To: Chancellors, Deans, Directors, and Heads of Schools, Divisions, Departments, and Offices

Re: Employment Period for Academic-Year Staff

The Board of Trustees has approved the following policies relative to the period of employment of academic-year staff.

1. The period of employment of staff employed on an academic-year basis shall begin on the seventh calendar day preceding the first day of classes of the first semester and end on commencement day.
   
   
2. For payroll and contract purposes, the semesters are defined as follows:
   
   
   1. The first semester shall begin on the seventh calendar day preceding the first day of classes in the first semester and end on the eighth calendar day preceding the first day of classes in the second semester.
      
      
   2. The second semester shall begin on the seventh calendar day preceding the first day of classes in the second semester and end on commencement day.
3. Academic-year staff may be employed during the summer for a period not to exceed a total of twelve (12) full-time weeks.
   
   
4. Annual salary increases for academic-year staff will be effective with the beginning of the first biweekly summer pay period that includes starts on or after July 1.
   
   
5. Compensation for academic-year staff employed full-time during the summer session shall be made at the rate of 2.5% per week of his/her approved academic-year salary rate/s. Weekly rates for summer biweekly pay periods includingstarting on or after July 1 or after will be based on the approved academic-year rate for that year. Weekly rates for earlier summer biweekly pay periods beginning before July 1 will be based on the previous academic-year salary. Employment falling under Continuing Education Administration shall be compensated in accordance with the special regulations pertaining to such employment (Executive Memorandum No. C-18). Employment for summer intensive instructional activities and Non-Continuing Education activities shall be compensated in accordance with Executive Memorandum No. C-40.
   
   
6. If an academic-year staff member becomes a fiscal-year staff member, the academic-year salary shall be increased by 25%. If a fiscal-year staff member becomes an academic-year staff member, the fiscal-year salary shall be decreased by 20%. A new employment contract must be completed whenever a staff member changes employment status.
   
   
7. Conversion from academic-year staff to fiscal-year staff may occur only on July 1.
   
   
8. Conversion from fiscal-year staff to academic-year staff may occur only at the beginning of the academic year. If a fiscal-year staff member converts to academic year, he/she must use all accrued vacation prior to the beginning of the academic appointment. Vacation not used will be lost. Any vacation paid after July 1 but prior to the start of the academic-year appointment will be compensated by extending the fiscal appointment at the previous year's fiscal rate. Employment after July 1 for those with no accrued vacation will be paid under normal academic-year policies.
   
   
9. Some sponsored program funding agencies may limit budget requests for faculty summer support. However, charges for work performed by faculty on sponsored agreements may exceed the amount set forth in the approved budget provided that sufficient funding is available from other budget categories and appropriate rebudgeting procedures are followed. For information regarding a specific funding agency, contact your Business Manager or Sponsored Program ServicesAdministrator or the Office of Contract and Grant Business Affairs.
   
   
10. 1. The vacation periods for academic-year staff shall be the periods during the academic year when classes are not in session. The seven (7) calendar-day periods prior to the first day of classes each semester and the periods between the end of classes and the final date for submitting grade reports are not considered vacation.
       
       
    2. Academic-year staff with non-teaching assignments which prevent them from taking vacations when classes are not in session may, with the prior approval of his/her department head, be granted equivalent vacation time during the same academic year.
       
       
    3. Academic-year staff are not eligible for terminal vacation pay.
11. There shall be no deviation from these policies without prior written approval of the President of the University or his designated representative.

Steven C. Beering
President