Appointments for Personnel Not on Payroll (VI.B.3)

Volume ­­VI: Human Resources
Chapter B: Classification
Responsible Executive: Provost and Vice President for Human Resources
Responsible Office: Office of Faculty Affairs and Office of the Vice President for Human Resources
Date Issued: August 1, 2022
Date Last Revised: N/A

Table of Contents

Contacts
Statement of Policy
Reason for This Policy
Individuals and Entities Affected
Exclusions
Responsibilities
Definitions (defined terms are capitalized throughout the document)
Related Documents, Forms and Tools
Website Address for This Policy
History and Updates
Appendix

Contacts

Policy Clarification

Vice President for Human Resources
765-494-1679 | hr@purdue.edu

Campus Specific Questions

Fort Wayne: HR
260-481-6840 | hr@pfw.edu

Northwest: HR
219-989-2251 | hr@pfw.edu

West Lafayette Adjunct Faculty Member Appointments: Vice Provost for Faculty Affairs
765-496-9503 | facultyaffairs@purdue.edu

West Lafayette, all other appointments: Human Resources Employee Relations
765-494-1679 | hr@purdue.edu

Statement of Policy

Purdue University recognizes the significant contributions that certain individuals, by virtue of their expertise, may make toward the University’s mission of learning, discovery and engagement. For that reason, the four types of appointments defined in this policy for individuals not on the University’s payroll may be granted to qualified individuals upon Proper Recommendation (as defined in this policy). This policy is applied and administered in a manner consistent with the University’s equal opportunity/equal access programs.

Individuals granted an Adjunct Faculty Member, Affiliate Faculty or Staff Appointee, Associate Staff Member, or Visiting Scholar Appointee position are responsible for complying with all policies and procedures related to their appointment and to their use of/access to university facilities and resources, those now in effect and those adopted from time to time by the University and/or the Board of Trustees.

Background Checks

All potential appointees are subject to a Background Check as defined in the policy on Background Checks (VI.F.6). Appointments expected to last 14 days or less are subject only to a Sex and Violent Offender Registry Check (as defined in policy VI.F.6). If the appointment continues beyond 14 days, the appointing department must initiate via Human Resources a Criminal History Check (as defined in policy VI.F.6) and any other checks or verifications applicable to the position.

Privileges

Upon appointment, Adjunct Faculty Members and Associate Staff Members are eligible for faculty/staff privileges if they are either:

1. Members of the management or professional staff of the organization or agency associated with the University, or
2. Members of the administrative or support staff of the organization or agency associated with the University in full-time status on one of the campuses of Purdue.

Faculty/staff privileges include:

1. Faculty/staff event ticket fees and parking privileges
2. A university identification card
3. Use of university libraries and recreational facilities
4. University email services
5. Partial remission of tuition in accordance with the policy on Tuition for Employees and Dependents Registered as Students (II.D.3), as amended or superseded

Upon appointment, Affiliate Faculty or Staff Appointees and Visiting Scholars are eligible for only the following faculty/staff privileges:

1. Faculty/staff parking privileges
2. A university identification card
3. Use of university libraries and recreational facilities
4. University email services

Benefits

Fringe benefits, such as retirement plans, leaves of absence, social security, group life insurance, group medical insurance and worker’s compensation benefits, are not provided by the University. In the case of Adjunct Faculty Members and Associate Staff Members, such benefits are the responsibility of the primary employer.

Termination

Individuals who wish to resign their appointment with the University are encouraged to give a reasonable notice (e.g., two weeks). Unit Heads should periodically review appointments within their unit to ensure individuals continue to fulfill the responsibilities defined by their appointments. Individuals who no longer meet this requirement will be terminated.

Reason for This Policy

This policy outlines the terms for granting appointments to individuals not on the University’s payroll and the expectations for individuals who accept appointments.

Individuals and Entities Affected

All units, faculty, staff and students of Purdue University.

Exclusions

There are no exclusions to this policy.

Responsibilities

Adjunct Faculty Members, Affiliate Faculty or Staff Appointees, Associate Staff Appointees, and Visiting Scholars

• Provide information and consent in accordance with the policy on Background Checks (VI.F.6).
• Provide information and consent for verification of visa status, as applicable.
• Fulfill the requirements of their appointment as defined in this policy and in the position description.
• Comply with all university policies and procedures applicable to their appointment and to their use of university facilities and resources.

Appointing Departments

• Comply with the policy on Background Checks (VI.F.6) and applicable policies and procedures regarding verification of visa status.
• Complete the appropriate employee information forms required to initiate appointments upon Proper Recommendation.
• Request access for the appointee to needed university facilities and IT systems/resources based on the individual’s responsibilities.
• Upon the individual’s separation from the University, complete all applicable forms, request all university property from the individual, and ensure the individual’s access to university facilities and resources is revoked.

Unit Heads

• Ensure Proper Recommendation is obtained for appointments to the positions defined in this policy.
• In the case of a Unit Head who is a dean, establish and document, in consultation with the Vice Provost for Faculty Affairs (West Lafayette) or Vice Chancellor for Academic Affairs (Fort Wayne and Northwest), the prescribed process for changing the rank of (promoting) Adjunct Faculty Members in their college or school and define the privileges that Adjunct Faculty Members have within their college or school (e.g., service on committees, etc.).
• Review appointments on a regular basis and issue terminations for those individuals who no longer fulfill their responsibilities as defined by their appointments, or delegate this responsibility.

Human Resources

• Provide guidance to departments and offices with regard to additional background screenings and verifications.

President

• Review recommendations for Adjunct Faculty Member appointments and make a determination, or delegate this responsibility.

Definitions

All defined terms are capitalized throughout the document. Refer to the central Policy Glossary for additional defined terms.

Adjunct Faculty Member
An individual appointed to an academic rank upon Proper Recommendation who is not on the payroll of the University, but is paid directly by an outside agency (e.g., the federal government, state of Indiana, another educational institution, or other organization), and who is assigned teaching responsibilities and/or participates in a joint or cooperative project with Purdue University. As a member of the faculty of the department and college/school to which the individual is appointed, they enjoy the same academic freedom as other faculty members. As an employee of an outside agency, they are not eligible for tenure with Purdue, nor do they go through the faculty promotion process.

Affiliate Faculty or Staff Appointee
An individual appointed upon Proper Recommendation who does not qualify for appointment as an Adjunct Faculty Member or Associate Staff Member, but who does provide some ancillary service to the University without direct compensation. Examples of individuals who may be granted an Affiliate Faculty or Staff Appointment include:

• Administrative officers of IUPUI and similar individuals at other Indiana University campuses offering Purdue University programs under a guest-host or Purdue Polytechnic Institute Statewide agreement.
• Cooperative education coordinators in business, education, government or industry who provide direction for students while employed under cooperative programs.
• Pharmacists who provide learning opportunities to pharmacy students at various hospitals and/or pharmacies. 

Associate Staff Member
An individual appointed upon Proper Recommendation who does not hold rank of an Adjunct Faculty Member, who is paid by an organization closely associated with Purdue University or by an outside agency (e.g., the federal government, state of Indiana, another educational institution, or other organization), and who is assigned to or has major administrative responsibility for a joint or cooperative project with Purdue University.

Background Check
See definition in the policy on Background Checks (VI.F.6)

Criminal History Check
See definition in the policy on Background Checks (VI.F.6).

Proper Recommendation
The approval to appoint an individual to one of the four types of appointments defined in this policy. For Adjunct Faculty, this requires (1) recommendation by the Dean, based on recommendation within the college/school, (2) recommendation by the Provost (West Lafayette) or Chancellor (Fort Wayne and Northwest campuses), and approval by the President, or designee. For all other appointment types, this requires recommendation by the hiring supervisor and approval by the applicable Unit Head.

Sex and Violent Offender Registry Check
See definition in the policy on Background Checks (VI.F.6).

Unit Head
A vice president; vice provost; vice chancellor; dean; director; or head of a school, division or department.

Visiting Scholar Appointee
An individual appointed upon Proper Recommendation who is invited to engage in scholarly activities for the academic enrichment of the individual and the department, but receives no direct compensation from the University. A Visiting Scholar is not appointed to an academic rank and therefore does not qualify for appointment as an Adjunct Faculty Member.

Related Documents, Forms and Tools

Background Checks (VI.F.6)

Equal Opportunity, Equal Access and Affirmative Action (III.C.2)

Tuition for Employees and Dependents Registered as Students (II.D.3)

Website Address for This Policy

www.purdue.edu/vpec/policies/human-resources/vib3

History and Updates

August 1, 2022: This policy supersedes the policy on Classes of Purdue University Appointments for Personnel Not on the University Payroll (Executive Memorandum No. C-12) dated August 25, 1987. Changes from the memo include background check requirements, updated privileges, an exclusion for holders of certain types of visas, clarification of approval authority, and a requirement for each dean to establish and document the prescribed process for promoting Adjunct Faculty Members.

Appendix

There are no appendices to this policy.