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Policy: University Staff Employees Engaged in Teaching 

Date: 02/03/09 Policy ID: HRM-019 Status: Final

Policy Type: University
Contact Office: Executive Vice President and Provost (Office of the) or Consulting Services (UHR)
Oversight Executive: Executive Vice President and Provost
Vice President and Chief Human Resources Officer
Applies To: Academic Division and College at Wise.
Table of Contents: Policy Statement
    1. Teaching
    2. Approval
    3. Term of Appointment
Reason for Policy: This policy establishes guidelines to allow the Executive & Senior Administrative and the Managerial & Professional categories of University Staff employees to teach students. Assists the University to comply with the Southern Association of Colleges and Schools’ Comprehensive Standards 3.2.9 and 3.7.1., which establish that the University must define policies regarding faculty appointment and justify and document faculty qualifications to maintain its operations and achieve goals consistent with its educational mission.
Policy Summary: 
Definition of Terms in Statement:  Executive & Senior Administrative Staff (E&SA): University staff employees on limited term appointments having significant administrative responsibilities and duties and exercising considerable independent discretion, and having the ability to commit the University to a long term course of action.  
            This category includes:
    • University Executive officers including Vice Presidents and the Athletic Director but excluding academic administrators (whose primary responsibility is administrative but who oversee an academic or academic-support unit of the institution) such as the Provost, Deans, University Librarian, and VP Research;
    • Members of the President’s professional staff (e.g., Chief of Staff, Chief Audit Executive, Director of Equal Opportunity Programs, etc.);
    • Senior administrative officers with a direct reporting line to any of the above-named executives, academic administrators or Presidential professional staff, for example, Associate or Assistant Vice Presidents, Associate or Assistant Deans with administrative responsibilities, Vice Provosts with administrative responsibilities, Executive Directors, Directors, or other key senior staff; and
    • Head and Associate Head Coaches/Coordinators on individually negotiated contracts. 

Managerial & Professional Staff Employee (M&P): University staff employees who manage a division or subdivision of a major academic or administrative unit and/or exercise significant knowledge, discretion and independent judgment gained through advanced education or experience. This category includes coaches, other than Head or Associate Head Coaches/Coordinators, on individually negotiated contracts. M&P Staff are typically exempt employees under the provisions of the Fair Labor Standards Act (FLSA), and therefore not subject to the FLSA provisions governing the payment of overtime.

Release Time: Time during the regular work day which an employee is released from normal work duties.

University Staff Employee: Those salaried, non-faculty employees hired on or after July 1, 2006, and those salaried non-faculty employees and administrative and professional faculty electing to participate in the University Human Resources System established by the Board of Visitors under the authority granted by the Restructuring Act and the Management Agreement.  The term “University Staff Employee” includes all three categories of university staff employees (Operational & Administrative, Managerial & Professional, and Executive & Senior Administrative) described in this policy.

Restructuring Act: The Restructured Higher Education Financial and Administrative Operations Act, Chapter 4.10 of Title 23 of the Code of Virginia.

Management Agreement: The agreement between the University and the Commonwealth required by Subsection D of §23-38.88 of the Restructuring Act.

Policy Statement: 

While the University staff members’ first responsibility is to carry out the responsibilities of the jobs for which they were hired, the Executive & Senior Administrative and the Managerial and Professional categories of University Staff may be eligible to engage in teaching. Eligibility to engage in teaching requires a faculty appointment. Teaching activities occupying an identifiable percentage of time over the duration of a semester or more normally should be arranged on a release time basis.

The terms of the faculty appointment are dictated by the school or department in which they teach in accordance with University policy. University Staff employees receiving a faculty appointment are not granted the same rights as academic faculty and are governed by the underlying terms and conditions of University Staff employment.

  1. Teaching:
    University Staff who are granted faculty appointments are able to serve as the primary instructor of record or under the supervision of the instructor of record.  Any teaching of students requires approval of the department chair and dean of the affiliated school. The appointment would carry no voting rights, departmental or otherwise, and any participation in departmental or school governance would only occur in exceptional circumstances at the written request of the school dean to the Provost. If an employment disagreement should arise, refer to the University’s policy on Resolving Grievances for University Staff Employees. The individual employee must have the appropriate degree and level of responsibility required for such rank and must provide evidence of these credentials if requested by the hiring department.
    1. Professorial Rank:
      Typically, the appointment is to “lecturer.” On an exception basis, a University Staff employee may be eligible for a professorial rank (e.g., assistant professor, associate professor, or professor). Requests for such appointments must be submitted in writing by the school/department and approved in writing by the President of the University.

  2. Approval:
    All teaching activities by eligible University staff require approval of the chair and dean or vice-president of the affiliated school/department in which the staff member will teach and the approval of the University staff member’s immediate supervisor. The University staff member must ensure there is no negative impact on the job for which he/she was hired by his/her supervisor.

  3. Term of Appointment:
    University Staff holding a faculty appointment will have a one-year appointment that can be renewed annually at the discretion of the department chair and dean. Notice of non-renewal is not required.
Related Information: HRM-027, Resolving Grievances for University Staff Employees
PROV-029, Faculty Appointment Types and Titles
Policy Background: 
Major Category: Human Resource Management
Category Cross Reference: 
Next Scheduled Review: 02/03/17
Approved By, Date: Executive Vice President and Chief Operating Officer, 02/03/09
Revision History: Updated 1/15/15, 12/19/14.
Supersedes (previous policy):