University of Minnesota
Office of Human Resources
http://www.umn.edu/ohr
612-625-2016

Civil Service Rules - Definitions

The following words and terms, wherever used in these Rules, shall have the meaning indicated below. Definitions are to be considered as part of the Rules for the purpose of grievance.

Administrative unit
Any administrative, department, collegiate, campus, or central unit.
Administrative authority
Official University authorization to manage the business and/or fiscal activities of an administrative unit
Appointing authority
Any administrator, department head, or supervisor who has been delegated authority to appoint and terminate employees.
Appropriate Human Resources Office/Personnel
Describes the collegiate, campus, or central administrative human resources office responsible for area in which employee works.
Appropriate Senior Administrator
Describes the most senior administrator for the collegiate, campus, or central administration human resources office responsible for area in which employee works.
Bumping
Seniority-based process by which one employee may take the job of another in order to avoid layoff. A Civil Service employee may bump only within his/her own seniority unit.
Calendar week
12:01 a.m. Sunday to midnight Saturday. (Should not be confused with the workweek, which may be different.)
Callback
The act of requiring an employee to report to work in an emergency outside the employee's regular work hours, as covered in Rule 10.4.2.
Civil Service Employee
The University of Minnesota civil service staff does professional and/or supervisory, non-academic work and is not currently represented by a union. Job classification numbers begin with 0, 3, 7 or 8. (see also Temp or casual appointment definitions)
Classification
Descriptive title given to a position or a group of positions with similar duties and responsibilities.
Classification Seniority
Classification seniority shall mean length of service (total paid straight-time hours) in a particular classification; an employee accumulates and retains classification seniority in each of the classes in which the employee has worked. Classification seniority for continuing appointments shall be acquired only after the completion of the probationary period in each classification, but shall begin at the date of entry into each classification. Classification seniority for temporary appointments shall be acquired only after the completion of more than one calendar year of service in a 50 percent time or more appointment within the same classification, within the same administrative unit but shall begin at the date of entry into the classification.
Committee
Civil Service Committee of the University of Minnesota.
Compensatory time
Time off allowed for time worked in excess of forty (40) hours in a work week. Non-exempt employees shall be compensated at time and one-half. (also see overtime definition)
Continuing position
A position within a classification of the University Civil Service that is considered by an administrative unit to be a regular, ongoing non-temporary position. Employees must serve a probationary period. Temporary appointments will become continuing appointments with all rights and benefits thereof after more than two calendar years of service in a temporary appointment of 50 percent time or more within the same classification, within the same administrative unit including reclassification of the position. In these cases, a probationary period will be considered to be completed.
Demotion
An employee's change from a position in one classification to a position in another classification assigned to a lower pay range in the same schedule, or, an employee's change from a position in one classification to a position in another classification on a different schedule where the midpoint of the new classification's range is lower than the midpoint of the old classification's range by 4 percent or more.
Discharge, Dismissal
Involuntary termination.
Discretionary increase
Wage and salary increases (incremental, percentage, or lump sum) that may vary in amount from employee to employee (within limits prescribed in the compensation plan) based on performance appraisals.
Employee’s child
Includes adoptive, biological, step-child, or foster child of the employee or of the employee’s registered same sex domestic partner. This is referenced in Rule 11.4 and .6.
Employee’s family
Spouse or registered same-sex domestic partner, parents of spouse or registered same-sex domestic partner, and the employee’s parents, grandparents, guardian, siblings, children or wards, and the children or wards of the employee, spouse, or registered same sex domestic partner. This is referenced in Rule 11.4.
Employee’s immediate family
Spouse or registered same-sex domestic partner, siblings or parents of the employee, parents of spouse or the registered same sex domestic partner and wards of the employee, the employee’s spouse or of the employee’s registered same sex domestic partner. This is referenced in Rule 11.4.
Exempt
Classification of work not regulated under the Fair Labor Standards Act. For further information, call the Office of Human Resources.
Flex-time
Work arrangement in which employees choose their own work hours within the limits established by the area manager. Core hours are established and employees are allowed to determine their stop and start times. Flextime does not alter the total number of hours worked in a week.
Full-time appointment
One hundred percent time for the period of appointment.
Illness
Includes both mental and physical illness.
Job transfer list
A record of former employees who have passed probation and whose University on-the-job injuries prevent performance of the essential functions of their positions, or who are determined by the Office of Human Resources to be eligible for job transfer under state or federal disability laws, without delinquency or misconduct on their part.
Just cause
A standard or test often applied to determine the appropriateness of disciplinary action. The factors that may be considered in determining just cause include but are not limited to: (1) Forewarning; (2) Reasonableness of the rule or standard that was violated; (3) The presence of a supervisory or other type of investigation to verify employee culpability and the circumstances of the violation; (4) Establishment of proof at a level consistent with the disciplinary action being taken; (5) Prior consistent enforcement of the rule or standard that has been violated; (6) Disciplinary action proportional to the offense.
Layoff list
A record of former employees who have been laid off due to lack of work or funds within the past 24 months, without delinquency or misconduct on their part.
Nondiscretionary increase
Wage and salary increases (incremental, percentage, or lump sum) that are granted to all employees or to specific groups of employees (e.g., all those on a particular schedule or in a particular classification) across the board, without regard to the employee’s job performance.
Nonexempt
Classification of work regulated by the provisions of the Fair Labor Standards Act. For further information, call the Office of Human Resources.
Non-public employee
Refer to the Minnesota Public Employee Labor Relations Act 179A. Contact the Office of Human Resources for additional information. . These are appointments <36%.
Official employee personnel file
The official employee personnel file is the file maintained by the Office of Human Resources or maintained by the coordinate campuses. All disciplinary, performance appraisal, payroll, and similar documents must be filed in this file to be used in any action related to an employee's appointment.
On-call
Employees, at times outside of their scheduled work hours, who are required to be available to respond to telephone calls or return to work (see “return to work” definition) if necessary. On-call work shall follow the practice and procedures as established by the Vice President for Human Resources.
Overtime
Overtime is the work time in excess of 40 hours worked or paid time off per workweek on one or more University jobs. (also see work time definition). Full-time V-classifications are not eligible for compensated overtime. Part-time V-classifications are eligible for compensated overtime for hours worked beyond 40 hours per workweek. Exempt employees (non-V) are eligible for compensated overtime for hours worked beyond 40 hours per workweek.
Part-time appointment
An appointment at less than one hundred percent time for the period of the appointment. These are appointments >36%. http://www.revisor.leg.state.mn.us/stats/179A/03.html
Performance appraisal plan
A plan shall include the following elements: goals of the performance program, appraisal forms, and rating standards and factors.
Position
A group of current duties assigned or delegated by responsible authority, requiring the full-time or part-time employment of one person.
Position classification plan
The schedule of classifications and revisions adopted by the Board of Regents on September 22, 1945, together with the subsequent amendments and revisions adopted by the Board of Regents.
Probationary period
Part of the selection process during which an employee new to a position is required to demonstrate fitness for the position by actual performance of the position's duties.
Promotion
An employee's change from a position in one classification to a position in another classification that is assigned to a higher pay range on the same schedule, or an employee's change from a position in one classification to a position in another classification on a different schedule where the midpoint of the new classification's range is higher than the midpoint of the old classification's range by 4 percent or more. Probation is required.
Qualifications
Criteria for a specific job for which an employee is hired. Qualifications include required and preferred qualifications. Required qualifications are what you have to have in order to perform the job duties. Preferred qualifications are what would be helpful to have, but which an employee can receive training for if they do not possess them at the time of hire.
Qualified
Possesses the required qualifications for a particular position.
Recall
When a vacancy occurs in an administrative unit and in a classification from which an employee was laid off and the employee is qualified to perform the work, the employee must be notified of their right to return to work.
Reclassification
A change in classification of an individual position by raising it to a higher classification, reducing it to a lower classification, or moving it to another classification at the same level on the basis of significant changes in the kind, difficulty, or responsibility of the work performed. No probation is required unless requested by the supervisor and approved by the Vice President.
Regularly scheduled
Working hours scheduled in a recurring pattern on a continuing basis.
Registered same sex domestic partner

The term domestic partner refers to two persons of the same gender, 18 or older, who are unrelated by blood closer than permitted by the state of Minnesota marriage laws. The persons declare that they are each other's sole domestic partner and that they are responsible for each other's welfare. This definition is intended to cover same-sex relationships people who are partners and not roommates. Domestic partnership is defined as two individuals of the same gender who are in a committed relationship of an indefinite duration, support each other, and resembles a mutually exclusive partnership as that of marriage. Another commonly used term to refer to domestic partner is spousal equivalent.

This is to clarify the implementation of the Board of Regents' Resolution of 1992 in which the Regents approved benefits for registered same-sex domestic partners of employees and students. Contact your Human Resources consultant for assistance if you have questions or refer to the website at: http://www1.umn.edu/ohr/benefits/eligibility/index.html#spousessdp or http://glbta.umn.edu/uofm/.

Responsible administrator
The administrator who has administrative authority for the unit, department, college, campus, or central administration for which the employee works.
Return to work
Reporting back to work after a lay-off or leave of absence.
Return to work (from on-call status)
An employee who is working in an on-call status and must return to the work place.
Seniority credit
Credit given in personnel processes to the length of service of an employee in a particular kind of work in a specific seniority unit, determined and granted in the manner established by these Rules.
Seniority unit
The unit in which employees earn seniority. This can be a department, a group of departments, an administrative unit, a college, or an entire campus. Seniority units are determined at the collegiate or vice presidential level, with the approval of the Vice President.
Sexual harassment
Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitutes sexual harassment when: (1) submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment or academic advancement; (2) submission to or rejection of such conduct by an individual is used as the basis for employment decisions or academic decisions affecting such individual; (3) such conduct has the purpose or effect of unreasonably interfering with an individual's work or academic performance or creating an intimidating, hostile, or offensive working or academic environment.
Shift differential
Base salary supplements that compensate employees for the inconvenience of working certain hours other than the traditional business hours of 8:00am – 5:00pm
Straight time pay
Base hourly rate of pay for an employee.
Supervisor
A person who exercises major supervisory functions over another employee or employees. These functions are hiring, evaluating, assigning work, disciplining, and dismissing.
Telecommuting
A work arrangement in which an employee carries out all or some of the duties of the job at home or another alternate work location. The toolkit for implementing this work arrangement can be found at: http://www1.umn.edu/ohr/toolkit/flexwork/index.html
Temporary appointment
Appointment to a posted position that has a specified beginning and ending date. It may be part-time or full-time (<2 years, > 36%). A temporary employee does not serve a probationary period and does not have the rights that accrue to an employee on a continuing appointment (>2 years, > 36%), except as defined in these Rules. Employees on a temporary appointment shall be notified, in writing, of the temporary nature of their appointment. Temporary appointments will become continuing appointments with all rights and benefits thereof after more than two (2) calendar years of service in a temporary appointment of 50 percent time or more within the same position, including reclassifications of that position, within the same administrative unit. In these cases, a probationary period will be considered to be completed. (See Rule 6.5.6).
Temporary or Casual Appointments

Temporary or Casual Appointments (0001, 0007, 0011) appointments are not covered under the rules.

Temporary no-post
A temporary position of 12 (twelve) months or less that has not been posted and is filled by an applicant not referred by the appropriate human resources office. Temporary no-post positions are not covered by Civil Service Rules (Rule 1.2).
Termination
Discontinuance of University employment.
Transfer
An employee's change from a position in one administrative unit to a position in the same schedule and pay range in another administrative unit, a change of classification within the same administrative unit when the new position is assigned to the same schedule and pay range as the former position; or an employee's change from a position in one classification to a position in another classification on a different schedule where the difference in the midpoints of the two ranges is less than 4 percent. Probation is required.
Unit seniority
Unit seniority shall mean cumulative length of service (total paid straight-time work hours) in all classifications held within a unit by an employee; an employee retains unit seniority in each of the units in which the employee has worked. For an employee who is hired into a continuing appointment, seniority shall be acquired only after the completion of the probationary period, but shall begin at the date of entry into the class in the unit. For an employee who is hired into a temporary appointment, unit seniority shall be acquired only after the completion of three calendar years of service in a 50 percent time or more appointment, within the same position, including reclassifications of that position, within the same administrative unit (see Rule 6.6). Unit seniority shall begin on the first day after the three-year anniversary and is not retroactive to the date of entry into the class.
V-class
A designation given to some supervisory and professional classifications that allows full-time employees in those classifications to accrue an extra one-half day of vacation per month in lieu of being paid for overtime. V-class part-time employees shall be paid or receive compensatory time off at the straight-time rate for all hours worked in excess of their appointment percentage up to the total number of hours that would constitute full-time employment. (See Rule 11.3.9 and 11.3.10.) In order to be eligible for this designation, the classification must be exempt from the United States Fair Labor Standards Act.
Vacancy
A position opening that exists when a new position is created or when an existing position opens up due to the termination (dismissal, resignation, promotion, etc.) of an employee. A position is not vacant for purposes of permanent shift selection when the incumbent is on approved leave. Adjusting the work shift or the responsibilities of an incumbent's individual position does not create a vacancy.
Vice President
The Vice President for the Office of Human Resources of the University of Minnesota or a designated representative.
Work shift
This term means both a period of work that has a predetermined starting and ending time and the regularly scheduled configuration or pattern of work periods and days off. This configuration may repeat itself on a weekly, biweekly, or longer-term basis.
Work time
Time scheduled for employees to be on work duty; and time spent on authorized paid leaves of absence such as vacation leave, sick leave, compensatory time off, paid military leave, and so forth.
Workweek
A fixed and regularly recurring period of 168 hours; seven consecutive 24-hour periods. It need not coincide with the calendar week but may begin on any day and at any hour of the day. The beginning of the workweek shall be established by the responsible administrator and, once established, it remains fixed. However, it may be changed by the responsible administrator if the change is justifiable for business reasons. Different workweeks may be established for different employees or groups of employees.
Work year
One year at 100 percent time = 2,080 straight-time paid work hours; one year at 75 percent time = 1,560 straight-time paid work hours; one year at 50 percent time = 1,040 straight-time paid work hours.