Academic Faculty / Overload PTR Form Guidelines

PTR – Academic Faculty

    ·         Data Field Definition

·         Overload Faculty Salary Rate

·         Summer Faculty Pay Rate

·         Faculty Hiring Guidelines

NAE Demographic Information: Complete all data fields

·         Obtain demographic information from employment application such as name and address. 

·         Complete campus address, phone number and email at time of form completion, if known.  If off campus please indicate location.

·         Subsequent PTRs can include just name and Datatel Number in demographic fields

 Position Information: Choose the appropriate information for the type of transaction (only one per PTR).  Choose one:


            New Appointment               Overload                  Summer Teaching

            Incentive Pay                          Temporary

    ·         Position Title - Check appropriate rank as stated on approved PCR, PTR or Job Description 

·         Department Name –full name or acronym

·         Payroll Start Date-for academic faculty it is the first day in the month in which the person will get paid (start date is first day of actual work assignment). 

®    HR will establish an official start date for I-9 purposes

·         Stop Date - Department will determine stop date (should be last day of employment in the month of academic assignment;

®    The position will generally be ongoing until time of termination.

·         Position Type Code - Permanent Full Time-PEFT;            Temporary Full Time-TEFT;                                            Permanent Part Time-PPTM;           Temporary Part Time-TPTM.

·         FTE Status- Class load will determine %;

®     A full 12 hour teaching load = 1 FTE (i.e. one class=25%, two classes=50 %)

·         Job Classification -  AF (Academic Faculty)

·         Base Annual Salary: Academic year (fall and spring semester) approved salary;

®    Salary is typically 9 month contract salary amount divided by 10 pays. 

®    One semester would be 5 pays.

·         Comments: Reason PTR is submitted, action to be taken;


Faculty PTR Data Field Hiring Guidelines


 Full and Part Time Faculty Employees

Full and part-time regular faculty positions are covered by the University’s hiring policy. When a unit has a position vacancy, the department head must initiate:

·   A Position Control Requisition (PCR) and a job description.

·   Receive the necessary administrative approval culminating in the President’s authorization to hire into the vacant position.

·   A search and screening committee, with a designated chairperson, will facilitate the recruitment, applicant screening, interviewing process and recommendation.

·  The committee should reflect the diversity of the university workforce to the extent possible.


The recruitment and selection process:

·   Department submits the completed Position Control Requisition Form  (PCR)

·   Completed Job Description Form which includes Exemption Form Overtime Requirements Checklist for approval on a new position or an existing position vacancy.  

Note:  These forms provide the information to classify a position and establish appropriate salary grade.


The PCR and Job Description forms are forwarded through:

·   Vice President (department);

·   Human Resources and affirmative action review; 

·   HR forward documents to the Budget Office for review of budgeted fund availability (special grant money goes through Grant Accounting);

·   Budget forwards the documents to the  President’s Office for signature;  

·   President approves, forwards to HR;

·   HR contact departments and the recruitment and selection process can officially begin. 


Job Advertisement

The department is notified by HR of the approved paperwork and the next decision point is how to advertise the job opening.  This initiates the recruitment process:

·  The department completes the Job Advertisement Form; and,

·  Submits it to Human Resources.    


On the Job Advertisement Form, the hiring departmental authority indicates:

·         Internal only:

®     posted a minimum of 7 business days; or,

®      posting will run until position close date or until filled;

·         Externally advertise:

®     the department must identify the newspaper(s) or publication(s) to advertise in;

®     dates to advertise;

®     position can be advertised as being open until filled or with a defined application deadline no shorter than 7 business days.

®     position salary or wage information can be specified if desired by the department.

®     The cost of advertising is charged back to the appropriate department.

·         The position is posted and advertised based on the department’s request.

NOTE:  All job vacancies are posted internally on the University Human Resource Services Bulletin Board for a minimum period of seven business days and the Lincoln University website on the HR webpage.


The University encourages career progression within the University and supports preparing employees for job advancement; therefore, employees that meet minimum qualifications are given consideration for position openings. 

When a vacancy occurs, current employees should notify the Human Resource Office of their interest and submit all documents as requested in the advertisement.


Employment Application and Support Documentation

All employment applications and support documentation should be forwarded to in the Human Resource Services Office:

·   Applications are logged and filed

·   Authorized departmental representatives authorized to pick up applications throughout the selection process

·   Required to sign a log-tracking sheet. 

·   Only applications received during a position’s recruitment period will be considered for hire. 

 Applicant interested in applying for a position must submit:

·    Lincoln University Application for Employment

·    Cover Letter (if applicable)

·    Resume (if applicable)

·    Official academic transcripts (if applicable)

·    Three letters of general reference


Screening and Selection Process

Lincoln University search and screening committees are established based on the positions:

·    Executive

·    Administrative Staff

·    Academic Faculty

·    Professional Staff

·    Administrative Office Support

·    Technical, Skilled Crafts  

·    Service and Maintenance Staff


The search and screening committee's objective is to ensure that Lincoln University hires the best available candidate for each job without regard to race, sex, national origin, religion, and age or disability condition. In fulfilling the responsibilities of recruitment, efforts are to be made to actively seek out and identify qualified women and minorities and applicants with handicapping conditions, informing them of vacancies and encouraging them to apply for available positions.

Search and Screen Committee:

The hiring authority (director, department head, and dean) will:

·    Submit a list of recommend­ed search and screening committee members on the Position Control Requisition (PCR) for approval as part of the requisition process. 

·    The committee may have at least five (5) members. 

·    The affirmative action officer will serve as an ex-officio member on all search and screening committees.

·    The departmental hiring authority notifies the members of their selection, and explains the committee's duties and responsibilities. 

·    The committee should be race and gender balanced (in so far as possible). 

·    Committee members should be knowledgeable about the duties, responsibilities, and qualification requirements of the position. 

·    The committee should include persons from the following categories:  administration, faculty, staff and students (where appropriate).  Some departments currently have departmental recruitment committees established and functioning in this capacity. 

·    The committee will elect a chairperson (if one has not been designated by the hiring authority). 

·    The committee is responsible for developing formal and consistent criteria for evaluating each applicant's credentials in relation to the specific qualifications and job responsibilities included in the vacancy announcement/job description.

Hiring Process

The search and screening committee will meet and do the following:

·   Compile a list of all candidates in the applicant pool;

·   Acknowledge receipt of each candidate's application/resume and send an AA/EEO card (available in the      Affirmative Action Office) to each candidate;

·   Identify if candidates have materials missing from the applicant file (e.g., letters of reference, official transcripts, official application form, etc.);

·   Review applications and select semi-finalists;

·   Send letters of notification to applicants not selected as semi-finalists;

·   Call semi-finalists for initial screening interview, if deemed necessary;

·   Check references (e.g., persons who wrote letters, prior employers, and peers);

·   Make written recommendation(s) to the hiring authority which may include but not be limited to the following: 

®     recommend finalists to be inter­viewed;

®     recommend changes in the specifications or salary and begin a new search;

®     recommend an extension of the search to attract additional candidates;

·    Detailed notes of interviews must include dates of interviews, considerations and deliberations leading to the final selection of a candidate, and other relevant information. A weighted ranking sheet is encouraged to be utilized.

·    After all finalists have been interviewed,

®     Make recommendation (three to five unranked or ranked, if possible) to the department head. 

Note: Recommendation may indicate the committee's preference for a particular candidate or candidates. 


Hiring Authorization

The department’s director, department head, or dean):

·         May meet with the committee members or chair, to discuss final candidates

·         May ask committee members specific questions about the candidates;

·   Contact the finalist and make the initial proposed job offer and confirm the terms of employment.

·   If the successful candidate does not accept, the department head may offer the position to one of the other finalists;

·   Notify all applicants not selected, informing those candidates that the position has been filled. 

Finalizing Employment Offer:

After the final selection recommendation, the department head will:

·         Submit the following hiring package to the Department Head  for approval

®    Personnel Transaction Report Form (PTR):  The PTR Form can be completed online through the HR webpage on the LU website as long as it is printed on the proper 3 part carbon paper; or the department can utilize the type set 3 parts carbon PTR form and manually type the employee information.

®    Summary of Employee Selection Process Part A-Applicant Listing: consist of all applicants who applied for the position and those applicants considered for interview.

®     Summary of Employee Selection Process Part B-Interview: consist of applicants interviewed and the preferred candidate chosen for recommendation.

®    All applications and related documents for affirmative action review and record maintenance. 

®    Forward recommendation to Human Resources for completion and affirmative action review; 

®    HR forward documents to the Budget Office for review of budgeted funds availability (special grant money goes through Grant Accounting);

®    Budget forwards the documents to the  President’s Office for signature;  

®    President approves, forwards to HR;

®    HR contacts the departments of the approved paperwork.


Activating Employment

The Human Resources Office is responsible for establishing the employment start date on new employees. If the actual start date is different than the PTR preferred date, the department will be notified by HR of the actual date.  All regular staff should have a start date of either: the first working day of the month or the 15th of the month.  


Human Resources will:

·    Contact all new hires; the prospective employee is called by telephone, if that isn’t possible, a letter or email will be sent.

·    Academic faculty start date is the first day in the month in which the person will get paid (start date is first day of actual work assignment). 

·    HR documents the start date, on the PTR form and notifies the department via email.

·    All new employees must report immediately to Human Resources on the first day of employment


Note: The new employment is in a pending employment status until the new employee reports to HR on the designated first day of employment.


The employee reports to HR on the designated first day of employment:

·   The prospective employee completes the I-9 work authorization form

·   HR staff e-verify work eligibility

·   Employee completes tax forms

·   Employee receives benefits orientation and employee handbook

·   New employee reports to respective department


Overload Faculty Salary Rate

Overload Pay-Should be calculated on number of credit hours taught at the established pay rate per hour.

Pay Per Credit Hour
Associate Professor
Assistant Professor

Summer Faculty Pay Formulas

Summer pay is a separate calculations for each month (June and July);

Calculations for Summer Faculty pay when student enrollment level is a full class: 

·         Graduate Class  = 5

·         Upper Class = 10              

·         Lower Class = 15 


June and July:  8 week session of both -Base salary divided by 9 x (credit hour %) for each credit hour class x 2.

·          1 credit hour=.111,

·         2 credit hour=.222,

·         3 credit hour=.333,

·         6 credit hour=.667,

·         9 credit hour=1.0 


Example: If a faculty member had a base salary of $50,000, and was teaching 6 credit hours for an 8 week session.  Formula application would be:

 $50,000/9= $5555.  X .667=$3,705 X 2 (June and July) = $7411. 


June and July: 4 week session only -Base salary divided by 9 x (credit hour %) for each credit hour class: 

·         3 credit hour=.667,

·         6 credit hour=1.33,

·         9 credit hour=2.00 


Example: If a faculty member had a base salary of $50,000, and was teaching 6 credit hours for a 4 week session.  Formula application would be $50,000/9= $5555 X 1.33=$7388

Calculations for Summer Faculty pay when student enrollment levels are not considered a full class:

 If student enrollment does not meet the level to be a full class, but the Department Head in conjunction with the Dean decides that the class should be taught - a faculty member may agree to teach the class at a tuition only rate


The tuition-only rate shall be defined as the total number of credit hours generated in the class on the deadline date for adding classes multiplied by the appropriate graduate or undergraduate in-state tuition rate and shall not be reduced by any fringe benefit cost.


The amount of pay for tuition only cannot exceed the normal rate of summer pay.