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2024 New Faculty

Orientation Workshop

Human Resources

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August 12, 2024

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NC State’s Employee Value Proposition

At NC State, our employee value proposition aims to create an ecosystem of meaningful work opportunities that align with Wolfpack 2030: Powering the Extraordinary, NC State’s strategic plan, and that provide an accepting and dynamic culture, opportunities for personal growth and professional development, and programs to support your busy life. Simply put, we want you to achieve your highest potential at work.

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College Human Resources

College of Engineering Human Resources proudly provides strategic human resources services through professional consultation and exceptional customer service to deliver consistent, effective, and efficient support to the Engineering community.

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  • COE HR is broken down into two areas:

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    • HR Operations and Strategy: provide ongoing consultative decision making, communications, training, tools, strategic planning and resources to individuals in the departments, and units who are responsible for human resources so they can become content “experts” for their respective area(s).

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    • HR Programs and Training: manage all HR Programs to include, but not limited to, the following: Training Programs, Time and Leave Administration, Performance Management, University and College HR Program Initiatives, Rewards and Recognition Programs, and others HR program related initiatives for the College.

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Department Human Resources

  • The College of Engineering is decentralized where each department and unit have their own HR/Business partners and processes designed to assist faculty with all HR matters.
  • Faculty and staff should first connect with their HR partners or Business Office for HR questions or information about HR processes.

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  • If a department cannot provide a response or needs additional assistance, they should reach out to the College HR Office for support and guidance.

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  • University Human Resources (UHR) provides guidance on overall HR policies and processes and the College HR Office will seek assistance from UHR as needed.

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HR at NC State

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Academic HR: Governing Bodies (video)

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Policies, Regulations and Rules (PRR)

Policy: General standards or procedures adopted by the Board of Trustees under delegated authority.

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Regulation: Standards or procedures adopted by the chancellor or delegee, addressing compliance with laws, Board policies, or matters under the chancellor’s administrative authority.

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Rule: Standards or procedures adopted by academic or administrative units to implement university policies or regulations, requiring approval from relevant authorities within the university hierarchy.

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Any personnel PRR related to appointments can be found on this website: https://policies.ncsu.edu/category/personnel/

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Understanding Your 9-Month Contract!

A 9-month deviated contract is a type of academic appointment at NC State University where faculty are contracted to work for nine months of the year, August 16 - May 15, while the payment schedule is spread across the entire fiscal year, July 1 - June 30.

Note: Employees on an academic year contract do not receive a check in July of their first year. They receive two months (or two twelfths) of their pay in August, after they have actually started work.

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Since the HR System has been set up to provide faculty with academic year appointments in 12 equal monthly payments spread across the entire fiscal year, an effective date other than Jan 1 or July 1 will generally lead to an overpayment or underpayment of the faculty member. Here is a good rule of thumb:

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  • Fall Semester
    • Start late – we will owe you
    • Leave early – you will owe us
  • Spring Semester
    • Start late – you will owe us
    • Leave early – we will owe you

Examples of deviated contracts can be found here: https://controller.ofa.ncsu.edu/payroll-and-employment-tax/academic-year-appointments/

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Summer Salary

  • Per REG 05-58-01 - Additional Compensation Paid through the University, Summer Salary is any earnings paid through NC State for work performed by 9-month faculty during the Summer period, The 3-month period from May 16 through August 15, including Maymester instruction.
    • From the REG, please read the following sections:
      • 7.2.2 Summer Salary for Full-Time 9-Month Faculty
      • 7.3 Summer Instructional Salary for Nine-Month Faculty
      • 7.4 Salary for Full-Time 9-Month Faculty Paid in Summer from Sponsored Projects Funds
      • 8.1.2 Required Summer Salary Training

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  • Requests are submitted via the University’s “Additional Compensation System” by the departments and approved by department heads and College Business office
    • Requests funded from sponsored research projects (5 accounts) will route to the College Research Office for approval

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  • There is a Summer Salary tutorial/training that is required of all faculty who receive summer salary charged to a sponsored research project and all administrators involved in the process. Training should be completed prior to the Friday before the first summer session begins!

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Summer Salary (cont.)

  • During the summer, a full-time (benefits-eligible) 9-month faculty member may be paid a total of 33.33 % (based on a 1.0 FTE ) of their prior academic year’s (nine-month) Base Salary (as of 5/15) from all sources of funds.
    • Exceptions beyond the 33.33% summer-earnings maximum must be approved in advance, in writing, by the Dean (not designee); however, no exceptions may be approved beyond 33.33% for a 9-month faculty member (based on a 1.0 FTE) paid in whole or part from sponsored project funds.
    • A 9-month faculty member may not exceed 90% of the allowable Summer Salary per pay period, without the Dean’s prior written approval, and a written management plan on file in the College.

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  • Faculty requesting summer salary regardless of funding source are required to provide a brief justification of what they will be working on (1-2 sentences). Actions will be pushed back if there is not enough information.

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Calculating Summer Salary

  • Example on calculating the 90% monthly threshold that can be earned on sponsored research projects:
    • 9 month Base Salary as of 5/15/XX: $130,000
    • Current Honorific Supplement: $10,000
    • Current 12 month Admin Supplement: $10,000
    • Total Compensation (used to calculate summer salary payments): $150,000
    • Monthly Rate: $150,000 / 9 months = $16,666.66
    • 90% monthly threshold
      • May: ($16,666.66 * .90 = $14,999.99) / 2 = $7,499.99
      • June: $16,666.66 * .90 = $14,999.99
      • July: $16,666.66 * .90 = $14,999.99
      • August: ($16,666.66 * .90 = $14,999.99) / 2 = $7,499.99

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Types of Employee Classifications

  • SAAO (Senior Academic Administrative Officer)
    • SAAO Administrators (Deans)

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  • EHRA (Exempt from the North Carolina Human Resources Act)

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  • EPS (Exempt Professional Staff)
    • Auditing, Business, and Finance (ABF) and Instruction, Research, and Information Technology (IRIT)
      • Examples: Research Scholar, Lab Manager

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Types of Employee Classifications (cont.)

  • SHRA (Subject to the North Carolina Human Resources Act)
    • Example: Research Technician

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  • Postdoctoral Scholars

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  • Visiting/Unpaid Appointments
    • Example, Visiting Research Scholar, Adjunct Professor

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  • Biweekly Appointments
    • Undergraduate / Work-Study Students (hourly)
    • Graduate Research/Teaching Assistants (RA/TA) (salaried)
    • Temporary (non-students; hourly)

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Postdoctoral Scholars

A postdoc is an individual with an advanced degree (Ph.D. or DVM (for College of Veterinary Medicine, CVM, house officers)) seeking additional training to further their readiness for academic, research-based, or clinical (in the case of CVM house officers) careers.

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Per REG 10.10.08, “postdoctoral scholar,” broadly refers to all postdocs throughout this regulation; however, there are distinct classifications based on the responsibilities and/or the funding source of the postdoc:

  1. Postdoctoral Research Scholar
  2. Postdoctoral Teaching Scholar
  3. Postdoctoral Fellow

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Postdoctoral appointments, though at-will, may not exceed five (5) years total, therefore, when completing the offer letter, make sure to calculate the total number of months based on current and previous postdoc experience so the total does not exceed 5 years (60 months). If the position is contingent upon the continued availability of non-state appropriated funds to support the position, the appointment letter must state that continuation of the postdoctoral appointment is contingent upon the continuing availability of such funds to support the position, must specify the source of such funds, and must state that the effect of such contingency may apply without the additional notice as required in the Postdoc Reg Section 4.1.5.

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Postdoctoral Scholars (cont.)

The Office of Postdoctoral Affairs (OPA) has oversight of postdoc appointments. Before hiring a postdoc, reach out to your Department HR or Business Office to understand the hiring process.

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Keep in mind the following information:

  • Review the Postdoc Regulation: https://policies.ncsu.edu/regulation/reg-10-10-08/
  • Ph.D. must be fully conferred and must have been within the last 5 years
  • At least a three (3) month lead time if requiring sponsorship (F1/J1 visa)
  • Minimum Salary Thresholds for Engineering - must be at least 60% of the minimum of the faculty salary range for Asst Professors based on appropriate discipline
  • Review the Postdoc HR Townhall
  • Any salary/position changes to an existing postdoc appointment must be pre-approved by the dept/college and OPA
  • Postdocs are “at-will” employees; contact your department HR/Business Office well in advance if a postdoc appointment should end (i.e. funding loss) as notice is required to the employee

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Unpaid Affiliations

An unpaid affiliation is a designation given to individuals who are affiliated with the university but do not receive monetary compensation for their contributions. These appointments are often extended to professionals, researchers, or scholars who collaborate with university departments, programs, or research centers. Such affiliations allow these individuals to participate in university activities, access university resources, and contribute to the academic and research missions of the institution without being on the university's payroll. Examples of unpaid affiliations include visiting research scholars and Adjunct appointments.

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Keep in mind the following information:

  • Unpaid affiliations that require rank (i.e. Visiting Professor or Adjunct Assistant Teaching Professor) must follow the department rules for assigning rank and must also have the qualifications for the rank.
  • Work with your Department HR/Business Office in understanding the department’s process for appointing these individuals.
  • Most unpaid affiliations require a background check.
  • If the individual will be performing research activities, follow the processes outlined for academic research visitors (next slide).
  • Unpaid affiliations must be reviewed annually and separated if access is no longer needed.

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Academic Research Visitors

Academic Visitors who are engaging in research activities that require independent access to campus facilities or online systems.

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Research Visitor process (Allow two (2) weeks or more for approvals; department process may vary; there is additional processing time if individuals need J-1 sponsorship (visa):

  1. Individual Host seeks approval from Administrative Host.
  2. Individual Host (or Individual Host delegate) initiates visit request by completing a Visiting Researcher Questionnaire
  3. Office of Research and Innovation (ORI) reviews proposed research visitor activity and sends request for Visiting Researcher Agreement (VRA), or similar documentation
    • If foreign visitor, Export Controls Screen and Restricted Party screen is completed during this step
  4. Department/Unit HR lead receives the approved request and initiates the HR action
  5. College HR reviews the request and approves if all the documentation is provided and uploaded to the action.
  6. Research Visitor appointment confirmed, unity ID acquired

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Biweekly Appointments

Faculty should contact their Department HR/Business Office to understand the department’s process for hiring graduate research/teaching assistants, hourly student workers, hourly work-study students or hourly temporary employees.

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Keep in mind the following information:

  • Biweekly hires should not start working until the HR action is approved and you have approval from the Department HR/Business Office for work to start.
  • Review the Biweekly Payroll Schedule and put reminders on your calendar for when the “supervisor lockout” deadline is to approve timesheets
  • Approve time biweekly for those those that have to track their time worked using the University’s timekeeping system, WolfTime
  • Supervisor WolfTime Tutorial: How to Approve Reported Time
  • Notify your department if the appointment should end early or be extended.

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MyPack Portal

Employee Self Service: Submit Flexible Work Arrangement, travel, benefit details, WolfTime, Payroll/ Taxes, Personal Details

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Manager Self Service: Manage direct reports, approve time, Wolfpack Performance Program team management

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Faculty Resources

Reappointment, Promotion and Tenure (RPT)

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Faculty Resources (cont.)

Faculty Annual Reviews

  • REG 05.20.03

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Statements of Faculty Responsibilities (SFR)

  • REG 05.20.27

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Scholarly Reassignment for Faculty

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Post Tenure Review (PTR)

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Faculty Resources (cont.)

Leave and Wellness Programs

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