USF regulations, policies and procedures generally govern University matters.  Policies specific to USF Health are found on this page and address matters within the Colleges of Medicine, Nursing and Public Health .

Appointments

Appointment and Renewal of Contracts
Nonrenewal of Contracts

Appointment, Promotion, and Tenure Guidelines (COM)

Attendance and Leave Tracking

Annual Leave, Accrual of
Annual Leave, Cashing Out
Annual Leave, Use of
Delayed Holiday
Leave Benefits, Summary of
Leave Cash Out, Withholding a Payment
Leave Record and Final Leave Audit
Leave Procedures

Awards and Recognition
Collective Bargaining (CON & COPH)
Compensation Policies
Conflict of Interest

Evaluation of Faculty

COM Ranked Faculty
COM Instructors, USF Health Nonranked Faculty, and CON & COPH Out-of-Unit Faculty

Exit Interviews
Grievance Procedure, Faculty
New Faculty Orientation
Outside Activity Reports
Professional and Career Development
Professional Development Leave
Professional Integrity

Promotion and Tenure

Sabbatical

Faculty Appointment and Renewal of Contracts

Faculty appointments within USF Health are generally for 12-month periods and are ordinarily renewed at the beginning of each academic year.

Faculty appointments with tenure are continuing until: voluntary resignation by the faculty member, removal for just cause (incompetence or misconduct), retirement, job abandonment, lay-off, or death.

Appointments of non-tenured faculty may be ended for the same reasons as tenured faculty. In addition, appointments of non-tenured faculty may be non-renewed as follows:

(a) For Instructional and Research (I&R) Faculty in their first or second years of employment - 19.5 weeks notification, and three months for non-I&R faculty;

(b) For faculty with two or more years of service - one year's notice; and

(c) For faculty appointed to "soft money" (contract, grant, or other temporary funding source) who have been employed for three years or more at the University - ninety days' notice.

Faculty members appointed for less than one year, or appointed as temporary, or visiting, or appointed to soft money for less than three years are not entitled to a notice of non-reappointment.

Refer to the Faculty Nonreappointment Rule for the specifics.

The appointments of grant-funded faculty terminate at the end of the period of the grant funding, unless specific arrangements have been made in advance to provide alternate sources of support for the position. Contact the Office of Faculty Affairs for detailed information regarding the non-renewal of appointments. Refer also to Nonrenewal of Contracts (COM)  and Nonrenewal of Voluntary Faculty (COM).

A Recommendation for Non-Reappointment Form is available to initiate the process.

Note: When a collective bargaining agreement is in effect for in-unit, faculty in the Colleges of Nursing and Public Health, certain provisions of that agreement may supersede this process.

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Accrual of Annual Leave

A full-time faculty member accrues 6.769 hours of annual leave at the end of each pay period. The accrual of annual leave is prorated when the employee is:

• Appointed for less than 1.00 FTE;

Cashing Out Annual Leave

A faculty member who separates from employment with at least six months of continuous service in an established position will be paid for all unused accrued annual leave hours up to the year end maximum allowed.

Faculty who accrue annual leave as the result of being appointed to a position that is funded by a contract or grant may be cashed out for unused annual leave hours earned from that appointment when that funding source ends or the appointment funded by that funding source ends, provided there are sufficient funds in the funding source to cover the payment. Where there are insufficient funds from the funding source to cash out the unused leave hours (up to 352 hours), the University is not required to cash out annual leave balances. Grants should be managed responsibly, setting aside funds to pay final leave balances and/or allowing employees to take earned leave throughout the life of a grant.

A new, streamlined process for paying out accumulated leave to employees leaving the University began September 2, 2008. The new process ensures all departing employees receive payment for their unused annual leave (or sick or compensatory leave, as applicable) approximately 30 days after terminating their employment with USF.

Refer also to the Clinical Faculty Compensation Policy, Operating Guidelines paragraph (3) for information about cashing out leave for clinical faculty. Where the amount of the leave cashout under this policy exceeds that authorized by USF rules, e.g., the dollar amount is equivalent to more than 352 hours of annual leave, the difference may be paid by the USFPG.

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Use of Annual Leave

Upon approval, a faculty member may use annual leave for any personal reason, although it is generally used to provide periodic vacation. A supervisor may direct a faculty member to use annual leave. When the use of leave is in conjunction with another employment, the faculty member must also follow the requirements for reporting Outside Activity.

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Delayed Holiday

When faculty, except for those who are practicing clinicians in the College of Medicine, are required to work on a holiday they are eligible to receive a delayed holiday, that is, the opportunity to take the holiday off in the future. Such delayed holiday will be requested in the same manner as other leave, must be approved in advance, and will be taken off within a reasonable amount of time following the actual holiday.

Any calendar-year (12-month) Faculty employees, who have performed duties on a holiday and separate employment prior to being given equivalent time off, will be paid for any holiday hours worked within the previous 12-month period and will forfeit any other delayed holiday hours.

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Withholding a Leave Cash Out Payment

The University may withhold any payment due to a faculty member for accrued sick or annual leave if the faculty member, after the request by the University, fails to return all University property in the custody or control of that individual. The University shall inform the faculty member of the reason(s) for withholding such payments.

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Leave Record and Final Audit

Terminal leave payouts will be made approximately 30 days after the employee’s last day of work, based on leave balances recorded in ALT, USF’s system of record for tracking leave information.  Departments will have approximately 2 weeks following the departure of an employee to complete leave balance audits and make any adjustments in ALT.  After that 2 week period, the ALT balance will be used to pay out leave to the departing employee.

The new process is posted on HR's Website. For questions contact Beverly Jerry, University Leave Administrator, at (813) 974-5717.

College of Medicine clinician faculty should also refer to the Clinical Faculty Compensation Policy for information about leave cashout.

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Grievance Procedure

The USF rule for Faculty Grievances provides for the informal resolution of grievances. When the grievance can not be resolved to the satisfaction of all parties, a more formal process may be followed. A faculty member who wants to file a grievance must do so within 30 calendar days of the act or omission giving rise to the grievance. The Faculty Grievances process is available for College of Medicine Faculty, other out-of-unit faculty in the College of Nursing and the College of Public Health, and in-unit faculty in the College of Nursing and the College of Public Health when a collective bargaining agreement is not in force.

Contact the Office of Faculty Affairs, 813-974-4950, to initiate the process.

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