Additional Appointment Information Pertaining to Academic Professionals and Academic Administrators

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.

Promotions

Promotion is possible within selected groupings of academic professional classifications. Each collegiate or administrative unit is responsible for establishing criteria and standards for promotion for academic professionals in classification groupings in which promotion is possible. Final decisions on promotions for academic professionals rest with the appropriate dean or administrative unit head. Refer to Appendix: Academic Professional Appointments for more detailed guidance on promotions. For a comprehensive list of all academic professional positions within a formal promotional series, refer to Appendix: Academic Professional Appointment Promotional Series.

Within the academic administrative sub-group, there is no formal series of classification groupings for promotional purposes. However, certain academic administrative classifications allow for consideration of promotion to other titles and responsibilities within the administrative subgroup. Refer to Appendix: Academic Administrative Appointments for more detailed information and guidance.

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.

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 by the department/division administrator in consultation with unit Human Resources administrator 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.

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.

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.

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.

Change of Employee Group

No individual is to be moved to the P&A employee group from another employee group (e.g., faculty or civil service), no individual is to be moved from the P&A employee group into another employee group, and no individual is to 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, including appropriate classification of positions. 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.

Moving a Civil Service or Union-Represented Staff Appointed Employee into an Academic Professional or an Academic Administrative Appointment

Circumstances may arise where making a change to the employee’s civil service or union-represented staff appointment into a P&A appointment is appropriate. When making such a change, the new position must meet the criteria for P&A positions as defined within this policy. For example, a minimum of a bachelor’s degree is required to hold a P&A appointment. An increase in salary may accompany this change. Policies governing academic appointments are to be followed. With appropriate consultation, unit specified approvals, and review and approval by OHR, such changes between employee groups are permissible.