Staff Personnel Manual (SPP)
Terms used in this manual are defined as follows:
- Arizona Civil Rights Division, a state agency authorized to
accept, investigate, resolve, or make findings related to charges
of employment discrimination.
- Act of Violence
- An intentional act that results in bodily harm, however slight,
to another person and/or damage to the property of another in the
- Americans with Disabilities Act Amendment Act 2008. To carry out the ADA’s objectives of providing “a clear and comprehensive national mandate for the elimination of discrimination” and “clear, strong, consistent, enforceable standards addressing discrimination” by reinstating a broad scope of protection to be available under the ADA.
- Administrative Official
- The individual with authority to make decisions and take
- Affirmative Action
- Those positive steps taken by an employer to ensure the
provision of equal employment opportunity. Affirmative action
regulations cover minority persons, women, persons with
disabilities, and veterans. For federal contractors and subcontractors, affirmative action must be taken by covered employers to recruit and advance qualified minorities, women, persons with disabilities, and covered veterans. Affirmative actions include training programs, outreach efforts, and other positive steps.
- A written document prepared by the mediator following a
successful mediation. The agreement is signed by the parties
- Alternate Administrator
- An administrator from another department or unit or at a higher
rank than a supervising administrator, who will assume the
responsibilities of the supervising administrator for key decisions
involving a relative of the supervising administrator.
- Alternate Duty Assignment
- Work that eliminates, minimizes, or modifies certain lifting,
walking, or other physical or mental requirements that prevent an
employee from returning to his or her regular position. This may
also mean performing all regular aspects of the job, but at a
reduced number of hours per week.
- Anniversary Date
- The month and day on which an employee was hired.
- Appeal Committee
- A Human Resources designee and representatives of the
Ombudsperson Committee, the campus University Staff Council, and
the appropriate vice provost/vice president’s office. This
committee reviews allegations of procedural violations related to
layoff or reduction in force submitted by an affected
- Resources such as money, negotiable securities, and property
owned by or under custodial control of the university.
- Assignment to Special Duty
- The reassignment of an employee outside of his or her regular position to fill a business need while another employee is out on a leave of absence, to meet the needs of a special project of limited duration, or to staff a vacancy on an interim basis without observing established hiring and recruiting procedures for a minimum of 30 days and a maximum of one year.
- Auxiliary Aids and Services
- A public accommodation shall take those steps that may be necessary to ensure that no individual with a disability is excluded, denied services, segregated, or otherwise treated differently than other individuals because of the absence of auxiliary aids and services, unless the public accommodation can demonstrate that taking those steps would fundamentally alter the nature of the goods, services, facilities, privileges, advantages, or accommodations being offered or would result in an undue burden, i.e., significant difficulty or expense.
- Benefits-Eligible Employee
- Regular employees, in any classification other than graduate or student worker, who are hired to work .5 FTE or greater for an anticipated duration of six months or longer.
- The Arizona Board of Regents.
- Broadband Structure
- A framework that groups a combination of job classifications into categories with career growth within each category related to performance and demonstration of increased skills, knowledge, and experience. Categories generally are representative of the major organization tiers.
- Budgeted Salary Line
- A salary line assigned a single position in a continuing state
or local budget account.
- Buyout Pay
- An amount paid to an affected employee in lieu of layoff notice period, layoff period,
and recall/reemployment rights whose position is eliminated due to
reduction in force per SPP 213, “Reduction in Force.”
- Callback Pay
- A guarantee of pay for a minimum amount of time when employees
are called back to their work at times when they would not
ordinarily have to work.
- A biological, adopted, or foster child, stepchild, or legal
ward, who is under 18 years of age, or 18 years of age or older, if
the child is incapable of self-care due to a physical or mental
- The process of organizing positions into categories of work
(classes) based on the similarity of duties, authority, and
- Classified Staff/Employees
- Positions that are not considered faculty, administrators, or university staff and have certain protections as a public employee and whose primary roles are in clerical, administrative support, paraprofessional, or maintenance roles.
- Comparable Position
- Positions of similar FTE, job
classification, and minimum qualifications that have been
determined by the Office of Human Resources and the laid-off employee.
- Compensatory Time
- Time accrued to a nonexempt employee at one and one-half hours for every hour actually worked over 40 in a work week.
- Consultant/Independent Contractor
- An individual or organization contracted to perform a
particular service where there is no right to control the person
who does the work and no right to direct the manner in which the
job is done. Payment for services must be made to the individual or
organization contracting to provide the service.
- Continuous University Employment
- Staff who have been employed by ASU without
interruption in service. Service is defined as the length of time
an employee has been employed in a benefits-eligible position.
- Date of Hire
- Date on which an employee was hired into a benefits-eligible
position. Also known as employment date.
- Actions involving work assignments, office space,
travel, and other benefits.
- This is not applicable to university staff. A progressive disciplinary action changing a classified staff employee’s
assignment from a position in one classification to a position in
another classification with a lower Market Reference Point (MRP). An employee has a
right to a pre-demotion hearing before the effective date of
- Unit(s) directed by a department head, director, chair, or
equivalent title who normally reports to a dean,
assistant/associate vice president/provost, vice president, vice
provost, or president.
- Department Time Administrator (DTA)
- An individual who grants view/add/updated access to Time and Labor for approving time for employees in a department. In order for a request to be valid, it must include one or more ASU Department codes for time approval. This information should be entered in the role comments. This role may be assigned to multiple people within a department. Training is required for the DTA role.
- Dependent Children
- Children who are considered dependents for federal income tax
purposes, and who have not reached age 30 as of the first day of
the semester for which a special registration fee is granted.
- Direct Threat
- Condition or disability that poses a threat to the health and
safety of self or others and prevents an individual from performing
the essential functions of the position or participating in a
program, service, or activity at a safe level even with reasonable
accommodation. ASU must show both high probability of substantial
harm and inability to reasonably accommodate.
- A person may be disabled if he or she has a physical or mental condition that substantially limits a major life activity (such as walking, talking, seeing, hearing, or learning). A person may be disabled if he or she has a history of a disability (such as cancer that is in remission). A person may be disabled if he or she is believed to have a physical or mental impairment that is not transitory (lasting or expected to last six months or less) and minor (even if he or she does not have such an impairment).
- Employee Assistance Office.
- Equal Employment Opportunity Commission, a federal agency
authorized to accept, investigate, resolve, or make findings
related to charges of employment discrimination.
- Employee Hire Action
- A hiring official’s final selection of a job applicant
for a specific position.
- Persons employed by the university on a full- or part-time
basis, including academic professionals, administrators, non-faculty administrators, classified
staff, university staff, and faculty.
- Equal Employment Opportunity
- The assurance that all employment-related actions are based on
objective, nondiscriminatory criteria. State and federal laws and
regulations prohibit employment discrimination on the basis of
race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, and gender identity.
- Essential Function
- Fundamental or core job duties of a position, distinguished from marginal
- Exempt Employees
- Employees who are exempt from the Fair Labor Standards Act and
are not eligible to receive overtime pay or compensatory time for
hours worked in excess of 40 hours per week.
- Extraordinary Event
- Events that are sporadic (not annual, but typically one-time or
first-time events), of regional, national, or international impact,
and require six or more months of advance preparation time.
Examples are: national athletic events; visiting international,
political, religious, or renowned figures; and theater
- Building or site owned, leased, used, or controlled by
- Full-time equivalency, based on a fiscal year of 2,080 work
- Full-Time Employee
- An employee whose job is at 100 percent FTE (40 hours per week).
- Gender Identity
- An individual’s personal sense of masculinity or
femininity, including external characteristics and behaviors such
as dress, mannerisms, speech patterns, and social
- Grave Offense
- An offense that could result in injury or loss of life, limb,
or property, or impairment of university operations, or one of
willful, malicious, or serious disregard of university policies or
- Health Care Provider
- A doctor of medicine or osteopathy; podiatrist; dentist;
clinical psychologist; optometrist; nurse practitioner;
nurse-midwife; or clinical social worker, each of whom is licensed
and authorized to practice in the state and performing within the
scope of his or her practice as defined by state law; Christian
Science practitioner listed with First Church of Christ, Scientist,
in Boston, MA; to a limited extent, chiropractor; any health care
provider from whom an employer or group health plan will accept
certification of the existence of a serious health condition to
substantiate a claim for benefits; and a health care provider
listed above who practices in a country outside the United States
and who is licensed and practices under that country’s
- Hiring Official
- The individual who has authority to hire and terminate staff
within a department.
- Immediate Family
- Parent, parent-in-law, brother, sister, spouse, child,
grandparent, and any other person who is a member of the
employee’s established household.
- In-category Promotion
- When an incumbent has consistently demonstrated skills, abilities, and competencies associated with a more complex job that can be within or outside the current job family and includes an increase in pay.
- Initial Probationary Period
- Applicable only to classified police positions below commander level. The probationary period for employees assigned to law enforcement officer, dispatch, or police aide positions in the ASU Police Department is one year.
Competitive Promotion/Transfer Probationary Period:
If an employee assigned to law enforcement officer, dispatch, or police aide positions in the ASU Police Department is promoted/transferred through a competitive process or focused recruitment, the probationary period is one year.
- An intentional act toward another person(s) that results in
reasonable fear for his or her safety and/or the safety of others
in the workplace.
- Job Family
- A group of jobs having the same nature of work but requiring
different levels of skill, effort, responsibility, or working
- Laid-Off Employees
- Employees who have been notified of layoff or are in layoff
- Law Enforcement Officers
- Arizona Law Enforcement Office Advisory Council
(ALEOAC)– or Arizona Peace Officer Standards and Training Board (AZPOST)–certified personnel, including police officers, corporals,
sergeants, lieutenants, assistant chiefs of police,
the chief of police, and other sworn personnel.
- Layoff Effective Date
- The date following the compensated period of time known as the
layoff notice period.
- Layoff Notice Period
- The compensated period of time between notification of the
layoff and the layoff effective date.
- Layoff Period
- The uncompensated period of time during which a laid-off
employee has reemployment rights as provided by
SPP 213, “Reduction in
Force,” and SPP 216, “Layoff for University Staff.”
- For the purposes of SPP 403–08, “Salary Administration,” the university president, provost of the university, vice president, associate vice president, or dean.
- Major Life Activity
- Walking, sitting, standing, lifting, reaching, seeing, hearing,
speaking, breathing, learning, working, caring for one’s
self, and other similar activities.
- Manual Warrant/Paycheck
- A manually prepared warrant/paycheck not produced by the
- Market Adjustment
- A market adjustment is initiated as the result of a compensation study. Market adjustments occur when the assigned Market Reference Point (MRP) of the job is adjusted.
- Market Reference Point (MRP)
- The statistical median of the surveyed data for positions assigned.
The highest limit of the market zone for a position above which an employee’s pay should not exceed.
The lowest limit of the market zone for a position below which an employee’s pay should not be administered.
- Market Zone
- A designation for each job in each category that is linked through the Market Reference Point (MRP) to the external prevailing wage; all positions within an assigned grade have the same relative internal and external value. A market zone has a low and a high based on the category calculated from the MRP.
- A confidential process whereby the mediator acts as a neutral
party to assist disputing parties in resolving a complaint.
- The required education, experience, and/or knowledge needed to
perform the essential functions of a position.
- Wrongful uses of assets (e.g., fraud, embezzlement, and
conflict of interest decisions that result in financial
- Nonexempt Employees
- Employees who are not exempt under the Fair Labor Standards Act
and are eligible to receive overtime pay or compensatory time for
hours worked in excess of 40 hours per week.
- Non-faculty Administrator
- Any nonclassified or nonstudent university staff employee, not covered by the Conditions of Faculty Service, who reports to a person below the level of vice president and who has a direct role in planning, organizing, directing, evaluating, and controlling a major university function. Specific positions shall be determined by the president consistent with the terms of this definition.
- Non-Regular Employee
- An employee hired at 49 percent FTE or less (in a regular or temporary status) or for a duration of less than six months or on an as-needed basis (PRN) or as a seasonal employee. All non-regular employees are typically considered to be ineligible for benefits. However, employees in any classification, including graduate or student worker, who are not carrying at least a half-time course load, who have worked 20 hours or more per week for 20 weeks or more within a fiscal year, may be eligible to participate in a retirement plan.
- Notice of Layoff
- The date the employee is first officially notified in writing
of the layoff.
- Office of Civil Rights, United States Department of Education,
the federal office authorized to accept, investigate, resolve, or
make findings related to complaints of unlawful discrimination in
programs receiving federal financial assistance.
- Office of Federal Contract Compliance Programs, the federal
office authorized to accept, investigate, resolve, or make findings
related to charges of employment discrimination based on disability
or Vietnam-era veteran status.
- Office of Equity & Inclusion
- ASU’s Office of Equity & Inclusion supports and fosters a culture of inclusiveness. We promote and assist with equal opportunity and diversity initiatives. We also provide university leadership and hiring officials with clear and accessible employment data, timely and effective consultation, high-impact training, and rigorous review of employment-related policies and procedures.
- Functions as a mediator between a grievant and respondent; a member or appointee of the Ombudspersons Committee.
- Overtime Pay
- Payment made to a nonexempt employee at a rate of one and one-half times the employee’s regular hourly rate of pay for every hour actually worked over 40 in a work week.
- A natural parent, step-parent, adoptive parent, or surrogate
- Part-Time Employee
- Any employee whose job is less than 100 percent FTE.
- Pay Differential
- Additional compensation over and above the straight time rate
of pay for certain designated positions.
- Pay Status
- Paid work and paid leave time as authorized by the
- Personal Data Form.
- Performance-based Increase
- Individual pay action initiated consistent with the results of a performance evaluation.
- Performance Standards
- Written statements describing how a job should be
- Permanent Disability
- A physical or mental impairment that substantially limits one
or more major life activities, a record of such impairment, or a
perception of such impairment. Examples of impairments: asthma,
tuberculosis, AIDS, cancer, angina, diabetes, hypertension,
stutter, anxiety disorders, bipolar disorder, dyslexia, blindness
or vision impairment, deafness or hearing impairments, and
- A job, occupied or vacant, involving a combination of duties
and responsibilities requiring the services of one employee.
- Position Abandonment
- A position will be considered abandoned when an employee has
not reported for work for three or more consecutive working days
and is not on an approved leave.
- The president of the university or the president’s
designated representative, and the administrative director of the
- PRN (Pro Re Nata or “as-needed”) Employee
- An employee who works on an as-needed basis (PRN) due to an unexpected staffing shortage to meet workload.
- Procedural Review Board
- Representatives of the Office of Equity & Inclusion, Office of Human Resources; the Office of the
General Counsel; the Office of Human Resources; and the campus University Staff
Council, who review the analysis form and reduction plan prior to
implementation of Reduction in Force and notice to affected classified employees.
- A change in current position resulting from a movement into a higher category that represents a major change in role and responsibility and includes an increase in pay.
- Qualified Individual
- Individual with a disability who with or without reasonable
accommodation can perform essential job functions at ASU or receive
services or benefits from ASU.
- Reasonable Accommodation
- Change or modification that enables an individual with a
disability to enjoy equal opportunity and/or access. Examples: job
restructure; flexible work schedule; reassignment to vacant
position; reassignment to accessible facility; delivery of service
to accessible site; provision or modification of equipment or
devices; adjustment or modification of standards, qualifications,
criteria, tests, training materials, or policies, provided
fundamental alteration will not result from the modification;
provision of qualified readers or interpreters; reallocation of
nonessential (marginal) job functions; unpaid leave.
- Reassignment (Career Change)
- An employee moves into a different position title for re-careering or organizational purposes. If an employee, during a competitive recruitment, is selected as the preferred candidate and that change results in a position with a lower Market Reference Point (MRP), the candidate’s salary offer is consistent with the recruitment notification of the market zone
- Recall Right
- The right of a laid-off employee to return to the position held
at the time of layoff.
- Recall Period
- The six month period following the layoff effective date, as provided by SPP 213, “Reduction in Force.”
- A change in title/classification without a salary change to recognize a change in the described duties and responsibilities.
- Record of Impairment
- A prior physical or mental disorder that no longer exists or
qualifies as a disability, but is still classified as a disability.
Examples: mistaken classification as “mentally
retarded” or “learning disabled.”
- Receiving compensation at or above the upper value of the market zone.
- Reduction in Force
- The elimination of positions and layoff or severance of
employment due to reorganization or budget constraints.
- Reemployment Period
- Timeframe between layoff notice and layoff period where an affected employee has reemployment rights as provided by SPP 213, “Reduction in
Force,” or SPP 216, “Layoff for University Staff.”
- Reemployment Right
- The right of an affected regular employee to receive priority
consideration during the layoff notice period and layoff period for
comparable vacant positions within the university that have not yet
been posted and for which the employee is qualified.
- Regular Employee
- An employee who is hired at 50 percent or more FTE and is expected to be employed for six months or more. A benefits-eligible employee is eligible to receive employee benefits offered by ASU and must enroll in the Arizona State Retirement Plan or, if eligible, the Optional Retirement Plan or Public Safety Public Retirement System. Note: This definition does not apply to employees in a regular status at 49 percent FTE or less. See Non-Regular Employee for additional information.
- The reemployment of a former ASU employee within 12 months of
his or her termination. Rehired employees are eligible for
reinstatement of certain benefits.
- Reemployment by the university resulting from an administrative
or legal decision.
- Includes spouses, children, grandchildren, parents,
grandparents, brothers, sisters (including half-brothers and half-sisters), brothers-in-law, sisters-in-law, mothers-in-law,
fathers-in-law, daughters-in-law, and sons-in-law of an employee.
(A substantial interest of a relative is considered to be that of
- Individual pay action initiated by the manager to retain a key employee in a situation in which there is imminent probability of employee resignation/loss to ASU.
- Retired Employee
- An employee who has completed at least five years of
continuous, full-time employment in the Arizona university system
immediately preceding retirement, who is receiving a retirement
annuity under an Arizona university-sponsored retirement program,
who is at least 50 years old (41, if Public Safety Personnel
Retirement System [PSPRS] employee), and whose employment has not
been terminated for cause by the university.
- Retirement-Eligible Employee
- Regular or long-term temporary employee, in any classification other than graduate or student worker, who is hired to work .5 FTE or greater for an anticipated duration of 20 weeks or longer is eligible to enroll in a retirement plan on the date of hire.
Eligibility for retirement plan participation for short-term temporary, seasonal, or PRN employees, including graduate and student workers carrying less than a half-time course load, occurs after the employee works 20 hours or more per week for 20 weeks or more within a fiscal year.
- Salary Adjustment
- An adjustment of an individual employee’s salary within
his or her current classification subject to availability of
- Search Committee
- Group of two or more persons, including at least one
affirmative action representative, appointed by the hiring official
to review applications, interview candidates, conduct reference
checks, and/or recommend candidates for hire.
- Seasonal Employee
- An employee working in a position that recurs during high or peak work volume needs typically associated with an established work schedule (can be either full or part-time). Assignment will be of a short duration not to exceed five consecutive months, and occurs during the same time periods from year to year (e.g., football season or peak time during semester registration).
- Short-Term Temporary Employee
- An employee in a position established to respond to a temporary increased workload, not to exceed five months in duration.
- The carrying or using of lighted pipes, cigars, cigarettes, or
tobacco in any form.
- Special Disabled
- A person entitled to disability compensation under laws
administered by the Veteran’s Administration for disability
rated at 30 percent or more, or a person whose discharge or release
from active duty was for a disability incurred or aggravated in the
line of duty.
- Specific Event
- Events that occur on a regular schedule that are not sporadic
(annual events), have regional, national, or international impact,
and require less than six months of preparation time. Examples are:
ASU football games and Gammage performances.
- Sponsored or Grant Funded
- A position that is defined by the terms and conditions at time
of hire, promotion, or transfer.
- Straight Time Rate
- An employee’s hourly pay rate determined by dividing the
fiscal pay rate (not including differential pay) by 2,080.
- Supervising Administrator
- The administrator who is involved in the day-to-day assignments
of staff in the department or unit in which the supervising
administrator is employed, e.g., department chair, academic unit
coordinator, department director, center head, or director. A dean,
director, or vice president may be a supervising administrator if
one of his or her relatives is employed in the same department or
unit in which he or she is employed. A supervising administrator
may participate in the day-to-day assignments of a relative in his
or her department or unit but may not participate in the key
decisions involving his or her relative in the unit.
- A person responsible for directing the work of
- Temporary Disability
- A physical or mental disability that can reasonably be expected
to resolve itself, allowing an employee to return to full duty
- The discontinuation of university employment due to
resignation, retirement, voluntary termination, involuntary
termination, or death. Laid-off
staff are not considered terminated employees until the expiration
of a layoff period.
- Taking and removing personal property with intent to deprive
the rightful owner of it (e.g., removal of university property by a
university employee that was not entrusted to that employee as part
of his or her official responsibilities).
- Threat of Violence
- Any behavior that by its very nature could be interpreted by a
reasonable person as an intent to cause physical harm to another
person or damage to the property of another.
- The movement of an employee within or between departments or
campuses within the same classification and/or Market Reference Point (MRP).
A transfer can be competitive (based on an opening filled through a candidate selection process) or noncompetitive.
A lateral transfer results when an employee moves from one job to another job without a change in Market Reference Point (MRP) or job classification.
- The condition of having fewer women and/or minorities in a
particular job group than would reasonably be expected given their
availability within the work force.
- Undue Hardship
- Accommodation that would be unduly costly, substantial, or
disruptive, or that would fundamentally alter the nature or
operation of a university department, program, service, or
- Committees listed in the ASU Roster of Boards, Committees and
Councils and other committees such as task forces, steering
committees, and selection committees appointed by a university
- University Staff
- University staff is an employment category comprised of non-academic staff and administrators. University staff are employed at will. As an at-will employee, university staff and ASU are entitled to terminate the employment relationship at any time and for any reason except an unlawful one.
- Valid Driver’s License
- Valid driver’s license specific to an employee’s work location.
- Vice President
- An ASU provost, vice president, vice provost, or
- Vietnam-Era Veteran
- Person who served on active duty for a period of more than 180
days, any part of which occurred between August 5, 1964, and May 7,
1975, and was discharged or released therefrom with other than a
dishonorable discharge, or who was discharged or released from
active duty for a service-connected disability if any part of such
active duty was performed between August 5, 1964, and May 7, 1975,
and who was discharged or released within 48 months preceding an
alleged violation of the Vietnam Era Veterans’ Readjustment
- Person who performs work for the university for no pay or
- All property owned, leased, used, or controlled by ASU where
university work is performed.
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