OA Frequently Asked Questions


1. Where can I find information that specifically addresses officer of administration employment?

UO Policy Statement 3.400 - Officers of Administration

UO Faculty Handbook - The Special Conditions of Service of Administrative Faculty

2. Do all Officers of Administration have the same kind of contracts?

No. There are two kinds of OA contracts:

  • Renewable fixed-term, non-tenure related - reserved for persons who serve in administrative positions that may have faculty rank but who do not hold tenure in academic disciplines;
  • Fixed-term, annual renewal, non-tenure related - appointments that are short-term, in a non-regular position, or where funding is based on non-recurring funds and are renewed annually.

Within these two categories, terms and conditions of contracts vary based on the kind of work performed and type of funding. The Office of the Vice President for Academic Affairs uses different colors to signify the variations in contracts.

3. What is timely notice and which officers of administration are entitled to it?

When termination is not for cause, the university provides notice of non-reappointment or termination of employment to officers of administration with renewable fixed-term appointments (as described in question 2 above). Officers of Administration in their first year of employment receive at least three months notice that their appointments will not be continued. In the second year, the notice is at least six months and in the third year and later, it is 12 months.

4. Under what circumstances can an Officer of Administration be terminated from his/her university position?

There are three ways Officers of Administration may be terminated. Faculty Handbook, Chapter 3, General Conditions of Employment -- http://academicaffairs.uoregon.edu/sites/hr3.uoregon.edu/files/Faculty_Handbook_2007.pdf#page=22

a. For cause (i.e., misbehavior which rises to the level of proscribed conduct);
b. Non-renewal of fixed-term appointments (with timely notice, if applicable);
c. Financial exigency, program reduction or elimination.

5. What disciplinary procedures are applicable to Officers of Administration?

The first disciplinary steps for OAs are oral or written warning or reprimand. In cases where probable cause exists for a more severe sanction, the disciplinary procedure involves negotiation and a hearings process that is outlined in the Faculty Handbook, Chapter 3, General Conditions of Employment - http://academicaffairs.uoregon.edu/sites/hr3.uoregon.edu/files/Faculty_Handbook_2007.pdf#page=22

6. Under what circumstances can an OA file a grievance? What is the grievance process?

The Oregon Administrative Rule defines a grievance as a "complaint by an academic employee that the employee was wronged in connection with compensation, tenure, promotion, or other conditions of employment or the employee's rights were denied as to reappointment." http://arcweb.sos.state.or.us/rules/OARS_500/OAR_571/571_003.html.

According to the Faculty Handbook, formal grievances fall into three categories: denial of promotion and tenure (applicable only to tenure-track or tenured faculty), non-renewal of a fixed term contract, and general grievances. Non-renewal of a fixed term contract is grievable only to the extent that a property right (e.g., freedom of speech) has been violated or prohibited discrimination is alleged to have been a factor in non-reappointment.

Performance appraisals are not grievable, although an OA could write a rebuttal to be placed in the file.

Officers of Administration may file formal or informal grievances with the Office of Affirmative Action and Equal Opportunity for actions that they believe constitute illegal discrimination or sexual harassment. For more information: http://aaeo.uoregon.edu/booklet.html.

7. How are OA pay increases determined?

Like all academic employees, Officers of Administration receive increases based on a variety of factors including:

  • legislative and OUS allocation and intent regarding timing, purpose, and amount of merit increases;
  • performance in position;
  • internal equity;
  • market salary data
  • retention needs.

Each vice president determines the process for OA compensation decisions in his/her unit.

8. Are OAs eligible for overtime and covered by the regulations of the Fair Labor Standards Act?

Yes, in some cases. Officer of Administration positions may be eligible for overtime compensation, depending on the specific duties assigned. Overtime eligibility is mandated by federal law for positions that conform to a set of guidelines and "tests" outlined in the Fair Labor Standards Act (FLSA). Duties related to amount of time spent in supervision, number of employees supervised, and professional or technical level of work form the basis for overtime exempt or non-exempt decisions.

9. Do OAs play a role in university governance?

The University Senate is the sole governing body of the university on all matters of faculty governance. Officers of Administration hold three of the 48 Senate seats. For more information: http://academicaffairs.uoregon.edu/handbook/Chapter01.html#Govern

10. Are OAs eligible for academic rank?

Administrative positions held by OAs typically do not carry academic rank. It is up to the appropriate vice president to determine if academic rank will be granted to a position, based on specific job responsibilities and academic credentials. Officers of Administration appointed with rank prior to 1997 may elect to retain their rank in their current positions.

11. Is it possible to give a bonus to an OA?

Yes. OAs may receive nonrecurring merit payments up to ten percent of annual salary in recognition of outstanding or extraordinary performance. These awards do not preclude normal merit increases granted when funding availability and performance permit. Requests for awards must be approved by the appropriate vice president and the director of Human Resources. For more information: http://darkwing.uoregon.edu/~committees/policies/ch3b1.html.