C. The Appointment Process

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Appointment and Terms of Appointment- Faculty & Librarians

The University Faculty Council and the Board of Trustees have approved a policy which requires that new appointees at faculty and librarian ranks be advised of all the terms of their appointment, the duration of the probationary period, and the criteria and procedures relevant to reappointment and tenure (see DOCUMENT C-I). The Office of the Vice Provost for Faculty and Academic Affairs has assumed responsibility for seeing that new faculty members and librarians are so advised. This information is to be supplied to the appointee before or at the time of the initial appointment and must be agreed to in writing by the appointee. At the time the Board of Trustees or Administrative Officers officially approve the appointment, the Office of the Vice Provost for Faculty and Academic Affairs makes sure that the new faculty member has the following documents:

1. the signed Offer to Recommend Appointment which contains the tenure agreement;

2. a copy of the policy concerning reappointment and non-reappointment during the probationary period;

3. a copy of the Faculty Council procedures and criteria for promotion and tenure;

4. a copy of any school, department, and campus procedures and criteria for reappointment, promotion, and tenure decisions;

5. a form for the appointee to sign and return as an indication of agreement to all terms of the appointment, as well as the criteria and procedures described.

Background Checks

By Indiana state personnel department guidelines, all new state employees are subject to criminal background checks depending on the duties associated with their positions. In 2005, the UFC adopted a policy placing limits on the background checks that could be conducted (see DOCUMENT C-II). The policy was never approved by the Board of Trustees. Current administrative practice, consistent with state law, requires criminal background checks for all new full-time permanent academic employees (see DOCUMENT C-III). Criminal background checks are initiated by the Office of Academic Personnel Services and Policies, upon receipt of an Offer to Recommend Appointment form. A criminal history or criminal conviction does not necessarily preclude employment. The Vice Provost for Faculty and Academic Affairs or her/his designee consults with the Legal Counsel and the President of the BFC or her/his designee to evaluate the relevance of any negative findings.

Appointment Dates

The academic year has traditionally been only vaguely defined. The needs of the department or school and of the faculty have dictated arrivals and departures for each academic year. While there is virtue in maintaining flexibility of working arrangements, this flexibility has created problems in connection with insurance, payroll, and unemployment insurance. In consequence, the academic year has been officially defined by the Academic Leadership Committee as beginning one week before the first day of classes and ending on commencement. For appointment purposes, however, all non-student academic year e-docs should reflect an academic year action as being effective from August 1 through May 31.



Summer school course lengths are set by the academic unit offering the course, with the maximum limit of six weeks in the first summer session and eight weeks in the second summer session. Pay is normally by 3-credit course, doubling for two courses, and varying otherwise only if courses are offered for fewer or more than 3 credits. (See DOCUMENT C-IV.) The salary schedule in terms of FTE and percent of previous academic year salary is as follows:


One 3-cr Intensive Session 100% (3 weeks) 11.0%

One 3-cr Summer Session I or II 50% (6-8 weeks) 11.0%

Two 3-cr Summer Session I or II 100% (6-8 weeks) 22.0%

Teaching two 3-credit courses during a summer is considered a full summer load; compensation for a full summer load is 22% of the preceding academic year rate; summer FTE may not be greater than 100% during any period on appointment. Appointments beyond the norm may be made in cases of institutional need to a maximum salary of 27.5% of academic-year rate.


The normal summer appointment for activities other than teaching, on general funds or on outside (contract or grant) funds, is two calendar months (nine weeks) full-time at a salary rate not to exceed 2.5% per week based on the previous year's salary, or 22.5% total. Appointments beyond the norm may be made in cases of institutional need (if on general funds) or project need (if on grant funds) and in the latter case if permitted by the funding agency, to a maximum of 11 weeks and 27.5% of academic year rate.

Summer Exceptions

Summer appointments for teaching, non-teaching activities, or a combination thereof, which are in excess of eleven weeks full-time may be approved by the Vice Provost for Faculty and Academic Affairs if recommended by the chair and dean, if institutional or project need can be demonstrated, if permitted by any granting agency involved, and if FTE is not greater than 100% during any period on appointment. Permission to go beyond the 11-week/27.5% limitation must be requested from the Vice Provost for Faculty and Academic Affairs prior to appointment. The faculty member must be ready to attest that the entire period(s) of the appointment(s) will be spent working on the designated project(s)/course(s). In no case will an exception be granted beyond 13-weeks (32 1/2% of academic year salary).

Fringe Benefits on Summer Pay

The Bloomington Faculty Council Summer Faculty Salary Policy includes a provision that, "(B)eginning in summer 1993 and continuing thereafter, retirement benefits should be paid for summer teachers" (DOCUMENT C-IV).

Timely Appointments

In order to process the payroll and assure full payment, summer appointment forms must be in the Office of the Vice Provost for Faculty and Academic Affairs before the effective date of action.


Student Title Definitions

Faculty Council Actions Relevant to SAAs

Student Appointment Guidelines

Student Agreement Forms

Fee Remissions

Student Summer Appointments

Exemption from FICA Tax

Graduate Work-Study Program

Appointment Periods and Payroll


Faculty Part-time Appointment Prior to Retirement

Retention Incentive Pay

Faculty Appointment after Retirement