Vanderbilt University Human Resources

Term Staff Appointments

Definition:	A term appointment is defined as lasting for a period of time greater than 6 months, but less than one year. A term appointment may be appropriate when the department's need is expected to last less than one year. In such instances the department is not required to classify the job. Job posting for term appointments is required and can assist departments in identifying a qualified individual for the job. Should the length of time for the need extend beyond one year, the job must be classified and posted. The individual in the term job must compete for the classified position along with all others who are qualified.
Procedures:	The Compensation staff are available to assist departments in determining the appropriate job code/title and pay rate (see section on Compensation) for the duties and responsibilities of the job. Whenever possible the position should be classified. Term job codes/titles are available when the duties and responsibilities do not match that of existing classified jobs and the appointment is not expected to extend beyond one year. Contact the Office of Compensation, Human Resources. Click for Compensation Contact Listing. A Position Management Form (PMF) for a term appointment must be completed and submitted to Recruitment Services to be posted for a minimum of 5 calendar days or until a reasonable applicant pool is developed (as determined by HR Recruitment). This must occur prior to an offer being made and in compliance with HR-017 Recruiting and Hiring Policy. OR If the department wishes to continue the appointment beyond one year, it is necessary to classify a new position if a term job code/title has been used. Additionally, the position must be posted and the individual in the job must compete for the position along with all others who are qualified regardless of the job code/title used for the term appointment.
Benefits:	Individuals with term appointments receive the same benefits consideration as regular staff.
Compensation:	Term appointment jobs are not classified and do not have formal pay ranges. Departments are advised to seek compensation recommendations from the Office of Compensation, Human Resource Services at 322-8362 to ensure comparable pay with others performing like duties and responsibilities and with similar education and experience. Term appointments must be paid on a non-exempt, hourly basis unless approved by the Office of Compensation staff.
Performance Evaluation:	Individuals with term appointments should receive the same performance evaluation opportunities as regular staff.
Salary Increases:	In general, individuals with term appointments would not receive a salary increase due to the limited time commitment (less than one year) of the appointment. Should the need arise to continue the employment relationship beyond one year, it is necessary to classify a new position. Additionally, the position must be posted and the individual in the job must compete for the position along with all others who are qualified.
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. Supervisors must coordinate with the appropriate individuals in their school or division for budget authorization or other approvals before finalizing and communicating an offer of employment (and salary rate) to the individual.
For Additional Information:	Contact the Office of Compensation, Human Resources. Click for Compensation Contact Listing. Visit the policy section of the HR Website.

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Last Updated: October 19, 2009