Types of Appointments

Academic Faculty

The academic faculty includes all personnel who carry academic rank (professor, associate professor, assistant professor, lecturer, instructor, faculty affiliate) and additional personnel as defined by C.R.S. 23-31-113. Appointment of an academic faculty member is initiated by the department head or chairman. This action is taken only after all conditions of employment have been agreed upon by the dean of the college and accepted by the prospective faculty member.

Six (6) basic types of appointments are used for members of the academic faculty, whether domestic or overseas. These are regular full-time (9 or 12 month), regular part-time, special (contract or continuing), temporary (adjunct), and transitional. Only individuals holding regular or regular part-time appointments at the time of consideration are eligible to acquire tenure. Full-time is defined as the academic year or a minimum of nine (9) months. Faculty members who do not have multi-year contracts and are not eligible for tenure are hired “at-will” and are subject to termination by either party at any time.

Academic faculty with regular appointments at the rank of professor, associate professor or assistant professor is eligible for sabbatical leaves.

Following are the major characteristics of each type of academic faculty appointment.

1. Regular Full-Time Appointments – Individuals with a regular appointment who serve satisfactorily for a specified period shall be eligible to acquire tenure (see the ). This appointment is limited to the ranks of assistant professor, associate professor, and professor. There is no specified ending date for a regular full-time appointment with tenure. Regular full-time appointments have full voting rights at departmental and college faculty meetings and are eligible to serve on departmental and college committees.
2. Regular Part-Time Appointments – Regular part-time appointments may be made for any fraction of time less than one hundred (100) percent, but not less than fifty (50) percent of full-time and must satisfy the following:
   1. Regular part-time positions may be established by departments at any percentage equal to or greater than 50% of a regular full-time appointment established for the position and there is no specified ending date for regular part-time appointments with tenure.
   2. Criteria, procedures, and regulations for promotion, tenure, and salary must be subject to the rules governing regular full-time appointments, with appropriate scaling of responsibilities and salaries commensurate with the proportion of time worked. The six (6) year time limit for acquisition of tenure applies to this type of appointment as well as to the regular full-time appointment (see Section E.10.4.c).
   3. A part-time regular position can be tenured only for one-half time service, although additional employment short of full-time may be arranged each year between the faculty member and the department.
   4. Faculty with regular part-time appointments have full voting rights at departmental and college faculty meetings and are eligible to serve on departmental and college committees.
3. Special (Continuing or Contract) Appointments – A special appointment may be either full-time or part-time at any percentage between 50% and 100% of full-time. These appointments may carry a specific ending date and normally are given in the following situations:
   1. Special appointments are “at will” and are subject to termination by either party at any time (a “continuing” appointment) unless the faculty member has a multi-year contract for research or teaching, in which case the terms of the contract shall stipulate its ending date (a “contract” appointment). Upon the expiration date of the contract, the multi-year contract may be renewed by written agreement of both parties. If it is not renewed, one of the following outcomes occurs: 1) For special appointment faculty who were originally at-will and entered into a multi-year contract, employment as a special appointment faculty member reverts to at-will. 2) For special appointment faculty who were originally hired with a multi-year contract, the appointment may be converted to an at-will appointment upon agreement of both parties. Otherwise, employment is terminated upon the expiration date of the contract.
   2. Unless the faculty member has a multi-year contract, special appointments need not carry specified ending dates, but an ending date indicating the point in the future when the funding and/or appointment is expected to terminate should be included. In that situation, the inclusion of a specified ending date on an appointment form or other such documentation is for administrative convenience only and does not create a minimum or fixed duration of appointment.
   3. Faculty members on special appointment are not eligible for tenure.
   4. The effort distributions of faculty members on special appointments shall be specified in the appointment letter while the effort distribution in the case of special appointments may include all three (3) areas of teaching, research, and service, often it is focused in one (1) area, such as teaching or research.
   5. Multi-year contracts for research may be offered only for research performed for the University. The unit or department must document that the multi-year contract or extension is necessary for the hiring or retaining of the faculty member.
   6. If a tenured faculty member changes positions to a special appointment involving a multi-year contract, tenure must be relinquished, and University retirement occurs.
4. Temporary (Adjunct) Appointments – Temporary appointments may be either full-time or part-time and are distinguished from other types of appointments by the expectation that the appointment is for a specified period of time, at the end of which, it is anticipated that employment at the University will not be renewed in the foreseeable future. Part-time is defined as any fraction less than one hundred (100) percent of full-time. A faculty appointment less than fifty (50) percent of full-time must be a temporary (adjunct) appointment.
   1. 1. Temporary appointments are “at will” and are subject to termination by either party at any time. Temporary appointments need not carry specified ending dates, but an ending date indicating the point in the future when the funding and/or appointment is expected to terminate should be included when known. The inclusion of a specified ending date on an appointment form or other such documentation is for administrative convenience only and does not create a minimum or fixed duration of appointment.
      2. Temporary appointees are not eligible for tenure.
5. Transitional Appointments – The University provides the opportunity for transitional appointment to its tenured faculty members who have retired and terminated employment in consideration of a subsequent reappointment on a part-time tenured basis for a limited period of time. The transitional appointment requires that the faculty member participate in the teaching, advising, service, and research activities of the department, subject to the part-time provisions of the appointment. Administrators who also hold a tenured faculty appointment are eligible to request a transitional appointment within the context of their faculty roles. Administrative professionals and non-tenured faculty members are not eligible for transitional appointments.

Faculty members covered under the federal retirement system are not eligible for transitional appointments due to prohibitive provisions of that retirement system.

Only tenured regular full-time faculty appointments that are eligible for retirement under the University’s definition of retirement have this opportunity. The University’s definition of retirement is specific to each retirement plan, DCP or PERA.

1. 1. 1. Transitional appointments are for a specified term of at least one year and no more than four years and conclude with full retirement. A request for transitional appointment should be submitted in writing to the department head one (1) full academic year before the requested commencement date. Terms of the transitional appointment shall be mutually acceptable to both the faculty member and the University.
      2. The salary and workload for a transitional appointment shall normally be fifty (50) percent of what they were at the time of retirement. The percentage of salary and the percentage of effort during the transitional appointment are subject to negotiation between the department and the faculty member and shall be spelled out in the transitional agreement. However, when it is to the benefit of both the University and the faculty member, variations from this fifty (50) percent standard, including brief periods of full-time employment, may be proposed by the department head and the dean for Provost review.
      3. Faculty members on transitional appointments who are PERA annuitants may be subject to that retirement system’s annuity penalty for “post-retirement” work for a PERA affiliated employer(s), including the University, in excess of 110 days in any calendar year or for working during the first month after retirement. Transitional faculty receiving PERA annuity should determine directly with PERA what effects, if any, a transitional appointment may have on their PERA annuity amounts.
      4. A tenured faculty member retains tenure during the transitional period.
      5. A faculty member on a transitional appointment is considered for pay increases on the same basis as full-time faculty, proportionate to the scope of his/her appointment.
      6. Faculty members on transitional appointments will participate in the University’s Defined Contribution Plan for Retirement (DCP), are eligible for all benefits, and receive the University’s insurance contribution on the same basis as other faculty on regular appointments. An individual interested in a transitional appointment should contact the Human Resources Department to determine the specific conditions for his/her situation, especially if a PERA retiree. For any DCP participant who is a PERA “retiree” (as defined by Article 51 of Title 24 of the Colorado Revised statutes) as of the date of employment or reemployment or becomes a PERA “retiree” at any time thereafter, the employer DCP contribution will be reduced by any amount CSU is required to contribute to PERA with respect to the employee.

Other Kinds of Academic Faculty Appointments

1. 1. 1. Department Heads – Department heads hold up to twelve-month appointments while in office; however, when their service as department head is terminated, they shall return to nine-month faculty status unless there is good and sufficient reason not to do so as determined by the appropriate administrators.
      2. Joint Appointments – Joint appointments should only be made when the professional activities of the individual concerned normally fall, to an appreciable degree, within the purview of two departments. Personal preferences of the individual are not sufficient reasons to justify a joint appointment. Each faculty member with an interdepartmental appointment shall be considered a member of the department contracting for the greater percentage of his/her time. In the case of a member having equal time in two or more departments, that member must decide in which department he/she wants representation. The status of such a member shall remain unchanged unless changes in his/her academic appointment require a change in departmental representation.
      3. Affiliate Faculty – It is possible to appoint, as members of the academic faculty, individuals who possess training and experience useful to the University’s teaching and research program and who are self-employed or employed on a full-time basis by an organization other than the University. These individuals receive a Faculty Affiliate title and do not receive a stipend from the academic department in which they hold an affiliate title, nor are they eligible for employee privileges or benefits.

Discretion should be used when recommending individuals to be affiliate members of the academic faculty. Such a recommendation should be made only when a reasonably strong and continuing relationship between the individual and the department can be established. The training and experience of the individual should be such as to support in a direct way the program of the department concerned, and the activities of the individual should be such that in time an appropriate measurable contribution to the achievement of the goals of the department exists. If, for any reason, an individual appointed to affiliate faculty membership is unable to continue to contribute actively to the program of the department concerned, the affiliate appointment should be terminated.

Additional characteristics of affiliate faculty appointments are the following:

1. Affiliate appointments may be made for up to 3 years and may be terminated at any time without cause. All affiliate appointments are classified as temporary.
2. Affiliate appointments are processed in the same manner as regular faculty appointments.
3. An individual may not be appointed a faculty affiliate in more than one academic department except with the approval of the Academic Vice President.

Visiting Faculty – Individuals who are members of the academic faculty for a short period of time while on leave from another institution of higher education or private agency should be given a visiting appointment if salary arrangements are to be made or an affiliate appointment if no salary arrangements are needed.

Visiting¹ appointments may be made for any rank. The criteria used to determine the rank to be recommended are the same as those applied when determining the rank of a regular member of the academic faculty. Visiting faculty are always temporary appointments, but they are not eligible for faculty fringe benefits or the study privilege. They are, however, required to contribute to a retirement plan at the date of initial appointment in lieu of Social Security.

1Visiting Faculty, Visiting Scientist/Scholar, Visiting Research Associates, Visiting Senior Scientist/Scholar are not eligible for benefits, except as required as a condition of employment under Colorado law, to make employee contributions to a retirement plan in lieu of Social Security.

Emeritus Faculty – Academic appointees who have completed at least 10 years of regular service on the faculty of Colorado State shall be eligible for an emeritus title equivalent to their highest professorial rank at the time of their retirement. Academic personnel who have held administrative positions (including department heads) for at least 5 years shall be eligible for the emeritus title for both positions.

A member of the academic faculty may request emeritus status from the department at the time of retirement from the University. The department head and dean of the college forward the request to

the Provost/Academic Vice President who forwards it on to the President for approval. Final action is taken by the Governing Board. This information should be recorded on the Leave/Termination form at the time of termination.

Emeritus personnel will continue to be listed in the University General Catalog; are issued permanent faculty ID cards; receive full library privileges; and if possible, office or lab space and clerical support if they continue to do scholarly work.

Administrative Professional

Administrative Professional appointments may be regular, special, or temporary. All Administrative Professional appointments are at-will.

1. Regular appointments are used for full time 9 or 12 month appointments, or part time appointments of at least ½ time, with no termination date indicated.
2. Special appointments may be either 9 or 12 months of at least half-time appointment. Appointments with a specified end date, for positions supported by sponsored programs or when funds are available only for a specified duration.
3. Temporary appointments are used for full-time and part-time appointments of less than 9 or 12 months and for all part-time appointments of less than one-half time.
4. Joint Academic and Administrative Professional Appointments may be given to a University Administrative Professional if the qualifications of that individual are judged to be acceptable by the academic department concerned. The awarding of a joint academic and Administrative Professional appointment is dependent on the approval of both the academic department and the individual’s administrative supervisor.

Additionally:

1. 1. The academic component of the joint appointment must be less than 50 percent.
   2. Persons holding such appointment are not eligible for tenure and must be reappointed annually.

1. 1. 1. They are eligible for fringe benefits and participation in a retirement program based on the type of their Administrative Professional appointment.
      2. The manner in which a person’s salary is budgeted is not changed if the academic duties are minimal, otherwise, appropriate budgetary adjustments should be made.

Maximum Employment

Academic faculty and Administrative Professionals on 9-month appointments may be employed a maximum of 12 additional working weeks during the summer, exclusive of vacation, per fiscal year.

A 9-month employee may be appointed for any combination of nine months during the fiscal year. The off- duty months need not be consecutive. However, the off-duty period should involve entire calendar months if at all possible. The best interest of the department’s program should be the determining factor in the decision as to which three months shall be chosen as off-duty.

A faculty member or administrative professional whose normal appointment is for less than nine (9) months of service per fiscal year ordinarily shall be paid at a salary rate equal to the academic year rate.

When dates are other than the established 9-month employment period of August 16 through May 15, the salary must be established on a 12-month basis on the Personnel Action Sheet using a beginning and ending date to reflect the employment period.

Faculty members and administrative professionals on twelve (12) month appointments cannot be employed by the University during their annual leave.

Academic faculty and Administrative Professionals being paid for full-time employment by a unit of the University, or combination of units, cannot be provided additional payment by the University for personal services during the period of full-time employment, except as authorized in the supplemental pay policy or by special action of the Governing Board.

Work Hours

The responsibilities of academic faculty and Administrative Professionals are such that it is not appropriate to establish specific work hours for all the work performed.

Academic faculty members and Administrative Professionals are expected to meet their classes as scheduled, to be available during their scheduled office hours and to observe any other scheduled hours (e.g., examinations, departmental meetings) as may be required. Administrative personnel are expected to observe the hours established for their offices.

Academic faculty are not eligible for overtime pay.

Establishing Position

Academic Faculty

The establishment of an academic faculty position is a matter of budgetary consideration. Such a position is established after considering full-time equivalent position allotments, the need for a position, and available monies to support the position.

Administrative Professional Staff

Before an Administrative Professional position is announced, discussion with the Executive Director and Chief Human Resource Officer (or a delegate with the responsibility) of the Human Resource Department is necessary in order to determine compliance with the Colorado State Personnel Act. The Act states that all Colorado employees, unless specifically exempt, must be in the State classified personnel system.

In order for the Executive Director and Chief Human Resource Officer of the Human Resource Department to determine whether or not a position is exempt, a job description and other related forms will need to be provided before the anticipated position is announced. This job description will be the primary basis upon which the determination is made whether or not the position may be exempt from the classified personnel system. If determined to be exempt, Administrative Professional appointment procedures would apply; however, if determined not to be exempt, the position would be filled through the classified personnel system.

Announcing Position

For all positions, a job description should be developed, and the position announced in accordance with the University’s affirmative action program. Departments should select the title that most accurately reflects the duties and responsibilities of the position.

Titles approved for Academic Faculty and Administrative Professional positions are listed in the University compensation plan (refer to Appendix 3 of the Human Resources Manual for additional information.

Selection of Employee

The supervisor or an advisory committee should handle the basic selection process. The individual selected is then recommended through appropriate Academic or administrative channels for appointment by the Governing Board or President of the University, as applicable.

To ensure equal employment opportunity, the selection process is in accordance with the University’s affirmative action program. See the Academic Faculty and Administrative Professional Manual for additional details.

Appointment

Official appointment requires approval of the Governing Board or President of the University, as applicable. Request for appointment is initiated by submission of the personnel action through the HR Personnel/Payroll system.

Appointment for a summer session will also be initiated through the HR Personnel/Payroll system.

Upon employment, each Academic Faculty and Administrative Professional shall sign an appointment form and retain one copy. The original signed form must be forwarded to the Human Resources Department.

Reappointment Process

All Academic Faculty members who are on regular appointment and who have not acquired tenure shall be re-appointed annually. If the Department Head does not reappoint an untenured faculty member holding a regular appointment, the faculty member shall be informed in writing that the appointment will not be renewed. Such written notice must be given by March 1 during the first year of employment, by December 15 during the second year, and at least twelve months before the expiration of the appointment in succeeding years.

The list of all Academic Faculty members whose reappointments are recommended will be compiled by the Provost, and then sent to the Office of the President for approval. Following approval, the Executive Director and Chief Human Resource Officer of the Human Resources Department will inform each faculty member of the action.

The above procedure only applies to Academic Faculty members holding regular appointments. Academic Faculty members and Administrative Professionals on special or temporary appointments will need new appointment forms if their period of service extends beyond the original appointment. This is necessary even though the individual’s name appears on the staffing pattern for the next fiscal year.

Tenure

Refer to the Academic Faculty and Administrative Professional Manual for tenure policies and procedures. For further information, contact the Academic Provost/Vice President’s Office.

Leave Policies

Department heads are responsible for maintaining records of sick and annual leave earned and taken for all eligible employees in their departments, for retaining written requests for Bereavement leaves showing relationship to the deceased and reason for the number of days requested, and retaining copies of court summons which require jury or court leave.

Employees will be paid for time on accumulated leave (sick or annual); however, department heads must ensure that a Leave Without Pay personnel action has been submitted through the HR Personnel/Payroll system when the employee has used all leave and has not returned to work. Failure to submit the action on a timely basis could result in overpayment to the individual. In the case of illness, accumulated sick leave will be used first, then accumulated annual leave, and finally leave without pay.

Annual Leave

Scheduling annual leave is a responsibility of department heads. Annual leave should be scheduled to least interfere with effective operations of the offices concerned, but desires of the employee should be considered.

Full-time faculty members on twelve (12) month regular or special appointments and administrative professionals on regular or special twelve (12) month appointments earn annual leave at the rate of two (2) days per month.

Faculty members on twelve (12) month regular or special appointments, and administrative professionals on regular or special twelve (12) month appointments of less than full-time but at least half-time (0.5) earn annual leave prorated by the part time fraction of their appointment. The accrual is rounded to the nearest 1/100 of an hour.

Employees who begin work after the first of a month or who terminate before the end of a month earn annual leave on a prorated basis as described in Section 2 of this Manual.

Faculty members and administrative professionals on nine (9) month appointments do not accrue annual leave. These individuals may, however, be granted leave on a limited basis throughout the academic year to include the interim term between semesters. Determination of this privilege shall be made by the department head.

No annual leave is earned by employees working less than half-time (0.5), employed on an hourly basis, or on temporary appointments. Postdoctoral fellows and graduate assistants are considered temporary employees.

Annual leave does not accrue during leave without pay nor during sabbatical leave. Annual leave earned during periods of leave (annual, sick, injury, etc.) is not credited to the employee until he or she returns to work.

If an employee with accrued annual leave changes to an employment status that is less than halftime

(0.5), without a break in service, the employee shall retain his or her accrued annual leave and the ability to use this annual leave for a period of one (1) year, provided he or she remains employed by the University. If the employee changes to a status that is again eligible to earn annual leave within the one (1) year period and without having his or her employment with the University terminated, then the accrued annual leave shall continue to be available for use by the employee.

Days accumulated in excess of a 48 day maximum are forfeited on July 1 of each year.

If a faculty member does not begin work on the first working day of the month or terminates on a day other than the last work day of the month, then the following schedule should be used to determine the annual leave for the initial and/or terminal month of employment:

Number of Days Worked	Number of Annual Leave Days Earned
19 – 23	2
14 – 18	1 ½
9 – 13	1
4 – 8	½
1 – 3	None
(Part-time faculty earn a pro-rated amount of leave)

If an eligible employee is transferred from one department to another within the University, the employee’s accrued annual leave shall be transferred to the receiving department.

If a 12-month Academic Faculty or Administrative Professional member has accrued annual leave at the time of conversion to a 9-month appointment, the leave shall be taken prior to assuming the 9-month appointment. In specific cases, accrued leave may be taken the academic year following conversion to a 9-month appointment with the approval of the responsible Vice President. Cash payment for accrued leave at time of conversion is not authorized at that time nor subsequently.

When an Academic Faculty member or Administrative Professional who has been an employee of the University for at least six (6) months ceases to be employed by the University, he or she shall be paid for his or her accrued annual leave up to the maximum number of days specified below and in accordance with the formulas given below. In the case of the death of an employee, the payment shall be made to the estate of the deceased.

In the case of death, the maximum number of days for payment of accrued annual leave is twenty-four (24). For all other types of separation, including, but not limited to, retirement, resignation, and termination, the maximum number of days is twenty-four (24) minus the number of days of annual leave taken during the thirty (30) working days immediately prior to the date of separation from employment.

The computation of the annual leave termination payment is made using the following formulas:

 

Sick Leave

Sick Leave Accrual – One (1) day of sick leave is considered to be eight (8) hours of sick leave. The accrual of sick leave is rounded to the nearest 1/100 of an hour. No sick leave is earned by employees working less than half-time (0.5) or employed on an hourly basis. Graduate assistants do not earn sick leave. For employees working less than half-time, graduate assistants, and those employed on an hourly basis, sick leave is accrued as outlined by the Colorado Healthy Families and Workplaces Act (HFWA): 1 hour of accrued, paid leave per 30 hours worked, up to 48 hours per year.

If an employee with accrued sick leave changes to an employment status that is less than half-time (0.5), without a break in service, the employee shall retain his or her accrued sick leave and the ability to use this sick leave for a period of one (1) year, provided he or she remains employed by the University. If the employee changes to a status that is again eligible to earn sick leave (other than HFWA sick leave) within the one (1) year period and without having his or her employment with the University terminated, then the accrued sick leave shall continue to be available for use by the employee.

Full-time faculty members and administrative professionals on twelve (12) month appointments earn one and one-quarter (1.25) days of sick leave per month, cumulative with no maximum.

Employees who begin work after the first of a month or who terminate before the end of a month earn sick leave on a prorated basis as described in Section 2 of the Human Resources Manual.

Full-time faculty members and administrative professionals on nine (9) month appointments earn one and one-quarter (1.25) days of sick leave per month, cumulative with no maximum. Full-time nine (9) month faculty members and administrative professionals who accept summer session appointments accumulate sick leave at the rate of one and one-quarter days (1.25) per month while on such appointment. Faculty members and administrative professionals appointed less than full-time, but at least half-time (0.5) earn sick leave prorated by the part time fraction of their appointment.

At the time of initial employment, the employee shall receive an amount of sick leave equal to that which they are expected to earn during their first year of employment (as described above). This initial year of sick leave is an “advance” and is granted in lieu of monthly sick leave accruals during the first year of benefits eligible employment. Sick leave does not accrue during leave without pay nor during sabbatical leave. Sick leave accrued during periods of paid leave (annual, sick, injury, etc.) is not credited to the employee until he or she returns to work.

Post-doctoral fellows, veterinary interns, and clinical psychology interns on full-time nine (9) months or twelve (12) month appointments earn one and one-quarter (1.25) days of sick leave per month. Post-doctoral fellows, veterinary interns, and clinical psychology interns with appointments of less than full-time, but at least half-time (0.5), earn sick leave each fiscal year prorated by the part time fraction of their appointment. Sick leave accrues and expires each fiscal year.

At the time of initial appointment, and at the beginning of each subsequent fiscal year, post-doctoral fellows, veterinary interns, and clinical psychology interns shall receive an amount of sick leave equal to that which they are expected to earn during a fiscal year (as described above).  Unused sick leave does not carry forward into the next fiscal year.

Use of Sick Leave – A faculty member or administrative professional may use accrued sick leave for treatment of and convalescence from his or her own illness or injury. Illness includes treatment for alcoholism and drug addiction.

In cases of extended sick leave absence as defined in the Human Resources Manual, the faculty member or administrative professional will be required to furnish a physician’s statement establishing the need for and duration of absence from work. Sick leave may be used for medical and dental appointments, including routine exams and checkups.

A faculty member or administrative professional may use up to four hundred eighty (480) hours per fiscal year of his or her accrued sick leave for the following purposes:

Illness or medical treatment of his or her spouse, domestic partner, civil union partner, parent, or child (as those terms are defined in Appendix 3) or an individual for whom the employee has responsibility to provide care. In addition, an employee will be presumed to have a responsibility to provide care for a serious medical condition of the employee’s adult child, sibling, grandparent, or in-law (sibling, parent or grandparent of the employee’s spouse, domestic partner or civil union partner) if the employee submits a request for leave stating that the leave is necessary for such reasons.

To provide care for a newborn son or daughter or for a child newly placed for adoption with the employee, in accordance with the Parental Leave and in accordance with the Family Medical Leave Policy (FML). The child need not be ill for use of sick leave in this instance.

In the case of death of an employee who is eligible for retirement from the University, this payment shall be made to the estate of the deceased. A lump sum payment for unused sick leave at retirement or death is subject to a Public Employees’ Retirement Association (PERA) contribution but not to an employee’s DCP contribution, but it may be subject to applicable taxes.

Sick leave may be used up to the amount accrued at any time after it is earned. The use of sick leave may also be part of an absence under the Family Medical Leave Act Policy. A physician’s statement is required in cases of extended sick leave absence. When an employee’s sick leave usage due to the continuation of a serious health condition defined under Family Medical Leave (FML) exceeds 30 work days per fiscal year (July 1 – June 30), the cost of the excess sick leave (those days that exceed 30) may be charged to the fringe benefits pool (refer to Section 1 of the Human Resources Manual).

If the beginning date of a faculty member’s appointment is not the first working day of the month, or if the termination date is any other than the last working day of the month, then the following schedule should be used to determine sick leave accrual for the first and/or last month of employment:

Number of Days Worked	Number of Sick Leave Days Earned
20 – 23	1 ¼
16 – 19	1
12 – 15	¾
8 – 11	½
4 – 7	¼
1 – 3	None

 If an eligible employee is transferred from one (1) department to another within the University, the employee’s accrued sick leave shall follow the employee to the receiving department.

Upon retirement from the University after at least five (5) years of service, employees are paid for one-fourth (1/4) of unused sick leave up to a maximum of fifteen (15) days according to the following formulas:
(Monthly Salary Rate/173 Hours) X 8 Hours = Daily Salary Rate X [the lesser of fifteen (15) days or 0.25 X unused days of sick leave] = sick leave upon retirement according to the following formula:

2. 9-Month Faculty

a. If termination occurs at the end of a semester, pay for the semester is 1/2 of annual salary.

b. If termination occurs during the semester, pay for the last month of work is computed using the formula shown above (12 month employees).

Supplemental Pay

Except as authorized by this policy and as provided in the the Academic Faculty and Administrative Professional Manual, the University does not pay compensation beyond the established salary of a member of the Academic Faculty or Administrative Professional staff. In every case supplemental payment may only be made for incidental activity that requires effort, both in degree and nature that is in addition to the effort intended under the individual’s appointment.

Activities which may be eligible for supplemental pay include but are not limited to: teaching/preparing courses through the Division of Educational Outreach; lecturing at institutes, conferences, and workshops; providing professional services that are not part of regular duties and expectations, such as translating a document from a foreign language or providing statistical analysis; post differentials or other similar payments associated with foreign assignments, unless part of an appointment contract.

Supplemental pay is not authorized for routine committee work, for faculty class loads when heavier than normal, or for participation in curriculum development other than for educational outreach (continuing and distance education) programs. It will not normally be paid for participation in sponsored research projects.

Summer appointments for individuals with less than a 12-month salary do not constitute supplemental pay.

Supplemental pay is processed by electronically and the above provisions do not apply to compensation for service during a period when an individual is not under appointment, as in the case of nine-month employees during summer. Compensation for such period should be authorized by a Personnel Action Sheet.

Data Forms Required

Forms must be promptly submitted to establish the individual on the files of the personnel and payroll system. Data submitted should be kept current to ensure proper reports and pay.

Academic Faculty/Administrative Professional Biographical and Appointment Data Collection Forms

The Academic Faculty/Administrative Professional Biographical and Appointment Data Collection Forms are the appointment documents that provide primary data for input to the personnel-payroll system. The Biographical Data form is to be completed by the new employee, and the Appointment Data Collection Form is completed by the department and input into the personnel-payroll system for electronic approval as soon as possible after the hiring decision has been made. Changes to existing employees are keyed directly into the personnel-payroll system for approval as well.

The University is obligated to collect certain biographical data (gender, ethnic origin, disability status, and veteran status) to meet various state and federal reporting requirements. Since providing this information is voluntary on the part of the employee, the University does not penalize anyone for refusing to provide it, and an employee should not be asked to submit information against his will. Once information has been entered and verified for accuracy, the department should destroy and discard the form.

Withholding Certificate

Form W-4, Employee’s Withholding Certificate, must be completed online to determine the Federal and State income tax to be withheld for those State’s conforming to Federal law.

A separate W-4 Form is required for employees working in those State’s that have their own withholding certificate. If the withholding certificate is not completed, the Payroll Unit is required to withhold tax as if the employee is withholding at the “Single rate”. The employee should utilize Employee Self-Service to complete the form online unless your Visa status requires the assistance of the Foreign Tax Office.

When an employee is working in a state other than Colorado, they must also complete an Out-Of-State Work Location Information Sheet to ensure that the correct state income taxes are withheld.

Deductions

Academic Faculty and Administrative Professionals may authorize payroll deductions for such approved voluntary deductions such as credit union, tax sheltered annuities, United Way, etc. Employees should contact the Payroll Section of the Human Resource Department for forms and assistance.

Retirement Plan Enrollment

All employees must enroll in a retirement plan in lieu of Social Security contributions. Employees should contact Human Resources Department for forms and assistance.

Direct Deposit Authorization

The Direct Deposit Authorization form should be completed in Employee Self-Service to indicate the bank to which an employee’s pay will be deposited.

Supplemental Pay

Supplemental pay which is authorized and earned should be reported to the Payroll Unit on the Authorization for Supplemental Pay form through the electronic Supplemental Pay Approval process. Supplemental pay should be submitted through the form. The Form will automatically route to necessary approvers.

Sabbatical Leave

Upon approval and acceptance of sabbatical leave, the faculty member should complete the form Memorandum of Understanding between the State Board of Agriculture and Member of the Faculty Regarding Sabbatical Leave.

Twelve-Month Pay to Nine-Month Faculty

Any faculty members employed on a 9-month appointment basis may request distribution of their 9- month salary over 12 months beginning in September by completing the Application of Nine-Month Faculty Member to Receive Salary over Twelve Months prior to August 1st of the appropriate year.

Contact the Human Resources Department for forms and information.

Faculty/Staff Study Privilege Employee Registration Form

An eligible half-time or greater Academic Faculty or Administrative Professional desiring to register for a University course (excluding non-credit Division of Continuing Education (“DCD”) courses) under the University’s Study Privilege Program should complete the Study Privilege Request Form and secure appropriate approvals. The form is available from the Human Resources website . When appropriate approvals have been obtained, the form is submitted to the Human Resources Benefits Unit. Additional program features are located in the Faculty and Admin Pro Privileges and Benefits Summary Plan (SPD) booklet available on the HR website.

Oath of Allegiance

New Academic Faculty and Administrative Professional members and graduate assistants are required by State law to execute a State Loyalty Oath.

Policy on Rights and Responsibilities Related to Creative Works

All employees must complete a Policy on Rights and Responsibilities Related to Creative Works Form as a condition of employment.

Employment Eligibility Verification Form I-9

The I-9 Form must be completed within three days of commencing work.

Statement Concerning Your Employment in a Job Not Covered by Social Security (Form SSA-1945)

Effective January 1, 2005, all new hires must sign a notice (Form SSA-1945) attesting to the fact that they are aware of a possible reduction in their future Social Security benefit entitlement. Notice is given to employees during the I-9 process. The form is completed through the electronic system adopted by Human Resources when the I-9 is being completed. Completion of this online Form SSA-1945 is required before final approval of the new hire can be made.

Faculty Transitional Appointment

A Faculty Transitional Appointment form must be completed each fiscal year for an employee on transitional appointment.

Extended Sick Leave

The Extended Sick Leave Request form is used to charge the cost of excess sick leave to the fringe benefits pool. When an employee’s sick leave usage due to the continuation of a serious health condition defined under Family Medical Leave (FML) exceeds 30 work days per fiscal year (July 1 – June 30), the cost of the excess sick leave (those days that exceed 30) may be charged to the fringe benefits pool. FML notices and designation requirements must be met in order to qualify for eligibility.