Interim and Acting Assignments

Policy Number: 8.2.18.4        
Effective Date: February 27, 2023
Revision History: March 17, 2022
Policy Contact:  Chief Human Resource Officer

I. Purpose and Policy Statement

The purpose of this policy is to ensure consistency in the review and approval of interim and acting assignments within Georgia Gwinnett College (“GGC”). The College recognizes that on occasion there may be a need to assign additional responsibilities of a higher-level position to an employee on a temporary basis and to make interim and/or acting appointments. A temporary salary adjustment may be warranted when additional responsibilities are assigned, or when an interim or acting appointment is made. These adjustments are subject to review by the Office of Human Resources to ensure a temporary increase is warranted. Any such adjustments are subject to review of proposed responsibilities, funding availability, and approval by the manager, division leadership and the Office of Human Resources.

II. Scope

All employees of GGC are covered by this policy.

III. Definitions

Additional responsibilities: A duty or duties outside the employee’s primary job.

Acting Title: An ‘acting’ title is used if an administrator is absent, or reassigned, for a short period of time (usually three months or less). The absent administrator retains the responsibility of their position but delegates the authority to the ‘acting’ person.

Interim Title: An ‘interim’ title is used if an administrator is no longer with the College and a replacement is sought, or if an administrator is absent for a longer period of time (usually exceeding three months). The ‘interim’ person has both the authority and responsibility of the office.

IV. Roles and Responsibilities

1. Chief Human Resource Officer (“CHRO”) or designee: Ensures all hiring managers are aware of the policy. Provides guidance to management on appropriate application of the policy. Ensures that appropriate procedures are in place to facilitate fair and equitable evaluations of requests for interim and acting assignments and related salary adjustments.
2. Human Resources: Provides guidance to management on appropriate application of the policy. In compliance with the policy, follows appropriate procedures to administer fair and equitable evaluations of requests for interim and acting assignments and related salary adjustments.
3. Chief Business Officer (“CBO”) or designee:  Certifies the availability of funding associated with compensation changes and alignment with fiscal affairs policies.
4. Manager: Responsible for employing requested interim/acting assignments fairly and consistently in compliance with institutional policy, USG policy, budgetary limitations, and in accordance with applicable federal and state laws.

V. Compliance

1. Interim and acting assignments covered by this policy are considered temporary in nature and only occur in two circumstances:
   1. When an employee undertakes the responsibilities of a vacant position; or
   2. Because of temporary changes in the duties and responsibilities of a filled position.
2. These temporary assignments shall normally be for no less than one month and not exceed twelve months.
3. A temporary pay increase may be made when a material change in duties and responsibilities occurs related to interim, acting, or temporary assignment of additional duties but only if funding is available. Any such pay increase should be consistent with both the additional responsibilities assigned and GGC salary guidelines. 
4. The pay increase should generally be to at least the minimum of the salary range for the position for which the interim, or acting assignment, is made and will last only for the duration of the assignment. Increases should not exceed the midpoint within the proficiency zone and are subject to review and approval by the department manager, division leadership and the Office of Human Resources. The employee’s former rate of pay will be reinstated when the interim/acting assignment, or temporary additional duties end.

VI. Related Regulations, Statutes, Policies, and Procedures

BOR Human Resource Administrative Practice Manual (“HRAP”) Policy on Interim and Acting Assignments