Special duty or interim assignment
A supervisor may request an employee be temporarily assigned to another position or classification to fulfill a short-term need in the department. Special assignments may be requested:
- while a search is being conducted;
- while a regular employee is on a leave of absence;
- for an unexpected need that arises in the department.
The special assignment is subject to the review and concurrence of Human Resources (see NAU Personnel Policy 1.07 Special Duty/Interim Assignment).
The request and approval process should be completed before announcing the change to the affected employee and prior to beginning special assignment duties.
Special assignment conditions and guidelines Accordion Closed
Special duty/interim assignments:
- Must last a minimum of 30 days, but no longer than one year. This process is intended to fill a temporary need and should not be used to permanently fill a vacancy or as a salary increase mechanism.
- Are intended to compensate an employee for performing duties that are significantly outside the normal scope of their position or classification, not additional work that is within the scope of their current position or classification.
- Can only be requested for regular employees. Probationary, temporary, student, and graduate assistant employees cannot be placed on a special duty/interim assignment.
- Do not, in any way, guarantee the special assignment classification and/or pay rate to the employee on a regular basis.
- Do not confer any explicit preference to the employee in competing for the position, if and when a regular opening occurs.
- Do not require the employee to serve a probationary period, but she/he may be returned to her/his regular assignment at any time.
- Require the employee to be in good standing with the university; having at least good or better performance evaluations and not involved in any disciplinary process. Disciplinary actions taken after the assignment begins will result in the assignment ending immediately.
- May require the employee to complete a background and/or fingerprint check as per NAU Personnel Policy 1.085. If required, the employee cannot begin in the position unless the background check has been completed and approved by Human Resources.
- Do not allow a classified staff employee who is specially assigned to a service professional position to receive service professional benefit options.
Determining the rate of pay Accordion Closed
The rate of pay should be within the appropriate range for the proposed classification. Your Employment & Compensation Analyst can assist you with determining an appropriate classification and/or rate of pay.
When a special duty/interim assignment ends, the regular employee automatically returns to her/his former job title, pay grade and salary rate.
When the assignment ends, the employee will receive any salary increases (merit increases, general adjustments, etc.) for which she/he became eligible while on special duty/interim assignment. These increases, if applicable, will be based on the previous salary.
Special duty/interim assignment process
- Create a working job description for proposed title and contact your Employment & Compensation Analyst to request a Special Assignment Request form.
- Submit a Special Assignment Request form (signed by your VP/Dean) to your Employment & Compensation Analyst, along with the job description you have created.
- Once review is complete, the requestor will be notified by Human Resources. Your Employment & Compensation Analyst will return the Special Assignment Request form to be attached to the ePAR, which will then be routed for approvals.
- Then, the supervisor should complete the Special Assignment Notification form, which will be provided by your Employment and Compensation Analyst. The form will need to be signed by the employee and the working job description reviewed with the employee. Attach a scanned copy to the ePAR or return the original form to HR for the employee’s file.
- Please DO NOT present the Special Assignment Notification form for the employee to sign until after HR has review and analyzed the request.
Please contact your Employment & Compensation Analyst if you have any questions.