| Revision Responsibility: |
Executive Director of Human Resources |
| Responsible Executive Officer: |
Vice President for Business & Finance |
Purpose
To establish guidelines resulting in extra compensation and the limitations upon such compensation.
Policy
I. Guidelines
The Tennessee Board of Regents recognizes the value to its students, its personnel, its 46 member institutions, and to the citizens of Tennessee arising from outside consulting and other professional experiences in which members of the faculty and staff may engage. Such activities contribute to the economic development of the state, and bring credit to the institution. These activities also create valuable links between the institutions and their communities.
Typically, these activities will be conducted by the faculty members as their regular assignments; however, irregular occasions will arise where these activities may be done as an extra assignment for additional compensation. The Board sets forth the following general provisions to cover the circumstances allowing extra compensation and the limitations upon such compensation.
- Salaries paid for teaching in intersession and summer session are not considered extra compensation.
- Extra compensation is to be used primarily for non-credit work, public service activities of the institution, or - in extraordinary circumstances (typically off-campus or resulting from irregular schedules) - for credit courses. Extra compensation is not intended for those regularly scheduled, recurring non-credit or credit courses which should be planned and budgeted as a regular part of the faculty teaching load.
- Neither is extra compensation intended as compensation to full-time faculty who teach more than 15 credit hours per term on a regular, planned basis. The use of regular, full-time faculty to teach credit courses for extra compensation should be of an extraordinary nature and on an exception basis to cover unexpected and unplanned credit course offerings. Institutions should make every effort to plan credit course offerings within the teaching load assignments of the regular full-time or adjunct faculty.
Extra compensation may be paid when the following conditions exist:
- The work is done in addition to duties and responsibilities assumed as part of the assigned, normal full workload.
- Qualified adjunct faculty or qualified persons within the institution (including emeritus faculty within existing retirement policy) are not readily available to perform the work as a part of their normal work load.
- The additional duties will not interfere with the performance of regularly assigned professional responsibilities and duties.
- The budget is adequate to pay extra compensation.
- Extra compensation to other state agencies of institutions:
- Extra compensation for services to other state agencies will be paid by the contracting agency to the institution pursuant to agreement between the agency and the institution, and will be paid to faculty by the institution pursuant to the guidelines and limitations contained herein. No compensation shall be paid directly to any employee of any state agency performing services for the institution, but may only be paid by the institution to the agency pursuant to agreement.
- Extra compensation for services for or to other state institutions of education may be paid by one institution to the other as provided in subsection (a), or may be paid directly to the faculty member involved only after the contracting agency has contacted the administrative head of the faculty member’s institution and received permission to employ the faculty and pay the extra compensation. The extra compensation paid to the faculty member will be counted in determining the maximum amount of extra pay the faculty member may receive during a fiscal year.
- Eligible institutional faculty members may receive extra compensation under each or all three of the extra compensation categories (see Section 7) to the extent of seven semester or 10 quarter credit hours per fiscal year or 20 percent of their academic year salary in the non-credit and public service sectors. Further, no faculty member shall receive extra compensation for more than two credit courses per term or the equivalent of teaching 100 student credit hours in addition to the required 300 student credit hours production required each semester. The minimum rates per credit hour of instruction, as articulated in TBR Guideline P-055 must be applied when calculating compensation for extra service for full-time faculty or staff teaching credit courses at community colleges or universities. Compensation for extra service must be commensurate with the instructor’s highest degree, rank, and experience, within his or her academic unit at his or her institution. With the approval of the chancellor, presidents or their designees may approve exceptions to these minimum rates when circumstances warrant. Presidents or their designees may approve rates that are greater than those stated in TBR Guideline P-055 as long as the rates are applied consistently for similar faculty (degree, rank and experience) within the same academic unit.
- Eligible institutional personnel are:
- Full-time or permanent part-time faculty of the institution, on either an academic or fiscal year appointment; and
- Full-time administrative or service-budgeted personnel on an academic or fiscal year appointment provided that the service activities for which they are to receive extra compensation are not a part of their regularly assigned duties and/or responsibilities. (It is recognized that administrative personnel may either be required or permitted to teach as part of their assigned duties.)
- In no case shall institutional personnel receive extra compensation under each or all three of the categories which exceeds 20 percent of their academic year salary. Extra compensation may be paid to eligible institutional personnel participating in programs approved or contracted by the institution in any or all of the following three categories:
- Category I: Credit and non-credit instruction
- Extra compensation shall be paid for credit work within the maximum unit rates in a schedule approved by the Board.
- Extra compensation schedules for non-credit work will be formulated by each institution.
- Category II: Participating in applied research studies and preparation of education materials in the non-credit and/or public service sectors. The rate of extra compensation for participation in applied research studies such as those carried out by public service units of the institutions and/or for preparation of educational materials shall be established by each institution. For purposes of this policy, the studies referred to are those conducted on behalf of communities, groups, and agencies as a part of the institution’s service program. They generally are characterized by the gathering of data related to a particular problem, the organization and analysis of these data in such a way as to increase understanding and provide insights into the problem and the presentation of alternative courses of action which are available to the communities, groups or agencies. Educational materials as used in this policy refers to those materials of special significance and continuing value which may be needed for a particular non-credit program and which may be used in future non-credit programs.
- Category III: Consultative service. The rate of extra compensation for consultative services shall be established by each institution. For purposes of this policy the consultative services referred to are those contracted with communities, groups, and agencies outside the institution. Usually the services are in the form of technical assistance using the expertise of the faculty, and applying it to the problems of the communities, groups, and agencies.
- Advanced approval to pay extra compensation to eligible personnel must be obtained by written request. This request should be made by the client group needing the services for which it will contract and directed to the president or designee. Extra pay for teaching faculty and administrators must be approved by the president or his/her designee.
- It is recognized that on occasion institutions may experience staffing patterns (e.g., excessive part-time faculty ratios) which would warrant - until the pattern is changed - permitting regular, full-time faculty to teach credit course for extra compensation. Institutions which are required to exercise this option must seek prior approval of the chancellor, whose decision will take into account guidelines defining those staffing patterns which would warrant exercising this option.
- All extra compensation requests, with the exception of overload, shall be monitored by the vice president for Academic Affairs and the vice president for Business & Finance. All memos requesting approval of such extra compensation should contain lines for approval of both of these individuals, as well as the assistant vice president of Human Resources and the president. The vice president for Academic Affairs will have authority on overload.
II. Faculty Acceptance of overload assignments for instruction on other purposes is strictly voluntary.
- Overload assignments should be employed only when situations arise which warrant such action.
- Overload assignments should not be employed on a regular bas is or in lieu of hiring qualified faculty or instructors.
- Supervisors must be careful to protect untenured faculty when making overload assignments and should make every effort to distribute overloads fairly as staffing needs allow.
Exceptions:
- The above compensation provisions do not apply to campus-based study abroad programs or study abroad programs included in the Tennessee Consortium for International Studies (TCIS).
- Compensation for these programs will be determined by the institution or the Executive Director of TCIS, respectively.
- Any exception to the compensation provisions indicated above requires prior approval by the Chancellor. 10/13; 01/15; 05/16
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