General Counsel and Secretary of University
Indiana State University Handbook
505 COMPENSATION
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- 505.1 Salaries and Wages
- 505.1.1 Approval of Annual Salary Guidelines.
The ISU Board of Trustees reviews and approves annually salary
guidelines.
- 505.1.1.1 Preparation of Guidelines for Trustee Consideration. Guidelines for salary increases, salary structures and performance criteria are established annually by the University President in consultation with the vice presidents to achieve University objectives and provide for individual growth and reward.
- 505.1.1.2 Objective of Compensation Program. It is the objective of the compensation program to maintain salaries which are comparable to and competitive with similar positions in other higher educational institutions and local industry.
- 505.1.1.3 Compensation Dependent on Appropriations. Budgeted funds for compensation are of necessity dependent upon resources available from state appropriations.
- 505.1.1.4 ISU Trustee Compensation Resolution. The ISU Board of Trustees adopted the
following resolution September 3, 1976:
- BE IT RESOLVED, That the Board of Trustees of Indiana State University desires to give recognition at all times to outstanding performance by the members of the faculty and staff of the University of their assignment; and that in implementation thereof, the Board of Trustees supports the policy of including an increment for merit in granting salary increases whenever and to the extent as is determined appropriate and feasible at such times.
- 505.1.2 Faculty Compensation. All members of the faculty (which includes the professional librarians, special purpose
faculty, and part-time temporary faculty) are paid on the basis of individually
established salaries, determined through a consideration of general criteria.
- 505.1.2.1 Faculty Salary Plan. "The salary plan for faculty provides needed flexibility in salary matters and involves the judgment and recommendations of the University Faculty Senate, the department chairpersons, the academic deans, the Provost and Vice President for Academic Affairs and the University President.
- 505.1.3 EAP Compensation. The executive/administrative/professional employees of the University are
compensated through an ISU Board of Trustees approved salary classification
system.
- 505.1.3.1 EAP Position Evaluation. Positions are established in accordance with written guidelines and evaluated to determine their relative value based on institutional objectives.
- 505.1.3.2 Determination of Annual Salaries. Annual salaries are determined by each vice president, and recommended to the University President, based upon performance and other established criteria.
- 505.1.4 Support Staff Compensation. Support staff are paid in accordance with established salary schedules approved
by the ISU Board of Trustees.
- 505.1.4.1 Basis of Support Staff Compensation. Support staff salaries are on an hourly basis, and the schedules are based on position classifications and pay ranges.
- 505.1.4.2 Annual Review. Salary schedules and wage scales are reviewed each year with the Support Staff Council.
- 505.1.5 Student Compensation. Students are employed in a variety of temporary positions on campus. Pay
is on an hourly basis in accordance with the established student wage scale for
each type of work.
- 505.1.5.1 Students Ineligible for Benefits. The wage scales are available in department and administrative offices. Students are not eligible to participate in the staff benefits program nor are they entitled to payment for sick leave, vacation, or holidays.
- 505.1.1 Approval of Annual Salary Guidelines.
The ISU Board of Trustees reviews and approves annually salary
guidelines.
- 505.2 Payroll Procedures
- 505.2.1 Faculty and EAP Appointment and Salary Letters. Each member of the faculty and executive/administrative/ professional staff on regular salary appointment receives from the respective vice president or University President an appointment letter at the time of initial hire and a salary letter prior to the beginning of the fiscal or academic year.
- 505.2.1.1 Salary Change Notifications. Similar notifications are sent for salary changes approved by the ISU Board of Trustees during the year.
- 505.2.2 Frequency of Faculty Pay. Faculty academic year appointments may have their salaries paid in either ten
(10) or twelve (12) equal monthly payments.
- 505.2.2.1 Payment Option Form Provided by Payroll Office. The Academic Year Payment Option Form contains the details of the payment option plan and is provided through the Payroll Office for faculty members to indicate the desired number of payments.
- 505.2.2.2 Change in Payment Option. Changes in the payment option can be processed if the form is received in the Payroll Office by July 31, before the first pay is issued on September 1.
- 505.2.3 Support Staff Appointments. Support staff appointments are processed through the Human Resources Office upon recommendation of the supervisor and appropriate vice president.
- 505.2.4 PASS Form Must be Initiated.
A Personnel Assignment Status Sheet (PASS) is prepared for each person and
signed by the appropriate vice president, or the University President.
- 505.2.4.1 Purpose of PASS Form. This is the official authorization to pay a salary, to change a salary or other pertinent information, or to terminate an appointment.
- 505.2.5 Timing of Pay for Faculty and EAP. Direct deposit notifications and paychecks are issued from the Controller's Office to departments on the first day of each month for faculty and executive/administrative/professional staff, except for January (dated the first working day after January 1) and July (dated June 30). If the first of the month falls on a weekend or a holiday, checks are issued the last working day before the weekend/holiday with the exceptions listed above. Support staff and student employees are paid on alternate Fridays.
- 505.2.6 Accounting for Work, Vacation and Sick Time.
A departmental time recap sheet is completed for all faculty and staff and signed by the chairperson of each
instructional department or the head of each administrative office. These
forms are used to report absences for vacations, illnesses or other reasons with
the indication of whether such absences are with or without pay.
- 505.2.6.1 Accountability for Time Reporting. Chairpersons and administrative heads are responsible for the accuracy of reporting absences. Faculty and other staff are obligated to report any absences to the appropriate department head.
- 505.2.6.2 Method of Adjusting Faculty Changes During Summer Session. Salary adjustments for faculty on a summer appointment will be computed on a teaching day basis if the faculty member must leave an assignment during or prior to the end of the session.
- 505.2.6.3 Method of Adjusting Residence Hall Staff Changes Mid Term. Salaries of residence hall staff members who are unable to complete their assignments will be calculated on a calendar day basis including the total number of days in the particular period of assignment.
- 505.2.6.4 EAP Salary Calculations for Semester-Long Appointments. Salary adjustments for executive/administrative/professional staff, support staff and faculty with fall and/or spring semester appointments will be computed on the basis of a five-day work week.
- 505.3 New Hires
- 505.3.1 Immigration Compliance for New Employees. New staff and faculty must have proper work authorization and present verification on the first day of employment.
- 505.3.1.1 Federal Immigration Form I-9 Completion Required First Day. An Employment Verification Eligibility Form (I-9) from the U.S. Customs and Immigration Service must be completed on the first day.
- 505.3.1.2 Supporting I-9 Documents Due Within First Three Days. Documents verifying work authorization must be submitted to Human Resources within the first three working days of employment.
- 505.3.1.3 Foreign Nationals to Coordinate with Human Resources. Foreign nationals coming to ISU for employment are required to have proper work authorization and should contact the Human Resources Office for assistance prior to coming to campus.
- 505.3.1 Immigration Compliance for New Employees. New staff and faculty must have proper work authorization and present verification on the first day of employment.
- 505.4 Orientation
- 505.4.1 New Employee Orientation Required. New staff and faculty must report to Human Resources within the first three working days for New Employee Orientation.
- 505.4.2 Documents Required for Enrollment in Benefits Plans. Paperwork to enroll in the various benefits offered requires verification of age (birth certificate or passport), Social Security card for the employee, and Social Security numbers and date of birth information for dependents.
- 505.5 Personal Status Changes
- 505.5.1 Employees Must Notify Human Resources in Changes in Personal Information. The Human Resources Office is to be notified if changes occur in home address, telephone
number, name, or marital status.
- 505.5.1.1 PASS Form Used for Reports of Changes in Personal Information. A Personnel Assignment Status Sheet (PASS) should be forwarded to the Human Resources Office.
- 505.5.1.2 Changes Impact Benefits of Employees. Many important communications may be misdirected if addresses are not kept current. Changes that may have a possible impact on insurance benefits and beneficiary designations must also be reported in person to the Staff Benefits Office.
- 505.5.1 Employees Must Notify Human Resources in Changes in Personal Information. The Human Resources Office is to be notified if changes occur in home address, telephone
number, name, or marital status.
- 505.6 Payroll Deductions
- 505.6.1 Various Required Deductions from Pay. Deductions from pay are made, when appropriate, for federal income tax, state income tax, local county tax, social security taxes, insurance contributions, and the Indiana Public Employees' Retirement Fund.
- 505.6.2 Various Elective Deductions from Pay. Staff members may also request deductions for the purchase of United States Savings Bonds, for savings and loan repayment in the ISU Federal Credit Union, and for contributions to the United Way, the annual parking fees, and the ISU Foundation. Elective payroll reductions are possible for tax deferred annuities with various companies, health and vision coverages, and annual parking fees.
- 505.7 Payroll Direct Deposit
- 505.7.1 Required Direct Deposit.
All new employees, including student employees, have their pay deposited
directly in a financial institution.
- 505.7.1.1 Pay Stub Distributed to Employees through Departments. The paycheck stub detailing earnings for the pay period involved is forwarded to the employing department.
- 505.7.1.2 Employees Complete Form in Payroll Office for Direct Deposit. All University employees are strongly encouraged to take advantage of the benefits of direct deposit. Authorization forms for direct deposit are available in the Payroll Office. Once the completed form has been returned to the Payroll Office, there may be a delay of one pay period for the direct deposit to become effective.
- 505.7.1 Required Direct Deposit.
All new employees, including student employees, have their pay deposited
directly in a financial institution.
- 505.8 Faculty Salary Floors
- 505.8.1 Salary Floors and Adjustments. Salary floors have been established for full-time,
tenure track faculty ranks. Annual adjustments are made to these floors as
follows:
- 505.8.1.1 First Year of Biennium. At the end of the first year of a biennium, the floors will be adjusted by an amount equal to the across-the-board percentage increase for faculty members whose performance has met expectations.
- 505.8.1.2 Second Year of Biennium. At the end of the second year of a biennium, the floors will be adjusted by the minimum dollar adjustment for faculty members whose performance has met expectations.
- 505.8.2 Information Found in Office of Provost and Vice President for Academic Affairs. Detailed information on faculty salary floors during a particular academic year is available from the Provost and Vice President for Academic Affairs Office.
- 505.8.1 Salary Floors and Adjustments. Salary floors have been established for full-time,
tenure track faculty ranks. Annual adjustments are made to these floors as
follows:
- 505.9 Overload Teaching
- 505.9.1 Pre-established Overload Teaching Pay Rate. In emergency situations, full-time tenured or tenure-track faculty members may agree to teach a course or a section of a course in addition to the regular teaching schedule. Pay for such extra teaching responsibility is based upon an established overload teaching pay rate approved by the ISU Board of Trustees and available from the Provost and Vice President for Academic Affairs Office.
- 505.9.2 Appropriate Authorization Required for Additional Compensation. Fiscal year faculty member or executive/administrative/ professional staff may not receive additional compensation for teaching classes, research or other contract purposes without prior authorization by the appropriate vice president’s office using the Fiscal Employee Approval Form.
- 505.10 Faculty Promotion Increments. Salary increments are provided to faculty members who are awarded a promotion in rank. Detailed information on promotion increments during a particular academic year is available from the Provost and Vice President for Academic Affairs Office.
- 505.11 Credit for Additional Training
- 505.11.1 Graduate Study of Completion of Doctoral Degree. Salary increments for faculty are
allowed for graduate study completed during an academic year or summer session
or for the completion of the doctoral degree.
- 505.11.1.1 Filing Requirements for Transcripts. An official transcript of graduate work completed must be filed in the Provost and Vice President for Academic Affairs Office prior to September 15 if the salary increment is to be allowed for the ensuing academic year. In the event the transcript is received after September 15, the increment is prorated for the remainder of the year as of the first working day of the month following receipt of transcript.
- 505.11.1.2 Contact Provost and Vice President for Academic Affairs for More Information. For detailed information of additional training increments, consult with the Provost and Vice President for Academic Affairs Office.
- 505.11.1 Graduate Study of Completion of Doctoral Degree. Salary increments for faculty are
allowed for graduate study completed during an academic year or summer session
or for the completion of the doctoral degree.
- 505.12 Summer Sessions
- 505.12.1 Summer Term Salaries Based on Teaching Load. Summer term salaries are based on the number of credit hours (or equivalent) taught.
- 505.12.2 Summer Term Rate of Pay. The rate of payment is 2.5 per cent of the previous academic year base appointment salary for each semester hour of instruction (or equivalent).
- 505.12.3 Cap on Summer Term Pay. The maximum salary that can be earned during the summer terms is 30 per cent of the previous academic year base appointment salary of the faculty member.
- 505.12.4 Maximum Summer Term Assignment. A five-week summer term assignment may not exceed six (6) semester hours.
- 505.12.5 Enrollment Guidelines must be Met. Summer session courses are subject to meeting minimum enrollment guidelines of the University. If a course does not meet the minimum enrollment guidelines, the department chair may offer an opportunity to the faculty member to teach the course at a pro-rated salary.
- 505.12.6 Summer Term Teaching Assignments. Department chairs are responsible for scheduling department courses and for appointing faculty to teaching assignments.
- 505.12.7 Timing of Pay. Summer session faculty receive compensation following completion of the teaching assignment. The first summer academic payroll is four (4) weeks into the summer term. The two (2) subsequent payrolls are at the completion of each five-week summer term.
- 505.13 Off-Campus Classes
- 505.13.1 General. Off-campus classes, depending on the circumstances, may be taught in addition to the regular teaching load, or may be carried as part of a faculty member's regular class load.
- 505.13.2 Extra Pay. If extra pay is authorized, it is based on credit hours taught, travel distance and academic rank. The per-credit-hour stipends will be increased by a distance supplement. The compensation schedule for off-campus classes is available in the Continuing Education Office.
- 505.13.3 Pay for Adjunct Faculty. Supplementary (adjunct) faculty members are to receive the base rate for instructors, unless there has been approval by the department and dean to identify the person at a higher rank. No distance supplement is to apply to supplementary (adjunct) faculty.
- 505.13.4 Timing of Pay. Pay for off-campus classes is generally issued at regular intervals during the semester.
- 505.13.5 Use of University Vehicles. University vehicles are provided for travel. In the event it is necessary to utilize a personal vehicle, reimbursement is made at the standard University mileage rate.
- 505.13.6 Subsistence Pay. A subsistence allowance is paid in accordance with University travel regulations when one-way travel exceeds 50 miles and when the trip begins before 5:00 p.m. and ends after 8:00 p.m.
- 505.13.7 Responsibility for Preparation and Administration of Class Schedules. The Director of Continuing Education prepares the class schedules in cooperation with academic units of the University, deposits all funds to the University General Fund, prepares pay vouchers and certifies travel vouchers. The Director is also authorized to coordinate all negotiations for special credit programs with external organizations or agencies and to handle all administrative matters necessary to expedite the conduct of each program.
- 505.14 Distance Education Courses
- 505.14.1 General. The Division of Lifelong Learning facilitates the development and delivery of distance education courses offered via educational technologies and correspondence.
- 505.14.2 Pay for Development and Teaching. Pay for the development and teaching of these courses is based on the university-approved schedule and is contingent on course approval by the academic department chair and the Division of Lifelong Learning. Reimbursement for the development and delivery of all distance education courses is determined by existing program and course partnership agreements approved by the academic unit and the Division.
- 505.14.3 Faculty Development Support. Additionally, the Division offers a series of faculty development workshops—the Course Transformation Academy (CTA)—to support faculty members who are interested in teaching with technology. All faculty members who complete the CTA workshops are eligible for a stipend.
- 505.15 Workforce Development Program
- 505.15.1 Purpose. The Workforce Development Program (WDP) is designed to enable the University to respond to the needs of business, industry, and other organizations for education and training programs.
- 505.15.2 Selection for Participation. Faculty will be selected for the project by the academic unit.
- 505.15.3 Stipends for Participation. Faculty stipends will be based on 2.5 per cent per credit hour of the faculty member’s base appointment academic year salary. Non-credit stipends will be based on 2.5 per cent of the faculty member’s base appointment academic year salary for each 15 hours of student classroom contact.
- 505.15.4 Other Fiscal Arrangements. After all WDP expenses are paid for each program/course/workshop, any remaining "net" balance will be equally divided by the sponsoring academic unit and the Division of Lifelong Learning.
- 505.16 Temporary Faculty
- 505.16.1 Special Purpose
- 505.16.1.1 Eligibility for Benefits. Full-time temporary (special purpose) faculty are paid an academic year salary and are eligible for participation in the group health benefits plan, life insurance and sick leave accumulation.
- 505.16.1.2 Benefits Not Included. Full-time temporary (special purpose) faculty are not eligible for the University Retirement Plan contributions, disability insurance, spouse fee waiver or dependent child fee award.
- 505.16.1.3 Salary Increase Practices. Continuing special purpose faculty shall be provided salary increases comparable to those awarded to regular faculty.
- 505.16.1.4 Workload Adjustment Practices. If special purpose faculty members are required to perform additional duties not articulated in writing at the time of appointment, they should receive additional compensation or workload adjustment.
- 505.16.2 Part-Time
- 505.16.2.1 Title of Lecturer. Faculty members on limited assignments (part-time, temporary appointment) are given the title of Lecturer. Lecturer categories reflect the differing levels of training and experience of the various faculty members employed on a limited basis.
- 505.16.2.2 Pay Practices. Lecturers are paid according to an established pay schedule approved by the ISU Board of Trustees and available from the Provost and Vice President for Academic Affairs Office.
- 505.16.2.3 Not Eligible for Benefits. Faculty members on part-time assignments are not eligible for participation in the University staff benefits programs.
- 505.16.2.4 Salary Increase Practices. Continuing part-time temporary faculty should be provided salary increases comparable to those awarded to regular faculty.
- 505.16.2.5 Workload Adjustment Practices. If part-time temporary faculty members are required to perform additional duties not articulated in writing at the time of appointment, they should receive additional compensation or workload adjustment.
- 505.16.1 Special Purpose
- 505.17 Graduate Assistantships and University Fellowships
- 505.17.1 Appointment Made at Department and Unit Level. The University appoints a number of assistants and fellows through its academic departments and administrative units.
- 505.17.2 Rate of Pay. Those individuals seeking information on the remuneration and the availability of appointments should contact the appropriate unit or the School of Graduate Studies.
- 505.18 Conferences/Seminars/Workshops/Camps
- 505.18.1 Purpose and Administrative Responsibility. Conferences, seminars, workshops and camps are arranged for business, educational, industrial and association groups. The Director of Community Professional Programs is authorized to coordinate such programs of instruction, including the terms of the contract in cooperation with respective academic or administrative departments and the sponsoring agency.
- 505.18.2 Determination and Administration of Budget. The academic unit, the sponsor and the University representative of the Division of Lifelong Learning determine the budget. Registration fees and other funding sources can be arranged to support the event. All incoming monies are deposited into the income account of the appropriate office within the Division of Lifelong Learning and are used to offset expenses incurred.
- 505.18.3 ISU Faculty May Participate. A University faculty member may be scheduled as a
guest presenter or instructor during a conference, seminar, workshop or camp.
- 505.18.3.1 Negotiation of Fee for ISU Faculty Participation. The event sponsor negotiates the terms of the agreement and the fee.
- 505.18.3.2 Payment Authorization for ISU Faculty Involvement. The Division of Lifelong Learning authorizes payment for the guest presenter/instructor.
- 505.19 High School Summer Honors Program
- 505.19.1 Determination of Pay. Summer honors program salaries are calculated on the same basis as summer term salaries.
- 505.19.2 Minimum Enrollment Requirements. Summer honors seminars are subject to meeting minimum summer session enrollment guidelines of the University. Faculty teaching a summer honors seminar with below minimum enrollment may be offered a pro-rated stipend in order for the seminar to continue.
- 505.20 Non-Credit Courses
- 505.20.1 General. Each spring and fall semester a non-credit course catalog is developed featuring a diverse offering of evening and weekend classes promoting personal enrichment and professional enhancement. Target audiences range in age from young children to senior citizens.
- 505.20.2 Instructor Eligibility and Administration. University faculty, staff and graduate students, as well as community professionals, may apply to teach non-credit courses. The Community and Professional Programs Office approves all courses, schedules, instructors and pay rates.
- 505.21 Part-time Student Employees. Students desiring employment should apply in the Student Employment Office located in the Human Resources Office. Department heads desiring student help are urged to notify the Student Employment Office for recommendation of eligible students seeking employment.