University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 1
Class 3 and Class 4
Employment Guidelines
Class 3 Short-term Temporary Employees
Class 4 Casual Employees
Class 4 Seasonal Employees
Effective January 1, 2012
Class 3 and Class 4 Employment Policy, Section 60.1.5
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 2
Table of Contents
INTRODUCTION ....................................................................................................................................................................................................... 4
HOW TO USE THE CLASS 3 AND CLASS 4 EMPLOYMENT GUIDELINES .......................................................................................... 5
CATEGORIES OF TEMPORARY POSITIONS .................................................................................................................................................. 6
TERMS APPLICABLE TO CLASS 3 AND CLASS 4 EMPLOYEE CATEGORIES .................................................................................... 7
Employment Terms ............................................................................................................................................................. 7
Work Performed ................................................................................................................................................................. 7
Compensation ..................................................................................................................................................................... 7
Class 3 and Class 4 Letter Requirements ............................................................................................................................ 7
Classification and Recruitment ........................................................................................................................................... 8
Reappointments ................................................................................................................................................................ 10
Terminations ..................................................................................................................................................................... 10
Monitoring and Compliance of Class 3 and Class 4 Appointments .................................................................................. 12
Exceptions to Policy .......................................................................................................................................................... 13
CLASS 3 AND CLASS 4 APPOINTMENTS ...................................................................................................................................................... 14
Class 3 Short-term Temporary .......................................................................................................................................... 14
Class 4 Casual Employees .................................................................................................................................................. 17
Class 4 Seasonal Employees .............................................................................................................................................. 19
CLASS 3 AND CLASS 4 BENEFITS ELIGIBILITY ........................................................................................................................................ 22
A. Benefits Chart for Class 3 and Class 4 Employees ....................................................................................................... 22
B. Benefits Plan/Policy Description .................................................................................................................................. 25
CONTACTS AND RESOURCES ........................................................................................................................................................................... 32
Contacts: ........................................................................................................................................................................... 32
Resources: ......................................................................................................................................................................... 32
APPENDIX I: Generic Job Titles/Job Descriptions/Job Codes ............................................................................................................. 33
A. Class 3 Short-term Temporary – Generic Job Titles, Descriptions & Job Codes ........................................................... 34
B. Class 4 Casual – Generic Job Titles, Descriptions & Job Codes ..................................................................................... 35
C. Class 4 Seasonal – Generic Job Titles, Descriptions & Job Codes ................................................................................. 36
APPENDIX II: Classification and Recruitment Forms (CARF) ............................................................................................................. 37
A. Class 3 Classification and Recruitment Form ................................................................................................................ 38
B. Class 4 Classification and Recruitment Form ................................................................................................................ 39
C. Class 1 Classification and Recruitment Form ................................................................................................................ 40
APPENDIX III: Letter Templates ..................................................................................................................................................................... 46
A. Appointment Letter Template – Class 3 Short-term Temporary .................................................................................. 47
B. Appointment Letter Template – Class 4 Casual ............................................................................................................ 49
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 3
C. Appointment Letter Template – Class 4 Seasonal ........................................................................................................ 51
D. Reappointment Letter Template – Class 3 Short-term Temporary .............................................................................. 53
E. Reappointment Letter Template – Class 4 Casual ........................................................................................................ 55
F. Reappointment Letter Template – Class 4 Seasonal ..................................................................................................... 57
G. Pre-Termination Conference Letter Template – Class 3 and Class 4 Employees (for use only when appointment ends early) .... 59
H. Early Termination Letter Template – Class 3 and Class 4 (for use only when appointment ends early) ........................................ 60
APPENDIX IV: Class 3 Appointment Extensions ....................................................................................................................................... 61
Appointment Extension Guidelines .................................................................................................................................. 62
Appointment Extension Request Form ............................................................................................................................. 63
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CLASS 3 AND CLASS 4 EMPLOYMENT POLICY- 60.1.5
Effective January 1, 2012
INTRODUCTION
The development of the new Class 3 and Class 4 Employment Policy - 60.1.5 is the product of an extensive
university-wide assessment and review process conducted by University Human Resources. The policy replaces the
current policy, Type 4 Employment, and creates new employee categories: Class 3 Short-term Temporary, Class 4
Casual, and Class 4 Seasonal. The policy terms support the workforce needs for temporary employees by university
units while remaining compliant with applicable laws, regulations, collective negotiation agreements and Rutgers’
policy. The policy also includes a centralized approval and monitoring mechanism to assure that temporary
employees are appropriately classified upon initial hire, and that they are transitioned through the temporary
appointment cycle within reasonable timeframes.
The Class 3 and Class 4 Employment Guidelines explain the Class 3 and Class 4 Employment Policy - 60.1.5 terms
applicable to the Class 3 and Class 4 employee categories; the hiring and classification of new Class 3 and Class 4
employees; Class 3 and Class 4 Generic Job Titles, Descriptions, and Job Codes; Appointment Letters; Benefits and
Time off; and more.
Along with these guidelines, hiring units are encouraged to visit the Class 3 and Class 4 Employees website
(http://uhr.rutgers.edu/Class3andClass4) to access the Class 3 and Class 4 Employment Policy- 60.1.5, and related
information, documents, and forms regarding temporary employees at Rutgers.
Please contact your HR Consultant in New Brunswick, Camden or Newark Human Resources office, for assistance.
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HOW TO USE THE CLASS 3 AND CLASS 4 EMPLOYMENT GUIDELINES
These guidelines provide hiring units with the information and tools necessary to manage their Class 3 and Class 4
appointments and employees. It is important that you review and understand the content of each of these sections as
they contain information about the temporary position categories, the terms applicable to Class 3 and Class 4
employees, the centralized approval and monitoring processes of Class 3 and Class 4 positions, and detailed procedures
to assist departments with matters concerning these appointments.
Following is a summary of the key sections in the guidelines to help you identify the information you wish to reference.
A. Categories of Temporary Positions (Page 6): Describes the three distinct categories of Class 3 and Class 4
temporary positions and the appointment duration for each of these categories.
B. Terms Applicable to Class 3 and Class 4 Employee Categories (Pages 7-13): Outlines the applicable terms,
conditions and limitations of employment applicable to the Class 3 and Class 4 employee categories.
C. Class 3 and Class 4 Appointments (Pages 14-20): Delineates the specific appointment provisions and
requirements for Class 3 and Class 4 positions.
a. Class 3 Short-term Temporary (Pages 14-16)
b. Class 4 Casual (Pages 17-18)
c. Class 4 Seasonal (Pages 19-20)
D. Class 3 and Class 4 Benefits Eligibility (Pages 22-31): Temporary employees may be eligible for certain
benefits based on their employment terms, such as employee class and percentage of duty time (i.e.: part-
time/full-time). This section outlines those benefits for which Class 3 and Class 4 employees may be eligible.
a. Section A (Pages 22-25) – Provides a chart outlining the benefits to which Class 3 and Class 4
employees may be eligible subject to applicable eligibility requirements.
b. Section B (Pages 25-31) - Provides a brief description of these benefit programs.
E. Contacts and Resources (Page 32): Lists contact information for University Human Resources, and the
Camden and Newark Human Resources Offices and provides important related links for your use.
F. Appendix Documents (Pages 33-63): Provides related documents and forms necessary to process actions
applicable to Class 3 and Class 4 appointments.
The Class 3 and Class 4 Employees website (http://uhr.rutgers.edu/Class3andClass4) is another resource available to
hiring units that contains a copy of the Class 3 and Class 4 Employment Policy, 60.1.5, policy highlights, guidelines, and
related documents about your Class 3 and Class 4 workforce.
Please contact your HR Consultant in New Brunswick (848-932-3020), or the Human Resources Office in Camden (856-
225-6475) or Newark (973-353-5500) for assistance.
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CATEGORIES OF TEMPORARY POSITIONS
The Class 3 and Class 4 Employment Policy provides for three distinct categories of temporary positions. The creation of
these categories support the workforce needs for staffing flexibility while remaining compliant with applicable laws,
regulations, collective bargaining agreements and Rutgers’ policy. For information on the general terms applicable to
Class 3 and Class 4 employees, refer to pages 7-13.
Description
Appointment Duration
Class 3
Short-term
Temporary
This appointment should be used for short-
term assignments of 50% or greater effort.
Nonexempt Class 3 employees will receive
overtime pay or compensatory time for hours
worked over 40 hours per workweek. Class 3
employees are paid on a salary basis.
Consult the Class 3 and Class 4 Employment
Policy for additional information.
Class 3 employees may be appointed for
a period of up to one (1) year at a time,
and have a maximum service limit of two
(2) years including breaks in service of
less than six (6) months.
Exception: Maximum temporary
appointments will continue to conform
with the applicable collective bargaining
agreement for AFSCME 888 and COLT
assignments (i.e., 9 and 16 months
respectively).
Class 4
Casual
This appointment should be used for
temporary assignments of less than 20 hours
per week. Class 4 Casual employees may
work a fixed, varied or intermittent schedule,
and are paid on an hourly basis.
Class 4 Casual employees may be
appointed for a period of up to one (1)
year at a time, and are eligible for
reappointment.
Class 4
Seasonal
This appointment should be used for seasonal
assignments. Class 4 Seasonal employees are
not restricted in the number of hours worked
per week. Seasonal employees receive
overtime compensation for time worked over
40 hours per week.
Class 4 Seasonal employees may be
appointed for a period of up to six (6)
months, and may be reappointed after a
continuous break in Rutgers service of at
least three (3) months.
Class 3 and Class 4 employees may only hold one (1) university appointment at a time.
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TERMS APPLICABLE TO CLASS 3 AND CLASS 4 EMPLOYEE CATEGORIES
The Class 3 and Class 4 Employment Policy is designed to facilitate the employment of temporary employees as well as
articulate applicable terms, conditions and limitations of employment for such temporary employees. This section
outlines the terms applicable to Class 3 and Class 4 employees. For the specific provisions and requirements applicable
to Class 3 Short-term Temporary, Class 4 Casual, and Class 4 Seasonal appointments, refer to pages 14-21.
Employment Terms
Class 3 and Class 4 employees are at-will employees. As such, there is no guarantee of continued or renewed
employment. An appointment may be terminated with or without cause, at any time without prior notice, at the
employee’s or the University’s discretion.
If the appointment is terminated at the discretion of the University prior to the specified duration, a pre-termination
conference is necessary and a termination letter must be given to the employee upon separation. The termination
letter template must be used for the termination process.
An individual may only hold one (1) Class 3 or Class 4 university appointment at a time. Forty (40) hours worked per
week is considered a full time appointment.
The Immigration Reform and Control Act of 1986 require employers to certify the identity and work eligibility of all
new employees. Therefore, this appointment is subject to presentation of proper documentation as required by the
law. The Employment Eligibility form (Form I-9) is an online process, and all new employees must present the
required documents to the employing department, in person, within three days of the employment start date.
In addition to the Form I-9, all new employees are required to have their employment eligibility verified through
government databases using E-Verify. E-Verify compares information from the Form I-9 to data from U.S
Department of Homeland Security and Social Security Administration records to confirm employment eligibility. For
information on the Form I-9, E-Verify and the list of acceptable documents, please visit the U.S. Citizenship and
Immigration Service website: http://www.uscis.gov/portal/site/uscis. For frequently asked questions regarding I-9
and E-Verify, please visit: http://uhr.rutgers.edu/stf/i-9information.htm.
Work Performed
Class 3 and Class 4 employees can perform clerical, office, library assistant, laboratory, technical, service,
maintenance, administrative, supervisory, professional, research, managerial, or other work. Please refer to
Appendix Section I for the Generic Job Titles, Descriptions and Job Codes summaries.
Compensation
Class 3 and Class 4 employees are not eligible for university salary improvement and/or incentive programs such as
across-the-board increases, merit programs, or bonuses.
Class 3 and Class 4 Letter Requirements
Under the Class 3 and Class 4 Employment Policy, all Class 3 Short-term Temporary, Class 4 Casual, or Class 4
Seasonal employees must be provided with an appointment, reappointment or termination letter as applicable.
Letter templates have been created to assist hiring units with this process.
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Please be advised that modifications should not be made to the language or content provided in the
templates, as these templates have been reviewed and approved by the Office of Labor Relations and University
Counsel.
1. Appointment Letter: All Class 3 and Class 4 employees will be issued an appointment letter upon hire. The
letter will be specific to Class 3 Short-term appointee, Class 4 Casual, or Class 4 Seasonal and outlines the
terms of employment. Please refer to Appendix Section III (A-C) for the appointment letter templates.
2. Reappointment Letter: All Class 3 and Class 4 employees will be issued a reappointment letter upon the
renewal of an appointment. The letter will be specific to Class 3 Short-term appointee, Class 4 Casual, or
Class 4 Seasonal and outlines the terms of employment. Please refer to Appendix Section III (D-F) for the
reappointment letter templates.
3. Termination Letter: All Class 3 and Class 4 employees whose appointment ends earlier than the initially-
specified appointment length, must be scheduled for a pre-termination conference and will receive a pre-
termination notification letter followed by a termination letter in meeting between employee and
supervisor. Please refer to Appendix Section III (G-H) for the pre-termination and termination letter
templates.
Classification and Recruitment
The Class 3 and Class 4 Employment Policy 60.1.5 includes a centralized approval and monitoring mechanism to
ensure that temporary employees are classified appropriately upon hire, and that they are transitioned through the
temporary appointment cycle within reasonable time frames. University Human Resources (UHR) will review and
approve all requests for Class 3 and Class 4 assignments to facilitate consistency in position and employee
classification in accordance with policy and/or collective bargaining agreements.
The classification and review process has been streamlined to accommodate the temporary nature of these
assignments. As part of this process, hiring units may request the review of their positions by completing
classification and recruitment forms developed specifically for Class 3 and Class 4 positions. These forms will
capture the job duties and requirements of the position and will provide the necessary information to make the
appropriate classification determination, as well as whether the position is exempt or non-exempt under the Fair
Labor Standards Act (FLSA).
As with Class 1 – Regular Staff position classification reviews, the completed Class 3 and Class 4 classification and
recruitment forms must be submitted through the Applicant Tracking System (ATS), to allow hiring units to obtain
the necessary approvals from their respective units, and enable units to monitor the progress of their requests
online. ATS may be accessed at the University Human Resources web site at http://uhr.rutgers.edu/uhr-units-
offices/consulting-staffing-compensation/hiring-toolkit/classification-and-recruitment.
A. Establishment and Continuation of Class 3 and Class 4 Positions
All Class 3 and Class 4 positions must be submitted to University Human Resources for the review and approval
of position classifications prior to the extension of any temporary appointment offer. Class 3 and Class 4
appointments will not be approved for positions which have not been authorized by University Human
Resources.
B. Generic Job Titles, Descriptions and Job Codes
Summaries of generic job titles, descriptions and job codes for Class 3 Short-term Temporary, Class 4 Casual,
and Class 4 Seasonal appointments are available in Appendix Section I (A-C) to assist you when hiring
temporary employees. As part of this process you will need to identify the appropriate job code for the
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employee category you select. For each of these job codes we have provided the corresponding generic titles
and descriptions representing typical functions covering a wide range of duties.
The job codes and corresponding titles will be required when completing the appropriate classification and
recruitment form. Using the generic descriptions as a starting point, you have the opportunity to clarify and
expand the job duties and requirements specific to your unit.
1. Class 3 Short-term Temporary
2. Class 4 Casual
3. Class 4 Seasonal
C. Reclassification - Changes in Job Duties
In the event of changes in job duties, class and/or job code of an existing Class 3 or Class 4 position, the hiring
unit must complete a Class 3 Classification and Recruitment Form (C3 CARF) or Class 4 Classification and
Recruitment Form (C4 CARF) as applicable, and submit the request via the Applicant Tracking System (ATS). The
form will be evaluated by an HR Consultant to determine the appropriate classification. For Employee Class
changes, such as from Class 4 to Class 3, hiring units must follow the appropriate Classification for New Hire
process on pages 13-19.
To reclassify a position:
1. Complete the Class 3 Classification and Recruitment Form (C3 CARF) or Class 4 Classification and
Recruitment Form (C4 CARF) as applicable.
2. Log into ATS, select “Reclassify an Existing Position” and submit the appropriate CARF and organization
chart to assist the HR Consultant in determining the appropriate classification and job code. Submit to
University Human Resources.
3. The request is electronically routed to University Human Resources and assigned to an HR Consultant,
who reviews the form and either approves the position based on the information provided, or contacts
the hiring unit for additional information.
4. Once the position is approved through ATS, the hiring unit will receive email notification from the HR
Consultant of the approval.
5. UHR will process a “transfer” to change the job code through the HCM/Payroll system.
6. The HR Consultant notifies the employee and hiring unit via email of the changes in job code.
D. Classifications – Class 1 Regular Staff Appointments
To create and fill a Class 1 regular staff position, hiring units must follow all applicable contractual and policy
classification, posting and recruitment requirements:
1. Hiring unit enters request for position to be classified and posted via the ATS by submitting a Classification
and Recruitment Form (CARF) http://uhr.rutgers.edu/sites/default/files/userfiles/CARForm-ATS.doc and
organization chart.
2. HR Consultant will determine appropriate classification for Class 1 position and provides classification
results to hiring unit.
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3. Hiring unit must follow all applicable aligned and non-aligned classifications, contractual and policy
posting and recruitment requirements. Your HR Consultant is available to assist with this process.
4. Employee must meet the minimum requirements of the position, and must apply if the position is
posted. Hiring unit follows the appropriate selection, offer and appointment process available at the
UHR website at http://uhr.rutgers.edu/stf/HiringTK.htm
5. If the Class 4 is selected, the hiring unit designated HR Preparer must terminate the Class 4
appointment and initiate the new hire in the HCM/Payroll system by completing the Class 1 New Hire
Template. If transitioning from a Class 4 hourly to Class 1 salary position, hiring unit must ensure all
hours worked as a Class 4 are submitted into HCM/Payroll. An offer letter signed by the selected
candidate must be attached as part of this process.
Reappointments
Class 3 and Class 4 employees may be eligible to be reappointed in accordance with Class 3 and Class 4 Employment
Policy 60.1.5. In the event of a reappointment, a reappointment letter stating the new terms of employment should
be issued to the employee by the hiring unit.
To reappoint a Class 3 or Class 4 employee, the following steps should be followed:
1. At the end of the appointment, if the hiring unit wishes to reappoint the position with the same job
duties and/or job code, the hiring unit issues a reappointment letter and obtains the employee’s
signature on the letter.
2. The hiring unit’s HR Preparer then reappoints the employee through the Human Capital Management
(HCM)/Payroll system by going to “Manager Self Service,” “Job and Personal Information,” “Request
Reappointments”, attaches the signed reappointment letter for the individual, and submits the
transaction for processing.
3. If the job duties and/or job code of the position changes, the hiring unit should follow the instructions
on page9 to reclassify the position.
4. The HCM Unit from UHR will review and process the action as appropriate.
Terminations
Class 3 and Class 4 employees are at-will employees, in accordance with the Class 3 and Class 4 Employment Policy
60.1.5. As such, there is no guarantee of continued or renewed employment. An appointment may be terminated
with or without cause, at any time without prior notice, at the employee’s or the University’s discretion. An
appointment may end at any time prior to the initially-specified appointment length at the supervisor’s or
employee’s discretion.
The following steps should be followed:
1. Prior to the end of the Class 3 or Class 4 appointment, the HR Preparer for the hiring unit must either
terminate the appointment or reappoint the employee in the Human Capital Management
(HCM)/Payroll system.
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2. If the appointment, at the University’s discretion ends earlier than originally anticipated, the employee
will be scheduled for a pre-termination conference by the hiring unit and will receive a termination
letter in the meeting between employee and supervisor. (See Pre-Termination Conference below)
3. To terminate an appointment, the hiring unit’s HR Preparer, terminates employment through the
HCM/Payroll system by going to “Manager Self Service,” “Job and Personal Information,” “Terminate
Employee”, and;
a. If the appointment ends earlier than originally anticipated: attaches the termination letter and
absence record card (for Class 3 employees only) for the appropriate employee, and submits the
transaction for processing.
b. If the appointment ends on the pre-determined appointment end date, as indicated in the
Appointment Letter: attaches the absence record card (for Class 3 employees only) for the
appropriate employee, and submits the transaction for processing.
4. The HCM Unit from UHR will review and process the action.
Pre-Termination Conference
This procedure must be followed when a Class 3 or Class 4 employee will be terminated prior to the expiration
of his/her term as set forth in the appointment or reappointment letter provided to the employee upon hire.
If, after consultation with appropriate individuals in the hiring unit, an HR Consultant or the Office of Labor
Relations, a supervisor decides to terminate a Class 3 or Class 4 employee, he or she must attempt to hold a pre-
termination conference before taking action. The purpose of this conference is to give the employee an informal
opportunity to respond to the reasons for termination. A pre-termination conference is not necessary when the
appointment of the Class 3 or Class 4 employee ends on the date set specified in the appointment or
reappointment letter.
This pre-termination process is initiated by giving a letter to the employee following the format of the sample
"Pre-termination Conference Notification Letter" in Appendix Section III (G) along with a DRAFT copy of the
termination letter. If the employee is at work, the letter should be delivered there; if he or she is not, the letter
should be sent to the last known home address.
The conference should be held in a private setting. The supervisor considering the termination may wish to have
a colleague present for the purpose of taking notes.
At the conference, the supervisor:
1. Reviews with the employee the reasons for considering termination. If the employee requires an
interpreter, the supervisor arranges to have one there.
2. Gives the employee the opportunity to respond to each point.
3. At the conclusion of the conference, provides the employee the opportunity to make any further
statements or ask any questions.
4. Tells the employee that he or she will be notified of the decision promptly.
After the conference:
1. After reviewing the information presented at this conference, the supervisor determines whether to
terminate the individual's employment or impose some lesser discipline, or investigate the matter
further.
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2. If the decision is to terminate or to issue lesser disciplinary action, the supervisor follows through
promptly. If the intent is to investigate further, advise the employee in writing of the outcome of such
investigation and of the final decision promptly.
The templates for pre-termination and termination letters for Class 3 and Class 4 employees are found in the
Appendix Section III (G-H).
Monitoring and Compliance of Class 3 and Class 4 Appointments
While it is the responsibility of hiring units to comply with the Class 3 and Class 4 Employment Policy 60.1.5 and all of
the requirements there-in, University Human Resources (UHR) will continually monitor the appointment length and
hours allowable for Class 3 and Class 4 appointments under the policy. UHR conducts regularly scheduled system
queries and reports to monitor all Class 3 and Class 4 appointments. Class 3 and Class 4 employees eligible for pension
benefits will also be monitored by UHR and enrolled in the applicable State Pension Program in accordance with NJ
State Regulations.
Monitoring Class 3 and Class 4 Length of Appointments
When hiring a new Class 3 or Class 4 employee, hiring units are responsible for providing the start and end
date of the appointment in accordance with the policy. Prior to the end date, the HR Preparer for the hiring
unit must either terminate the appointment or reappoint the employee in HCM/Payroll as applicable.
UHR will monitor the lengths of Class 3 and Class 4 appointments by running a termination process after
each payroll to identify employees whose appointments have ended, or those that have reached
appointment duration limits (such as 24 months for Class 3, the special time limits for Class 3 AFSCME 888
and COLT temporary assignments, or 6 months for Class 4 Seasonal), but have not been terminated or
reappointed. The termination process will be implemented automatically one (1) month after the
appointment end date to allow hiring units time to process payroll or complete reappointment actions as
necessary.
Class 4 Casual Appointment Average Hours
Class 4 Casual hourly employees are permitted to work an average of less than twenty (20) hours per week.
UHR will monitor the number of hours Class 4 Casual employees work on a quarterly basis (i.e., Jan 1 – Mar
31, Apr 1 – June 30, July 1 – Sept 30, Oct 1 – Dec 31) to ensure that the total number of hours worked per
week average less than twenty (20) hours per week.
Employees whose hours worked exceed the average of less than twenty (20) per workweek in any given
quarter will automatically be converted to Class 3 employees for the remainder of their current
appointment; and the hiring unit will be responsible for the applicable fringe benefit rate. UHR will notify
hiring units prior to converting the appointment to Class 3.
Class 3 and Class 4 Pension Enrollments
Class 3 and Class 4 employees eligible for pension benefits will be monitored by University Human Resources
and enrolled in the applicable State Pension Program in accordance with NJ State Regulations. Upon
determination of eligibility, the employee’s application will be submitted to the NJ Division of Pension and
Benefits to verify and enroll. For information about the State Pension Program, please visit the UHR Benefits
website (http://uhr.rutgers.edu/benefits).
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Once approved by the NJ Division of Pension and Benefits, the Benefits Enrollment Unit mails the
certification and a letter confirming enrolled status to the employee’s home. The certification tells the
employee the membership number, rate of contributions, a back deductions schedule if applicable, current
contributions for the quarter, verifies birth date and gives their enrollment date. The letter explains what
the certification means and provides the employee with contact information for any concerns.
Fringe Benefits Rate
All units are responsible for the applicable fringe benefits rates for all Class 3 and Class 4 employees. The
fringe benefit rate for Class 3 positions will be the same as that applicable to regular Class 1 grant-funded
positions. The fringe benefit rate for Class 4 employees will be equal to the FICA tax rate. Please contact the
Division of Grant and Contract Accounting for further information.
Exceptions to Policy
Requests for exceptions to this policy may only be granted by the Vice President for Faculty and Staff Resources, or
designee.
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CLASS 3 AND CLASS 4 APPOINTMENTS
This section outlines the appointment provisions and requirements for Class 3 Short-term Temporary, Class 4 Casual and
Class 4 Seasonal positions. Refer to pages 7-13 for additional information about the terms and processes applicable to
the Class 3 and Class 4 employee categories.
Class 3 Short-term Temporary
Appointment Terms
Class 3 Short-term Temporary
Length of Appointments
Class 3 Short-term Temporary employees may be appointed for up to one (1) year at a
time, and are eligible for reappointment for up to one (1) additional year, except for the
Special Time Limitations described below.
1. Maximum service limit of twenty-four (24) months including breaks in service of
less than six (6) months.
2. Appointments may be for less than one year, and may be extended in intervals
of less than one year, except that the twenty-four (24) month time limitation
applies.
3. After twenty-four (24) months of service, including breaks, the Class 3
appointment must be terminated.
4. UHR will monitor the appointment length of Class 3 employees to ensure
compliance with the maximum twenty-four (24) month appointment limitation
and will automatically terminate expired appointments. Refer to Monitoring and
Compliance of Class 3 employees on page 12 for process details.
5. Class 3 employees who have been terminated upon reaching the twenty-four
(24) month length of appointment limitation may be rehired as a Class 3
appointee after a six (6) month break in Rutgers service from the appointment
termination date.
Special Time Limitations
For purposes of appointment length and hours as it applies to the special twelve (12) and
six (6) month time limitations, a “regularly appointed position” is defined as working
twenty (20) hours per week or more.
1. AFCSME Local 1761: A Class 3 employee who is hired to perform a job which, if
it were a regularly appointed position, would be included in the AFSCME Local
1761 negotiations unit, may only be appointed for up to twelve (12)
consecutive months with a four (4) month extension if necessary. The 24-month
length of appointment allowance, therefore, does not apply. Class 3 employees
with the following job codes: 03330 – Clerical Assistant and 03331 –
Laboratory/Technical Assistant, working twenty (20) or more hours per week
fall into this category.
2. AFCSME Local 888: A Class 3 employee who is hired to perform a job which, if it
were a regularly appointed position, would be included in the AFSCME Local
888 negotiations unit, may only be appointed for up to six (6) consecutive
months with a three (3) month extension if necessary. The 24-month length of
appointment allowance, therefore, does not apply. Class 3 employees with the
job code: 03332 – Service/Maintenance Worker, working twenty (20) or more
hours per week falls into this category.
3. Requests for Appointment Extensions Permissible by Negotiated Agreements:
A hiring unit may request the aforementioned extensions by submitting a
request for such an extension to the Office of Labor Relations at
apptextensions.O[email protected]. To request an extension, refer to
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 15
Appointment Terms
Class 3 Short-term Temporary
Appendix IV pages 61-63 for process details.
Fair Labor Standards Act
(FLSA) Designation
Class 3 employees will be classified as either exempt or non-exempt in accordance with the
provisions of the Federal Fair Labor Standards Act (FLSA). This designation will be assigned
by University Human Resources.
Overtime Compensation:
1. Only supervisor-authorized overtime may be worked by non-exempt employees.
2. Non-exempt Class 3 employees will receive overtime pay, or compensatory time
at the discretion of the supervisor, at the rate of time and one half for all hours
worked beyond forty (40) during the workweek.
3. The Fair Labor Standards Act requires the employer to maintain a record of hours
worked by employees who are eligible for overtime; therefore, it is the
responsibility of every hiring unit to keep accurate records of the hours worked
each day by these employees.
4. Where the hiring unit has decided that such compensation will be given in time
off rather than in cash, the hiring unit must not allow more than 120 hours of
compensatory time (80 hours at time-and-one-half) to accrue unless specific
authorization is given by the Vice President for Faculty and Staff Resources or
designee. Where the compensation is to be in cash, payment should be made in
the pay period in which the overtime is worked. If that is not possible, then
payment must be made in the following pay period. Compensatory time off
should be scheduled upon mutual agreement between the hiring unit and the
employee.
Schedules and Hours
Worked
Class 3 employees:
1. May be appointed as either part-time or full-time, based on a forty (40) hour
workweek
2. Appointments should be for short term assignments of 50% or higher time.
3. Work a fixed schedule that is defined upon hire
4. Non-exempt Class 3 employees will receive overtime pay or compensatory time
for hours worked above forty (40) hours per workweek
5. Paid on a salary basis
Classifications –
New Positions and
New Hires
All Class 3 positions must be submitted to University Human Resources for the review and
approval of position classifications prior to the extension of any temporary appointment
offer. These appointments will not be approved for positions which have not been
authorized by University Human Resources.
In order to create and fill a new Class 3 Short-term Temporary position, the hiring unit
must complete a Class 3 Classification and Recruitment Form (C3 CARF) and submit the
request via the Applicant Tracking System (ATS). The form will be evaluated by an HR
Consultant to determine the appropriate classification.
The following steps should be followed:
1. Complete the Class 3 Classification and Recruitment Form (C3 CARF).
2. Log into ATS, select “Create new position” and submit the C3 CARF, along with an
organization chart. If the hiring unit has identified a candidate for the position, a
copy of the candidate’s resume or completed employment application must also
be included in the attachments in ATS.
3. The request is electronically routed to UHR and assigned to an HR Consultant, who
reviews the C3 CARF and either approves the position based on the information
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 16
Appointment Terms
Class 3 Short-term Temporary
provided, or contacts the hiring unit for additional information. The resume or
employment application is reviewed to determine if the candidate meets the
minimum requirements of the position.
4. Once the position is approved through ATS, the hiring unit will receive email
notification from the HR Consultant of the approval.
5. The hiring unit makes the offer to the candidate, issues the appropriate
appointment letter and obtains the candidate’s signature on the letter. One year
assignments cannot exceed the term limit specified by policy. Appointment begin
and end dates are to be provided in the appointment letter using the following
sample format: 6/1/2012 to 5/31/2013, and not 6/1/2012 to 6/1/2013. Newly
appointed employees must comply with I-9 requirements, and are required to
review the Rutgers Code of Ethics and the Rutgers Plain Language Guide to
Fundamental Ethics and Conflicts Rules which may be accessed at
http://ethicsru.rutgers.edu/. The Receipt and Acknowledgment of the Rutgers
Code of Ethics form available at the University Human Resources website at
http://ethicsru.rutgers.edu/documents/ReceiptForm.pdf must be printed and
signed by the new employee. The signed form must be returned to the Ethics
Liaison Officer & Compliance Manager at the Office of the Vice President and
General Counsel, as indicated in the appointment letter.
6. The hiring unit’s HR Preparer then hires the employee through the HCM/Payroll
system by accessing “Manager Self Service,” “Template-Based Hire” and selecting
the option for Class 3 Temporary Employees Template, attaches the signed
appointment letter and submits for processing.
7. The HCM Unit from UHR will review and process the action as appropriate.
8. During the first week of employment, the hiring unit should arrange for the
employee to attend a New Employee Welcome and Benefits Orientation Program
for Class 3 employees.
Classifications –
Class 1 Regular Staff
Appointments
To create and fill a Class 1 regular staff position, hiring units must follow all applicable
contractual and policy classification, posting and recruitment requirements. Please refer to
page 9 - Class 1 Regular Staff Appointment process details.
Reclassifications
In the event of changes in job duties, class and/or job code of an existing position, the
hiring unit must complete a Class 3 Classification and Recruitment Form (C3 CARF), and
submit the request via the Applicant Tracking System (ATS). The form will be evaluated by
an HR Consultant to determine the appropriate classification. Refer to page 9 -
Reclassifications process details.
Reappointments
Class 3 Short-term Temporary employees may be appointed for up to one (1) year at a
time, and are eligible for reappointment for up to one (1) additional year, except for the
Special Time Limitations described above.
1. Appointments may be for less than one year, and may be extended in intervals of
less than one year, except that the twenty-four (24) month time limitation applies.
2. All Class 3 employees will be issued a reappointment letter upon the renewal of an
appointment. Refer to page 10 - Reappointments process details.
Terminations
Class 3 Short-term Temporary appointments may be terminated at the discretion of the
hiring unit or employee, or on the designated appointment end date. After twenty-four
(24) months of service, including breaks, the Class 3 appointment must be terminated.
Should the appointment end at the University’s discretion prior to the initially-specified
appointment length, the employee will be scheduled for a pre-termination conference by
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 17
Appointment Terms
Class 3 Short-term Temporary
the hiring unit and will receive a termination letter in a meeting between the employee
and supervisor. Otherwise, if the appointment ends on the initially-specified appointment
end date, a termination letter is not required. Refer to page 11 - Pre-termination
conference process details.
Class 4 Casual Employees
Appointment Terms
Length of Appointments
Fair Labor Standards Act
(FLSA) Designation
Schedules and Hours
Worked
Classifications –
New Positions and
New Hires
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 18
Appointment Terms
Classifications –
Class 1 Regular Staff
Appointments
Reclassifications
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 19
Appointment Terms
Reappointments
Terminations
Class 4 Seasonal Employees
Appointment Terms
Length of Appointments
Fair Labor Standards Act
(FLSA) Designation
Schedules and Hours
Worked
Classifications –
New Positions and
New Hires
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 20
Appointment Terms
Reappointments
Reclassifications
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 21
Appointment Terms
Terminations
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 22
CLASS 3 AND CLASS 4 BENEFITS ELIGIBILITY
In accordance with the Class 3 and Class 4 Employment Policy, Section 60.1.5, temporary employees may be eligible for
certain benefits based on their employment terms, such as employee class and percentage of duty time (i.e., part-
time/full-time). Section A provides a benefits chart outlining the benefits to which Class 3 and Class 4 employees may be
eligible. Section B provides a brief description of these benefit programs. Please visit the Benefits website
(http://uhr.rutgers.edu/benefits) for more information. For Benefits assistance, please call 848-932-3990 or via email:
[email protected].
A. Benefits Chart for Class 3 and Class 4 Employees
Benefit
Class 3 Short-term Temporary
Class 4 Casual and Class 4 Seasonal
Pension
May be eligible for appropriate pension
program in accordance with State regulations. If
already in a State pension program, may be
eligible to continue in program based on State
eligibility criteria.
May be eligible for appropriate pension program
in accordance with State regulations. UHR will
enroll employee if eligible and hiring unit will be
responsible for pension fringe rate.
If already in a State pension program, may be
eligible to continue in program based on State
eligibility criteria.
Group Life Insurance
Same rules apply as with Pension
Same rules apply as with Pension
Health Benefits
If employed full-time (100% - 40 hours per
week) with an appointment of 12 - months
or greater for calendar year employees or
10-months for Academic Year employees,
will be able to enroll in State Health
Benefits Program (SHBP) for health, dental,
and/or prescription drug coverage with the
same eligibility and premiums as Class 1
employees.
Part-time employees enrolled in a State-
administered pension plan may be eligible
to purchase health insurance at full share
cost directly through the State of New
Jersey.
If enrolled in a State-administered pension plan
may be eligible to purchase health insurance at
full share cost directly through the State of New
Jersey.
Vision Plan
If employed Full-time= Eligible
If employed Part-time= Not Eligible
Not Eligible
Administrative Leave
(AL)
Not Eligible
Not Eligible
Bereavement Leave
Eligible in accordance with Rutgers Policy 60.3.4
Not Eligible
Compassionate Leave
Not Eligible
Not Eligible
Compensatory Time
Nonexempt only; Eligible over 40 hours
See Guidelines - page 15
Not Eligible
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 23
Benefit
Class 3 Short-term Temporary
Class 4 Casual and Class 4 Seasonal
FMLA & NJFLA
May be eligible for leave pursuant to State and
Federal family leave laws if employees meet the
laws’ articulated requirements and in
accordance with Rutgers Policy 60.3.8.
May be eligible for leave pursuant to State and
Federal family leave laws if employees meet the
laws’ articulated requirements and in accordance
with Rutgers Policy 60.3.8.
Holidays
Eligible and will receive paid time off on the
University holidays identified in Rutgers Policy
60.3.11(1)(A)
Not Eligible
Jury Duty
Eligible in accordance with Rutgers Policy
60.3.12
Not Eligible
Military Leave
Class 3 employees may be eligible for military
leave pursuant to Rutgers Policy 60.3.13.
However, Class 3 employees generally hold
positions that are brief or nonrecurring in
nature and do not provide a reasonable
expectation of continuing indefinitely or for a
significant period. Therefore, certain provisions
of Rutgers Policy 60.3.13, such as
reemployment rights, may not apply to Class 3
employees.
Class 4 employees may be eligible for military
leave pursuant to Rutgers Policy 60.3.13.
However, Class 4 employees generally hold
positions that are brief or nonrecurring in nature
and do not provide a reasonable expectation of
continuing indefinitely or for a significant period.
Therefore, certain provisions of Rutgers Policy
60.3.13, such as reemployment rights, may not
apply to Class 4 employees.
Personal Holidays
(PH)
Not Eligible
Not Eligible
Sick Time
Credited at the rate of one (1) day for each
full month of employment.
Prorated for part-time employees
according to the percentage of time
appointed.
Can carry over unused sick time to any
subsequent Class 3 or Class 1 Staff eligible
appointment.
Must be recorded in Absence Record
System (ARS).
Not Eligible
Vacation
Credited at the rate of one (1) day for each
full month of employment.
Prorated for part-time employees
according to the percentage of time
appointed.
Credited time must be used by
appointment end date, or forfeited.
Must be recorded in Absence Record
System (ARS).
See Guidelines page 29 regarding carryover
exception.
Not Eligible
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 24
Benefit
Class 3 Short-term Temporary
Class 4 Casual and Class 4 Seasonal
Additional
Contributions Tax-
Sheltered Programs
(ACTS)
Full-time or if retired from a NJ State
pension plan = Eligible
Part-time = Eligible if working 20 hours a
week or more or retired from a NJ State
pension plan
Not Eligible
Employee Discounts
Eligible
Eligible
Faculty and Staff
Assistance Program
Eligible
Eligible
Flexible Spending
Accounts (FSA):
Unreimbursed Medical &
Dependent Care
Full-time = Eligible
Part-time = Not Eligible
Not Eligible
Library Privileges
Eligible pursuant to Rutgers Policy 60.2.4
Eligible pursuant to Rutgers Policy 60.2.4
Long Term Care
Eligible
Eligible
Long-Term Disability
Full-time = Eligible if enrolled in ABP or
DCRP (and after one year of participation in
ABP or DCRP) or eligible for UNUM.
Part-time = Eligible if enrolled in ABP or
DCRP (and after one year of participation in
ABP or DCRP)
Full-time/Part-time = Eligible, if enrolled in DCRP
(and after one year of participation in DCRP)
Mass Transit
Commutation
Reimbursement
Program
Full-time = Eligible for State Health Benefits
Program (SHBP) Commuter Tax$ave
Program
Part-time = Eligible for Rutgers Part-time
(P/T) Mass Transit Program
Eligible for Rutgers Part-time (P/T) Mass Transit
Program
State Employees'
Deferred
Compensation Plan
(NJSEDCP) “457”
Eligible
Eligible
Short-Term Disability
May be eligible for coverage pursuant to State
disability laws if employees meet the laws’
articulated requirements
May be eligible for coverage pursuant to State
disability laws if employees meet the laws’
articulated requirements
Supplemental Annuity
Collective Trust (SACT)
Eligible if enrolled in PERS, PFRS or DCRP
Eligible if enrolled in PERS, PFRS or DCRP
Telecommuting
Contact your HR Consultant/Representative
Contact your HR Consultant/Representative
Tuition Remission for
Dependent Children
Not Eligible
Not Eligible
Tuition Remission for
Not Eligible
Not Eligible
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 25
Benefit
Class 3 Short-term Temporary
Class 4 Casual and Class 4 Seasonal
Employees
Voluntary Tax-
Deferred Savings Plan
403(b)
Full-time or if retired from a NJ State
pension plan = Eligible
Part-time = Eligible if working 20 hours a
week or more or retired from a NJ State
pension plan
Not Eligible
Workers
Compensation*
May be eligible for applicable medical
benefits in accordance with Policy
administered by Rutgers Office of Risk
Management and Insurance.
Not eligible for income replacement (“I”
time), however may be eligible for
statutorily required Temporary Total
Disability (TTD) Salary Continuance Benefit
May be eligible for applicable medical
benefits in accordance with Policy
administered by Office of Risk Management
and Insurance.
Not eligible for income replacement (“I”
time), however may be eligible for
statutorily required Temporary Total
Disability (TTD) Salary Continuance Benefit
B. Benefits Plan/Policy Description
While this guide outlines the benefits available for Class 3 and Class 4 employees, the complete terms governing
the benefits program are set forth in the State of New Jersey Statutes and Regulations and Rutgers University
Policies and Procedures. Please visit the Benefits website (http://uhr.rutgers.edu/benefits) for more
information. For Benefits assistance, please call 848-932-3990 or via email: benefits@hr.rutgers.edu.
1. Pension: The NJ Division of Pension and Benefits offer pension programs with eligibility requirements in
accordance with State regulations.
Class 3 Short-term Appointees:
i. May be eligible for appropriate pension program in accordance with State regulations. If
already in a State pension program, may be eligible to continue in program based on State
eligibility criteria.
ii. Upon determination of eligibility, the employee’s application will be submitted to the NJ
Division of Pension and Benefits to verify and enroll. For information about NJ State pension
programs and eligibility requirements, visit the UHR Benefits webpage.
iii. Once approved by the NJ Division of Pension and Benefits, the Benefits Enrollment unit at
University Human Resources mails the certification and a letter confirming enrolled status to
the employee’s home. The certification tells the employee the membership number, rate of
contributions, a back deductions schedule if applicable, current contributions for the quarter,
verifies birth date and gives their enrollment date. The letter explains what the certification
means and provides the employee contact information for any concerns.
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 26
Class 4 Casual and Class 4 Seasonal:
i. May be eligible for pension benefits after 12 months of continuous employment. Class 4
employees will be monitored by University Human Resources and enrolled in the applicable
State Pension Program.
ii. Upon determination of eligibility, the employee’s application will be submitted to the NJ
Division of Pension and Benefits to verify and enroll. For information about NJ State pension
programs and eligibility requirements, visit UHR Benefits website.
iii. Once approved by the NJ Division of Pension and Benefits, the Benefits Enrollment unit at
University Human Resources mails the certification and a letter confirming enrolled status to
the employee’s home. The certification tells the employee the membership number, rate of
contributions, a back deductions schedule if applicable, current contributions for the quarter,
verifies birth date and gives their enrollment date. The letter explains what the certification
means and provides the employee contact information for any concerns.
2. Group Life Insurance: The NJ Division of Pension and Benefits offers group life insurance programs with
eligibility requirements in accordance with State regulations.
3. Health Benefits: The NJ Division of Pension and Benefits offers medical plan choices designed to meet
employee coverage needs. Eligible employees may enroll in the State Health Benefits Plan (SHBP) for health,
dental and/or prescription drug coverage.
4. Vision Plan: Rutgers offers Vision Care Reimbursement Plan to eligible employees administered by
University Human Resources.
5. Bereavement Leave (Policy 60.3.4): Outlines the definition of bereavement leave and time available for
eligible Class 3 employees.
6. FMLA & NJFLA (Policy 60.3.8): May be eligible for leave pursuant to State and Federal family leave laws if
employees meet the laws’ articulated requirements and in accordance with Rutgers Policy 60.3.8. If eligible,
the leave time will run concurrent with all paid or unpaid leaves. After FMLA has been exhausted, refer to
University Human Resources for appropriate determination for unpaid leave of absence in accordance with
applicable University policies.
7. Holidays (Policy 60.3.11 (1) (A)): Class 3 Short-term Appointees only. Class 3 employees are eligible and will
receive paid time off on the University holidays identified in Rutgers Policy 60.3.11(1) (A). Class 4 employees
are not eligible for paid time off.
8. Jury Duty (Policy 60.3.12): Rutgers shall grant time off with full normal pay to those Class 3 employees who
are required to serve for jury duty during such periods as the employee is actually serving in accordance
with University policy.
9. Military Leave (Policy 60.3.13): Class 3 and Class 4 employees may be eligible for military leave pursuant to
Rutgers Policy 60.3.13. However, Class 3 and Class 4 employees generally hold positions that are brief or
nonrecurring in nature and do not provide a reasonable expectation of continuing indefinitely or for a
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 27
significant period. Therefore, certain provisions of Rutgers Policy 60.3.13, such as reemployment rights, may
not apply to Class 3 and Class 4 employees.
10. Sick Time: Class 3 Short-term Appointees will be credited sick days at the rate of one (1) day for each
calendar month of employment. Class 4 employees are not eligible for paid time off.
Usage of Sick Time:
Sick Time for Care of Self: Sick time is defined as a necessary period of absence due to the employee’s
own illness or for exposure of the employee to contagious disease. The illness of an employee should
be recorded in the Absence Record System (ARS) as “S” for sick time. Sick time should not be taken
for attending planned, routine medical or dental appointments.
Sick Leave for Care of Others: Sick leave is a charge of the employee’s credited sick time to provide
medical care to a seriously ill family member as designated in the special circumstances described
below. The number of days that the employee may charge to credited sick leave time for these
circumstances may not exceed the total number of days the employee has been credited that fiscal
year. The employee’s absence should be recorded in the ARS as “SL” for sick leave.
i. Emergency Attendance: An employee’s emergency attendance on a member of the
employee’s family (mother, father, spouse, domestic partner, child, step child, foster child,
grandchild, sister, brother, grandparent) who is seriously ill.
ii. Medically Certified Care: An employee’s attendance upon an employee’s seriously ill family
member at a hospital, health care facility or at home, or the employee’s transport of the
employee’s seriously ill family member to medical treatment, when properly certified by a
health care provider.
Earned Sick Time Bank:
Time taken as sick time or sick leave comes from the same credited bank of sick time earned by an
employee.
Sick Time and Sick Leave Use Requirements:
Class 3 employees are not entitled to use sick time or sick leave unless satisfactory evidence
pertaining to the preceding conditions is furnished when requested. Employees with a record of
chronic absenteeism for illness may be referred to a university staff physician for a physical
examination.
Part-Time Class 3 Appointees Sick time Accrual:
Sick time earned by part-time Class 3 is prorated according to the percentage of time appointed, and
is credited sick time on the same basis as full-time Class 3 employees.
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 28
Unused & Carryover of Sick time:
There is no carryover or credit for prior sick time credited from another State agency or Rutgers into
a Class 3 appointment.
Carryover of sick time is only allowed when the Class 3 employee is reappointed to a subsequent
Class 3 or Class 1 appointment.
Supervisor Absence Record Certification:
The Absence Reporting System (ARS) must also be certified by the appropriate university officer; no
employee may certify his or her own sick time in the Absence Reporting System.
Special Circumstances:
Negative Sick Time Balance: A negative sick time balance may not appear in the ARS at the close of
the fiscal year. Department and division heads are required to make salary adjustments in
HCM/Payroll for individuals who have exceeded their accumulated sick time or may authorize the
employee to charge available vacation time.
Discontinued Salary: When it is anticipated that an employee’s illness will continue for a period of
one full week or longer, if eligible, the employee may be placed on an unpaid leave of absence. If
eligible, the employee may apply for the Family Medical Leave Act (FMLA) in accordance with
Rutgers Policy 60.3.8, and the leave time will run concurrent with all paid or unpaid leaves. After
FMLA has been exhausted, contact your HR Consultant for appropriate determination for unpaid
leave of absence in accordance with applicable University policies.
11. Vacation Time: Class 3 Short-term Appointees only. Class 4 employees are not eligible for paid time off.
Credited Vacation Time:
Class 3 Short-term appointees are credited vacation days at the rate of one (1) day for each calendar
month of employment.
Credited vacation time is available for use on the first day of the following month after it is earned.
Vacation time earned by part-time Class 3 employees is prorated according to the percentage of
time appointed and credited vacation on the same basis as full-time Class 3 employee.
Employees who are on leaves of absence without salary do not earn vacation time during any full
calendar month of absence, except those employees who are on leaves of absence due to injuries
occurring in the course of and arising out of employment at Rutgers will continue to earn vacation.
Usage of Vacation Time:
All credited time must be used by the end of the appointment in which it was earned or it will be
forfeited; unused credited vacation time is not payable upon separation or change in appointment
classification, except for the last day credited in their last month of employment. See Carryover of
Vacation Time for more information.
Vacation must be scheduled at the convenience and discretion of each department according to
departmental work requirements. Requests for vacations shall not be unreasonably denied. Any
vacation time taken must be recorded in the Absence Reporting System (ARS) as vacation time is
used.
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 29
When a university holiday falls within an approved vacation period, it is not counted as a vacation
day.
If an employee becomes ill or injured for five or more days while on vacation, the employee may
request that the portion of vacation during which he or she was ill be charged to sick leave instead
of vacation provided that the employee submits acceptable evidence of illness or injury.
Borrowing of Time:
An employee is not allowed to “borrow” vacation time in anticipation of future accruals. Vacation
time must be credited before it can be used.
Carryover of Vacation Time:
Class 3 employees may not carryover credited and unused vacation time from their current
appointment to the next, except for the last day credited in their last month of employment. Class 3
employees may either carryover the one (1) day earned in their last month of their current
appointment, into a subsequent benefits eligible appointment within the University, as long as there
is no break in service. Or, the employee can receive payout of the one (1) day for termination of
employment.
Any additional vacation time credited and unused will be forfeited.
Supervisor Absence Record Certification:
The Absence Reporting System (ARS) must also be certified by the appropriate university officer; no
employee may certify his or her own Vacation Allowance Carryover in the Absence Reporting
System.
Separation from the University:
Resignation or Termination: Payment may be made for the last day credited in the last month of
employment for up to one (1) day for unused vacation at the time of separation from University
employment.
Death of Employee: Payment may be authorized for unused vacation time of a deceased Class 3
employee. Such payment shall be for any credited unused vacation.
12. Additional Contributions Tax-Sheltered Programs (ACTS): ACTS is a voluntary contribution program,
allowing an employee to tax shelter a portion of their salary from federal income taxes while saving for
retirement.
13. Employee Discounts: As a benefit of employment with the University, Class 3 and Class 4 employees have
access to discounts from thousands of local and national vendors. Rutgers University Employee Discount
Program is provided by Abenity (http://www.abenity.com/Rutgers).
14. Faculty and Staff Assistance Program: Offers counseling and referral services to University employees.
15. Flexible Spending Accounts: These plans are voluntary to those eligible and allow employees to set aside
pre-tax dollars to pay for eligible medical, prescription drug and dental expenses not covered by insurance
for employees and their covered dependents and dependent child care expenses.
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 30
16. Library Privileges (Policy 60.2.4): Class 3 and Class 4 employees may borrow books from the University
Libraries in accordance with the applicable lending procedures.
17. Long Term Care: Is a voluntary program administered by Prudential and covers a broad range of services for
anyone who has lost the ability to function independently. The cost is determined by your age at the time of
enrollment. Application is made directly through Prudential.
18. Long-Term Disability: Administered by UNUM, with eligibility requirements in accordance with LTD benefits
plan.
19. Mass Transit Commutation Reimbursement Program: Allows eligible employees to set aside pretax money
(amount index annually) from each paycheck to pay for eligible mass transit expenses. Claims may be
submitted for reimbursement using pretax money from the employee’s account.
20. State Employees' Deferred Compensation Plan (NJSEDCP) “457”: NJSEDCP is a voluntary contribution
program, allowing an employee to tax shelter a portion of their salary from federal income taxes while
saving for retirement.
21. Short-Term Disability: Administered by the Division of Temporary Disability Insurance. Eligibility for
coverage is pursuant to State disability laws.
22. Supplemental Annuity Collective Trust (SACT): SACT is a voluntary contribution program, allowing an
employee to tax shelter a portion of their salary from federal income taxes while saving for retirement.
23. Telecommuting (Policy 60.4.11): Telecommuting is a privilege that may be granted under appropriate
circumstances and - are deemed suited for such an arrangement, including the suitability of their positions.
Contact your HR Consultant/Representative to discuss your particular situation.
24. Voluntary Tax-Deferred Savings Plan 403(b): IRC Section 403(b) is a voluntary contribution program,
allowing an employee to tax shelter a portion of their salary from federal income taxes while saving for
retirement.
25. Workers Compensation (Policy 40.3.1): Employees, who are injured or become ill on the job due to their
work related activities, must immediately notify their supervisor of their injury or illness. If medical
treatment is required, employees must use the services at the Occupational Health Department at the
Hurtado Health Center. Employees in Camden and Newark campuses must go to their respective Student
Health Center for treatment.
Although Class 3 & Class 4 employees are not eligible for “I” or injury time, they may be eligible for payment
under the statutorily required Temporary Total Disability (TTD) Salary Continuance Benefit by the Rutgers
Workers Compensation Administrator based on the State Average Weekly Rate. See the Department of Risk
Management and Insurance for Faculty and Staff Resources website for more information:
http://riskmanagement.rutgers.edu/facstaff.html?SID=6dd8561b1eac448faea91d8bbfc61385.
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 31
Fringe Benefits Rates
All units are responsible for the applicable fringe benefits rates for all Class 3 and Class 4 employees. The fringe
benefit rate for Class 3 positions will be the same as that applicable to regular Class 1 grant-funded positions. The
fringe benefit rate for Class 4 employees will be equal to the FICA tax rate. Please contact the Division of Grant and
Contract Accounting for further information.
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 32
CONTACTS AND RESOURCES
Contacts:
University Human Resources, New Brunswick
HR Consultants
848-932-3020
http://uhr.rutgers.edu/
Office of Labor Relations, New Brunswick
848-932-3020
http://uhr.rutgers.edu/misc/ContactUsLR.htm
Benefits Office , University Human Resources, New Brunswick
848-932-3990
848-932-3020
http://uhr.rutgers.edu/misc/ContactUsBenefitsOp.htm
Camden Human Resources
856-225-6475
http://hr.camden.rutgers.edu/
Newark Human Resources
973-353-5500
http://hr.newark.rutgers.edu/
Resources:
Class 3 and Class 4 Employees Website
RIAS HCM/Payroll (PeopleSoft)
Applicant Tracking System (ATS)
Absence Record System (ARS)
UHR Policy Library – Related Policies
Class 3 and Class 4 Employment Policy; Section 60.1.5
Bereavement Leave 60.3.4
Holidays 60.3.11
Jury Duty 60.3.12
Library Facilities – Use of 60.2.4
Military 60.3.13
Employment of Relatives 60.1.1
Worker’s Compensation 40.3.1
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 33
APPENDIX I: Generic Job Titles/Job Descriptions/Job Codes
A: Class 3 Short-term Temporary
B: Class 4 Casual
C: Class 4 Seasonal
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 34
A. Class 3 Short-term Temporary – Generic Job Titles, Descriptions & Job Codes
Class 3
Job Code
Generic Job Title Generic Job Description Job Requirements
03330
Salaried
Non-Exempt
Clerical Assistant
Under general guidance and direction, provides general clerical/
office or library support to unit management such as filing,
opening mail; word processing; receptionist duties; basic
bookkeeping, calculating and posting charges to departmental
accounts, operating basic office equipment, e.g., photocopier,
facsimile, multi-line phone/voicemail systems, and basic
computer programs. May sort and check out library materials and
process books and periodicals. Duties vary widely by department.
For entry-level positions: High school diploma or equivalent.
For all other positions: High school diploma or equivalent, and/or
up to 4 years of relevant office, clerical, bookkeeping, library
assistant or related experience depending on duties to be
performed. An equivalent combination of education and/or
experience may be substituted for the experience requirement.
03331
Salaried
Non-Exempt
Laboratory/
Technical Assistant
Under general guidance and direction, provides basic level
laboratory and/or technical support duties involving the
application of scientific research methods and techniques.
Performs multistage purifications, other assays, and tests;
propagates specimens and cell cultures; prepares tissues,
chemicals, and/or living subjects for testing and performs related
duties as assigned. May perform other technical support duties in
disciplines such as engineering, or information technology.
Requires a bachelor’s degree in a scientific/technical discipline,
or an equivalent combination of education and/or relevant
laboratory technician or research study experience carrying out
research protocols and tests, or other technical work may be
substituted for the degree.
03332
Salaried
Non-Exempt
Service/
Maintenance
Worker
Under general guidance and direction, provides maintenance/
service duties of routine general maintenance, custodial,
grounds, services to clean repair and maintain University
facilities, grounds, furnishings and equipment. May perform
duties such as dining/cooking, security, transportation, parking
duties or other similar work. May perform group leading duties.
For entry-level positions, no experience is required.
For all other positions, requires a high school/vocational school
education or equivalent experience depending on the duties to
be performed, in general custodial/maintenance/repair work
including plumbing, electrical and/or carpentry areas; security;
cooking; transportation; or other related experience. May also
require a valid driver's license and two years driving experience.
03333
Salaried
Non-Exempt
Unit Administrator/
Specialist
Provides support to unit management by organizing and
coordinating daily unit operations. Coordinates the
administration of programs, projects, and/or processes.
Prioritizes work, resolves routine conflicts and issues, prepares
and implements administrative guidelines and procedures, and
provides oversight and facilitation. Provides routine and non-
routine information and explanations to clients. May create
informational materials; provide supporting research, analysis,
and proposal data; prepares, processes, and controls records,
statistics, reports, and document. May schedule, arrange and
coordinate design and logistics for events and meetings; and
completes other work assigned. May perform duties in functions
such as accounting or information technology.
Requires a bachelor’s degree in a related field, or an equivalent
combination of education and/or experience. Requires up to two
years relevant experience in an administrative function, good
communication and interpersonal skills, and computer literacy.
03334
Salaried
Exempt
Professional/
Research/Manager
Provides overall management and supervision of the daily
operations, staff and performance of a complex academic,
research, operational, or administrative university unit. Ensures
accurate and timely processing of requests and actions, and
professional service to clients. Develops, restructures, and
supervises the implementation of procedures and processes. May
provide oversight, facilitation, and supervision of academic
support and policy interpretation; purchasing, personnel, space
and facilities planning; major event design, promotion, and
implementation; and may oversee business processes. Performs
seasoned professional-level work that requires specialized to
general knowledge.
- OR -
Provides professional, research or technical management of
assigned duties and assures that program(s) proceed as planned.
Communicates and collaborates with numerous individuals to
maintain involvement in all facets of the project; accountable for
major project decisions, protocols, metrics, and client
satisfaction. Demonstrates leadership role in forming and
maintaining productive working relationships. May manage
professional and paraprofessional staff and motivate groups to
implement the strategy of the organization. Develops procedures
for reporting and is responsible for protocol development and/or
approvals. May be recognized as a subject matter expert and acts
as a consultant to faculty or staff.
Requires a bachelor’s degree in a related field, or an equivalent
combination of education and/or experience. Also requires a
minimum of three to five years of relevant professional
experience in an administrative and/or supervisory function,
excellent communication skills, and computer literacy.
- OR -
Requires a bachelor’s degree or an equivalent combination of
education/experience in the discipline. A master’s degree in a
specialized discipline may be required, particularly in research,
project management or managerial positions. Also requires a
minimum of five years experience and/or increasing functional
responsibility in a leadership/managerial role. With a master’s
degree requirement, a minimum of three years of related
experience is acceptable. Excellent communication skills and
computer literacy.
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 35
B. Class 4 Casual – Generic Job Titles, Descriptions & Job Codes
Class 4 Casual
Job Code
Generic Job Title Generic Job Description Job Requirements
04440
Hourly
Clerical Assistant
Casual
Under general guidance and direction, provides general clerical/
office or library support to unit management such as filing,
opening mail; word processing; receptionist duties; basic
bookkeeping, calculating and posting charges to departmental
accounts, operating basic office equipment, e.g., photocopier,
facsimile, multi-line phone/voicemail systems, and basic computer
programs. May sort and check out library materials and process
books and periodicals. Duties vary widely by department.
For entry-level positions: High school diploma or equivalent.
For all other positions: High school diploma or equivalent,
and/or up to 4 years of relevant office, clerical, bookkeeping,
library assistant or related experience depending on duties to
be performed. An equivalent combination of education and/or
experience may be substituted for the experience requirement.
04441
Hourly
Laboratory/
Technical
Assistant Casual
Under general guidance and direction, provides basic level
laboratory and/or technical support duties involving the
application of scientific research methods and techniques.
Performs multistage purifications, other assays, and tests;
propagates specimens and cell cultures; prepares tissues,
chemicals, and/or living subjects for testing and performs related
duties as assigned. May perform other technical support duties in
disciplines such as engineering, or information technology.
Requires a bachelor’s degree in a scientific/technical discipline,
or an equivalent combination of education and/or relevant
laboratory technician or research study experience carrying out
research protocols and tests, or other technical work may be
substituted for the degree.
04442
Hourly
Service/
Maintenance
Worker Casual
Under general guidance and direction, provides maintenance/
service duties of routine general maintenance, custodial, grounds,
services to clean repair and maintain University facilities, grounds,
furnishings and equipment. May perform duties such as
dining/cooking, security, transportation, parking duties or other
similar work. May perform group leading duties.
For entry-level positions, no experience is required.
For all other positions, requires a high school/vocational school
education or equivalent experience depending on the duties to
be performed, in general custodial/maintenance/repair work
including plumbing, electrical and/or carpentry areas; security;
cooking; transportation; or other related experience. May also
require a valid driver's license and two years driving experience.
04443
Hourly
Unit
Administrator/
Specialist Casual
Provides support to unit management by organizing and
coordinating daily unit operations. Coordinates the administration
of programs, projects, and/or processes. Prioritizes work, resolves
routine conflicts and issues, prepares and implements
administrative guidelines and procedures, and provides oversight
and facilitation. Provides routine and non-routine information and
explanations to clients. May create informational materials;
provide supporting research, analysis, and proposal data; prepares,
processes, and controls records, statistics, reports, and document.
May schedule, arrange and coordinate design and logistics for
events and meetings; and completes other work assigned. May
perform duties in functions such as accounting or information
technology.
Requires a bachelor’s degree in a related field, or an equivalent
combination of education and/or experience. Requires up to
two years relevant experience in an administrative function,
good communication and interpersonal skills, and computer
literacy.
04444
Hourly
Professional/
Research/
Manager Casual
Provides overall management and supervision of the daily
operations, staff and performance of a complex academic,
research, operational, or administrative university unit. Ensures
accurate and timely processing of requests and actions, and
professional service to clients. Develops, restructures, and
supervises the implementation of procedures and processes. May
provide oversight, facilitation, and supervision of academic support
and policy interpretation; purchasing, personnel, space and
facilities planning; major event design, promotion, and
implementation; and may oversee business processes. Performs
seasoned professional-level work that requires specialized to
general knowledge.
- OR -
Provides professional, research or technical management of
assigned duties and assures that program(s) proceed as planned.
Communicates and collaborates with numerous individuals to
maintain involvement in all facets of the project; accountable for
major project decisions, protocols, metrics, and client satisfaction.
Demonstrates leadership role in forming and maintaining
productive working relationships. May manage professional and
paraprofessional staff and motivate groups to implement the
strategy of the organization. Develops procedures for reporting
and is responsible for protocol development and/or approvals.
May be recognized as a subject matter expert and acts as a
consultant to faculty or staff.
Requires a bachelor’s degree in a related field, or an equivalent
combination of education and/or experience. Also requires a
minimum of three to five years of relevant professional
experience in an administrative and/or supervisory function,
excellent communication skills, and computer literacy.
- OR -
Requires a bachelor’s degree or an equivalent combination of
education/experience in the discipline. A master’s degree in a
specialized discipline may be required, particularly in research,
project management or managerial positions. Also requires a
minimum of five years experience and/or increasing functional
responsibility in a leadership/managerial role. With a master’s
degree requirement, a minimum of three years of related
experience is acceptable. Excellent communication skills and
computer literacy.
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 36
C. Class 4 Seasonal – Generic Job Titles, Descriptions & Job Codes
Class 4 Seasonal
Job Code
Generic Job Title
Generic Job Description Job Requirements
04610
Hourly
Clerical Assistant
Seasonal
Under general guidance and direction, provides general clerical/
office or library support to unit management such as filing,
opening mail; word processing; receptionist duties; basic
bookkeeping, calculating and posting charges to departmental
accounts, operating basic office equipment, e.g., photocopier,
facsimile, multi-line phone/voicemail systems, and basic
computer programs. May sort and check out library materials
and process books and periodicals. Duties vary widely by
department.
For entry-level positions: High school diploma or equivalent.
For all other positions: High school diploma or equivalent,
and/or up to 4 years of relevant office, clerical, bookkeeping,
library assistant or related experience depending on duties to
be performed. An equivalent combination of education and/or
experience may be substituted for the experience requirement.
04620
Hourly
Laboratory/
Technical
Assistant
Seasonal
Under general guidance and direction, provides basic level
laboratory and/or technical support duties involving the
application of scientific research methods and techniques.
Performs multistage purifications, other assays, and tests;
propagates specimens and cell cultures; prepares tissues,
chemicals, and/or living subjects for testing and performs
related duties as assigned. May perform other technical support
duties in disciplines such as engineering, or information
technology.
Requires a bachelor’s degree in a scientific /technical discipline,
or an equivalent combination of education and/or relevant
laboratory technician or research study experience carrying out
research protocols and tests, or other technical work may be
substituted for the degree.
04630
Hourly
Service/
Maintenance
Worker Seasonal
Under general guidance and direction, provides maintenance/
service duties of routine general maintenance, custodial,
grounds, services to clean repair and maintain University
facilities, grounds, furnishings and equipment. May perform
duties such as dining/cooking, security, transportation, parking
duties or other similar work. May perform group leading duties.
For entry-level positions, no experience is required.
For all other positions, requires a high school/vocational school
education or equivalent experience depending on the duties to
be performed, in general custodial/maintenance/repair work
including plumbing, electrical and/or carpentry areas; security;
cooking; transportation; or other related experience. May also
require a valid driver's license and two years driving experience.
04640
Hourly
Unit
Administrator/
Specialist
Seasonal
Provides support to unit management by organizing and
coordinating daily unit operations. Coordinates the
administration of programs, projects, and/or processes.
Prioritizes work, resolves routine conflicts and issues, prepares
and implements administrative guidelines and procedures, and
provides oversight and facilitation. Provides routine and non-
routine information and explanations to clients. May create
informational materials; provide supporting research, analysis,
and proposal data; prepares, processes, and controls records,
statistics, reports, and document. May schedule, arrange and
coordinate design and logistics for events and meetings; and
completes other work assigned. May perform duties in
functions such as accounting or information technology.
Requires a bachelor’s degree in a related field, or an equivalent
combination of education and/or experience. Requires up to
two years relevant experience in an administrative function,
good communication and interpersonal skills, and computer
literacy.
04650
Hourly
Professional/
Research/
Manager
Seasonal
Provides overall management and supervision of the daily
operations, staff and performance of a complex academic,
research, operational, or administrative university unit. Ensures
accurate and timely processing of requests and actions, and
professional service to clients. Develops, restructures, and
supervises the implementation of procedures and processes.
May provide oversight, facilitation, and supervision of academic
support and policy interpretation; purchasing, personnel, space
and facilities planning; major event design, promotion, and
implementation; and may oversee business processes. Performs
seasoned professional-level work that requires specialized to
general knowledge.
- OR -
Provides professional, research or technical management of
assigned duties and assures that program(s) proceed as
planned. Communicates and collaborates with numerous
individuals to maintain involvement in all facets of the project;
accountable for major project decisions, protocols, metrics, and
client satisfaction. Demonstrates leadership role in forming and
maintaining productive working relationships. May manage
professional and paraprofessional staff and motivate groups to
implement the strategy of the organization. Develops
procedures for reporting and is responsible for protocol
development and/or approvals. May be recognized as a subject
matter expert and acts as a consultant to faculty or staff.
Requires a bachelor’s degree in a related field, or an equivalent
combination of education and/or experience. Also requires a
minimum of three to five years of relevant professional
experience in an administrative and/or supervisory function,
excellent communication skills, and computer literacy.
- OR -
Requires a bachelor’s degree or an equivalent combination of
education/experience in the discipline. A master’s degree in a
specialized discipline may be required, particularly in research,
project management or managerial positions. Also requires a
minimum of five years experience and/or increasing functional
responsibility in a leadership/managerial role. With a master’s
degree requirement, a minimum of three years of related
experience is acceptable. Excellent communication skills and
computer literacy.
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 37
APPENDIX II: Classification and Recruitment Forms (CARF)
A: Class 3 Classification and Recruitment Form (C3 CARF)
B: Class 4 Classification and Recruitment Form (C4 CARF)
C: Class 1 Classification and Recruitment Form (CARF)
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 38
A. Class 3 Classification and Recruitment Form
Complete the Class 3 Classification and Recruitment Form (C3 CARF) and submit with department organization chart to the Applicant
Tracking System (ATS) for Class 3 Short-term Temporary Appointments. Refer to Class 3 and Class 4 Employment Guidelines and
website.
Select Status: New Hire: Change in Job Duties (Reclassification):
Current Job Code & Title: Proposed Job Code & Title:
1. Position Summary
Provide a brief summary that expresses the primary role or reason the job exists.
2. Job Description
Briefly list and describe in order of importance, the key duties for this position. For each key duty state in a few words:
What are the expected outcomes
How are the key duties performed
Please identify the percent of time spent on each.
% 1.
% 2.
% 3.
3. Education, Experience, Skills, and Special Conditions:
Please state the minimum level of education, experience, licenses, certifications, specialized training, additional skills, abilities, physical, environmental,
or special conditions required to successfully perform the key duties for the position.
4. Define this position’s supervisory responsibilities:
Has supervisory responsibilities for regular or temporary employees. Makes and/or recommends final hiring and firing decisions and takes
disciplinary actions. Please provide the following:
Payroll Title of Employee(s) Supervised
No. of
Employees
Leads and/or provides work direction, training and/or technical assistance to lower level regular, temporary and/or student employees.
Does not have supervisory or management responsibility.
The individual identified below is the supervisor or manager of the person whose position is described above. The individual below has approved
submission of this form and certifies that the information in this document is accurate and complete.
Name: Title: Date:
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 39
B. Class 4 Classification and Recruitment Form
Complete the Class 4 Classification and Recruitment Form (C4 CARF) and submit with department organization chart to the Applicant
Tracking System (ATS) for Class 4 Casual or Seasonal Appointments.
SECTION 1: APPOINTMENT TYPE
Select Appointment Type:
Class 4 Casual
Class 4 Seasonal*
*Must have 3 months continuous break in service for seasonal reappointments
Select Status:
New Hire
Change in Job Duties
(Reclassification)
SECTION 2: APPOINTMENT DETAILS
Department Name:
Department I.D.:
Campus:
Hourly rate:
Min: Max:
Hours per week:
Length of Appointment:
Date Needed:
Choose the Job Code that most closely reflects the job functions to be performed by this position:
Please refer to the Class 3 and Class 4 Employment Guidelines for Class 4 New Hire process and Generic Job Titles,
Descriptions, and Job Codes. Please note the following job codes are nonexempt hourly positions only.
Class 4 Casual Job Code:
04440 – Clerical Assistant Casual
04441 – Laboratory/Technical Assistant Casual
04442 – Service/Maintenance Worker Casual
04443 – Unit Administrator/Specialist Casual
04444 – Professional/Research/Manager Casual
Class 4 Seasonal Job Code:
04610 – Clerical Assistant Seasonal
04620 – Laboratory/Technical Assistant Seasonal
04630 – Service/Maintenance Worker Seasonal
04640 – Unit Administrator/Specialist Seasonal
04650 – Professional/Research/Manager Seasonal
SECTION 3: ADDITIONAL DUTIES/SPECIAL CONDITIONS
Job Duties:
Job Requirements:
The individual identified below is the supervisor or manager of the person whose position is described above. The individual below
has approved submission of this form and certifies that the information in this document is accurate and complete.
Name: Title: Date:
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 40
C. Class 1 Classification and Recruitment Form
Instructions for Submitting via Applicant Tracking System (ATS)
The Classification and Recruitment form (CARF) is submitted to initiate the recruitment and/or classification process for
all staff position requests at the university. Please attach the completed form with the current and previous
organization charts as indicated in ATS.
To fill a vacant COLT/888 position that does not need to be classified (the key duties of the job have not changed),
complete:
COLT/888
Vacancy Simply enter the job class code of the vacancy when you submit your request. You do NOT need to
complete the CARF.
To classify, reclassify or fill a position (whether it is new, vacant, or encumbered), complete:
.
Section 1 Job description and requirements section. Please attach a current organization chart.
Section 2 Position supervisory responsibilities section. Must be completed for administrative (URA-AFT),
and managerial, professional, supervisory and confidential (MPSC) positions. Please contact your
Human Resources Representative for job class code and/or title information.
Section 3 Position detail section. The questions cover many different types of positions across the university.
If a particular question is not relevant to the position under review, please indicate N/A (not
applicable). The certification at the end of section 3 must be completed.
Section 4 Business/Accounting addendum. (ONLY FOR BUSINESS, ACCOUNTING AND FINANCIAL
POSITIONS).
Section 5 Information Technology addendum. (ONLY FOR INFORMATION TECHNOLOGY POSITIONS).
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 41
Classification & Recruitment Form
Current Title & Grade:
Proposed Title & Grade:
SECTION 1 - JOB DESCRIPTION AND REQUIREMENTS
1. Position Summary
Provide a brief summary that expresses the primary role or reason the job exists.
2. Job Description
Briefly list and describe in order of importance, the key duties for this position. For each key duty state in a few words:
What are the expected outcomes
How are the key duties performed
Please identify the percent of time spent on each.
% 1.
% 2.
% 3.
% 4.
% 5.
% 6.
% 7.
100%
3. Education, Experience, Skills, and Special Conditions:
Please state the minimum level of education, experience, licenses, certifications, specialized training, additional skills, abilities, physical, environmental,
or special conditions required to successfully perform the key duties for the position.
If this position requires advanced knowledge in a particular field or an advanced degree in a specific field of study in order to perform the functions,
please describe in detail the requirements and why it is required.
4. Education, Experience, Skills, and Special Conditions:
Please state any education, experience, certification, licenses, knowledge, skills, or abilities that are not essential to the position but are preferred.
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 42
SECTION 2 – POSITION SUPERVISORY RESPONSIBILITIES
5. Define this position’s supervisory responsibilities:
Has supervisory responsibilities for permanent employees. Makes and/or recommends final hiring and firing decisions and takes disciplinary
actions.
For reclassifications of a position where the incumbent is supervising a URA-AFT member, has the incumbent ever exercised his/her authority to hire,
fire, or discipline one of the subordinates listed below?
Yes. If yes, please provide supporting documentation to Human Resources that demonstrates the exercise of this authority.
No
Please provide the following information for all employees directly reporting into this position.
Payroll Title of Employee(s) Supervised
Job Class Code
No. of Employees
Leads and/or provides work direction, training and/or technical assistance to lower level permanent employees, and/or temporary, student
and/or consultant employees.
Does not have supervisory or management responsibility.
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 43
SECTION 3 – POSITION DETAIL
6. If the position manages or directs one or more function(s), please describe the scope of operations, the number of people, and the annual operating
budget.
7. How will this position exercise discretion or independent judgment when making decisions? Please explain what authority and accountability will be
required in performing the key duties of this position.
8. Does this position develop and/or implement new procedures or controls? Please explain and list specific examples of the processes that this position
develops/implements and identify whether the procedures govern the immediate work unit, department, center, school, campus, or university?
9. What is this position’s accountability for organizational and/or strategic planning? Please explain and list specific examples.
10. Is this position responsible for analyzing information and data and/or preparing reports? Describe the type of information or data analyses performed
and the purpose, use, and recipients of reports.
11. List and describe the most complex issues or problems this position is accountable for delivering expected results. Include situations that are a
constant challenge and which require judgment and time to consider alternatives before decisions or resolution can be rendered. Following each
situation, indicate whether this position makes the final decision (D) or makes recommendations (R).
12. Please identify, quantify, and describe the equipment, software, and specialized materials the position regularly uses or supports in the performance
of its functions. IT positions: please complete section 5- IT addendum.
13. Please provide any other critical job information that has not been covered on this form.
The individual identified below is the supervisor or manager of the person whose position is described above. The individual below has
approved submission of this form and certifies that the information in this document is accurate and complete.
Name Title
Date
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 44
SECTION 4 – BUSINESS/ACCOUNTING ADDENDUM
For Business/Accounting/Financial Positions Only
14. Please complete the following:
Please list the percent of time incumbent is performing job duties or delivering results identified in the following categories:
Budget Development and/or budget management (includes tracking, analysis, auditing, reallocation) %
Grant Administration (funds monitoring for appropriateness of expenditures & fiscal compliance) %
Accounting %
(e.g. A/R, A/P, J.E.s, charge backs, allocations and account distributions, bookkeeping, cash handling,
banking, transfers, reconciliations)
Other (Banking, Investing, etc.) %
Please list:
Supervision %
Personnel /Payroll Administration %
(e.g., payroll and personnel forms for faculty & staff, tenure/promotion packets, FCP, P4P, SCP, etc.)
Other %
(e.g. space, inventories, purchasing, computers, event coordination, maintenance, renovations, operations,
training, public relations, etc.)
100%
Please provide the information requested below for which the position has primary responsibility:
State/Federal
Appropriations
Contracts &
Grants
Self-support/
Auxiliary
Gifts &
Endowments
Capital
Total
Annual Budget:
Type 1/ Weighted salaries
$
$
$
$
$
$
Non-salaried (and other
salary types) costs
$
$
$
$
$
$
Number of: Faculty
Staff (Type 1)
Approximate # of Accounts:
Financial Transactions
Frequency (daily, weekly, etc.)
Prepare
Approve
Budget adjustments
Journal entries
Travel reimbursements
New account forms
Consulting contracts
Cost sharing spreadsheets
Purchase Orders
(enter approval amount level)
$
Other (List)
Cash Operation Responsibilities
Frequency (daily, weekly, etc.)
Dollar Amount
Cash /Checks/Other
$
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 45
SECTION 5 – INFORMATION TECHNOLOGY ADDENDUM
For Information Technology Positions Only
15. Please list and describe the systems for which this position is responsible, both hardware and software. Include relevant numeric measures, e.g.
the number and types of systems, the number of users, the size of databases and servers, and the size and complexity of applications.
16. Please explain the position’s most complex tasks including details about technology and approach involved, such as, tools that are used for
enterprise management, development, and systems configuration.
17. Please describe the type of formal technical planning and project management responsibilities of this position.
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 46
APPENDIX III: Letter Templates
A: Appointment Letter Template – Class 3 Short-term Temporary
B: Appointment Letter Template – Class 4 Casual
C: Appointment Letter Template – Class 4 Seasonal
D: Reappointment Letter Template – Class 3 Short-term Temporary
E: Reappointment Letter Template – Class 4 Casual
F: Reappointment Letter Template – Class 4 Seasonal
G: Pre-Termination Conference Letter Template – Class 3 and Class 4 Employees
H: Early Termination Letter Template – Class 3 and Class 4
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 47
A. Appointment Letter Template – Class 3 Short-term Temporary
Copy and paste the text below onto your department’s letterhead.
[Date]
[Name]
[Address]
Dear: [Employee’s name],
On behalf of Rutgers University, I am pleased to offer you this temporary short-term employee appointment. The terms
of your employment follow:
Job Title:
Department:
Employee Class: Class 3
ATS Case Number:
Effective Date of Appointment:
Appointment End Date:
Pay Type: Salaried
Annual Rate of Pay: [Enter annualized salary]
Job Code:
Pension System:
Hours Worked Per Week: [Enter number of hours]
FLSA Designation: [Choose one]
Non exempt
This is a non-exempt position which is eligible to receive overtime compensation according to the rules and
regulations of the Fair Labor Standards Act (FLSA) beyond 40 hours per week.
Exempt
This position is exempt from the overtime provisions of the Fair Labor Standards Act (FLSA) and is neither
eligible nor entitled to receive overtime compensation. Your workweek and hours of work will be established by
your hiring unit and full-time appointments require a minimum coverage of 40 hours per week.
This Class 3 appointment is considered “at-will” and your employment may be terminated with or without cause, at any
time at your or the University’s discretion. In accordance with Policy 60.1.5 – Class 3 and Class 4 Employment, this
appointment may be for a minimum of 20 hours and up to 40 hours per week, and such appointments that are non-
exempt are eligible for overtime compensation for hours worked beyond 40 per week; it may extend up to 1 year of
continuous service in the same appointment, and be renewed up to a maximum of another 1-year term. However, your
temporary appointment may end prior to the appointment end date at your supervisor’s discretion. This position is
subject to and governed by all university regulations, policies, and procedures generally applicable to Class 3 employees,
as they may be amended from time to time. Nothing in this letter supersedes applicable university regulations, policies,
and procedures. You may access the Class 3 and Class 4 Employment Policy and Guidelines at the University Human
Resources website at http://uhr.rutgers.edu/Class3andClass4 to review information related to your employment.
In addition, your employment may be contingent on a background verification and/or successful completion of a
medical examination.
The Immigration Reform and Control Act of 1986 requires us to certify the identity and work eligibility of all new
employees. Therefore, this appointment is subject to your presentation of proper documentation as required by the law.
The Employment Eligibility form (Form I-9) is an online process, and all new employees must present the required
documents to your employing department, in person, within three days of your employment start date.
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 48
In addition to the Form I-9, all new employees are required to have their employment eligibility verified through
government databases using E-Verify. E-Verify compares information from your Form I-9 to data from U.S Department
of Homeland Security and Social Security Administration records to confirm employment eligibility. In the event that the
E-Verify system of the U.S. Citizenship and Immigration Services (USCIS) gives Rutgers a “Temporary Non-Confirmation
(TNC)” of your eligibility for this job, you will be notified by your employing unit and given the opportunity to respond to
USCIS within the required timeframe. If subsequent to a TNC on your case the E-Verify system gives Rutgers a “Final
Non-Confirmation (FNC)” of your eligibility for the job, your employment in this position will be subject to immediate
termination as required by USCIS regulations. For information on the Form I-9, E-Verify and the list of acceptable
documents, please visit the U.S. Citizenship and Immigration Service website: http://www.uscis.gov/portal/site/uscis.
Pursuant to N.J.S.A. 34:1A-1.11 et seq. we are providing information for your review concerning the Employer Obligation
to Maintain and Report Records regarding wages, benefits, taxes and other contributions and assessments. You may
access this information from the University Human Resources website at:
http://uhr.rutgers.edu/ee/noticepostings.htm.
In addition, as a Rutgers employee you are required to review the Rutgers Code of Ethics and the Rutgers Plain Language
Guide to Fundamental Ethics and Conflicts Rules which may be accessed at http://ethicsru.rutgers.edu/. Print and sign
the Receipt and Acknowledgment of the Rutgers Code of Ethics form available at the University Human Resources
website at http://ethicsru.rutgers.edu/documents/ReceiptForm.pdf.
I am delighted you will be joining our staff. Please arrive at [time] on [start date] at [Complete as appropriate:
Department, room number, building, campus, parking arrangements, etc.]. If you have any questions, please feel free to
call me at [telephone number].
Sincerely,
[Name & Title of Hiring Authority]
C: (If Necessary)
Please sign and return this letter to [Name and Address] indicating your acceptance of the above terms and receipt of
enclosed materials by [Date]. A copy is enclosed for your record. Also, you should return the signed Receipt and
Acknowledgement of the Rutgers Code of Ethics to the Ethics Liaison Officer & Compliance Manager at the Office of the
Vice President and General Counsel, Winants Hall, 7 College Avenue, New Brunswick, NJ 08901. Your appointment
cannot begin until you have signed and returned this letter and the Receipt and Acknowledgment Form.
SIGNATURE: DATE:
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 49
B. Appointment Letter Template – Class 4 Casual
Copy and paste the text below onto your department’s letterhead
[Date]
[Name]
[Address]
Dear: [Employee’s name],
On behalf of Rutgers University, I am pleased to offer you a casual employee appointment. The terms of your
employment follow:
Job Title:
Department:
Employee Class: Class 4 – Casual
ATS Case Number:
Effective Date of Appointment:
Appointment End Date:
Pay Type: Hourly
Pay Rate: [Enter hourly rate]
Job Code:
Hours Worked Per Week: [Enter number of hours – Limited to less than 20 hours per week in accordance with Class 3
and Class 4 Employment Policy - 60.1.5]
FLSA Designation: This is a non-exempt position which is eligible to receive overtime compensation according to the
rules and regulations of the Fair Labor Standards Act (FLSA). However, Rutgers policy restricts the Class 4 appointment
to less than 20 hours per week; therefore, you are prohibited from working beyond the less than 20 hour per week limit.
This Class 4 - Casual appointment is considered “at-will” and your employment may be terminated with or without
cause, at any time at your or the University’s discretion. In accordance with Policy 60.1.5 – Class 3 and Class 4
Employment, this appointment is limited to less than 20 hours worked per week; it may extend up to 1 year of
continuous service in the same appointment and may be renewable for another 1-year term. However, your temporary
appointment may end prior to the appointment end date at your supervisor’s discretion. This position is subject to and
governed by all university regulations, policies, and procedures generally applicable to Class 4 employees, as they may
be amended from time to time. Nothing in this letter supersedes applicable university regulations, policies, and
procedures. You may access the Class 3 and Class 4 Employment Policy and Guidelines at the University Human
Resources website at http://uhr.rutgers.edu/Class3andClass4 to review information related to your employment.
In addition, your employment may be contingent on a background verification and/or successful completion of a
medical examination.
The Immigration Reform and Control Act of 1986 requires us to certify the identity and work eligibility of all new
employees. Therefore, this appointment is subject to your presentation of proper documentation as required by the law.
The Employment Eligibility form (Form I-9) is an online process, and all new employees must present the required
documents to your employing department, in person, within three days of your employment start date.
In addition to the Form I-9, all new employees are required to have their employment eligibility verified through
government databases using E-Verify. E-Verify compares information from your Form I-9 to data from U.S Department
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 50
of Homeland Security and Social Security Administration records to confirm employment eligibility. In the event that the
E-Verify system of the U.S. Citizenship and Immigration Services (USCIS) gives Rutgers a “Temporary Non-Confirmation
(TNC)” of your eligibility for this job, you will be notified by your employing unit and given the opportunity to respond to
USCIS within the required timeframe. If subsequent to a TNC on your case the E-Verify system gives Rutgers a “Final
Non-Confirmation (FNC)” of your eligibility for the job, your employment in this position will be subject to immediate
termination as required by USCIS regulations. For information on the Form I-9, E-Verify and the list of acceptable
documents, please visit the U.S. Citizenship and Immigration Service website: http://www.uscis.gov/portal/site/uscis.
Pursuant to N.J.S.A. 34:1A-1.11 et seq. we are providing information for your review concerning the Employer Obligation
to Maintain and Report Records regarding wages, benefits, taxes and other contributions and assessments. You may
access this information from the University Human Resources website at:
http://uhr.rutgers.edu/ee/noticepostings.htm.
In addition, as a Rutgers employee you are required to review the Rutgers Code of Ethics and the Rutgers Plain Language
Guide to Fundamental Ethics and Conflicts Rules which may be accessed at http://ethicsru.rutgers.edu/. Print and sign
the Receipt and Acknowledgment of the Rutgers Code of Ethics form available at the University Human Resources
website at http://ethicsru.rutgers.edu/documents/ReceiptForm.pdf.
I am delighted you will be joining our staff. Please arrive at [time] on [start date] at [Complete as appropriate:
Department, room number, building, campus, parking arrangements, etc.]. If you have any questions, please feel free to
call me at [telephone number].
Sincerely,
[Name & Title of Hiring Authority]
C: (If Necessary)
Please sign and return this letter to [Name and Address] indicating your acceptance of the above terms and receipt of
enclosed materials by [Date]. A copy is enclosed for your record. Also, you should return the signed Receipt and
Acknowledgement of the Rutgers Code of Ethics to the Ethics Liaison Officer & Compliance Manager at the Office of the
Vice President and General Counsel, Winants Hall, 7 College Avenue, New Brunswick, NJ 08901. Your appointment
cannot begin until you have signed and returned this letter and the Receipt and Acknowledgment Form.
SIGNATURE: DATE:
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 51
C. Appointment Letter Template – Class 4 Seasonal
Copy and paste the text below onto your department’s letterhead
[Date]
[Name]
[Address]
Dear: [Employee’s name],
On behalf of Rutgers University, I am pleased to offer you a seasonal employee appointment. The terms of your
employment follow:
Job Title:
Department:
Employee Class: Class 4 - Seasonal
ATS Case Number:
Effective Date of Appointment:
Appointment End Date:
Pay Type: Hourly
Pay Rate: [Enter hourly rate]
Job Code:
Hours Worked Per Week: [Enter number of hours to be worked per week in accordance with Class 3 and Class 4
Employment Policy - 60.1.5]
FLSA Designation: This is a non-exempt position which is eligible to receive overtime compensation for hours worked
above 40 hours per workweek according to the rules and regulations of the Fair Labor Standards Act (FLSA).
This Class 4-Seasonal appointment is considered “at-will” and your employment may be terminated with or without
cause, at any time at your or the University’s discretion. In accordance with Policy 60.1.5 – Class 3 and Class 4
Employment, this appointment may be full-time or part-time based on a 40 hour workweek and is eligible for overtime
compensation for hours worked beyond 40 per week; it may extend up to 6 months of continuous service in the same
appointment; and may be renewed after a break in service of at least three (3) continuous months. However, your
temporary appointment may end prior to the appointment end date at your supervisor’s discretion. This position is
subject to and governed by all university regulations, policies, and procedures generally applicable to Class 4 employees,
as they may be amended from time to time. Nothing in this letter supersedes applicable university regulations, policies,
and procedures. You may access the Class 3 and Class 4 Employment Policy and Guidelines at the University Human
Resources website at http://uhr.rutgers.edu/Class3andClass4 to review information related to your employment.
In addition, your employment may be contingent on a background verification and/or successful completion of a
medical examination.
The Immigration Reform and Control Act of 1986 requires us to certify the identity and work eligibility of all new
employees. Therefore, this appointment is subject to your presentation of proper documentation as required by the law.
The Employment Eligibility form (Form I-9) is an online process, and all new employees must present the required
documents to your employing department, in person, within three days of your employment start date.
In addition to the Form I-9, all new employees are required to have their employment eligibility verified through
government databases using E-Verify. E-Verify compares information from your Form I-9 to data from U.S Department
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 52
of Homeland Security and Social Security Administration records to confirm employment eligibility. In the event that the
E-Verify system of the U.S. Citizenship and Immigration Services (USCIS) gives Rutgers a “Temporary Non-Confirmation
(TNC)” of your eligibility for this job, you will be notified by your employing unit and given the opportunity to respond to
USCIS within the required timeframe. If subsequent to a TNC on your case the E-Verify system gives Rutgers a “Final
Non-Confirmation (FNC)” of your eligibility for the job, your employment in this position will be subject to immediate
termination as required by USCIS regulations. For information on the Form I-9, E-Verify and the list of acceptable
documents, please visit the U.S. Citizenship and Immigration Service website: http://www.uscis.gov/portal/site/uscis.
Pursuant to N.J.S.A. 34:1A-1.11 et seq. we are providing information for your review concerning the Employer Obligation
to Maintain and Report Records regarding wages, benefits, taxes and other contributions and assessments. You may
access this information from the University Human Resources website at:
http://uhr.rutgers.edu/ee/noticepostings.htm.
In addition, as a Rutgers employee you are required to review the Rutgers Code of Ethics and the Rutgers Plain Language
Guide to Fundamental Ethics and Conflicts Rules which may be accessed at http://ethicsru.rutgers.edu/. Print and sign
the Receipt and Acknowledgment of the Rutgers Code of Ethics form available at the University Human Resources
website at http://ethicsru.rutgers.edu/documents/ReceiptForm.pdf.
I am delighted you will be joining our staff. Please arrive at [time] on [start date] at [Complete as appropriate:
Department, room number, building, campus, parking arrangements, etc.]. If you have any questions, please feel free to
call me at [telephone number].
Sincerely,
[Name & Title of Hiring Authority]
C: (If Necessary)
Please sign and return this letter to [Name and Address] indicating your acceptance of the above terms and receipt of
enclosed materials by [Date]. A copy is enclosed for your record. Also, you should return the signed Receipt and
Acknowledgement of the Rutgers Code of Ethics to the Ethics Liaison Officer & Compliance Manager at the Office of the
Vice President and General Counsel, Winants Hall, 7 College Avenue, New Brunswick, NJ 08901. Your appointment
cannot begin until you have signed and returned this letter and the Receipt and Acknowledgment Form.
SIGNATURE: DATE:
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 53
D. Reappointment Letter Template – Class 3 Short-term Temporary
Copy and paste the text below onto your department’s letterhead.
[Date]
[Name]
[Address]
Dear: [Employee’s name],
On behalf of Rutgers University, I am pleased to offer you this short-term temporary employee reappointment. The
terms of your employment follow:
Job Title:
Department:
Employee Class: Class 3
Effective Date of Appointment:
Appointment End Date:
Pay Type: Salaried
Annual Rate of Pay: [Enter annualized salary]
Job Code:
Pension System: May be eligible for appropriate pension program in accordance with NJ State regulations.
Hours Worked Per Week: [Enter number of hours]
FLSA Designation: [Choose one]
Non exempt
This is a non-exempt position which is eligible to receive overtime compensation according to the rules and
regulations of the Fair Labor Standards Act (FLSA) beyond 40 hours per week.
Exempt
This position is exempt from the overtime provisions of the Fair Labor Standards Act and is neither eligible nor
entitled to receive overtime compensation. Your workweek and hours of work will be established by your hiring
unit and full time appointments require a minimum coverage of 40 hours per week.
This Class 3 appointment is considered “at-will” and your employment may be terminated with or without cause, at any
time at your or the University’s discretion. In accordance with Policy 60.1.5 – Class 3 and Class 4 Employment, this
appointment may be for a minimum of 20 hours and up to 40 hours per week, and such appointments that are non-
exempt are eligible for overtime compensation for hours worked beyond 40 per week; it may extend up to 1 year of
continuous service in the same appointment, not to exceed the maximum service limit of 24 months. However, your
temporary appointment may end prior to the appointment end date at your supervisor’s discretion. This position is
subject to and governed by all university regulations, policies, and procedures generally applicable to Class 3 employees,
as they may be amended from time to time. Nothing in this letter supersedes applicable university regulations, policies,
and procedures. You may access the Class 3 and Class 4 Employment Policy and Guidelines at the University Human
Resources website at http://uhr.rutgers.edu/Class3andClass4 to review information related to your employment.
If you have any questions, please feel free to call me at [telephone number].
Sincerely,
[Name & Title of Hiring Authority]
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 54
C: (If Necessary)
Please sign and return this letter to [Name and Address] indicating your acceptance of the above terms and receipt of
enclosed materials by [Date]. A copy is enclosed for your record. Your appointment cannot begin until you have signed
and returned this letter.
SIGNATURE: DATE:
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 55
E. Reappointment Letter Template – Class 4 Casual
Copy and paste the text below onto your department’s letterhead
[Date]
[Name]
[Address]
Dear: [Employee’s name],
On behalf of Rutgers University, I am pleased to offer you a casual employee appointment. The terms of your
employment follow:
Job Title:
Department:
Employee Class: Class 4 - Casual
Effective Date of Appointment:
Appointment End Date:
Pay Type: Hourly
Pay Rate: [Enter hourly rate]
Job Code:
Hours Worked Per Week: [Enter number of hours – Limited to less than 20 hours per week in accordance with Class 3
and Class 4 Employment Policy - 60.1.5]
FLSA Designation: This is a non-exempt position which is eligible to receive overtime compensation according to the
rules and regulations of the Fair Labor Standards Act (FLSA). However, Rutgers policy restricts the Class 4 appointment
to less than 20 hours per week; therefore, you are prohibited from working beyond the less than 20 hour per week limit.
This Class 4 - Casual appointment is considered “at-will” and your employment may be terminated with or without
cause, at any time at your or the University’s discretion. In accordance with Policy 60.1.5 – Class 3 and Class 4
Employment, this appointment is limited to less than 20 hours worked per week; it may extend up to 1 year of
continuous service in the same appointment and may be renewable for another 1-year term. However, your temporary
appointment may end prior to the appointment end date at your supervisor’s discretion. This position is subject to and
governed by all university regulations, policies, and procedures generally applicable to Class 4 employees, as they may
be amended from time to time. Nothing in this letter supersedes applicable university regulations, policies, and
procedures. You may access the Class 3 and Class 4 Employment Policy and Guideline at the University Human Resources
website at http://uhr.rutgers.edu/Class3andClass4 to review information related to your employment.
If you have any questions, please feel free to call me at [telephone number].
Sincerely,
[Name & Title of Hiring Authority]
C: (If Necessary)
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 56
Please sign and return this letter to [Name and Address] indicating your acceptance of the above terms and receipt of
enclosed materials by [Date]. A copy is enclosed for your record. Your appointment cannot begin until you have signed
and returned this letter.
SIGNATURE: DATE:
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 57
F. Reappointment Letter Template – Class 4 Seasonal
Copy and paste the text below onto your department’s letterhead
[Date]
[Name]
[Address]
Dear: [Employee’s name],
On behalf of Rutgers University, I am pleased to offer you a seasonal employee appointment. The terms of your
employment follow:
Job Title:
Department:
Employee Class: Class 4 - Seasonal
Effective Date of Appointment:
Appointment End Date:
Pay Type: Hourly
Pay Rate: [Enter hourly rate]
Job Code:
Hours Worked Per Week: [Enter number of hours to be worked per week in accordance with Class 3 and Class 4
Employment Policy - 60.1.5]
FLSA Designation: This is a non-exempt position which is eligible to receive overtime compensation for hours worked
above 40 hours per workweek according to the rules and regulations of the Fair Labor Standards Act (FLSA).
This Class 4-Seasonal appointment is considered “at-will” and your employment may be terminated with or without
cause, at any time at your or the University’s discretion. In accordance with Policy 60.1.5 – Class 3 and Class 4
Employment, this appointment may be full or part time based on a 40 hour workweek and is eligible for overtime
compensation for hours worked beyond 40 per week; it may extend up to 6 months of continuous service in the same
appointment; and may be renewed after a break in service of at least three (3) continuous months. However, your
temporary appointment may end prior to the appointment end date at your supervisor’s discretion. This position is
subject to and governed by all university regulations, policies, and procedures generally applicable to Class 4 employees,
as they may be amended from time to time. Nothing in this letter supersedes applicable university regulations, policies,
and procedures. You may access the Class 3 and Class 4 Employment Policy and Guidelines at the University Human
Resources website at http://uhr.rutgers.edu/Class3andClass4 to review information related to your employment.
If you have any questions, please feel free to call me at [telephone number].
Sincerely,
[Name & Title of Hiring Authority]
C: (If Necessary)
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 58
Please sign and return this letter to [Name and Address] indicating your acceptance of the above terms and receipt of
enclosed materials by [Date]. A copy is enclosed for your record. Your appointment cannot begin until you have signed
and returned this letter.
SIGNATURE: DATE:
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 59
G. Pre-Termination Conference Letter Template – Class 3 and Class 4 Employees (for use only when appointment ends early)
Copy and paste the text below onto your department’s letterhead
[Date]
[Name]
[Address]
Dear [Employee’s name],
This is to provide notification that your temporary appointment will end effective [insert date] prior to your initially
specified appointment length for the following reason: [choose applicable reason and provide facts supporting reason
selected].
Lack of funds
Lack of work
Performance issues
I have scheduled a conference with you on [date, time, and place]. At that time I will review the reasons for the
termination of your employment and give you an opportunity to respond to these reasons. After the conference, I will
decide whether to terminate your employment.
This action is being taken in accordance with University Policy 60.1.5 – Class 3 and Class 4 Employment and as set forth
in your appointment letter.
Your attendance at the conference is voluntary, but this will be your only opportunity to be heard before this action is
taken. If you decide not to attend the conference, then you will have waived your right to a pre-termination conference.
Please confirm to me whether or not you will attend the conference.
Sincerely,
[Name & Title of Hiring Authority]
cc: Chain of command
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 60
H. Early Termination Letter Template – Class 3 and Class 4 (for use only when appointment ends early)
Copy and paste the text below onto your department’s letterhead
[Date]
[Name]
[Address]
Dear [Employee’s name],
This is to provide notification that your temporary appointment will end effective [insert date] prior to your initially
specified appointment length for the following reason: [choose applicable reason and provide facts supporting reason
selected].
Lack of funds
Lack of work
Performance issues
This action is being taken in accordance with University Policy 60.1.5 – Class 3 and Class 4 Employment and as set forth
in your appointment letter.
If you are interested in other employment opportunities at Rutgers, we encourage you to review the University Human
Resources website at uhr.rutgers.edu/findajob.htm for job vacancy announcements.
We wish you well in your future endeavors
Sincerely,
[Name & Title of Hiring Authority]
cc: Chain of command
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 61
APPENDIX IV: Class 3 Appointment Extensions
A: Class 3 Appointment Extension Guidelines
B: Class 3 Appointment Extension Request Form
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 62
Class 3 Short-term Temporary
Appointment Extension Guidelines
Special time limitations apply to Class 3 Short-term Temporary appointments with job codes that would be included in
AFSCME Local 1761 or 888 titles if they were regularly appointed positions. Extensions to the special time limitations may be
requested using the attached form and submitted to the Office of Labor Relations at apptextensions.O[email protected].
Requests for submission must be received thirty (30) days prior to extension. There is no guarantee of approval for extensions.
Special Time Limitations:
o AFSCME LOCAL 1761 limitations –
A Class 3 employee who is hired to perform a job which, if it were a regularly appointed position,
would be included in the AFSCME Local 1761 negotiations unit, may only be appointed for up to
twelve (12) consecutive months with a four (4) month extension if necessary. The 24-month length
of appointment allowance, therefore, does not apply. Class 3 employees with the following job
codes: 03330 – Clerical Assistant and 03331 – Laboratory/ Technical Assistant, working twenty (20)
or more hours per week fall into this category.
o AFSCME LOCAL 888 limitations –
A Class 3 employee who is hired to perform a job which, if it were a regularly appointed position,
would be included in the AFSCME Local 888 negotiations unit, may only be appointed for up to six
(6) consecutive months with a three (3) month extension if necessary. The 24-month length of
appointment allowance, therefore does not apply. Class 3 employees with the job code: 03332 –
Service / Maintenance Worker, working twenty (20) or more hours per week fall into this category.
Once a Class 3 appointment has reached the end of an approved extension time limit, the hiring unit must select one
of the following options:
o May reduce workweek schedule to less than 20 hours per workweek, create a Class 4 Casual position under
the Class 3 and Class 4 Employment Policy 60.1.5, and appoint to a Class 4 Casual employee. Schedule may be
fixed, varied or intermittent, but hours worked are limited to an average of less than 20 hours per workweek
per quarter.
o If there is an expectation of continued employment beyond that which is permissible by the Class 3 and Class
4 Employment Policy 60.1.5, for 20 or more hours per workweek, may create a new Class 1 Regular Staff
position.
Appointments may be up to full time.
o May eliminate the position
Consult the Class 3 and Class 4 Employees website http://uhr.rutgers.edu/Class3andClass4 for more information.
Please contact your HR Consultant , the Office of Labor Relations (848-932-3020), or your HR Representative in
Camden (856-225-6475) or Newark (973-353-5500) with any questions or for assistance.
University Human Resources | Class 3 and Class 4 Employment Guidelines Revised 07/2012 Page | 63
Class 3 Short-term Temporary
Appointment Extension Request Form
This form must be completed and submitted to the Office of Labor Relations at apptextensions.O[email protected]du to
request an appointment extension permissible by the AFSCME LOCAL 1761 and 888 negotiated agreements. This form applies
to Class 3 Short-term Temporary positions working twenty (20) or more hours per week in the following job codes: 03330 –
Clerical Assistant; 03331 – Laboratory/ Technical Assistant; 03332 – Service/ Maintenance Worker. Requests for submission
must be received 30 days prior to extension. There is no guarantee of approval for extensions.
The following information is required and must be completed for this request to be considered:
Department Name:
Employee ID:
Employee Name:
Class 3 Job Code: Class 3 Job Title:
Start Date: Hours Worked:
Requested Extension: (Select one)
AFSCME Local 1761: 12 months + 4 month extension
AFSCME Local 888: 6 months + 3 month extension
Extension Start Date: Extension End Date:
Reason for Extension:
The individual below has approved submission of this request form and certifies that the information in this document is
accurate and complete.
Name of Supervisor: Title:
Date:
Office of Labor Relations Only
Approval Denial
Comments:
Name: Date: