July 7, 1998 Number 1831
UNIVERSITY OF NORTH CAROLINA AT CHAPEL HILL
Office of Human Resources Administration Department (919) 962-3897 FAX (919) 962-1065	The University of North Carolina at Chapel Hill CB# 1040, Battle-Vance Halls Chapel Hill, N.C. 27599-1040

        In recent months, Human Resources Administration has been examining various functions within the Employment Department as part of an effort to streamline processes and increase campus departments' options in administering departmental programs. This memorandum presents three important changes. These changes are effective the date of this memorandum.

Salary Increases After New Hire
        Perhaps the most important new option affects salary administration. In discussions with the Office of State Personnel, we have learned of an administrative policy interpretation that changes our current practice regarding new hire salaries. This interpretation allows a department to increase an employee's salary within two years of initial employment when the employee has been brought in at a salary less than the amount for which he/she qualifies. Previously, such a salary adjustment was available only following a promotion. Now, such a change is possible up to the salary amount the employee initially qualified for at the time of employment. This eligibility continues for two years following initial employment. To be able to take advantage of this provision, the PD-105 for the new hire should contain the following statement in the COMMENTS section: "Reserve the right over the next 24 months to award employee remaining salary for which he/she qualifies when funds are available." This provision is applicable only to persons hired on or after the date of this memorandum; no retroactive application is possible.

Extension of Probationary Period
      The University's standard probationary period is three calendar months. In the past, departments had to request an extension of the probationary period through the Employment Department. Effective immediately, all departments have authority to extend a new employee's probationary period to a maximum period of 9 months (270 calendar days) from the date of entry on duty. The probationary period cannot last more than 9 months. The employee must either be made permanent at the end of that period or be separated. The extension must be based on one or more of the following conditions:

 
I . The complexity of the work is such that the employee has not had sufficient time to acquire or demonstrate possession of the full range of skills required for the position. [It is allowable for department with specialized and/or scarce skill requirements to establish a six-month probationary period as their standard condition of employment. This must be explained to the candidate during the job offer process.

2. The employee is progressing, but the department would like additional time to assess the new employee's performance.

3. The employee is progressing, but the department would like to give the employee more time to acquire additional skills.

4. An extended illness, accident or other intervening event (typically more than two weeks) has prevented the employee from acquiring or demonstrating the full range of skills required for the position.

5. A performance and/or conduct issue has occurred that makes management want to have more time to assess the new employee's suitability for continued employment.

If you have questions about extending the length of probationary periods, contact Ken Litowsky, Acting Employment Director.

Extension of Temporary Appointments

In the past, departments have been able to request extensions of up to an additional six months to the initial six- month temporary appointment. The Employment Department granted this extension. Effective the date of this memorandum, departments have the authority to extend temporary appointments as long as the total time as a temporary employee does not exceed 12 months.

A word of caution: It is the responsibility of each department that extends a temporary appointment to make sure that total temporary employment does not exceed 12 months. Time worked in other UNC-CH departments, whether hired through Tar Heel Temps or directly by a department, counts towards the 12 months' maximum. Once implemented, the computerized human resources management system (InPower), now under development, will provide you with the information you will need to determine a temporary employee's eligibility for an extension.

Extensions of temporary appointments beyond 12 months still must be requested from the Office of State Personnel through the Employment Director. If a request for an extension beyond 12 months is not approved, the employee must come off the payroll for a break of at least 31 calendar days.

In the meantime, if you have questions about whether or not your department can extend an employee's temporary appointment or if the request must be sent to the Employment Department, contact either Employee Records at 962-2894 or the Employment Department Director at 962-2991. We hope these new options will make it easier for your department to manage its personnel operations. If you have questions about these changes, please call Ken Litowsky at 2-2991, or Drake Maynard at 2-3897.