Definition:

A term appointment may be appropriate when the department's need is for a defined period of time which is not less than six months but typically no more than one year. Term appointments are subject to the Recruiting and Hiring Policy (HR-017) and must be posted. Job posting can assist departments in identifying a qualified individual for the job.

Procedures:

The HR Compensation staff will assist departments in determining the appropriate job code/title and pay range (see section on Compensation) for the duties and responsibilities of the job. Whenever possible the position should be aligned with an established, specific job code/title which is reflected in the job posting (e.g. Term Clerical – Administrative Asst I). Term job codes with functional role-specific titles will be used when the duties and responsibilities do not match that of any existing classified jobs.  For assistance in classifying a term position, please contact your designated HR – Compensation Consultant. Click here for Compensation Contact Listing.

Creating a new term position or backfilling an existing term position

• Department submits a Position Management Form (PMF) and either:
• a Position Description Questionnaire (PDQ) or
• a PDQ-EZ with job duties attached and a departmental org chart

through department budgetary approval process.  PMF indicates an action reason of “create new position” or “backfill position” as appropriate.

• Department sends signed forms to Medical Payroll (Medical Center) or HR Processing (University Central) for position number assignment or validation of existing position information.

• Forms are forwarded to HR-Compensation for review and appropriate classification aligned with the term duties and responsibilities.

• Compensation discusses the need with the Department and sends a recommendation report.

• Compensation forwards the paperwork to Recruitment Services for posting. Term positions must be posted for a minimum of 5 calendar days or until a reasonable applicant pool is developed (as determined by the Recruiter).  This must occur prior to an offer being made and in compliance with the Recruiting and Hiring Policy (HR-017).

• Department sends PAF, with the recommendation report from Compensation attached, to Medical Payroll or HR Processing to add the new hire to payroll.

Reclassifying an existing term position

Benefits:

Individuals with term appointments have the same benefits eligibility consideration as regular staff based on employment status and standard hours (e.g. full-time, part-time).

Compensation:

Term positions aligned with established, specific job codes/titles use a formal grade range in most cases. Departments are advised to seek compensation recommendations from the Recruiter with which they are working to ensure comparable pay with others performing like duties and responsibilities. Term appointments must be paid on a non-exempt, hourly basis unless approved by an HR Compensation staff member in advance of the job posting and offer of employment.

Performance Evaluation :

Individuals with term appointments should receive the same performance evaluation opportunities as regular staff in the department.

Salary Increases:

In general, individuals with term appointments do not receive a salary increase due to the limited time commitment (typically less than one year) of the appointment. Should the need arise to continue the employment relationship beyond one year, the department should contact HR Compensation to discuss appropriate next steps.

Communication:

In all cases, clear and concise communication regarding the expected length of the term appointment should occur with the individual prior to offer/acceptance.

For Additional Information:

New Position

Position needs to be established

(New job duties, no one currently performing)

Meets “express” criteria and is on express list:  PMF only-to recruitment with budget approval

Not on express list:

PMF, PDQ (or PDQ-EZ with job duties and org chart)

Reclass (filled)

Position already established; position number remains the same;

PMF, PDQ (or PDQ-EZ with job duties and org chart), send through approval process

Reclass (vacant)

Meets “express” criteria and is on express list:  PMF only-to recruitment with budget approval

Not on express list:

PMF, PDQ (or PDQ-EZ with job duties and org chart), send through approval process

Recruit for a vacant position

Position already established, and is currently classified appropriately (job duties match department needs)

PMF only-to recruitment with budget approval