See Date of Hire.
A general term for University positions that are exempt from
overtime pay based on the legal definition set forth by the
Fair Labor Standards Act. Typically includes such positions
as executives, department heads, managers, professionals,
and supervisors. See Exempt.
The expectations set by managers of employee adherence to
departmental work schedules. Standards may include the establishment
of standard work days, start and stop times, occurrences of
absence and tardiness, and reporting expectations. See
This is an arrangement where an employee conducts their work
from a site other than the employer’s standard location of
operations. Sometimes referred to as telecommuting, such arrangements
must be approved by the management as defined in an Alternative
Work Site Agreement. See Alternative
Work Site Policy.
A break in service is a period of time during which the employment
relationship between an employee and the University is completely
severed. One year of service is lost for breaks in service
of 12 months or less. All previous service is lost when a
break in service lasts longer than 12 months. See Length
The on-going process of regular performance feedback provided
to an employee by their supervisor. See Coaching
and Counseling Procedures
Compressed Work Week
Work schedule arrangement where employee works longer hours
on fewer days of the week. A typical example is a forty-hour
per week employee who works a regular schedule of four
(4) ten -hour days per week.
The formal University process by which unacceptable employee
behavior or performance is addressed when the more informal
approach of coaching or counseling does not produce the desired
improvement. See Performance
The process used by supervisors to address employee performance
issues and outline expected improvements before proceeding
to the more formal University Corrective Action process. See Coaching
and Counseling Procedures & Performance
The Original Date of Hire is the date when an employee first
established an employment relationship with the University.
The Adjusted Date of Hire is the date an employee established
a regular employment relationship with the University, taking
into account breaks in service and periods of temporary/on-call
See Corrective Action.
Early retirement from the University is available for those
at least age 55 with 15 or more years of service or at least
age 62 with 10 or more years of service. See Normal
A designation created under the Fair Labor Standards Act
(FLSA) for positions that are considered to be bona fide executive,
administrative, or professional in nature. Positions designated
as exempt must meet all the tests related to duties, responsibilities
and salary stipulated by the FLSA. Exempt positions are not
subject to overtime pay. See Administrator.
The Faculty consists of the President; the Academic Officers
identified in Article II of the Academic Articles of the Faculty
Handbook; the Teaching-and-Research Faculty; the Research
Faculty; the Library Faculty; the Special Professional Faculty;
and Non-regular Faculty. See the Faculty
Fair Labor Standards Act (FLSA)
Act passed by Congress in 1938, and subsequently amended,
governing the establishment of fair labor standards
in employment affecting interstate commerce. The Act and regulations
address such issues as minimum wage, overtime pay, and child
Family Medical Leave Act (FMLA)
Act passed by Congress in 1993 to protect job and benefit
rights for eligible employees of covered employers for up
to 12 weeks for personal illness, family illness, or the birth
or adoption of a child. See FMLA
Flexible Spending Account
Account made available to ND Flex participants for Health
Care or Dependent Care. Spending accounts allow employees
to set aside pre-tax dollars to pay for eligible health care
and dependent care expenses that arise throughout the year
and are not covered by health insurance or other dependent
care options. See Flexible Spending Account.
Arrangement where the number of hours worked daily remains
constant, but starting and stopping times are staggered to
accommodate department and employee scheduling needs. Shift
variations are predetermined, remain constant once determined,
and require supervisory approval.
Full-time employment with the University is defined as a
regular schedule of:
- 40 hours per week for 9 or more months of
the year, or
- 30 hours per week for 12 months of the year
See Date of Hire.
A consultant or free-lance worker hired by a department to
perform services when such services are not able to be performed
by existing staff. The criteria governing an independent contractor
relationship are defined by Internal Revenue Service regulations.
See Independent Contractors policy.
An internship is typically a temporary position related to
the incumbent’s course of study for which there may be credit
and/or a grade given. Internships may be either paid or unpaid
depending on the particular circumstances.
Job rotation is an arrangement whereby employees are rotated
through multiple positions as a means of providing development
opportunities and/or cross-training to better serve the needs
of the department.
Job sharing is the division of responsibilities and labor
of a single full time position between two or more employees,
each working less than full-time. The employees may perform
all elements of the work or divide the tasks and may alternate
days, weeks, or may split days. Individual benefits are based
on the number of hours / weeks worked.
Length of service is generally defined as the length of regular,
full or part time employment with the University and is calculated
from the original or adjusted date of hire of the employee.
Length of service is generally one of the criteria used in
decision-making pertaining to, but not limited to, service
awards, requests for promotion/transfer, vacation, and work
assignments. See Break in Service.
See Date of Hire.
Normal retirement from the University is available at age
65 with at least five years of service. See Early
“Occurrence” is a term used to identify specific instances
of absence under the University’s attendance policies which
are counted in determining the attendance record of a staff
employee. One occurrence of absence under the policy may consist
of such instances as a single day, a period of consecutive
days or weeks, or a series of tardies or early departures
from work. See Attendance Standards.
The first 90 calendar days of employment of a staff employee
are designated as the Orientation Period. See Orientation
Original Date of Hire
See Date of Hire.
Hours worked beyond 40 in a work week are considered overtime
for employees in positions designated as non-exempt. Overtime
is paid at the rate of one and one-half times the base rate
of pay. See Non-exempt.
Part time employment with the University is defined as a
regular schedule of:
- less than 40 hours per week for 9 months
of the year, or
- less than 30 hours per week for 12 months
of the year
The period of time covered by each pay check is designated
as a pay period. The University has established different
pay periods by employment categories as follows:
- Monthly – all faculty
Issued the last
day of each month
- Semi-monthly – all salaried administrators
Issued the 15 th day
and last day of each month
Pension Year of Service
A pension year of service is a calendar year in which the
employee works a minimum of 1,000 hours.
The document used by the University to describe the duties
and responsibilities, experience, education, and skill requirements
for each administrative and staff position. See Position
See Orientation Period.
Regular employment typically refers to service in an on-going,
regularly scheduled position as opposed to those designated
as temporary or on-call.
Separation from the University refers to the act of leaving
University employ, whether voluntarily or involuntarily.
A cents-per-hour or percentage amount added to the base pay rate for work
performed on certain evening shifts. See Shift
A general term used for positions that are not exempt from
overtime pay, whether paid on a salaried or hourly basis.
A position held by a Notre Dame student working part-time
during the academic year through the Student Employment Office.
Summer employment consists of temporary, seasonal positions,
typically filled by high school or college students during
the period beginning the day after commencement through the
day before fall registration. Such positions are usually filled
by a Notre Dame student during the academic year.
Supported Employment Trainee
A supported employment trainee position is typically a temporary,
full or part time position that is a part of a job readiness
training program for individuals with special needs.
Contributions to various benefit plans which are not taxed
when made, but are taxed when the benefit is received are
considered tax deferred.
Temporary positions are used for various reasons to include interim vacancies, employee absences, short-term support and/or sporadic and non-recurring assignments. Temporary employees cannot work more than 900 hours in the first year of temporary employment beginning with their hire date or then in any fiscal year thereafter. Temporary positions are non-exempt hourly positions and are paid bi-weekly.
Termination is the term typically used to refer to involuntary
separations from University employment. See Separation.
Vested is the term used to describe employee “ownership”
of their pension benefit.
The University standard work week begins at 12:01 a.m. Saturday
and runs through 12:00 midnight on Friday. For purposes of
over time pay, each work week is considered separate regardless
of the pay periods. Department may establish different work
weeks given operational necessity.
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