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Procedure 4-6: Extra Service Agreements

Extra Service Agreements may be developed between the administration and exempt employees for special projects, typically when such assignments are accomplished outside the scope of the individual's regular duties and work schedule. Extra Service Agreements up to $5,000 may be initiated by a Strategic Leadership Team (SLT) member and must be approved by the Chancellor or Deputy Chancellor & President prior to the performance of any work towards the project. Extra Service Agreements up to $5,000 will be ratified by the Board of Trustees at the next scheduled meeting following approval. Any Extra Service Agreement above $5,000 must be approved by the Chancellor or Deputy Chancellor & President and the Board of Trustees prior to the performance of any work towards the project. An ESA will not be initiated for a payment less than $300.

The Strategic Leadership Team will review all Extra Service Agreements to ensure consistent application of procedures. The following procedures will be used by the administration in consideration of Extra Service Agreements:

  • Extra Service Agreements may be considered only for assignments that are outside of the scope of the individual’s normal responsibilities.
  • Projects or assignments that are considered eligible for compensation through an ESA would not be designated as College Service in the scope of the job requirements.
  • Projects or assignments that relate to the scope of the employee’s normal responsibilities as determined by leadership are not eligible for compensation through an ESA.
  • By way of example, Extra Service Agreements may be offered for the development of new technical AAS degree programs, but will not be offered for the revision of existing technical AAS degree programs.
  • Because curriculum development is included in the regular duties of full-time faculty, Extra Service Agreements will not be offered to full-time faculty for the development or the revision of academic and/or technical courses including distance learning courses, except in unique circumstances and with written approval from the Deputy Chancellor and President.
  • Extra Service Agreements must be approved by, in this order, the Human Resources department, the authorizing budget authority for the expenditure and the employee’s supervisor prior to extending the offer to the employee.
  • Extra Service Agreements funded in whole or part by a grant must be approved by the Office of Grant Management and the Vice-Chancellor, Fiscal Affairs.
  • All Extra Service Agreements initiated on a campus must have the signature and approval of a SLT member.
  • Extra Service Agreements must be in Human Resources with all required approval signatures two weeks prior to the regular meeting of the Board of Trustees at which ratification is sought.

Pay for Extra Service Agreements should be for the scope of a project, not paid hourly. However, the total amount paid should be based on rates in accordance with the compensation schedules approved by the Board of Trustees for all employees. In general, faculty compensation for extra-service funded by the College will abide by the following criteria:

  • For specialized responsibilities, with required specific professional expertise, the rate will be the overload lecture rate in effect at the time of approval.
  • For all other projects the rate will be the overload lab rate in effect at the time of approval.

(Re: Policy IV-C-16; Board of Trustees Policy Manual) 

Extra Service Agreement Form

Procedure #:

4-6

Procedure Name:

Extra Service Agreements

Pages:

1

Adopted Date:

 

Revision/Reviewed Date:

July 11, 2016

Effective Date:

July 12, 2016

Associated Policy:

IV-C-16