ACADEMIC AFFAIRS COUNCIL ******************************************************************************

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1 ACADEMIC AFFAIRS COUNCIL AGENDA ITEM: 5.O (2) DATE: February 26, 2013 ****************************************************************************** SUBJECT: Changes for Faculty Contract/Cover Letters At their meeting in May 2012, the Council of Presidents requested that the HR Directors explore an alternative method of providing the Oklahoma Salary Survey market comparison information to faculty members for their discipline and rank. Currently, this information is provided to faculty in the contract cover letter in this manner: The enclosed contract identifies your assigned discipline. The FY12 average Oklahoma salary, based upon 9 months at 100% time, for your discipline and rank is: $000,000. While the CIP Code is part of the contract, the Oklahoma salary data is currently included in the cover letter in order to comply with the Interim Terms and Conditions which states, Faculty unit members will also be notified of the CIP Code and average salary that were employed in calculating the market raise. The full reference to the Interim Terms are included in Attachment I. Attachment II is an example of the current cover letter and contract. The Human Resource Directors are in the process of working with RIS to develop a secure website that individual faculty members would be able to access the average Oklahoma salary specific to their discipline. The purposed solution would require faculty to log on to the Board of Regents Onboarding website. (Attachment III) Please be prepared to provide your feedback on this proposed approach. In addition, the Council should be prepared to discuss communication strategies that will support this modified approach. ****************************************************************************** RECOMMENDED ACTION Provide comments to HR on the proposed changes.

2 ATTACHMENT I 2 (XIX. Salary Provision 19.1A g page 82) g. At the time that annual appointment notices are issued in those years when the state provides salary policy, faculty unit members will receive an explanation of how their individual salary increases were determined. The notification will specify the dollar amounts distributed through the market mechanism, any amounts distributed in recognition of their performance, and any amounts distributed to correct possible discrimination. Faculty unit members will also be notified of the CIP Code and average salary that were employed in calculating the market raise. In those years when the state provides no salary policy, the annual appointment notice may omit details that are irrelevant to the proffered salary, but it will indicate that no salary policy was provided that year.

3 ATTACHMENT II 3 May 23, 2011 Professor XXXXX Chemical & Biological Engineering Dear Professor XXXXX, I am pleased to offer you the enclosed appointment contract for Fiscal Year I want to thank you for your dedication. The Board of Regents continued its salary enhancement program, adding the equivalent of 1% of the aggregate faculty salary base to the pool of funds available for distribution. The enclosed contract identifies your assigned discipline. The FY12 average Oklahoma salary, based upon 9 months at 100% time, for your discipline and rank is: $127,391. Your distribution of salary policy is as follows: Market: % Performance: % Institutional Priority: Please review and sign your employment materials and return to the Office of Human Resources. You may wish to retain a copy for your records. If you have any questions about your contract materials, please contact Human Resources. I have enjoyed working with you during the past year, and I truly appreciate your contribution and your dedication to South Dakota State University. I look forward to working with you in the upcoming year. Sincerely, President Enclosures: Contract Conflict of Interest Intellectual Properties Agreement

4 ATTACHMENT II 4 South Dakota State University SOUTH DAKOTA BOARD OF REGENTS Unit Faculty Contract Notice Date: May 23, 2011 Name: X X X X X X (A ) South Dakota State University, subject to approval of the South Dakota Board of Regents, offers you an appointment under the following terms and conditions: Title: Professor Department: Chemical & Biological Engineering Appointment Dates: Salary: $87,019 Discipline: Microbiology, General Tenure Track Credit: CIP: Prior Tenure Credit: Appointment Type: Tenured Prior Rank Credit: SPECIAL TERMS AND CONDITIONS: This appointment and terms of appointment are subject to and governed by the laws of the State of South Dakota, the policies, rules, and regulations of the South Dakota Board of Regents and South Dakota State University, and the collective bargaining agreement between the South Dakota Board of Regents and the Council of Higher Education. Negotiations for the revisions to the bargaining agreement are ongoing at the present time. Once the negotiations and any related procedures have been concluded, the terms and conditions of this employment that are controlled by the bargaining agreement will be amended to conform to the outcome. Specific duties during the appointment period will be assigned by the President, whether directly or through a designee. Any non-faculty portion of this appointment is subject to termination without notice or cause and the title, duties or assignment may be changed accordingly. In the event that a non-faculty portion of this appointment is changed, salary and contract length may be adjusted to reflect the changed assignment. This notice is effective only when executed by the prospective employee and the President and when approved by the Board of Regents. Only the President of South Dakota State University or the Board of Regents has authority to extend any offer of employment or reemployment or to modify or to adjust the proffered terms relating to title, assignment, start and end dates, compensation or special terms or conditions. This appointment shall automatically terminate upon expiration of its term subject to the right of a tenured employee to continuing employment. If you desire to accept this offer of employment, please sign below. Acceptance shall be effective upon receipt of the signed contract by the Human Resources Office. This offer is valid for twenty (20) calendar days from the date of offer.

5 ATTACHMENT III 5 Prototype for displaying CIP/Oklahoma Salary data for faculty Log on: User Id & Password: Same as SNAP After logging in, they will be automatically brought to the Welcome page that is specific to each university based on the employee s home location: The employee s salary would be listed under the Oklahoma Average Compensation heading.

6 ATTACHMENT III 6