Staff Employee groups

The addition of a new employee group called University and Academic Professionals impacts a number of university processes and procedures. This summary provides an overview of the various changes and links to additional guideline documents for more detailed information.   

Implementation dates

  • Effective January 1, 2018 all new employees and those hired into classified positions posted since July 1, 2016 transition into the new University and Academic Professional employee group.  
  • Effective July 1, 2018 Classified Staff hired before July 1, 2016 who elect to join the new employee group during the January 1 to March 31, 2018 enrollment period become University and Academic Professional.
  • Effective July 1, 2018 Administrative and Professional (A&P) Faculty appointment changes are implemented. Additional information on future appointment types for A&P Faculty is provided below. 

Current A&P Faculty with academic responsibilities may end up in one of three employee groups, described further below. Those currently holding A&P faculty appointments without academic responsibilities will become University and Academic Professionals. See Guidelines for Determining the Appropriate Employee Group for Current Administrative and Professional Faculty with Academic Responsibilities

  1. Academic Professional, within the University and Academic Professional employee group. This may also be accompanied by an Affiliate or Adjunct Faculty appointment;
  2. Term (non-tenure track) Teaching & Research (T&R) Faculty; or
  3. Academic Administrator with a T&R Faculty appointment.  
  • see "Terms and Conditions of Employment for Academic Administrators" (located in the faculty HR section) that will be incorporated into future employment contracts.

The Fair Labor Standards Act (FLSA)
All University and Academic Professionals are designated as either exempt or nonexempt under the federal definitions in the Fair Labor Standards Act (FLSA).  

Nonexempt positions are compensated at time and one-half overtime pay (or overtime leave, if agreed to by the employee and management in advance of working the additional hours) for all hours worked beyond 40 in a workweek. Overtime is calculated pursuant to the basic rate method, and overtime rates are computed at the rate applicable at the end of each pay period. Nonexempt employees must receive prior approval from their supervisor to work beyond 40 hours in a workweek. Nonexempt employee are not permitted to volunteer to work without pay beyond their regular work hours and cannot track extra hours worked off the books.

Exempt positions are not eligible to receive paid overtime or to accrue compensatory leave for hours worked over 40 in a workweek. See also: Managing exempt employees.

For more information see Overtime Guidelines or contact VCU HR Employee Relations at or 828-1510.

Other policy changes
In addition to the new designations listed above, the addition of the new University and Academic Professional employee group necessitates changes in other current policies. Recommendations for inclusion of University and Academic Professionals in following policies have been drafted for consideration by the Office of the Provost (the office responsible for administration of these policies). These policies include :

  • Adjunct Faculty Policy
  • Affiliate Faculty Policy
  • Overload Policy
  • Outside Consulting Policy, and
  • Principal Investigator on a Grant