IV.9 OVERLOADS, SUMMER APPOINTMENTS GREATER THAN TWO-NINTHS, ETC.

Overloads

University and State policy is that unclassified staff members are not ordinarily permitted to be employed for more than full-time. On occasion, a staff member may be asked to teach a non-credit outreach workshop, deliver a lecture at another UW System institution, work for another State agency, etc. as a "one-time only" activity. If compensated, such overload assignments are to be requested in advance (forms are available through the Academic Personnel Office). College policy is to endorse such requests provided:

1. The activity will not interfere with the individual's University responsibilities;
2. Payment for the activity, including any earlier overload payments, is within the statutory overload limitation of $12,000 per State agency in any calendar year;
3. The activity is not within the staff member's home department and does not represent the sort of activity normally expected of or associated with the individual's basic appointment.

The Academic Personnel Office must approve overloads, and can be expected to question activities that appear to be recurring or that are for an extended time period (such as a semester).

Summer Appointments Greater Than Two-Ninths

Payment Limitations for Summer Appointments

1. Faculty and academic staff on an academic year (9 month) appointment are ineligible to earn additional overload payments during any summer they earn 3/9ths summer salary.
2. The combination of summer "ninths" salary earned by faculty and academic staff on an academic year (9 month) appointment, plus any overloads earned during summer, may not exceed 3/9ths salary during any one summer. The 8/9ths policy also applies.
3. The maximum summer "ninths" salary, plus summer overload payments earned by faculty and academic staff on an academic year (9-month) appointment, may not exceed eight months summer salary over any three-year period.

Combining Appointments with Student Status

Graduate Assistants and Related Appointments: Policy in this area is primarily set by the Graduate School (see various policies at the Graduate School website, http://info.gradsch.wisc.edu/admin/budgetpersonnel/) and specific questions and concerns are best directed there (Julie Karpelenia, 262-8389). Within the College, address questions to Nancy Westphal-Johnson. Apart from the policies noted below, it's important to keep in mind that international students on F-1 and J-1 visas may work a total of only twenty hours per week during the academic year; since research assistantships are not considered a form of employment, that type of appointment is exempt from these rules.

Other University Employees: Policies concerning faculty members registering for courses is set out in Faculty Policies and Procedures 8.03 (http://www.secfac.wisc.edu/governance/FPP/chapter_8.htm). Current policy concerning the policies governing unclassified employees registering as students was set out by Stephen R. Lund, Director of the Academic Personnel Office in a memo to Deans, Directors, and Chairs dated August 10, 1998 accompanied by Unclassified Personnel Policies and Procedures 11.03, "Employees Enrolled as UW-Madison Students." (http://www.ohr.wisc.edu/polproced/UPPP/upppch1103.html).  This policy focuses on the ability of the employee to perform job responsibilities while in student status rather than on the employee's academic progress as was previously the case. Graduate School approval is no longer necessary; however, the Graduate School must be informed when the employing department or dean's office approves graduate student/work combinations greater than 175% (combined percentage of appointment and percentage of full-time student status). Approval by the supervisor and department chair or director is required when:

Combinations exceeding 175% time for non-dissertators-which are unusual because of the difficulty such an academic load would place on the ability of the employee to perform employment responsibilities-also require the approval of the dean, director, or designee for the employing unit. Combinations exceeding 175% are more common for dissertators (dissertators are considered to be full-time students by virtue of dissertator registration) because they have no classes to attend; these need to be approved only at the department level but the employing unit's dean's or director's office and the Graduate School must be informed of any approved requests. In no instance will combinations over 200% total be approved.

An academic staff member or limited appointee intending to register at a UW System institution must inform the supervisor or chair/director, in writing and before registration, of the proposed course load and schedule of educational commitments to ensure that employment responsibilities can be satisfactorily fulfilled. If the proposed enrollment requires changing regularly scheduled working hours or the appointment percentage, the appointing department has the discretion to grant or refuse permission for the change.