Policy Owner: Human Resources

Policy Purpose

Interim assignments typically occur when the responsibilities of another position, at a higher level, become vacant or there is a temporary absence of an employee. Interim duties are temporary and not intended to become a regular assignment. Interim assignments are designed to maintain continuity of operations.

Policy Scope

This policy applies to all full and part-time employees.

Policy Statement

Interim assignments are temporary roles that current employees take on in addition to their existing duties and can vary in nature, as well as duration. The key characteristic of an interim assignment is its temporary nature, with a clearly defined start and end date.

An interim assignment can be granted when the following conditions have been met:

1. The appropriate Dean, VP or department head may select qualified individuals to act in an interim role, as needed. The department leadership must provide clearly written duties and expectations to the individual selected.
2. The employee being granted the interim assignment must currently possess the appropriate training and qualifications for the role in which they are being assigned.
3. If the absent employee is using his/her existing sick leave or vacation leave or has requested and received additional sick leave from the sick leave bank, an emergency appointment may be granted only with the written approval of the Vice President of Human Resources.
4. The employee being granted the interim assignment must assume all duties outlined as part of the interim assignment.
5. When the absent employee is able to fully assume their original duties, the employee granted the interim assignment must be returned to his/her original position (which will be held open) at the original rate of pay.
   If a regular increase is awarded during the period that an employee is in an interim assignment, their increase will be reviewed and adjusted to be consistent with their original position when they are returned to the position.

Procedures/Guidelines

Procedure

1. The Office of Human Resources must be supplied with documentation of the need for interim assignment. Additional details such as job duties and interim duty pay, etc. may also be requested.  
2. The individual appointing the interim assignment will work with the Office of Human Resources to initiate the interim duty pay in the University’s HRIS. Notation must be made in the comments section providing the name of the employee who is being replaced, if applicable and an estimate of the length of the emergency appointment.
3. The employee assuming the interim assignment will receive a written document from the Office of Human Resources outlining the start and end dates of the assignment, duties expected during the interim assignment along with the dollar amount of the bi-weekly interim pay.
4. Upon completion of the interim assignment, the Office of Human Resources will remove the interim duty pay.

Exceptions

This policy is not to be used to temporarily fill a position during the recruitment process. Exceptions may be approved by the President when in the best interests of the university.

Interim assignments may be granted without recruitment but should be reviewed and approved before continuing beyond six months.

Interim assignments made necessary due to vacancy of the position; may become permanent should the interim employee be eligible for promotion into the new role.