Substitute Appointments

Substitute faculty assignments are governed by Article 20.8 of the CFA/CSU Collective Bargaining Agreement (CBA). Pre-approval by Faculty Services is not required for this process.

Assessment:

  1. Will the assignment be for less than 20 days?
    1. Can a voluntary arrangement be made for a faculty to step in on a temporary and short term basis?
    2. Active faculty selected for a temporary, short term assignment must be selected using the Order of Assignment process. Payment will be made via the Substitute Faculty Form in OnBase for each month of work.
  2. Will the assignment be for more than 20 days?
    1. A part time lecturer's current appointment timebase must be increased or a full time faculty member should have workload reduction.
  3. If timeframe of absence is unknown, contact FS for guidance

Short Term Substitute Faculty

Substitute assignments are intended to provide temporary instructional coverage for short-term faculty absences, which includes but not limited to emergency leaves, jury duty, bereavement leave, and other brief, approved absences. Substitute assignments are typically limited to 20 days or fewer.

Faculty selected should be current, active tenure line or temporary faculty members. If temporary faculty are selected, the Order of Assignment process must be followed.

Compensation shall be at the faculty substitute rate as defined in the CSU Salary Schedule [pdf]. Payment is further defined by the course type of lecture/seminar or laboratory/activity and faculty rank. Substitute faculty assignments include compensation for normal office hours, grading time, and prep time in relation to the course taught. Hours worked depends on actual effort, up to 3 hours per WTU per week (one hour for instruction and two hours for preparation work).

Example: A substitute can be paid up to 9 hours in one week for a 3 WTU course.

The UPFS Substitute Payment Request Form must be completed for payment to be issued to the faculty substitute. One form must be submitted per course after work is completed and verified. Multiple pay periods can be included in one form. Payment will be made based on hours worked. Refer to the Additional Employment Appointment Form Instructions for instructions on completing the form.

Long Term Substitute Faculty

If an absence lasts more than 20 days, payment cannot be made to faculty substitutes using the Substitute Payment Request Form.

The department may use banked time or an appropriate workload reduction as soon as practicable or, if the employee is not employed in the next academic term, the employee shall be appropriately compensated upon separation for the class hours taught.

The department may also enact a replacement appointment, where work is offered according to the Order of Assignment to qualified faculty members. The primary appointments of the selected faculty will be revised to take into account the increased workload. Faculty will be compensated by normal salary rate as indicated in the primary appointment and timebase. Temporary faculty will not accrue time base entitlement for appointees who replace other temporary faculty on leave (CFA CBA Article 22.2).

Limitations:

  • Note that tenure line and full time faculty cannot be selected for this type of substitute appointment.
  • Article 36 limits on additional employment apply (cannot use general fund dollars for overload for faculty duties)
  • Temporary faculty do not earn time base entitlement when replacing temporary faculty on an approved leave of absence (CFA CBA Article 22.2)

Faculty Voluntary Assistance

Qualified faculty members may voluntarily step in to assist colleagues as a substitute if the Chair is in agreement. This type of assistance is considered voluntary and uncompensated.

Article 20.8 indicates Nothing in this provision shall preclude faculty employees from making informal voluntary substitute arrangements of short duration with a University colleague, subject to the approval of the department chair.

Teaching Associate Substitutes

Substitute Teaching Associate assignments shall be made for a range of hours, and shall be compensated at the employee’s existing hourly rate in their TA appointment. Substitute Teaching Associate appointments shall be made from active and qualified Unit 11 (ASE) employees who have notified the Department Chair that they are available for appointment as a Substitute Teaching Associate during the period of their primary appointment.

The UPFS Substitute Payment Request Form must be completed for payment to be issued to the faculty substitute. One form must be submitted per course after work is completed and verified. Multiple pay periods can be included in one form. Payment will be made based on hours worked. Refer to the Additional Employment Appointment Form Instructions for instructions on completing the form.

Please note that Unit 11 ASE employees are non-exempt and among all appointments, they must adhere to working no more than 20 hours per week for ISAs and GAs, and no more than 40 hours per week for TAs.