University of Oregon

Policy Statement

3.400 Personnel Practices - Administrative

Title: Officers of Administration

Purpose: To describe the terms and conditions of appointment, evaluation, evaluation appeal process, promotion opportunities, and non-regular appointments for academic staff designated as officers of administration.

Policy: In so far as their special assignments and responsibilities and applicable administrative rules permit, faculty members designated as officers of administration shall be accorded the same rights and privileges as faculty members designated as officers of instruction. At the University of Oregon the following shall apply specifically to all officers of administration, with the exception of those serving as professional members of the library system.

1. Appointments:

(a) There are two types of academic faculty appointments for officers of administration. Officers of administration, renewable fixed-term, non-tenure related appointments are reserved for persons who serve in administrative positions that may have faculty rank but who do not hold tenure in academic disciplines. Officers of administration, fixed-term, annual renewal, non-tenure related administrative appointments are appointments that are short-term, in a non-regular position, or where funding is based on non-recurring funds and are renewed annually.

(b) Initial appointments generally shall be for one year for appointees at the entry level. Two-year appointments may be offered to appointees of proven performance. The length of the initial appointment shall be determined by the appointing vice president in consultation with the unit head. Mid-year appointments may be made to include the remainder of the appointment year plus the appropriate initial appointment.

(c) Any appointment for more than two years must be authorized by the OUS Chancellor.

(d) Customarily, reappointments shall be for a period comparable to the period of the prior appointment. However, renewal appointments may be for shorter or longer periods based on the result of annual performance evaluations or in light of special organizational needs.

(e) When officers of instruction with tenure accept appointments as officers of administration, they do not receive tenure in their administrative positions. They do retain tenure in their academic discipline unless relinquishment of tenure is agreed to in writing by the tenured officer.

(f) The university customarily conducts searches for administrative positions in one of three ways: nationally, regionally, or locally. Occasionally, positions are filled through an internal search or by direct appointment from current staff. National, regional and local searches follow established procedures. Internal searches shall be preceded by appropriate procedures outlined in university academic appointments procedures. Direct appointments (either lateral transfers or promotion) may be made by the appropriate vice president after consultation with the director of affirmative action.

1. The decision regarding the search or direct appointment shall be based on the following considerations:

(a) The need of the unit or university to bring new ideas and methodologies to the work force talent pool.

(b) An evaluation of the qualifications of officers of administration whose background, experience, and performance-to-date qualify them for consideration.

(c) The possibility of appointing officers of administration who have expressed a desire for professional growth, mobility, promotional opportunity, or occupational change.

(d) The cost of conducting a search and funding the position.

2. During consultation with the director of affirmative action regarding a direct appointment, the vice president should be prepared to discuss:

(a) How affirmative action objectives of the unit and the university will be affected by the decision to make a direct appointment.

(b) Whether the career interests and abilities of minorities, women or employees with disabilities were considered and in what ways these were both considered and ascertained.

(c) Whether other university officers of administration are under active consideration.

(d) Whether the selection of a particular individual is justifiable.

(e) Whether steps have been taken to create promotional opportunities for minorities, women, and individuals with disabilities in the unit and how this has been done.

2. Position Descriptions:

Each vice president is responsible for ensuring that position descriptions accompany initial academic appointments and that they are updated on a regular and timely basis as work assignments change. Position descriptions should describe the specific administrative, managerial, supervisory and/or professional responsibilities of the position and indicate evaluative criteria appropriate for performance reviews.

3. Evaluation and Performance Appraisal:

a) Each vice president is responsible for ensuring that all officers of administration in his/her area receive annual performance appraisals to provide feedback about their work performance and to form a basis for pay increase decisions and adjustments in portfolio and responsibilities. This annual evaluation process should specify the time lines and appraisal instruments to be used. The evaluation may include use of the evaluation criteria outlined for officers of administration in the current edition of the UO Faculty Handbook and additional performance criteria established in the position description.

b) More extensive and in-depth evaluations are conducted periodically on a schedule determined by contract renewal time lines and the extent of the individual's internal and external responsibilities. These evaluations may use a committee-review method or a more comprehensive evaluation instrument. The objectives of these periodic in-depth reviews are to encourage, to reward, and to support the continuous development of officers of administration, and through the process of performance review, to identify administrators who merit special recognition or who need special assistance.

4. Appeals of Evaluation:

a) An officer of administration is entitled to submit for placement in his/her file evidence rebutting, correcting, amplifying, or explaining any material collected for evaluation.

b) Officers of administration with fixed-term, annual renewal, non-tenure related appointments are not eligible for appeal or review procedures when their contracts are not renewed. Non-renewal of a fixed-term or annual appointment is grievable only to the extent a legally protected right has been violated by the decision not to renew, for example, if prohibited discrimination played a part in the decision not to renew.

c) Officers of administration with a renewable fixed-term, non-tenure related contract may appeal an annual or in-depth performance evaluation resulting in terminal notice. The appeal based on alleged procedural or substantive error shall be submitted in writing to the appropriate vice president. The vice president will review the appeal with the help of the appropriate unit or department head.

5. Assignment of Rank:

Administrative positions held by officers of administration typically do not carry academic rank. Each vice president determines whether an administrative position is assigned academic rank and at what level, based on specific job responsibilities and required academic credentials. Vice presidents may also determine that a position have advance-in-rank opportunities and designate the appropriate process for advancement. Those officers of administration appointed with rank prior to 1997 may elect to retain their rank in their current positions.

6. Promotion:

a) Promotions for officers of administration may come about as the result of a significant increase in job responsibilities or by appointment to a higher-level position with commensurate pay increase. Promotions may be accompanied by adjustments in title and salary as well as in duties and responsibilities.

b) The university's human resource office posts job offerings and promotional opportunities to provide current employees an opportunity to compete for vacant officer of administration positions.

7. Compensation:

a) Vice presidents determine the specific process of how compensation decisions are made for officers of administration reporting to their unit.

b) In general, initial salaries are determined by current guidelines from professionally recognized salary studies, market salary information, and with consideration of internal equity.

c) Meritorious performance is recognized through merit increases that are determined using considerations identified by the vice presidents that may include: legislative and OUS allocation and intent regarding timing, purpose, and amount of merit increases; performance in position; internal equity; market salary data; and retention needs.

d) Vice presidents may choose to award officers of administration nonrecurring merit payments up to ten percent of annual salary in recognition of outstanding or extraordinary performance. Such nonrecurring merit awards do not preclude normal merit increases awarded when funding availability and performance permit.

1. Requests for non-recurring merit increases are submitted on behalf of employees by the direct supervisor with approval of the department head, unit head, vice president, and office of human resources.

8. Timely Notice:

a) Officers of administration appointed on fixed-term, annual renewal, non-tenure related contracts are appointed on one-year contracts that expire of their own accord. Formal notice that the appointment will terminate at the end of the year is included in the original letter offering the position; no additional timely notice provisions apply.

b) For officers of administration appointed on renewable fixed-term, non tenure-related contracts, if a reappointment beyond specified terms is not to be offered for other than cause or financial exigency, timely notice of this decision is to be given as follows:

1. At least three (3) months before termination for a faculty member in the first year of a fixed-term appointment;

2. At least six (6) months before termination for a faculty member in the second year of fixed term appointments (years of service must be consecutive).

3. At least twelve (12) months before terminations for a faculty member in the third or subsequent year of fixed-term appointments (years of service must be consecutive.).

c) If the employment is being terminated for financial exigency, every effort will be made to provide the officer of administration with maximum possible notice.

9. Professional Development:

Vice presidents have the option of granting professional development opportunities, including leave, at any given time to officers of administration. These opportunities are a privilege and are granted only as resources and staffing considerations allow. The vice president determines specifics such as duration, compensation, and reporting requirements for each opportunity requested, and establishes the appropriate employment contract or understanding with the employee. Such opportunities should have established standards and expectations that clearly benefit the institution before approval.

10. Nonregular Appointments:

Certain types of nonregular officer of administration appointments may be made to meet a particular short-term need. These appointments are usually not subject to performance review policies described herein. They include grant-contingent appointments and other appointments that often carry modifiers such as acting, adjunct, visiting, or courtesy, and expire as provided in the appointment letter. Definitions of these appointments may be found in the current edition of the UO Faculty Handbook.

11. Governance:

Opportunities for officers of administration to participate in university governance are described in the UO Faculty Handbook.

 

Revised 1/3/2001

Approved by: President's Staff

Issued by: Vice-President for Administration

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