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Policy Number: 
5.01.00.06
Policy/Guideline Area: 
Personnel Policies
Applicable Divisions: 
TCATs, Community Colleges, System Office
Purpose: 

The purpose of this policy is to establish the criteria and process for employment of relatives at the System Office and institutions governed by the Tennessee Board of Regents.

Definitions: 
  • For the purposes of this policy;
    • Relative - means a parent, parent-in-law, child, spouse, brother, foster brother, sister, foster sister, grandparent, grandchild, son-in-law, brother-in-law, daughter-in-law, sister-in-law, or other family member who resides in the same household.
Policy/Guideline: 
  1. Introduction
    1. Pursuant to T.C.A. § 8-31-101, et. seq, the following shall be the nepotism policy for the Tennessee Board of Regents System:
  2. Employment of Relatives
    1. Effective July 1, 1980, no employees of an institution who are relatives shall be placed within the same direct line of supervision whereby one relative is responsible for supervising the job performance or work activities of another relative; provided, however, that to the extent possible, this policy shall not be construed to prohibit two or more such relatives from working for the same institution.
    2. When employees of an institution become in violation of section II.A as a result of marriage, the violation shall be resolved by means of transfer within the institution, transfer to another institution, or resignation as may be necessary to remove the violation.
      1. If transfer alternatives are available, the employees shall be given the opportunity to select among the available alternatives; provided that if the employees are unable to agree upon any such alternative within sixty days, the appointing authority shall take appropriate action to remove the violation.
    3. In the case of employment relationships which would otherwise violate section II.A but which were in effect prior to July 1, 1980, the employment of the employees shall not be affected by this policy, provided that the institution takes appropriate action to ensure that employees neither initiate nor participate in institutional decisions involving a direct benefit (retention, promotion, salary, leave, etc.) to a relative.
    4. Each institution shall apply the foregoing in a non-discriminating manner, and shall ensure that the implementation of this policy does not adversely affect employees of one sex over those of the opposite sex.
    5. Tennessee Board of Regents Guideline P-090 provides further guidance regarding the implementation of the law.
Sources: 

Authority

T.C.A. §§ 49-8-203, 8-31-101 et seq.

History

TBR Meeting June 19, 2009

Policy Number: 
5.01.00.05
Policy/Guideline Area: 
Personnel Policies
Applicable Divisions: 
TCATs, Community Colleges, System Office
Purpose: 

The purpose of this policy is to establish the criteria and process for employment of minors at the System Office and institutions governed by the Tennessee Board of Regents.

Policy/Guideline: 
  1. Employment of Minors
    1. The Tennessee Board of Regents has adopted the following policy concerning age restrictions and conditions of employment.
    2. No person under the age of sixteen (16) may be employed by any institution or the System Office of the Tennessee Board of Regents.
    3. Minors who are sixteen (16) or seventeen (17) may be employed under the following conditions:
      1. This employment must not interfere with the minor's health or well-being.
      2. If the minor is enrolled in school, this employment may not be during those hours when the minor is required to attend class.
      3. A minor must have a 30-minute unpaid break or meal period if scheduled to work 6 hours consecutively. However, this break or meal period may not occur during or before the first hour of scheduled work activity.
    4. Minors must not be employed in connection with the following:
      1. Occupations in or about establishments storing explosives or articles containing explosive components or potentially hazardous chemicals;
      2. Motor vehicle driving occupations;
      3. Occupations involved in the operation of power-driven woodworking machines;
      4. Occupations involving exposure to radioactive substances and to ionizing radiation;
      5. Occupations involved in the operation of elevator and other power-driven hoisting apparatus;
      6. Occupations involved in the operation of power-driven metal forming, punching, and shearing machines;
      7. Occupations involved in the operation of hazardous power-driven bakery machines;
      8. Occupations involved in the operation of circular saws and band saws;
      9. Occupations involved in the operation of packing, processing, or rendering;
      10. Occupations involved in the operations of hazardous power-driven paper products machines;
      11. Occupations involved in wrecking, demolition, and ship breaking operations;
      12. Occupations involved in roofing operations;
      13. Occupations in excavation operations.
  2. Exceptions
    1. The provisions of this policy shall not apply to any minor who:
      1. Is sixteen (16) or seventeen (17) years of age and not enrolled in school, or is lawfully excused from compulsory school attendance under T.C.A. § 49-6-3005.
        1. Copies of documents to support this exception must be in the minor's personnel record maintained by the Office of Human Resources.
    2. This is the exemption covering the JTPA program:
      1. A minor may be employed if they are an enrollee in a public employment program which is conducted or funded by the federal government, provided that the employer (JTPA director) has on file in the personnel records an unrevoked written statement from a representative of the federal agency administering that program certifying the enrollment of said minor in the program.
    3. Before any minor shall be employed, the institution or System Office shall obtain from the minor a verification of age by requiring the minor to provide the institution or System Office with a copy of the minor's birth certificate, or other available evidence such as a baptismal certificate or passport. A valid verification of age shall be conclusive evidence of the age of the minor to whom it is issued. (See Exhibit 1)
    4. Under certain official institution or System Office programs designed to attract students at an early age to the health sciences or other fields, individuals under the age of 16 may be employed in those educational programs on a term or summer basis with written approval by the President or designee.
    5. All prohibited activities specified in the Fair Labor Standards Act (FLSA) and those requirements of the State of Tennessee Child Labor Law must be observed.
Exhibits: 
File 5-01-00-05 Exhibit 1.docx
Sources: 

Authority

T.C.A. §§ 49-8-203, 49-6-3005

History

TBR Meeting, September 17, 1993; December 9, 1994

Policy Number: 
5.01.00.00
Policy/Guideline Area: 
Personnel Policies
Applicable Divisions: 
TCATs, Community Colleges, System Office
Purpose: 

The following General Personnel Policy of the Tennessee Board of Regents is hereby adopted to delegate to the presidents and Chancellor, the authority and responsibility hereinafter specified concerning personnel, which the Board finds to be necessary and appropriate for the efficient administration of the institutions, and to establish standards, guidelines, and reporting requirements for the exercise of the delegated authority.

Policy/Guideline: 
  1. Scope of Delegation
    1. Presidents
      1. The appointments and terminations which require the prior approval of the president and the Chancellor include:
        1. All Vice Presidents or other executives reporting directly to the President (academic, business, student affairs, etc.), including all interim appointments;
        2. Any other positions which may be designated by the Chancellor.
      2. No offer of employment can be made for positions requiring the Chancellor's approval until the on-line appointment form has been signed by the Chancellor or designee.
      3. The president has the authority to establish institutional policy or practice for appointments and terminations not requiring the Chancellor’s approval. Such practices or polices shall not be inconsistent with TBR guidelines and policies.  
    2. Chancellor
      1. Appointments for Positions Reporting to the Chancellor - All appointment recommendations for positions reporting directly to the Chancellor shall be subject to the following approval process:
        1. Recommendations for the positions of General Counsel, and Vice Chancellors reporting to the Chancellor, including interim appointments, shall be submitted to the Board Committee on Personnel and Compensation and the full Board of Regents for prior approval before employing a candidate; and
        2. For recommendations related to all other positions reporting directly to the Chancellor, the Chancellor may employ the individual without prior notice to or approval by the Board.
    3. Presidents are authorized to appoint, determine the compensation change of status of, and terminate all other employees at the institution subject to the TBR Bylaws and provisions of this and other relevant Board, and institution, policies and procedures.
  2. Nature of Appointments
    1. Faculty, including part-time and temporary faculty, at community colleges shall be employed pursuant to the types of appointments specified in Board Policy No. 5.02.02.30.
    2. Faculty, including part-time and temporary faculty, at Tennessee Colleges of Applied Technology shall be employed pursuant to the types of appointment specified in Board Policy No. 5.02.02.10.
    3. Employees other than faculty, i.e., staff, are employed on an at-will basis.  This    means that staff are free to terminate/resign from their employment at any time, either with or without a reason and with or without notice. TBR and TBR institutions also have the right to terminate staff at any time, with or without a reason and with or without notice, provided that the basis for termination is not because of; participation in protected activities, unlawful discrimination, or other considerations prohibited under federal/state law.  Supervisors shall consult with Human Resources and/or TBR Office of General Counsel prior to terminating the employment of any staff employee.  Although TBR and TBR institutions may choose to terminate a staff employee for cause and/or gross misconduct, neither cause nor gross misconduct is required.
      1. Only the Board and Chancellor have the authority to enter into staff employment contracts for a specified period of time, or to make any agreement contrary to this at-will arrangement. Any such agreement must be in writing and signed by an appropriate Board Member or by the Chancellor.
      2. Any staff employment contract in effect at the time of this policy revision (June 30, 2021) shall terminate upon its expiration, and the institution shall not renew it.
      3. Appointment letters for staff shall be substantially consistent with Exhibit 11 within TBR Guideline P-010. Any variations to the existing template provided, must be reviewed and approved by the Office of General Counsel.
    4. All full‑time personnel, including faculty, shall be required to devote a minimum of 37.5 hours per week to their duties and shall maintain appropriate office hours as determined by the president.
      1. Presidents are authorized to use flexibility as appropriate in determining the structure of the work week for faculty to recognize variations from traditional instructional formats such as afforded by online instruction, distance education, or other methods of instructional delivery.
      2. Implementation of the 37.5-hour work week is governed by Procedure P-020.
    5. Within the requirement of a minimum of 37.5 hours per week, faculty at community colleges shall be required to carry a full teaching load, which shall be fifteen (15) credit hours or the equivalent per term for undergraduate courses, two hundred and twenty-five (225) non-credit contact hour or the equivalent per term.  All equivalent teaching load activities shall be subject to prior review and approval by the president or designee. Within the requirement of a minimum of 37.5 hours per week, faculty at Tennessee Colleges of Applied Technology shall normally be required to carry thirty (30) contact hours per week of teaching.
    6. Personnel at community colleges who are appointed on an academic year basis shall be on duty for not less than nine months, which shall commence from the time designated by the president prior to the institution's first day of class for the fall term of each year through the time designated by the president at the end of the spring term and shall be subject to call for duty during that period regardless of whether classes are in session.
  3. Compensation
    1. The president is responsible for compliance with all federal and state laws and regulations, and all Board policies and directives, concerning compensation for employees. Compensation for employees shall be subject to limitations imposed by the Board or the General Assembly.
    2. All regular full-time personnel, whether on an academic or fiscal year appointment, shall be paid twelve (12) monthly installments each year, provided that exceptions may be made upon termination, or as approved by the Chancellor.
    3. All full-time and part-time employees are required to participate in the automatic deposit program for the direct deposit of their salaries or wages. Each campus has the option to require student workers to participate in the direct deposit program unless prohibited by Federal Work Study Guidelines. Institutions shall not charge employees or students for direct deposit.
    4. Part‑time instructional personnel shall be paid on the basis of the credit or non-credit hours taught at community colleges and on the basis of clock hours taught at TCATs, pursuant to the rates set forth in exhibit 1  which shall be considered maximum rates for compensation of part-time faculty.
    5. Exceptions to the schedule may be approved by presidents based on bona fide market conditions.
    6. Each institution shall develop policies and procedures for the administration of the compensation system at the institution subject to the Compensation Plan Guideline promulgated by the Board. This includes reclassifications and degree changes.
    7. Temporary Administrative Duties For Faculty
      1. Faculty members may be asked to temporarily assume administrative responsibilities which entail moving from an academic year to a fiscal year appointment with the assignment of additional duties.  This temporary appointment may be on a long-term or short-term basis but is still considered a temporary appointment subject to this policy. Temporary appointments are distinct from permanent at will administrative positions.
      2. Temporary administrative responsibilities may justify an administrative stipend in addition to regular salary.  The stipend amount or any other understanding concerning compensation must be set out in a new appointment letter.  The appointment letter:
        1. Should include a statement that the stipend is awarded as compensation for the additional administrative responsibilities and will be removed at the time the administrative responsibilities end; or
        2. Should otherwise address how compensation will be affected at the end of an administrative appointment. 
      3. If the appointment letter does not identify the means for calculating a salary upon the end of the administrative appointment, the stipend shall be removed, and the employee shall receive a salary of 80% of the annual salary, if returning to an academic year appointment. The institution may choose to exceed the 80% number on the basis of comparable faculty salaries, including rank, merit, length of service, experience, degrees and yearly percentage increase in salary.   Unless the Chancellor approves an exception, an employee returning or moving to a 9-month faculty position shall not receive a salary greater than the highest paid 9-month faculty member in the department.
        1. The awarding of an administrative stipend is an issue separate from that of conversion from an academic year to a fiscal year basis.  When the conversion from an academic year to a fiscal year takes place, the institution should convert the salary from the academic year contract by adding 33% and then adding any administrative stipend amount determined necessary.
        2. The following illustrates the procedure defined above.
          1. A faculty member making $60,000 on an academic contract is converted to a fiscal year contract at a salary of $79,800.
          2. In addition, a $4,500 administrative stipend is added and so indicated because of additional duties. The total amount of salary is then $84,300.
          3. At the time the faculty member serving as administrator returns to a faculty position on an academic year basis, the administrative stipend will end.
          4. Then the base faculty salary is reduced to an academic year contract at a rate of 80% of the fiscal year salary.
    8. Faculty Appointed to Regular 12-month Administrative Position and Return to Faculty Assignment (non-Temporary)
      1. When a faculty member appointed on a regular 12-month administrative position returns to regular faculty, unless otherwise agreed to in writing, the manner for determining the 9-month faculty salary shall take into account the following considerations: faculty salary at time of moving into administrative position, rank, merit, length of service, experience, performance, degrees and any across the board increase in salary awarded to faculty while the individual serviced as an administrator.
        1. Unless the Chancellor approves an exception, an administrator returning or moving to a 9-month faculty position shall not receive a salary greater than the highest-paid 9-month faculty member in the department.
        2. For individuals transitioning from a twelve (12) month administrative position or salary basis to a 9-month faculty position, or for new faculty hires that begin service after the start of an academic year or an academic term, institutions should apply the following process to establish the employee’s monthly salary for the remainder of the fiscal year:
          1. Divide the previously determined academic year (9- month) salary by the number of workdays in the academic year to get the daily rate.
          2. Multiply the daily rate by the number of workdays that have passed in the academic year without the faculty member working in the 9-month position.
          3. Subtract that amount from the annual salary.
          4. Pay the remainder of the total academic year salary amount in equal monthly installments over the remaining fiscal year period.
          5. Example:
            1. $54,000 academic year salary/166 days in academic year = $325/day
            2. 50 days elapsed in the academic year prior to faculty assignment
            3. $325 X 50 days into academic year = $16,250
            4. $54,000-$16,250 = $37,750 owed to faculty in equal monthly installments over remainder of the fiscal year.
  4. Changes of Status and Terminations
    1. The president is authorized to approve changes of status (i.e., transfers, promotions, demotions, or other changes in duties or responsibilities) of personnel within the scope of the delegation provided for in Section I, provided that when a change of status would cause the employee to be within the scope of positions subject to approval of the Chancellor, the change of status will be subject to the Chancellor's approval.
    2. Inter-institutional promotions, demotions, and transfers must be discussed and approved by the appointing authorities of the two institutions concerned prior to making an offer to the candidate.  An employee promoted must meet all established minimum qualifications as determined by the appointing authority.
    3. Promotion of Faculty - The promotion of faculty shall be subject to Board Policy No. 5.02.02.30 for community colleges, and Board Policy No. 5.02.02.10 for Tennessee Colleges of Applied Technology.
    4. Promotion of Staff- Promotions of staff should be made pursuant to any established and written criteria developed by the institution. Promotions and transfers are an acceptable means of filling vacancies. However, such promotions and transfers must be achieved within the parameters of applicable policies and institutional affirmative action plans. In addition, any vacant position created by that promotion, if filled, must be filed within the provisions of applicable policies and applicable guidelines.
    5. Terminations and Transfers - The president is authorized to terminate and transfer all personnel within the scope of the delegation of authority provided for in Section I, provided that terminations of faculty shall be pursuant to the provisions of Board Policy No. 5.02.03.70 for community colleges, or Board Policy No. 5.02.03.10 for Colleges of Applied Technology. Terminations of staff and other non-faculty shall be pursuant to the provisions of Board Policy –Employee Discipline 5.01.00.02.
    6. Absence from Duty - An employee who is absent from duty for three (3) consecutive business days without giving notice to the appropriate manager concerning the reason for such absence and without securing permission to be on leave is considered as having resigned not in good standing effective at the end of the third business day.
    7. Budget Reduction Actions -- Reductions in Force (RIF) and Furloughs (Applicable to employees other than tenured faculty)
      1. In the event of a budget shortfall, state impoundment, substantial revenue reduction, or other need to reduce personnel costs, an institution shall consult with the Chancellor and the Office of General Counsel prior to beginning the planning process for significant personnel-related budget reduction measures (e.g., across-the-board compensation reductions, furloughs, reductions in time worked by employees, and reductions in force).  The Chancellor must approve of any such actions.
      2. A reduction in force (RIF) is a layoff for an indefinite period of time, generally with no expectation of recall, of one or more employees resulting from the elimination of one or more positions due to lack of funding, reorganization, restructuring or  other reason. 
      3. A furlough is a temporary reduction of hours, days, or weeks, resulting in a proportional reduction in pay, generally for a finite period of time and with retention of benefits.
      4. After consultation with the Office of General Counsel, an institution must provide a written rationale for a RIF or furlough. The written rationale should explain the basis for the decision and identify the functional area(s) affected, review the budgetary implications, and include specific written criteria to identify the duties that will be reassigned and/or eliminated. The rationale must include the reasons why the positions proposed for RIF or furlough were selected.
      5. The factors used in determining which positions to furlough and/or eliminate and which employees to furlough and/or lay off include, but are not limited to:
        1. The department or area that is being affected;
        2. Length of service in the position and/or length of service at the institution or college;
        3. Past written performance appraisals and disciplinary action;
        4. Functions that will be eliminated and functional needs of the unit; and
        5. Qualifications and skills needed to perform remaining duties of the affected units.
      6. Written notification to the affected employees must be given as far in advance of the effective date as possible.
      7. Employees affected by a RIF must receive notification when vacancies occur for like positions at their former campuses within 12 months of the RIF.
    8. Nothing in this policy should be construed to preclude the use of other budget reduction tools, including, but not limited to, reductions in hours worked and reductions in compensation.  Colleges should consult the Office of General Counsel when considering use of such tools.
  5. Non-Discrimination Requirements
    1. All appointments, changes of status, compensation, and terminations must be made in compliance with Board Policy No. 5.01.02.00 (EEO Affirmative Action) .No person shall be discriminated against on the basis of race, sex, religion, creed, age (as applicable), disability, sexual orientation, gender identity/expression, status as a covered veteran, genetic information, color, ethnic or national origin, and any other category protected by federal or state rights law in any area of employment.
  6. Employment Practice Complaints
    1. Upon receipt of any charge or claim alleging violations of state or federal laws or regulations in any area of employment by any state or federal agency, or by any attorney, a copy of the notice of the charge or claim shall immediately be transmitted to the Office of General Counsel.
    2. The institution shall transmit to the Office of General Counsel copies of all correspondence from or to the state or federal agency involved.
    3. All responses to and interactions with the state or federal agency shall be coordinated through the Office of General Counsel.
    4. Internal complaints, charges, or claims concerning matters of employment shall be handled through the established procedures at the institution, subject to approval by the president.
  7. Academic Credentials to comply with T.C.A § 49-7-133
    1. It is a Class A misdemeanor to misrepresent academic credentials.A person commits the offense of misrepresentation of academic credentials who, knowing that the statement is false and with the intent to secure employment at or admission to an institution of higher education in Tennessee, represents, orally or in writing that such person:
      1. Has successfully completed the required course work for and has been awarded one (1) or more degrees or diplomas from an accredited institution of higher education;
        1. Has successfully completed the required course work for and has been awarded one (1) or more degrees for diplomas from a particular institution of higher education; or
        2. Has successfully completed the required course work for and has been awarded one (1) or more degrees or diplomas in a particular field or specialty from an accredited institution of higher education.
  8. Records and Reporting Requirements
    1. The institution shall maintain full and complete records on all personnel, including all appointments, compensation, change of status, and termination as specified in Policy 1.12.01.00, Records Retention and Disposal of Records.
  9. Exceptions
    1. The Chancellor is authorized to approve exceptions to the provisions of this policy or to suspend the provisions of this policy.
Exhibits: 
File 5-01-00-00 Exhibit 1-Temp Faculty Rates.docx
Sources: 

Authority

T.C.A. §§ 49-8-203, 49-7-133; T.C.A. §§ 8-35-124, 8-50-807

History

TBR Meetings:  June 25, 1976; March 4, 1977; June 26, 1981; September 18, 1981; September 30, 1983; September 16, 1988; March 17, 1989; September 21, 1990; December 7, 1990; March 19, 1993; September 20, 1996; December 6, 1996; June 20, 1997; June 29, 2001; March 15, 2002; December 5, 2003; September 24, 2004; March 30, 2007; September 26, 2008; June 19, 2009 to take effect July 1, 2009; June 24, 2010; Revised September 20, 2013; Revised at Board Meeting June 20, 2019; Revised at  Board Meeting June 18, 2021; Ministerial Changes May 15, 2023.

Related Policies: 
Annual Leave
Sick Leave
Equal Employment Opportunity and Affirmative Action
Faculty Rank & Promotion at Technical Colleges
Faculty Promotion at Community Colleges
Academic Freedom, Responsibility, & Tenure at the Tennessee Colleges of Applied Technology
Academic Tenure for Community Colleges
Policy Number: 
P-160
Policy/Guideline Area: 
Personnel Guidelines
Applicable Divisions: 
TCATs, Community Colleges
Purpose: 

It is the purpose of this guideline to provide procedures for the administration of the Post Retirement Service Program for Tenured Faculty (PRSP). The program consists of a definitive description of its fundamental features and agreement forms for both academic year faculty and fiscal year faculty. To work effectively, the program requires regular communication and interaction between the prospective participant and numerous institutional offices and staff (i.e., president, department head, Academic Affairs, Human Resources, Budget/Business, and Payroll Office staff).

Policy/Guideline: 
  1. Required Documents
    1. The following documents are required for administering the PRSP:
      1. Post-Retirement Service Program for Tenured Faculty (Exhibit 1)
      2. PRSP Agreement (Exhibit 2)
  2. Optional Documents
    1. The following documents may be used by the institutions to facilitate the processing of PRSP agreements from start to finish.
      1. Check List for Processing PRSP Agreements (Exhibit 3)
      2. Request to Participate (Exhibit 4)
      3. Applicant Information (Exhibit 5)
      4. Amendment Form (Exhibit 6)
      5. Notice of Final Approval (Exhibit 7)
      6. Senior Affiliate Faculty Return-to-Service Notification (Exhibit 8)
  3. Approval Process
    1. The Check List for Processing PRSP Agreements (Exhibit 3) provides both faculty and departments with a brief summary (i.e., overview) of the steps required to process agreements for this program. Definitive information about the complete process is provided in the following sections.
    2. Faculty contemplating participation in the PRSP are advised to schedule an appointment with the Human Resources Officer/designee to discuss the retirement process, as well as the application process for participation in the PRSP.
    3. During this meeting, faculty will be given a copy of the program, a sample Request to Participate (Exhibit 4), and the agreement/contract form to review. (Exhibit 2)
      1. Faculty who wish to participate in the Post Retirement Service Program must submit the written Request to Participate through the department head and dean, to the Chief Academic Officer or appropriate Vice President of the institution, as applicable.
    4. Upon receipt of the PRSP Request, appropriate staff will begin a review of the institution’s staffing needs, as well as costs and savings associated with the pending notice.
      1. If the institution elects to proceed with the approval process, the faculty member and department head will discuss the retirement date, re-employment date, length of the agreement, and schedule of services to be performed.
  4. Renewal/Continuation/Change/Termination Options
    1. The program provides no renewal/continuation options, except as provided in Exhibit 1, Section V. Re-employment Obligation.
      1. Therefore, the decision regarding the desired period of the agreement must be agreed upon by both the institution and faculty member prior to the faculty member’s retirement.
      2. The agreement may be modified to accommodate changes in the work assignments and work schedule if mutually agreed upon in writing by both the institution and participant and made a part of the agreement.
  5. Determining Years of Service
    1. For eligibility purposes, please visit the TN Treasury website at http://www.treasury.tn.gov/orp or http://www.treasury.tn.gov/dc/index.html .
  6. Converting Semester Hours to Non-Instructional Hours 
    1. While the majority of participants will return solely to teaching positions, some may be assigned non-instructional duties.
    2. Others may have both types of responsibilities. In such instances, it will be necessary to convert semester hours to non-instructional hours. Listed below is the conversion formula:
      1. 1 day                       = 7.5 hours
      2. 120 days                 = 900 non-instructional hours per 12-month period
      3. 18 hours                 = Maximum instructional hours per 12-month period
      4. 1 semester hour     = 50 non-instructional hours (900 hours/18 hours)
  7. Calculating Hourly Rates for Non-Instructional Hours for Participants Whose PRSP Assignment Is Academic Instruction
    1. Rates are based on 1462.5 hours (195 days@ 7.5 hours per day).
    2. The institution will compensate only for time actually worked. (i.e. 1/30 of the employee’s fiscal year salary per credit hour or a percentage proration of the employee’s fiscal year salary equaling no more than 50% if working in a fiscal year capacity under the PRSP.)
    3. All salaries will be converted to an academic year salary for purposes of calculating the PRSP.
      1. Special permission is needed for calculating on a fiscal year basis with justification provided.
  8. Calculating Fiscal Year Salary Rate
    1. Percentage proration of the fiscal year salary may not equal more than 50% of the employee’s fiscal year salary.
  9. Insurance Supplement and Maintenance of Insurance Supplement Records/Data
    1. The amount of the initial insurance supplement is contingent upon the coverage for which the participant is eligible at the time of retirement.
      1. The age of the participant, spouse and/or dependents will significantly affect the plan coverage for which the participant is entitled and, subsequently, the amount of the supplement.
      2. The Human Resources Office will monitor the supplement based on the above factors.
        1. However, it is the participant’s responsibility to inform the Human Resource Office in a timely manner of any other significant changes in status (i.e., marriage, divorce, child no longer qualifies as a dependent, death of spouse and/or dependents, etc.) that would impact plan coverage and/or the amount paid for future insurance supplements.
      3. Changes in the amount of the supplement will become effective with the first payment following receipt of written documentation regarding the change in status.
Exhibits: 
PDF icon P-160 Exhibit 1.pdf
File P-160 Exhibit 2.docx
PDF icon P-160 Exhibit 3.pdf
File P-160 Exhibit 4.docx
PDF icon P-160 Exhibit 5.pdf
PDF icon P-160 Exhibit 6.pdf
File P-160 Exhibit 7.docx
File P-160 Exhibit 8.docx
Sources: 

Authority

T.C.A. § 49-8-203; TCRS Rules.

History

May 20, 2003 Presidents’ Meeting; February 7, 2006 Presidents’ Meeting; May 21, 2013 Presidents Meeting.

Policy Number: 
P-150
Policy/Guideline Area: 
Personnel Guidelines
Applicable Divisions: 
TCATs, Community Colleges, System Office
Purpose: 

The purpose of this guideline is to establish the operational guidelines for Benefit in the Event of an Employee Death by the Tennessee Board of Regents.

Policy/Guideline: 
  1. Introduction
    1. The Tennessee Board of Regents has established a procedure to ensure that survivors of deceased employees are promptly informed regarding payment of earned wages and any other benefits to which they may be entitled.
      1. Upon employment, employees will be provided a Designation of Beneficiary form (Exhibit 1) that will facilitate such disbursement in the event of death.
  2. Notification Process
    1. The supervisor or department head of a deceased employee shall notify the Office of Human Resources of the employee's death, date of death, as well as the name of next of kin and/or the executor/administrator of the estate, if known.
    2. Using the procedures outlined on the Survivor Assistance Report (Exhibit 2), the Office of Human Resources shall notify appropriate institutional personnel (Vice President and/or Dean, Payroll, etc.) and agencies/vendors (retirement, insurance, flexible benefits, supplemental annuities, etc.) of the employee's death.
    3. In addition, the Office of Human Resources shall contact the survivor(s) and/or executor/administrator of the estate to advise them of available survivor assistance services and to request documentation required for release of final compensation payments.
  3. Payment of Salary and Other Benefits
    1. The Office of Human Resources shall initiate the appropriate form to terminate the employee. Payment of earned salary and other benefits will be disbursed in accordance with TCA §30-2-103, TCA §8-50-808, and current IRS rules and regulations regarding taxation and social security deductions.
    2. If the employee completed a Beneficiary in the Event of Death Form, payment(s) will be made to the beneficiary(ies), provided a death certificate or physician's statement has been received.
    3. If the employee failed to complete such form, payment of wages will be made in accordance with TCA §30-2-103(b)(1) and (2). Payment for accrued annual leave, sick leave and compensatory time shall be made to the same beneficiary designated for retirement benefits, unless otherwise indicated on the completed form.
Exhibits: 
PDF icon P-150 Exhibit 1.pdf
PDF icon P-150 Exhibit 2.pdf
Sources: 

Authority

T.C.A. §§ 49-8-203; 30-2-103; 8-50-808; IRS Rules

History

May 5, 1998 Presidents Meeting.

Policy Number: 
P-140
Policy/Guideline Area: 
Personnel Guidelines
Applicable Divisions: 
TCATs, Community Colleges, System Office
Purpose: 

The purpose of this guideline is to establish the operational Guideline for Charitable Organization Deductions by the Tennessee Board of Regents.

Policy/Guideline: 
  1. Introduction
    1. The following guidelines establish a unified charitable giving campaign with a specific solicitation policy, calendar of events, enrollment procedures, contribution methods, requirements and limitations, approval process for addition of new agencies, and reporting procedures. 
      1. All federations, independent agencies and institutions are expected to comply with the provisions of this guideline.
  2. Types of charitable organizations that will be considered
    1. Only organizations which are supported by voluntary contributions and which provide direct and substantial health and human services to Tennessee Board of Regents employees, their families, and other Tennesseans and/or provide substantial financial support to health, human services, and environmental agencies that provide significant services to Tennesseans and have a substantial presence in the State.
  3. Calendar of Events
    1. The Tennessee Board of Regents Charitable Giving Campaign shall be held annually during the period September 1 – November 15. However, the institution/system office has the flexibility to designate campaign dates at any time within this period. Each February, the System Office shall develop a calendar establishing dates on which:
      1. Currently approved federations and independent agencies shall be required to verify their continued eligibility to participate in the TBR Charitable Giving Campaign;
      2. New federations or independent agencies shall be required to submit applications for inclusion in the current campaign year;
      3. Federations, independent agencies, and institutions shall be notified of newly approved agencies and their corresponding deduction code numbers;
      4. Institution/System Office shall appoint current year campaign coordinators;
      5. The System Office shall notify federations and independent agencies of the theme selected for the current year campaign;
      6. Federations and independent agencies shall submit current year campaign materials to the System Office for preliminary review;
      7. Federations and independent agencies will begin contacting institutions regarding campaign dates;
      8. System Office shall provide final approval of campaign materials;
      9. Institution/System Office shall receive campaign materials for distribution.
      10. Institutions shall submit an annual report of contributions to the System Office, federations, and independent agencies.
  4. Responsibilities of the Institution/ System Office
    1. The System Office shall develop and administer a charitable giving solicitation policy governing participating federations, independent agencies, and institutions.
    2. A copy of this policy will be made available to all participating federations, independent agencies, and TBR Campaign Coordinators at each institution at least 30 days prior to the campaign start date.
    3. The System Office shall develop and maintain a master list of eligible participating federations and agencies on its web site.
    4. The System Office shall develop a uniform enrollment pledge form and brochure that lists approved federations, their member agencies, and independent agencies, along with designated TBR code numbers.
    5. Institution/System Office shall distribute campaign materials and provide instructions for employees regarding payroll deduction options and completion of forms.
  5. Responsibilities of Federations and Independent Agencies
    1. Participating federations and independent agencies shall share the costs of providing pledge forms, brochures, shipping, and other incidentals associated with the campaign.
    2. Responsibility for production of annual campaign materials will be rotated among the federations.
    3. Each federation shall pay ¼ of the total cost; independent agencies listed in the current campaign brochure shall pay the final ¼ of cost.
    4. Federations shall provide regional training sessions for campus coordinators and shall appoint a liaison for the institution/System Office.
  6. Requirements and Limitations
    1. Organizations with current payroll deductions are "grandfathered" and will not require additional approval from the System Office. (Exhibit 1) However, such approval does not eliminate annual verification of continued eligibility and current contact information. Employees will be limited to three charitable organization deductions. 
  7. Process to Obtain Approval as a Qualified Agency and Establish Payroll Deductions
    1. New organizations shall contact the System Office to obtain an application form and shall be required to submit all required documentation in accordance with the date specified in the Calendar of Events. The System Office shall notify agencies of its approval/disapproval within 30 days of receipt of the application.
    2. Newly approved organizations and code numbers will be added to the master list on the date specified in the Calendar of Events.
    3. The System Office will establish a block of deduction codes for charitable organizations. A specific range will be assigned for agencies that are approved for System-wide deductions. The remainder of the codes may be assigned at the discretion of the institution/System Office.
  8. Enrollment
    1. Current employees may designate pledges only during the annual campaign period.
    2. New employees shall be offered the opportunity to authorize charitable organization deductions during the first full calendar month of service. Such employees shall use TBR’s current campaign form and brochure to make designations.
    3. Names and addresses of donors shall not be supplied to federations or independent agencies unless specified by the donor on the acknowledgement section of the pledge form.
  9. Methods of Payroll Deduction
    1. Employees may select a one-time lump sum deduction, which will be taken out of the paycheck designated by the institution/System Office,or
    2. Employees may select a monthly deduction, with the date of the first deduction being designated by the institution/System Office.
  10. Reporting Procedures
    1. Final reports containing the total gross pledged designations for each federation and independent agency shall be submitted to the System Office in accordance with the Calendar of Events. (Exhibit 2.)
    2. In addition, final reports and accompanying pledge forms shall be provided to each federation and independent agency by the date established on the Calendar of Events in order for each federation to provide necessary data to its participating agencies regarding distribution of designated funds. 
Exhibits: 
File P-140 Exhibit 1 Application for Payroll Deduction.docx
File P-140 Exhibit 2 Report Form.docx
Sources: 

Authority

T.C.A. § 49-8-203

History

Source: May 8, 1995 presidents meeting; May 20, 2003 presidents meeting; November 11, 2014 presidents meeting.

Policy Number: 
P-131
Policy/Guideline Area: 
Personnel Guidelines
Applicable Divisions: 
TCATs, Community Colleges, System Office
Purpose: 

The purpose of this guideline is to establish the process and procedures regarding educational assistance for spouses and dependents of TBR System employees.

*Pertains only to undergraduate courses taken by spouses and dependent children at Tennessee Board of Regents and University of Tennessee institutions.

Policy/Guideline: 
  1. Support for Educational Assistance
    1. The Tennessee Board of Regents is committed to the need for the continued professional growth and development of employees. Support for educational assistance of employees and their dependents is an important vehicle for addressing that need.
    2. The programs described in this guideline provide benefits to spouses and dependents of employees at TBR institutions and the System Office to further their formal education.
    3. The programs for TBR employees and dependents are available subject to funds being budgeted and available within the institution.
    4. For-credit coursework attempted through one of the programs in this guideline must be through an institution accredited by one of the Regional Accrediting Organizations recognized by the Council for Higher Education (www.chea.org).
  2. Fee Discount for Spouse and/or Dependent Children Program
    1. The purpose of this guideline is to establish the provisions for such fee discounts up to 50% of the undergraduate fee and all mandatory student fees payable at the time of registration for spouses and dependent children of regular full-time and regular part-time employees, and to encourage qualified students to attend TBR and UT institutions.
    2. These mandatory student fees include maintenance fees, registration fees, tuition, debt service fee, online course fees, TN eCampus (formerly RODP/ROCC) fees, service charges, student activity fee, general access fee, student government fee, and technology access fee.
    3. The mandatory student fees do not include the application fee, off-campus facilities fee, or any special course fees.
      1. Eligibility - The following groups will be eligible under this program:
        1. Regular full-time employees are eligible for a student fee discount for their spouses and dependent children who have been admitted to any of the institutions in the TBR or UT system as undergraduate students through regular admission procedures.
          1. Spouses and dependent children of regular part-time employees who have one or more years of continuous service within either system working a minimum of fifty percent (50%) time shall receive a pro rata discount based on the employee’s percentage of employment.
          2. Part-time employees with temporary service immediately preceding regular service shall receive credit for such service if they are eligible for leave accrual adjustments.
        2. Spouses of employees having 10 or more years of continuous full-time service within the Tennessee Board of Regents system immediately preceding retirement or death are eligible for the fee discount for 5 years from the date of death or retirement of the employee whichever shall occur first.
          1. Dependent children of employees having 10 or more years of continuous full-time service within the Tennessee Board of Regents system immediately preceding retirement or death that are age 26 and under are eligible for the fee discount.
        3. Spouses of employees having less than 10 years of full-time continuous service within the Tennessee Board of Regents system immediately preceding retirement or death are eligible for the fee discount for two years from the date of death or retirement of the employee, whichever shall occur first.
          1. Dependent children of employees having less than 10 years of full-time continuous service immediately preceding retirement or death are eligible for the fee discount for 2 years from the date of death or retirement of the employee, whichever comes first.
          2. The fee discount is only available for dependent children age 26 and under.
          3. However, in accordance with T.C.A. § 8-50-115, dependents under age 24 at the end of the two-year period become eligible for a 25% discount if the parent:
            1. Died while employed full-time; (effective May 31, 1997) or
            2. Was killed on the job or in the line of duty while a full-time employee
              1. Example 1:  A dependent is 24 years of age when an employee with less than 10 years of service retires/dies. The dependent is eligible for the 50% discount for 2 years or through age 26, whichever comes first. Since the dependent is 26 at the end of 2 years, no additional benefit is available under T.C.A.§ 8-50-115.
              2. Example 2:  A dependent is 18 years old when an employee dies with less than 10 years of service. The dependent is eligible for a 50% discount for 2 years. Since the dependent is 20 when the two-year period expires, the dependent is then eligible for a 25% discount through age 23.
        4. Spouses of employees who had 10 or more years of continuous regular part-time service immediately preceding retirement or death are eligible for the fee discount on a pro rata basis for 2 years from the date of death or retirement of the employee.
          1. Dependent children of such employees are eligible for the fee discount for 2 years from the date of death or retirement of the employee.
          2. The pro rata discount will be based on the employee’s percentage of employment at the time of retirement or death.
        5. Spouses and dependent children must be admitted to the Tennessee Board of Regents or University of Tennessee institutions through standard admissions procedures.
        6. For purposes of this program, dependent children shall be defined as:
          1. The employee's natural children 26 years of age or under;
          2. The employee's stepchildren, provided such children are 26 years of age or under;
          3. The employee's legally adopted children who are 26 years of age or under; or
          4. Any other individuals who are 26 years of age or under and living in a parent/child relationship with the employee, such as children of deceased parents who are being raised by a grandparent who is a TBR system employee.
            1. The institution, at its discretion, may require satisfactory proof of the relationship or criteria qualifying an employee's dependent for eligibility under this program.
        7. Benefits provided by the Veterans’ Dependents’ Post-Secondary Education Program are greater than those provided by the Student Fee Discount for Spouse and Dependent Children of Employees Program. Therefore, dependents receiving such benefits are not simultaneously eligible for benefits from this program.
          1. Example: A female employee has an eighteen (18) year old son whose father died while serving in the U.S. military during a qualifying period of armed conflict as defined in the Veterans’ Dependents’ Post-Secondary Education Program. The dependent has been approved for monetary benefits under that program.  As a result, he is no longer eligible for benefits under the Student Fee Discount for Spouse and Dependent Children of Employees Program.
        8. The employment status of the employee on the first day of classes for each term in which the spouse and/or dependent enrolls shall be used to determine eligibility and the amount of the student fee discount for the spouse and/or dependent children; a change in employee status after the first day of classes shall not affect eligibility for the student fee discount for that term.
        9. For employees who meet eligibility requirements after the first day of classes in which the spouse and/or dependent enrolls, the discount will be available at the beginning of the next term.
        10. Each institution or the System Office shall be responsible for certifying employee eligibility for fee discounts under this policy.
        11. Employees who are on leave of absence with pay will retain eligibility under this policy; the employee's percentage of employment immediately prior to the effective date of the leave of absence shall determine the amount of the student fee discount.
        12. Employees who are on leave of absence without pay are not eligible for the spouse/dependent discount under this policy unless the leave of absence (a) is due to an on-the-job injury, (b) complies with the provisions of the Family and Medical Leave Act of 1993, or (c) is approved by the institution or the System Office to permit the employees to engage in teaching or other job-related activities intended to increase their efficiency as employees.
          1. Examples are activities such as student teaching or internships that are required parts of a degree program being sought.
        13. If a regular employee also qualifies under this policy as an employee's spouse or dependent child, other fee waiver and staff development provisions for employees shall take precedence.
        14. Employees are responsible for notifying the Office of Human Resources of any changes in eligibility.
      2. Fees Paid/Type Course Paid/Number of Hours
        1. This program is applicable to undergraduate courses at Tennessee Board of Regents and University of Tennessee institutions up to and including full-time study.
        2. Correspondence or non-credit courses are not eligible, except at the Tennessee Colleges of Applied Technology.
        3. If the spouse or dependent child is receiving Title IV Financial Aid, the employee must notify the Financial Aid Office.
        4. The amount remaining after financial aid and the discount rendered under this program may be paid in accordance with the provisions of Deferred Payment Plan Guideline B-070, provided a Deferred Payment Plan has been implemented at the institution the employee's spouse/dependent is attending.
        5. Auditing a course is allowed if the course is a credit course.
      3. Payback Provisions
        1. Payback provisions do not exist.
      4. Accounting/Budgeting Provisions
        1. Discounts of 50% of the undergraduate maintenance fee and mandatory student fees are available for dependents of full-time employees; discounts for dependent children and spouses of eligible part-time employees are prorated based on percentage of time worked.
        2. The discount shall not be applicable to other fees, i.e., application for admission fees, applied music fees, lab fees, books and supplies, parking fees, dormitory charges or meal plans. The amount of the discount shall be rounded to the nearest dollar.
        3. The request needs to be submitted two weeks prior to enrollment on TBR Request for Fee Discount for Spouse and/or Dependent form. (Exhibit 1)
        4. The institution or System Office where the person is an employee shall account for the chargeback as an employee benefit to indicate that the employer (institution or System Office) is paying the cost for the benefit of the employee. The charged institution or System Office shall remit the tuition fees to the institution providing instruction as maintenance income.
      5. Where the Participant May Attend
        1. Spouses and dependent children may enroll in undergraduate courses in either the Tennessee Board of Regents or the University of Tennessee Systems.
Exhibits: 
File P-131 Ex 1 Request for Fee Discount.docx
Sources: 

Authority

T.C.A. §§ 49-8-203; 8-50-115

History

Presidents Meeting February 7, 2006; Presidents Meeting November 8, 2006; Presidents Meeting August 19, 2008; Presidents Meeting August 19, 2008; Presidents Meeting August 20, 2013.

Related Policies: 
Collection of Accounts Receivable
Educational Assistance (State Employees & Dependents of State Employees and Teachers)
Other Educational Assistance Programs
Deferred Payment Plan
Educational Assistance for TBR System Employees
Policy Number: 
P-130
Policy/Guideline Area: 
Personnel Guidelines
Applicable Divisions: 
TCATs, Community Colleges, System Office
Purpose: 

The purpose of this guideline is to establish the process and procedures regarding educational assistance for TBR System employees. 

Definitions: 
  • Institution shall refer to the Community College, College of Applied Technology, or the System Office as appropriate.
  • Chief Executive shall refer to the President of the Institution, or Chancellor, as applicable. 
Policy/Guideline: 
  1. Support for Educational Assistance
    1. The Tennessee Board of Regents is committed to the need for the continued professional growth and development of employees.
      1. Support for educational assistance of personnel and their dependents is an important vehicle for addressing that need.
      2. The programs described in this guideline provide benefits to personnel at TBR institutions to further their formal education.
      3. With the exception of the Fee Waiver (formerly referred to as PC-191) which is mandated by the State of Tennessee, the classes and programs for TBR employees and dependents are available subject to funds being budgeted and available within the institution.
      4. The programs are:
        1. Fee Waiver for TBR/UT System Employees Program (formerly PC-191)
        2. Faculty and Staff Tuition Reimbursement Program
        3. Employee Audit/Non-Credit Program
        4. Faculty or Administrative/Professional Staff Grant-in-Aid Program 
    2. Campuses may develop and administer educational or professional development programs that are designed to advance the objectives of the institutions diversity plan.
    3. Exceptions to the provisions of the programs for TBR employees can be made upon recommendation of the institution's chief executive and approval by the Chancellor.
    4. For-credit coursework attempted through one of the programs in this guideline must be through an institution accredited by one of the Regional Accrediting Organizations recognized by the Council for Higher Education (www.chea.org). 
  2. ​Taxation of Educational Assistance Programs
    1. A portion of undergraduate and graduate course tuition, paid by the Tennessee Board of Regents institutions and the University of Tennessee System for their employees may be eligible for exclusion from the employees' gross annual income, in accordance with Internal Revenue code (IRC). Employees should seek assistance from their personal tax consultants on this issue, however.
  3. Fee Waiver for TBR/UT System Employees Program
    1. Full-time regular employees of the TBR and UT systems are eligible to enroll in one credit course per term at any state of Tennessee public postsecondary institution (TBR or UT), with fees waived for the employee.
    2. Part-time regular and part-time temporary employees, including adjuncts, of community colleges and TN Colleges of Applied Technology (TCATs) are eligible to enroll in one credit course per term at the college in which they work, with fees waived for the employee.
    3. The waiver is limited to one class, not to exceed 4 credits or 120 clock hours. It may apply for partial payment of classes of more than 4 credit hours or 120 clock hours.
    4. The enrollment is limited to available space with the intent that tuition-paying students shall not be denied enrollment by a student using a fee waiver.
    5. If applicable, the fee waiver should be used before other forms of educational assistance that may be offered by the institution.
    6. Eligibility
      1. All full-time employees (faculty, administrators, and support staff) of an institution are eligible to participate.
      2. Part-time regular and part-time temporary employees, including adjuncts, of community colleges and TN Colleges of Applied Technology (TCATs) are eligible to enroll in one credit course per term at the college in which they work, with fees waived for the employee.
      3. The employment status of an employee on the published first day of classes for each term determines eligibility for participation in this program. Any change in employment status after the first day of classes shall not affect eligibility for that term or the amount of assistance received.
    7. Fees Paid/Type Course Paid/Number of Hours
      1. This waiver applies to one credit course, graduate or undergraduate, which includes maintenance fees, registration fees, tuition, debt service fees, technology access fees, online course fees, TN eCampus (formerly RODP/ROCC) fees, and service charges.
        1. There is a limit of one course per term with a maximum limit of four (4) terms per year.
        2. Term shall mean any period of time in which a student may receive a grade for the completion of a course.
        3. Employees are responsible for special course fees, books and supplies, application fees, applied music fees, lab fees, off-campus facility fees, parking fees, traffic fines and similar fees.
        4. Employees are not eligible for fee waivers at more than one institution per term.
      2. This waiver applies to courses that are normally offered for-credit, although auditing a course is allowed.
        1. Employees must meet the regular academic rules and regulations of the institution offering the course.
        2. This program does not apply to continuing education or other non-credit courses.
      3. Fees will not be waived for programs for which part-time or course-by-course enrollment is prohibited as determined by the institutions, or where costs exceed regular for-credit courses.
        1. Examples include, but are not limited to, programs of law, medicine, dentistry, pharmacy, and veterinary medicine.
    8. Payback Provisions
      1. Payback provisions do not exist.
    9. When the Participant May Attend
      1. Supervisors/Department Heads who approve Fee Waiver applications should keep in mind that job performance is paramount and must receive priority.
      2. Courses should be scheduled at times other than during regularly scheduled work hours unless the use of annual leave or an alternate work arrangement is documented and approved by the supervisor prior to enrolling in the course.
    10. Accounting/Budgeting Provisions
      1. An employee must complete the  Fee Waiver section of the Request for Educational Assistance form (Exhibit 1) (System Office employees use DocuSign) and receive approval from their supervisor prior to registering for a course.
      2. If the employee is attending the employer institution, the expenditure is charged to employee benefits.
        1. If the employee is attending another institution, the institution attended charges the expenditure to scholarships and fellowships.
        2. The employer institution does not recognize an expenditure when an employee attends another institution.
      3. The University of Tennessee and the Tennessee Board of Regents do not exchange funds for employees taking courses between the systems. 
  4. Faculty and Staff Tuition Reimbursement Program
    1. This program's general goal is to encourage faculty and staff members to develop their skills and knowledge through participation in educational programs and is intended to serve as a means of job-related career development.
    2. The program is designed to provide assistance for an employee who takes credit courses in a degree program while continuing work responsibilities.
    3. The program should be used in the employee's pursuit of a degree that is judged by the employer in its sole discretion to be beneficial to the institution.
      1. Eligibility
        1. Any regular part-time or full-time employee who has been continuously employed by the institution for at least six months, may, upon verification of service, be eligible to participate.
          1. Regular part-time employees may receive a pro rata portion of assistance based on percentage of employment.
          2. Employees with prior temporary service immediately preceding regular employment shall receive credit for such service if they qualify for leave accrual and longevity adjustments.
        2. TBR employees who retire with at least 10 years of state service maintain eligibility under this program.
      2. Fees Paid/Type Course Paid/Number of Hours
        1. This program is designed to provide maintenance or tuition-related fees for a maximum of six (6) credit hours per term, as term is defined by the employing institution, with a maximum of four (4) terms per year.
        2. An employee may enroll in more than one course during the summer as long as the summer terms in which the courses are to be taken do not overlap. Tuition-related fees may include maintenance fees, registration fees, tuition, debt service fees, technology access fees, online course fees, TN eCampus fees, service charges and incidental fees payable at the time of registration.
        3. Employees are responsible for required deposits, special course fees, books and supplies, application fees, applied music fees, lab fees, off-campus facility fees, parking fees, traffic fines and similar fees.
        4. Employees must meet the requirements for admission and the regular academic rules and regulations of the institution offering the course.
      3. Payback Provisions
        1. Unless retired, the recipient shall be required, after completion of the course or courses, to be employed for not less than one (1) month of full-time employment for each month of the term of participation in the Staff Tuition Reimbursement Program.
          1. Early voluntary separation will, therefore require the employee to reimburse the institution for the remaining balance of this commitment.
        2. In order to receive future reimbursement, participants must satisfactorily complete all course requirements as defined by the academic program in which they enrolled. A grade of Incomplete at the conclusion of the grading period or a withdrawal is not considered as satisfactory completion. The employee must pay for and satisfactorily complete the same number of hours before again being eligible for this program. Exceptions will be made only in cases (1) where a course is failed for health reasons or (2) where another substantial reason is recognized by the attending institution's academic guidelines.
      4. For employees taking courses at other than the home institution, reimbursement applications shall be conditionally approved and held by the office designated by the institution to process these requests until the employee requests reimbursement and documents satisfactory course completion. At that time, the employee will be reimbursed for the prior course(s) and subsequent applications may be conditionally approved.
      5. At the institution's discretion, fees may be waived for classes taken at the home institution, but employees will be subject to the provisions of this guideline regarding service time after the class and satisfactory course completion. Successful completion of courses must be documented before being granted approval to take subsequent classes under this program.
      6. When the Participant May Attend
        1. Courses should be scheduled at times other than during the regularly scheduled work hours unless the use of annual leave or an adjusted work schedule has been documented and approved by the supervisor prior to enrolling in the program.
      7. Accounting/Budget Provisions
        1. Requests for approval to participate in the Reimbursement Program shall be submitted via the form which appears in (Exhibit 2) (System Office employees use Docusign).
          1. If the employee is required to pay fees when due, fees may be paid in accordance with the provisions of Deferred Payment Plan Guideline B-070, provided a Deferred Payment Plan has been implemented at the institution the employee is attending.
        2. The employer institution shall account for the chargeback as an employee benefit to indicate the employer institution is paying the cost for the benefit of the employee. The charged institution shall remit the tuition fees to the institution providing instruction as maintenance income.
      8. Limits on Tuition Reimbursement Rates
        1. Requests for participants attending public institutions will be reimbursed at the current semester hour rate for that institution.
        2. For individuals who wish to attend other than a Tennessee public institution under this program, reimbursement will not exceed the highest current semester hour rate for a comparable program offered by a Tennessee public institution.
        3. Reimbursement for concentrated programs at public or private institutions will be limited to the prevailing graduate fee rate for a comparable program within a Tennessee public institution.
  5. Employee Audit/Non-Credit Program
    1. This program is designed to provide course or maintenance fees only for an employee who takes courses based on one of the following:
      1. Audit;
      2. Job-related non-credit basis;
      3. Any wellness-related courses that are clearly designed to positively affect one’s physical well-being as defined by the institution.
    2. Such courses may be taken at the home institution or another Tennessee public institution while continuing work responsibilities at the home institution.
      1. Eligibility
        1. Any regular part-time or full-time employee who has been employed by the institution for at least six months may, upon verification of service, be eligible to participate.
          1. Employees with prior temporary service immediately preceding regular employment shall receive credit for such service if they qualify for leave accrual and longevity adjustments.
          2. Requests for approval to participate shall be submitted on the request form (Exhibit 1). Regular part-time employees may receive a pro rata portion of assistance based on percentage of employment.
        2. TBR employees who retire with at least 10 years of state service immediately preceding retirement maintain eligibility under this program.
        3. With the exception of retirees, as stated above, the employment status of an employee on the published first day of classes for each term determines eligibility for participation in this program. Any change in employment status after the first day of classes shall not affect eligibility for that term or the amount of assistance received.
        4. Retired state employees with 30 or more years of service are eligible to audit courses at state institutions of higher education without charge.
      2. Fees Paid/Type Course Paid/Number of Hours
        1. This program is designated to pay maintenance or tuition-related fees for audit, job-related non-credit courses, or wellness courses to a maximum of six credit hours or two job-related non-credit or wellness courses per term.
        2. Tuition-related fees may include maintenance fees, registration fees, tuition, debt service fees, technology access fees, online course fees, TN eCampus fees, service charges and incidental fees payable at the time of registration.
        3. Job related courses designed to prepare an individual to sit for specific certification or licensure exams may be eligible for reimbursement under this program, subject to approval by the employing institution.
      3. Payback Provisions
        1. Payback provisions do not exist.
      4. When the Participant May Attend
        1. Supervisor/Department Heads who approve participation in this program should keep in mind that job performance is paramount and must receive priority.
        2. Courses should be scheduled at times other than during regularly scheduled work hours unless the use of annual leave or and adjusted work schedule has been documented and approved by the supervisor prior to enrolling in the course.
        3. Course enrollment will be permitted on a "space available" basis. The enrollment is limited to available space with the intent that tuition-paying students shall not be denied enrollment by a student using the Employee Audit/Non-Credit Program.
        4. An employee may register only after the formal registration period ends as defined by the institution.
      5. Accounting/Budgeting
        1. Requests for TBR employees shall be submitted to Human Resources on a Request for Educational Assistance form at least two weeks prior to enrollment in the course or courses.
          1. State retirees shall submit forms developed by the Tennessee Higher Education Commission available at https://www.tn.gov/thec/bureaus/legal-and-external-affairs/redirect-legal-and-external-affairs/fee-waiver-and-fee-discount-programs.html
        2. The institution where the person is an employee shall account for the chargeback as an employee benefit to indicate the employer is paying the cost for the benefit of the employee.
          1. The charged institution shall remit the tuition fees to the institution providing instruction as maintenance income.
        3. Forms for state retirees shall be processed by the institution in the same manner as fee waivers for state employees.
      6. Where the Participant May Attend
        1. All such audit/non-credit courses must be accomplished at the institution where the person is/was employed or another Tennessee public institution.
        2. Employees requesting the program must meet the requirements for admission and are subject to institutional regulations and academic procedures.
  6. ​​​Faculty or Administrative/Professional Staff Grant-in-Aid (GIA) Program
    1. The grant-in-aid is intended to serve as a means of job related career development as well as individual professional development. GIA shall be available to eligible employees when the employing institution in its sole discretion determines that the proposed courses of study will enhance the value of the employee to the home institution. This program is dependent upon the availability of funds at the home institution.
      1. Eligibility
        1. Any regular full-time faculty member or administrative/professional staff member at a TBR institution who has been employed by the institution for two or more years may be eligible for receipt of a grant-in-aid award.
          1. Employees with temporary service immediately preceding regular employment shall receive credit for such service if they qualify for leave accrual and longevity adjustments.
          2. Requests for grant-in-aid shall be submitted on a TBR GIA Recommendation Form. (Exhibit 3)
        2. The grant-in-aid shall be awarded on the basis of demonstrated need for further academic development which will ultimately benefit the institution; written justification must be submitted to and approved by the chief executive of the institution.
        3. Grant-in-aid normally will be limited to employees working toward the doctorate, or other terminal degree.
          1. However, requests for aid to pursue degrees below the doctoral level in technical/professional disciplines, and for the training or retraining of administrative/professional staff may be considered.
        4. Grant recipients must be placed on an approved leave of absence and enroll as full-time students in credit courses, except where less than full-time status is needed to complete the program.
        5. No grant-in-aid shall be awarded for a period longer than twelve (12) months.
          1. In general, a full-time grant-in-aid will be awarded on a one-time basis.
          2. If the program objectives are not achieved by the end of the designated period, the institution may grant a leave of absence for a maximum of an additional twelve-month period.
          3. A second grant-in-aid may only be awarded after the recipient has fulfilled the return employment commitment of the first award.
        6. The status of an employee on the published first day of classes for each term determines eligibility for participation in this program.  Any change in status after the first day of classes shall not affect eligibility for that term or the amount of assistance received.
      2. Fees Paid/Type Course Paid/Number of Hours
        1. This program is designed to provide an individual with institutional funds for tuition or maintenance fees and/or living allowances in accordance with the following provisions:
          1. Reimbursement of tuition-related fees may not exceed actual maintenance fees or tuition.  Tuition-related fees may include maintenance fees, tuition, debt service fees, online course fees, TN eCampus fees, service charges and incidental fees payable at the time of registration, but shall not include room, board, and supplies.
          2. Monthly living allowances may not exceed 50% of the grantee's monthly salary. Academic year salaries are to be divided by twelve to derive an equated monthly salary rate.
      3. Payback Provisions
        1. A contract form, (Exhibit 4), shall be executed between the institution and the recipient of the grant-in-aid stating the conditions under which the grant-in-aid is awarded. The conditions of a grant-in-aid shall comply with the following minimum requirements:
          1. The recipient shall be required to return and be employed by the institution for not less than three months of full-time employment for each month of grant-in-aid awarded. Repayment of time shall commence immediately after completion of the period of study or withdrawal from program. In exchange for reimbursement of allowable expenses, a participant will commit to work for the sponsoring institution or, if no appropriate employment is available, at one of the other Tennessee Board of Regents institutions or within the University of Tennessee system.
          2. Failure on the part of the recipient to remain employed for the period of time agreed upon in the contract shall result in a financial obligation to the institution based upon the terms of the contract. The contract, (Exhibit 4), specifies that if employment is voluntarily terminated prior to fulfillment of the employment obligation, the final paycheck and check representing the amount of accrued, but unused annual leave may be withheld as repayment of the financial obligation. If such amounts are insufficient to recoup the amount owed by the employee, the institution has the option of pursuing one of two methods to achieve repayment as stated below:
            1. The amount or balance owed shall become an account receivable and the institution shall follow the procedure outlined in Guideline B-010, Accounts Receivable - Employee Receivables. If payment in full is not obtained, the debt shall be assigned to a collection agency; or
            2. The employee will be required to execute a promissory note acknowledging receipt of the grant-in-aid and containing repayment terms and conditions consistent with the grant-in-aid contract prior to the employee leaving the institution should they fail to fully complete the employment requirements of the contract.
          3. The institution may terminate the employee prior to the commencement of or during the employment service period provided herein. In the event of such termination by the institution, the employee shall be relieved of repayment of the Grant in Aid.
          4. Summer or short-term employment shall be considered part-time employment in cases where the employee holds an academic year appointment. No part-time employment shall be creditable toward the fulfillment of the contract.
      4. When the Participant May Attend
        1. After approval by the chief executive, the institution may issue and execute the contract stating to the recipient the conditions under which the grant-in-aid is awarded, including when the participant may attend.
      5. Accounting/Budgeting Provisions
        1. The number of grants-in-aid of each institution shall not exceed three percent (3%) of the number of full-time faculty and administrative/professional staff at the institution at the time the awards are requested. At institutions where the number of full-time faculty and administrative/professional staff totals less than one hundred (100), three (3) such grants may be awarded.
        2. Requests for grants-in-aid shall be submitted using the form (Exhibit 3) to the chief executive for approval prior to the beginning of the semester. After approval, the institution may issue and execute the contract.
        3. Complete materials supporting each grant-in-aid request shall be maintained by Human Resources. Also, each grant recipient shall be required to provide the official grade reports during and upon completion of the grant period.  Continual participation is dependent on the recipient's satisfactory progress toward completion of a course of study.
      6. Where the Participant May Attend
        1. Participants may attend public and private institutions of higher education. Requests for participants attending Tennessee public institutions will be reimbursed at the current semester hour rate for that institution.
        2. For individuals who wish to attend other than a Tennessee public institution under this program, reimbursement will not exceed the highest current semester hour rate for a comparable program offered by a Tennessee public institution.
        3. Reimbursement for concentrated programs at public or private institutions will be limited to the prevailing graduate fee rate for a comparable program within a Tennessee public institution.

 

Exhibits: 
File P-130 Ex 1 Request for Educational Assistance.docx
File P-130 Ex 2 Request for Tuition Reimbursement.docx
File P-130 Ex 3 Faculty or Admin Professional Grant-in-Aid Recommendation Form.docx
File P-130 Exhibit 4 Faculty or Admin Professional Staff Grant-in-Aid Contract.docx
Sources: 

Authority

T.C.A. § 49-8-203

History

TBR Presidents Meetings:  May 12, 1992; August 10, 1993; May 10, 1994; August 9, 1994, August 8, 1995; February 6, 1996; May 14, 1996; August 13, 1996; August 5, 1997; February 17,1998; November 3, 1999; May 21, 2001; November 6, 2002; November 5, 2003; November 8, 2006; November 5, 2007; February 17, 2009; May 19, 2009 Presidents Meeting; Presidents Meeting August 20, 2013: Revised at Presidents Meeting August 19, 2014; January 16, 2024, Ministerial Changes.

Related Policies: 
Collection of Accounts Receivable
Educational Assistance (State Employees & Dependents of State Employees and Teachers)
Other Educational Assistance Programs
Deferred Payment Plan
Educational Assistance for Spouse & Dependents of TBR Employees
Policy Number: 
P-120
Policy/Guideline Area: 
Personnel Guidelines
Applicable Divisions: 
TCATs, Community Colleges, System Office
Purpose: 

The purpose of this guideline is to establish the process regarding longevity pay for employees of institutions governed by the Tennessee Board of Regents.

Policy/Guideline: 
  1. Introduction
    1. The 89th General Assembly of the State of Tennessee adopted a longevity pay plan to reward State employees for extended service to the State. The plan became effective on July 1, 1979, was amended July 1, 1980 to include faculty members of the State's public higher education institutions, and was further amended on July 1, 1994 to include regular part-time employees who are scheduled to work 1600 or more hours (82.1 percent time) in a fiscal year.
      1. In addition, effective July 1, 1995, regular full-time employees with 36 months of full-time service became eligible to receive longevity credit for prior part-time service that is equivalent to not less than 5 years of full-time service. Its continuation each year is subject to positive action by the State Legislature.
  2. Eligibility
    1. Upon completion of 36 months of service, all regular full-time and faculty, clerical and support staff, administrative/professional employees, and modified fiscal year (MODFY) employees are eligible for longevity payments.
      1. In addition, all regular part-time employees who are scheduled to work 1600 or more hours (82.1 percent time) in a fiscal year and have 36 months of service are also eligible for longevity payments. (Refer to Section IV, B for additional information regarding credit for part-time service.)
      2. The 36 months of qualifying service must be in an eligible status as defined below.
      3. For purposes of creditable service for longevity payments, the service base of employees in faculty, MODFY, or eligible regular part-time appointments shall be considered to be a full 12 months.
  3. Compensation
    1. Eligible employees shall receive longevity pay at an established rate for each year of creditable service up to the maximum provided by law.
      1. The rate per year of service is established annually by the Legislature.
      2. For employees who completed 15 years of creditable service prior to July 1, 1984, September 1 shall be their longevity anniversary date.
      3. Payments will be made in the institution's payroll corresponding with September anniversaries.
      4. All other employees who have three years or more of creditable service shall receive their longevity payments in conjunction with their longevity anniversary date and in accordance with institutional payroll procedures.
    2. Calculation of longevity pay is based on an employee's total years of eligible full-time service and eligible part-time service and the rate of pay in effect for the fiscal year in which the payment is made.
      1. Shown on the following table are the rates of pay per year of eligible service, the maximum years of service for which payment would be made, and the maximum payment made to any individual during each of the years since the longevity pay program began. Rate of Pay Per Maximum Longevity Pay Chart
        Fiscal Year Approved Rate of Pay Per Year of Service Maximum Years Paid Maximum Payment
        1979-1980 $30 15 $450
        *1980-1981 $60 15 $900
        1981-1982 $75 15 $1,125
        1982-1983 $75 15 $1,125
        1983-1984 $75 15 $1,125
        1984-1985 $75 16 $1,200
        1985-1986 $85 17 $1,445
        1986-1987 $90 18 $1,620
        1987-1988 $95 19 $1,805
        1988-1989 and after $100 20 $2,000
        1989-1990 $100 21 $2,100
        1990-1991 $100 22 $2,200
        1991-1992 $100 22 $2,200
        1992-1993 $100 22 $2,200
        1993-1994 $100 24 $2,400
        1994-1995 $100 25 $2,500
        2006-2007 $100 30 $3,000
      2. *Faculty members were included in the longevity pay plan effective July 1, 1980.
        1. During fiscal year 1980-81 faculty received $45 per year of eligible service up to a maximum of 15 years or $675.
        2. This special rate for faculty was provided for this one year because faculty improvement funds were provided in lieu of longevity pay during fiscal year 1979-80.
    3. The following describes longevity provisions for non-exempt employees under the FLSA.
      1. The method of paying overtime on longevity became effective with the coverage of non-exempt state employees by the Fair Labor Standards Act (workweek of April 15, 1986) and applies only to that portion of the employee's longevity work year after that date.
      2. The value of longevity pay is not included in the week-to-week calculation of regular hourly rate for overtime payment purposes.
      3. But, when longevity pay is given, ½ the hourly equivalent rate of the longevity payment is due for all premium overtime hours earned during the prior year of service for which the longevity payment is made.
        1. For example, a non-exempt employee worked 2150 hours during the year including 100 hours of premium overtime and received $750 longevity payment.
        2. The overtime due on the payment would be $750 divided by 2150 hours = $.348 hourly equivalent time ½ = $.174 per hour times 100 premium hours = $17.40 additional overtime longevity payment.
    4. Longevity pay is subject to Federal Withholding Tax and Social Security taxes.
      1. Effective January 1, 2004, institutions may select either Option A or Option B as provided in IRS Circular E - Supplemental Wages to determine the Federal Withholding Tax.
      2. The Social Security Tax is assessed at the prevailing rate.
    5. The gross dollar value of the longevity payment is considered as covered salary for purposes of calculating retirement benefits.
  4. Longevity Service Credit
    1. Adjusted Longevity Anniversary Date
      1. The adjusted longevity anniversary date shall be that date on which 36 months of creditable regular state service is completed.
      2. A longevity anniversary date is established for all employees who are eligible or potentially eligible to participate in the program.
      3. At the time of initial employment, the employee's longevity anniversary date is established utilizing all periods of prior eligible service with the State or one of its agencies or an institution within the Tennessee Board of Regents or the University of Tennessee systems.
      4. If the employee does not indicate prior service, the longevity anniversary date is the same as the initial employment date.
    2. Eligible Service
      1. The following types of service are considered eligible service when establishing an individual's adjusted longevity anniversary date:
        1. All regular full-time service with the Tennessee Board of Regents, University of Tennessee or Tennessee Government to include agencies, offices, departments or other subdivisions of the Executive, Judicial, or Legislative branches.
        2. Effective July 1, 1995, all regular full-time service of 36 months and prior regular part-time service that is the equivalent of 5 years of regular full-time service with any of the organizations listed above. Credit for such prior part-time service is prospective only.
      2. All regular part-time service in which the employee was scheduled to work 1600 or more hours in a fiscal year with any of the organizations listed above.
      3. Periods in which regular part-time employees work additional hours, resulting in a fiscal year work schedule of 1600 or more hours. (See IV.B.11.)
        1. Example: On July 1st, an employee was appointed as a regular part-time employee at 50% time. On September 1st, he was asked to work 100% time until another person could be hired. By June 30th of that fiscal year, he had actually worked more than 1600 hours. On July 1st, he changed to full-time on a regular basis; and he received longevity credit for the prior fiscal year. (See Section IV.B.12.)
      4. Eligible temporary service with any of the organizations listed in 1 above, which immediately precedes the regular full-time service.
        1. Effective July 1, 1995, eligible temporary service includes all part-time temporary service that is the equivalent of 5 years of full-time service which immediately precedes regular full-time service.
        2. Credit for eligible part-time service will be given when 36 months of regular full-time service has been rendered and will be prospective only.
      5. Periods during which the employee is in an approved paid leave status.
      6. Periods during which a normally eligible employee is working a temporarily reduced work schedule of not less than 50% of full-time and for a period not to exceed six months.
      7. Periods during which the employee is on leave of absence without pay and is receiving compensation from the State Board of Claims for an on-the-job injury or illness.
      8. Any employee otherwise eligible who is on military leave.
      9. Periods during which an employee is on an approved grant-in-aid.
      10. Periods during terminal leave status.
      11. Employees currently eligible for longevity pay who have prior part-time service consisting of at least a 1600 hours annual schedule shall receive longevity credit for each month of such part-time service in which the employee was scheduled to work a full month and actually worked one-tenth of one hour more than half the schedule.
        1. This provision became effective July 1, 1987. Effective July 1, 1995, eligible employees shall receive credit but not retroactive longevity payments.
        2. In other words, the employee who changes status as described in this section shall receive credit for the time worked, but will not receive longevity payments for credited time until the next fiscal year when the prior part-time service is calculated into the longevity payment.
      12. Regular employees may receive longevity credit for adjunct faculty service if the following conditions apply:
        1. The employee's work schedule for the fiscal year consisted of the equivalent of 1600 or more hours. Effective July 1, 1999, equivalent hours shall be calculated for each semester/quarter and then added together to obtain the total equivalent hours for the fiscal year. (The following formula will be used to determine the equivalent hours: semester/quarter hours taught x 2.5 x number of weeks in semester/quarter = clock hours)
          1. Example: Employee taught 9.0 hours the second session of Summer 1997, 15.0 hours Fall Semester 1997, 15.0 hours Spring Semester 1998, and 6.0 the first session of Summer 1998.

            Summer 1997 (2nd Session) 9 x 2.5 x 6 = 135.0

            Fall 1997 15 x 2.5 x 17 = 637.5

            Spring 1998 15 x 2.5 x 17 = 637.5

            Summer 1998 (1st Session) 6 x 2.5 x 6 = 90.0

            Total hours for 1997-98 FY 1500.0 This employees’ work schedule would not satisfy the 1600 or more hours criteria for the fiscal year.
        2. The adjunct faculty service immediately preceded eligible regular service.
        3. Eligible employees included in paragraphs 3, 4, and 7 above shall receive their longevity payment as normally scheduled.
        4. Eligible employees covered by paragraphs 5 and 6 shall receive their longevity payment upon returning to an active payroll status with the institution.
    3. Ineligible Service
      1. The following types of service are not considered as eligible service when establishing an individual's longevity anniversary date:
        1. Part-time service (except as specified in Sections I, II and IV, B.9) or service as a student employee.
        2. Temporary service unless such service is full-time and immediately precedes regular full-time service.
        3. Service with elementary or secondary (K-12) public schools.
        4. Periods during which the employee is on FMLA or non-FMLA leave of absence without pay except when the employee is on approved leave of absence without pay due to an on-the-job injury or illness and where the employee is receiving benefit payments from the State (as in item B.5. above).
        5. Services rendered in addition to the employee's regular duties, including the services of faculty for teaching summer school do not qualify as eligible service.
          1. Although such periods of service may immediately precede regular full-time service, they cannot be counted as eligible service in establishing the employee's adjusted longevity anniversary date.
          2. Exception: Such Service is included only if it is combined with other regular or adjunct service in the same fiscal year to determine the employee's eligibility for an adjustment under Section V.B.3., or IV.B.12.
    4. Rehiring Previous Employees
      1. When employing individuals with prior State service, the employee's adjusted longevity date will be established utilizing all eligible prior service.
      2. The adjusted longevity date will be used to initiate payments for current and subsequent fiscal years.
    5. Transfers
      1. Employees who transfer from one State agency to another without a break in service are eligible for longevity compensation in accordance with their adjusted anniversary month.
  5. Changes in Employment Status
    1. Employees who change from regular part-time service of less than 1600 hours in a fiscal year, temporary or student status to regular full-time status or eligible regular part-time status become eligible to participate in the longevity pay plan.
    2. Employees who change from regular full-time or eligible part-time positions to regular part-time service of less than 1600 hours in a fiscal year and are in the regular part-time status of less than 1600 hours at the time of their longevity anniversary date will not be eligible for longevity payments.
    3. Eligible employees on an academic year pay base changing to a fiscal year pay base shall be eligible to continue receiving longevity payments and shall receive no change in service credit as a result of the transfer.
    4. Eligible employees on a fiscal year pay base changing to an academic year pay base shall be eligible to continue receiving longevity payments and shall receive no change in service credit as a result of the transfer.
  6. Faculty
    1. Eligible faculty (other than those in Section III, Paragraph A) whose anniversary date is the beginning of the academic year shall receive their longevity payment in the last monthly payroll for the contract period.
    2. Eligible faculty members (other than those addressed in section III, paragraph A) whose anniversary date is other than the beginning of the academic year shall receive their longevity payment when the anniversary date occurs in the regular scheduled payroll cycle for that date.
  7. Leave of Absence
    1. All employees who are on FMLA or non-FMLA leave of absence without pay are entitled to longevity payment on their adjusted longevity anniversary date upon return from said unpaid leave.
  8. Termination of Employment  
    1. The following longevity pay regulations apply to persons who terminate their employment for any reason other than retirement:
      1. If a terminating employee has completed an additional year of creditable service for longevity payment purposes, and then the longevity payment shall be made. However, no pro-rata payment will be made for a partial year's service.
      2. Terminating faculty whose anniversary date is the beginning of the academic year and who are otherwise eligible, shall receive their longevity payment in the final month's payroll for the years’ service provided that the entire academic year was served.
  9. Retirement
    1. Eligible retiring employees may receive their longevity pay if the longevity anniversary date occurs during their terminal leave period.
    2. All retiring employees are eligible for longevity pay following the completion of one year of creditable service.
    3. Faculty who retire after completing their responsibilities for the academic year are eligible for longevity pay in their final payroll for the academic year.
    4. Due to the cost-of-living adjustment for retirement purposes, a 12-month employee with a longevity anniversary date as July 1, who plans to retire prior to June 30 must be in active pay status on June 29 in order to be eligible for longevity pay.
  10. Exceptions
    1. Exceptions to the provisions of these regulations may be recommended by the President for the Chancellor's approval.
Sources: 

Authority

T.C.A. §§ 49-8-203; 8-23-206

History

Presidents Meeting November 1, 1988; Presidents Meeting May 15, 1990; Presidents Meeting November 9, 1993 ; Presidents Meeting November 9, 1994; Presidents Meeting May 8,1995; Presidents Meeting August 8, 1995; Presidents Meeting November 4, 1998; Presidents Meeting November 3, 1999; Presidents Meeting May 9, 2000; Presidents Meeting November 5, 2003; Presidents Meeting November 8, 2006; Presidents Meeting August 21, 2007.

Policy Number: 
P-115
Policy/Guideline Area: 
Personnel Guidelines
Applicable Divisions: 
TCATs, Community Colleges, System Office
Purpose: 

The purpose of this guideline is to establish the process and criteria regarding the Certified Administrative Professional Examination for employees at the Central Office and institutions governed by the Tennessee Board of Regents.

Policy/Guideline: 
  1. Procedure
    1. Employees who work in a clerical-secretarial or clerical-management non-exempt position, as defined by the Human Resource Office at each location, who pass the Certified Administrative Professional Examination (CAP) shall be granted a nine percent (9%) increase in salary.
      1. Employees must contact the institution's Human Resource Office regarding eligibility for the increase.
      2. Exempt employees are not eligible for the increase.
    2. The salary increase shall become effective with the next pay period beginning after the employee's passing grade on the examination is certified by the International Association of Administrative Professionals.
      1. The certification date is on the Candidate Performance Report generated by the IAAP.
      2. It is not the date that the test is administered or the date that the report from IAAP is received.
      3. It is the employee's responsibility to provide the appropriate verification to the Human Resources Office.
    3. An employee must pass the exam sponsored by the International Association of Administrative Professionals in order to receive the 9% increase.
      1. Individuals who previously received the 9% increase are not eligible for a subsequent 9% increase for passing the Certified Administrative Professional exam. 
Sources: 

Authority

T.C.A. §§ 49-8-203; 8-50-102

History

Presidents Meeting November 1, 1988; Presidents Meeting May 14, 1991; Presidents Meeting September 19, 1991; Presidents Meeting August 21, 2007; Presidents Meeting May 16, 2012. 

Pages

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