Employment: Types of University Employment
|SECTION: HR - Employment
||NEXT REVIEW DATE: July 2017
|APPROVED: December 2014
||REVIEWER: Director of Human Resources
|APPROVED BY: William C. Rickle, S.J.
||REVISION DATE: July 2016
||REVISION NUMBER: 5
This policy defines the types and variations of employment available at Wheeling Jesuit University. All definitions provided herein will form the basis for employment terms utilized throughout the Human Resource policy section.
2.1 Policy Statement
2.1.1 All individuals working on campus at Wheeling Jesuit University must conform to one of the definitions noted herein and all employment documentation will be relevant to the definition applied to that individual.
2.1.2 Employees of the University must fit into one of the following:
- Full-Time: Employees who work 30 hours or more per week in one of the following classifications:
- Faculty (FLSA exempt)
- Administration (FLSA exempt)
- Staff (FLSA non-exempt)
- Part-Time: Employees who work less than 30 hours per week. Adjunct Faculty are considered to be part-time employees.
2.1.3 Employees who meet the service credit requirements will receive the appropriate credit toward their service as an employee of the University for all policies, opportunities, or awards for which service is a determining factor.
2.2.1 Employee: An individual is in an employment situation if the employer has the right to control and direct the individual with regard to the results and the process by which the results are accomplished.
- Full-Time Employee: Any Administration or Staff employee who works a minimum of thirty (30) hours in a pre-defined workweek or one-hundred thirty (130) hours in a month. A full-time Faculty member is defined by the Handbook as working "4 and 4" or four, three (3) credit, courses in both the Fall and Spring semesters. The Faculty member will be credited with twelve (12) class hours per week, thirty-six (36) outside hours per week for scholarship, service, committee work, and four (4) mandatory office hours per week for each of the two fifteen (15) week semesters.
- Part-Time Employee: Any Administrator or Staff employee who works less than thirty (30) hours in a pre-defined workweek or less than one-hundred thirty (130) hours in a month on either a long-term or temporary assignment. A part-time Faculty member is referred to as an Adjunct Faculty member and all assignments are contracted on a per class basis. Per US Treasury Guidelines issued in 2015 (US Treasury Fact Sheet) and IRS Code Section 4980H, adjunct Faculty will be credited as FTE's under the ACA. Due to the administrative burdens associated with monitoring hours of work associated with the nature of their position, the fact that they do not engage in scholarship, service, or committee work on behalf of the University, their office hours are limited, and they cannot exceed the contract hours noted on their contract, the University will apply a consistent safe harbor approach to all adjunct faculty. Adjunct Faculty members will be credited, on average, with three (3) credit hours of instruction per course worked per week (Exception: some programs may offer 1, 2, or 4 credit hour courses per week on a contract basis; 3 is used here for simplicity, representative of the majority of courses on campus), two (2) additional non-instruction hours per week toward their workload for every credit hour of instruction (Note: this exceeds the IRS Guidelines as permitted but is consistent with the University Faculty Handbook on the ratio of non-instruction hours per instruction hour), and one (1) mandatory office hour per course per week for the semester specified by contract. The calculation for crediting adjunct work is:
- Actual number of course credit hours per week PLUS
- Assumed out-of-classroom duties such as preparation, grading assignments, and personal reflection
calculated at the rate of 2 X the Actual Number of Credit Hours per week PLUS
- One (1) hour per course for office hours (max required by the University).
- Example: A typical three (3) credit course will be calculated as follows:
- Course Hours per week = 3
- Out-of-class duties = 2 X 3 = 6
- Office hours = 1
- TOTAL: 3 + 6 + 1 = 10 hours per week credited toward the workweek.
- Adjuncts are to be limited to a max of eight (8) credits per semester. Requests for additional credits per
semester must be discussed with and approved by both the Academic Vice President and the Director of
Human Resources prior to the issuance of any contracts.
2.2.2 Service Credit: To receive credit for one (1) year of University service, individuals must complete the following:
- Faculty: Work on-contract for one (1) academic year inclusive of "4 and 4" or four, three (3) credit, courses in
both the Fall and Spring semesters (two fifteen (15) week semesters) inclusive of mandatory office hours,
scholarship, service, and committee work.
- Administration and Staff: Work as a benefits-eligible, full-time, employee, or receive credit toward work on either paid or approved unpaid leave, for a minimum of thirty (30) hours per week for fifty-two (52) weeks or onehundred thirty (130) hours per month for twelve (12) months.
- Service credit is calculated on a twelve (12) month basis beginning September 1 and ending twelve (12) months later on the subsequent August 31.
2.2.3 Graduate Assistant (GA): Graduate students who are pursing advanced degrees that work on a part-time basis for
the University. The University will credit their work hours based upon their appointment; they retain their student
status and are limited to a maximum of twenty (20) hours work per week. Similar to Adjunct Faculty, GA's will be
credited as FTE's due to the administrative burdens associated with monitoring hours due to the dual nature of their
position, the fact that work may simultaneously fulfill the duties associated with both employment and the graduate
assistantship, the fact that compensation is not based upon work alone but is also used to cover their academic
endeavors, and the fact that their work cannot exceed twenty (20) hours due to their student responsibilities, the
University will apply a consistent safe harbor approach to all GA's. For this reason the University is offering a marketbased package to those individuals who qualify and meet the expectations of a graduate assistant. Consequently, departments supervising the duties of the GA will be responsible for ensuring that the GA does not exceed twenty (20) hours in the workweek as defined by the University. GA's will be required to sign agreements acknowledging compensation and tuition remission for a pre-determined number of credit hours per academic year.
2.2.4 Volunteer: The US Department of Labor defines volunteers as individuals who perform hours of service for religious, charitable or similar non-profit organizations without promise, expectation, or receipt of compensation. In addition, the entity that benefits from the service is a nonprofit, the activity is less than full time, the services are not offered as a result of coercion, the services are typically associated with volunteer work, no regular employees have been displaced by the volunteer, and the volunteer does not expect to be compensated. True "volunteers," as defined by law, are not considered employees and, therefore, are not covered by the US Fair Labor Standards Act and are protected by the federal Volunteer Protection Act. Volunteers may receive honoraria to cover their nominal costs for travel and expenses but the honoraria cannot exceed 20% of what a similarly paid employee would receive. Any amounts in excess of $600 are subject to federal taxes. Volunteers will be paid through University Payroll.
2.2.5 Contractors: Individuals who render a service and meet contractor conditions established by the IRS. They typically have a separate workplace, are not supervised, provide their own tools and equipment, work according to their own schedule, and have a particular set of skills not available elsewhere within the organization. They are not entitled to employee benefits, are not covered by workers ‘compensation, and their pay is not subject to income tax withholding. These individuals must provide an invoice for services rendered and they will be paid by Accounts Payable.
2.2.6 Consultants: Individuals who are independent contractors and provide professional advice. They typically have a unique skill set or expertise not available within the University and the need for their skill set commonly does not extend beyond a limited period of time in which to complete a specifically defined program or project. They typically have a separate workplace, are not supervised, provide their own equipment, and work according to their own schedule. They are not entitled to employee benefits, are not covered by workers compensation, and their pay is not subject to income tax withholding. These individuals must provide an invoice for services rendered and they will be paid by Accounts Payable.
2.2.7 Student Workers: University student workers, whether on federally funded work study or local, University-paid, work study are limited to ten (10) hours per week. Per the PPACA they are not considered employees and are not reported on the annual reports.
2.3.1 Human Resources will provide procedures and forms to employ individuals working on campus.
2.3.2 Individuals planning to engage the services of a volunteer, contractor, or consultant should first contact Human Resources, complete the proper test to ensure compliance with the IRS and DoL, complete the necessary
documentation to obtain permission, obtain a volunteer agreement, and complete the necessary background clearances.
2.3.3 Individuals planning to engage the services of a contractor or consultant should first contact Human Resources, complete the proper test to ensure compliance with the IRS and DoL standards for contractors or consultants, complete the necessary background clearances, and complete the proper documentation for the Business Office.
The Director of Human Resources has the authority to change, modify or approve exceptions to this policy at any time with or without notice, provided such changes are in compliance with legal or regulatory requirements, University compliance program requirements, and other policy guidelines and with the approval of the University President or designee
Consulting Agreement Request Form
Personnel Status Change Form
Personnel Requisition Form
Request for Offer Letter Form
Volunteer Agreement Form
All Benefits Policies