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Manager & Admin Toolkit

Welcome to the Manager & Admin Toolkit. Here you will find information and forms to assist you in successfully performing your duties as a supervisor of staff personnel.

The information provided in each section is a summary. More extensive information which takes precedence over the section summaries can be found in the Staff Employee Handbook, the Non-Exempt Memorandum of Understanding, the Sworn Police Officers Memorandum of Understanding, or Board of Regents Policies depending on the classification of the employee.

If you have any questions or we can be of assistance, please contact the Office of Human Resources at 410.543.6035 or

Thank you,

Human Resources


Contractual Employment Timing and Procedures

Presentation (dated July 2015)

Procedural Guidance Update August 2015

  • An offer letter will be required for a new adjunct or one who is returning after three academic years of inactivity.
  • The I-9 must be completed if the contractual staff/adjunct misses one semester.
  • The W-4 and Direct Deposit for a contractual staff/adjunct must be completed after one academic year of inactivity.

Procedural Guidance Update September 2015

  • Staff employees (nonexempt or exempt) who teach as a secondary concurrent employment instance should be issued an adjunct contract and a dual employment form.
  • The Adjunct contract start date will be five (5) business days prior to the first day of class. This change will provide for course preparation time within the employment contract.

Affordable Care Act (ACA) guidance

  • Not eligible for health benefits
    • Less than 30 hours per week or less than 9 credit hours
    • 30 hours or more per week or 9 credit hours or more and for less than 90 days
  • Eligible for health benefits
    • 30 hours or more per week or 9 credit hours or more and for at least 90 days
    • Hours within SU, USM or other Maryland State agencies are combined to determine benefits eligibility
    • Review year for average hours worked eligibility is October 15 to October 14

Calculating Credit/Contact/Work Hours 30 hours equals 9 credit hours

Department Contact Hour Equivalent Credit Hour
ELI 1 1
Music - Applied music per student 0.333 0.333
All others, excluding Henson 1 0.86

Converting hours worked and credit hours:
9 credit hours = 30 work hours
1 credit hour = 3.33 work hours
.3 credit hour = 1 work hour

Types of Contracts

Contingent Status Employment - is a non-regular status of employment for nonexempt or exempt staff positions in the USM. Contingent employment, compensation, terms and conditions of employment are governed by a written agreement (contract) and BOR-USM Policy VII – 1.40. The employment agreement is covered by applicable Federal and State of Maryland Equal Employment Opportunity and Affirmative Action laws and other applicable USM employee protection policies.

Contingent I Category

Contingent Category I is defined as any Contingent Status employee whose written agreement (contract) is for a term of six months or less regardless of the percentage of time worked and regardless of whether it is seasonal or intermittent in nature (works “if and when needed”). Contingent I employees are not entitled to receive fringe benefits.

Contingent I contracts may be renewed indefinitely by executing new contracts of up to six months at a time for 49% or less of fulltime employment (19 hours or fewer per week). However, contracts of 50% or more of fulltime employment (20 hours or more per week) lasting for a period of six consecutive months are only eligible for contract renewal to a lifetime maximum of 12 months.

Contingent II Category

Contingent II Category is defined as a Contingent Status employee whose written agreement (contract) is for more than six months, but no more than 12 consecutive months; and is on a fulltime basis or on a part-time basis of 50% or more of fulltime employment; and is not seasonal or intermittent in nature. As of October 2004, the University is operating under an internal policy of limiting the appointment term of any newly hired Contingent II employee to a limit of two (2) years in a position. This limit does not apply to “externally” funded positions.

Contingent Category II Employees are required to be hired through competitive recruitment and selection; are eligible for certain benefits as outlined below, depending on the contract funding; and are entitled to receive service credit for the time served in this category, if appointed, without a break in service, as a Regular Status employee.

More information can be found in the Staff Employee Handbook.

Student and Graduate Assistant Workers

All Salisbury University students employed at Salisbury University (“the University”), excluding Federal Work Study and Graduate Assistants, hereinafter “Student Workers”, must sign a Student Employment Agreement that specifically delineates the contract period, average weekly hours and the hourly rate.

Guidelines for Student Employment

  • Students may work up to 25 hours/week during academic semesters.
  • Students may work up to 40 hours/week during the Winter and Summer breaks. *Please see the Student Worker Policy for additional details.
  • Students must be enrolled full or part-time (at least 6 semester credit hours).
  • Upon graduation, student workers will no longer be eligible for employment on a student contract. To continue employment, please follow the contingent hire process.

If you have any questions, please contact Human Resources at x.36035 or .


General Forms for all employment types

Contingent I

Contingent I Offer Templates

Contingent II

Student Workers


( Contract and Instructions)

Position Description Forms (PD or PI)

Each PIN and Contingent II Contract position should have a completed and approved position description/information (PD/PI) form. The PD/PI form is utilized to determine the appropriate classification and pay range of the position as well as document the duties and responsibilities of the position against which the incumbent will be evaluated during performance review processes. Once completed in draft form, the PD/PI form must be submitted to the Office of Human Resources to undergo the Classification Process after which the form will be finalized and approved for use.

Contingent I Contract positions should have either a completed PD/PI form or at a minimum a bullet point document attached to the contract which delineates the major duties and responsibilities of the position. Non-Exempt positions are classified based on the USM Job Specifications.


  1. Position Description (PD) for Exempt positions
  2. Position Information (PI) for Non-Exempt positions

Form I9

Form I-9 is used for verifying the identity and employment authorization of individuals hired for employment in the United States. All U.S. employers must ensure proper completion of Form I-9 for each individual they hire for employment in the United States. This includes citizens and noncitizens. Both employees and employers (or authorized representatives of the employer) must complete the form.

Job Analysis/Reclassification

Reclassification of a position may occur when significant and substantial changes occur in the primary duties of the position and only when the job class to which a position is assigned is changed by raising it to a higher class, reducing it to a lower class or changing it to another class at the same level. The Reclassification Process begins by completing a Request for Job Analysis, which can be initiated by the supervisor or employee. Changes in the volume of work assigned or performance of an individual are not considered justifications for a reclassification.

More information can be found in the Staff Employee Handbook and the Memorandum of Understanding for Non-Exempt Employees.

Performance Management Process (PMP)

Employee performance is evaluated using the Performance Management Process (PMP). This process provides a method and form to evaluate employee performance in a manner that is individually tailored to the employee. The evaluation is based on goals and objectives previously agreed upon by the employee and supervisor and performance factors pertaining to the employee's position. The employee’s performance is evaluated on the following rating scale:


  • Above Standards
  • Meets Standards
  • and Below Standards


  • Developing
  • Meets Expectations
  • Exceeds Expectations


Probationary Period

Non-Exempt Employees

A probationary period is a trial employment period in which employees demonstrate their ability to perform the duties and responsibilities of their positions. All newly hired non-exempt employees shall serve a six-month probationary period. During a probationary period, non-exempt employees shall receive a written performance evaluation at the following intervals: Mid-way through the initial probationary period and at the end of the initial probationary period.

For the probationary period performance evaluations, the Probationary & Below Standards Performance Evaluation form is used, which can be found on the HR Forms web site under Forms for Supervisors/Managers. The supervisor is responsible for the completion of the probationary evaluation form. If the probationary period end date aligns with the Performance Management Process due date, the PMP may be used for both processes by indicating “Probationary Evaluation” in the top margin of the PMP form.

Upon the successful completion of the point of hire probationary period, the non-exempt Regular employee receives a 2.5 percent salary increase. Contingent I and II employees are not eligible for a probationary increase.

Probationary period may also apply to other employment actions, for example position reclassification, please refer to the Staff Employee Handbook and the Memorandum of Understanding for Non-Exempt Employees for additional details.

Exempt Employees

Newly hired exempt employees shall serve a probationary period of one (1) year. Under certain circumstances described in Policy VII-9.01 on Implementation of Phase II - Exempt of the USM Pay Program (January 12, 2000), promoted employees shall also be required to serve a one-year probation. During the probationary period, the supervisor, with the approval of the Chief Human Resources Officer, may reject an employee without reason provided there is a 30 calendar day notification and the notice occurs at least 30 calendar days prior to the expiration of the probationary period. In such cases, the employee has the right to appeal the rejection within five working days of receipt of the written notification on grounds of procedural deficiency.

More information can be found in the Staff Employee Handbook.

Progressive Discipline

Department managers and supervisors should inform nonexempt employees of University rules and regulations. Disciplinary action should be taken as soon as possible after a work rule violation or unacceptable behavior. For repeated but relatively minor incidents of substandard performance, misconduct, or rule violations, corrective counseling and discipline should be progressive. The normal sequence of action is: (1) Counseling or Initial Discussion; (2) Verbal Reprimand; (3) Written Reprimand; (4) Suspension without pay; (5) Discharge from University service. Depending on the severity of the case, action may begin at any of these steps. Any action involving suspension or discharge requires prior review by the Director of Human Resources or her/his designated representative.


Counseling or Initial Discussion: Normally, initial disciplinary action should be in the form of an oral discussion, especially for minor rule violations.

Verbal Reprimand: If the initial discussion fails to produce the desired results, a verbal reprimand is normally the next step. Supervisors should maintain a complete and accurate written notation of the reprimand.

Written Reprimand: A Written Reprimand involves both a formal interview with the employee by the supervisor and an official memorandum to the employee emphasizing the negative effect of the employee's conduct or work performance on her/his record. Consult Office of Human Resources for review of written document before it is presented to employee.

Suspension: "Suspension" means the interruption (without compensation) of the active employment status pending an investigation and decision as to the extent of disciplinary action; or suspension may be disciplinary action in itself. Consult the Office of Human Resources for guidelines regarding suspensions.

Discharge or Release: In cases other than serious offenses, termination from employment should be used as a last resort and be based on an employee’s employment record. Consult the Office of Human Resources before any discharge action is taken.

More information can be found in the Staff Employee Handbook and the Memorandum of Understanding for Non-Exempt Employees.


Notice of Separation

Please notify Human Resources at least 24 hours in advance of employee’s last day worked, if possible.


Request for Temporary Services


Staff Assignment Detail Changes

Regular Work Schedule Change

A change in a regular work schedule requires a 14-calendar day advance written notice to the employee. The Work Schedule Change form should be utilized to communicate the change in work schedule. A copy of the completed form is forwarded to the Office of Human Resources to be filed in the personnel folder.


Voluntary Overtime (Bargaining Unit)

A reasonable effort needs to be made to distribute overtime opportunities as equally as possible among all qualified and interested employees within a specific job classification in their respective department/office. The form provided below can assist in tracking voluntary overtime.


Professional Development

  • Equal Opportunity Statement

    Salisbury University has a strong institutional commitment to diversity and equal employment and educational opportunities for its faculty, staff and students. To that end, the University prohibits discrimination on the basis of sex, gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, genetic information, religion, sexual orientation, gender identity or expression, veteran status, or other legally protected characteristics. The University adheres to the EEO/AA policies set forth by federal and Maryland laws. Direct all inquiries regarding the nondiscrimination policy to: Humberto Aristizabal, Associate Vice President of Institutional Equity, Title IX Coordinator, Room 100 Holloway Hall, 1101 Camden Ave. Salisbury, MD 21801; Tel. 410-543-6426.