Chapter 4 EMPLOYMENT POLICIES AND RECORDS

4.1 Organization

Employment of administrative and technical employees shall be in accordance with the employment procedure set forth by the University and available in the Human Resources Procedures Manual.

4.2 Authority

The authority to make employment commitments is vested solely with the President and, by delegation, the VPFA for administrative and technical personnel, the VPAA for faculty and academic personnel. No other employee has the authority to make employment commitments. Such commitments should be made only in accordance with policies described in the following chapters and upon completion of the relevant procedures described in the HR Procedures Manual.

4.3 Appointment Types

Limited contract: A position with a regular work schedule of a period of one year or less, considered as a probation period. Depending on the performance of the employee during this period, the decision will be taken as to whether employment should be confirmed or terminated.

Unlimited contract: A position with a regular work schedule contingent upon successful completion of a probation period. It is not limited in time nor restricted to a specific task.

Project appointment: A position with a full-time schedule for a specific period of time. It is offered to the employee to carry out a specific duty or to finalize a defined project. Although renewal of a contract may be granted, the individual and the University are under no obligation to extend their relationship beyond the initial contract period. Such individuals are not eligible for benefits provided to regular full time positions except as specified in their contract.

Appointment by secondment: Temporary appointment for a specific period of time of an employee who works at an organization other than AUI. Secondment may be on a full-time or part-time basis depending on the needs of the vacant position. Written approval of the original/permanent employer is necessary prior to filling the position.  A formal offer and an acceptance letter are issued by AUI to finalize terms and conditions of employment.

Internship: May be a student or non-student arrangement for a specific period of time. Internship does not guarantee further employment at AUI.

Temporary/Hourly appointment: This type of appointment concern seasonal workers in Grounds and Maintenance.

4.4 Employment Categories

It is the intent of AUI to clarify the definitions of employee classification so that employees understand their employee status and benefit eligibility.
Each employee belongs to one of the following categories:

Senior Officers:Individuals in positions with primary responsibility for management and direction of the University, or of a major division of the University. Included in this category are Vice Presidents and Academic Deans.

Administrative Officers: Individuals in positions which require specialized knowledge and are involved in the creation and implementation of policy objectives endorsed by senior officers. They are employed in positions of responsibility that involve managing services, and supervising other employees. This category includes administrative heads of director or  manager rank.

Administrative Staff: Individuals with specific applied skills or responsibilities which generally require instruction or guidance by supervisors.

Technical and Service Personnel:All individuals employed in positions related to Security and Grounds and Maintenance.

4.5 Establishing a vacancy

Schools and departments will notify HRM when a vacancy occurs. The occurrence of a vacancy is the opportunity to review and analyze the post. Whenever a job vacancy exists, the manager   should consider the following issues:

• Does the position need to be filled? What value does it add to the performance of the service?
• Do the Job Description and/or person specification need updating?
• Will it be more appropriate to offer the job on a temporary or limited basis instead of a permanent contract?

The head of department should refer to Human Resources to discuss and get advice and guidance on suitable alternatives to recruitment. The HRM may suggest a number of possible options to recruitment:

1. To reorganize work distribution and add minor adjustments
2. To increase an existing employee’s responsibilities within the service concerned
3. To redesign job tasks and duties
4. To consider restructuring within the related service or department
5. To consider part time, limited contract or job share

If the vacancy is a new post within the university, it will need to be evaluated and classified to ensure it is graded appropriately.