Changes and Additions to Appointments

Additional Appointments

For more instructions and information on how to use the submittal form for additional appointments, login to ITS Learning and Information Center (MI LINC), and navigate to Home > Learn - Catalog > Human Resources Management System > Human Resources > Administer Workforce > Change Employee Data.

Summer Appointments

Faculty members who are appointed on a University Year basis are able to receive appointments on an ad hoc basis for two additional summer months in a year, with compensation at a rate of one-ninth of the University Year salary for each such month. This means that University Year faculty members are permitted to be obligated for a maximum of eleven months (nine plus two) per year, leaving one month available for vacation or other recreational purposes.  Faculty who devote their summer months to research usually raise their own funding through research grants. Occasionally, assistant professors will have paid summer months as part of their start up packages.

The Standard Practice Guide 201.04, Summer Appointments, UM Ann Arbor discusses this additional ad hoc appointment and outlines the criteria that must be met to request more than two summer ninths.  The dean must approve all requests for more than two summer ninths.  Schools may have their own procedures for requesting additional months, however, there is a template available as part of this Standard Practice Guide that schools have the option to have their faculty complete to request additional months.

To process a summer appointment, a submittal form from Wolverine Access must be submitted to Human Resource Records and Information Services (HRRIS).  Follow your school’s internal routing procedures to obtain appropriate approval signatures.

If this is the first summer appointment for the faculty member, then it is necessary to create a new employee record number (empl rec  #) submittal form.  Particular fields on the submittal form to pay attention to for summer appointments include:

  • FTR:  The amount here is the amount that appears on the faculty member’s regular appointment.
  • Classified Indicator:  Summer
  • Frequency:  M = Monthly
  • Comprate:  this will be 1/9th of the FTR multiplied by the percent effort the faculty member is working that month.  For example if a faculty member’s FTR is $100,000, and they are working 100% for the summer month, then the comprate would be $11,111.11.  However if the faculty member is working 50% then the comprate would be $5,555,55.  Normally the comprate will be computed automatically.  To be able to enter comprate for a summer ninth, check the box than says “FTR Override”.
  • In the comments section, indicate how many months the appointment will last.  This way the HRRIS staff will be able to put a termination row on at the same time they put the additional summer appointment on the system.
  • On the department budget earnings screen (dbe), be sure that the effective start and end dates match the summer month appointment dates.

Instructional Overload Appointments

The MPathways software does not allow more than 100% effort on any one appointment. Occasionally faculty will temporarily assume additional instructional duties exceeding their full-time 100% effort (for example: they have a four course teaching load and agree to teach a fifth course for one term or year). In such cases, an additional appointment (i.e. new employee record number) needs to be created for the percent of effort over 100%. An associate dean, chair, or even dean would approve and determine the appropriate fraction of effort to be associated with the additional work that is being requested from the faculty member.

To process an overload appointment, a submittal form from Wolverine Access must be submitted to Human Resources Records and Information (HRRIS). Follow your school’s internal routing procedures to obtain appropriate approval signatures.

Particular fields on the submittal form to pay attention to for overloads appointments include:

  • FTR: The amount here is the amount that appears on the faculty member’s regular appointment.
  • Classified Indicator: Overload
  • Frequency: Annual
  • Comprate: Will be the percent effort of the overload multiplied by the FTR.
  • Appointment End Date: Is the same as what is on the faculty member’s regular appointment.
  • On the department budget earnings screen (dbe), be sure that the effective start and end dates match the overload appointment dates.

Academic Administrative Appointments

For faculty who take on academic administrative appointments, such as chair, associate dean, dean, etc. a separate appointment (i.e. new employee record number) needs to be created in the MPathways system.  In addition, some academic administrative appointments need to have Regental approval.  For a list of those appointments and instructions on how to write and process Regents Communications see Academic Personnel Regents Communications Manual.

In addition to the Regents Communication, a submittal form from Wolverine Access for the academic administrative appointment must be submitted to Human Resource Records and Information (HRRIS). Follow your school’s internal routing procedures to obtain appropriate approval signatures on the submittal form.

Leaves

For more instructions and information on how to use the submittal form for additional appointments, login to ITS Learning and Information Center (MI LINC), and navigate to Home > Learn - Catalog > Human Resources Management System > Human Resources > Administer Workforce > Change Employee Data.

Sabbatical Leave

Sabbatical leaves of absence may be granted to provide members of the professorial ranks of regular instructional faculty an opportunity to engage in an intensive program of research and/or study, thus enhancing their effectiveness to the University as a teacher and scholar.  Standard Practice Guide 201.30-2, Sabbatical Leave defines eligibility requirements, regulations, definitions and obligations.

The faculty member submits a written request to their chair and/or the school’s dean no later than February 1st of the year proceeding the appointment year within which the leave is desired.  The form used for this written request, Sabbatical Request Form J, can be found on the HRRIS Forms website.  Each school will have its own procedures for handling and approving sabbatical requests.   If the request is approved, then the request form, with the appropriate signatures, is forwarded to Human Resource Records and Information Services (HRRIS) no later than March 1st.

The faculty member and the unit will receive a letter from the Associate Vice President and Chief Human Resources Officer, indicating approval of the sabbatical.  Approved sabbatical leaves are reported to the Board of Regents by Human Resource Records and Information Services (HRRIS).

Depending upon the type of sabbatical, full year or half year, and the funding of the sabbatical, the unit may need to send HRRIS a submittal form from Wolverine Access (for assistance in using Wolverine Access, see resources listed below).

Within ninty days following a return from sabbatical leave, the faculty member must submit to the department chair and/or dean a full report of the results of the leave.

A letter acknowledging receipt of the sabbatical report is written to the faculty member, with copies sent to the Dean’s office and HRRIS.  HRRIS will maintain the copy in the faculty member’s personnel file.

Scholarly Leaves

Scholarly leaves may be granted to members of the regular instructional staff or the regular primary staff to permit acceptance of “prestigious fellowships”, or to permit acceptance of a temporary appointment at another institution when such appointment would, in the interest of the University, permit engagement in scholarly activities that are not otherwise practicably available, and that will significantly enhance the professional effectiveness of the individual.

Scholarly Leaves are granted by the President or his/her designated representative on recommendation of the Chancellor, dean, or directors and may not exceed one year.  Standard Practice Guide 201.30-4, Scholarly Activity Leave, provide details on the regulations and definitions for Scholarly Leaves.

To request a Scholarly Activity Leave, the faculty member submits to the department chair and/or dean a written request for leave with appropriate supporting documentation.  If the request is approved, the unit must prepare and send a submittal form from Wolverine Access to HRRIS (for instructions, see below).  The faculty member must also contact the Office of Staff Benefits to discuss their benefits during the leave period.

Leaves of Absence Without Salary

Leaves of Absence without Salary are granted by the President upon recommendation of the dean, director or Chancellor.  Leaves may be granted for up to one year.  Leaves in excess of one year need the approval of the Board of Regents. Standard Practice Guide 201.30-1, Leaves of Absence Without Salary, details the types of leaves, eligibility for the leave, and the duration of the approved leave.

To process a leave of absence, the faculty member completes a Request for Leave of Absence Form and submits it to the Dean (or where applicable the department chair or program director).  The Dean, or designate, reviews the request to determine whether the faculty member is eligible. If the Dean approves the request and the faculty member is eligible, the signed Request for Leave of Absence form is submitted to HRRIS.  There are other procedural steps to follow, depending upon the length and nature of the request.  These steps are found on the Procedure: Leaves of absence without salary. website

A number of related Standard Practice Guides are listed below.

Related Information

Track Switches

All track switches from instructional to clinical or research must to be approved by the Provost's Office. For more information, please contact the Office of the Vice Provost for Academic and Faculty Affairs at 764-0151.

Resignations

Resigning clinical faculty are asked to provide adequate notice of their resignation to the chair, director or dean of their school. This notice needs to be done prior to the effective date of resignation in order to avoid possible overpayments.

To process a resignation, submit a Layoff and Termination Request Form, which can be obtained from HRRIS forms website.  This should be signed by the dean, chairperson, or the administrative head of the unit and submitted to Human Resource Records and Information Services (HRRIS) along with the letter of resignation.  Be sure to follow your school’s internal routing procedure.

In addition, the faculty member may need to sign an effort certification form.  The administrator should check by running an As Needed Effort Certification Report in Wolverine Access to see if certification is required.  If required, the signed report should be sent to the Office of Cost Reimbursement.   For more information regarding Effort Certification see the U-M Effort Reporting Website.

As with all other staff who leave the University, be sure to follow procedures that adequately restrict all access to the departing staff member (email, p-cards, phone, etc.) and follow local procedures for returning University resources and cleaning out work spaces.

Related Standard Practice Guides

SPG 201.40, Termination of Employment discusses the termination date and benefits information.  

For information regarding personnel records and retention requirements see: SPG 201.46 Personnel Records - Collection, Retention and Release.

In accordance with SPG 201.78, Unemployment Compensation, current and former University staff who meet eligibility requirements may draw unemployment compensation payments during periods of unemployment, in accordance with the Federal Employment Security Amendments of 1970 and the Michigan Employment Security Act.

Termination & Non-Reappointment

Terminations

The decision for dismissal or demotion of a tenured member of the University teaching staff or any member of the teaching staff during the term for which he/she is appointed is made by the Board of Regents.  This would include clinical faculty if they are teaching when this decision is being reached.  Before such a recommendation is made to the Board, procedures outlined in Regents Bylaws 5.09 must be followed.

To process a termination, once the decision has been made, submit a Layoff and Termination Request form to Human Resource Records and Information Services (HRRIS).

This should be signed by the dean, chairperson, or the administrative head of the unit.  If the faculty member has any additional pay, then a submittal form ending the additional pay will also need to be submitted.  If there is a letter of resignation, that should accompany the paperwork sent to HRRIS.

In addition the faculty member may need to sign an effort certification form.  The administrator can determine this by running an  As Needed Effort Certification Report in Wolverine Access.  If required, the signed report should be sent to the Office of Cost Reimbursement.   For more information regarding Effort Certification see the U-M Effort Reporting Website.

As with all other staff who leave the University, be sure to follow procedures that adequately restrict all access to the departing staff member (email, p-cards, phone, etc) and follow local procedures for returning University resources and cleaning out work spaces.

Non Reappointments

All close-ended appointments are considered terminal upon the completion of the terms and conditions of the appointment. However, since for tenure track appointments and clinical track appointments there is an expectation of possible reappointment, it is the intent of the University to provide adequate notice to individuals who are not to be reappointed.  SPG 201.88, Notice of Non-reappointment describes the minimal requirements for notice of non-reappointment.  School procedures may call for earlier notice than what is described in this SPG.

Notice of non-reappointment should be explicitly stated in writing from the appropriate department chairman or dean. The letter should not be conditional, nor state reasons for the non-reappointment.

Related Standard Practice Guides

SPG 201.40, Termination of Employment discusses the termination date, vacation payouts and benefits information.

For information regarding personnel records and retention requirements see: SPG 201.46 Personnel Records - Collection, Retention and Release.

In accordance with SPG 201.78, Unemployment Compensation, current and former University staff who meet eligibility requirements may draw unemployment compensation payments during periods of unemployment, in accordance the Michigan Employment Security Act.

Retirement, Phased Retirement and Retirement Furloughs

Retirement and Phased Retirement

The University offers faculty and staff members the option of retiring completely or “phasing” into retirement by various combinations of partial appointments, partial annuities, and for eligible professorial staff, a partial furlough.  Standard Practice Guide 201.83, Retirement defines the combinations of years of service and age of eligible staff that are needed to begin retirement, phased retirement or retirement furloughs.

For those eligible faculty members who plan to retire, the highlights of the procedures to follow include (for complete details see SPG 201.83):

  • Submit written request to department head as early as possible prior to the retirement date. One year notice is recommended for instructional staff.
  • Contact the Office of Staff Benefits concerning retirement benefits and procedures shortly after meeting with the school about their retirement plans or not less than three months before the expected retirement date.
  • Sixty days before retirement, submit a Completed Layoff and Termination Form.  This should be signed by the dean, chairperson, or the administrative head of the unit and submitted to Human Resource Records and Information Services (HRRIS), following the school’s internal routing procedure.
  • Whenever a termination form is completed, check to be sure that any additional pay end dates match the appointment termination date.
  • If the dean has recommended the faculty member for an emeritus/emerita title, submit a Retirement Memoir, along with the Layoff and Termination form that has been approved by the dean, director or administrative head to HRRIS.  This must be submitted at least sixty days prior to the retirement effective date (copy should be included with the termination paperwork) to allow adequate time for the Regents’ approval.  A copy of the retirement memoir is also sent to the Vice President and Secretary of the University.  (See section on Emeritus Appointments)

For eligible faculty planning a phased retirement, the following procedures apply:

  • Submit written request indicating plans and effective date of complete retirement to department chair or dean at least one year prior to beginning phased retirement plans.
  • The dean or department chair needs to approve request in writing.
  • The unit administrator completes a submittal form from Wolverine Access (see below for instructions) that details the new work effort and funding sources and submits to HRRIS at least 60 days prior to start of phased retirement.
  • The Faculty member needs to contact the Office of Staff Benefits to make arrangements for any applicable retirement payouts or changes to medical benefit contributions.

Retirement Furloughs

Regents Bylaw 5.19, entitles the professorial staff members appointed prior to January 1, 1984, to be relieved of normal responsibilities during the last year preceding retirement . He or she may be called upon to act in a consulting capacity to the president, executive officers, deans, or department heads, or to conduct research in the individual's field of interest unless otherwise specifically provided by the Board. The salary during this period shall be the regular annual salary.  The furlough is subject to several provisions, which are outlined in the Bylaw, regarding the preceding length of service and timing of the latest sabbatical.

Standard Practice Guide 201.81, Retirement Furlough goes into greater detail regarding eligibility for a furlough as well as indicating the possibility of taking the furlough for a full year prior to retirement or in partial installments over two or three years prior to the effective date of retirement.

For those eligible faculty members who plan to request a retirement furlough, the highlights of the procedures follow (for complete details see SPG 201.81):

  • The faculty member submits request to the department chair or the dean for furlough twelve months in advance of the start date.  At this time the faculty member should also contact the Office of Staff Benefits concerning retirement procedures.
  • The chair or dean reviews the request and, if approved, sends a letter of approval to the faculty member.
  • At least two months in advance, the appropriate administrator completes a submittal form in Wolverine Access, indicating the ways in which the furlough is to be structured (see below for link to instructions).
  • During the furlough it may be necessary, depending upon how the furlough is structured, to send in additional submittal forms to indicate change in effort worked and funding sources.

Additional Information and Related Standard Practice Guides

For more instructions and information on how to use the submittal form for additional appointments, login to ITS Learning and Information Center (MI LINC), and navigate to Home > Learn - Catalog > Human Resources Management System > Human Resources > Administer Workforce > Change Employee Data.

In accordance with SPG 201.46, Personnel Records - Collection, Retention and Release, the collection, availability and disclosure of the contents of personnel files is governed by regulations established by the University and applicable laws. The Faculty and Staff Records Office, the Medical Center Staff Records Office and the custodian of personnel files or records in various departments, schools, colleges or other University offices are subject to these regulations.

Emeritus Appointments

The Board of Regents may grant an emeritus or emerita title to regular and clinical instructional faculty, research professors, research scientists, librarians, curators, and archivists, upon retirement.  Standard Practice Guide 201.80, Emeritus/Emerita Titles indicates emeritus/emerita titles, upon retirement, are granted on the recommendation of the appropriate chair, dean or director, and the Provost and Executive Vice President for Academic Affairs (Ann Arbor campus) or by the Provost and Chancellor (Dearborn or Flint campuses). Emeritus/emerita titles for research scientists are granted on the recommendation of the appropriate chair, dean or director, and the Vice President for Research.

Units appointing Emeritus/a faculty from other units

The “Emeritus/a in Service” titles are used when appointing an Emeritus/a faculty member from a different unit within the University.  You should continue to appoint your own Emeritus/a faculty in the regular Emeritus/a titles.

Job Codes for Emeritus/a in Service:

  • 201071 - Professor Emeritus/a in Service
  • 201111 - Associate Professor Emeritus/a in Service
  • 201121 - Assistant Professor Emeritus/a in Service

The Emeritus/a in Service title will be added to the long title while the person is actively appointed and when their appointment ends the Emeritus/a in Service title will be removed.  

For example, a Flint professor emeritus appointed in LSA would have the long title of:

Professor Emeritus of Mathematics, College of Arts and Sciences, University of Michigan-Flint, and Professor Emeritus in Service of Mathematics, College of Literature, Science, and the Arts

Once the LSA appointment ends the long title would go back to: Professor Emeritus of Mathematics, College of Arts and Sciences, University of Michigan-Flint.

The SPG indicates the benefits and regulations for these titles, as well as provides a link to the procedures for obtaining the title for an eligible retiree. See guidelines and sample memoirs.

Other Related Standard Practice Guides

Standard Practice Guide 201.83, Retirement

Discontinued Academic Program

Standard Practice Guide 601.02, Discontinuance of Academic Programs, describes the process to discontinue an academic program.  The SPG states that the University has never released tenured faculty members because of program closure. The maintenance of tenured faculty and of essential instructional and supporting services remains the highest priority of the University. If it should become necessary to release tenured faculty members within a discontinued program, every effort will be made to place tenured instructional staff members in other suitable positions. This may include retraining, if a reasonable period of retraining would qualify the affected staff member for another position within the University. In cases where it is not possible to continue the appointment of a tenured faculty member, the procedures of Regents’ Bylaw 5.09 are available and severance pay will be provided, if required, under Regent’s Bylaw 5.10.

For non-tenured instructional staff, the process for notice of non-reappointment would be followed when an academic program in which they are appointed is discontinued.