UNIVERSITY SUPPORT STAFF EMPLOYMENT
Effective: August 15, 2024
Purpose: This policy encompasses the procedures outlined for University Support Staff (USS) when newly hired, filling a temporary or limited position, or serving as an acting appointment for a vacant position.
Scope: This policy applies to University support staff.
Responsible Office: Human Resources
Policy Statement: When a University Support Staff (USS) position becomes available, Human Resources (HR) will list the vacancy on the Statewide Vacancy List. Applicants contact HR to indicate their interest in a particular vacancy, request that HR attach their name to that vacancy, and complete an Application for Employment. Current/former employees may apply for any job opening for which they meet the minimum qualifications.
VERIFICATION OF EMPLOYMENT ELIGIBILITY
The Immigration Reform and Control Act of 1986 requires the University to verify employment eligibility of all individuals hired after November 6, 1986. Eligibility is established by completion of the Form I-9. This form must be completed in HR within three (3) days of hire, or the employee may forfeit their position. The person verifying the documentation should sign the form as the authorized representative.
The Form I-9 will be retained in the employee's personnel file along with copies of the provided documentation, and once completed, may need to be completed again for University employment if documentation expires, if the employee’s name changes, or if the employee terminates and is subsequently rehired.
APPOINTMENT TYPE
Probationary Appointment
Each newly hired employee is subject to a probationary period of 6 months. This period is considered to be a working test of the employee's ability to perform satisfactorily in the position. During this period, the supervisor will provide any necessary instruction and training. At any time during the initial probationary period, an employee may be terminated for less than satisfactory performance.
Temporary Appointment
A temporary appointment is an appointment for not more than 999 hours in a 12-month period. Individuals on temporary appointments shall be notified by their supervisor at the time of appointment of the anticipated expiration date of the appointment. An individual in a temporary appointment is not eligible for holiday pay, benefits or civil service rights. Employees may not exceed 999 hours in one 12-month period regardless of the number of positions held.
Limited Term Appointment
A limited term appointment is one scheduled to terminate within a specified period of time, as stipulated in grant specifications or other contractual agreements (e.g., federally funded grant position). Each individual under a limited term appointment is notified at the time of appointment of the expiration date of the grant or employment agreement. Each individual on a limited term appointment is terminated at the end of that appointment, subject to any extension of the funding.
Acting Appointment
When a University Support Staff position is vacant for more than 30 days and requires the temporary reassignment of an employee who has permanent status in another position, an acting appointment may be permitted by the appointing authority. These appointments are used only when there are no viable alternatives. The employee with permanent status who is placed in the acting appointment must meet the minimum qualifications for the position being assumed. Acting appointments may be no longer than 12 months in duration without approval of the director of the Division of Personnel Services in Topeka.
If an employee is acting in a position assigned to a pay grade higher than that of the employee's normal position, the employee shall be paid at a step on the higher pay grade that gives the employee an increase in pay. Such an increase shall not exceed the highest step possible if the employee were being promoted to the position. For the duration of the acting appointment, the employee may receive salary step increases based on the length of time in the acting position. When the acting assignment is terminated, the employee's salary reverts to the rate it would have been had the employee not received the acting appointment.
Definitions: All words and phrases shall be interpreted utilizing their plain meanings unless otherwise defined in University or Board of Regents policy or by statute or regulation.
Procedures: All procedures linked and related to the policies above shall have the full force and effect of policy if said procedures have first been properly approved by the University’s administrator in charge of Human Resources.
[Human Resources procedures - coming soon]
Related Policy Information: Any University Support Staff employee who has supervisory responsibilities for other USS employees must complete the state-mandated supervisory training program. This training must be completed before the employee is removed from probationary status.