Academic Affairs Policy Manual

Section 1: Faculty

1.07 Compensation

Faculty compensation shall be reasonable and consistent with Regents Policy.

Source: Board of Regents Policy, §§ 803.1401 and 803.1402

1.07-1 Mid-year Salary Increases

Mid-year salary increases are routinely denied in the budget amendment process unless the institution is acting under specific authority of the Chancellor. Retroactive salary increases are denied summarily under any circumstances.

Source: Vice President for Business and Finance, 2/11/87

1.07-2 Extra Compensation

In accordance with Board of Regents policy, extra compensation may be paid to faculty and exempt University staff for participating in appropriate University instructional, research, or service activities when all four of the following conditions are met:

1. The work is carried in addition to a normal full load.
2. No qualified person is available to carry the work as part of his/her normal load.
3. The work produces sufficient income to be self-supporting.
4. The additional duties are not so heavy as to interfere with the performance of regular duties.

When extra compensation is paid, it shall be in line with compensation for performance of the employee's normal duties.

Source: UGA's Human Resources Policies and Procedures
URL: http://www.busfin.uga.edu/manual/ and click on “Human Resources” then on “Human Resources Policies” and then on “Extra Compensation for Faculty and Exempt Staff”

1.07-3 Administrative Positions

Full-time faculty may be hired into or asked to accept an administrative position. Under either situation, issues might arise related to budgetary supplements and salary conversions based on type of contract.

1.07-3.1 Supplements

An administrative supplement is a unit budget allocation beyond the base salary provided in recognition of the assumption of administrative responsibilities. Such supplements shall be defined separately from the base salary in institutional salary documents and will not be considered in determining annual salary increments. Only the base salary will be used for salary increments. Any increment made to the administrative supplement will be a separate budgetary action and will require concurrence of the appropriate institutional administrators and University Budget Committee. The amount of the supplement will be recognized and shown as such in an individual's contract. The terms and period of the recognition of the supplement will be recorded in a separate agreement with each individual.

Specifically, the following University procedures will be implemented under conditions of retracting from a position which has had an administrative supplement consistent with established Regent policy:

1. The administrative supplement will be retracted.
2. When an administrator leaves a fiscal year position to assume an academic year contract, the salary will be converted from a twelve to nine month base.
3. If the individual is returning to a faculty position which he/she held prior to holding the administrative position, the adjusted salary will not be less than his/her faculty salary at the time of the transfer plus his/her salary percentage increases applied to the base salary exclusive of any supplement for each of the years during the period while holding the administrative position.
4. If the individual is transferring to a faculty position which he/she did not hold prior to holding an administrative position, the adjusted salary will not be less than the average salary of faculty within the same rank and experience.

Source: University President, 11/3/88

1.07-3.2 Conversion Factors from “A” to “F” Contracts or Vice Versa

• To compute the conversion from an “A” to an “F” contract, divide the “A” contract salary by .75.
• To compute the conversion from an “F” to an “A” contract, multiply the “F” contract salary by .75.

Source: Budget Review, 7/28/05

1.07-3.3 Administrators Returning to Faculty Positions

When a fiscal year administrative employee returns to an academic appointment as a faculty member, the salary shall be determined on the same basis as other faculty members with similar rank and experience within the department to which he/she returns or in other similar positions within the institution.

Source: Vice President for Academic Affairs, 7/27/87

1.07-4 Consulting Policy

Outside consulting is authorized, provided:

1. that such activity does not interfere with regular and punctual discharge of official duties;
2. that such activity be reasonable in amount (normally this will not exceed four days per month);
3. that such activity not create a conflict of interest with the University; and
4. that faculty wishing to engage in such activity receive prior written approval from the dean or head of a major University unit.

It is the responsibility of the head of each unit to implement this policy in a manner consistent with the needs of the respective units.

Source: Board of Regents Policy Manual, § 802.1602
UGA's Associate Vice President for Academic Affairs, 10/19/89

1.07-5 Payment of Memberships

Only memberships and dues in the name of the University can be paid by the University. This precludes all payment of memberships and dues in the name of individuals.

Source: UGA's Human Resources Policies
URL: http://www.busfin.uga.edu/manual/ and click on “Human Resources” then on “Human Resources Policies” and then on “Membership in Professional Associations”

1.07-6 Summer School

Payment of compensation to faculty members for full-time employment during the summer session shall be at a rate not to exceed 33-1/3% of their regular nine months compensation for the previous academic year.

Source: Board of Regents Policy Manual, § 803.1403

1.07-7 Faculty Teaching Overload Compensation

Policy

Full-time faculty appointments require a full commitment of working time and effort.  Full-time faculty are expected to complete their primary assignment regardless of the time required.  This work is to be accomplished without overload compensation.   However, teaching overload compensation may be offered in limited and restricted situations of special need, with each case approved on an individual basis.  Effective Fall Semester 2009, full-time faculty with academic, lecturer, or clinical rank may accept teaching overload service provided these services do not interfere or conflict with their primary assignment.

Authority

Board of Regents Academic Affairs Policy Manual 4.10 Faculty Overloads and Instructional Staff Responsibilities discourages the payment of extra compensation for teaching overload; therefore, payment of extra compensation for teaching overloads must be kept to an absolute minimum and must be justified by circumstances that clearly warrant such action.

This policy is developed in accordance with the instructional expectation set forth in the Provost’s Memo of May 27, 2009. 

Definitions

1. Full-time Faculty.  Faculty with academic, lecturer, or clinical rank, and, for the purposes of this policy, those whose assignment is 100% time for either an academic year contract or a fiscal year contract.
   
   
2. Teaching Overload Compensation.  Payment for teaching services for credit courses rendered by a full-time faculty member in addition to the normal activity assigned by the Department Head and/or Dean.

3. Restricted Funds.  Money received by the University that may be expended only in accordance with the guidelines established by an external agent.

Guidelines

1. Full-time faculty with academic, lecturer, or clinical rank must be budgeted 100% time for an entire contract year to qualify for consideration for overload teaching assignments.

2. Compensated overload teaching will be assigned by the Department Head and/or Dean.  Compensated overload teaching should be assigned equitably among all faculty who wish to participate and who have the expertise to teach the course requiring overload teaching.  Teaching effectiveness may be a factor in assignment decisions.

3. Faculty members must be scheduled to teach a full load based on their budgeted instructional EFT prior to qualifying for teaching overload compensation. Home Department Heads and/or Deans have the responsibility to determine individual full load teaching assignments.  Full load teaching assignments must be consistent with Provost’s Memo of May 27, 2009.

4. Home Department Heads and Deans reserve the right to deny approval for overload teaching in cases where such teaching would interfere with assigned duties or the faculty member’s performance was rated less than satisfactory during the previous year’s performance evaluation.

5. Senior administrators at the dean’s level or higher, regardless of rank, do not qualify for teaching overload compensation.

6. Faculty members may teach no more than four credits as an overload for additional compensation during any one academic year.

7. Overload teaching compensation is not permissible for summer term.

8. Courses must meet minimum enrollment requirements to qualify for overload teaching compensation.

9. The compensation rate for approved overload teaching will be a fixed dollar amount per overload course credit, up to a maximum of four credits.  In the initial academic year of adoption of this policy, the compensation rate will be $3,000 per course credit.  Review of the rate will be made periodically at the Provost’s request to determine the appropriateness of the amount and to make adjustments for cost of living.  Any changes to the amount will be announced by July 1 of the fiscal year in which the compensated overload teaching will occur to allow for informed decisions by all parties involved in the assignments. 

10. The teaching overload compensation policy is applicable to all courses listed in the UGA Course Offerings System including courses taught abroad, field study, extended campus courses (Buckhead, Griffin, Gwinnett, Tifton), and courses offered through Independent and Distance Learning. 

11. Courses taught as an overload for additional compensation may not be used for course banking against future teaching obligations.

12. Courses for teaching overload compensation cannot be co-taught.

13. Compensation for teaching overloads may not be paid from restricted funds.

14. Exceptions to this policy for executive education programs may be granted on a case-by-case basis by the Senior Vice President for Academic Affairs and Provost.

15. The teaching overload policy does not apply to continuing education classes.  Continuing education courses may qualify for extra compensation under BOR Policy Manual 803.12.04 Research, Saturday Classes and Off-Campus Continuing Education and should be submitted for approval using the Request for Extra Compensation for Faculty & Exempt Staff Form.

Procedures

All teaching overloads for compensation must be requested and approved in writing using the Request for Teaching Overload Compensation for Faculty Form prior to the beginning of the term in which the class is taught.

1. On the form, documentation of full-teaching load for the requested semester must be provided when requesting overload teaching compensation.

2. A statement on the form requires information on how each budgeted component (e.g., instruction, research/scholarship, service, and/or administration) of the faculty member’s primary assignment will be met during the academic year for which compensated overload teaching is sought.  This section should be sufficiently detailed and quantitative to demonstrate to the various approving officials that the requesting faculty member’s primary assignment will not be adversely impacted by the overload teaching.

3. The requesting department head must provide a signed statement that no other qualified faculty member is available to teach, as part of his/her budgeted teaching load, the course for which overload compensation is sought.

4. Approvals must be granted by the home department head and dean, the requesting department head and dean (if different than home department and dean), and the Senior Vice President for Academic Affairs prior to any services being performed.

5. Payment of the teaching overload compensation must be paid in full no later than the immediate conclusion of the semester for which the teaching services are performed but not prior to the completion of the course which includes the submission of grade rolls.

Source:  Senior Vice President for Academic Affairs and Provost, 7/29/09