Policies and Procedures

5.29 - P&S Policies and Procedures -- Miscellaneous Policies

A. Professional Development Programs

University staff development programs are designed to increase the effectiveness of personnel through activities which contribute both to individual development and to overall organizational performance. The following programs, together with University sponsored supervisory training seminars, are provided to insure continuing personal development of professional and scientific (P&S) personnel and improved performance to duty assignments required of positions with which such staff members serve.

B. Participation in Professional Organizations

The University maintains institutional memberships in selected state and national organizations which provide development materials and offer enrichment programs for P&S personnel serving in the various operational areas of the University. P&S staff members who are designated by the University administration as institutional representative and/or are assigned by the University for attendance at meetings or conferences of such organizations are reimbursed for approved expenses incurred with same in accordance with established University policies and procedures relative to expense reimbursement (see Administrative Leave).

P&S personnel are at the same time encouraged to participate as individuals and at their own expense in professional organizations that serve to enhance professional development. Released time for attendance at activities of such professional organizations may be recommended by a department head for approval by the appropriate division vice-president on the basis of merits of the request and as department-division work schedules permit.

C. University Staff Tuition Reimbursement Program

P&S personnel are encouraged to apply for grants under the University's Tuition Reimbursement Program in connection with position related and/or position improvement course work offered by the University or by other accredited post-secondary institutions. Applications and information can be obtained at the Human Resource Services (HRS).

D. Class Audit Program

P&S personnel may register for approved University classes on a non-credit or audit basis if a space is available in the class. Class attendance is, upon the request of the P&S staff member with the recommendation of his/her department head and the approval of the appropriate division vice-president, arranged through college and department offices with the faculty member offering the course. Class audits applicable with the attendance of P&S staff members are not recorded on the University's permanent student records unless such attendance is formally requested by the staff member and approved by the instructor of the class.

E. Research Awards

P&S staff members are eligible to apply for a University Research Award or a Graduate Thesis Research Award. The former award is designed to promote the academic-scientific creative climate of the University and provide a limited amount of funding to conduct scholarly creative pursuits. Such awards are made on a competitive basis with proposals being evaluated by the Committee on University Research. The principal objective of the award process is to stimulate work or outstanding academic-creative merit by University faculty and staff. A maximum of fifteen hundred dollars ($1,500) may be requested to be used within the fiscal year during which the award is made.

Graduate Thesis Research Awards are designed to support graduate research, scholarly and creative thesis efforts of University graduate students. Such awards are qualified only for work on projects which are labeled "thesis" in departmental degree programs which required a thesis. Such awards will not ordinarily be given for work undertaken to complete any other type of research or creative graduate project. Application for Graduate Research Awards are accepted by the Graduate College once each academic session. The maximum award is three hundred dollars ($300) which may be requested for supplies, equipment and personal expenses associated with graduate thesis work other than duplication or typing costs of the thesis itself. Award applications are reviewed by the Awards Competition Coordinating Committee which transmits its recommendations to the Dean of the Graduate College who in turn notifies applicants of final award decisions.

F. Consultant Services

P&S staff members may undertake consulting assignments under the following conditions:

1. Prior to accepting any consultation assignment, the P&S staff member shall advise his/her department head (dean, if applicable) and division vice-president in writing of the scope and duration of the assignment to be undertaken and the employer or agency to be served;

2. Consultant services must not interfere with the P&S staff member's assigned University duties and responsibilities, and not involve a conflict of interest;

3. Approval for performance of outside consultant services may be granted by the appropriate division vice-president upon request for a period not to exceed twenty-four (24) working days during a calendar year without loss of regular earnings. Such approval and the period of continued earnings authorized will in each case be contingent upon the value of such activity to the staff member and University as well as the expected contribution to the employer or agency served as determined by the vice-president;

4. Absences with consultant services may be arranged under the Administrative Leave provision. Such leave is to be noted with an absence request form and filed no later than ten (10) days prior to leave for the purpose of rendering consultant services;

5. Equipment, supplies, materials and clerical services required with outside consultant services shall be provided by the P&S staff member and not the University; and

6. When outside consulting service is found, in the opinion of the department head (dean, if applicable) and division vice-president, to interfere with the regular University duties and responsibilities of the P&S staff member, same shall be instructed to terminate or substantially modify such service as a condition of continued University employment.

G. Emeritus Status

The term "emeritus" is used to designate members of the faculty, institutional officials and P&S staff members with a minimum of twenty (20) years of creditable service in higher education who have terminated permanent (tenure/continuing service) full-time or part-time service with the University.

Formal application for emeritus status may be made with completion of the Request for Emeritus Status form which is available from HRS. The completed form should be submitted to the president of the University for approval, together with accompanying letters that may be prepared by the staff member and his/her division officials (vice-president, dean, director or department head).

H. Phased Retirement

University P&S personnel holding permanent status (continuing service) who have obtained age fifty-seven(57) with fifteen (15) years of service at the University are eligible to negotiate with their department a schedule for phasing into retirement. If a schedule that is acceptable to both the individual and the department can be arranged, a staff member may reduce from full-time to half-time activity either directly or via a stepped schedule with the stipulation that during the phasing period one may hold no greater than an sixty-five percent (65%) appointment.

The phasing schedule and the manner in which responsibilities will be reduced throughout the phasing period are to be negotiated between the staff member and the department involved. Initiation of a phased retirement schedule for a staff member can only occur if all parties are mutually satisfied with the arrangements for part-time responsibilities. Approval of the appropriate dean/director, department head, and applicable division vice-president is necessary.

The phased retirement period is limited to a five year period. During the first four years of the five year phasing period, the salary received will reflect reduced responsibilities plus an additional ten percent (10%) of the budgeted salary had the person worked full-time. In the fifth year following the initiation of phased retirement and in all the subsequent years prior to the individuals full retirement, the staff member's appointment will be no greater that fifty-percent (50%) and the salary will be proportional to the budgeted salary had the person worked full-time.

During the phased retirement period, University and staff member contributions will continue for life, health and disability insurance programs at the same levels which would have prevailed had the staff member continued a full-time appointment.

Retirement contributions to TIAA-CREF or a qualified substitute retirement program by the University will also be based on the salary which would have been obtained had the individual continued a full-time appointment. Staff members participating in a phased retirement program can elect to receive TIAA-CREF or a substitute retirement plan benefit while continuing to work, with University contributions continuing under the above policy. As mandated by law, FICA contributions will be based on the staff member's actual salary during the partial or pre-retirement period. The same is true for retirement contributions for those participating in the Iowa Public Employment Retirement System (IPERS). Accrual rates for vacation and sick leave will be based on percentage of appointment. 

Human Resource Services, approved 2012

President’s Cabinet, approved January 7, 2013