Human Resources Policies

HR06 Types of Appointments

Policy Status: 

Active

Policy Steward: 

Vice President for Human Resources

CONTENTS:

PURPOSE

To define the types of University appointments.

DEFINITIONS

Non-exempt

Non-exempt employees are subject to state and federal overtime provisions and must be paid at a rate of one and one-half times their normal hourly rate for all hours worked in excess of 40 hours in a work week. All overtime worked by non-exempt employees must be approved in advance by the employee’s supervisor.

Exempt

Exempt employees are excluded from state and federal overtime provisions and may be required to work additional hours beyond their normal work week without additional compensation.

Full-Time Equivalency (FTE)

The percentage of full-time (40 hours per work week) effort worked during the standard work week or over the course of a given appointment [for example, 75% full-time equivalency (FTE) equals 30 hours of work per work week, or 40 hours of work per week for 9 months of the year].

Standard Work Week

Unless otherwise notified, the standard work week for University employees is the seven day period beginning Sunday at 12:00 a.m. and ending at 11:59 p.m. on the following Saturday.

Fiscal Year

The University fiscal year for tax and accounting purposes is the twelve (12) month period which begins on July 1 and ends on June 30 of the following year.

APPOINTMENT TYPES

An individual may be appointed to either an unpaid or a paid appointment.

UNPAID APPOINTMENTS

Unpaid appointments are either academic affiliate appointments or contingent appointments.

Academic Affiliate Appointment

An academic affiliate appointment is made to an individual who has an academic affiliation with the University, but is not employed or paid by the University. This includes clinical faculty at the Milton S. Hershey Medical Center with tenure through the College of Medicine, emeritus retirees, visiting scholars, and visiting faculty. Such appointments are terminable at the discretion of the University and in accordance with applicable University policy.

Individuals who meet the criteria under HR25 Emeritus Status are appointed to academic affiliate appointments.

Contingent Appointment

A contingent appointment is made to individuals who are not employed or paid by the University, but who must be able to access University systems due to a supervisory relationship or tracking need. Typically, an individual appointed to a contingent appointment is paid by another institution or organization. Contingent appointments are limited to employees of the Milton S. Hershey Medical Center who supervise College of Medicine employees, employees of the ROTC who manage University employees, county employees who supervise College of Agriculture Extension employees, and temporary agency employees who are performing work classified as technical-service. Such appointments are terminable at the discretion of the University.

PAID APPOINTMENTS

Paid appointments are either employee appointments or student appointments.

Employee Appointments

An employee appointment is made to an individual who holds a job or jobs with the University. Such appointments are paid. All jobs are categorized as either full-time or part-time.

Full-time Employee Types

Full-time jobs may be classified as follows:

  • Executive

  • Administrator

  • Academic Administrator

  • Academic

  • Staff (Includes all staff job profiles as well as full-time employees covered by the collective bargaining agreement between the University and OPEIU Healthcare Pennsylvania)

  • Technical Service (Reserved for employees covered by the collective bargaining agreement between the University and Teamsters Local Union No. 8)

Employees in the executive, administrator, academic administrator and academic employee types are exempt. Employees in the staff employee type may be either exempt or non-exempt. Employees in the technical service employee type are non-exempt. No individual may be appointed to more than one full-time job at the same time. Employees who hold full-time jobs with the University may hold one or more part-time jobs with the University provided they seek and receive approval from their full-time supervisor and understand that the job duties associated with their full-time position will be considered primary.

Full-time Position Types

Full-time employees are placed into one of the following position types:

  • Standing

  • Fixed-term I

  • Fixed-term Multi-year (Academic Only)

Standing Positions

Standing positions have no specified end date. Employees in executive, administrator, academic administrator, academic, and staff employee types may be appointed to standing positions. Employees in technical service employee types must be appointed to standing positions. Employees classified as academic and academic administrator appointed to standing positions are appointed for a minimum of thirty-six (36) weeks up to a maximum of forty-eight (48) weeks per fiscal year.

Standing positions are terminable in accordance with applicable University policy and applicable terms and conditions of employment. Unless otherwise indicated in applicable University policy, standing appointments are considered to be at will.

Fixed-term I Positions

Fixed-term I positions must last for a minimum of six (6) months up to a maximum of one (1) year. Employees in executive, administrator, academic administrator, academic, and staff employee types may be appointed to fixed-term I positions. Employees classified as academic and academic administrator appointed to fixed-term I positions are appointed for a minimum of twenty-four (24) weeks up to a maximum of forty-eight (48) weeks per fiscal year.

Fixed-term I positions are terminable in accordance with applicable University policy and applicable terms and conditions of employment. Employees may be offered subsequent contracts at the option of the University.

Fixed-term Multi-year Positions

Academic employees may be appointed to fixed-term multi-year positions which may last for more than one (1) year, up to a maximum of five (5) years. Fixed-term multi-year positions are appointed for a minimum of thirty-six (36) weeks up to a maximum of forty-eight (48) weeks per fiscal year.

Fixed-term multi-year positions are terminable in accordance with applicable University policy and applicable terms and conditions of employment. Employees may be offered subsequent contracts at the option of the University.

Part-time Employee Types

Part-time employees are classified as either Part-time academic or Part-time non-academic. Part-time employees may work for more than one unit within the University in successive assignments. However, part-time employees must obtain the approval of their manager(s) before accepting multiple jobs within the University during the same time period.

Full-time students who work in a part-time capacity for the University and who do not fall within the student appointments as outlined below should be appointed to the appropriate part-time employee appointment. All part-time positions must comply with the University’s collective bargaining agreements which may have reporting requirements and/or additional restrictions. Unless otherwise indicated in applicable University policy, all part-time appointments are considered to be at will.

Part-time Academic

Employees in the part-time academic employee type are categorized as either teaching (adjunct) or non-teaching. Teaching (adjunct) employees are exempt and may teach a maximum of nine (9) credits per academic semester.

Non-teaching part-time academic employees may be either exempt or non-exempt. Exempt non-teaching part-time academic employees may work up to 60% FTE. Non-exempt non-teaching part-time academic employees may work up to twenty-four (24) hours per week year round and may also work forty (40) hours per week for sixteen (16) consecutive weeks per calendar year.

Part-time Non-academic

Employees in the part-time non-academic employee type may be categorized as either exempt or non-exempt.

Exempt part-time non-academic employees may work up to 60% FTE. Non-exempt part-time non-academic employees may work up to twenty-four (24) hours per week year round and may also work forty (40) hours per week for sixteen (16) consecutive weeks per calendar year.

Exceptions to the provisions for part-time schedules and FTE outlined in the Part-time Academic and Part-time Non-academic sections above must be supported by reasonable business need and approved in advance by the Vice President for Human Resources or designee. If ongoing staffing needs cannot be met while complying with the provisions for part-time schedules and FTE, the work should be evaluated in order to determine whether a full-time position is needed.

The provisions outlined in the Part-time Academic and Part-time Non-academic sections above related to part-time schedules and FTE do not apply to full-time students, however, other program restrictions may apply.

Managers of part-time employees performing work classified as technical service must ensure that such employees’ work and schedules comply with the requirements under the collective bargaining agreement between the University and Teamster Local Union No. 8 and under the wage payroll agreement for all units except, Hospitality Services and Bryce Jordan Center. 

Student Appointments

Student appointments are reserved only for full-time students of the University who have been awarded federal work study or other award reserved exclusively for students. 

Managers interested in employing full-time students in part-time positions should refer to the Part-time Employee Types section above for more information.

TOOLS/FORMS:

Individual work units may decide to require part-time employees to sign the following forms as a condition of employment. It is the manager’s responsibility to ensure part-time employee schedules conform to the requirements of this policy as well as the requirements under the collective bargaining agreement between the University and Teamster Local Union No. 8.

  1. Notice to Part-Time Non-Student Employees
  2. Notice to PSU Full-Time Students Working Part-Time at Penn State
  3. Notice to PSU Part-Time/Intermittent/Short-Term Academic Employees

CROSS REFERENCES

ACG09 – Clinical Faculty Appointments in the College of Medicine for The Milton S. Hershey Medical Center Physicians and Health Care Providers

HR34 - Employment Conditions for Staff Employees

HR68 - Postdoctoral Appointments

HR105 – Reduced FTE Schedule Appointments

HR92 - Employment Conditions for Employees Classified as Administrator

HR103 - Employment Conditions for Part-Time Employees

Teamsters Agreement

Supplementary Compensation Information for Full-time Academic and Exempt Staff

Date Approved: 

December 10, 2017

Date Published: 

December 11, 2017

Effective Date: 

December 10, 2017