The final responsibility and authority for the establishment of new positions and
employment of personnel resides with the President (or as maybe delegated to the vice
presidents and other university officials as the President designates). As a matter
of practice, advertising for employment for all positions other than faculty will
be done by the Office of Human Resources. The following provisions pertain to employment of all persons except faculty unless
faculty are specifically mentioned.
The President is authorized to approve exceptions to the provisions of this policy
when necessary to ensure completion of goals and objectives of the University.
Any individual holding a position of budget authority and responsibility such as a
vice president, dean, director, department head, or supervisor may initiate a request
for the establishment of a new position. If the request is disapproved by the division
head, it will not be submitted to the President for further consideration.
Permanent employment is defined as a regular employee who will be working for the
University on a full or part-time basis for a period exceeding twelve (12) months.
A new position must be approved by the Board of Trustees before an applicant can be
hired for any permanent position.
Temporary employment is defined as an employee who will be working for the University
on a full-time or part-time basis for a period which does not exceed twelve (12) consecutive
Unless an exception has been granted by the President or designee, temporary employees
will be paid at a rate which does not exceed the rate paid to permanent employees
with similar duties and responsibilities.
Temporary employees will not be employed longer than twelve (12) consecutive months.
After a fourteen (14) day break in employment has occurred, the employee may be rehired
if necessary using normal employment procedures.
Promotions, demotions, or transfers of personnel from within the institution or of
personnel from other State of Tennessee institutions can be used to fill an existing
permanent position that is currently vacant. In order to use one of these methods
the employee must meet all requirements for the new position. As these are non-competitive
actions, they can be approved only within the parameters of the institution's Affirmative
Action Plan and must be reviewed and certified by the Director of Equal Opportunity
and Affirmative Action. An exception to the above will be allowed if the promotion,
demotion, or transfer will assist the institution in meeting its goals for a given
category of employment. In addition, any vacant position created by that promotion
must be filled within the provisions of this Policy and applicable guidelines.
On occasion, there may be a requirement to fill a permanent position quickly because
of previously scheduled activities or a demanding workload. When these situations
occur, the position may be filled on an emergency basis without going through the
advertising process. Emergency hires can extend no longer than one year. At the
end of the year, or sooner if desired, the position must be advertised in order to
fill it on a permanent basis. Requests for emergency hire will be submitted via PeopleAdmin
as a Request to Fill an Existing Position (or such other mechanism as may be currently
designated for use by the Office of Human Resources) and plainly notating that the
request is for an emergency hire. Justification for the emergency hire will be documented
upon submission. The justification must clearly outline the reason an emergency hire
is necessary and explain any delays from the time the vacancy was identified until
submission of the request. The President will be the final approval on all emergency
Any student working on campus will be employed under the College Work-Study Program
(CWSP) or the General Campus Work Program (GCWP). The Student Financial Aid Office
assigns students working under CWSP and the Office of Human Resources assigns student
employment under GCWP.
General Campus workers may not be hired by a department if the department does not
have a General Campus position budgeted. If a department needs to employ unbudgeted
workers, they must first complete the budget revision process to transfer the needed
The process to hire CWSP can be found at http://www.apsu.edu/financialaid/FWS.htm
The process to hire GCWP can be found at http://www.apsu.edu/human-resources/student-workers
The Director of Equal Opportunity and Affirmative Action or his/her designee will review applications for all positions to assure that qualified applicants who
are members of underrepresented groups receive proper consideration in the selection
process and are not discriminated against in any way. Should there be an inadequate
representation of underrepresented and female applicants, it may be necessary to reopen
the search or extend the deadline for applications. Prior to interviewing applicants,
the list of persons to be interviewed will be provided to the Office of Equal Opportunity
and Affirmative Action. The Director of Equal Opportunity and Affirmative Action or
his/her designee will approve those applicants to be interviewed and may discuss with
the supervisor or search committee other applicants who are strong candidates in underrepresented
groups who were not previously selected to interview.
At the completion of the selection process for faculty, and administrative/professional
positions, , the hiring manager will attach via PeopleAdmin (or such other mechanism
as may be currently designated for use by the Office of Human Resources), the Interview
Notes/Evaluation Forms for all interviewed applicants and the and the Reference Check
Forms for all applicants interviewed in person. Three (3) references are required
for each applicant interviewed in person.
At the completion of the selection process for clerical/support positions, the hiring
manager will attach via PeopleAdmin (or such other mechanism as may be currently designated
for use by the Office of Human Resources), the Interview Notes/Evaluation Forms for
all interviewed applicants and the Reference Check Forms for the applicant recommended
for hire. Three (3) references are required for the applicant recommended for hire.
A recommendation to hire (Hiring Proposal) will not be sent to the appropriate hiring
authority until all the appropriate paperwork has been completed and has been reviewed
by the Office of Equal Opportunity and Affirmative Action.
Austin Peay State University requires job-related background information of final
candidates (including students) for specified positions and employees (including students)
who are appointed (including but not limited to hired, promoted, reclassified, or
transferred) into specified positions. This process is necessary to ensure that individuals
are selected who possess the qualifications to perform the duties of the position
most effectively and who are best able to serve the University. Background checks
may include but will not be limited to the confirmation of an individual's identity,
review of an individual's criminal conviction record, if any, or verification of any
license, certificate or degree required for appointment. The President (or such other
university officials as the President may delegate) shall designate positions requiring
background checks within the institution.
Appointment to or continued employment in a critical position is contingent upon
successful completion of a background check. Students being considered for internships,
assistantships, work-study, and/or regular employment in specified positions, are
also subject to this requirement. Any appropriate background check is completed prior
to appointing a person to a critical position. Should a check be initiated after
employment has begun, the results shall be used to assess the employee's suitability
for continued University employment.
Prior to beginning regular employment, all individuals are subject to an agency background
check. Employment contracts should state that employment is conditioned on a satisfactory
background check. The offer of a regular position is conditional upon the candidate's
successful completion of the agency background check. Whenever an offer is made in
writing, this conditional statement must be included. The Office of Human Resources
will determine and maintain the list of what types of checks will be required based
upon responsibilities of the position. Examples of positions (including those held
by students as internships, assistantships, work-study and/or regular employment)
which may require multiple types of checks include but are not limited to: positions
with access to master keys, positions with direct access to/or responsibility for
the institution's financial, payroll/ personnel, and or purchasing systems, positions
with responsibility for operation of APSU vehicles, child care positions, campus security,
and law enforcement positions, positions working in residence halls, positions which
require a professional license, the absence of which could expose the institution
to legal liability and/or adverse public reaction, internal auditor positions, and
The Office of Public Safety faxes or sends via software the "agency background check
request" to the background check agency. The background check agency will normally
respond within 24 to 48 hours of receipt of the form. The Office of Human Resources
will notify the hiring department of the job-related results.
Detention and/or arrest without conviction do not constitute valid grounds for employment
decisions and cannot play a part in the decision-making process. Only criminal convictions
will be considered in determining an applicant's suitability for employment. In determining
an applicant's suitability for employment where the applicant has criminal convictions
on his/her record, consideration will be given to the specific duties of the position,
the number of offenses and circumstances of each, the age of the conviction(s), and
the accuracy of the explanation on the application.
In all instances where information is obtained that would disqualify the candidate
for hire, the Office of Human Resources will discuss the information with the Vice
President for Legal Affairs and Strategic Planning to ensure the decision not to hire
is fair and legal based upon the information. The Fair Credit Reporting Act (FCRA) provides that written notice and the name of the background check agency be
given to individuals when employment is denied based upon information received from
the reporting agency.
The agency conducting the check will charge a fee for each check that is conducted.
The fee will automatically be charged to the department or office that is hiring the
The Office of Human Resources will serve as the custodian of the records for background
check results. Results on individuals who become employees should be kept in the
employee's personnel file. Background checks on individuals who do not begin employment
should be kept with the search material.
Scope of Delegation
The appointments and terminations which require the prior approval of the president:
All Vice Presidents or other executives reporting directly to the President (academic,
business, student affairs, etc.) including all interim appointments;
Directors and chairs of the Centers of Emphasis and Excellence, including interim
The President is authorized to appoint, determine the compensation and change of status
of, and terminate all other employees at the University subject to the provisions
of this and other relevant APSU policies and procedures and the Board approved Compensation
The president may delegate the foregoing authority to a designated person or persons
at the University provided that all appointments and compensation of faculty and administrative
personnel shall be subject to the approval of the president.
Subsequent references to the president of the University include the president or
his or her appropriate designee.
Notwithstanding any other policy or agreement, in the event of a severe state budget
shortfall or state impoundment, the President may reduce compensation across the board
for the remainder of the fiscal year, to mandate furloughs without pay and/or to reduce
the amount of time to be worked.
The President shall provide a notice to the Board which will include a description
of the campus constituent groups represented on the President’s committee advising
on the budget reduction process.
The President is authorized to appoint and employ personnel within the scope of delegation
provided in the section above for positions at the University which have been approved
by the Board in an operating budget (work program) at a level of compensation which
does not exceed the amount specified in the operating budget; provided that new appointments
to approved positions may be made at a level of compensation in excess of the amount
specified where funds are available.
No employment agreement, or contract, or letter of agreement shall be used in the
appointment or employment of personnel unless the form of agreement, contract, or
letter has been approved by the President.
New administrative positions shall not be established in the University’s administrative
organization, and no major change in the administrative organization of the University
shall be made, unless approved by the President.
The minimum qualifications for the appointment of faculty at the University shall
be the Minimum Rank Criteria for Professional Personnel in Instruction, Public Service,
and Research set forth in APSU Policy 1:025 and 2:063, which is incorporated herein by reference.
All part-time or temporary faculty must be appointed according to the provisions of
The minimum qualifications for the appointment of all personnel other than faculty
shall be determined by the president or designee, based upon the duties and responsibilities
of the position, and shall be recorded and maintained by the University, subject to
any minimum qualifications for personnel positions which may be established by the
Nature of Appointments
Faculty at the University shall be employed pursuant to the types of appointments
specified in APSU Policy 1:025 and 2:063, which is incorporated herein by reference.
Personnel other than faculty shall be appointed to serve at the pleasure of the president.
All full‑time personnel, including faculty, shall be required to devote a minimum
of 37.5 hours per week to the University, and shall maintain appropriate office hours
as determined by the president (or his or her designee)
The President is authorized to use flexibility as appropriate in determining the structure
of the work week for faculty to recognize variations from traditional instructional
formats such as afforded by online instruction, distance education, or other unique
methods of instructional delivery.
Calculation of the 37.5-hour week shall follow such guidelines as promulgated by the
Within the requirement of a minimum of 37.5 hours per week, faculty at the University
shall be required to carry a full teaching load, which shall be fifteen (15) credit
hours or the equivalent per term for undergraduate courses, twelve (12) credit hours
or the equivalent per term for graduate courses, two hundred and twenty-five (225)
non-credit contact hour or the equivalent per term. All equivalent teaching load
activities shall be subject to prior review and approval by the president (or his
or her designee).
In addition to the requirement of Section D above, full-time administrative personnel
shall be required to devote sufficient time to complete their assigned duties and
responsibilities. When administrative personnel are appointed on an academic year
basis, such personnel shall be required to devote sufficient time to fully perform
the administrative responsibilities for the academic year, including periods preceding
or following the academic year.
Personnel at the University who are appointed on an academic year basis shall be on
duty for not less than nine months, which shall commence from the time designated
by the president prior to the University's registration for the fall term of each
year through the time designated by the president at the end of the spring term, and
shall be subject to call for duty during that period regardless of whether classes
are in session.
The president is responsible for compliance with all federal and state laws and regulations,
and all APSU policies and directives, concerning compensation for employees, and compensation
for employees shall be subject to limitations imposed by the Board or the General
All regular full-time salaried personnel, whether on an academic or fiscal year appointment,
shall be paid twelve (12) monthly installments each year, provided that exceptions
may be made upon termination, or as approved by the President.
All full-time and part-time employees are required to participate in the automatic
deposit program for the direct deposit of their salaries. Each campus has the option
to require student workers to participate in the direct deposit program as long as
there is no charge to the student unless exempted by Federal Work Study Guidelines.
Part‑time instructional personnel shall be paid on the basis of the credit or non-credit
hours taught, pursuant to such guidelines and/or schedules as may be established by
The president shall ensure that all employees shall be paid equal wages or salaries
for equal work in positions the performance of which requires equal skill, effort
and responsibility, and which are performed under similar working conditions, except
where pay differentials are based upon:
a merit or evaluation system,
length of service, or
any other proper, non-discriminatory basis.
When any of the foregoing bases are relied upon to justify pay differentials for employees
in similar positions as described above, the basis and the attendant circumstances
shall be substantiated in writing and maintained by the University.
Overtime payments and compensatory time are available to employees not exempt from
the FLSA. The President is authorized to issue guidelines relative to the use of
compensatory time and payment of overtime and the rates pertinent to each.
The University shall develop policies and procedures for the administration of the
compensation system at the University subject to the approval of the President, and
subject to the Compensation Plan approved by the Board. This includes reclassifications
and degree changes.
Faculty members may be asked to temporarily assume administrative responsibilities
which entail moving from an academic year to a fiscal year contract with the assignment
of additional duties. This temporary appointment may be on a long-term or short-term
basis but is still considered a temporary appointment subject to this policy. This
does not apply when a faculty member is hired into a permanent administrative position
such as a deanship which requires a twelve-month contract.
Temporary administrative responsibilities may necessitate the awarding of an administrative
stipend in addition to the previously established salary. The stipend amount or any
other understanding concerning compensation must be set out in a newly-executed contract.
Should include a statement that the stipend is awarded as compensation for the additional
administrative responsibilities and will be removed at the time the administrative
responsibilities end; or
Should otherwise address how compensation would be affected at the end of an administrative
The awarding of an administrative stipend is an issue separate from that of conversion
from an academic year to a fiscal year basis. When the conversion is to take place,
the University should just convert the salary from the academic year contract by adding
25% and then adding any stipend amount determined necessary.
The following illustrates the procedure defined above.
A faculty member making $20,000 on an academic contract is converted to a fiscal year
contract at a salary of $25,000.
In addition, a $1,500 administrative stipend is added and so indicated because of
additional duties. The total amount of salary is then $26,500.
At the time the faculty member serving as administrator returns to a faculty position
on an academic year basis, the administrative stipend will end.
Then the base faculty salary is reduced to an academic year contract at a rate no
less than 80% of the fiscal year contract. The University may choose to exceed the
80% number on the basis of comparable faculty salaries, including rank, merit, length
of service, experience, degrees and yearly percentage increase in salary.
Changes of Status
The president is authorized to approve changes of status (i.e., transfers, promotions,
demotions, or other changes in duties or responsibilities) of personnel within the
scope of the delegation provided for in Scope of Delegation Section, provided that
when a change of status would cause the employee to be within the scope of positions
subject to approval of the President, the change of status will be subject to the
The president of the University may establish procedures for accomplishing promotions,
demotions, and transfers between institutions in such manner as to ensure fair and
equitable treatment to all personnel, and in accordance with established APSU policies.
Any such action must be taken within the parameters of the University's Affirmative
Action Plan, and must be reviewed and certified by the University’s Affirmative Action
Inter-institutional promotions, demotions, and transfers must be discussed and approved
by the appointing authorities of the two institutions concerned prior to any discussion
with the candidate. Any candidate promoted must meet all established minimum qualifications
as determined by the appointing authority.
Promotion of Faculty - The promotion of faculty shall be subject to APSU Policy 1:025 and 2:063.
Promotion of Non-faculty - Promotions of personnel other than faculty should be made
pursuant to established and written criteria developed by the University. Promotions
and transfers are an acceptable means of filling vacancies. However, such promotions
and transfers must be achieved within the parameters of the University affirmative
action plans. In addition, any vacant position created by that promotion must be filed
within the provisions of this Policy and applicable guidelines.
Terminations and Transfers - The president is authorized to terminate and transfer
all personnel within the scope of the delegation of authority, provided that terminations
of faculty shall be pursuant to the provisions of APSU Policy 1:025.
Termination for Gross Misconduct
Gross misconduct may include, but is not necessarily limited to:
Any act or omission which may seriously disrupt or disturb the normal operation of
Any work-related conduct which would subject the employee to criminal conviction;
Theft or dishonesty;
Destruction of University property;
Falsification of records;
Acts of moral turpitude;
Reporting for duty under the influence of intoxicants;
The illegal use, manufacture, possession, distribution, or dispensing of controlled
substances or alcohol;
Provoking a fight;
And/or such other similar acts involving intolerable behavior by the employee.
In determining eligibility for unemployment compensation benefits, the definition
of gross misconduct utilized by the Tennessee Department of Employment Security is
not affected by the definition outlined in this section.
In the case of gross misconduct, immediate disciplinary action up to and including
termination should be taken.
An employee suspected of theft of institutional property may not resign as an alternative
to discharge after the investigation has been completed.
Any exceptions to this requirement must be made by the President.
If the employee resigns during the investigation, the employment records must reflect
the situation at the date of resignation and the outcome of the investigation.
Refer to Leave Policy 5:020 regarding the loss of unused leave if termination of employment is due to gross misconduct.
Refer to T.C.A. §§ 8-35-124 and 8-50-807d for the loss of retirement benefits related
to gross misconduct termination.
Reduction in Force
The university shall develop a consistent and equitable method of notifying and terminating
faculty and non‑faculty employees in the event that a reduction in force, reorganization
or elimination of any occupational classification within a unit becomes necessary.
The method should include a written rationale to the reduction, review of the institution's
operations, identification of the functional area(s) affected, a review of the budgetary
implications involved, and development of the specific written criteria to be used
in identifying the duties that will be reassigned and/or eliminated in the event of
Only after specified functions/duties have been identified by unit heads and approved
by the president/director does the review of individual personnel begin.
Unit heads in consultation with human resources' staff will assess the specified areas
and the employees in those areas in order to make recommendations to the President
relative to the specific personnel changes to be made.
In making personnel recommendations to the President, the factors used in reaching
the recommended decisions may include, but are not limited to:
Length of service in the position and/or length of service at the institution or college;
Past written performance appraisals;
Functional needs of the unit; and
Qualifications needed to perform remaining duties of the affected units.
Prior to a final decision by the president/director and notification to the employees
and in consultation with the staff of General Counsel, the impact of the recommendations
shall be considered in light of non‑discriminatory requirements listed in Section
F of this policy.
In the event of one of the above actions, it is permissible to transfer qualified
individuals to vacancies at other departments/divisions, or State of Tennessee public
Written notification to the affected employees must be given as far in advance of
the effective date as possible.
Employees affected by a RIF must receive notification when vacancies occur for like
positions at their former campuses within 12 months of the RIF.
Absence from Duty - An employee who is absent from duty for more than three (3) consecutive
business days without giving notice to the appointing authority or appropriate manager
concerning the reason for such absence and without securing permission to be on leave
or who fails to report for duty or to the immediate supervisor or the appointing authority
within two (2) business days after the expiration of any authorized leave of absence,
absent unusual circumstances causing the employee's absence or preventing the employee's
return, is considered as having resigned not in good standing.
The President is expected to follow Board policies, affirmative action plans, and
fair employment practices when making appointments.
All appointments, regardless of salary, including promotions and transfers, must be
reviewed and certified by the Director of Equal Opportunity and Affirmative Action
or his/her designee prior to action.
Minimum Requirements for All APSU Appointments
The following actions or procedures are mandatory:
Establish an Affirmative Action Plan which sets goals for all categories of employment.
Develop appropriate recruitment and selection procedures to ensure fairness in employment.
Determine in a discussion with the Director of Equal Opportunity and Affirmative Action
whether the institution has met the affirmative action goal for the area or department
(job group in which the vacant position occurs).
Even if the institution has met the overall institutional goal in an employment category,
i.e., executive/administrative/managerial; faculty; professional non-faculty; secretarial/clerical/technical
and paraprofessionals; skilled crafts; service/maintenance, there may be a goal for
the area or department (job group) in which the vacant position is located which has
not been met.
For example, the overall institutional faculty goal of 4.5% black representation has
been met, but the vacancy is in the job group of Arts and Sciences.
Availability data in Arts and Sciences supports the affirmative action plan's goal
of 7.0% black representation, which is higher than the overall institutional goal.
In this case, the efforts to recruit for the Arts and Sciences position will be directed
toward qualified black candidates since the availability data shows the applicant
pool should contain some qualified black candidates.
A second example relates to the availability of women in the particular job group
The total institutional faculty goal for women is 40%, but a higher number of women
are available in the particular job group category.
Therefore, in both examples cited above affirmative action recruitment must occur.
In summary, the institution has an obligation to use the availability figures applicable
to the particular vacancy to recruit qualified minorities.
Prior to taking any recruitment action, the person directing the hire and/or the search
committee must submit to the Office of Equal Opportunity and Affirmative Action a
written recruitment plan.
There may be a standard plan for any EEO category which has been approved in advance.
EEO categories 4, 5, 6, and 7 may be more easily standardized.
There may be a need for occasional modification to this standard plan, depending on
the nature of the position and the availability data.
The plan includes, but is not limited to:
The proposed job description, which has been reviewed by the Office of Equal Opportunity
and Affirmative Action;
Method of directing the hire, i.e., individual supervisor or search committee;
Composition of the search committee and responsibilities of the members, i.e., direct
contacts, references, interviews, etc.;
An advertising plan, which provides the following:
Advertisement of the position in appropriate publications, and/or newspapers and/or
professional discipline-specific journals and/or the Tennessee Employment Security
Office; and/or the internet;
Requests for nominations, from professional organizations, discipline-related groups,
and organizations devoted to leadership training for the position;
Diverse membership on all search, selection, or advisory committees, when practicable;
Direct contacts to assure that underrepresented groups are aware of the vacancy and
are encouraged to apply.
Approval of the recruitment plan must be granted by the Director of Equal Opportunity
and Affirmative Action or his/her designee prior to the commencement of the recruitment
The applicant pool must generally reflect the availability data for the defined vacancy
in that discipline or field as determined by the appropriate job group in the institutional
affirmative action plan. Direct contacts will be required to assure the diversity
of protected groups in the applicant pool.
The Director of Equal Opportunity and Affirmative Action or his/her designee must
review all applicant pools and approve their composition prior to the scheduling of
In the case of appointments of adjunct faculty, equal employment opportunity efforts
must include advertisement to establish and build diverse pools from which adjunct
employees are chosen.
IMPORTANT: If the University has met its affirmative action goals, equal employment
opportunity is required. Race or sex cannot be used as a plus factor in hiring. However,
affirmative action efforts are appropriate in the recruitment process to assure a
representative pool. Discrimination on the basis of race, religion, color, national
origin, age, handicapped status, veteran status, or other illegal basis is a violation
The University believes that it is important to check references to limit employer
liability, verify information, and reduce cost of rehiring and retraining. Checks
will produce authenticity of information as it relates to such areas as work history,
credential problems and criminal backgrounds.
The University shall conduct appropriate and timely checks in conjunction with each
As an option, the University may choose to participate in a contract with a third
party vendor who conducts background screening and checks.
The University shall develop procedures which will include the specific types of checks
and specific positions included.
When using the third party vendor, the campus shall notify the applicant that a background
check will be conducted prior to conducting the background check.
Pursuant to this policy, where a transfer of funds is necessary for appointments with
compensation in excess of funds available, the transfer is subject to confirmation
by the President.
No approval is necessary unless the transfer of funds is from one functional area
to another; adjustments of line item salary amounts within a functional area may be
made by the president if sufficient funds are available, subject to applicable guidelines
Employment Agreements, Contracts and Letters of Agreement
The University may develop internal personnel transaction forms for administrative
purposes. These forms may relate to management information system and contain fiscal
and personnel data deemed necessary by the University.
Employment Agreements, Contracts and Letters of Agreement
Pursuant to this policy, the President or designee must approve employment agreements,
contracts, and letters of agreement used in the appointment and employment of campus
Approved provisions for personal, professional, consultant, and dual service agreements
are addressed in APSU Policy 4:013.
The nondiscrimination statement e must be included on all forms.
The language concerning the Drug Free Workplace Act must be included on all initial
In order to comply T.C.A. § 49-7-133 the following sentence must be included on all
“It is a Class A misdemeanor to misrepresent academic credentials.”
Attached are the following personnel transaction forms, which are recommended for
the use of institutions. Forms F-1 through F-8 (Exhibit 2 through 9) are for use in
connection with the employment of faculty; Form G-1 (Exhibit 10) for use in connection
with the employment of graduate assistants/graduate instructors; Forms S-1 through
S-4 (Exhibit 11 through 14) are for use in connection with the employment of all personnel
other than faculty. Form E-1 (Exhibit 17) is for use in connection with the employment
of all personnel. Following are explanatory notes concerning the use of the recommended
Form F-1, Notice of Tenure-Track Appointment and Agreement of Employment for Faculty,
is recommended for the initial employment of any faculty member in a tenure-track
appointment. Designate the salary rate by crossing through the word "monthly" or "annual"
as appropriate, and designate whether an academic or fiscal year appointment. Also,
designate the appropriate beginning and ending months for the pay period as found
in paragraph 2. Paragraph 8 should include any special conditions concerning the appointment,
such as the policy requirement for separate contracts or agreements with regard to
patents or copyrights, or such as any credit for prior service which is agreed to
by the institution [not to exceed three (3) years]. The same form may be used for
the re-employment of probationary faculty who are re-appointed in tenure-track appointments
following a break in service. In this situation, execution of the forms should be
timed in conformance with the institutions policy on notice of non-renewal, and specification
of the number of year’s creditable service should be included in paragraph 8.
Form F-2, Notice of Renewal of Tenure-Track Appointment for Faculty, should be sent
to all faculty on tenure-track appointments whose appointments will be renewed and
where no new special conditions concerning the appointment are necessary. Even though
renewal occurs automatically in the event a tenure-track appointee does not receive
notice of renewal by the proper date, it's required that renewal occur by affirmative
action rather than default, and that this notice be sent no later than the institution's
last date for notice of non-renewal. A signature line for the faculty member has been
added which must be signed and returned to be valid and binding. You may wish to incorporate
the content of Form E-1 when issuing this form rather than sending the Notice of Recommended
Salary at a later time; if so, you must make any necessary changes. Designate whether
an academic or fiscal year appointment.
Form F-3, Notice of Renewal of Tenure-Track Appointment and Amendment of Agreement
of Employment for Faculty, should be used to renew a tenure-track appointment where
an express amendment to the terms of the initial appointment, Form F-1, is deemed
necessary. You may wish to incorporate the content of Form E-1 when issuing this form
rather than sending the Notice of Recommended Salary at a later time; if so, you must
make any necessary changes. Designate whether an academic or fiscal year appointment.
Form F-4, Notice of Award of Tenure, is used to notify an employee that tenure has
been awarded. A notice of tenure must be given, and Form F-4 is a model of one you
may use. As indicated, you should note in which department, division, or academic
organizational unit the person is awarded tenure.
Form F-5, Notice of Non-Renewal of Appointment, is a notice of non-renewal. This notice
must be sent prior to the required date for notice of non-renewal, and should be hand
delivered or sent certified mail, return receipt requested; consult the University
policy or practice for the method for which notice will be affected. Also, refer to
APSU Policies 1:025, 2:063, 2:052 concerning when notices should be given.
Form F-6, Notice of Temporary Employment and Employment Agreement for Faculty, should
be used for the employment of all full-time non-tenure track faculty on temporary
appointments (Form F-8 should be used for employment of adjunct faculty and faculty
for the summer term). Regular part-time faculty percentage (60% appointment) may be
listed as a condition in paragraph 9. Designate the salary rate by crossing through
the word "monthly" or "annual" as appropriate. Renewal or non-renewal of these appointments
will not be subject to the same conditions as for tenure-track appointments, and the
form expressly provides that any renewal is subject to a subsequent written agreement.
The same form would be used each year for employment of temporary full-time faculty
for more than one year, not to exceed three years. Note that this form contains a
30-day notice provision in paragraph 8.
Form F-7, Notice of Term Appointment and Agreement of Employment for Faculty, is a
term appointment for full-time non-tenured faculty and applies only to the community
colleges and colleges of applied technology. This form was devised to help meet the
special problems of career/vocational programs where markets are volatile and changing
- examples: computer programming, legal assistant program, and some allied health
programs. In order to decide whether to use a temporary agreement, F-6, or a term
agreement, F-7, look at the projected need for the program. The term agreement is
to be used when the projected need is beyond three years, but not for a sufficient
time to create a tenure-track position. Designate the salary rate by crossing through
the word "monthly" or "annual" as appropriate.
Form F-8, Notice of Employment of Adjunct Faculty, will be used for the hiring of
adjunct faculty and summer term faculty. Adjunct faculty are temporary appointments
based on demand each semester, may be full or part-time and are not eligible for employment
benefits. The method of salary payment should be specified. No notice provision has
been included. For regular faculty, the institution should cross out paragraph 4 and
have the parties to the agreement initial. For tenured faculty teaching during the
summer, the institution should cross out paragraphs 4 and 6 and have the parties initial.
Form G-1, Notice of Agreement of Employment for Graduate Assistant/Instructor, will
be used for the hiring of graduate assistants/graduate instructors on a temporary
basis. The method of payment, length of the appointment, and whether full or part-time
should be specified.
Form S-1, Notice of Appointment and Agreement of Employment, should be used for all
regular staff except faculty. Notices of renewal and non-renewal are not necessary
for these appointments, and the appointments are subject to termination at any time
by the institution (see paragraph 4). Designate the salary rate by crossing through
the word "month" or "year" as appropriate. Please note the option to add additional
language to paragraph 2. Such statements need not be included if the employee is put
on notice of this practice through employee orientation or other employee information
documents given at the time of initial hiring.
Form S-2, Notice of Modified Fiscal Year Appointment and Agreement of Employment,
should be used to appoint regular administrative, clerical and support staff to modified
fiscal year appointments. Fill in the blank in paragraph 3 as appropriate. Designate
the salary rate by crossing through the word "month" or "year" as appropriate.
Form S-3, Notice of Temporary Employment and Agreement for Non-Faculty Administrative/Professional
and Clerical/Support, will be used for the hiring of non-faculty on a temporary basis
for employees who will work longer than 60 days and who do not work on an "as needed"
basis. The method of salary payment should be specified.
Form S-4, Notice of Termination, is the form notice of termination for non-faculty
personnel and provides no reason for termination whatsoever. Institutions may wish
to provide notice of the opportunity for an oral statement of the reason similar to
that specified in Form F-5 for faculty. It is assumed that employees should be aware
of the reasons for termination under an effective personnel system. Form E-1, Notice
of Recommended Salary, should be used to notify all personnel of the recommended salary
for the ensuing academic or fiscal year. Notice of the recommended salary is not included
in the notices of renewal for faculty since the recommended salary may not be known
at the time of such notices. However, you may wish to add the language of this form
to Forms F-2 and F-3.
Form V-1, Statement of Understanding/Agreement between Institution and Volunteer,
will be used for volunteer workers. In order for a volunteer worker in an institution
supported program to be eligible for reimbursement of the costs of defense in the
event of a claim arising out of their actions, the institution is required by T.C.A.
§ 8-42-101(3)(B) to register the name of the volunteer with the Tennessee Board of
Claims (Exhibit 15). If the institution fails to register the volunteer and the state
pays attorney fees or a judgment based on the volunteer's actions, cost and awards
will be funded through the institution's budget. In addition, if the volunteer is
a medical professional providing direct health care as a volunteer, he/she is only
considered a "state employee" under the defense reimbursement provisions for purposes
of medical malpractice.
Form E-1 Notice of Recommended Salary
New employees may receive reimbursement for immigration expenses when considered to
be in the interest of the institution and when such payment is a part of the employment
negotiation with a new employee or the relocation of a current employee from another
employer or institution.
Reimbursement/fee allowance for immigration fees must be approved in advance by the
President or his/her designee.
This provision applies only to candidates who are required to pay immigration fees
to work and live in the U.S.
No APSU employee may receive reimbursement more than once.
No payment shall be made unless the employee agrees in writing to remain in the service
of the institution for a period of twenty-four (24) months following the effective
date his/her employment agreement, unless separated for reasons beyond his/her control
and acceptable to the institution.
The service agreement statement should be maintained in the employee’s personnel file. In
case of a violation of such an agreement, any funds expended by the institution for
such allowance shall be recoverable from the employee as a debt due the institution
in the same manner as educational allowance payments (Exhibit 16).
Reimbursement shall be in the maximum amount of $4500 and shall not exceed the employee’s
actual, documented expenses. The allowance cannot be used to defray non-immigration-related
costs or any costs not associated with the individual employee’s immigration expenses.
Reimbursable fees include:
Fees charged by a licensed immigration attorney retained in connection with the application;
Permanent residence fee;
Fee for any application to enter the U.S.;
Fee for application to remain in the U.S.; and
Associated fees required in the application process, such as medical examinations,
fingerprinting, photo identification, postal/courier fees, and costs of evaluating
foreign academic credentials or translations of foreign documents.
The employee is responsible for making arrangements for representation, completion
of paperwork, assistance in the immigration process, and submission of all bills and/or
invoices for which reimbursement is sought.
Faculty may submit a claim for reimbursement by sending a request with original receipts
to the Provost.
The University shall develop and maintain adequate records to document all personnel
As provided in this policy, all transaction records for an employee must be maintained
as provided in APSU Policy 4:017.