Employment Authorization

The selection of candidates for employment at the University shall be approved by the President and the Board of Trustees of State Institutions of Higher Learning, as appropriate. The Board of Trustees of State Institutions of Higher Learning has the sole power and authority to select the president of the University and to contract with deans, members of the faculty, and executive, administrative, managerial, and other professional employees of the University who receive contracts. The president of the University has the sole power and authority to authorize the employment of the administrative, managerial, and other professional staff who do not receive contracts. Deans/directors of the various divisions/departments have the power and authority to employ support staff.

Employee: This generally includes faculty and staff employees who are working on paid appointments by the University. It generally excludes students or temporary employees. For specific information on who is considered an employee, contact the Human Resources Department.

Supervisor: An employee designated by management who exercises major supervisory functions over another employee or employees. These functions include hiring, evaluating, assigning work, and disciplining employees.

Notification of Offer

Prospective employees shall be provided written letters of offer. Specific items to be included in the letter of offer are listed below.

Faculty, Executive, Administrative, Managerial and Other Professional Staff Receiving Contracts

Terms shall include rank/title (if appropriate), salary rate, date employment begins, contract period (either 9 or 12 months), and policies of contract renewal and tenure (if appropriate). Faculty members who are offered administrative positions shall retain rights of tenure in the academic department where tenure was granted. The additional salary, if any, for the administrative positions shall be stated in the letter of offer and the employment contract and shall not be paid to faculty members when they cease to hold the administrative position. A statement shall also be made that employment is contingent upon Board approval and upon proof that the employee is a U.S. citizen or has lawful authorization to work in the United States. (See sample letter).

Administrative, Managerial and Other Professional Employees Not Receiving Contracts

Terms shall include title, salary rate, date employment begins, payment terms and a statement that the letter of offer is not a contract or offer of a contract. A statement shall be made that employment is contingent upon the president’s approval, proof that the employee is a U.S. citizen or has lawful authorization to work in the United States, and continued availability of funding (See sample letter.)

Support Staff Employees

Terms shall include position title and level, rate of pay, date employment begins, work hours, a statement about whether the department/unit requires overtime work and how the overtime work is compensated, whether with compensatory time or overtime pay, and a statement that the letter of offer is not a contract or offer of a contract. A statement shall be made that employment is contingent upon proof that the employee is a U.S. citizen or has lawful authorization to work in the United States, and continued availability of funding.

Externally Funded Positions

Terms include any special conditions of employment such as a statement of funding availability for time-limited positions or ending date of employment, if temporary, must be noted in the letter of offer. Sample statements of special conditions are:

1. Funding for this position is through a grant/contract from (name of funding agency) for the period (date) to (date). Continued employment is contingent upon additional external funding.
2. This position is for the period (date) to (date) and is contingent upon continued availability of external funding.

Responsible Office and/or Policy Owner: Office of Human Resources

• Sample Letter of Offer – Contract Employee
• Sample Letter of Offer – Non-Contract Employee
• Sample Letter of Offer – Support Staff

Active

Change/Review/Approval Date:

Revised/Approved by Cabinet: 08/22/2013