promotional groups in which appointments are made;
• Follow appropriate procedures when promoting P&A employees;
• Follow appropriate procedures in the process regarding review and granting of continuous (G) appointment; and
• Follow appropriate procedures when non-renewing a P&A appointment.

Appointee

• Carefully review letter of appointment and the online Notice of Appointment defining terms and conditions of appointment; surface any concerns or errors with the appropriate responsible administrator.
• Be aware of the policies governing the appointment; and
• Understand the terms and conditions of the appointment.

• Academic Professional Appointment/Promotional Series (PDF)
• Academic Professional and Administrative Employee Appointment Summary Chart (PDF)
• Administrative Guidelines, Criteria, and Procedures for Review of Probationary (H) Academic Professionals Considered for Continuous (G) Appointment
• Information for the Probationary (H) Academic Professional Candidate Being Reviewed for Continuous (G) Appointment

There is no FAQ for this policy.

• Administrative Policy: Academic Appointments with Teaching Functions
• Administrative Policy: Conflict Resolution Process for Employees
• Administrative Policy: Performance Reviews for Academic Professional and Administrative Employees
• Administrative Policy: Recruitment and Selection of Faculty and Academic Professional and Administrative Employees
• Academic Salary Floor [Current Fiscal Year]
• Academic Salary Pay Plan [Current Fiscal Year]
• Human Resources Template Letter Library
• Job Classification Descriptions
• Manager's Toolkit: Hiring an Academic Employee
• Other policies applicable to academic professional and administrative employees

Amended:

May 2008 - Policy converted to the new University-wide format for administrative policies.

Amended:

February 2006 - Academic staff appointment policy information extracted from the Academic Professional and Administrative Staff Policy and Procedures Manual. Edits were made, information was updated and expanded and put in standard University-wide policy format. Information from the document on "Guidelines for Use of the P&A Employee Category" was incorporated. Appointment policy information regarding professionals-in-training was added.

Amended:

October 1990 - Revision of the Academic Professional and Administrative Staff Policy and Procedures Manual

Amended:

September 1985 - Revision of the Academic Professional and Administrative Staff Policy and Procedures Manual

Adopted:

1984 - Information initially included in the Academic Professional and Administrative Staff Policy and Procedures Manual

Effective:

February 1994