CWUR 6-30

Conditions and Terms of Employment

• 6-30-010 Appointment: Terms and Conditions 
• 6-30-020 Evaluation of Exempt Employees
• 6-30-050 Professional Growth 
• 6-30-060 Types of Appointments

CWUR 6-30-010 Appointment: Terms and Conditions

(1) The scholastic record and/or other qualifications of the prospective employee should be judged primarily in light of work the employee will do at this university. It is the responsibility of the appointee to furnish the president/designee with the transcripts, credentials, and proof of experience as requested. In case of question, the burden of proof concerning the validity of such document lies with the appointee, not the university.

(A) Letters of appointment shall be issued:

1. upon employment with the university in a regular position;
2. upon acceptance of another regular exempt position with the university subsequent to initial employment;
3. when an exempt employee is reassigned in accordance with CWUP 6-30-040 (Position Changes); or,
4. upon acceptance of appointment to a temporary, interim, or acting position.

(B) In accordance with CWUP 6-30-010 (Appointments: Terms and Conditions), subsequent modifications of an appointment or conditions of employment may be made as an addendum to the original letter of appointment.

(C) Written notice of termination must be provided following the schedule outlined in CWUP 6-40 (Separation from Employment). In case of dismissal for cause, CWUP 6-40-070 (Termination for Cause by University) shall apply. Termination due to an expired work authorization shall be in accordance with CWUP 6-40-060 (Termination Due to Expired Work Authorization). The termination of a position due to expiration of funding by an outside agency or source (e.g., grant funded) shall be in accordance with CWUP 6-40-050 (Termination Due to End of Outside Agency Funding) or any other termination section in the exempt policy.

(D) In the initial letter of offer, new appointees will be notified that their appointment is subject to the rules and regulations of this code and provided with its web address. Any subsequent modifications of an appointment, or any special understanding, or any notices incumbent upon either party to provide, will be stated or confirmed in writing and a copy will be given to the exempt employee.

[2/2010: Responsibility: Exempt Employee Association Governing Board; Authority: CFO/BFA; Reviewed/Endorsed by: Cabinet/PAC; Review/Effective Date: 9/5/12; Approved by: James L. Gaudino, President]

CWUR 6-30-020 Evaluation of Exempt Employees

(1) Formal evaluation of all exempt employees shall be in writing using the university’s approved annual evaluation instrument covering those aspects of performance that are significant for either positive or corrective comment and which provide the individual with a clear indication of the level of performance achieved (exceeds expectations, meets expectations, needs improvement or unsatisfactory). The statement of evaluation shall be completed annually as established by the human resources department to meet appropriate deadlines such as salary adjustments including pay for performance. An annual performance development plan evaluation and upcoming yearly expectations will be sent to the human resources department for inclusion in the employees human resources file.

(2) A 360° evaluation process may be used when conducting annual evaluations for any exempt employee. Human resources will develop all appropriate procedures, guidelines, tools such as the formation of review task forces and sample questions, for use in the 360° evaluation process.

(A) Academic Administrators – A 360° evaluation process is required for academic administrators every five years. Academic administrators include but are not limited to
positions such as the provost, deans of the university’s colleges and library and the associate/assistant provost. The 360° evaluation will be conducted in accordance with procedures established by human resources to include the formation of a review task force. The faculty senate as well as other constituent groups will be provided an opportunity to provide input on academic administrators. The appointing authority may conduct a 360° evaluation at any time or may request additional input from the faculty senate or other constituent groups.

(B) Senior Administrators – A 360° evaluation process is required for senior university administrators every five years. Senior administrators include but are not limited to
positions such as vice presidents, chief of staff, and associate/assistant vice presidents. The 360° evaluation will be conducted in accordance with procedures established by human resources to include the formation of a review task force. The faculty senate as well as other constituent groups will be provided an opportunity to provide input on senior administrators. The appointing authority may conduct a 360° evaluation at any time or may request additional input from the faculty senate or other constituent groups.

(C) Human resources shall maintain a schedule for review of academic and senior administrators.

(D) When a 360° evaluation process is used, the supervisor and human resources representative will meet with the employee to determine what constituencies such as faculty, staff, or community individuals should be represented in the evaluation.

(E) Normally the process for a 360° evaluation will begin in the fall quarter with the assessment instrument being completed in the spring quarter.

(F) When a review task force is used, the chair of the task force should normally
be at the same or higher level administrative position as the employee being evaluated. The supervisor or task force representative will be responsible for gathering data in the form of surveys and other assessment instruments in concert with human resources. The review task force shall submit a report of findings to the supervisor that will be used as one part of the overall evaluation.

(3) The supervisor will meet with the employee to discuss the content of the annual evaluation, which includes the most recent 360° evaluation process for academic and senior administrators, and to plan for the subsequent year’s expectations. A professional development plan will be developed at the beginning of each yearly review period to address the upcoming year’s expectations and any items found to need improvement, to include items identified during the 360° evaluation process.

[2/2010: Responsibility: Exempt Employee Association Governing Board; Authority: CFO/BFA; Reviewed/Endorsed by:Cabinet/PAC; Review/Effective Date: 9/5/12; Approved by: James L. Gaudino, President]

CWUR 6-30-050 Professional Growth

(1) Should the department determine a need to reevaluate the title and/or compensation for an existing filled position as a result of added value to the university due to job enlargement, job enrichment, a job rotation assignment, the department head / appointing authority shall initiate the following steps:

(A) Redesign the position description to include new duties, level of responsibilities, etc.

(B) Complete Professional Growth Through Job Design Form to include demonstration of reason for requests such as:

1. length of time in the position;
2. increased level of responsibilities;
3. change in duties;
4. change in reporting structure;
5. staff with similar responsibilities to incumbent

(C) Submit Professional Growth Through Job Design, Position Description, and resume of employee to HR Representative for review.

(D) HR representative will benchmark the position against applicable salary survey tools and submit a salary recommendation back to the department.

(E) The department will forward the documents to the appropriate appointing authority for final approval.

(F) Once approved the form will be forwarded to Human Resources.

(G) Human Resources will provide quarterly information regarding position upgrades and promotions to the President’s Cabinet.

[2/2010: Responsibility: Exempt Employee Association Governing Board; Authority: CFO/BFA; Reviewed/Endorsed by: /Cabinet/PAC; Review/Effective Date: 9/5/12; Approved by: James L. Gaudino, President]

CWUR 6-30-060 Types of Appointments

(1) Regular. At the discretion of the appointing authority, regular positions may be scheduled for a recurring cycle of less than 12 months each year and/or either full time or part time.

(2) Temporary. Temporary appointments shall be for the period of time specified in the appointment letter, and normally will not exceed six months. Six month extensions may be granted after consultation with the Chief Human Resource Officer/designee. Temporary positions may be either full time or part time at the discretion of the appointing authority.

(3) Interim. Interim appointments shall be for a specified period of time, normally not to exceed twelve months. Extensions may be granted after consultation with the Chief Human Resource Officer/designee. Interim appointments may be either full time or part time at the discretion of the appointing authority. The length of the appointment may be changed by modification of the appointment letter in accordance with CWUP 6-30 (Condition and Terms of Employment).

(4) Acting. Acting appointments shall not exceed the term of the leave of absence of the person being replaced and may be either full time or part time at the discretion of the appointing authority. An acting appointment may be terminated prior to the return of the absent employee by modification of the appointment letter in accordance with CWUP 6-30-060 (Types of Appointments), and is not subject to the provisions of CWUP 6-40 (Separation from Employment). In the event of the separation of the employee on leave, the usual equal opportunity recruiting and selection process shall begin immediately.

[2/2010: Responsibility: Exempt Employee Association Governing Board; Authority: CFO/BFA; Reviewed/Endorsed by:/Cabinet/PAC; Review/Effective Date: 9/5/12; Approved by: James L. Gaudino, President]