Employment Policy

Guide to SEAS Procedures for Employment Actions by Employment Category

This policy provides guidelines to assist managers and supervisors in making employment decisions. In order to ensure that SEAS abides by all federal and local statutes, as well as Harvard employment policies, hiring managers must contact the SEAS HR office prior to giving anyone either a paid or unpaid appointment.

Human Resources must be aware of all appointments that will include work in laboratories as safety training is required for all lab employees.

Academic Appointments

All position requests are reviewed in the HR office to determine the most appropriate salary grade, title, responsibilities, and qualifications. In some cases, it may be more appropriate for a position to be an academic appointment. This is especially so when term appointments involve research responsibilities, are determined to be salary grade 58 or above, and require a Ph.D. as a minimum requirement. This applies to both new appointments as well as extensions of current staff Term appointments.

If it is determined that the position meets the criteria listed above and might be more appropriate as an academic appointment, HR will consult with the Office for Faculty Affairs, which will, if appropriate, work with the hiring manager to initiate an academic appointment.  

Student Employment 

SEAS does not mandate specific wages for particular student jobs, but we list the Harvard Student Employment Office’s Federal Work Study Program (FWSP) pay rates on the Temporary Payroll Appointment Form as a guideline. 

2017-2018 FWSP rates:

Minimum $11.00 per hour for Undergraduate Students
Minimum $13.50 per hour for Graduate Students

These rates do not apply to students working as Course Assistants or Lab Proctors, whose rates are set by the Office of Undergraduate Education. In addition, these rates do not apply to Teaching Fellows and Research Assistants, whose rates are set by the Graduate School of Arts and Sciences.

Additional information related to student employment wage rate guidelines can be found at this site: http://seo.harvard.edu/wage-ranges.

Retirement, Resignation or Termination

When an employee leaves SEAS due to retirement or resignation, he/she should notify their supervisor and human resources in writing of their intention to resign or retire from their position at SEAS and include the date of the last day they plan to work.   

For all staff employees who leave SEAS after resigning, retiring, having their Term appointment end or for any other reason, access to all Harvard systems including email will end on the employee’s last day. Supervisors will arrange with the Help Desk to place an Away message on the email account directing those who write in to the appropriate contact person within the organization.

Researchers/Faculty Policy

When a researcher or faculty member leaves SEAS, their Harvard ID access will end after the last day of their employment or appointment. Access to their SEAS email account will ordinarily end on their last day as well. We recommend that faculty and researchers set an automatic reply ahead of their departure to direct correspondents to contact them at an alternate email address. If access to Harvard email is necessary for a period of time to continue collaborative research projects, researchers and faculty should send a request for a short-term extension to Computing (help@seas.harvard.edu).


 

Categories of Employment

There are generally two categories of staff employment at SEAS. Categories of employment are defined for purposes of computing salary and administering benefits. In order to comply with the Fair Labor Standards Act (FLSA), employees are classified as exempt or non-exempt (overtime-eligible) for the purpose of computing and paying for overtime work. Exempt employees are also referred to as Administrative/Professional employees and non-exempt staff are referred to as support-staff employees.

Types of Paid Appointments

Full-time

Applies to Administrative/Professional Staff, HUCTW, SEIU and Non-Bargaining Unit Support Staff employees. A full-time employee is an individual who is appointed to work at least 35 hours per week.

Part-time

Applies to Administrative/Professional Staff and Non-Bargaining Unit Support Staff employees. A part-time employee is an individual who is appointed to an authorized position and is scheduled to work a minimum of 17.5 hours per week.

Temporary

Applies to exempt and non-exempt staff that hold limited appointments with a predetermined end date. Temporary employees may work up to forty (40) hours per week on a specific, short-term non-continuing appointment, not to exceed 90 days. They may hold multiple, concurrent, temporary jobs in different departments. An employee who holds a full- or part-time position may also have a Temporary job.

Student Temps

Harvard students may also serve in temporary appointments. Students may not work more than 20 hours a week during the school year including hours at other tubs. Harvard students during the summer months of July and August may not work more than 40 hours per week including hours at other tubs. Paid interns include students from other colleges and universities working in credit-bearing program, such as a co-op. Interns may work up to 40 hours per week.

Term

Employees in this category usually are filling positions that are supported by sponsored research funding that may end when the grant ends. If the position is funded through soft money, it must be a Term appointment. The Term date is listed in the posting. These positions may also be full-time or part-time.

Temporary Agency Workers

In certain situations, such as a short-term temporary work requirement when there is not sufficient time to advertise and screen candidates, the use of a temporary agency worker may be necessary.  University-wide policies, as well as union contractual agreements, impose restrictions on how these workers may be used.  No office within SEAS should employ a temporary agency worker without first coordinating with the Human Resources office.

Unpaid Interns and Volunteers

In rare cases, some units may have a need or a desire to employ an unpaid intern or a volunteer.  Harvard’s Office of the General Counsel has some very specific guidelines that apply to this type of work.  Before any intern or volunteer is considered, the supervisor must first consult with Human Resources for approval and to ensure compliance with all University procedures.

Employment of Minors

Minors (persons under age 18) are protected by both state and federal laws, which restrict the number of hours minors may work and the occupations in which they may work. Note that these rules apply whether or not the minor receives any compensation for his or her work. Harvard policy provides that employees must be at least 16 years of age. Please see the Youth Protection at Harvard website for detailed information on how to employ minors at Harvard. Please also familiarize yourself with the Policy for the Saftey and Protection of Minors.

Sixteen and seventeen year olds may not work in occupations deemed to be hazardous. For example, they may not drive motor vehicles except under very limited circumstances; may not operate most power-driven machines, and may not be exposed to hazardous materials. Sixteen and seventeen year olds may work up to six days and 48 hours in a week, but no longer than nine hours per day. They may not work before 6:00 a.m. or after 10:00 p.m. on nights preceding school days (after 11:30 p.m. on nights not preceding school days). Minors working after 8:00 p.m. must be under direct adult supervision. Please contact Human Resources for specifics on how this applies to SEAS. 

Massachusetts law requires minors to obtain a work permit from their local school system, which the employer must keep on file. This permit must be obtained and filed with HR prior to the minor beginning work.

Administrative/Professional Staff

Employees in this group are exempt from overtime under the FLSA and are compensated on a straight salary basis for the work produced, not hours worked. They provide executive, administrative, or professional support directly or indirectly to the various programs and activities of Harvard.  These positions are benefited.

Personnel Action(s) Requested Form(s) Required Submit Form To Approvals required Due Date
Requesting authorization to recruit for a new position Position Request Form + Position Description Human Resources Supervisor + Budget + Human Resources Minimum of two weeks prior to filling
Requesting authorization to recruit for an existing position Position Request Form + Position Description Human Resources Supervisor + Budget + Human Resources Minimum of two weeks prior to filling
Appointing an Administrative/Professional employee (placing them on payroll) No Departmental Action Required
(Forms completed by employee and HR)
  Supervisor + Budget + Human Resources Prior to the start date
Requesting a change in hours/FTE that will last for a minimum of 90 days Schedule Change Request Form + Written Justification Human Resources Supervisor + Budget + Human Resources Two weeks prior to the start date
Requesting a position reclassification review Position Reclassification Procedure and Request and Position Description Questionnaire Supervisor - Human Resources Reclass Committee September 15, December 15, March 15
Requesting an unpaid leave of absence Leave of Absence Request Form available in HR Supervisor - Human Resources Supervisor If possible, two weeks prior to the start date
Letter of resignation indicating last day of work must be submitted to the department. Resignation Letter/Email Supervisor - Human Resources None As soon as possible after notification

Support Staff

Employees in this group are covered by the overtime provisions of the FLSA and are therefore compensated on an hourly basis for actual hours worked in the performance of the job. Support Staff (overtime-eligible) positions include those that provide clerical, secretarial, technical, service, maintenance, and other support for the various functions of the Harvard. These positions are benefited.

Personnel Action(s) Requested Form(s) Required Submit Form To Approvals required Due Date
Requesting authorization to recruit for a new position Position Request Form + Position Description Human Resources Supervisor + Budget + Human Resources Minimum of two weeks prior to filling
Requesting authorization to recruit for an existing position Position Request Form + Position Description Human Resources Supervisor + Budget + Human Resources Minimum of two weeks prior to filling
Appointing a Support Staff employee (placing them on payroll) No Departmental Action Required
(Forms completed by employee and HR)
    Prior to the start date
Requesting a change in hours/FTE that will last for a minimum of 90 days Schedule Change Request Form Human Resources Supervisor + Budget + Human Resources Two weeks prior to the start date
Requesting authorization for overtime Overtime Request Human Resources Supervisor Prior to the date the overtime will be worked
Requesting a position reclassification review Position Reclassification Request Form and Position Description Questionnaire Supervisor - Human Resources Reclass Committee September 15, December 15, March 15
Requesting an unpaid leave of absence Leave of Absence Request Form available in HR Supervisor - Human Resources Supervisor If possible, two weeks prior to the start date
Letter of resignation indicating last day of work must be submitted to the department. Resignation Letter/Email Human Resources None As soon as possible after notification

Less-Than-Half-Time

Applies to Administrative/Professional Staff and Support Staff who hold less than half-time positions. Individuals in this type of appointment may not hold any other concurrent job at Harvard.

·  May work no more than 17.25 hours per week
·  Does not require an end date
·  Includes Non-Harvard students
·  Not benefited

Personnel Action(s) Requested Form(s) Required Submit Form To Approvals required Due Date
Requesting authorization to recruit Position Request Form + Summary of duties and qualifications Human Resources Supervisor + Budget + Human Resources Minimum of one week prior to filling
Appointing a LHT employee (placing them on payroll) following Position Request Form approval Employee Action Form, I-9 Form, W4 & M4 Forms, Direct Deposit Human Resources   Minimum of one week prior to filling
Requesting a change in hours to last for a minimum of 90 days Email from supervisor to HR/Budget Human Resources Supervisor + Budget + Human Resources One week prior to the start date
Making changes to a LHT employee pay rate or payroll costing, following Position Request Form approval Email from supervisor to HR/Budget Human Resources Supervisor + Budget + Human Resources One week prior to the start date
Termination/Resignation of a LHT employee None None None, but please alert HR As soon as possible


Student Temp

·  Harvard students
·  Full-time Harvard Extension School students
·  20 hours per week during academic year (when classes are in session)
·  40 hours per week maximum during Intersession, and Summer
·  Questions related to hiring students receiving Federal Work Study and Faculty Aid should be directed to HR.
·  Paid interns from other colleges and universities, such as co-op students.

Personnel Action(s) Requested Form(s) Required Submit Form To Approvals required Due Date
Appointing a Student (placing them on payroll) Temporary Payroll Employment Form Human Resources Supervisor + Budget + Human Resources Minimum one week prior to start date
Making changes to a Student pay rate or payroll costing
(e.g., on-and-off work study)
Temporary Payroll Employment Form Human Resources Supervisor + Budget + Human Resources for most changes Minimum one week prior to effective date of change
Changing Student FICA status for summer employment No Forms Necessary (Changes will occur automatically in PeopleSoft)      
Changing Student FICA status following summer employment No Forms Necessary (Changes will occur automatically in PeopleSoft)      
Termination/Resignation of a Student None   None, but please alert HR As soon as possible prior to end date

Please see the Temporary Employee Hiring Process Page for more information on hiring student employees.

Temporary

Applies to Administrative/Professional Staff and Support Staff who hold limited appointments with a predetermined end date. These appointments should not exceed 90 days and are used only when there is a temporary increase in workload requiring a temporary need for support.  In some cases, Temp employees also serve as backups when regular employees are on leave of absence.  Temporary employees may work up to forty (40) hours per week on a specific, short-term non-continuing appointment, not to exceed three months. They may hold multiple, concurrent, temporary jobs in different departments. An employee who holds a full- or part-time position may also have a Temporary job.

·  Includes Non-Harvard students
·  Not benefited

Temporary agency workers also may not work in the same role or area for more than three months.  In order to ensure that we are fully compliant with Harvard collective bargaining agreements, all Temporary agency workers must be hired through Human Resources. 

Personnel Action(s) Requested Form(s) Required Submit Form To Approvals required Due Date
Appointing a Temp employee (placing them on payroll) Temporary Payroll Employment Form Human Resources Supervisor + Budget + Human Resources Minimum one week prior to start date
Making changes to a Temp employee pay rate or payroll costing Temporary Payroll Employment Form Human Resources Supervisor + Budget + Human Resources for most changes Minimum one week prior to effective date of change
Termination/Resignation of a Temp employee None   None, but please alert HR As soon as possible prior to end date

Please see the Temporary Employee Hiring Process Page for more information on hiring temporary employees.

Term

·  May be Support Staff or Administrative/Professional Staff
·  Appointment is for a specified period (must be a minimum of 3 months)
·  Most commonly used for positions with sponsored research funding
·  Benefited

Personnel Action(s) Requested Form(s) Required Submit Form To Approvals required Due Date
Requesting authorization to recruit for a Term position Position Request Form + Position Description Human Resources Supervisor + Budget + Human Resources Minimum of two weeks prior to filling
Appointing a Term employee (placing on payroll) No Departmental Action Required
(Forms completed by employee and HR)
Human Resources Supervisor + Budget + Human Resources Minimum of two weeks prior to filling
Requesting a change in hours/FTE that will last for a minimum of 90 days Email from supervisor to HR/Budget Human Resources Supervisor + Budget + Human Resources Two weeks prior to the start date
Requesting an extension to a Term position Email from supervisor to HR/Budget Human Resources Supervisor + Budget + Human Resources Minimum two weeks prior to end of appointment
Requesting authorization for overtime (for Overtime Eligible only) Request for Overtime Form   Supervisor + Budget + Human Resources Prior to the date the overtime will be worked
Requesting an unpaid leave of absence Leave of Absence Request Form Human Resources   If possible, two weeks prior to the start date
Resignation prior to predetermined end date of the position A letter of resignation indicating last day of work must be submitted to the department. Submit resignation letter to Human Resources Supervisor + Human Resources As soon as possible after notification