X-29 Summer Faculty, Adjunct Instructors, Cooperating Teacher or Principal and Non-Credit Presneter/Instructor Appointment Procedure

NORTHWESTERN STATE UNIVERSITY
Personnel Actions

Appointment Procedures for Summer Faculty,
Adjunct Instructors,
Cooperating and Supervising Teacher or
Principal and Non-Credit Presenter/Instructor

I. Purpose and Scope: This procedure outlines the appointment/ employment process to be followed for Summer Faculty, Adjunct Instructor and Lecturer, Cooperating Teacher or Principal, Supervising Teacher or Principal and Non-Credit Presenter/ Instructor.

This procedure does not apply to services provided by individuals as supervising teachers and principals or cooperating teachers and principals when arrangements have been made with the appropriate school system/board to reimburse the school system/board for these duties performed by its employees.

II. Reference: Board of Supervisors for the University of Louisiana Systems Rules, University Personnel Hiring Procedures, Civil Service Rules & Regulations, Teachers' and Employees' Retirement Systems Rules, State of Louisiana and Federal Regulations.

NOTE: Summer faculty appointments are appointments for the purpose of teaching duties only. Any non-teaching positions for the summer must be budgeted and approved prior to the summer session in accordance with appointments procedures for the appropriate class of employment.

University Policy

All employment contracts for Summer Faculty, Adjunct Instructors and Lecturers, Cooperating and Supervising Teacher or Principal and Non-Credit Presenter/Instructor must be prepared and approved by the proper approving agents prior to the beginning of the semester. No individual employed in the above capacities will receive pay for services rendered without properly completed/approved time and attendance reports.

NOTE: The execution of the contract is contingent upon the class meeting the minimum number of students required by the Louisiana Board of Regents. It is the responsibility of the respective budget unit head to immediately notify Business Affairs - Human Resource Section if an individual under contract is not going to perform the service.

Retirement System Policy

Retirement contributions on earnings of current members of Teachers' Retirement System of Louisiana (TRSL) and Louisiana State Employees' Retirement System (LASERS) must be paid. It is the responsibility of the agency to identify and report these individuals and make the contribution. Failure to report current active retirement system members and make contributions on their earnings can result in penalties against the university.

It is the responsibility of the contractor (employee) and the agency (university) to report a TRSL/LASERS retiree when returning to work for the university. Failure to report such hiring will result in penalties against the university.

III. Procedure:

Budget Unit Head/Project Director

1. Completes the Summer Faculty, Part-Time Faculty and Extra Services Appointments form (Attachment #1) in accordance with the Instructions for Completion of Summer Faculty, Part-Time Faculty and Extra Services Appointments instructions and routes form to approving agent.

Approving Agent

2. Reviews and approves or disapproves request. If disapproved, returns with appropriate explanation.

Forwards to appropriate Vice President (if applicable).

NOTE: All "offers" are submitted to the Provost & Vice President for Academic Affairs for approval. Approval by vice presidents of other areas are required when the non-credit activity is within the vice president's area, i.e. camps, clinics, etc.

Appropriate Vice President (if applicable)

3. Reviews and approves or disapproves request. If disapproved, returns with appropriate explanation.

Forwards approved request to the Provost & Vice President for Academic Affairs.

Provost & Vice President for Academic Affairs

4. Reviews and approves or disapproves request. If disapproved, returns with appropriate explanation.

NOTE: Budgetary responsibility for Summer Faculty, Cooperating Teachers and Principals, Supervising Teachers and Principals, Adjunct Instructors and Adjunct Lecturers is the responsibility of the Provost & Vice President for Academic Affairs.

NOTE: Budgetary responsibility for Non-Credit Presenters/Instructors is the responsibility of the Budget Unit Head of the Budget Unit charged.

NOTE: All communication to the prospective employee concerning appointment offer is conditional upon the approval of the appropriate Vice President and/or the Provost & Vice President for Academic Affairs.

NOTE: Approval by the President is required on a case-by-case basis as determined by the appropriate vice president and/or the Provost & Vice President for Academic Affairs.

Prospective Employee

5. Indicates acceptance or rejection of conditions and terms of offer.

If rejected, signs and returns Form marked rejected.

If accepted, completes form in accordance with Instructions for Completion of Summer Faculty, Part- Time Faculty and Extra Services Appointments instructions and signs Form.

Completes appropriate "New Hire Packet" as provided and other appropriate information as required by the Provost & Vice President for Academic Affairs or other appropriate vice president.

Provost & Vice President for Academic Affairs

6. Forwards appropriate Time and Attendance Report and instructions for completion to employee.

7. Retains approved copy of Form.

8. Forwards approved Forms to Business Affairs.

Business Affairs

9. Receives approved Form from appropriate vice president.

Reviews all documentation for completeness, especially checking for compliance with Louisiana Revised Statutes and required retirement system information. Addresses any problems and/or deficiencies directly with the new employee. Places all employment papers in personnel file for employee.

Completes Human Resources, Position Control, Payroll and Accounting processes.

Reports appointment of personnel changes to the Board of Supervisors for the University of Louisiana System as follows:

. Summer School Appointments: Reported to the System Staff on a separate schedule by the Provost & Vice President for Academic Affairs.

. Adjunct Instructors; Reported monthly, after the fact, with the personnel changes to the System Office Staff.

 

NORTHWESTERN STATE UNIVERSITY
Instructions for Completion of
Summer Faculty, Part-Time Faculty
and Extra Services Appointments

Purpose: This form is used to request the appointment of Summer Faculty, Part-Time Faculty, including Adjunct Instructors, Adjunct Lecturers, Cooperating Teachers or Principals, Supervising Teachers or Principals, and Non-Credit Presenters/Instructors. The form is also used for approval of "Extra Services" duties for current employees.

Copies: It is the responsibility of each individual, "Approving Official/Officer" to make/retain file copies.

Routing: Project Director/Budget Unit Head completes appropriate sections of form and routes to "potential employee".

Project Director/Budget Unit Head completes appropriate sections, reviews, signs, dates and forwards to Approving Agent/Dean/Division Head.

Approving Agent/Dean/Division Head completes appropriate sections, reviews, signs, dates and forwards to Appropriate Vice President, if applicable. If not applicable, forwards to Academic Vice President.

If a current employee outside the Academic Vice President's area of responsibility is negotiating an extra-service appointment, the employee's Vice President must approve the appointment.

See NSU Fiscal Policy and Procedure manual, section X-24, Employee Involved in University Extra-Services Employment Activities for further information concerning "extra services appointments".

Appropriate Vice President reviews, signs, dates and forwards to Academic Vice President. If disapproved, returns to approving Agent/Dean/Division Head.

Vice President of Academic Affairs completes appropriate sections, reviews, signs, dates and forwards to the President, if applicable. If not applicable, forwards to Business Affairs. If disapproved, returns to appropriate Vice President or Approving Agent/Dean/Division Head.

"Potential employee" completes appropriate section and routes to Project Director/Budget Unit Head. If appointment is rejected, Project Director/Budget Unit Head voids form and files as needed.

If applicable, President reviews, signs, dates and forwards to Business Affairs. If disapproved, returns to Academic Vice President or appropriate Vice President.

DATA RESPONSIBILITIES
Summer Faculty, Part-Time Faculty
and Extra Services Appointments

Item # Description Responsibility
1 Form Number Budget Unit Head
2 Date Form Prepared Budget Unit Head
3 Name of Individual to be Employed Budget Unit Head
4 Type of Employment/Appointment Budget Unit Head
5 Class of Employee's Employment for Extra Services Budget Unit Head
6 Budget Unit Title and Account Number Entering into Agreement Budget Unit Head
7 Account Title be to Charged Budget Unit Head
8 Account Number Budget Unit Head
9 Object Code Budget Unit Head
10 Employment Period Budget Unit Head
11 Beginning and Ending Date for This Agreement Budget Unit Head
12 Grant, Contract, Other Agreement Award Period: Begin Date Budget Unit Head
13 Grant, Contract, Other Agreement Award Period: End Date Budget Unit Head
14 Salary Rate to be Paid Budget Unit Head
15 Payment Terms: Monthly, End of Semester, etc. Budget Unit Head
16 Duties to be Performed. Use attachment if necessary Budget Unit Head
17 Course and Section for Teaching Assignment Budget Unit Head
18 Course Hours for Courses Assigned Budget Unit Head
19 Estimated/Confirmed Class Enrollment Budget Unit Head
20 Campus/Site Where Course is Taught Budget Unit Head
21 Time Class is Scheduled, E.G. 8MWF, 5M, etc. Budget Unit Head
22 Total Number of Course Hours for this Agreement Budget Unit Head
23 Appointment Accepted or Rejected Individual/
Employee
24 Signature of Individual/Employee Accepting or Rejecting Appointment Offer, Including Date Individual/
Employee
25 Individual/Employee Social Security Number Individual/
Employee
26 Office or University Repr4esentative Form is to be Returned to From Individual or Employee Budget Unit Head
27 Date Form Should be Returned to Office or University Representative by Individual/Employee Budget Unit Head
28 Printed or Typed Name, Mailing Address and Contact Phone Number for Individual/Employee. Address Should be the Check Mailing Address Individual/
Employee
29 Signature and Date of Project Director/Budget Unit Head Recommending Appointment Project Director/Budget Unit Head
30 Signature and Date of Approving Agent or Dean Recommending Appointment Approving Agent/Dean
31 Signature and Date of Appropriate Vice President, Other Than the Academic Vice President Approving Appointment, if Applicable Appropriate Vice President
32 Signature and Date of Academic Vice President Approving Agreement Academic Vice President
33 Signature and Date of President Approving Appointment, if Applicable President
34 Human Resource System Code for Applicable Salary/Tax/Deductions, etc. Business Affairs
35 Current Status of Applicable Salary/Tax/Deduction, etc. Business Affairs
36 Status of Applicable Salary/Tax/Deductions, etc. After Change Business Affairs
37 FRS (Financial Records System) Object Code of Expenditure for This Appointment Business Affairs
38 HRS Earning Code Business Affairs
39 Payroll Cycle, etc. Affected by This Agreement Business Affairs
40 Job Code Business Affairs
41 Department Business Affairs
42 Position Number Business Affairs
43 Assignment Date: Beginning Date and Ending Date Business Affairs
44 Signature and Date of Human Resource Director or Designee Attesting to Proper Review of Appointment for Compliance, Accuracy, etc. Director of Human Resources
45 Signature and Date of Assigned Individual Who Entered Data Entry for Payroll Updates Business Affairs
46 Signature and Date of Assigned Individual Who Verified Data Entry for Payroll Updates Business Affairs
47 Budget Balance of Account to be Charged Before This Appointment Business Affairs
48 Budget Balance of Account to be Charged After This Appointment Business Affairs
49 Budget Entry Reference Number for Budget Entry Required by This Appointment Business Affairs
50 Signature and Date of Employee Assigned Budget Review Attesting Proper Budget Review and Action Has Occurred Business Affairs
51 Copies: Distribute per Instructions of Bottom of This Form Business Affairs