Less-Than-12-Month Position Procedure

Managers are encouraged to assess the work requirements of their department/unit to determine staffing requirements. For units with work requirementsthat are cyclical in nature or that do not require consistent staffing over 12-months (e.g., reduced or limited staffing required during the summer months), managers may make appointments for less than 12-months. In such case the following shall occur:

  • The manager or supervisor shall consult with the Director of Human Resources or designee about the proposed change.


  • The position description for the position shall reflect the proposed change and it shall be approved by the immediate supervisor and the appropriate higher-level supervisor(s).


  • If the affected position has an incumbent, no less than a 14-day notice shall be given to the employee that the work-year of the position is changing to less-than 12-months.


  • The annual salary of the less-than 12-month employee shall be prorated.


  • The less-than 12-month employee shall receive full benefits with annual and sick leave accrual on a pro rata basis.


  • Premiums for insurance shall be “double-deducted” during designated months of the work-year to cover the months where the employee is not working