New Class 3 and Class 4 Employment Policy...

New Class 3 and Class 4 Employment Policy 60.1.5

Transition Guide and Implementation Schedule

University Human Resources | Class 4 Transition Guide and Implementation Schedule Revised 1/2012 Page | 1

TABLE OF CONTENTS

INTRODUCTION ....................................................................................................................................................... 3

HOW TO USE THIS GUIDE ........................................................................................................................................ 4

CATEGORIES OF TEMPORARY POSITIONS ............................................................................................................... 5

TRANSITION OPTIONS ............................................................................................................................................. 6

I. Work Schedules of Less than 20 Hours Per Week ‐ All Class 4 Employees ................................................. 6

II. Work Schedules of 20 or More Hours Per Week ‐ Class 4 Employees with Job Functions Comparable to 888 Job Titles (Service, Maintenance) ................................................................................................................ 6

III. Work Schedules of 20 or More Hours Per Week ‐ Class 4 Employees with Job Functions Comparable to Colt Job Titles (Clerical, Office, Library Assistant, Laboratory, Technical) ...................................................... 7

IV. Work Schedules of More than 20 Hours Per Week ‐ Class 4 Employees with Job Functions Comparable To Other Job Titles (Administrative, Supervisory, Professional, Research, Managerial) ............... 8

V. Seasonal Job Assignments – All Class 4 Employees .................................................................................... 8

CLASS 4 EMPLOYEES WITH MULTIPLE ASSIGNMENTS ............................................................................................ 9

IMPLEMENTING TRANSITION CHANGES ............................................................................................................... 10

UHR ROLE IN IMPLEMENTING TRANSITION CHANGES ......................................................................................... 11

INSTRUCTIONS FOR EMAILING SIGNED APPOINTMENT AND TERMINATION LETTERS ........................................ 13

CLASS 3 AND CLASS 4 POLICY IMPLEMENTATION SCHEDULE ............................................................................... 14

APPENDIX I ‐ HIRING UNIT TRANSITION IMPLEMENTATION CHECKLIST .............................................................. 16

APPENDIX II ‐ INSTRUCTIONS FOR COMPLETING CLASS 4 TRANSITION REPORT ................................................. 17

APPENDIX III – Generic Job Titles, Descriptions & Job Codes ............................................................................... 18

Class 3 Short‐term Temporary – Generic Job Titles, Descriptions & Job Codes ............................................... 18

Class 4 Casual – Generic Job Titles, Descriptions & Job Codes ......................................................................... 19

Class 4 Seasonal – Generic Job Titles, Descriptions & Job Codes ..................................................................... 20

APPENDIX IV – Forms ............................................................................................................................................ 21

Class 3 Classification and Recruitment Form .................................................................................................... 21



APPENDIX V – Appointment Letter Templates ..................................................................................................... 29

Appointment Letter Template – Transition, Class 3 Short‐term Temporary .................................................... 29

Appointment Letter Template – Transition, Class 4 Casual .............................................................................. 31

Appointment Letter Template – Transition, Class 4 Seasonal .......................................................................... 33

Termination Letter Template – Transition, Class 3 and Class 4 Appointment .................................................. 35


INTRODUCTION

The new Class 3 and Class 4 Employment Policy, 60.1.5 will be in effect on January 1, 2012. This policy replaces the Type 4 Employment Policy, 60.1.5. The implementation of the new policy will require all departments with Class 4 employees to transition these employees to a new employment status. Our goal is to make the transition process as simple as possible, by having UHR perform all HCM/Payroll data entry and conversion tasks. To this end, UHR has developed departmental Class 4 Transition Reports detailing active Class 4 employee information. Departments will select a transition option for each Class 4 employee in their unit, and send the completed report to UHR in accordance with the Implementation Schedule on pages 14 ‐15. The Class 4 Transition Report is the mechanism by which departments will initiate the transition process.

This guide details the transition options available to departments as they make determinations related to the employment status of existing Class 4 employees; the process and timelines to effect these changes; Class 3 and Class 4 position job titles and descriptions; and instructions on how to complete the Class 4 Transition Report. While the new policy is effective January 1, 2012, in order to assure that departments have sufficient time to work through transition plans and unique circumstances, a staggered implementation schedule has been developed. The staggered implementation schedule provides for employment status changes to be effected by division, across 4 payroll periods, during the spring of 2012.

At the conclusion of the new policy implementation, all Class 4 appointments will have to have been transitioned to a valid employment status, in accordance with the new policy. Existing employment records not transitioned to a valid Class 3 or Class 4 employment designation under the new policy will be purged from our system in accordance with the implementation schedule.

To assist hiring units during the transition implementation, a checklist of implementation steps have been provided within this guide.

As always, your HR Consultant will be available to assist you throughout the implementation process. In addition, please visit the Class 3 and Class 4 Employees website at http://uhr.rutgers.edu/Class3andClass4 for additional information and related documents, including a copy of the new policy.


http://uhr.rutgers.edu/Class3andClass4

HOW TO USE THIS GUIDE

This guide provides you with the information you will need to select the appropriate transition options for your current Class 4 employees under the new policy. It is important that you review and understand the content of each of these sections as they provide you with descriptions of these options, the review and approval process of your transition determinations by UHR, and the step‐by‐step processes to implement the approved actions.

Following is a summary of the sections in the guide to help you identify the information you wish to reference when making the transition determinations for your unit.

A. Categories of Temporary Positions (Page 5): Describes the Class 3 and Class 4 temporary position classes and their appointment duration for each of these categories.

B. Transition Options (Pages 6 ‐ 8): Explains the transition options available to convert your current Class 4 employees under the new policy. Determinations regarding the transition to the new policy should be consistent with departmental staffing needs and mission.

C. Class 4 Employees with Multiple Assignments (Page 9): Outlines the process for determining the

transition plan for any Class 4 employee with multiple assignments. Under the new policy temporary employees may only hold one university appointment at a time.

D. Implementing Transition Changes (Pages 10 ‐ 13): This section explains the role UHR plays in implementing the required payroll actions in the Human Capital Management (HCM)/Payroll system. It also outlines the steps that hiring units need to follow for selected transition decisions, the issuing of appointment and termination letters, and the process for emailing signed appointment and termination letters back to UHR in order to implement the transition changes.

E. Implementation Schedule (Pages 14 ‐ 15): Provides you with key implementation dates and

deadlines for your area. F. Appendix Documents (Pages 16 ‐ 35): Provides forms, charts, and letters you may need to use as

part of the transition process.

Additional resources available to hiring unit during the transition process are:

• Transition Implementation Checklist – Appendix I, page 16.

• Class 3 and Class 4 Employees website (http://uhr.rutgers.edu/Class3andClass4)

• Information Sessions will be held in New Brunswick, Camden and Newark to provide you with the details of the transition process, key due dates, and requirements. Please visit the Class 3 and Class 4 Employees website (http://uhr.rutgers.edu/Class3andClass4) to register.

Please contact your HR Consultant (848‐932‐3020) or HR representative in Camden (856‐225‐6475) or Newark (973‐353‐5500) with any questions or for assistance.




CATEGORIES OF TEMPORARY POSITIONS

The Class 3 and Class 4 Employment Policy provides for three distinct categories of temporary positions. The creation of these categories supports the workforce needs for staffing flexibility while remaining compliant with applicable laws, regulations, collective negotiation agreements and Rutgers’ policy.

Description Appointment Duration

Class 3 Short‐term Temporary

This appointment should be used for short‐ term assignments of 50% or greater effort. Non exempt Class 3 employees will receive overtime pay or compensatory time for hours worked over 40 hours per workweek. Class 3 employees are paid on a salary basis.

Consult the Class 3 and Class 4 Employment Policy for additional information.

Class 3 employees may be appointed for a period of up to one (1) year at a time, and have a maximum service limit of two (2) years including breaks in service of less than six (6) months.

Exception: Maximum temporary appointments will continue to conform with the applicable collective bargaining agreement for AFSCME 888 and COLT assignments (i.e., 9 and 16 months respectively).

Class 4 Casual

This appointment should be used for temporary assignments of less than 20 hours per week. Class 4 Casual employees may work a fixed, varied or intermittent schedule, and are paid on an hourly basis.

Class 4 Casual employees may be appointed for a period of up to one (1) year at a time, and are eligible for reappointment.

Class 4 Seasonal

This appointment should be used for seasonal assignments. Class 4 Seasonal employees are not restricted in the number of hours worked per week. Seasonal employees receive overtime compensation for time worked over 40 hours per week.

Class 4 Seasonal employees may be appointed for a period of up to six (6) months, and may be reappointed after a continuous break in Rutgers service of at least three (3) months.

Class 3 & Class 4 employees may only hold one (1) university appointment at a time.

For more detailed information regarding the Categories of Temporary Positions, be sure to review the Class 3 and Class 4 Employment Policy http://policies.rutgers.edu/PDF/Section60/60.1.5‐current.pdf.


http://policies.rutgers.edu/PDF/Section60/60.1.5-current.pdf


TRANSITION OPTIONS

As part of the implementation process for the new Class 3 and Class 4 Employment Policy, departments must make a determination regarding how to transition existing Class 4 employees based upon the options detailed in this section. The transition options available are based upon the individual employee’s current work schedule, the type of job functions performed, and/or the combined length of continuous service in a Type 4/ Class 4 position. In order to facilitate the transition process, UHR will provide a Transition Report detailing all Class 4 employees in your department. Determinations regarding the transition to the new policy should be consistent with departmental staffing needs and mission. Therefore, departments should carefully review each position detailed in the Class 4 Transition Report provided by University Human Resources.

I. Work Schedules of Less than 20 Hours Per Week ‐ All Class 4 Employees

LENGTH OF CURRENT APPOINTMENT

TRANSITION OPTIONS

All Lengths of Appointment

A. May create a Class 4 Casual position under the new policy, and appoint current Class 4 employee. Schedule may be fixed, varied or intermittent, but hours worked are limited to an average of less than 20 hours per workweek in each quarter (i.e., Jan 1 – Mar 31, Apr 1 – June 30, July 1 – Sept 30, Oct 1 – Dec 31).

B. May create a Class 3 Short‐term Temporary position and appoint the current Class 4 employee for up to 24 months from the date of the initial Class 3 appointment, if anticipated work schedule is 20 or more hours per workweek.1 Appointments may be up to full‐time.

C. If there is an expectation of continued employment beyond that which is permissible by the Class 3 and Class 4 Employment policy, for 20 or more hours per workweek, may create a new Class 1 Regular Staff position.2 Appointments may be up to full‐time.

D. May eliminate the position.

II. Work Schedules of 20 or More Hours Per Week ‐ Class 4 Employees with Job Functions Comparable to 888 Job Titles (Service, Maintenance)


TRANSITION OPTIONS

Over 9 Months A. May reduce workweek schedule to less than 20 hours per workweek, create a Class 4 Casual position under the new policy, and appoint current Class 4 employee. Schedule may be fixed, varied or intermittent, but hours worked are limited to an average of less than 20 hours per workweek per quarter.

B. If there is an expectation of continued employment beyond that which is permissible by the Class 3 and Class 4 Employment policy, for 20 or more hours per workweek, may create a new Class 1 Regular Staff position.2

Appointments may be up to full‐time.

C. May eliminate the position.

1 All AFSCME 888 and Colt contractual temporary appointment time limits apply as stipulated in the Class 3 and Class 4 Employment Policy – 60.1.5. 2 All contractual and policy posting and recruitment requirements apply.

Under 9 Months A. May reduce workweek schedule to less than 20 hours per workweek, create a Class 4 Casual position under the new policy, and appoint current Class 4 employee. Schedule may be fixed, varied or intermittent, but hours worked are limited to an average of less than 20 hours per workweek per quarter.

B. May create a Class 3 Short‐term Temporary position, and appoint the current Class 4 employee if it is anticipated that the work schedule will continue to be 20 or more hours per workweek.1 Appointments may be up to full‐time. The combined length of the Class 3 and the Class 4 appointments (including Type 4 service) must not exceed 9 months in accordance with the AFSCME 888 contractual limits, and the Class 3 and Class 4 Employment Policy 60.1.5 (II) (G).



III. Work Schedules of 20 or More Hours Per Week ‐ Class 4 Employees with Job Functions Comparable to Colt Job Titles (Clerical, Office, Library Assistant, Laboratory, Technical)


TRANSITION OPTIONS

Over 16 Months A. May reduce workweek schedule to less than 20 hours per workweek, create a Class 4 Casual position under the new policy, and appoint current Class 4 employee. Schedule may be fixed, varied or intermittent, but hours worked are limited to an average of less than 20 hours per workweek per quarter.

B. If there is an expectation of continued employment beyond that which is permissible by the Class 3 and Class 4 Employment policy, for 20 or more hours per workweek, may create a new Class 1 Regular Staff position.2

Appointments may be up to full‐time.


Under 16 Months A. May reduce workweek schedule to less than 20 hours per workweek, create a Class 4 Casual position under the new policy, and appoint current Class 4 employee. Schedule may be fixed, varied or intermittent, but hours worked are limited to an average of less than 20 hours per workweek per quarter.

B. May create a Class 3 Short‐term Temporary position, and appoint the current Class 4 employee if it is anticipated that the work schedule will continue to be 20 or more hours per workweek.1 Appointments may be up to full‐time. The combined length of the Class 3 and the Class 4 appointments (including Type 4 service) must not exceed 16 months in accordance with the AFSCME COLT contractual limits, and the Class 3 and Class 4 Employment Policy 60.1.5 (II) (G).



_________________________________



IV. Work Schedules of More than 20 Hours Per Week ‐ Class 4 Employees with Job Functions Comparable To Other Job Titles (Administrative, Supervisory, Professional, Research, Managerial)


TRANSITION OPTIONS

2 years & Over A. May reduce workweek schedule to less than 20 hours per workweek, create a Class 4 Casual position under the new policy, and appoint current Class 4 employee. Schedule may be fixed, varied or intermittent, but hours worked are limited to an average of less than 20 hours per workweek per quarter.

B. If there is an expectation of continued employment beyond that which is permissible by the Class 3 and Class 4 Employment policy, for 20 or more hours per workweek, may create a new Class 1 Regular Staff position.2 Appointments may be up to full‐time.


Less than 2 years A. May reduce workweek schedule to less than 20 hours per workweek, create a Class 4 Casual position under the new policy, and appoint current Class 4 employee. Schedule may be fixed, varied or intermittent, but hours worked are limited to an average of less than 20 hours per workweek quarter.

B. May create a Class 3 Short‐term Temporary position, and appoint the current Class 4 employee if it is anticipated that the work schedule will continue to be 20 or more hours per workweek.1 Appointments may be up to full‐time. The total length of the Class 3 Short‐term Temporary appointment may not exceed 24 months from the date of the initial Class 3 appointment, including breaks in service of less than 6 months.



V. Seasonal Job Assignments – All Class 4 Employees


TRANSITION OPTIONS

All Lengths of Appointments

A. May create a Class 4 Seasonal position under the new policy, and appoint current Class 4 employee. Seasonal appointments may be for a period of up to six months at a time, on a part‐time or full‐time basis. Reappointments are permissible after a 3 month continuous break in Rutgers service.

B. May eliminate the position.

_

________________________________



CLASS 4 EMPLOYEES WITH MULTIPLE ASSIGNMENTS

OPTIONS AND PROCESS

In order to ensure that Class 3 and Class 4 employees’ appointments comply with the State, Federal, and contractual mandates, under the new Class 3 and Class 4 Employment Policy an employee may only hold one Class 3 or Class 4 appointment at a time. Therefore, special consideration should be given when developing transition plans for Class 4 employees who have multiple assignments, as the assignments may be within one unit, or across different units throughout the university. Hiring units that have Class 4 employees with multiple assignments must determine which, if any, job will be transitioned under the new policy. Where applicable, the specifics relating to employees with multiple assignments within your unit have been provided in the Class 4 Transition Report, under the Multiple Assignment tab.

If a department’s Class 4 Transition Report includes employees with multiple assignments, the department should review the Multiple Assignment details, verify that appointments are valid and active, and contact their HR Consultant in order to coordinate an appropriate transition plan. The HR Consultant will provide assistance in evaluating which if any of the multiple assignments should continue, and guidance on completing the Class 4 Transition Report to assure that assignments, particularly across more than one unit, are transitioned in a well coordinated and timely manner.


IMPLEMENTING TRANSITION CHANGES

This section details the process hiring units must follow in order to implement the transition options selected for Class 4 employees within each department.

University Human Resources will transmit a Class 4 Transition Report which lists all active Class 4 employees within each hiring unit, along with instructions on completing the report. The completed reports should be transmitted to UHR in accordance with the Class 3 and Class 4 Policy Implementation Schedule on pages 14‐15. The data collected from the Class 4 Transition Report will be utilized to effect the employment status changes in accordance with the transition options designated by departments.

It is important to note that the report represents a snapshot of all active Class 4 employees in your department according to the Human Capital Management (HCM)/Payroll system, therefore, departments will have to manually update the Class 4 Transition Report for employees that do not appear on the report and designate the desired transition option for these employees and select a job classification code (i.e. title based on job functions).

Hiring units should enter their transition decisions into the Class 4 Transition Report following the instructions provided. The completed report is due to UHR according to the Class 3 and Class 4 Policy Implementation Schedule on pages 14‐15. The new policy is effective January 1, 2012, however, the actual implementation will be staggered across 4 payroll periods during the spring of 2012 to allow sufficient time to address special circumstances. Please refer to the Class 3 and Class 4 Policy Implementation Schedule for information related to implementation effective dates within your area.


UHR ROLE IN IMPLEMENTING TRANSITION CHANGES

I. Class 4 Casual Appointment

1. Your HR Consultant or Representative will review the department’s selected transition options

and approve selected classification job code for Class 4 employees.

2. Your HR Consultant or Representative will communicate classification results to hiring unit and advise the department regarding compliance requirements.

3. The hiring unit must then issue an appointment letter to the employee using the Class 4 Casual

Transition Appointment Letter template available at the Class 3 and Class 4 Employees website: http://uhr.rutgers.edu/Class3andClass4 and is also included in the Appendix for your reference. In order to effect the transaction, the signed appointment letter must be returned to UHR via email to [email protected] by the date specified for your unit under the Implementation Schedule (pages 14‐15). See Instructions for Emailing Signed Appointment and Termination Letters below for more information. UHR will not be able to authorize appointments without receipt of the signed appointment letter.

4. UHR will implement required payroll actions and upload appointment letters in the Human

Capital Management (HCM)/Payroll system.

II. Class 4 Seasonal Appointment 1. Your HR Consultant or Representative will review the department’s selected transition options

and approve selected classification job code for Class 4 employees.

2. Your HR Consultant or Representative will communicate classification results to hiring unit and advise the department regarding compliance requirements.

3. The hiring unit must then issue an appointment letter to the employee using the Class 4 Seasonal Transition Appointment Letter template available at the Class 3 and Class 4 Employees website: http://uhr.rutgers.edu/Class3andClass4 and is also included in the Appendix for your reference. In order to effect the transaction, the signed appointment letter must be returned to UHR via email to: [email protected] by the date specified for your unit under the Implementation Schedule (pages 14‐15). See Instructions for Emailing Signed Appointment and Termination Letters below for more information. UHR will not be able to authorize appointments without receipt of the signed appointment letter.

4. UHR will implement required payroll actions and upload appointment letters in the HCM/Payroll system.

III. Class 3 Short‐term Temporary Appointment 1. The hiring unit submits a completed Class 3 Short‐term Appointment – Classification and

Recruitment Form (C3 CARF) and organization chart through the Applicant Tracking System (ATS).

2. In an expedited process, HR Consultant will determine appropriate classification for Class 3 positions in hiring unit.



mailto:[email protected]



https://uhr.rutgers.edu/atsadmin/HireLogin.aspx?rtnurl=https%3a%2f%2fuhr.rutgers.edu%2fatshire%2fPostings.aspx%3fpst_num%3d

3. The HR Consultant or Representative will communicate classification results to hiring unit and advise the department regarding compliance requirements.

4. The hiring unit may then issue an appointment letter to the employee using the Class 3 Transition Appointment Letter template link available at the Class 3 and Class 4 Employees website: http://uhr.rutgers.edu/Class3andClass4 and is also included in the Appendix for your reference. In order to effect the transaction, the signed appointment letter must be returned to UHR via email to [email protected] by the date specified for your unit under the Implementation Schedule (pages 14‐15). See Instructions for Emailing Signed Appointment and Termination Letters below for more information. UHR will not be able to authorize appointments without receipt of the signed appointment letter.

5. UHR will implement required payroll actions and upload appointment letters in the HCM/Payroll system.

IV. Class 1 Regular Staff Appointment 1. The hiring unit will enter request for position to be classified and posted via the Applicant

Tracking System (ATS) by submitting a Classification and Recruitment Form (CARF) http://uhr.rutgers.edu/documents/CARForm‐ATS.doc and organization chart. Applicable aligned and non‐aligned classifications, posting requirements and recruitment process must be followed.

2. In an expedited process, the HR Consultant or Representative will determine appropriate classification for Class 1 position and provides classification results to hiring unit. The Class 1 expedited classification process will be available only during the Class 4 transition period.

3. Hiring unit must follow all applicable contractual and policy posting and recruitment requirements. Your HR Consultant is available to assist with this process.

4. Employee must meet the minimum requirements of the position, and must apply if the position is posted. Hiring unit follows the appropriate selection, offer and appointment process available at the UHR website at http://uhr.rutgers.edu/stf/HiringTK.htm.

5. If selected, the hiring unit designated HR Preparer must terminate the Class 4 appointment and initiate the new hire in the HCM/Payroll system by completing the Class 1 New Hire Template. An offer letter signed by the selected candidate must be attached as part of this process.

V. Position Elimination 1. The hiring unit will complete Class 4 Transition Report and designate a transition option of

“termination”.

2. The hiring unit will issue a termination letter to the employee using the Class 3 and Class 4 Appointment Termination Letter template. In order to effect the transaction, a copy of the letter must be returned to UHR via email to [email protected] by the date specified for your unit under the Implementation Schedule below. See Instructions for Emailing Signed Appointment and Termination Letters below for more information. UHR will not be able to effect this action without receipt of the copy of the termination letter issued to the employee.

3. UHR will implement required payroll actions and upload appointment termination letter in the HCM/Payroll system as part of this process.






http://uhr.rutgers.edu/documents/CARForm-ATS.doc

http://uhr.rutgers.edu/stf/HiringTK.htm


INSTRUCTIONS FOR EMAILING SIGNED APPOINTMENT AND TERMINATION LETTERS

The HCM/Payroll System requires that appointment letters be attached to employee appointment actions. In order to authorize appointments, the signed appointment letters must be scanned and returned to UHR via email to [email protected]. Copies of termination letters issued to employees must also be sent to this email address. The email must include:

• The following subject line: Appointment/Termination Letter – [Insert Hiring Unit Name] • Each Appointment or Termination letter must be attached to the email as a separate PDF document to

allow UHR to attach each letter to the appropriate individual transaction.

Contact your HR consultant or Representative for assistance with this process.



CLASS 3 AND CLASS 4 POLICY IMPLEMENTATION SCHEDULE

Divisions

Transition Report

Distributed

Transition Report Due

Signed Appointment

Letter Emailed Back

to UHR

Effective Date of Transition Action/Appt Begin Date

Phase I ‐ Pilot Group Bloustein Sch of Planning & Public Policy 11/28/2011 1/4/2012 2/1/2012 2/18/2012 Division of Continuing Studies, VP 11/28/2011 1/4/2012 2/1/2012 2/18/2012 Graduate Sch of Education 11/28/2011 1/4/2012 2/1/2012 2/18/2012 Camden Chancellor 11/28/2011 1/4/2012 2/1/2012 2/18/2012 VP for Admin & Public Safety 11/28/2011 1/4/2012 2/1/2012 2/18/2012 Phase II ‐ Group 1 Assoc VP Academic Affairs ‐ Arts & Humanities 1/27/2012 3/2/2012 4/2/2012 4/14/2012 CABM 1/27/2012 3/2/2012 4/2/2012 4/14/2012 Center for Alcohol Studies 1/27/2012 3/2/2012 4/2/2012 4/14/2012 Center for Internatl Fac & Student Svcs 1/27/2012 3/2/2012 4/2/2012 4/14/2012 Center for Operations Research 1/27/2012 3/2/2012 4/2/2012 4/14/2012 DIMACS 1/27/2012 3/2/2012 4/2/2012 4/14/2012 Eagleton Institute of Politics 1/27/2012 3/2/2012 4/2/2012 4/14/2012 EOHSI 1/27/2012 3/2/2012 4/2/2012 4/14/2012 Ernest Mario School of Pharmacy 1/27/2012 3/2/2012 4/2/2012 4/14/2012 Office of EVPAA 1/27/2012 3/2/2012 4/2/2012 4/14/2012 International Global Affairs 1/27/2012 3/2/2012 4/2/2012 4/14/2012 Inst for Women's Leadership 1/27/2012 3/2/2012 4/2/2012 4/14/2012 Institute of Health, Hth Care Pol & Aging Research 1/27/2012 3/2/2012 4/2/2012 4/14/2012 Jane Voorhees Zimmerli Art Museum 1/27/2012 3/2/2012 4/2/2012 4/14/2012 Lab for Surface Modification 1/27/2012 3/2/2012 4/2/2012 4/14/2012 Sch of Arts & Sciences 1/27/2012 3/2/2012 4/2/2012 4/14/2012 Sch Communication & Information 1/27/2012 3/2/2012 4/2/2012 4/14/2012 Sch of Mgmt & Labor Relations 1/27/2012 3/2/2012 4/2/2012 4/14/2012 Sch of Social Work 1/27/2012 3/2/2012 4/2/2012 4/14/2012 University Press 1/27/2012 3/2/2012 4/2/2012 4/14/2012 VP for Promoting Women in Science 1/27/2012 3/2/2012 4/2/2012 4/14/2012 Waksman Inst of Microbiology 1/27/2012 3/2/2012 4/2/2012 4/14/2012 Vice President for Enrollment 1/27/2012 3/2/2012 4/2/2012 4/14/2012 Vice President for University Budgeting 1/27/2012 3/2/2012 4/2/2012 4/14/2012 Vice President for Research and Graduate Education 1/27/2012 3/2/2012 4/2/2012 4/14/2012 Phase II ‐ Group 2 Mason Gross Sch of the Arts 1/27/2012 3/2/2012 4/16/2012 4/28/2012 Undergraduate Education 1/27/2012 3/2/2012 4/16/2012 4/28/2012 Grad Sch of Applied & Prof Psychology 1/27/2012 3/2/2012 4/16/2012 4/28/2012 Newark Chancellor 1/27/2012 3/2/2012 4/16/2012 4/28/2012 Senior Vice President for Finance and Administration 1/27/2012 3/2/2012 4/16/2012 4/28/2012

University Controller 1/27/2012 3/2/2012 4/16/2012 4/28/2012



Divisions

Transition Report

Distributed

Transition Report Due

Signed Appointment

Letter Emailed Back

to UHR

Effective Date of Transition Action/Appt Begin Date

Vice President for Faculty & Staff Resources 1/27/2012 3/2/2012 4/16/2012 4/28/2012 Vice President for Information Technology 1/27/2012 3/2/2012 4/16/2012 4/28/2012 VP of Facilities & Capital Planning 1/27/2012 3/2/2012 4/16/2012 4/28/2012 University Procurement 1/27/2012 3/2/2012 4/16/2012 4/28/2012

Phase II ‐ Group 3 Student Affairs, VP 1/27/2012 3/2/2012 4/30/2012 5/12/2012 President 1/27/2012 3/2/2012 4/30/2012 5/12/2012

Intercollegiate Athletics 1/27/2012 3/2/2012 4/30/2012 5/12/2012 President's Office 1/27/2012 3/2/2012 4/30/2012 5/12/2012 Office of the Secretary 1/27/2012 3/2/2012 4/30/2012 5/12/2012 General Counsel 1/27/2012 3/2/2012 4/30/2012 5/12/2012 State Relations 1/27/2012 3/2/2012 4/30/2012 5/12/2012 Foundation 1/27/2012 3/2/2012 4/30/2012 5/12/2012 University Relations 1/27/2012 3/2/2012 4/30/2012 5/12/2012

Phase II ‐ Group 4 Sch of Environmental & Biological Sciences 1/27/2012 3/2/2012 5/14/2012 5/26/2012 University Librarian 1/27/2012 3/2/2012 5/14/2012 5/26/2012 Sch of Engineering 1/27/2012 3/2/2012 5/14/2012 5/26/2012

APPENDIX I ‐ HIRING UNIT TRANSITION IMPLEMENTATION CHECKLIST

This Checklist outlines the process hiring units must follow to implement transition options selected for their current Class 4 employees.

1. All temporary appointments effective on or after 1/1/2012 conform to the new policy.

2. Hiring Unit receives Transition Report, Transition Guide and Implementation Schedule, and attends a Class 3 & 4 Information Session.

3. Hiring Unit develops a transition plan which details transition options for all current Class 4

employees/positions, and confers/coordinates with HR consultant as necessary.

4. Hiring Unit completes Transition Report and forwards to UHR according to Implementation Schedule. In addition to completed Transition Report:

• Class 3 Conversion Option – Submit Class 3 CARF and organization chart through Applicant Tracking System

• Class 1 Conversion Option – Submit Class 1 CARF and organization chart through Applicant Tracking System

5. HR Consultant or Representative reviews transition options and approves selected

classification job codes.

6. HR Consultant or Representative communicates classification results to hiring unit and advises regarding compliance requirements.

7. Hiring Unit issues appointment letters using template. Employee signs appointment letter

and completes Ethics requirements.

8. Hiring Unit emails scanned, signed appointment letter to UHR via [email protected].

9. If position is eliminated, Hiring Unit issues termination letter to employee using template.

10. If transitioning to Class 3 or Class 1 salary position, Hiring Unit ensures all hours worked as

Class 4 are submitted into HCM/Payroll.

11. Transition to Class 1 Staff positions follows applicable classification and recruitment requirements.

12. UHR implements payroll actions and attaches appointment letters for Class 3 and Class 4 appointments in HCM/Payroll.



APPENDIX II ‐ INSTRUCTIONS FOR COMPLETING CLASS 4 TRANSITION REPORT

All Type 4 employees were transitioned to a generic “Class 4” temporary employee category as part of the RIAS III conversion pending the implementation of the new Class 3 and Class 4 Employment Policy. Implementation of the new Class 3 and Class 4 Employment Policy will require hiring units to make determinations for existing Class 4 employees to the new structure (i.e. Class 3 Short‐term Appointee, Class 4 Casual, or Class 4 Seasonal); to a Class 1 staff position; or to eliminate the position.

In order to facilitate the transition of Class 4 employees under the new Class 3 and Class 4 Employment Policy 60.1.5. (http://policies.rutgers.edu/PDF/Section60/60.1.5‐current.pdf), hiring units have been provided with a Class 4 Transition Report roster of their active Class 4 employees. Hiring units should enter their transition decisions into the report following the instructions below. The completed Class 4 Transition Report is due to your HR Consultant or HR Representative in accordance with the Class 3 and Class 4 Policy Implementation Schedule on pages 14‐15.

STEP 1: Review Transition Guide Review Class 4 Transition Guide and Implementation Schedule in order to develop an implementation plan consistent with your unit’s temporary workforce needs.

STEP 2: Review and Complete the Class 4 Transition Report

A. Review the Class 4 Transition Report which includes all active Class 4 employees in hiring unit(s). It is important to note that under the new policy only one (1) temporary appointment is permitted. The report includes a Multiple Assignment tab listing Class 4 employees with multiple assignments. Review page 9 for Multiple Assignment procedures.

B. Fill in each applicable column with the information below for each Class 4 employee:

Transition Options – Select appropriate transition option from drop down list: Class 4 Casual Class 4 Seasonal Class 3 Short‐term Employee Class 1 Regular staff Position Elimination

Job Code – Once the transition option is selected, the corresponding job code drop down list will be available for selection. Review the Generic Job Titles, Descriptions and Job Codes summaries to select the appropriate job code in Appendix III, pages 18 – 20, for Class 3 Short‐term Temporary; Class 4 Casual; and Class 4 Seasonal.

Appointment Begin Date – Enter effective date according to the Class 3 and Class 4 Policy Implementation Schedule on pages 14‐15.

Appointment End Date – Enter end date of appointment. End date required for: Class 3 Short‐term Temporary Class 4 Casual/Seasonal appointment Position Elimination

Hours Worked per Week – Enter the number of hours worked per week. If hours are varied or intermittent, enter the anticipated average hours worked per week. This field is required for the implementation of the selected option.

Rate of Pay – Enter the appropriate rate of pay Class 4 Casual or Seasonal – enter hourly rate of pay Class 3 Short‐term Temporary – enter annualized salary

Seasonal Breaks – List anticipated months of break in service. Complete only for seasonal appointments. Three (3) months of continuous break in Rutgers service is required.

Comments – Enter additional job duties or any comments, if applicable.

HR Approval – For UHR Use Only

STEP 3: Implement Appointment Changes

Your transition plan will be utilized to implement your decisions. Please submit the completed report electronically to your HR Consultant or Representative in accordance with the Class 3 and Class 4 Policy Implementation Schedule on pages 14‐15.

For questions or assistance, please contact your HR Representative: HR Consultant ‐ New Brunswick 848‐932‐3020 http://uhr.rutgers.edu HR Representative ‐ Newark 973‐353‐5500 http://hr.newark.rutgers.edu HR Representative ‐ Camden 856‐225‐6475 http://hr.camden.rutgers.edu


http://policies.rutgers.edu/PDF/Section60/60.1.5-current.pdf

http://uhr.rutgers.edu/

http://hr.newark.rutgers.edu/

http://hr.camden.rutgers.edu/

APPENDIX III – Generic Job Titles, Descriptions & Job Codes

Class 3 Short‐term Temporary – Generic Job Titles, Descriptions & Job Codes

Class 3 Job Code

Generic Job Title Generic Job Description Job Requirements

03330 Salaried Non‐

Exempt

Clerical Assistant

Under general guidance and direction, provides general clerical/office or library support to unit management such as filing, opening mail; word processing; receptionist duties; basic bookkeeping, calculating and posting charges to departmental accounts, operating basic office equipment, e.g., photocopier, facsimile, multi‐line phone/voicemail systems, and basic computer programs. May sort and check out library materials and process books and periodicals. Duties vary widely by department.

For entry‐level positions: High school diploma or equivalent.

For all other positions: High school diploma or equivalent, and/or up to 4 years of relevant office, clerical, bookkeeping, library assistant or related experience depending on duties to be performed. An equivalent combination of education and/or experience may be substituted for the experience requirement.


Exempt

Laboratory/ Technical Assistant

Under general guidance and direction, provides basic level laboratory and/or technical support duties involving the application of scientific research methods and techniques. Performs multistage purifications, other assays, and tests; propagates specimens and cell cultures; prepares tissues, chemicals, and/or living subjects for testing and performs related duties as assigned. May perform other technical support duties in disciplines such as engineering, or information technology.

Requires a bachelor’s degree in a scientific/technical discipline, or an equivalent combination of education and/or relevant laboratory technician or research study experience carrying out research protocols and tests, or other technical work may be substituted for the degree.


Exempt

Service/ Maintenance

Worker

Under general guidance and direction, provides maintenance/ service duties of routine general maintenance, custodial, grounds, services to clean repair and maintain University facilities, grounds, furnishings and equipment. May perform duties such as dining/cooking, security, transportation, parking duties or other similar work. May perform group leading duties.

For entry‐level positions, no experience is required.

For all other positions, requires a high school/vocational school education or equivalent experience depending on the duties to be performed, in general custodial/maintenance/repair work including plumbing, electrical and/or carpentry areas; security; cooking; transportation; or other related experience. May also require a valid driver's license and two years driving experience.


Exempt

Unit Administrator/

Specialist

Provides support to unit management by organizing and coordinating daily unit operations. Coordinates the administration of programs, projects, and/or processes. Prioritizes work, resolves routine conflicts and issues, prepares and implements administrative guidelines and procedures, and provides oversight and facilitation. Provides routine and non‐routine information and explanations to clients. May create informational materials; provide supporting research, analysis, and proposal data; prepares, processes, and controls records, statistics, reports, and document. May schedule, arrange and coordinate design and logistics for events and meetings; and completes other work assigned. May perform duties in functions such as accounting or information technology.

Requires a bachelor’s degree in a related field, or an equivalent combination of education and/or experience. Requires up to two years relevant experience in an administrative function, good communication and interpersonal skills, and computer literacy.

03334 Salaried Exempt

Professional/ Research/ Manager

Provides overall management and supervision of the daily operations, staff and performance of a complex academic, research, operational, or administrative university unit. Ensures accurate and timely processing of requests and actions, and professional service to clients. Develops, restructures, and supervises the implementation of procedures and processes. May provide oversight, facilitation, and supervision of academic support and policy interpretation; purchasing, personnel, space and facilities planning; major event design, promotion, and implementation; and may oversee business processes. Performs seasoned professional‐level work that requires specialized to general knowledge.

‐ OR ‐

Provides professional, research or technical management of assigned duties and assures that program(s) proceed as planned. Communicates and collaborates with numerous individuals to maintain involvement in all facets of the project; accountable for major project decisions, protocols, metrics, and client satisfaction. Demonstrates leadership role in forming and maintaining productive working relationships. May manage professional and paraprofessional staff and motivate groups to implement the strategy of the organization. Develops procedures for reporting and is responsible for protocol development and/or approvals. May be recognized as a subject matter expert and acts as a consultant to faculty or staff.

Requires a bachelor’s degree in a related field, or an equivalent combination of education and/or experience. Also requires a minimum of three to five years of relevant professional experience in an administrative and/or supervisory function, excellent communication skills, and computer literacy.

‐ OR ‐

Requires a bachelor’s degree or an equivalent combination of education/experience in the discipline. A master’s degree in a specialized discipline may be required, particularly in research, project management or managerial positions. Also requires a minimum of five years experience and/or increasing functional responsibility in a leadership/managerial role. With a master’s degree requirement, a minimum of three years of related experience is acceptable. Excellent communication skills and computer literacy.


Class 4 Casual – Generic Job Titles, Descriptions & Job Codes

Class 4 Casual Job Code Generic Job Title Generic Job Description Job Requirements

04440 Hourly

Clerical Assistant Casual

Under general guidance and direction, provides general clerical/ office or library support to unit management such as filing, opening mail; word processing; receptionist duties; basic bookkeeping, calculating and posting charges to departmental accounts, operating basic office equipment, e.g., photocopier, facsimile, multi‐line phone/voicemail systems, and basic computer programs. May sort and check out library materials and process books and periodicals. Duties vary widely by department.



04441 Hourly

Laboratory/ Technical Assistant Casual

Under general guidance and direction, provides basic level laboratory and/or technical support duties involving the application of scientific research methods and techniques. Performs multistage purifications, other assays, and tests; propagates specimens and cell cultures; prepares tissues, chemicals, and/or living subjects for testing and performs related duties as assigned. May perform other technical support duties in disciplines such as engineering or information technology.

Requires a bachelor’s degree in a scientific/technical discipline, or an equivalent combination of education and/or relevant laboratory technician or research study experience carrying out research protocols and tests, or other technical work may be substituted for the degree.

04442 Hourly


Worker Casual

Under general guidance and direction, provides maintenance/ service duties of routine general maintenance, custodial, grounds, services to clean repair and maintain University facilities, grounds, furnishings and equipment. May perform duties such as dining/cooking, security, transportation, parking duties or other similar work. May perform group leading duties.


For all other positions, requires a high school/vocational school education or equivalent experience depending on the duties to be performed, in general custodial/maintenance/repair work including plumbing, electrical and/or carpentry areas; security; cooking; transportation; or other related experience. May also require a valid driver's license and two years driving experience.

04443 Hourly

Unit Administrator/

Specialist Casual



04444 Hourly

Professional/ Research/ Manager Casual


‐ OR ‐



‐ OR ‐



Class 4 Seasonal – Generic Job Titles, Descriptions & Job Codes

Class 4 Seasonal Job Code Generic Job Title Generic Job Description Job Requirements

04610 Hourly

Clerical Assistant

Seasonal

Under general guidance and direction, provides general clerical/office or library support to unit management such as filing, opening mail; word processing; receptionist duties; basic bookkeeping, calculating and posting charges to departmental accounts, operating basic office equipment, e.g., photocopier, facsimile, multi‐line phone/voicemail systems, and basic computer programs. May sort and check out library materials and process books and periodicals. Duties vary widely by department.



04620 Hourly

Laboratory/ Technical Assistant Seasonal

Under general guidance and direction, provides basic level laboratory and/or technical support duties involving the application of scientific research methods and techniques. Performs multistage purifications, other assays, and tests; propagates specimens and cell cultures; prepares tissues, chemicals, and/or living subjects for testing and performs related duties as assigned. May perform other technical support duties in disciplines such as engineering or information technology.

Requires a bachelor’s degree in a scientific /technical discipline, or an equivalent combination of education and/or relevant laboratory technician or research study experience carrying out research protocols and tests, or other technical work may be substituted for the degree.

04630 Hourly


Worker Seasonal

Under general guidance and direction, provides maintenance/service duties of routine general maintenance, custodial, grounds, services to clean repair and maintain University facilities, grounds, furnishings and equipment. May perform duties such as dining/cooking, security, transportation, parking duties or other similar work. May perform group leading duties.


For all other positions, requires a high school/vocational school education or equivalent experience depending on the duties to be performed, in general custodial/maintenance/repair work including plumbing, electrical and/or carpentry areas; security; cooking; transportation ;or other related experience. May also require a valid driver's license and two years driving experience.

04640 Hourly

Unit Administrator/

Specialist Seasonal



04650 Hourly

Professional/ Research/ Manager Seasonal


‐ OR ‐



‐ OR



APPENDIX IV – Forms

Class 3 Classification and Recruitment Form

Complete the Class 3 Classification and Recruitment Form (C3 CARF) and submit with department organization chart to the Applicant Tracking System (ATS) for Class 3 Short‐term Temporary Appointments. Refer to Class 3 and Class 4 Employment Guidelines and website.

Select Status: New Hire: Change in Job Duties (Reclassification): Current Job Code & Title: Proposed Job Code & Title: 1. Position Summary

Provide a brief summary that expresses the primary role or reason the job exists.

2. Job Description Briefly list and describe in order of importance, the key duties for this position. For each key duty state in a few words:

• What are the expected outcomes • How are the key duties performed

Please identify the percent of time spent on each.

% 1.

% 2.

% 3.

3. Education, Experience, Skills, and Special Conditions: Please state the minimum level of education, experience, licenses, certifications, specialized training, additional skills, abilities, physical, environmental, or special conditions required to successfully perform the key duties for the position.

4. Define this position’s supervisory responsibilities:

Has supervisory responsibilities for regular or temporary employees. Makes and/or recommends final hiring and firing decisions and takes disciplinary actions. Please provide the following:

Payroll Title of Employee(s) Supervised

No. of Employees

Leads and/or provides work direction, training and/or technical assistance to lower level regular, temporary and/or student employees.

Does not have supervisory or management responsibility.

The individual identified below is the supervisor or manager of the person whose position is described above. The individual below has approved submission of this form and certifies that the information in this document is accurate and complete.

Name: Title: Date:



Complete the Class 4 Classification and Recruitment Form (C4 CARF) and submit with department organization chart to the Applicant Tracking System (ATS) for Class 4 Casual or Seasonal Appointments.

SECTION 1: APPOINTMENT TYPE

Select Appointment Type: Class 4 Casual Class 4 Seasonal*

*Must have 3 months continuous break in service for seasonal reappointments

Select Status: New Hire Change in Job Duties

(Reclassification)

SECTION 2: APPOINTMENT DETAILS

Department Name:

Department I.D.:

Campus:

Hourly rate: Min: Max:

Hours per week:

Length of Appointment:

Date Needed:

Choose the Job Code that most closely reflects the job functions to be performed by this position: Please refer to the Class 3 and Class 4 Employment Guidelines for Class 4 New Hire process and Generic Job Titles, Descriptions, and Job Codes. Please note the following job codes are non exempt, hourly positions only.

Class 4 Casual Job Code:

04440 – Clerical Assistant Casual

04441 – Laboratory/Technical Assistant Casual

04442 – Service/Maintenance Worker Casual

04443 – Unit Administrator/Specialist Casual

04444 – Professional/Research/Manager Casual

Class 4 Seasonal Job Code:

04610 – Clerical Assistant Seasonal

04620 – Laboratory/Technical Assistant Seasonal

04630 – Service/Maintenance Worker Seasonal

04640 – Unit Administrator/Specialist Seasonal

04650 – Professional/Research/Manager Seasonal

SECTION 3: ADDITIONAL DUTIES/SPECIAL CONDITIONS Job Duties:

Job Requirements:

The individual identified below is the supervisor or manager of the person whose position is described above. The individual below has approved submission of this form and certifies that the information in this document is accurate and complete.

Name: Title: Date:



Instructions for Submitting via Applicant Tracking System (ATS)

The Classification and Recruitment form (CARF) is submitted to initiate the recruitment and/or classification process for all staff position requests at the university. Please attach the completed form with the current and previous organization charts as indicated in ATS.

To fill a vacant COLT/888 position that does not need to be classified (the key duties of the job have not changed), complete:

COLT/888 Vacancy Simply enter the job class code of the vacancy when you submit your request. You do NOT need

to complete the CARF. To classify, reclassify or fill a position (whether it is new, vacant, or encumbered), complete:

.

Section 1 Job description and requirements section. Please attach a current organization chart.

Section 2 Position supervisory responsibilities section. Must be completed for administrative (URA‐AFT), and managerial, professional, supervisory and confidential (MPSC) positions. Please contact your Human Resources Representative for job class code and/or title information.

Section 3 Position detail section. The questions cover many different types of positions across the university. If a particular question is not relevant to the position under review, please indicate N/A (not applicable). The certification at the end of section 3 must be completed.

Section 4 Business/Accounting addendum. (ONLY FOR BUSINESS, ACCOUNTING AND FINANCIAL POSITIONS).

Section 5 Information Technology addendum. (ONLY FOR INFORMATION TECHNOLOGY POSITIONS).



Current Title & Grade:

Proposed Title & Grade:

SECTION 1 ‐ JOB DESCRIPTION AND REQUIREMENTS

1. Position Summary Provide a brief summary that expresses the primary role or reason the job exists.

2. Job Description Briefly list and describe in order of importance, the key duties for this position. For each key duty state in a few words:

• What are the expected outcomes • How are the key duties performed

Please identify the percent of time spent on each.

% 1.

% 2.

% 3.

% 4.

% 5.

% 6.

% 7.

100%

3. Education, Experience, Skills, and Special Conditions: Please state the minimum level of education, experience, licenses, certifications, specialized training, additional skills, abilities, physical, environmental, or special conditions required to successfully perform the key duties for the position.

If this position requires advanced knowledge in a particular field or an advanced degree in a specific field of study in order to perform the functions, please describe in detail the requirements and why it is required.


4. Education, Experience, Skills, and Special Conditions:

Please state any education, experience, certification, licenses, knowledge, skills, or abilities that are not essential to the position but are preferred.

SECTION 2 – POSITION SUPERVISORY RESPONSIBILITIES

5. Define this position’s supervisory responsibilities:

Has supervisory responsibilities for permanent employees. Makes and/or recommends final hiring and firing decisions and takes disciplinary actions.

For reclassifications of a position where the incumbent is supervising a URA‐AFT member, has the incumbent ever exercised his/her authority to hire, fire, or discipline one of the subordinates listed below?

Yes. If yes, please provide supporting documentation to Human Resources that demonstrates the exercise of this authority.

No

Please provide the following information for all employees directly reporting into this position.

Payroll Title of Employee(s) Supervised

Job Class Code

No. of Employees


Leads and/or provides work direction, training and/or technical assistance to lower level permanent employees, and/or temporary, student and/or consultant employees.

Does not have supervisory or management responsibility.

SECTION 3 – POSITION DETAIL

6. If the position manages or directs one or more function(s), please describe the scope of operations, the number of people, and the annual

operating budget.

7. How will this position exercise discretion or independent judgment when making decisions? Please explain what authority and

accountability will be required in performing the key duties of this position.

8. Does this position develop and/or implement new procedures or controls? Please explain and list specific examples of the processes that

this position develops/implements and identify whether the procedures govern the immediate work unit, department, center, school, campus, or university?

9. What is this position’s accountability for organizational and/or strategic planning? Please explain and list specific examples.

10. Is this position responsible for analyzing information and data and/or preparing reports? Describe the type of information or data analyses performed and the purpose, use, and recipients of reports.

11. List and describe the most complex issues or problems this position is accountable for delivering expected results. Include situations that are a constant challenge and which require judgment and time to consider alternatives before decisions or resolution can be rendered. Following each situation, indicate whether this position makes the final decision (D) or makes recommendations (R).

12. Please identify, quantify, and describe the equipment, software, and specialized materials the position regularly uses or supports in the performance of its functions. IT positions: please complete section 5‐ IT addendum.

13. Please provide any other critical job information that has not been covered on this form. The individual identified below is the supervisor or manager of the person whose position is described above. The individual below has approved submission of this form and certifies that the information in this document is accurate and complete. Name Title Date



SECTION 4 – BUSINESS/ACCOUNTING ADDENDUM For Business/Accounting/Financial Positions Only

14. Please complete the following:

Please list the percent of time incumbent is performing job duties or delivering results identified in the following categories:

Budget Development and/or budget management (includes tracking, analysis, auditing, reallocation) %

Grant Administration (funds monitoring for appropriateness of expenditures & fiscal compliance) %

Accounting % (e.g. A/R, A/P, J.E.s, charge backs, allocations and account distributions, bookkeeping, cash handling, banking, transfers, reconciliations)

Other (Banking, Investing, etc.) % Please list:

Supervision %

Personnel /Payroll Administration % (e.g., payroll and personnel forms for faculty & staff, tenure/promotion packets, FCP, P4P, SCP, etc.)

Other % (e.g. space, inventories, purchasing, computers, event coordination, maintenance, renovations, operations, training, public relations, etc.) 100%

Please provide the information requested below for which the position has primary responsibility:

State/Federal Appropriations

Contracts & Grants

Self‐support/ Auxiliary

Gifts & Endowments Capital Total

Annual Budget: Type 1/ Weighted salaries $ $ $ $ $ $

Non‐salaried (and other salary types) costs $ $ $ $ $ $

Number of: Faculty

Staff (Type 1)

Approximate # of Accounts:

Financial Transactions Frequency (daily, weekly, etc.) Prepare Approve

Budget adjustments

Journal entries

Travel reimbursements

New account forms

Consulting contracts

Cost sharing spreadsheets

Purchase Orders (enter approval amount level) $

Other (List)

Cash Operation Responsibilities Frequency (daily, weekly, etc.) Dollar Amount

Cash /Checks/Other $

SECTION 5 – INFORMATION TECHNOLOGY ADDENDUM

For Information Technology Positions Only

15. Please list and describe the systems for which this position is responsible, both hardware and software. Include relevant numeric

measures, e.g. the number and types of systems, the number of users, the size of databases and servers, and the size and complexity of applications.

16. Please explain the position’s most complex tasks including details about technology and approach involved, such as, tools that are used for enterprise management, development, and systems configuration.

17. Please describe the type of formal technical planning and project management responsibilities of this position.


APPENDIX V – Appointment Letter Templates

Appointment Letter Template – Transition, Class 3 Short‐term Temporary

[Date] [Name] [Address]

Dear [Employee’s name],

On behalf of Rutgers University, I am pleased to offer you this temporary short‐term employee appointment. The terms of your employment follow:

Job Title: Department: Employee Class: Class 3 Effective Date of Appointment: Appointment End Date: Pay Type: Salaried Annual Rate of Pay: [Enter annualized salary] Job Code: Pension System: Hours Worked Per Week: [Enter number of hours] FLSA Designation: [Choose one]

Non‐exempt

This is a non‐exempt position which is eligible to receive overtime compensation according to the rules and regulations of the Fair Labor Standards Act (FLSA) beyond 40 hours per week.

Exempt

This position is exempt from the overtime provisions of the Fair Labor Standards Act (FLSA) and is neither eligible nor entitled to receive overtime compensation. Your workweek and hours of work will be established by your hiring unit and full time appointments require a minimum coverage of 40 hours per week.

This Class 3 appointment is considered “at‐will” and your employment may be terminated with or without cause, at any time at your or the University’s discretion. In accordance with Policy 60.1.5 – Class 3 and Class 4 Employment, this appointment may be for a minimum of 20 hours and up to 40 hours per week, and such appointments that are non exempt are eligible for overtime compensation for hours worked beyond 40 per week; it may extend up to 1 year of continuous service in the same appointment, and be renewed up to a maximum of another 1‐year term. However, your temporary appointment may end prior to the appointment end date at your supervisor’s discretion. This position is subject to and governed by all university regulations, policies, and procedures generally applicable to Class 3 employees, as they may be amended from time to time. Nothing in this letter supersedes applicable university regulations, policies, and procedures. You may


access the Class 3 and Class 4 Employment Policy and Guidelines at the University Human Resources website at http://uhr.rutgers.edu/Class3andClass4 to review information related to your employment.

In addition, as a Rutgers employee you are required to review the Rutgers Code of Ethics and the Rutgers Plain Language Guide to Fundamental Ethics and Conflicts Rules which may be accessed at http://ethicsru.rutgers.edu. Print and sign the Receipt and Acknowledgment of the Rutgers Code of Ethics form available at the University Human Resources website at http://ethicsru.rutgers.edu/documents/ReceiptForm.pdf.

If you have any questions, please feel free to call me at [telephone number].

Sincerely, [Name & Title of Hiring Authority]

C: (If Necessary)

Please sign and return this letter to [Name and Address] indicating your acceptance of the above terms and receipt of enclosed materials by [Date]. A copy is enclosed for your record. Also, you should return the signed Receipt and Acknowledgement of the Rutgers Code of Ethics to the Ethics Liaison Officer & Compliance Manager at the Office of the Vice President and General Counsel, Winants Hall, 7 College Avenue, New Brunswick, NJ 08901. Your appointment cannot begin until you have signed and returned this letter and the Receipt and Acknowledgment Form.

SIGNATURE: DATE:



http://ethicsru.rutgers.edu/

http://ethicsru.rutgers.edu/documents/ReceiptForm.pdf

Appointment Letter Template – Transition, Class 4 Casual



On behalf of Rutgers University, I am pleased to offer you a casual employee appointment. The terms of your employment follow:

Job Title: Department: Employee Class: Class 4 ‐ Casual Effective Date of Appointment: Appointment End Date: Pay Type: Hourly Pay Rate: [Enter hourly rate] Job Code: Hours Worked Per Week: [Enter number of hours – Limited to less than 20 hours per week in accordance with Class 3 and Class 4 Employment Policy ‐ 60.1.5]

FLSA Designation: This is a non‐exempt position which is eligible to receive overtime compensation according to the rules and regulations of the Fair Labor Standards Act (FLSA). However, Rutgers policy restricts the Class 4 appointment to less than 20 hours per week; therefore, you are prohibited from working beyond the less than 20 hour per week limit.

This Class 4 ‐ Casual appointment is considered “at‐will” and your employment may be terminated with or without cause, at any time at your or the University’s discretion. In accordance with Policy 60.1.5 – Class 3 and Class 4 Employment, this appointment is limited to less than 20 hours worked per week; it may extend up to 1 year of continuous service in the same appointment and may be renewable for another 1‐year term. However, your temporary appointment may end prior to the appointment end date at your supervisor’s discretion. This position is subject to and governed by all university regulations, policies, and procedures generally applicable to Class 4 employees, as they may be amended from time to time. Nothing in this letter supersedes applicable university regulations, policies, and procedures. You may access the Class 3 and Class 4 Employment Policy and Guidelines at the University Human Resources website at http://uhr.rutgers.edu/Class3andClass4 to review information related to your employment.

In addition, as a Rutgers employee you are required to review the Rutgers Code of Ethics and the Rutgers Plain Language Guide to Fundamental Ethics and Conflicts Rules which may be accessed at http://ethicsru.rutgers.edu/. Print and sign the Receipt and Acknowledgment of the Rutgers Code of Ethics




form available at the University Human Resources website at http://ethicsru.rutgers.edu/documents/ReceiptForm.pdf.


Sincerely,

[Name & Title of Hiring Authority]

C: (If Necessary)


SIGNATURE: DATE:



Appointment Letter Template – Transition, Class 4 Seasonal



On behalf of Rutgers University, I am pleased to offer you a seasonal employee appointment. The terms of your employment follow:

Job Title: Department: Employee Class: Class 4 ‐ Seasonal Effective Date of Appointment: Appointment End Date: Pay Type: Hourly Pay Rate: [Enter hourly rate] Job Code: Hours Worked Per Week: [Enter number of hours to be worked per week in accordance with Class 3 and Class 4 Employment Policy ‐ 60.1.5]

FLSA Designation: This is a non‐exempt position which is eligible to receive overtime compensation for hours worked above 40 hours per workweek according to the rules and regulations of the Fair Labor Standards Act (FLSA).

This Class 4‐Seasonal appointment is considered “at‐will” and your employment may be terminated with or without cause, at any time at your or the University’s discretion. In accordance with Policy 60.1.5 –Class 3 and Class 4 Employment, this appointment may be full‐time or part‐time based on a 40 hour workweek and is eligible for overtime compensation for hours worked beyond 40 per week; it may extend up to 6 months of continuous service in the same appointment; and may be renewed after a break in service of at least three (3) continuous months. However, your temporary appointment may end prior to the appointment end date at your supervisor’s discretion. This position is subject to and governed by all university regulations, policies, and procedures generally applicable to Class 4 employees, as they may be amended from time to time. Nothing in this letter supersedes applicable university regulations, policies, and procedures. You may access the Class 3 and Class 4 Employment Policy and Guidelines at the University Human Resources website at http://uhr.rutgers.edu/Class3andClass4 review information related to your employment.

In addition, as a Rutgers employee you are required to review the Rutgers Code of Ethics and the Rutgers Plain Language Guide to Fundamental Ethics and Conflicts Rules which may be accessed at http://ethicsru.rutgers.edu. Print and sign the Receipt and Acknowledgment of the Rutgers Code of Ethics form available at the University Human Resources website at http://ethicsru.rutgers.edu/documents/ReceiptForm.pdf.






Sincerely,

[Name & Title of Hiring Authority]

C: (If Necessary)


SIGNATURE: DATE:



Termination Letter Template – Transition, Class 3 and Class 4 Appointment



This is to provide notification that your temporary appointment will end effective [insert date] for the following reason: [choose applicable reason]

Lack of funds Lack of work

This action is being taken in accordance with University Policy 60.1.5 – Class 3 and Class 4 Employment.

If you are interested in other employment opportunities at Rutgers, we encourage you to review the University Human Resources website at uhr.rutgers.edu/findajob.htm for job vacancy requirements.

We wish you well in your future endeavors.

Sincerely, [Name & Title of Hiring Authority]

cc: Chain of command

http://uhr.rutgers.edu/findajob.htm

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